HEADWORKS_and_INFLUENT_METER_IMPROVEMENTS_PROJECT_(Addendum_#2_Revision).pdf

Request for Proposal

INSTRUCTIONS: PLEASE FAX or EMAIL YOUR QUOTE TO:

Please help us with current pricing. Follow the form below; include tax and shipping if any. You may edit and email back.

Name: Purchasing Department

Department: Purchasing Department

Fax Number: 805 735 7628 purchasing@ci.lompoc.ca.us

Respond by: Monday, June 30, 2025

Company Name: Authorized Representative Name (please print name)

Address: E-Mail Address

City, State, Zip: Web Page Address

Phone Number Date

Fax Number:

mailto:purchasing@ci.lompoc.ca.us

Request for Proposal No. 2025-RFP-015DW

HEADWORKS and INFLUENT METER IMPROVEMENTS PROJECT

Bid Closing: Monday, June 30, 2025 at 3:00 pm

The City of Lompoc is soliciting Bids/Proposals for HEADWORKS and INFLUENT METER

IMPROVEMENTS PROJECT. Bids will be received per the attached specifications, until 3:00 pm on

Monday, June 30, 2025. Proposals shall be valid for 90 calendar days after the bid opening date.

Clearly mark the bid number and bid submittal deadline date on the outside and mail or deliver to:

City of Lompoc

Purchasing Division

100 Civic Center Plaza

Lompoc CA 93436

From the original issue date until the contract is awarded, the only authorized City contact will be the

Purchasing Officer, or the Purchasing staff listed below. Only information communicated by the

Procurement Officer or their designee shall be the official position of the City. Interested bidders or their representatives are not allowed to communicate with City staff regarding their solicitation. If any bidder is found to be in violation of their provision, the City reserves the right to reject their bid.

It is the responsibility of the bidder to see that any bid/proposal submitted shall have sufficient time to be received by the Purchasing Office prior to bid/proposal opening time. The receiving time in the Purchasing Office will be the governing time for acceptability of proposal. Late proposals will be returned to the bidder unopened. All proposals must bear original signatures and figures. Proposals received will not be publicly read aloud. Proposals will not be accepted by telephone, email, or fax machine.

Questions may be submitted, by written request through the OpenGov Procurement Portal, for an interpretation or correction thereof. Email inquiries to: purchasing@ci.lompoc.ca.us. Questions must be submitted before 12:00 pm on Thursday, June 19, 2025.

Thank you, Purchasing Department

1. BACKGROUND

The City of Lompoc is located at the intersection of California Highways 1 and 246, approximately 55 miles northwest of Santa Barbara and 10 miles southeast of Vandenberg Air Force Base. The

Lompoc Valley is surrounded by rolling hills to the north, south, and east, with the Pacific Ocean just

9 miles to the west. The Santa Ynez River—dry for much of the year—flows east to west through the valley. The City’s wastewater treatment facility is situated adjacent to this river.

In late 2010, the City completed a major upgrade to its Regional Wastewater Reclamation Plant.

While most of the treatment processes were modernized as part of that project, the influent metering and headworks facilities were not included in the expansion. These critical components are now in need of significant improvements.

The influent metering and headworks systems require comprehensive upgrades to improve operational efficiency, functionality, and safety, as well as to ensure continued compliance with regulatory standards. To that end, the City of Lompoc is seeking a qualified engineering firm to evaluate the current condition of these facilities and provide recommendations for necessary replacements and/or upgrades.

2. PROJECT DESCRIPTION

At our wastewater treatment plant, the Headworks plays a critical role as the facility’s first line of defense. It’s here that large debris—such as sticks, rags, plastics, sand, grit, and general trash—is removed from the incoming raw wastewater. This initial screening is essential to protect the integrity and efficiency of all downstream processes.

One of the key issues we’re currently facing is the condition of the influent gate and actuator. These components date back to 1974 and were not addressed during the major plant upgrade in 2009. After decades of use, the gate no longer seals completely when closed, posing a risk to flow control and overall system reliability. It's clear that this aging equipment needs to be replaced.

In addition, the existing bar screen system is outdated and increasingly inefficient. We're looking to replace it with modern units that can capture finer particles more effectively. We also want to eliminate the need for operators to manually handle debris in confined areas, especially given the potential presence of hazardous hydrogen sulfide (H₂S) gas. A system that conveys the screened material up to ground level would significantly improve both safety and operational efficiency.

Ventilation within the Headworks building has been another ongoing concern. The current system does not provide adequate airflow, further increasing health and safety risks for staff. Updating the ventilation system is a necessary step alongside equipment upgrades.

Beyond the mechanical components, the infrastructure surrounding the Headworks is also showing signs of wear. The concrete steps leading down to the equipment are in poor condition and in need of repair. Additionally, the building's roof has begun to leak, which could compromise equipment and create further maintenance challenges if not addressed soon.

