Bid Notice-On-Call Surveying Services.pdf

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REQUEST FOR PROPOSALS

FOR

ON-CALL PROFESSIONAL SURVEYING SERVICES

SACRAMENTO AREA SEWER DISTRICT

RFP No. (9173)

RFP ISSUE DATE: October 6, 2026 at 1:00pm PT

PROPOSAL DUE DATE & TIME: November 10, 2026 at 1:00pm PT

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Contents

1. INTRODUCTION

2. BACKGROUND

3. OBJECTIVE

4. RFP TIMELINE

5. QUESTIONS AND COMMUNICATION ABOUT THIS RFP

6. SCOPE OF SERVICES

7. BASIS FOR COMPENSATION

8. ORGANIZATION AND CONTENT OF PROPOSAL

9. PROPOSAL SUBMISSION INSTRUCTIONS

10. PROPOSAL RATING CRITERIA

11. SELECTION PROCESS

12. AWARD OF CONTRACT

13. ADDITIONAL TERMS AND CONDITIONS

Attachment A – Conflict of Interest and Non-Collusion Affidavit

Attachment B – Sample Agreement

Attachment C – Iran Contracting Act Disclosure Form

Attachment D – Compliance with Economic Sanctions in Response to Russia’s Action in Ukraine

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1. INTRODUCTION

The Sacramento Area Sewer District (SacSewer) is a sewage collection, treatment, and resource recovery utility which serves more than 1.6 million people in a 387 square-mile service area. SacSewer’s service area includes the unincorporated areas of Sacramento County, and the cities of Citrus Heights, Rancho Cordova, Elk Grove, Folsom, Sacramento, and West Sacramento.

SacSewer owns and operates over 5,000 miles of sewer pipes and 117 pump stations and is responsible for their operations and maintenance. Sewage is collected from residential, commercial, and industrial customers and conveyed to SacSewer’s EchoWater Resource Recovery Facility (EchoWater Facility) near Elk Grove. SacSewer takes pride in recovering valuable resources from the sewage that enters the EchoWater Facility.

Examples include biosolids recycling, water recycling, and renewable energy generation.

The following is SacSewer’s mission and vision statement:

Mission: Serving our community by protecting public health and the environment through sewage collection, treatment, and resource recovery.

Vision: Setting the bar for excellence in utility management and environmental sustainability.

SacSewer has four core values that help SacSewer deliver on its mission and vision:

Responsibility – Accountable and Committed

Resolve – Determined to Succeed

Proficiency – Skilled and Collaborative

Environmental Stewardship – Protect and Sustain

2. BACKGROUND

SacSewer is seeking proposals from qualified companies to perform comprehensive on-call surveying services. SacSewer is inviting engineering and surveying firms (consultants) with prior experience in water and wastewater utilities to submit proposals.

SacSewer has several real estate assets (properties and easements) for operating, constructing, installing, monitoring, and maintaining our pipelines and facilities, which provide essential, safe conveyance and treatment of wastewater. The management and maintenance of these real estate assets, as well as support of SacSewer projects, occasionally require on-call surveying services.

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Contract awards will be awarded to the two highest-ranked engineering or surveying firms. The anticipated term for each on-call surveying services contract shall be five (5) years or budget-dependent.

3. OBJECTIVE

SacSewer seeks two consultants to provide professional surveying services on an as-needed basis, as determined by SacSewer.

4. RFP TIMELINE

Event or Action Deadline Release of RFQ October 6, 2026 Question Submission Deadline October 27, 2026 at 1:00pm PT Final date to provide Responses to Questions on the Business Opportunities webpage

October 30, 2026

Qualifications Submission Deadline November 10, 2026 at 1:00pm PT Consultant Interviews (if requested by SacSewer) TBD Notice of Intent to Award TBD Anticipated Board Award TBD

5. QUESTIONS AND COMMUNICATION ABOUT THIS RFP

All communication regarding this RFP should be directed to Ken Murray via email at murrayke@sacsewer.com, SacSewer’s designated point of contact. Questions for this RFP should be submitted to the designated point of contact via email by the date and time stated in Section 4 of this RFP. Questions and answers will be posted at https://www.sacsewer.com/business-opportunities/ by no later than the date stated in Section 4 of this RFP. Please note that SacSewer will respond only to technical questions.

