Design of Birch Creek Debris Basin RFP PWG126-FLOOD-6139.pdf

Rev. 9/2025 - Pro. Services

Request for Proposal No. PWG126-FLOOD-

Design of Birch Creek Debris Basin

San Bernardino County Flood Control District

825 East Third Street, Room 122 San Bernardino, CA 92415-0835

Release Date: November 19, 2025 Due Date: 3:00 PM January 8, 2025

Request for Proposal Design of Birch Creek Debris

Basin

No. PWG126-FLOOD-6139

I. INTRODUCTION

A. Purpose The San Bernardino County Flood Control District is seeking Proposals from interested and qualified Proposers to provide design services for a debris basin (Project) to reduce flooding and debris flow impacts along Birch Creek in the unincorporated Community of Oak Glen and City of Yucaipa and prepare the design documents required for construction of the proposed Project. Please refer to Section V, Scope of Work, and Section VI, Proposal Submission, for additional information.

B. RFP Contact

San Bernardino County Flood Control District Flood Control Engineering Attn: Dustin Michel, Supervising Engineer, P.E.

825 East Third Street, Room 122 San Bernardino, CA 92415-0835

(909) 387-8124 (phone) dustin.michel@dpw.sbcounty.gov

E-mail address may only be used to submit questions. Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro) and via hard copy with original signature (and one copy on a flash drive) submitted to the address indicated above. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Budget Funding for the Services will be provided by the Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program (Grant) and local cost share funds. Proposers accept and agree to abide by all terms and conditions of the Grant and any subsequent grant award agreement entered into between the District and FEMA. The Notice of Funding Opportunity and subsequent Grant award agreement are incorporated into the body of this RFP and any subsequent contract(s) by reference. All parties agree that Federal funds under this award will be used to supplement, but not supplant, State or local funds.

D. Contract Term

Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be for a maximum of three (3) years beginning on the day the contract is awarded and ending on the completion of the Services, or three (3) years after the contract award date, whichever is earlier.

E. Reserved

F. Assistance to Proposers with a Disability Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFP November 19, 2025 Deadline for Submission of Questions 3:00 PM, December 10, 2025 Deadline for Proposals 3:00 PM, January 8, 2026 Date for Tentative Contract Award March 2026

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Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered and both the question and answer will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

Board: The San Bernardino County Flood Control District Board of Supervisors.

District: San Bernardino County Flood Control District.

CEQA: California Environmental Quality Act.

CFR: Code of Federal Regulations.

Contract: The Contract between the District and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

County: San Bernardino County.

Consultant: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the District. Also referred to herein as “Contractor” or “Vendor”.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Purchasing Agent: The Director of the County Purchasing Department.

Request For Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the District. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Services: The requested professional services described in this RFP.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Consultant who is performing services on behalf of Consultant under the Contract or under a separate contract with or on behalf of Consultant.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review

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Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The District is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The District reserves the right to issue amendments or addendums to this RFP if the District considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the District realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the District.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The District may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the District may reject a Proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the District. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the District to be immaterial or inconsequential, the District may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the District may elect to waive the deficiency and accept the

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Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the District to award a contract. The District reserves the right to reject any or all Proposals if it is in the best interest of the District to do so. The District also reserves the right to terminate this RFP process at any time.

H. Hazard Mitigation Grant Program

Services to be provided under this RFP are being funded in whole or in part by the Federal Emergency Management Agency (FEMA) Hazard Mitigation Grant Program funds. By submitting a Proposal, Proposer agrees to comply with Attachment “M” Compliance with Hazard Mitigation Grant Program Federal Guidelines.

I. Clarification of Offers In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the District and are subject to release according to the California Public Records Act (Government Code §7290.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The District will use reasonable means to ensure that such information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the District might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the Public Records Act.

Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the District does not disclose the information marked “Confidential,” Proposer agrees to reimburse the District for, and to indemnify, defend (with counsel approved by District) and hold harmless the District, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the District’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began

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Basin employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies that at the time the Proposal is submitted, the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page- Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses) as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The District reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The District also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be requested to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the District. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

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Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance

Proposer affirms that it has no record of unsatisfactory performance with the District in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the District Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Department of Industrial Relations Registration Proposer must be registered with the Department of Industrial Relations as required by Senate Bill 854 (Chapter 28, Statutes of 2014) and Senate Bill 96 (Chapter 28, Statutes of 2017) to work on public works contracts as defined under the Labor Code.

