Engineering_Design_Services_for_Well_22_Rehabilitation.pdf

REQUEST FOR PROPOSALS

25-058-RFP

ENGINEERING DESIGN SERVICES FOR WELL 22 REHABILITATION

City of West Sacramento

1110 W Capitol Ave

West Sacramento, CA 95691

RELEASE DATE: July 9, 2025

DEADLINE FOR QUESTIONS: July 22, 2025

RESPONSE DEADLINE: August 5, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofwestsacramento https://procurement.opengov.com/portal/%7bproject.government.code%7d

City of West Sacramento

REQUEST FOR PROPOSALS

Engineering Design Services for Well 22 Rehabilitation

I. Introduction II. Scope of Work

III. Proposal Requirements IV. General Information V. Terms and Conditions

VI. Evaluation Criteria VII. Consultant Selection and Contract Award

VIII. Standard Contract Information IX. Proposer Questionnaire

Attachments:

A - doi-general-award-terms-and-conditions-version-4-october-1-2024

B - R25AP00237-00 Executed

C - Appendix A_22102_West Sacramento Drought Relief_Well

Assessment_Final_TM_20220513

D - Well 22 Condition Assessment (6.10.25)

E - Davis Bacon Wage Rates 6.13.2025

F - Sample_Exhibit_10-H_(Sample-Cost-Proposal-1_thru_3)

G - Contract for Services (West Sacramento) - Federal Boilerplate 04.16.25

H - Federal Award Requirements_Appendix II to Part 200_Contract Provision

Language

I - Insurance Checklist

Request for Proposals #25-058-RFP Title: Engineering Design Services for Well 22 Rehabilitation

1. Introduction

1.1. Summary

Please state the Statement of Purpose of this Solicitation, being as descriptive as possible.

STATEMENT OF PURPOSE

The City of West Sacramento is soliciting proposals from qualified firms or individuals ("Proposer") to provide design for the Well 22 Rehabilitation Project. More details on the City's needs for this work are provided in the Scope of Work.

The purpose of this RFP is to retain professional engineering services to design the rehabilitation of Well

22 and if rehabilitation is to be found to be infeasible then to design a new groundwater well to replace the existing Well 22.

The condition of the existing well casing was evaluated through swabbing, purging, and downhole video inspection (Attachment D). The original well previously operated with chlorine injection and was taken offline prior to the establishment of modern Maximum Contaminant Level (MCL) regulations. The new well will be designed to meet current regulatory standards, with production capacity testing and a Title

22 water quality analysis to determine if additional treatment infrastructure is required.

Through this RFP, the City seeks a consultant with expertise in groundwater well design, municipal water infrastructure, and federally funded project delivery. The selected firm will be responsible for developing complete design documents and supporting regulatory compliance, bidding and construction to ensure the timely and successful completion of this critical water supply project.

Each qualified Proposer is to submit a proposal in conformity with the terms of this Request for Proposal

("RFP") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFP and the City's contracting procedures, if any is selected, is referred to herein as "Contractor."

SYNONYMOUS TERMS

Unless the use indicates otherwise, as used throughout this bid and its attachments, the following terms are synonymous:

a. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror

b. Purchase Order, Contract, Agreement

c. Services, Work, Scope, and Project

d. Pricing proposal/sheet, Cost proposal/sheet, Rate table/sheet https://secure.procurenow.com/portal/cityofwestsacramento/projects/170576/document?section=1567552

1.2. Background

The City of West Sacramento (City) is requesting proposals for design and construction support services for the Well 22 Rehabilitation Project. This project is being funded through the U.S. Bureau of Reclamation's

WaterSMART Drought Response Program Grant (Notice of Funding Opportunity No. R24AS00007).

The Well 22 Rehabilitation Project will provide a reliable potable water supply to residents in the City's North

Area, which includes the historically disadvantaged and low-income neighborhoods of Broderick and Bryte.

The project will serve as a dependable dry-year water supply for these residents and offer an additional backup water supply for health and safety services in the event of a failure in the City's primary surface water system.

The City currently meets its customers' water demands using surface water sourced exclusively from the

Sacramento River. Historically reliant on groundwater, the City transitioned to surface water in 1988.

However, due to the configuration of the City’s water rights and contracts, a portion of the North Area lies outside the North Delta Water Agency (NDWA) service boundary and lacks a fully reliable water supply— posing a critical vulnerability during drought conditions.

This vulnerability was made clear in 2022, when critically dry conditions prompted an Emergency Drought

Regulation by the State Water Resources Control Board, curtailing the City’s Permit 18150. Simultaneously, the U.S. Bureau of Reclamation declared a Central Valley Project (CVP) Health & Safety allocation. While areas within the NDWA boundary maintained adequate supply, the North Area—outside of this coverage— was nearly devoid of water, placing significant strain on a low-income and disadvantaged community. To mitigate the impact, the City purchased emergency water supplies from a neighboring purveyor to serve the

North Area.

