Cross-Connection Control Program Implementation Services.pdf

Request for Proposal for Cross-Connection Control Program Implementation Services City of El Segundo Public Works Department

City of El Segundo

REQUEST FOR PROPOSALS

for

Cross-Connection Control Program Implementation Services

RFP Number: 26-07 RFP Title: Cross-Connection Control

Program Implementation Services

Requesting Department: Public Works Request for Proposal (RFP) Release Date: August 20, 2026 Mandatory Meeting Date: September 1, 2026, 9:00 a.m.

Proposal Due Date: September 22, 2026,11:00 a.m.

Notice is hereby given that sealed proposals will be received in the Office of the City Clerk, City Hall, 350 Main Street, El Segundo, California 90245 until 11:00 a.m. (PDT), September 22, 2026.

A Mandatory meeting is scheduled for Tuesday, September 1, 2026, at 9:00 a.m. (PDT) at City Hall Courtyard, 350 Main Street, El Segundo, California 90245

Interested parties may obtain a copy of this RFP by accessing the City Of El Segundo website:

https://www.elsegundo.org/government/departments/city-clerk/bid-rfp

The City of El Segundo Public Works Department is soliciting proposals for Cross- Connection Control Program Implementation Services

1. It is the Bidder’s responsibility to read the entire RFP and to comply with all requirements herein.

2. The scope of the RFP is summarized in the Scope of Services – Section II

3. To be considered, proposers must submit three (3) original hard copies and one (1) copy emailed to allcityclerks@elsegundo.org of their proposal. Each response must be submitted in a sealed envelope and clearly marked:

“RFP #26-07 Cross-Connection Control Program Implementation Services” Failure to identify the proposal on the envelope may result in disqualification of the proposal.

Sealed proposals must be submitted to the Office of the City Clerk at 350 Main Street, El Segundo, California 90245. Responses will be received until 11:00 a.m. Pacific Daylight Time on September 22, 2026.

4. Late submittals will not be accepted.

5. City of El Segundo will not accept emails or faxes of the above submittals

6. Any and all updates, addenda, questions and answers and changes to this RFP will be distributed through the Bid/RFP webpage. The City shall not be held responsible or liable if interested bidders or proposals miss any information relevant to this RFP.

https://www.elsegundo.org/government/departments/city-clerk/bid-rfp mailto:allcityclerks@elsegundo.org

TABLE OF CONTENTS

SECTION I. INTRODUCTION 4

SECTION II. SCOPE OF SERVICES 4

A. PROGRAM EVALUATION 4

B. PUBLIC EDUCATION & AWARENESS PROGRAM 5

C. HAZARD ASSESSMENT RECORD KEEPING 5

D. NON-RESIDENTIAL HAZARD ASSESMENT 5

E. WATER SYSTEM HAZARD ASSESSMENT 5

F. REGULATORY REPORTING 6

G. OPTIONAL SERVICES 6

SECTION III. INSTRUCTIONS TO BIDDERS 7

A. MANDATORY MEETING 7

B. FILING DATE 7

C. RSERVATIONS 7

D. BID FORM 8

E. THE CONTRACT 8

F. DISCREPENCIES OR OMISSIONS 8

G. CONTINGENCIES 8

SECTION IV. MINIMUM REQUIREMENTS 9

A. BUSINESS LICENSE 9

B. STATE LICENSE/CERTIFICATIONS 9

C. PREVAILING WAGES 9

D. REPRESENTATIVES 9

E. CITY REPRESENTATIVES 10

F. EMPLOYEE CONDUCT 10

G. RFP RESPONSE FORMAT AND SUBMISSION REQUIREMENTS 10

SECTION V. PROPOSAL REQUIREMENTS 11

A. COVER LETTER/INTRODUCTION 11

B. TABLE OF CONTENTS 11

C. EXPERIENCE 11

D. THIRD-PARTY/SUBCONTRACTORS 11

E. STAFF BIOGRAPHIES 11

F. TECHNICAL APPROACH 12

G. COST OF PROPOSAL 12

H. PROPOSAL RESPONSE 12

I. PROFESSIONAL SERVICES AGREEMENT 12

J. TERMINATION FOR DEFAULT 12

K. TERMINATION FOR CONVENIENCE 13

L. ACKNOWLEDGEMENT OF INSURANCE 13

M. ADDENDUM ACKNOWLEDGEMENT 13

N. SIGNATURE OF AUTHORITY 13

O. PRICING 13

SECTION VI. SELECTION PROCESS 14

A. INITIAL SCREENING 14

B. EVALUATION ACTIVITIES 14

C. TENTATIVE SCHEDULE 14

D. NOTES 15

E. ATTACHMENTS 15

SECTION I – INTRODUCTION

The City is seeking proposals from qualified consultants to assist the City's Public Water Division in developing, implementing, and maintaining a Cross-Connection Control (CCC) Program that complies with the California State Water Resources Control Board Cross-Connection Control Policy Handbook (CCCPH), as amended, and all applicable State regulations.