To complete the replacement of the influent gate and bar screens, a full temporary bypass will be required to maintain continuous operation during the upgrade process. Though this adds a layer of complexity, it's a critical step to ensure the long-term functionality and safety of the facility.

The City will award this contract based on complying with all the provisions of the Request for

Proposal, provided the bid price is reasonable, and it is in the best interest of the City to accept it.

o The City of Lompoc is Requesting Proposals for Design and Engineering Services for the

Headworks and Influent Metering Improvements Project, o Five (5) paper copies and one (1) Adobe .pdf file of the Proposal shall be submitted proposal shall be addressed to:

City of Lompoc

Purchasing Division

100 Civic Center Plaza

Lompoc, CA 93436

Late Proposals will not be considered. Proposals will not be accepted by telephone, email or facsimile machine.

3. SCOPE OF WORK

3.1. Scope of Work for Design and Engineering Services for the Headworks and Influent

Metering Improvements Project

Detailed Specifications

2. Project Overview

The scope of this project includes the following tasks:

A. Thoroughly assess the current headworks and influent metering systems.

B. Develop design alternatives to enhance capacity and operational efficiency.

C. Conduct hydraulic modeling as necessary to ensure the proposed designs meet operational requirements.

D. Create detailed engineering designs, including facility layout, equipment specifications, and system integration plans.

2.2 Technical Standards

All designs and engineering services must comply with the following standards:

• American Society of Civil Engineers (ASCE) guidelines

• California Code of Regulations (CCR), Title 22 - Environmental Health

• National Pollutant Discharge Elimination System (NPDES) permit requirements

• American National Standards Institute (ANSI) specifications

• Uniform Plumbing Code (UPC)

• National Fire Protection Association (NFPA) safety guidelines

• Local and state environmental regulations

2.3 Design Deliverables

The project deliverables include:

A. Preliminary Design Report: Drawings, specifications, and cost estimates.

B. Final Design Documents: Detailed engineering plans and technical specifications.

C. Construction Documents: Comprehensive bidding information and contractor instructions.

D. Permitting and Agency Coordination: Required documentation for regulatory compliance.

E. Operation and Maintenance Manual: Detailed guidelines for all newly installed equipment.

3. Service Requirements

The selected firm must provide the following services:

A. Site Evaluations: Survey and assess existing conditions.

B. Coordination Meetings: Engage regularly with City staff and stakeholders.

C. Public Outreach: Facilitate meetings and communications as needed.

D. Environmental Compliance: Secure necessary permits and ensure regulatory adherence.

E. Grant Assistance: Support in preparing grant applications, if applicable.

F. Technical Support: Provide expertise and guidance throughout the construction phase.

4. Delivery Requirements

Key deadlines and formats for project deliverables are as follows:

A. Submission Formats: All deliverables must be provided in both hard copy and electronic formats.

B. Preliminary Design Report: Due within 8 weeks of contract initiation.

C. Final Design Documents: Due within 16 weeks of Preliminary Design Report approval.

D. Construction Documents: Due no less than 4 weeks before construction commencement.

E. Progress Reports: Provided bi-weekly, detailing completed tasks and upcoming milestones.

5. Conclusion

This Scope of Work outlines the requirements for the Headworks and Influent Metering

Improvements Project. The City of Lompoc seeks proposals from qualified firms capable of delivering superior services that align with the outlined specifications. All submissions should demonstrate expertise, attention to detail, and commitment to delivering high-quality results.

3.2. Major Tasks

1.1 Influent Meter Improvements

• Review the condition of existing influent metering systems.

• Evaluate two potential options:

A. Improve influent flow monitoring and sampling along Floradale Avenue.

B. Install a new metering station closer to or within the plant Headworks.

1.2 Headworks Improvements

• Replace influent sluice gate and actuator, ensuring proper seating and sealing functionality.

• Install three new bar screens (2 active + 1 redundancy).

• Replace the interior traveling bridge crane and crane system to allow access to hatch screening debris bins or equipment.

• Rehabilitate concrete influent channels for manual stop gates, enabling bar screen isolation.

• Apply polyurethane coatings to influent channels and install channel covers (instead of grating) to minimize odors.

• Develop a bypass pumping plan for continuous influent screening during headworks construction.

• Design an odor control system (for hydrogen sulfide) to capture air from covered channels and stage the odor control unit outside adjacent to the Headworks building.

• Improve the flow monitoring equipment for better accuracy and replace existing clamp-on meters downstream of the pump station.

• Install a new pH meter downstream of bar screens to prevent sampling ragging or fouling.