To permanently address this disparity, the City secured WaterSMART grant funding to rehabilitate Well 22, located at 964 Oak Street. The project is identified in the City’s Capital Improvement Program and is supported by both the 2020 Urban Water Management Plan and the 2023 Water Master Plan Update.

1.3. Contact Information

Amber Wallace

Senior Civil Engineer

1110 W Capitol Ave

1st Floor

West Sacramento, CA 95691

Email: amberwa@cityofwestsacramento.org

Phone: (916) 505-0348

Department:

Capital Projects - Engineering

1.4. Timeline

Project Release Date July 9, 2025 mailto:amberwa@cityofwestsacramento.org tel:(916)505-0348

Pre-Proposal Meeting (Non-Mandatory) July 17, 2025, 10:00am

Well 22 - 964 Oak Street

Question Submission Deadline July 22, 2025, 5:00pm

Question Response Deadline July 25, 2025, 5:00pm

Proposal Submission Deadline August 5, 2025, 2:00pm

Prospective Interview Date August 12, 2025

2. Scope of Work

2.1. Scope of Work

The following is a list of tasks that are intended to be the responsibility of the Contractor pursuant to this Request for Proposals ("Scope of Work ").

The existing Well 22 location is as follows:

Well Site Address Coordinates Latitude/Longitude

Well 22 964 Oak Street 38°35'16.6"N

121°32'44.9"W

38.587944, -121.545806

Well 22, located at 964 Oak Street, was constructed in 1974 to a depth of 751 feet. The well has a 16-inch diameter and was screened in 5 sections from 382 feet to 672 feet. When first installed, the groundwater level was approximately 27 feet below ground surface, and the original pump produced

1,500 gpm. The well currently has a chlorine injection onsite and was taken offline before MCL requirements required secondary treatment.

The City desires to rehabilitate or replace the well at the existing site and install the necessary pipelines to reconnect Well 22 to the distribution system. The Consultant, as part of the proposal, should review the information provided in Attachments A - D and propose how the new well will meet the City's desire and intent.

The tasks identified below describes the specific tasks to be performed by the Consultant. If the

Consultant believes that the project can be enhanced in any way by the addition of other tasks or the deletion of any specified tasks, such information should be included in the proposal.

2.2. Project Management

This service will include project management activities including monthly invoicing, project status updates, project schedule update and meetings. This service will also include quality assurance/quality control of the work products and submittals from the Consultant.

2.3. Feasibility Analysis and Condition Assessment of Existing Well 22

Review Attachments for previously performed condition assessments and grant documentation. Review and provide recommendations for additional assessments as needed to determine if we can rehabilitate existing well or if new well site is needed.

2.4. Preliminary Well Design

This task will include detailed analysis and discussion, as basis of design, to determine if the new well will meet drinking water quality standards without treatment.

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2.5. Design Services

Consultant will work with the City to prepare exhibits and/or memos to facilitate design and construction of the project. These exhibits and memos are used for resolving issues, clarifications, or negotiating with other entities (County, private property owners, or otherwise). This task will include the following:

• Utility Coordination – Consultant to prepare and distribute utility coordination letters to all known utility companies within the Project area for notification and to identify potential conflicts. Consultant will discuss any conflicts with the respective utility and design relocations and realignments to address the conflicts.

• Permitting, Coordination and Environmental Documentation – Consultant will review conditions and determine appropriate environmental documentation. Environmental documentation may include tribal consultations and environmental surveys. Consultant will identify, prepare, coordinate with, and submit documentation (with the City's approval and signature) to all relevant agencies to acquire the necessary permits and approvals to perform the project work. The City will be responsible for the associated fees. The scope of work should include all permits and applications the Consultant will prepare on behalf of the City, including but not limited to Drinking Water Source Assessment, Sacramento Regional County Sanitation

District Temporary Discharge Permit, and Yolo County Well Permit Application, etc.

Environmental documentation must also comply with all federal requirements including the

National Environmental Policy Act (NEPA) and other applicable federal environmental regulations. Consultant will be responsible for the production of all technical studies necessary for approval of CEQA and NEPA.

• Plans and Specifications – Based on the Feasibility Analysis and Basis of Design, the Consultant shall prepare and provide 60% and 100% plans and specifications, and cost estimates using the

City's standard front-end specifications and technical specifications (inclusive of bid schedule, measure and payment section) with necessary revisions to incorporate project specific requirements. Additionally, Consultant shall list the detailed technical specification sections should include but not be limited to handling and characteristics of drilling fluid, loss of circulation, sanitary seal requirements, sediment sampling, geophysical logging, and zone sampling, etc. All specifications must include federal requirements such as environmental compliance provisions. The 100% design submittal shall include two (2) half-size stamped and signed drawings, one (1) full-size stamped and signed drawing, contract documents and probable construction cost estimate. Submit all digital files (AutoCAD, MS Word, MS Excel, etc.)

for the project.