This RFP is intended to establish a multi-year contract for ongoing CCC program compliance support. The selected consultant shall provide professional engineering, technical, inspection, and program support services necessary to establish and implement a comprehensive Cross-Connection Control Program that protects the City's potable water system from contamination resulting from cross-connections and backflow events.

The City of El Segundo’s Water Division operates a potable water distribution system serving approximately 17,000 residents through approximately 5,000 water service connections. To protect public health and comply with the California State Water Resources Control Board’s CCCPH, the City of El Segundo maintains a Cross-Connection Control Program requiring:

• Installation of approved backflow prevention assemblies

• Annual testing and certification

• Tracking of test results and device inventory

• Enforcement actions for non-compliance

• Coordination with certified testers and customers

The City seeks a qualified Contractor to administer these functions using industry-standard practices and modern data systems. The Contractor shall provide all labor, materials, software, and expertise necessary to deliver a fully compliant CCC program.

SECTION II – SCOPE OF SERVICES

The Consultant shall evaluate the City's existing Cross-Connection Control Program and identify deficiencies relative to current State requirements (as recently amended in the April 2026 CCCPH “Handbook”).

The City has 3,378 connections for residential and 1,482 connections for commercial/industrial. Services shall include:

A. Program Evaluation

• Review of existing ordinances, policies, procedures, and administrative practices.

• Review of customer service records and available water system information.

• Review of existing backflow prevention records.

• Evaluation of current inspection, testing, enforcement, and recordkeeping practices.

• Identification of compliance gaps and recommendations for achieving compliance.

B. Public Education & Awareness Program

• Development of notification letters and outreach materials in compliance with

CCPH requirements

• Coordination with City staff to distribute notifications via city letterhead, city website posting, direct mailer, as applicable.

• Multi-channel outreach strategy (mail, digital, and website) to maximize resident awareness across demographic groups

C. Hazard Assessment Record Keeping

• Establish and maintain a complete hazard assessment record-keeping system for the duration of the contract

• All records will be collected, organized, and maintained in a format that is audit-ready and regulator-defensible.

• Setup of hazard assessment data management system (manual or digital)

• Entry and maintenance of all hazard assessment findings, property details and outcome records

• Ongoing data collection and monitoring of all hazard assessment activity throughout the contract

• Real-time viewability into program status and assessment completion rates

• Final compiled hazard assessment records delivered to the City upon contract close-out

D. Non-Residential Hazard Assessments

• Vendor will coordinate with City staff to contact appropriate persons to conduct inspections for all non-residential properties

E. Water System Hazard Assessments

• Conduct site surveys and hazard assessments, as needed, considering the requirements identified in the CCCPH. The City has completed a hazard assessment. Verification of the hazard assessment and continued upkeep of the records will be required.

• The degree of the hazard must be included in the hazard assessment, including whether the backflow prevention assembly provides adequate protection to the City’s distribution system

• Provide recommendations for eliminating hazards from cross-connections.

F. Regulatory Reporting

• Prepare and submit all required reports to California State Water Board

• Maintain documentation for audits and inspections

• Support City staff during regulatory reviews

G. Optional Services

• GIS integration

• Cross-connection surveys for new developments

• Program modernization or software migration

Working Hours: Normal working hours are 7:00 am to 4:00 pm Monday through Friday, excluding City recognized Holidays. All work shall be completed during normal working hours unless advance, written approval for after-hours work is obtained from the City Representative.

Pricing shall be valid through June 30, 2029.

SECTION III – INSTRUCTIONS TO BIDDERS

A. Mandatory Meeting A pre-bid meeting is scheduled for Tuesday, September 1, 2026, at 9:00am PST, at City Hall Courtyard, 350 Main Street, El Segundo, CA 90245. Bidders’ attendance at this meeting is mandatory. If a bidder fails to attend the meeting, the bidder will be deemed as disqualified.