V. SCOPE OF WORK

A. BACKGROUND INFORMATION

The community of Oak Glen experiences flooding and debris flows during flashy storm events, and this has been exacerbated by the El Dorado Fire that occurred in 2020 in the watersheds upstream of this community. Due to the terrain, the watershed has been slow to recover and could take as long as 40 years to fully recover. Recent flooding and mudflows in the area have demonstrated the increased flows and volume of debris since the fire. The District has provided temporary flood control measures to help alleviate some of this flooding, however, it is not enough, and a permanent solution needs to be designed and constructed. A Hydrologic & Hydraulics (H&H) report has been prepared for the District including hazard identification, risk assessments, and mitigation strategies feasibility analyses. Now, the District seeks design services for a debris basin for Birch Creek in the Community of Oak Glen.

B. PROJECT MANAGEMENT

1. Work Plan The Consultant will prepare a Work Plan that includes, but not limited to, a list of deliverables, milestone submittal schedule, summary of organization responsibilities and contacts, scope of work, task budgets, reporting and invoicing procedures, quality assurance plan, and project filing system.

The Work Plan shall be submitted to the District prior to the first invoice.

Deliverables:

• Work Plan

2. Field Review

The Consultant shall conduct field reviews of the general project area to ensure the existing conditions are accurately documented as required for design. This will enable the design to anticipate any potential construction problems that may arise.

3. Meetings/Coordination The Consultant shall document project meetings and prepare minutes of the meetings for the District’s review within three (3) working days after each meeting. Upon receipt of the District’s comments, if any, the Consultant shall incorporate comments into the meetings’ minutes. Comments, which are https://www.sam.gov/

Request for Proposal Design of Birch Creek Debris

Basin not incorporated, shall be discussed with the District as to why such information has not been incorporated. The project at minimum shall include the following meetings:

• Kick-off Meeting - The Consultant shall organize an initial project meeting with the District staff to review and confirm project scope, risks, issues, assumptions and constraints as well as project schedule.

• Monthly Progress Updates - The Consultant shall schedule and conduct monthly progress meetings via video conference call with District staff to review project direction and redirect some elements as necessary to ensure the project’s progress within the available budget and/or funding and schedule. The Consultant shall maintain a list of action items with projected completion dates and shall use this as a basis for monthly updates to the District’s staff. The Consultant shall send current action item list via e-mail to the District staff three (3) working days prior to each progress meeting.

• Additional Meetings - The Consultant shall organize additional meetings, as required, to complete the project. Additional meetings include, but are not necessarily limited to, meetings to discuss review comments and responses, meetings with stakeholders such as other agencies and the community.

• Meeting Minutes

• Written summaries of telephone/email coordination as appropriate

• Monthly Progress Reports

4. Quality Assurance and Quality Control

The Consultant will have a Quality Assurance and Quality Control Plan in effect for the duration of the Scope of Services. The plan will establish a process whereby all deliverables are independently checked, corrected and verified prior to any formal submission and all job-related correspondence and memoranda are routed and received by affected persons and then appropriately filed. An appointed Quality Assurance Officer will monitor and review project activities and deliverable schedules. All deliverables shall contain signature of the Quality Assurance Officer.

• Deliverables such as reports, maps, plans, specifications, cost estimate, etc. shall be subject to signature by the Quality Assurance Officer.

5. Project Schedule The Consultant proposal shall include a Project schedule for a period that does not exceed thirty

(30) months starting from the award date. The Consultant shall prepare and update a monthly Project schedule with tasks and milestones. The Consultant shall break down the schedule by logical tasks consistent with the scope of work and with enough detail to track project progress. Both a baseline schedule and tracking updates are required. The schedule must reflect realistic estimates of review periods by the District for tasks, such as reports, plans, and coordination. The schedule shall be provided prior to the first invoice.

• Project Schedule

• Updated Quarterly Project Schedule

6. Monthly Progress Report and Invoice

The Consultant shall establish and apply internal accounting methods and procedures acceptable to the District for documenting and monitoring contract costs. The Consultant shall submit monthly invoices broken down in a manner consistent with the Work Plan. The Consultant shall include with the monthly invoice a progress report that reflects the work completed within the invoice billing period.