SacSewer will not provide oral interpretations of any documents to respondents.

Interested consultants are responsible for periodically checking the SacSewer website for addenda to this RFP and responses to questions.

6. SCOPE OF SERVICES

a. The scope of services will include, but is not limited to, the items listed below. The scope of services shall be used as a basis for preparation of the proposal, and a submitted proposal must address the entire scope of services listed. Additional tasks or modifications to the scope of services that the consultant feels will produce a more cost-effective project should be included in the proposal.

i. The consultant must provide professional surveying services based on the following technical requirements:

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1. Accuracy: Horizontal and vertical measurements must be accurate within 0.2 feet.

2. Coordinate System: NAD83 California State Planes, Zone II, US Foot (Code: CA83-IIF).

3. Vertical Datum: NGVD-29 (a correction factor to NAVD-88 must be provided in the field notes.

ii. Create AutoCAD files from easement documents, check easement closures, and align easement AutoCAD drawing files into the District coordinate system

iii. Create AutoCAD files from District notes and sketches

iv. Provide construction staking

v. Perform construction surveys

vi. Perform settlement monitoring on SacSewer’s facilities

vii. Establish horizontal and vertical controls

viii. Determine locations of property lines, boundaries, easements, and right-of-way

ix. Establish and adjust benchmarks

x. Survey monument support per Business and Professions Code 8771

xi. Create plat maps from existing legal descriptions

xii. Perform traditional and aerial topographic surveys to determine and verify locations and elevations of existing or proposed improvements, structures, and topographic features

xiii. Perform photogrammetric control surveys and prepare photogrammetric mapping/orthophotos

xiv. Perform research and survey work related to public and private land ownership, public and private easements, public improvements, construction, and historic information

xv. Prepare and interpret deeds and descriptions

xvi. Create, stamp, and sign subdivision maps, parcel maps, lot line adjustments, and other documents as necessary

b. The following tasks may be needed in association with the surveying services discussed above:

i. Exhibit preparation associated with real estate documents

ii. Document and drawing review - comments and recommendations

iii. Field inspection and data collection

iv. Data collection and report preparation

v. Meeting attendance

vi. Coordination with other Districts’ consultants

vii. Coordination with developer engineers and other private entities

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Consultants will be expected to provide plat and legal descriptions, written reports, technical memorandums, calculations, and other documentation as necessary, and to provide surveying and field support during design and construction activities.

7. BASIS FOR COMPENSATION

Time and Expenses: SacSewer will compensate the consultant on a Time and Expenses basis, with a not-to-exceed dollar amount for the entire contract.

8. ORGANIZATION AND CONTENT OF PROPOSAL

Consultants must provide complete and current information for all items listed below. A Proposal shall not exceed fifteen (15) single-sided pages. The following items are excluded from the page count: Transmittal Letter, Table of Contents, Section Dividers, Department of Industrial Relations (DIR) Compliance, Conflict of Interest, Iran Contracting Act Disclosure Form, and Compliance with Economic Sanctions in Response to Russia’s Action in Ukraine, Proprietary Information, Insurance, Exceptions to Sample Agreement Terms and Conditions, Employment Practices, Price Sheet, and Resumes.

a. Company Background

SECTION CONTENTS

Cover Letter Transmittal Letter

TOC Table of Contents a Company Background b Consultant Team c Department of Industrial Relations (DIR) Compliance d Range of Services Provided by Consultant e Related Experience f Conflicts of Interest g Iran Contracting Act Disclosure Form and Compliance with Economic Sanctions in Response to Russia’s Action in Ukraine h Proprietary Information i Insurance j Exceptions to Sample Agreement Terms and Conditions k Employment Practices l Price Sheet

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Provide a brief introduction for your organization. Include office locations, main areas of expertise, number of staff, and company background and history. (3 pages maximum)

b. Consultant Team

Identify the proposed project team, including the staff responsible for project management, communication with SacSewer, and direct supervision of deliverables.