B. Filing Date All proposals must be received at or before 11:00 a.m. (PDT), September 22, 2026.

Copies of all forms, specifications, and exhibits are available from the City website at

C. Reservations The City Council reserves the right to reject any and all bids/proposals received; to take all bids/proposals under advisement for up to 120 days after opening; to waive any informality on any bid/proposal; and to be the sole judges of the relative merits of the material mentioned in the respective bids/proposals received. The Council also reserves the right to reject any item(s), award more than one contract for each of the items and reject bids/proposals that are not accompanied by the requested information.

D. Bid Form

• The proposal must be enclosed in an envelope and marked “RFP #26-07 Cross- Connection Control Program Implementation Services” showing the bid number and addressed to the Office of the City Clerk, City Hall, 350 Main Street, El Segundo, California 90245.

• No telephone, email or facsimile bids will be accepted.

• If the proposal is made by an individual, it must be signed by the full name of the

Proposer and include the Proposer's complete address. If it is made by a firm/expert, it must be signed with the co-partnership name by a member of the firm/expert, and the name and full address of each member must be given. If it is made by a corporation, it must be signed by the proper officer in the corporate name, and the corporate seal must be attached to such signature.

• The phraseology of the bid must not be altered in any way.

• Proposals are subject to acceptance by the City for a period of 120 days unless a different period is prescribed in the proposal by the bidder.

E. The Contract The Bidder to whom the award is made will be required to enter into a written contract with the City. A copy of the vendor’s proposal and the contract specifications may be attached to and will form a part of the contract. All materials, supplies, equipment, and services supplied by the vendor shall conform to the applicable requirements of State and Federal Laws covering Labor and Wages, as well as conforming to the specifications herein. In case of default by the vendor, the City reserves the right to procure the articles from other sources and to hold the vendor responsible for any excess costs incurred by the City.

F. Discrepancies or Omissions Vendors finding discrepancies or omissions in the RFP or having any doubts as to the meaning or intent of any part thereof shall submit such questions or concerns in writing electronically via https://www.elsegundo.org/government/departments/city-clerk/bid-rfp.

No responsibility will be accepted for oral instructions. Addenda issued in correspondence to this RFP shall be considered a part of this RFP and shall become part of any final Contract that may be derived from this RFP.

G. Contingencies

This RFP should not be considered as a Contract to purchase goods or services but is a Request for Proposal in accordance with the Terms and Conditions herein and will not necessarily give rise to a Contract.

Completion of this RFP form and its associated appendices are a requirement. Failure to do so may disqualify your RFP response submittal. Vendors must submit signed RFP responses by the due date and time as specified herein. Vendors will be considered non-responsive if the above requirements are not submitted as requested. If only one RFP response is received, the City reserves the right to reject the response and re-bid the RFP.

Any Scope of Services, Contingencies, Special Instruction and/or Terms and Conditions applicable to this RFP and any Contract derived thereafter shall be effective as of the issue date of Notice to Proceed (NTP), and shall remain in full force and effect until sixty

(60) days after the City has accepted the work in writing and has made final payment, unless sooner terminated by written agreement signed by both parties.

SECTION IV – MINIMUM REQUIREMENTS

A. Business License The selected Vendor awarded a Contract shall be required to obtain a City of El Segundo Business License no later than five (5) business days from notification of award prior to being issued a contract. Awarded vendor must possess and maintain all appropriate licenses/certifications necessary to in the performance of duties required under this RFP and will provide copies of licenses/certifications immediately upon request throughout the term of the Contract.

B. State License/Certifications No proposals will be accepted from any vendor who is not licensed in accordance with the provisions of the State Business and Professions Code. In addition, the vendor and all subcontractors must possess a current Cross-Connection Control Specialist certification.

C. Prevailing Wages

Where labor is required for public work as a part of any requirement covered by this RFP, pursuant to the provisions of the Labor Code of the State of California, Vendor(s) shall pay no less than those minimum wages.

D. Representatives Should the awarded Vendor require the services of a third party to complete the Scope of Services indicated in this RFP, the awarded Vendor will not assign, transfer, convey or otherwise dispose of the contract or its right, title or interest in or to the same, or any part thereof. Any attempt by the awarded Vendor to so assign, transfer, or subcontract any rights, duties, or obligations arising hereunder shall be null, void and of no effect.

The awarded Vendor shall be solely responsible for the satisfactory work performance of all personnel engaged in performing the Services including Vendor’s subcontractor. All services shall be performed by the awarded Vendor or under the awarded Vendor’s direct supervision, and all personnel shall possess the qualifications, permits, and licenses required by state and local law to perform such services.