• Topographic and Right of Way Mapping - Consultant will provide all topographic surveys necessary for the Project. All surveying and mapping shall comply with the provisions of the

Professional Land Surveyors Act, Sections 8700 to 8805 Business and Professions Code, the provisions of the California Coordinate System, Sections 8801 through 8819 of the Public

Resources Code and any other applicable code in the State of California. Consultant will include and verify any existing surveys, specify existing and proposed right of way, land dedications, and easement agreements. Consultant will verify property lines at those locations where any portion of the project infringes upon the required setback limits or lies within 100 feet of project improvements, work areas, storage, and staging areas. Consultant will perform surveying necessary to establish ground control, property boundary and obtain mapping for the entire

Project area sufficient for final design, drainage and utility features, and conforms to match existing improvements on public and private properties that may be affected by the construction of the Project. Consultant will perform utility research to identify existing utility locations based on record drawings and field services, such as utility potholing, to positively identify existing utilities that may be impacted by the Project. Consultant will obtain Title

Reports necessary for property research and mapping.

• Data Collection and Review - Task should involve the following: (A) Consultant will complete a comprehensive review of the existing Project data that include as-built drawings, adopted plans and policies, prepared and approved documents and in-progress work products. Request and gather additional information and data as needed. (B) Consultant should highlight any special or potential conditions that may impact the final design, either as opportunities or constraints. (C)

Identify permitting agencies, if any, and their submittal requirements to successfully procure relevant permits.

2.6. Bidding Services

Consultant will provide full services during the bidding phase including but not limited to:

• Assist the City in the bidding process including coordinate with plan clearinghouses for printing and distribution of project information.

• Conduct pre-bid meeting and field visit(s) with prospective contractors and coordinate with the

City on the date, location, and topics discussed for the meeting, and respond to all bidder's inquiries.

• Prepare RFIs addenda per City direction and will coordinate with plan rooms.

• Provide a set of conformed plans and specifications following the bid open.

• Review the submitted bids for completeness and responsiveness, and provide the City an

Engineer's Recommendation for Award.

2.7. Design Support During Construction

Tasks to include: (A) Consultant will attend preconstruction meeting, respond to construction RFI’s or design clarification, issue design modifications, and review shop drawings or change orders requiring designer review. (B) Consultant shall provide one set of record drawings, for the City of West

Sacramento showing as-built changes as shown on red-lined markups provided to Consultant by the

Resident Engineer. (C) Participate in the final inspection and assist with punch list of deficiencies. (D)

Preparation and submittal of digital record drawings to the City.

2.8. Federal Funding

This project may be funded in whole or in part by Federal funds. The successful bidder shall be required to comply with all applicable Federal, State, and Local laws and regulations in the execution of the Scope of Work, including, but not limited to, conflicts of interest, lobbying, drug-free workplaces, and prevailing wage and labor standards.

Procurement Provisions

1. Byrd Anti-Lobbying Amendment (2 CFR 200, Appx. II (I)) certification must be obtained from all

Offerors for procurements in excess of $100,000.

Offeror certifies that it and its subcontractors will not and have not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of

Congress in connection with obtaining any Federal contract, grant or any other award covered by 31

U.S.C. 1352. List as a disclosure any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award by Offeror or Offeror’s subcontractors.

2. Single bid Price Negotiations (2 CFR §200.324)

The City intends to expend federal funds for contract(s) resulting from this solicitation; therefore, in accordance with 2 CFR §200.324, in the case that only one bid is received that is both responsive and received from a qualified and responsible bidder, the City reserves the right to negotiate pricing and profit margin prior to award. Bidder agrees to provide sufficient cost and pricing information for such negotiations.

3. No Local Preference (2 CFR §200.319(c))

The City intends to expend federal funds for contract(s) resulting from this solicitation; therefore, in accordance with 2 CFR §200.319(c), a local preference will not be applied when evaluating offers and determining contract award.

Contract awarded pursuant to this solicitation shall contain the applicable clauses described in Appendix

II to Part 200 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards.

The Proposer shall abide by the terms of the Grant award. Additional forms and details may be found in Attachments.

2.9. Special Grant Funding Requirements

This project will be funded in whole or in part by U.S. Bureau of Reclamation's WaterSMART Drought

Response Program Grant (Notice of Funding Opportunity No. R24AS00007). and will be subject to additional requirements.

https://www.ecfr.gov/currentitle-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20II%20to%20Part%20200 https://www.ecfr.gov/currentitle-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20II%20to%20Part%20200 https://secure.procurenow.com/portal/cityofwestsacramento/projects/170576/document?section=undefined

The Proposer shall abide by the terms of the Grant award. Additional forms and details may be found in Attachments.