Identify key tasks and the personnel involved, including their level of participation.

Include a project team diagram. Attach resumes at the end of the proposal. On the resumes, provide key areas of expertise for each team member. Identify the geographic location of the consultant’s facilities and key personnel. SacSewer prefers a local base for key interactive staff unless the consultant can demonstrate no project impact.

Identify all proposed subconsultants. Include the names of the proposed subconsultants, relevant experience, and supporting material. The consultant staff must have the appropriate level of experience and expertise to perform the requested work. If the prime consultant intends to solicit subproposals and/or quotes for certain tasks, then SacSewer expects the prime consultant to solicit qualified subconsultants, subcontractors, other service providers, and suppliers. SacSewer encourages prime consultant’s solicitation for subconsultants, subcontractors, other service providers, and suppliers to reasonably provide opportunities for, and encourage relationship-building with, qualified minority and women-owned businesses, and small and local businesses in the Sacramento community.

The prime consultant must obtain written consent from SacSewer for substitution of any subconsultants, subcontractors, service providers, or suppliers listed in their proposal.

This RFP is for on-call professional surveying services. Consultant staff shall have the appropriate level of experience, expertise, and licenses required to perform the requested surveying work. Services requested will require that staff overseeing deliverables hold a valid license to perform surveying work from the State of California, as issued by the California Board of Professional Engineers, Land Surveyors, and Geologists. (four [4] pages maximum)

c. Department of Industrial Relations (DIR) Compliance

i. Consultants must note within their proposal valid DIR registration numbers for consultants’ and subconsultants’ personnel performing public works tasks.

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ii. If applicable to work contemplated under the proposed Agreement, no contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

iii. If applicable to work contemplated under the proposed Agreement, no contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

iv. If applicable to work contemplated under the proposed Agreement, this project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

d. Labor Compliance Program:

i. The County of Sacramento received final approval from the Director of the

California Department of Industrial Relations as a Labor Compliance Program effective March 15, 1994. All questions regarding this Labor Compliance Program and prevailing wage requirements should be directed to the Labor Compliance Section at (916) 875-2711.

ii. Pursuant to California Labor Code Section 1720 and following, and Section 1770 and following, the CONTRACTOR shall pay not less than the prevailing rate of per diem wages as determined by the Director of the California Department of Industrial Relations. Copies of the prevailing wage determinations are on file at the office of the County of Sacramento Labor Compliance Program, 9700 Goethe Road, Suite D, Sacramento, CA 95827, and are also available on the internet at http://www.dir.ca.gov/DLSR/PWD.

e. Range of Services Provided by Consultant

Provide a list of services based on the Scope of Services in Section 6 of this RFP, including special services (three [3] pages maximum).

f. Related Experience

Provide at least five (5) examples of your organization’s and proposed project team’s experience with providing similar services to other clients (or, to public agencies).

The description of each example must include the client’s name and the year(s) during which the work was performed. The examples must include your organization's role in the project and the responsibilities of key team members.

Provide the name, address, telephone number, and e-mail address of the representative for each referenced client with a minimum of three (3) public agency

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g. Conflicts of Interest

The proposal must include disclosures of any actual, apparent, direct or indirect, perceived, or potential conflicts of interest related to the organization, its management, employees, or others involved in providing services for this RFP. If a consultant has no conflicts of interest, please provide a statement confirming this in the proposal. Consultants must submit the completed “Conflict of Interest and Non- Collusion Affidavit” Form (Attachment A) with their proposal.

h. Iran Contracting Act Disclosure Form and Compliance with Economic

Sanctions in Response to Russia’s Action in Ukraine Please see Section 13 of this RFP – Additional Terms and Conditions for additional information on the Iran Contracting Act Disclosure Form and Compliance with Economic Sanctions in Response to Russia’s Action in Ukraine. If either or both forms are completed, then place the completed forms in this section of the proposal.