The awarded Vendor shall be responsible for payment of all employees’ and subcontractors’ wages and benefits and shall comply with all requirements pertaining to employer’s liability, workers' compensation, unemployment insurance, and Social Security. By its execution of this Agreement, Vendor certifies that it is aware of the provisions of Section 3700 of the California Labor Code that require every employer to be insured against liability for Worker’s Compensation or to undertake self-insurance in accordance with the provisions of the Code and agrees to comply with such provisions before commencing the performance of the services.

In case of default by the Vendor, the City may take the following actions which shall include but not be limited to; cancellation of any contract, purchase order, procurement of the articles of service from other sources and may deduct from unpaid balance due to the Vendor, or may bill for excess costs so paid, and the prices paid by the City shall be considered the prevailing market prices paid at the time such purchase is made, withholding of payment until final resolution. Cost of transportation, handling, and/or inspection on deliveries, or Vendors for delivery, which do not meet specifications, will be for the account of the Vendor.

E. City Representatives For the purposes of this Agreement, the contract administrator and City’s representative shall be Anthony Esparza, or such other person as designated in writing by City (“City’s Representative). It shall be the Vendor’s responsibility to assure that City’s Representative is kept informed of the progress of the performance of the services, and the Vendor shall refer any decisions that must be made by City-to-City Representative. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the City Representative.

F. Employee Conduct All Vendor personnel must observe all City regulations in effect at the location where the Services are being conducted. While on City property, the Vendor’s personnel shall be subject to oversight by City staff. Under no circumstances shall the Vendor’s or Vendor’s sub-contractor personnel be deemed as employees of the City. Vendor or Vendor’s sub-contractor personnel shall not represent themselves to be employees of the City.

Vendor’s personnel will always make their best efforts to be responsive, polite, and cooperative when interacting with representatives of the City, or any other City employees.

Vendor’s personnel shall be required to work in a pleasant and professional manner with City employees, outside Vendors and the public. Nothing contained in this RFP shall be construed as granting the Vendor the sole right to supply personal or contractual services required by the City or without the proper City approval and the issuance of a Contract.

G. RFP Response Format and Submission Requirements Completion of this RFP form and its associated Exhibits are a requirement. To be considered responsive and evaluate RFP responses fairly and completely Vendors must comply with the format and submission requirements set out in this RFP, and provide all information requested. Failure to comply with this instruction will deem said RFP response as non-responsive and will not receive further consideration in the evaluation process.

If only one RFP response is received, the City reserves the right to discard the response, re-bid or proceed with an RFP review and negotiations.

All proposals, whether accepted or rejected, shall become the property of the City upon submission. Proposals must be received no later than 11:00 a.m. PDT, September 22, 2026 to the following address:

City of El Segundo Office of the City Clerk

350 Main Street, El Segundo, California 90245

Proposals received after this time and date will not be considered.

Proposers shall provide: THREE (3) complete paper copies of the proposal in a sealed envelope with the company name and clearly marked with the words “RFP 26-07 Cross- Connection Control Program Implementation Services and one (1) copy emailed to allcityclerks@elsegundo.org

SECTION V – PROPOSAL REQUIREMENTS

Proposers shall follow the prescribed format. Do not include any extraneous or marketing material. Proposals shall include sections in the same order and format shown below.

A. Cover Letter/Introduction RFP responses must include the complete name and address of Vendor, and the name, mailing address, email address, and telephone number of the primary contact person regarding the RFP response. A signature by an authorized representative must be included on each RFP response. Said signature will be considered confirmation of the Vendors ability and willingness to comply with all provisions stated herein.

B. Table of Contents The Table of Contents must be a comprehensive listing of the contents included in your RFP response. This section must include a clear definition of the material, exhibits and supplemental information identified by sequential page numbers and section reference numbers. Each section of the RFP response will be separated by a title page at the beginning of each section.

C. Experience The Vendor shall provide a concise statement demonstrating the Vendor's qualifications, experience with CCC programs of similar size, expertise, and capability to perform the requirements, of this RFP. Provide a brief history of your company, including:

• The number of years in business,

• The firm’s service commitment to customers,

• If the firm is involved in any pending litigation that may affect its ability to provide its proposed solution or ongoing maintenance or support of its products and services.

• A statement as to whether your firm is an individual proprietorship, partnership, corporation, or private nonprofit firm, and the date your company was formed or incorporated.