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Payments to the Consultant are to be in arrears. In other words, the Consultant must have actually incurred and paid the costs before invoicing the District.

Invoices shall include the following:

• Prepared on the Consultant’s letterhead;

• Signed by the Consultant’s project manager;

• Have a unique invoice number;

• Progress report that reflects the work completed within invoice billing period;

• Appropriate backup documentation attached;

• If the contract involves subconsultants, a separate invoice for each subconsultant shall be attached in the same format as the prime Consultant’s invoice and should be included in the summary of the prime Consultant’s invoice.

Consultant shall regularly review project budgets per task versus percent of work completed per task to determine if there are any issues that need to be resolved, or if effective practices can be implemented to keep costs within budget. Tasks anticipated to exceed the total estimated costs must be identified and presented to the District as early as possible.

If the Consultant fails to comply with the above requirements, the District shall have the right to delay payment.

• Monthly Progress Report and Invoice

7. Submittal Requirements

The Consultant shall submit draft reports and a final report of all applicable analyses and reports for District review. The Consultant shall submit in PDF format electronic half-size (11”x17”) and full-size hydrology maps for review by the District. All deliverables shall be clearly marked as being fully checked, and the preparation of the material followed the quality control plan established for the work.

All deliverables shall contain signature by the Quality Assurance Officer. The Consultant shall, at no additional cost to the District, correct errors, omissions, and unworkable and/or improper design/drafting on the original reports/drawings that are covered subsequent to the completion of the review process. The Consultant shall provide a copy of all transmittals, submittals, and letters sent to agencies regarding the project. Reports, Maps, Estimates shall be in English units and must conform to Federal, and District standards, regulations, policies, procedures, manuals, and practices. The Consultant shall provide clear, concise, and complete reports.

All plans shall be prepared in AutoCAD or Civil 3D. All maps shall be prepared in AutoCAD, Civil 3D, or ArcGIS Pro. The report, maps, H&H analyses, cost analyses, etc. are to be considered to be the property of the District at all times and shall be submitted to the District as hard and electronic files, upon completion or as otherwise directed by the District.

All project submittals shall meet the current guidelines and standards required by the applicable authority, be it District, County, State, FEMA, or CFR.

The Consultant or their subcontractor shall be responsible for preparing the final construction Plans, Specifications, Special Provisions, and Reports (i.e. H&H, geotechnical) signed by a Professional Engineer registered in the State of California.

• Specific requirements will be detailed within each relevant section.

C. DESIGN OF BIRCH CREEK DEBRIS BASIN

Request for Proposal Design of Birch Creek Debris

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The Birch Creek Debris Basin Project is for Professional Civil Engineering Services to design a debris basin to mitigate against debris flows in the upstream reach of Birch Creek (see Exhibit B). From recent analyses of the area, a debris basin was determined to be the best and most cost-effective solution.

Debris racks should also be considered on the inlet and outlet of the basin. The Consultant will be responsible for identifying the location and the necessary right-of-way for the construction and maintenance of the debris basin, as the District currently does not own any right-of-way at the proposed site.

The District is requiring the Project files to be prepared using Autodesk Civil 3D, Adobe or Bluebeam pdf, ArcGIS, and Microsoft Office software, as applicable, and all related work will be performed by the Consultant or their subcontractors.

1. Hydrology and Hydraulics

The District has hydrology and hydraulic reports for this watershed; however, more detailed hydrology may be required, and project specific hydraulics will be required. Hydrology shall consider 10-year, 25-year, and 100-year storm events. The hydraulic analysis should include all detailed analyses required to design the debris basin. All hydrological data including all assumptions, basis of analysis, and background information shall be included in the final Drainage Report. The hydrology analysis and basin design should follow the methodology outlined in the San Bernardino County Hydrology Manual and the Basin Design Criteria.

• The Final Drainage Report (signed and stamped by the Engineer of Record).