• Evaluate the current building facilities’ condition and location, proposing recommendations for renovation or new construction. Items to address include:

o Remove and replace the built-up roof system.

o Fully replace the building air handling system (supply and exhaust) to maintain active air exchange and reduce hydrogen sulfide odors.

o Patch stucco, replace doors, and paint the building’s interior and exterior.

o Recommend a non-slip concrete flooring coating for both levels to reduce fall risks.

2. Deliverables 2.1 Project Schedule

• Submit an initial project schedule, estimating timelines for influent metering and building assessment reports (90 days), as well as design durations for the influent metering, building improvements, and headworks upgrades.

2.2 Reports

• Evaluation of Influent Metering Alternatives: Evaluate whether to upgrade existing meters or relocate metering structures closer to the wastewater plant.

• Building Condition Assessment: Analyze the current condition and recommend improvements.

2.3 Final Report

• Incorporate all feedback for the influent metering alternatives and condition assessment into a final report with recommendations. Address comments provided by City of Lompoc management and staff.

2.4 Design Deliverables

• Preliminary Design Report: Provide a letter summarizing design features, including:

o Influent metering o Building improvements o Headworks upgrades (sluice gate replacement, channel improvements, bar screens, odor treatment)

• 30% Design Submittal: Include preliminary drawings, equipment specifications, and cost estimates.

• 60% Design Submittal: Incorporate feedback from the 30% review and provide updated drawings, specifications, and construction cost estimates.

• 90% Design Submittal: Incorporate feedback from the 60% review and provide nearly final design drawings, specifications, and cost estimates.

• Final Design Submittal: Address feedback from the 90% review and provide complete design drawings and specifications.

3. Submittal Format

• Documents: All deliverables must be submitted in hard copy and Adobe PDF formats.

• Drawings: Include CAD files (latest version).

• Letters, Studies, and Reports: Submit in MS Word format.

• Cost Estimates: Provide in MS Excel format.

4. Ownership of Work

• The City shall own all work produced for this project. The consultant must provide all deliverables upon request.

• The City will supply any available CAD files, GIS background files, or aerial photos. However, the consultant is responsible for verifying the accuracy and completeness of all information.

Schedule

• Following City Council authorization, the City of Lompoc will enter into an agreement with the successful Consultant. This authorization is anticipated to occur after proposal submissions.

• After a written Notice to Proceed is issued by the City, the Consultant’s work shall commence within 30 days.

• The Notice to Proceed will specify:

o The work to be completed.

o A schedule for completing the work.

The Consultant shall prepare a Project Delivery Schedule aligned with the overall project timeline.

This schedule must clearly identify the duration, beginning dates, and completion dates for all significant tasks. The schedule should be structured based on the tasks outlined in the resource allocation matrix included in this Request for Proposal.

Documentation

The Consultant must:

• Furnish the City with original certificates and amendatory endorsements for all required coverages.

• Ensure all certificates and endorsements are approved by the City before beginning Consulting

Services.

• Provide certified copies of policies upon the City’s request.

4. NOTICE OF REGULATED COMMUNICATION RULE

Lompoc Municipal Code Section 3.36.175, paragraph B (1), Regulation of Communications during

Competitive Procurement—:

“No Proposer or Bidder shall initiate, engage in, or continue any communication to or with any elected official, and no elected official shall initiate, engage in, or continue any communication to or with any Bidder or Proposer, concerning or touching upon any matter which is the subject of a competitive procurement within the scope of their Section except as permitted in their

Section.”

5. BID SECURITY/DEPOSIT

Bid bonds are being required per Lompoc Municipal Code 3.36.025(C) (1), Bid Security:

A. Bid Bond: All bids shall be accompanied by cash, a money order, or a cashier's certified check, payable to the order of the City, amounting to ten percent (10%) of the bid, or by a bond in said amount and payable to said City, signed by the bidder and a corporate surety, or by the bidder and two sureties who shall justify before any officer competent to administer oaths, in double said amount over and above all statutory exemption.

B. Performance Bond: Successful bidder shall furnish within eight (8) consecutive calendar days after written Notice of Award, a Performance Bond in an amount equal to one hundred percent

(100%) of the total amount of the contract. In the event the bidder to whom an award is made fails or refuses to perform under or to execute the contract, if required, within eight (8) calendar days from the date of receiving notification of award, the City may declare the bidder's bid deposit or bond forfeited as damages caused by the failure of the bidder to enter into the contract, and may award to the next lowest bidder, or may call for new bids.

C. Labor and Materials Bond: Successful bidder shall furnish within eight (8) consecutive calendar days after written Notice of Award, a Labor and Materials Bond in an amount equal to one hundred percent (100%) of the total amount of the contract.