D. Third-Party/Subcontractors If the Vendor intends to subcontract, a detailed list of any sub-contractors, partners, or third-party Vendors who will be involved in the implementation of the proposed services including but not limited to:

• Description of the Vendor’s experience with each of the proposed subcontractors,

• Five (5) customer references for each subcontractor to include references names, addresses, email addresses, and telephone numbers, for products and services like those described in this RFP,

• Describe the specific role of each.

mailto:allcityclerks@elsegundo.org

E. Staff Biographies

Submit the resumes of the individuals who will be performing the services for the City.

Resumes shall be formatted in the following order:

• Position with the Company,

• Length of time with the Company,

• Licenses, registrations, and certifications as required by law to perform the Scope of Work described herein,

• Educational background,

• Role in the Project,

• Experience with the minimum requirements stated herein,

• Work history on similar or like projects with the other municipalities.

F. Technical Approach

• Description of proposed CCC program methodology

• Software systems and data security measures

• Approach to customer notifications and compliance tracking

G. Cost of Proposal

• Detailed pricing for all services

• Annual cost breakdown for each contract year

• Optional services pricing

H. Proposal Response

Under this section Vendors shall provide a full, detailed response to the City’s Scope of Services listed herein. Vendors should be as thorough as possible in their response as it may be the only opportunity to convey information regarding your business, ability and qualifications to complete the services needed.

I. Professional Services Agreement In addition to the acceptance of the City’s Terms and Conditions, the successful Vendor will be required to enter into a Professional Services Agreement (“PSA”) with the City of El Segundo, a “Sample” of which is found on Exhibit A. All requirements of said SA must be completed by the successful Vendor and signed by both applicable parties prior to any services being rendered. This RFP sets forth some of the general provisions which may be included in the final PSA. In submitting a response to this RFP, Vendor will be deemed to have agreed to each clause. Any exceptions to this agreement must be noted at the time of submitting a proposal. If no exceptions are noted, the contract will be executed in the form provided. If the terms of the Agreement cannot be agreed upon for any reason, another vendor may be selected. Vendor will be required to obtain and, during the term of the contract, maintain insurance policies as detailed in the sample Agreement.

The City intends to award a multi-year contract with the following structure: The initial contract term will be for three (3) years from the time of inception. By mutual agreement between the City and the Vendor, the contract may be renewed for two (2) optional one-year extensions, for a maximum contract period of five (5) years from the start date.

Renewal is contingent upon performance, funding availability, and City’s needs.

J. Termination for Default The City may, by written notice of default to the vendor, terminate any resulting order in whole or in part should the vendor fail to make satisfactory progress or fail to remedy discrepancies within the time set forth in any Cure Letter sent to the Vendor by the Engineer. If, after notice of termination of this contract under the provisions of this clause, it is determined for any reason that the Vendor was not in default under the provisions of this clause, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to the Termination for Convenience clause. The rights and remedies of City provided under this article shall not be exclusive and are in addition to any other rights and remedies provided by law or under resulting order.

K. Termination for Convenience The City may - by written notice stating the extent and effective date - terminate any resulting contract for convenience in whole or in part, at any time. The City shall pay the vendor as full compensation for performance until such termination the services or pro-rate price for the delivered and accepted portion, and a reasonable amount, as costs of termination not otherwise recoverable from other sources by the Vendor as approved by the City. With respect to the undelivered or unacceptable portion of the Agreement, the amount of compensation shall in no event exceed the total price of the services rendered.

In no event shall the City be liable for any loss of profits on the resulting order or portion thereof so terminated. The rights and remedies of the City provided in this article shall not be exclusive and are in addition to any other rights and remedies provided by law or under resulting order.

L. Acknowledgement of Insurance Vendors must meet all insurance requirements as outlined in the Professional Services Agreement. The awarded Vendor will be responsible for providing the required Certificates of Insurance and must be the Named Insured on the Certificates. Certificates of Insurance from any other entity other than the awarded Vendor, will not be accepted.

M. Addendum Acknowledgement

The Vendor shall hereby acknowledge they have received all posted Addendums, if any.

It is the Vendor's responsibility to log into the City website to identify and request copies of the addenda that have been posted. Addenda issued in correspondence to this RFP shall be considered a part of this RFP and shall become part of any final Contract that may be derived from this RFP. Vendors must indicate their acknowledgement of any Addendums by way of signature on Addendum Acknowledgement forms issued at the time the addendum is released.

N. Signature of Authority “Exhibit B”, Signature of Authority must be included with the Vendor RFP response.

Unsigned RFP responses will not be accepted. The Signature of Authority declares that the Vendor has carefully examined the instruction indicated herein including all terms and conditions and specifications, and hereby proposes and agrees, if the Vendors RFP response is accepted, Vendor agrees to furnish all material in accordance with the instruction and specifications in the time and manner prescribed for the unit cost amounts set forth in the Vendors RFP response.