2. Geotechnical Services

The purpose of the geotechnical investigation portion of the work is to provide geotechnical recommendations for the design and construction of the project, as required. The successful Proposer or Subcontractor shall perform adequate subsurface exploration, collect a sufficient number of samples of different types as deemed necessary, conduct relevant and sufficient number of laboratory tests, analyze the data collected during field exploration and laboratory testing, and prepare a Geotechnical Investigation Report containing conclusions and recommendations to assist in preparation of contract plans and specifications. The investigation must be planned and supervised by a California registered Geotechnical Engineer, Certified Engineering Geologist, or Civil Engineer experienced in soil mechanics. The limits of the geotechnical investigation shall be within the proposed footprint of the project and anywhere else deemed necessary.

For purposes of this design, the Proposer shall provide recommendations such that on-site materials can be utilized to the maximum extent practicable. Unless otherwise approved, the Proposer shall use U.S. Army Corps of Engineers (USACE) Engineering Manual EM 1110-2-1913 as a guide for design of levees.

1. Site geology including bedding, foliation, fracture joint, fault, and land slide plane attitudes.

2. Seismic conditions including fault locations and potential seismic surface movements with respective loadings and parameters of seismic shaking.

3. Potential impact of reservoir loading on geologic structures.

4. Detailed descriptions, locations, and logs of all field explorations.

a. Proposed ground disturbance locations must be submitted to the District and approved by FEMA Region 9 Environmental Historical Preservation (EHP) staff prior to commencing with such activities.

5. Field and laboratory tests and analysis, descriptions and results.

6. Groundwater table elevation and analysis of near surface groundwater movement.

7. Percolation tests to evaluate groundwater recharge effectiveness.

8. Substances in the groundwater or in native soils deleterious to concrete, steel, or other construction materials.

9. Potential hazardous materials/contaminants within the existing groundwater or in native soils.

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10. Potential for hydro-collapse, subsidence, expansive or collapsible soil conditions.

11. Evaluation of excavation and construction problems including subsurface rock, oversized material, caving soils, site preparation/grading (including potential over-excavation limits), backfill, drivability of temporary shoring, potential for groundwater seepage and dewatering.

12. Horizontal and vertical recommended limits for over-excavation beneath proposed embankments and concrete structures.

13. Recommended design parameters including but not limited to the following, for the embankment and its natural abutments and slopes adjacent to the basin areas:

a. Lateral earth loadings.

b. Shear strengths.

c. Bearing capacities.

d. Permeability.

e. Slope stability analysis when saturated and during rapid drawdown conditions.

Minimum design factors of safety are:

Without Seismic With Seismic

Embankment, abutment and 1.5 1.1 Adjacent slope stability Seepage - Piping 1.5 ---

f. Recommendations for temporary and permanent excavation slopes based on static and seismic analysis.

g. Sieve analysis.

h. Scour depth analysis to determine the depth of levee armoring.

i. Sand equivalents.

j. Liquefaction analysis including lateral spreading and dry sand settlement and, if appropriate, mitigation.

k. Special design and construction recommendations including, but not limited to, the following:

i. Foundation preparation requirements.

ii. Suitability of materials for embankments (gradation, sand equivalent, etc.) and abutments.

iii. Relevant earthwork recommendations.

iv. Shrinkage and bulking percentages.

v. Percentage of material suitable for embankment construction.

vi. Compaction methods and minimum requirements.

vii. Seepage and piping control provisions.

viii. Potential for settlement.

ix. Seismic considerations.

x. Necessity of impervious core or shear key.

xi. Embankment side slope protection, including recommendation for erosion protection and armoring.

14. Required relative compaction of embankment materials.

15. Location and extent of required over-excavation.

16. Determination of applicable geotechnical-related data, properties, coefficients, etc. required for structural design of the concrete box structure, spillways, channels and the design of shoring and trench stability for any work proposed underground work.

17. Provide design of spillway subdrain system(s).

18. Provide geotechnical design of embankment sections to comply with FEMA requirements. Utilize on-site materials to the maximum extent possible.