If a consultant’s proposal does not meet the requirements for either condition, provide a statement to that effect in this section.

i. Proprietary Information

Identify any proprietary information in the proposal and the legal basis for claiming confidentiality. SacSewer will not claim the confidentiality for such information unless the consultant signs and submits a written agreement, provided by SacSewer, to defend and indemnify the agency against any liability, costs, or expenses related to asserting confidentiality in the proposal. The final decision to assert confidentiality on behalf of the consultant is at the sole discretion of SacSewer.

j. Insurance

Please refer to Attachment B – Sample Agreement, Exhibit B – Insurance Requirements, for SacSewer’s insurance requirements for the requested services.

Provide a summary of the consultant’s present and proposed insurance coverage for the duration of the contract.

k. Exceptions to Sample Agreement Terms and Conditions

Provide a list of any specific exceptions to contract terms and conditions that the consultant will request from SacSewer’s Sample Agreement. The Sample Agreement is attached to this RFP as Attachment B.

If a consultant does not seek any exceptions to the contract terms and conditions in SacSewer’s Sample Agreement, provide a statement to that effect in this section.

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l. Employment Practices

Provide a summary of your organization’s employment policies and procedures, including any equal employment opportunity and affirmative action policies.

Also, include a brief summary outlining the present demographic composition of your workforce.

m. Rate Sheet The electronic copy of the proposal must include the Rate Sheet. Compensation will be on a time-and-expenses basis, with an authorized not-to-exceed amount. The Rate Sheet must include the following information:

1. Direct hourly labor rates covering all of the tasks in the scope section above for those staff to be billed to the project.

2. Types and estimated amount of non-labor costs to be billed to the project.

3. Adjustments in rates predicted to occur during the project. For budgeting purposes, a maximum escalation rate of 3 percent per year should be assumed and will be discussed during fee negotiations.

4. Subconsultant costs. A maximum markup of 5 percent is permitted.

5. Other direct costs (ODCs). A maximum markup of 5 percent is permitted.

6. Lodging, meals, and travel shall be reimbursed as follows:

a. Per diem for lodging (equal to the federal standard CONUS per diem rate for Sacramento County at the time of contract negotiation) will be reimbursed for each work night, up to five (5) nights per week.

b. Per diem for meals and incidentals (equal to the federal standard CONUS per diem rate for Sacramento County at the time of contract negotiation) will be reimbursed for each work day, up to five (5) days per week.

c. Airfare and local and home transportation costs will be reimbursed at cost.

d. Mileage will be reimbursed at the current IRS rate, which can be accessed by clicking the following link: https://www.irs.gov/tax-professionals/standard-mileage-rates

9. PROPOSAL SUBMISSION INSTRUCTIONS

Please submit your proposal online via the Public Purchase platform in a pdf file format.

All SacSewer solicitation postings can be found at the SacSewer Collections Public Purchase homepage at https://www.publicpurchase.com/gems/sasd,ca/buyer/public/home.

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Proposals received after the deadline stated in Section 4 of this RFP will not be accepted.

10. PROPOSAL RATING CRITERIA

The proposal rating criteria are outlined below:

Criteria Point Value

Overall Responsiveness to RFP Requirements 20

Company Background 5

Consultant Team 25

Range of Services provided by Consultant 20

Related Experience 30

Total 100

11. SELECTION PROCESS

Consultants must submit a complete proposal document with organization and content consistent with Section 8 of this RFP – Organization and Content of Proposal, by the proposal submission deadline.

Ranking of the proposals will be based on the Proposal Rating Criteria. Proposals will be evaluated in three phases as follows:

Phase 1: Proposals will be examined as to whether or not the consultant understood and responded in accordance with the following requirements:

1) Proper completion and submittal of required proposal documents; and

2) Related experience requirement met or exceeded.