O. Pricing Pricing proposal must be included with the Vendor RFP response. All prices, terms and conditions for the contract period shall remain firm for the initial 12 months of the contract, in accordance with the pricing sheets submitted with the proposal.

Pricing on proposals shall be sufficient to pay all applicable Federal and State withholdings, workmen’s compensation, staff mileage reimbursement (at the current IRS rate for the Los Angeles area) if no company vehicle is provided to travel to and from City;

as well as any sick leave that may be required under California Assembly Bill 1522

(AB1522).

SECTION VI – SELECTION PROCESS

A. Initial Screening All RFP responses will undergo an initial review to determine responsiveness to the instructions herein. Those RFP responses initially determined to be responsive by meeting the RFP requirement as indicated herein will proceed to the next phase of the evaluation process.

B. Evaluation Activities

RFP responses deemed as having met the standard RFP requirements as indicated herein are then evaluated by an Evaluation Committee which comprised of City staff. The RFP submittals are scored and assigned a ranking of one (1) through ten (10), ten being the highest possible score. The following criteria have been assigned percentages that the criteria will be scored against, based upon but not limited to the following evaluation criteria factors:

Criteria

Criteria Description Assigned Percentage

Vendor Expertise 40 Quality of proposed services or goods 20 Extent to which the Vendors services or goods meet the City’s needs 20 Cost 20

The Evaluation Committee will review and rank the proposals based upon the ‘Ranking Criteria’ table, and then re-rank the proposals in consideration of the Cost Proposal and overall value of the proposed services.

The top-rated Vendors may be requested to come to an interview with the Evaluation Committee, who will determine the final rankings. The ultimate scope of work, schedule, and fee will be negotiated with the top-ranked firm, resulting in a recommended contract award by staff to the City Council. The successful bidder is selected by the City Council acting within its sole discretion.

The City Council is under no obligation to contract with any bidder. If an agreement cannot be reached with the top-ranked firm in a reasonable amount of time, negotiations may begin with the next highest-ranking firm until an agreement is reached.

C. Tentative Schedule

The following schedule represents a target timeframe for the Respondent Selection process and execution of the Agreement. Dates are subject to change.

Action Date

Request for Proposal (RFP) Released Thursday, August 20, 2026

Mandatory Meeting Tuesday, September 1, 2026, 9:00 a.m.

Questions from Proposers Due Friday, September 4, 2026, 5:00 p.m.

Questions and Answers Posted Tuesday, September 8, 2026

Proposals Due Tuesday, September 22, 2026, 11:00 a.m.

Contract awarded by City Council Tuesday, October 6, 2026

Contract Begins (Start Date) Tuesday, October 20, 2026

D. Notes

Addendums may be issued during this procurement process; however, none will be issued fewer than three (3) working days prior to the proposal due date.

Any and all questions shall be submitted solely to Anthony Esparza via email:

aesparza@elsegundo.org. Question submittal due date is September 4, 2026, by 5:00pm and answers will be posted on the on the City’s website at https://www.elsegundo.org/government/departments/city-clerk/bid-rfp by the end of the day on Tuesday, September 8, 2026.

E. Attachments Sample Professional Services Agreement (Exhibit A)

Signature of Authority (Exhibit B)

City of El Segundo Cross Connection Control Plan (Exhibit C)

05/2025

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PROFESSIONAL SERVICES AGREEMENT

BETWEEN

THE CITY OF EL SEGUNDO AND

This AGREEMENT is entered into this ____ day of ___, 20__, by and between the CITY OF EL SEGUNDO, a municipal corporation and general law city (“CITY”) and [ENTITY NAME], a ______[LOCATION AND TYPE OF ENTITY, E.G., A CALIFORNIA

CORPORATION]_____ (“CONSULTANT”).

1. CONSIDERATION.

A. As partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, below;

B. As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement;

C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed $________ for CONSULTANT’s services. CITY may modify this amount as set forth below. Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibit “A,” which is incorporated by reference.

2. SCOPE OF SERVICES.

A. CONSULTANT will perform services listed in the attached Exhibit “A,” which is incorporated by reference.

B. CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement.

3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will use the appropriate generally accepted professional standards of practice existing at the time of performance utilized by persons engaged in providing similar services. CITY will continuously monitor CONSULTANT’s services. CITY will notify CONSULTANT of any deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any shortcomings to CITY’s satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT.