2.10. Term of Contract

The initial term of the Contract is at the City's discretion and may be up to 3 years. The City also reserves the right to extend the Contract for up to 2 additional 1-year terms (individually, “Extension”) upon the same terms and conditions as parties agreed to in the Contract. Thus, parties agree the Contract may be for a total of 5 years upon the same terms and conditions as parties agreed in the Contract.

Notwithstanding the foregoing, the City is not obligated to extend the Contract for any amount of time.

If there is outstanding work within the Scope of Work at the end of the term of the Contract and the City requires time to solicit for and secure an alternative contractor, Contractor shall continue to provide the services within the Scope of Work on a month-to-month basis, not to exceed six (6) months, at the same cost, terms, and conditions in effect at the termination of the Contract. The City shall give Contractor at least thirty (30) days written notice of such a need and the anticipated timeline to secure an alternative contractor.

3. Proposal Requirements

3.1. Proposal Format & Content

Proposer Questionnaire must include each of the following sections to be uploaded in the Proposer

Questionnaire section.

A. Proposal Transmittal Letter

B. Proposer's Mandatory Qualifications and Experience

C. Technical Project Approach

D. Cost Proposal

Specific content and format requirements for each section are detailed below.

Each section shall be uploaded in the Proposer Questionnaire section of this RFP.

3.2. Proposal Transmittal Letter (Federal Funds)

A Proposer is required to provide a written transmittal letter and offer in the form of a standard business letter ("Proposal Transmittal Letter" or "Letter"). The Proposal Transmittal Letter shall reference and respond to the following subsections in sequence and have attached to it corresponding documentation, as required. A Proposal Transmittal Letter is mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

A. Proposer's Name and Contact.The Letter shall state the complete name, or business name, of the Proposer making the Proposal. The Letter shall state the name, title, mailing address, email address, and telephone number of the person the City should contact regarding the Proposal.

B. Statement of Offer. The Letter shall state that the Proposal is an offer to complete the Scope of

Work and the offer, including the Cost Proposal rates and budget, remains valid for at least ninety (90) business days after the Proposal due date.

C. Conflict of Interest.The Letter shall state whether the Proposer, or any individual who shall perform work under the Contract, has a possible conflict of interest and, if so, the nature of that conflict. The City reserves the right to terminate the Contract if its execution would or could create, or give the appearance of creating, a conflict of interest. The City, at its sole discretion, shall make all determinations on the existence or appearance of a conflict of interest.

D. City Contract Terms. The Letter shall include a statement of acknowledgement that the City’s standard contract and insurance (Included in Attachments) have been reviewed and accepted by the Proposer with or without qualification.

1. If the Proposer has qualifications, the Proposer shall download a copy of the standard contract and re-upload a version of the document in the Proposer Questionnaire under https://secure.procurenow.com/portal/cityofwestsacramento/projects/170576/document?section=1567549 https://secure.procurenow.com/portal/cityofwestsacramento/projects/170576/document?section=1567549 https://secure.procurenow.com/portal/cityofwestsacramento/projects/170576/document?section=undefined https://secure.procurenow.com/portal/cityofwestsacramento/projects/170576/document?section=1567556 https://secure.procurenow.com/portal/cityofwestsacramento/projects/170576/document?section=1567549

Standard City Contract Qualifications identifying the contract language at issue and

Proposer's suggested adjustment or modification.

2. If no qualifications are identified, Proposer is presumed to have accepted the City' standard contract and be capable of completing the Scope of Work, as well as all reasonably associated managerial tasks, without reservation or qualification.

E. Subcontractors. The Letter shall state whether the Proposer intends to use subcontractors, subconsultants, or other contracting parties to complete the Scope of Work (collectively, "Subcontractors"). If so, the Letter shall clearly identify the name of each proposed

Subcontractor, their mailing address, email address, and telephone number as well as the service related to the Scope of Work that the Subcontractor is anticipated to perform. NOTE:

The Contractor must obtain written approval from the City prior to the use of any

Subcontractor, even after a Contract is executed.

F. Federal ARPA RequirementsThe Letter shall state that the Proposer understands this project will be funded in whole or part by federal funds, including American Rescue Plan Act (ARPA) funds, and that the Proposer agrees to abide by any and all federal requirements including requirements specific to the use of ARPA funds as included in the Final Rule issued by the United

States Treasury.

G. Signature and Authority. The Letter shall be signed by a person empowered to bind the

Proposer to the provisions of the RFP, and any contract awarded pursuant to it. Evidence demonstrating authority to bind the Proposer shall be included or attached to the Letter, such as a statement describing the signatory's role with or relationship to the Proposer.

3.3. Proposer's Mandatory Qualifications and Experience

A Proposal shall demonstrate that the Proposer holds the qualifications and experience required to complete the Scope of Work by referencing and responding to the following subsections in sequence and attaching corresponding documentation, as required ("Mandatory Qualifications and Experience").