19. Provide recommendations for Special Provisions related to Caltrans Standard Specifications for construction.

20. Estimate the amount of cobble that will be generated by the proposed excavations.

21. Foundation evaluation of spillway and reinforced concrete box inlet/outlet structures.

22. Impact of the proposed construction on existing underground utilities.

23. Recommendations for construction monitoring and testing.

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• Geotechnical Exploration Plan (to be provided for review and approval by the FEMA

Environmental and Historical Preservation Staff prior to commencement of borings)

• Regulatory Permits for Geotechnical Borings (prior to commencement of borings)

• Geotechnical Design Report

3. UTILITY COORDINATION

The Consultant shall perform all utility coordination, including but not limited to: purveyor research, send utility notifications on Consultant letterhead, obtain utility atlases from purveyors, send Notice to Owners at 65% and 95% submittals, utility potholing (required) and coordinating relocations with utility purveyors. All underground utilities shall be shown on the plans as well as utility plans/detail sheet(s) based on research from atlases and potholing. Utilities are expected to be minimal for this project. Consultant shall assume 5 potholes. Consultant shall coordinate all utility potholing and relocations, as necessary.

Consultant letterhead shall be utilized for corresponding with utility agencies, and Consultant will be responsible for all costs associated with obtaining utility atlases. Consultant or subconsultant shall be responsible for any permit fees required by any jurisdictional agency for utility potholing.

Deliverables:

• Copies of all correspondence with utility purveyors

• Copies of all utility atlases

• Utility Potholing Report

• Utility Plan/Exhibits

4. RIGHT OF WAY

a. The Consultant will be responsible for identifying a suitable location and the necessary right-of-way for the construction and maintenance of the debris basin, as the District currently does not own any right-of-way at the proposed site. The Consultant shall prepare and provide an AutoCAD right-of-way base map. The basemap shall be a retracement of relevant official records (title documents) and a part of the same control and boundary network surveyed as a part of the field investigations described herein. The Consultant shall perform all right-of-way research required to create the base map, and a copy of said research shall be made available for review by the District by way of an electronic research folder containing a pdf copy of all documents and maps used to determine existing rights-of-way, including but not limited to offers of dedications, utility and other easements, Assessor Parcel numbers (APN), and deeds. Please note/label all property owners of record for each relevant parcel. The AutoCAD right-of-way file shall contain specific and separate layers identifying the exact location and boundary of all existing rights-of-way, property lines, offers of dedications, utility and other easements, along with a note providing the exact document and/or map from which this information was gathered. The Consultant shall be responsible for the accuracy of technical data (e.g. street and/or right-of-way widths, location of property lines, owner names, etc.) in addition to ensuring all relevant right-of-way is represented by the latest recorded document (official records) at the time of notice to proceed. Incomplete data or errors returned to Consultant by the District will be remedied by Consultant at no cost to the District.

b. The Consultant shall also add to the AutoCAD right-of-way base map all proposed rights-of-way and temporary construction easements (TCEs).

The Consultant shall submit the right-of-way base map and the research files to the District at each of the 35%, 65%, 95% and final review submittals. District will review the right-of-way base map upon each submittal and direct changes if necessary.

Request for Proposal Design of Birch Creek Debris

Basin

c. The Consultant shall prepare and provide legal descriptions and plats for all property acquisitions and TCEs, which shall be stamped and signed by a Land Surveyor licensed in the State of California.

The Consultant shall submit the stamped and signed legal descriptions and plats for all the proposed property acquisitions and TCEs, to the District at the same time as the right-of-way base map 65% review submittal. District will review all documents and plats, and direct changes if necessary.

d. At 95% review submittal, and prior to right-of-way certification if applicable, the District shall have its final review and approval of all deliverables. A shapefile (.shp) will be a required submittal to the Couty at the 95% review submittal. The shapefile shall represent the final linework submitted, containing the following metadata: Property Owner, APN, Area, and Category (TCE, Fee, Easement, etc.), OR Number.

e. The District will perform any necessary right-of-way appraisals and acquisitions, including TCEs.

• Right-of-Way Base Map in Civil 3D format

• Shapefile (.shp) with corresponding Metadata

• Legal Descriptions and Plats

• Copies of Research Files

5. SURVEYING

The Consultant will be responsible for gathering and providing all necessary survey data required to complete the project design, including but not limited to:

a. The Consultant shall provide control, boundary, and topographic surveys. Provide survey data in an AutoCAD Civil 3D format. Horizontal and Vertical datum to be specified by the District.