Phase 2: Proposals that meet the requirements in Phase 1 will be evaluated and scored using the table in Section 10 of this RFP. SacSewer will disqualify proposals if their score for any single criterion is zero or their total score is less than 60. After initial review of all responsive proposals, if SacSewer desires to host interviews, SacSewer will create a shortlist of the three (3) highest-scoring consultants to participate in interviews. Proposal scores will be adjusted based upon the performance in the interviews. SacSewer may also complete the consultant evaluation and selection without conducting interviews.

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Phase 3: SacSewer will enter negotiations with the consultant. If a mutually agreeable contract cannot be negotiated, SacSewer will conclude negotiations with said consultant.

Then, SacSewer will commence negotiations with the consultant with the next highest-ranked proposal. This process will continue until an agreement is successfully negotiated or the list of eligible consultants is exhausted.

SacSewer reserves the right:

To reject any or all Proposals, or any part thereof; and

To select more than one consultant; and

To waive any informality in the Proposal; and

To accept the Proposal that is in the best interest of the SacSewer.

All of SacSewer’s decisions will be final.

12. AWARD OF CONTRACT

The contract will be awarded to the two consultants with the highest-ranked proposals.

SacSewer may select whichever proposals it determines will best serve its interests. The successful consultant will be selected in accordance with the selection process identified in Section 11 of this RFP, and any addenda thereto, except for any informalities waived by SacSewer. Selection is expected to be made according to Section 4 of this RFP, subject to final approval by the appropriate SacSewer authority.

13. ADDITIONAL TERMS AND CONDITIONS

a. Federal Exclusion List SacSewer is prohibited from awarding this contract to any person, entity, or business that is on the Federal Exclusion List (https://www.sam.gov/). If you or your organization is on this list, then SacSewer cannot award this agreement to you, and you should not submit a response to this RFP. In addition, the consultant certifies that it will not contract with a subcontractor that is debarred, suspended, or on the Federal Exclusion List.

b. Revision of Proposal Consultants may withdraw or revise a proposal at any time before the proposal submission deadline. The consultant must submit the revised proposal in the same manner as the original proposal. A statement of intent to submit a revised proposal will not extend any consultant's due date. At any time during the proposal evaluation process, SacSewer may request a consultant to provide oral or written clarification of its proposal.

c. Errors and Omissions in Proposal

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If SacSewer fails to object to an error, omission, or deviation in the proposal, it will not change the RFP or excuse the consultant from fully complying with the RFP specifications or any agreement awarded under the RFP.

d. Iran Contracting Act Disclosure Pursuant to the Iran Contract Act of 2010 (California Public Contract Code, Sections 2202-2208), consultants are ineligible to submit a proposal for projects with a public entity for goods or services of one million dollars ($1,000,000) or more if the Consultant engages in investment activities in Iran.

The Iran Contracting Act Disclosure Form, Attachment C, must be completed and submitted by participating consultants if the not-to-exceed amount of the agreement is $1,000,000 or more. The Iran Contracting Act Disclosure Form must also be completed if the total value of the agreement exceeds $1,000,000 during the contract term.

e. Economic Sanctions Pursuant to California State Executive Order N-6-22 (Order), imposing economic sanctions against Russia and declaring support of Ukraine, SacSewer must terminate any contract with any individual or entity that is in violation of the Order or that is subject to economic sanctions. SacSewer will not enter a contract with any such individual or entity while the Order is in effect.

Compliance With Economic Sanctions In Response To Russia’s Actions In Ukraine Form, Attachment D, must be completed and submitted by the participating consultants if the not-to-exceed amount of the agreement exceeds $5,000,000. The Compliance With Economic Sanctions In Response To Russia’s Actions In Ukraine Form must also be completed by the awarded consultant(s) if the total value of their agreement exceeds $5,000,000 during the contract term. SacSewer must keep the form and other supporting documentation on file as evidence of compliance with the Order.

(ATTACHMENTS FOLLOW)