The qualifications and experience listed below are mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

A. Organization. A brief description of Proposer's background, years in business, organizational history, and client base. Briefly state Proposer's total number of employees and list all relevant licenses, specialties, and trainings held by Proposer and/or employees. List office location(s) and identify the office(s) from which services will be performed.

B. Experience. A brief statement of how long Proposer has been performing the services required to complete the Scope of Work. Proposer shall have a minimum of five (5) years of experience providing the services required to complete the Scope of Work to public agencies in California. If the Proposer has been in business for less than five years, the experience of its principals may be used to meet this requirement.

C. Public Agency Experience.A description of no more than ten (10) public sector projects completed within the last five (5) years that demonstrates Proposer's experience performing services to complete the Scope of Work, including a statement as to whether Proposer has experience working for the City of West Sacramento, or a public agency similar in size to the

City. Note key personnel involved in each project and if they are proposed for this Proposal and if applicable, differentiate which work was performed by subcontractor. List any contractual relationships with the City existing now or within the past five (5) years.

D. Personnel.A narrative description, resume, and organizational structure chart of personnel to be assigned to complete tasks within the Scope of Work, clearly indicating where Subcontractors will be used, if applicable. The narrative description or resume shall list, at least, each individual’s title, education, relevant experience and duration, professional licenses, and demonstrated accomplishments. Identify the individual who will lead the day-to-day work effort and serve as the primary contact to the City.

E. References. A list of five (5) references for whom the services required to complete the Scope of

Work have been performed by Proposer within the last three (3) years. The list of references shall include name, mailing address, email address, brief description of services completed relevant to this RFP, and point of contact who can attest to the quality and effectiveness of the services.

F. History.A statement as to whether there have been any mergers, acquisitions, or sales related to

Proposer's organizational structure within the last three (3) years. If so, attach an explanation providing relevant details.

G. Legal Challenges.A statement as to whether there is any pending litigation against the Proposer.

If such litigation exists, attach an opinion of counsel as to whether the pending litigation will impair the Proposer's ability to perform the Contract.

H. Fiscal Viability. A statement as to whether, in the last ten (10) years, the Proposer has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors. If so, attach an explanation providing relevant details.

I. Business License.Registration with the Secretary of State to conduct business in the State of

California. Attach a copy of a proof of registration.

3.4. Technical Project Approach

A document detailing the operational and/or organizational approach the Proposer will take to timely fulfill the Scope of Work shall be submitted with the Proposal ("Technical Project Approach"). The

Technical Project Approach shall be a comprehensive narrative describing how the Proposer will complete the Scope of Work (including Project schedule), communicate with the City throughout the work, advance the project objectives, and provide continuity on work efforts. Provide a schedule based on the Notice to Proceed date including deliverables for performing the tasks identified in the scope of services.

In addition, and as part of the Technical Project Approach, the Proposer will prepare and include a detailed Scope of Services for the Project, detailing each of the items listed in Scope of Work. Proposer is encouraged to include additional tasks and sub-tasks that it feels should be included to successfully complete the project.

The Proposer will be responsible for providing all services and work to complete the Project, including gathering and analyzing all information, data and requirements. The final Scope of Services will be subject to negotiation.

3.5. Cost Proposal

The method of payment for this contract shall be Actual Cost-Plus-Fixed Fee. The proposal shall include a Cost Proposal Summary document detailing all costs associated to complete the

Scope of Work, budgeted by task, assigned staff and level of effort performed by the prime consultant and subconsultants. The Cost Proposal Package will NOT be reviewed during the evaluation process. The Cost Proposal Package will only be opened and used in negotiating a contract with the top ranked consultant. Cost Proposal Package shall include all applicable federal, state, and local taxes and must be all-inclusive of project expenses, as no additional charges shall be allowed, except for additional services as requested by the City, if any. There shall be no additional reimbursement for travel time or expenses, telephone costs, copying costs, etc.

If applicable, the Cost Proposal Package shall separately delineate costs for optional term extensions and/or optional services. Proposer agrees to maintain pricing pursuant to the Cost

Proposal Package for the duration of the Contract, and any optional extensions. The Cost

Proposal Summary must be accompanied by a Cost Proposal Exhibit 10-H prepared using the appropriate Exhibit 10-H. Sample Exhibit 10-H cost proposal templates are included as an

Attachment to this RFP. The total fee of the Cost Proposal Summary shall match the total combined fees of the Cost Proposal Exhibit(s).

4. General Information

4.1. Proposal Submission

All Proposals, including any attachments, exhibits, or amendments, shall be submitted through the City's

E-Procurement Portal, which will deliver Proposals to the City of West Sacramento staff overseeing the solicitation. Proposals not submitted through the City's E-Procurement Portal shall be deemed nonresponsive and rejected. Proposals may not be delivered orally, by paper, by email, by facsimile transmission, or by any other means.