Accuracy specifications shall be determined by the District according to industry standards. For your reference, see attached SBCO Surveyor Topographic Standards (Exhibit C).

b. The San Bernardino County Surveyor’s Office will be responsible for the monument preservation. The County Surveyor will reset or replace any survey monumentation damaged or destroyed.

c. All deliverables shall be reviewed and approved by a California Licensed Land Surveyor prior to submittal to the District. Incomplete surveys returned to Consultant by the District will be remedied by Consultant at no cost to the District.

d. The Consultant shall establish the necessary control to complete the acquisition of all survey data. It is the sole duty of the Consultant to responsibly place said control so that its integrity and placement is not disturbed. If any supplemental control points are required to be established, re-established (i.e. remedied) it shall be at no cost to the District and completed by the Consultant.

• Survey data in AutoCAD Civil 3D format

• .xml files

• Control Network Adjustment files and reports

• Photos

• Data Sheets (Benchmark, GPS, etc.)

• Control and Topo Point file with feature descriptions

Request for Proposal Design of Birch Creek Debris

Basin

6. STRUCTURAL DESIGN ENGINEERING SERVICES

The Consultant shall provide structural design which may include the following reinforced concrete structures:

a. Basin Inlet and outlet structures (including subdrain system as required).

b. Concrete spillway with subdrain system.

c. Headwalls and wingwalls at the upstream and downstream ends of the Project.

d. Any other necessary structures.

Design tasks include design of retaining walls, headwalls, wingwalls and L-walls, if used, for stability (sliding, overturning); structural analysis including all applicable loading conditions; structural design of structures which will have dimensions to accomplish the hydraulic, retaining and other functions of the structures shown on the civil plans; structural calculations; determination of hydrostatic uplift forces and design of subdrain systems and/or other means of relieving uplift forces to provide economical structures which resist uplift forces and prevent flotation; structural drawing sheets expressing the structural designs, including tables and sections showing concrete thicknesses, reinforcements, etc; details of connections between structural elements (i.e., connection between channels and culverts and headwalls, connection between precast and cast-in-place culverts, etc.);

detailing of design including channel construction and expansion joints, chamfers, cut off walls, etc.;

drawings of subdrain system, if required.

The drawings shall be prepared and submitted using Autodesk Civil 3D software. Additional related tasks include the preparation of Special Provisions for the reinforced concrete structures.

Deliverables:

• Structural analysis and preliminary structural design: The Consultant shall perform structural analysis and preliminary structural design for the various structures. Deliverables shall consist of structural analysis and preliminary structural design calculations and sketches.

• Develop recommended configurations: The Consultant shall develop alternative structure configurations and recommend the optimum configurations and shall recommend standard designs as applicable. The deliverable shall consist of alternative and recommended design configurations with supporting calculations and sketches.

• Final design: The Consultant shall perform structural design for the various structures and perform additional structural design as may be required in conjunction with the application of standards, if necessary. The Consultant shall submit final calculations and sketches. The Consultant shall make recommendations for standard designs to be used. The deliverable shall consist of the final structural calculations and a memorandum summarizing the design assumptions and calculations

• Structural drawings, including detailing, Special Provisions, and Estimates: The Consultant shall prepare and submit structural plan sheets using Autodesk Civil 3D, including details as previously set forth. Deliverables shall consist of structural Special Provisions and Estimates.

7. TRAFFIC

The Consultant shall prepare a traffic control plan including signing, striping plans, and detour plans for construction as well as all applicable truck routes for grading import/export operations. The Consultant shall contact and coordinate with SBC Public Works Traffic Division for templates, standards, and requirements on traffic control devices.

a. The Consultant shall prepare a schedule for Road Closure along the proposed storm drain alignment as needed and should include it in Special Provisions.

b. Prepare Traffic Signing and Striping plans (aerial survey allow) and Traffic Control Devices should be tabled to coincide with pavement rehabilitation efforts.

Request for Proposal Design of Birch Creek Debris

Basin

• Traffic Control Plan including Signing, Striping Plans, Detour Plan, and Truck Routes

• Road Closure Schedule (if applicable)

8. ENVIRONMENTAL SERVICES

The Consultant shall prepare CEQA and NEPA compliance documents and provide any necessary documents in support of regulatory permits as required. All documents prepared under this Scope of Work shall assume at minimum, delivery of one draft submittal to the Department of Public Works Environmental Management Division (EMD) for review and comment. Upon review and comment, the document shall be revised to EMD’s satisfaction before acceptance. In addition, proposals shall assume up to two rounds of comments and revisions from any subsequent reviewing agencies before the document is accepted as final.

a. Project Management/Meetings

The Consultant shall participate in meetings with EMD and/or regulatory agency staff during the duration of the project. The Proposal shall clearly identify within the cost proposal any project management hours necessary to complete the project.

b. CEQA Compliance

The Consultant shall prepare a CEQA Initial Study and related technical reports, including but not limited to preparation of a Biological Resources Report, Jurisdictional Determination/Wetland Delineation Report and an analysis under the California Rapid Assessment Method (CRAM).