EXHIBIT A

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4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement, CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit “A”) the tasks performed, the percentage of the task completed during the billing period, the cumulative percentage completed for each task, the total cost of that work during the preceding billing month and a cumulative cash flow curve showing projected and actual expenditures versus time to date.

5. NON-APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year.

6. FAMILIARITY WITH WORK.

A. By executing this Agreement, CONSULTANT agrees that it has:

i. Carefully investigated and considered the scope of services to be performed;

ii. Carefully considered how the services should be performed; and

iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement.

B. If services involve work upon any site, CONSULTANT agrees that CONSULTANT has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONSULTANT discover any latent or unknown conditions that may materially affect the performance of the services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT’s own risk until written instructions are received from CITY.

7. TERM. The term of this Agreement will be from ____________, to ___________.

Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances:

A. Completion of the work specified in Exhibit “A”;

B. Termination as stated in Section 15.

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8. TIME FOR PERFORMANCE.

A. CONSULTANT will not perform any work under this Agreement until:

i. CONSULTANT furnishes proof of insurance as required under Section 22 of this Agreement; and

ii. CITY gives CONSULTANT a written notice to proceed.

B. Should CONSULTANT begin work on any phase in advance of receiving written authorization to proceed, any such professional services are at CONSULTANT’s own risk.

9. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond CONSULTANT’s control, CITY may grant a time extension for the completion of the contracted services. If delay occurs, CONSULTANT must notify the Manager within forty-eight hours (48 hours), in writing, of the cause and the extent of the delay and how such delay interferes with the Agreement’s schedule. The Manager will extend the completion time, when appropriate, for the completion of the contracted services.

10. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits appear below:

A. Exhibit A: __________; and

B. Exhibit B: __________. [LIST AND DESCRIBE EXHIBITS, AS

APPLICABLE. FOR EXAMPLE, THERE MAY ONLY BE EXHIBIT “A” AND

NOT AN EXHIBIT “B”]

11. CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties.

12. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number.

13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain during the term of this Agreement, all necessary permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement.

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14. WAIVER. CITY’s review or acceptance of, or payment for, work product prepared by CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from CONSULTANT’s performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character.

15. TERMINATION.

A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause.

B. CONSULTANT may terminate this Agreement at any time with CITY’s mutual consent. Notice will be in writing at least thirty (30) days before the effective termination date.

C. Upon receiving a termination notice, CONSULTANT will immediately cease performance under this Agreement unless otherwise provided in the termination notice. Except as otherwise provided in the termination notice, any additional work performed by CONSULTANT after receiving a termination notice will be performed at CONSULTANT's own cost; CITY will not be obligated to compensate CONSULTANT for such work.

D. Should termination occur, all finished or unfinished documents, data, studies, surveys, drawings, maps, reports and other materials prepared by CONSULTANT will, at CITY’s option, become CITY’s property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination, not to exceed the total costs under Section 1(C).

E. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated.

F. By executing this document, CONSULTANT waives any and all claims for damages that might otherwise arise from CITY’s termination under this Section.

16. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by CONSULTANT under this Agreement are CITY’s property. CONSULTANT may retain copies of said documents and materials as desired, but will deliver all original materials to CITY upon CITY’s written notice. CITY agrees that use of CONSULTANT’s completed work product, for purposes other than identified in this Agreement, or use of incomplete work product, is at CITY’s own risk.

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17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service under this Agreement, no copies, sketches, or graphs of materials, including graphic art work, prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or public CITY without CITY’s prior written approval. All press releases, including graphic display information to be published in newspapers or magazines, will be approved and distributed solely by CITY, unless otherwise provided by written agreement between the parties.

18. INDEMNIFICATION.

A. CONSULTANT agrees to the following:

i. Indemnification for Professional Services. CONSULTANT will save harmless and indemnify and at CITY’s request reimburse defense costs for CITY and all its officers, volunteers, employees and representatives from and against any and all suits, actions, or claims, of any character whatever, brought for, or on account of, any injuries or damages sustained by any person or property resulting or arising from any negligent or wrongful act, error or omission by CONSULTANT or any of CONSULTANT’s officers, agents, employees, or representatives, in the performance of this Agreement.

ii. Indemnification for other Damages. CONSULTANT indemnifies and holds CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney’s fees), injuries, or liability, arising out of this Agreement, or its performance. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, CONSULTANT will defend CITY (at CITY’s request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or otherwise.