All proposals shall be submitted through the City’s e-Procurement Portal no later than:

Tuesday, August 5, 2025 at 2:00 pm.

A Proposer shall respond to the RFP and any exhibits, attachments, or amendments.

A Proposer's failure to submit a Proposal in compliance with the procedures and timelines set forth in the RFP shall cause the Proposal to be deemed nonresponsive and rejected. A late Proposal shall not be accepted. Additional time to respond shall not be granted to any Proposer.

4.2. Questions and/or Objections

It is to the City and Proposer's benefit that questions and objections are brought to the City's attention so it may issue necessary amendments to the RFP and help prevent the opening of defective proposals upon which the City could not award a Contract. Proposer should carefully review this RFP and all attachments for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively, “Questions”).

A Proposer may submit Questions related to this RFP to the City through the City’s e-Procurement Portal at or before:

Tuesday, July 22, 2025 at 5:00 pm.

Questions shall be considered waived and invalid if not brought to the attention of the City in conformity with this subsection. Questions not submitted through the City's e-Procurement Portal will not be accepted or responded to. Questions submitted after the deadline will not be accepted or responded to. Questions and answers will be posted on the City's e-Procurement Portal and visible to all.

Any revisions to the Standard Contract should be in the Proposal Transmission Letter and shown in redline, as described above.

4.3. General Proposal Format Requirements

A. The City discourages lengthy and costly proposals. A Proposal should be prepared simply and economically and provide a straightforward, concise description of the Proposer's capabilities to satisfy the requirements of this RFP. Emphasis should be on conformity to the City’s instructions, requirements of this RFP, and completeness and clarity of content.

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B. A Proposal must address all portions of the RFP, provide all information requested, and comply with all formatting requirements detailed herein.

C. A Proposal must be labeled and organized as requested in this RFP, including using section headers. Failure to follow the specified format, to label the responses correctly, or to address all of the subsections may, at the City’s sole discretion, result in the rejection of a Proposal.

D. A Proposal must not contain extraneous information. All information presented in a Proposal must be relevant to, and in response to, a requirement of this RFP. Any information not meeting these criteria shall be deemed extraneous and shall in no way contribute to the evaluation process.

E. A Proposal shall be prepared on standard 8 1/2" x 11" formatted electronic documents. Foldouts containing charts, spreadsheets, and other exhibits are permissible but Proposer shall be reminded that responses will be read electronically through the City’s e-Procurement Portal.

F. All responses, as well as any reference material presented, must be written in English.

G. All monetary amounts must be detailed in United States currency.

H. All uploaded proposal pages must be numbered. Proposals shall be limited to a total of twenty-five (25) pages and should not include unnecessary company advertisement material. Resumes and references are part of the proposal package and will be included as part of the total page count. Cost proposals may be excluded.

4.4. Proposal Preparation, Interview, and Negotiation Costs

The City shall not be responsible for, nor shall it pay, any costs associated with the preparation, proposal, or presentation of any Proposal, or costs incurred by the Proposer during the preparation of the Proposal, the Proposal Evaluation Process, or Contract Award Process.

4.5. Proposal Withdrawal

A Proposal may be withdrawn at any time by clicking "unsubmit" on the City's e-Procurement Portal. If after withdrawing a Proposal and before the deadline to submit a Proposal, a Proposer may submit another Proposal.

4.6. Proposal Amendment

A Proposal may be amended prior to the deadline to submit a Proposal by unsubmitting and resubmitting a Proposal on the City's e-Procurement Portal. After the deadline to submit a Proposal, the

City shall not accept any amendments, revisions, or alterations to a Proposal.

4.7. Proposal Errors

Proposers are liable for all errors or omissions contained in their Proposal. A Proposer is prohibited from altering a Proposal through any means after the deadline for submitting a proposal.

4.8. Incorrect Proposal Information

If the City determines that a Proposer has provided, for consideration in the Proposal Evaluation Process or Contract Award Process incorrect information which the Proposer knew or should have known was materially incorrect, the Proposal may be rejected by the City, at its sole discretion.

5. Terms and Conditions

5.1. Prevailing Wages

A. Contractor Registration. Pursuant to Labor Code section 1725.5, no contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations (DIR) pursuant to Labor Code section 1725.5. No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the DIR pursuant to Labor Code section 1725.5. The work contemplated by this

RFP is subject to compliance monitoring and enforcement by the DIR.

B. Prevailing Wages. Proposers are hereby notified that the DIR has determined the general prevailing rate of wages for each craft, classification, or type of worker needed to execute the work. Copies of the current schedules for California prevailing wages are located in the City’s office, and the contents of those schedules are included herein as if set forth in full.

5.2. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic

Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of

Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

5.3. Assignment and Subcontracting

The Contractor may not subcontract, transfer, or assign any portion of the Contract without prior written approval from the City. Any subcontractor, subconsultant, or other contracting parties

(collectively, "Subcontractor") must be specifically approved in writing by the City. Inclusion of a subcontractor in a Proposal does not guarantee the City's later approval of a Subcontractor.