Proposal should list all technical reports deemed necessary to complete the CEQA Initial Study.

Consultation with the Native American Heritage Commission and applicable tribes shall be included as an Optional Task. Tribal consultation under Assembly Bill 52 will be completed by the District. If those tasks are completed by District Staff, appropriate reports shall be provided to the selected Consultant for inclusion into the environmental documents.

The Consultant Shall prepare Jurisdictional Determination/Jurisdictional/Wetland Delineation and CRAM analysis including but not limited to, identification of temporary/permanent acreages impacts of Waters of the US and Waters of the State (wetland and non-wetland), and identification of acreages and types of vegetation impacted within these waters.

Services related to circulation of the CEQA document, including but not limited to, preparing required notices (e.g. Notice of Intent (NOI) and Notice of Determination (NOD)), preparing the mailing list, circulation through the State Clearinghouse, direct mailings and preparation of advertisement for publication in the local paper.

Note: District staff will be responsible for publishing notices in the local paper and Clerk of the Board and posting environmental documents to its website.

• Draft CEQA document with technical reports

• Biological Resources Assessment Report

• Jurisdictional Determination/Wetland Delineation Report

• CRAM Analysis

• Final CEQA document with technical reports and responses to comments

• Mitigation Measure Summary

• NOI and NOD

• State Clearinghouse Submission Forms

• Surrounding property owner and agency mailing list and mailing certification

• Advertisement for publication in the local paper

Request for Proposal Design of Birch Creek Debris

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• GIS Data

c. Regulatory Permitting Services (Optional) This is an optional task and a separate line item should be included in the Fee Proposal. Prepare and submit permit applications for relevant regulatory agencies, including but not limited to:

• U.S. Army Corps of Engineers (USACE)

• Regional Water Quality Control Board (RWQCB)

• California Department of Fish and Wildlife (CDFW)

• Prepare technical memos or studies in response to regulatory agency requests.

• Attend meetings, site visits, and participate in communications with regulatory agencies as requested by the District.

• Draft Permit Application(s) as required

• Final Permit Application(s)

• Technical memos/studies as requested

• GIS data/maps as requested

Note: All Deliverables should assume a minimum of one (1) draft and one (1) final deliverable to the District before submittal to regulatory agencies.

9. BIRCH CREEK DEBRIS BASIN DESIGN

The District proposes the construction of a debris basin, designed to contain large debris from the Birch Creek watershed. The basin project generally consists of excavations, slope improvements, levee construction, inlet and outlet structures, splash pads, closed conduits, transition structures, wingwalls, headwalls, cutoff walls, basin embankments, debris racks, emergency spillway, and various access roadways and ramps for operation and maintenance requirements.

The debris basin storage capacity is anticipated to primarily mitigate debris with minimal clear water attenuation. The District’s design storm event is typically for a 100-year storm event, however, due to terrain and other constraints this may not be achievable. The main objective is to safely pass storm flows and capture the bulk of the debris from continuing downstream. The basin embankment slopes will be constructed at a 3 to 1 ratio (3H:1V) for the interior slopes and at a 2 to 1 ratio (2H:1V) for the exterior slopes (if applicable), with a minimum top width of 20 feet. A 20-foot wide access road shall be constructed along the top of the embankment and around the basin within and beyond the cut-and-fill slopes. Multiple access ramps shall be provided with a minimum width of 20 feet wide and shall be used for maintenance purposes.

The Proposer shall provide recommendations such that on-site materials can be utilized to the maximum extent practicable.

The design Consultant is responsible for the following (If applicable):

1. Design components that include and are not limited to what is listed under Structural Design

Engineering Services.

2. Prepare design plans, profiles, details, and cross sections.

3.…