B. For purposes of this section “CITY” includes CITY’s officers, officials, employees, agents, representatives, and certified volunteers.

C. It is expressly understood and agreed that the foregoing provisions will survive termination of this Agreement.

D. The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 22, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONSULTANT pursuant to this Agreement, including, without limitation, to

-6-the provisions concerning indemnification.

19. ASSIGNABILITY. This Agreement is for CONSULTANT’s professional services.

CONSULTANT’s attempts to assign the benefits or burdens of this Agreement without CITY’s written approval are prohibited and will be null and void.

20. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that CONSULTANT will act as an independent contractor and will have control of all work and the manner in which is it performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY.

CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees.

Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only.

21. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all services and matters covered under this Agreement. CITY will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. CONSULTANT will retain such financial and program service records for at least three (3) years after termination or final payment under this Agreement.

22. INSURANCE.

A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below:

Type of Insurance Limits

Commercial general liability: $1,000,000

Professional Liability $1,000,000

Business automobile liability $1,000,000

Workers compensation Statutory requirement

B. Commercial general liability (“CGL”) insurance must meet or exceed the requirements of ISO-CGL Form No. CG 00 01 04 13, or equivalent, covering CGL on an “occurrence” basis, including property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000

-7-per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.

C. Professional liability coverage will be on an “occurrence basis” if such coverage is available, or on a “claims made” basis if not available. When coverage is provided on a “claims made basis,” CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement, and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect.

D. For automobiles, the insurance must meet or exceed the requirements of Insurance Services Office Form Number CA 0001 covering Code 1 (any auto), or, if CONSULTANT provides proof of a personal automobile policy, such personal policy must include and indicate business venture coverage with limits no less than $1,000,000 per accident for bodily injury and property damage. If CONSULTANT has no owned autos, Code 8 (hired) and 9 (non-owned), with limits no less than $1,000,000 per accident for bodily injury and property damage must be included in coverage. If CONSULTANT does not use an auto for any component of this Agreement’s performance, then CONSULTANT must sign and submit the form attached as Exhibit “B” to CITY before carrying out work under this Agreement.

E. The amount of insurance set forth above will be a combined single limit per occurrence for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name CITY, its officials, and employees as “additional insureds” under said insurance coverage and to state that such insurance will be deemed “primary” such that any other insurance that may be carried by CITY will be excess thereto. CITY’s additional insured status will apply with respect to liability and defense of suits arising out of CONSULTANT’s acts or omissions.

Such insurance will be on an “occurrence,” not a “claims made,” basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY, and the notice must include any necessary endorsement to facilitate such notice to CITY.

F. CONSULTANT will furnish to CITY valid Certificates of Insurance evidencing maintenance of the insurance required under this Agreement, a copy of an Additional Insured endorsement confirming CITY has been given Additional Insured status under the CONSULTANT’s General Liability policy, and such other evidence of insurance or copies of policies

-8-as may be reasonably required by CITY from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of “A:VII.”

G. Required insurance endorsement language is as follows:

i. Additional Insured Endorsement with this language: “The City of El Segundo, its elected and appointed officials, employees, and volunteers as additional insureds.”

ii. Cancellation Endorsement with this language: “The City of El Segundo will receive thirty (30) days written notice in the event of cancellation, nonrenewed or reduction.”

iii. Primary and Non-Contributory Endorsement with this language:

“Coverage is primary and non-contributory such that any other insurance that may be carried by the City will be excess thereto.”

H. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT’s expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to Section 15.

23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY’s prior written approval to use any consultants while performing any portion of this Agreement. Such approval must approve of the proposed consultant and the terms of compensation.

24. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on the project, which will include a schedule update and a short narrative description of progress during the past month for each major task, a description of the work remaining and a description of the work to be done before the next schedule update.

25. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows:

If to CONSULTANT: If to CITY:

Attention: Click here to enter text. Attention: Click here to enter text.

Click here to enter text. City of El Segundo Click here to enter text. Click here to enter text.

Click here to enter text. Click here to enter text.

phone phone email email

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Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph.

26. PROHIBITED USE OF ARTIFICIAL INTELLIGENCE.

A. Restriction on Artificial Intelligence Usage. CONSULTANT must not utilize, employ, or incorporate any form artificial intelligence, machine learning, or other similar technologies (collectively, “AI”) in the provision of professional services in this Agreement without CITY’s express written consent.

B. Exclusions. The AI prohibition set forth directly above will not apply to general business tools and software that may have AI components but are not directly involved…