Notwithstanding the use of an approved Subcontractor, the Contractor shall remain the prime contractor and responsible for all work performed under the Contract and pursuant to this RFP.

5.4. Project Management Documentation & Administration

Virtual Project Manager (VPM)

The City anticipates using an online cloud-based project management system to manage, assign, and coordinate specific tasks with the City's selected Contractor within the Scope of Work. By way of this section, the City reserves the right to utilize an online cloud-based project management system. By submitting a bid, bidder acknowledges and agrees that they are prepared to use the system, as may be required by the City. The City's specific system is Virtual Project Manager (VPM). VPM allows for https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf paperless documentation and project administration. For more information on VPM, go to www.virtual-pm.com

A. Submittal Procedures and Construction Progress Documentation for requirements for administering and using VPM.

1. The Contractor shall submit the items associated with this section via Virtual Project

Manager (VPM), an online cloud-based project management system, as specified below.

2. Virtual Project Manager (VPM) allows for paperless documentation and project administration. All posted information is available to all personnel involved with the project at any time using the internet.

3. The use of VPM by the Contractor is mandatory. Access to VPM will be provided at no cost to the contractor.

4. In order to utilize VPM, the contractor needs a computer, internet access, a digital camera, and a scanner. For more information, go to www.virtual-pm.com. To Login, from the homepage, select LOGIN and enter the Username and Password that will be provided to you by the agency.

B. The contractor shall use the following features:

1. Daily Logs: Contractor’s daily reports shall be entered electronically via VPM.

2. Change Order Manager: Contractor requests for change order shall be submitted electronically via VPM.

3. Transmittals: Schedules, Pay applications, etc. shall be submitted electronically via VPM.

4. Submittals: Submittals requiring approval shall be submitted electronically via VPM.

5. RFIs: Requests for information (RFIs) shall be submitted electronically via VPM.

C. Technical Submittals

1. Submittal Procedure

a. The Contractor shall utilize the agency’s online cloud-based project management system

(Virtual Project Manager) for submittals.

5.5. RFP Amendment and Cancellation

The City reserves the right to amend, cancel, or reissue this RFP at any time and at its sole discretion.

Any amendment shall be in writing and posted to the City's e-Procurement portal. A potential Proposer is solely responsible for clicking "Follow" on the RFP page to receive notifications and shall be solely responsible for complying with such notifications.

5.6. Right of Rejection

A. The City reserves the right, at its sole discretion, to reject any and all Proposals, no matter their level of responsiveness, or to cancel this RFP in its entirety.

B. A Proposer must comply with all of the terms and instruction of this RFP, and all applicable state and local laws and regulations. Any Proposal that does not meet the requirements of this RFP may be considered to be nonresponsive and rejected.

C. A Proposer may not restrict the rights of the City or otherwise qualify a Proposal. If a Proposer does so, the City may determine the Proposal is a nonresponsive counteroffer, and the Proposal may be rejected.

D. The City reserves the right, at its sole discretion, to waive variances in a Proposal, provided such action is in the best interest of the City. Where the City waives variances in a Proposal, such waiver does not modify the RFP requirements or excuse the Proposer from full compliance with the RFP. Notwithstanding any variance, the City may hold any Proposer to strict compliance with the RFP.

5.7. Prohibition of Respondent Terms and Conditions

A Proposer shall not submit their own contract terms and conditions in a Proposal. If a Proposal contains such terms and conditions, the City, at its sole discretion, may reject the Proposal. A Proposer may either submit Questions to gain clarification on a term of the City's standard contract or submit proposed revisions to the City's standard contract in redline as part of the Proposal Transmission Letter, both pursuant to the terms of this RFP.

5.8. Joint Ventures and Partnering

A Proposal from joint ventures or entities partnering for a specific service must be designed to minimize any administrative burden on the City as a result of the participation of multiple entities. Joint proposals must adhere to the following:

A. The Proposal shall respond to each section and subsection of this RFP.

B. The Proposal shall clearly set forth the respective responsibilities and functions that each

Principal of the joint venture or partnering entities would perform if awarded a Contract pursuant to this RFP.

C. The Proposal must include a copy of the joint venture or partnering agreement(s) that identify the Principals involved, as well as their rights and responsibilities regarding the Contract pursuant to this RFP.

D. The Proposal Transmittal Letter must be signed by each Principal of the joint venture and include all required information.

5.9. Proposal of Alternate Services

A Proposal for alternate services (i.e., proposals that offer something different from that requested by the RFP) will be considered nonresponsive and rejected.

5.10. Proposal of Additional Services

A Proposal may indicate and offer services in addition to those required by this RFP. These additional services may be added to the Contract, at the sole discretion of the City. The cost for any such additional services shall be mutually agreed upon by the Contractor and the City, and incorporated into the

Contract before execution.

5.11. Severability

If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the City and

Proposers shall be construed and enforced as if the RFP did not contain the particular provision held to be invalid.

5.12. Licensure and Special Certification

Before executing the Contract pursuant to this RFP, the Contractor must hold all necessary business and professional licenses and certifications to complete the Scope of Work. The City may require any or all

Proposers to submit evidence of proper licensure and certifications.

5.13. Disclosure of Proposal Contents

All Proposals and other materials submitted to the City related to this RFP shall become the property of the City. Selection or rejection of a Proposal does not affect this right. All proposal information, including detailed price and cost information, shall be held in confidence during the evaluation and selection process. Upon the completion of the evaluation and selection process, or by rejection of all Proposals, the Proposals and shall be open for review by the public to the extent required by the California Public

Records Act, Government Code section 6254 et seq.. By submitting a Proposal, a Proposer acknowledges and accepts that the contents of the Proposal and associated documents shall become open to public inspection.

Portions of a Proposal exempt from public disclosure by law may be protected from public disclosure by the City. A Proposer is required to clearly label such portion of a Proposal "CONFIDENTIAL" and list the grounds for non-disclosure. In doing so, the Proposer thereby agrees to indemnify and defend the City from any action arising from the non-disclosure of the information. The failure to so label any information shall constitute a complete waiver of all claims for damages caused by or related to any release of the information.

5.14. Conflict of Interest and Restrictions

By submitting a Proposal, the Proposer certifies that no amount shall be paid directly or indirectly to an employee or official of the City as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the procurement under this RFP.

5.15. Proprietary Information

A copy of each Proposal shall be retained for official files and will become public record after the award of a contract unless the Proposal, or specific parts of the Proposal, can be shown to be exempt by law.

Each Proposer may clearly label any part of a Proposal as "CONFIDENTIAL." In doing so, the Proposer thereby agrees to indemnify and defend the City for withholding the information from public inspection.

Failure to label information shall constitute a complete waiver of all claims for damages caused by or related to any release of the information.

If a public records request for appropriately-labeled information is received by the City, the City will endeavor to notify the Proposer of the request and delay access to the material until seven (7) working days after the City’s notice. Within that time delay, it will be the duty of the Proposer to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

6. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposer Qualifications and Experience

Qualifications and experience of the Proposer and members of the team that may be assigned tasks within the Scope of Work.

Points Based 29 (29.3% of Total)

2. Proven Ability

Ability to complete the Scope of Work, as described in the Proposal, including experience completing projects for public agencies similar to the City.

Points Based 25 (25.3% of Total)

3. Technical Approach

Operational and organizational approach to complete the Scope of Work.

Points Based 40 (40.4% of Total)

4. Acceptance of City's Standard Contract for

Services

Ability to accept the City’s Standard Contract with little to no qualifications.

Points Based 5 (5.1% of Total)

7. Consultant Selection and Contract Award

7.1. Proposal Evaluation Process

The Proposal review and evaluation process will comply with the following processes ("Proposal

Evaluation Process"):

A. The Proposal Evaluation Process is designed to establish a list of qualified Proposers with the best combination of attributes based upon the Evaluation Criteria.

B. The City's Proposal Evaluation Process is intended to identify the Proposer with the best combination of attributes. Cost is not the exclusive attribute and the lowest Proposer is not guaranteed to be offered a Contract.

C. The Project Contact, identified in the "Contact Information" of this RFP, shall manage the

Proposal Evaluation Process and maintain all records related to the process.

D. The Project Contact shall conduct an initial review of all Proposals and determine if each

Proposal is in compliance with the requirement specified in this RFP and, thereby, responsive.

E. The Project Contact shall work with selected City staff whose specialties and responsibilities are relevant to this RFP (collectively, "Evaluation Team") to complete the evaluation process.

F. The Evaluation Team shall evaluate all responsive Proposals. Each Evaluation Team member shall score each responsive Proposal based on the Evaluation Criteria.

G. The City reserves the right, at its sole discretion, to request clarification of any Proposal. Any such communication shall only be after initial evaluation by the Evaluation Team and only for the purpose of ensuring full understanding of the Proposal. Any clarification shall be made by the Proposer in writing.

H. Proposers with the highest scores pursuant to the Evaluation Criteria may be asked to complete an interview. The City reserves the right, at its sole discretion, to request an interview. If requested, interviews shall be conducted as provided in this RFP.

7.2. Proposer Interviews

The top-rated Proposers with the highest score from the Evaluation Criteria may be interviewed and rated. The City reserves the right, at its sole discretion, to request interviews. If interviews are held, they will occur at a time and location to be specified or virtually via a City internet platform.

A. Interviews will be conducted by the Evaluation Team and in a format determined by the Team, generally consisting of Team questions and Proposer presentations. The interviews will be limited to one (1) hour.