6. WALK-THROUGH

All Contractors need to be aware of space, requirements, and other working conditions; therefore, the

City has scheduled a MANDATORY PRE-BID JOB-WALK on Wednesday, May 14, 2025 at 10:00 am at address below:

City of Lompoc - Regional Wastewater Reclamation Plant

1801 West Central Avenue

Lompoc, CA 93436

7. EXAMINATION OF SPECIFICATIONS AND SITE

The bidder is expected to carefully examine the site of the proposed work, the proposal, specifications, and bid forms. They shall satisfy themselves as to the character, quality, and quantities of work to be performed, materials to be furnished and to the requirements of the proposed specifications.

DOCUMENTS AVAILABLE

The following informational documents are available:

A. Sample Consultant Services Agreement;

B. City of Lompoc Plans - As-Built Plans

C. 2002 Lompoc Master Plan

D. 2005 Preliminary Design Report LRWRP

E. 2011 Lompoc Salts Management Plan

F. 2022 NPDES LOMPOC REGIONAL WASTEWATER RECLAMATION PLANT

8. START DATE

A purchase order will be issued upon award of bid or quotation. Contractor shall not begin work without a Notice to Proceed which will be issued after receipt by the Purchasing and Materials

Manager of all required insurance certificates and bonds.

9. UNKNOWN OBSTRUCTIONS

Should any known obstructions be encountered during the course of their contract, they shall be immediately brought to the attention of the department representative. The contractor shall be responsible for the protection of all existing equipment, furniture or utilities encountered within the work area.

10. REJECTION OF WORK

Bidder agrees that the City has the right to make all final determinations as to whether the work has been satisfactorily completed.

11. SECURITY

Contractor shall provide a current list of employees, including sub-contractor employees.

12. MEASUREMENTS

It is the responsibility of the bidder to make all measurements to determine their bid price. The City will not be responsible for determining the quantities of materials necessary to complete the work specified.

13. QUALIFICATIONS OF CONTRACTOR

13.1. NONDISCRIMINATION

Contractors shall not unlawfully discriminate against, harass, or allow harassment against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age (over 40), sexual orientation, or veteran or military status, or allow denial of family-care leave, medical-care leave, or pregnancy-disability leave, or any other protected status. The contractors shall ensure that the evaluation and treatment of their employees and applicants for employment are free of such discrimination and harassment.

Contractors shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code section 12900 et seq.) and the applicable regulations promulgated thereunder (California Code of

Regulations, title 2, section 11000 et seq.). The applicable regulations of the Fair Employment and

Housing Commission implementing Government Code section 12990 (a)-(f), set forth in Chapter 5 of

Division 4.1 of title 2 of the California Code of Regulations, are incorporated by reference and made a part hereof as if set forth in full. The Grantee and its contractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.

13.2. Sub-Consultants

The Consultant must:

• Include all sub-consultants as insureds under its policies, or

• Furnish separate certificates and endorsements for each sub-consultant, ensuring they meet the same coverage and limits requirements.

13.3. PAYMENT OF PREVAILING WAGES

Contractor is aware of the requirements of California Labor Code Section 1720 et seq., and 1770 et seq., as well as California Code of Regulations, Title 8, Section 16000 et seq., ("Prevailing Wage

Laws''), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. Since the services are being performed as part of an applicable "public works" or "maintenance" project, as defined by the

Prevailing Wage Laws, and since the total compensation is $1,000 or more, Contractor agrees to fully comply with such Prevailing Wage Laws.

Included herein by reference are the provisions of California Labor Code sections 1771, 1775, 1776, 1777.5, 1813 and 1815. Contractor agrees to comply with all the above-referenced provisions applicable to the performance of its work on their project. Specifically, the contractor agrees to: (1)

Pay all workers not less than the general prevailing rate of wages. Contractor and any subcontractor shall forfeit a penalty of up to $200 per calendar day or portion thereof for each worker paid less than the prevailing wage rates. (2) Submit certified payroll in accordance with http://www.cityoflompoc.com/ManagementServices/purchasing/policies.htm. Current prevailing wage rate may be found at http://www.dir.ca.gov/OPRL/PWD/index.htm.

Contractor shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the services available to interested parties upon request and shall post copies at Contractor's principal place of business and at the project site.

13.4. APPRENTICESHIP EMPLOYMENT STANDARDS

Attention is directed to the provisions in Sections 1776 and 1777.5 of the California Labor Code concerning the employment of apprentices by the Contractor or any subcontractor under them.

One of the legal requirements for working on a public works project is the employment of apprentices.

The Division of Apprenticeship Standards provides assistance to contractors in employing apprentices on public works sites. The Contractor or any subcontractor that is determined by the

Labor Commissioner to have knowingly violated Section 1777.5 shall forfeit as a civil penalty an amount not exceeding $100 for each full calendar day of noncompliance, or such greater amount as provided by law.

Information relative to apprenticeship standards, wage schedules, and other requirements may be obtained from the Director of Industrial Relations, http://www.dir.ca.gov/DAS/DASApprenticesOnPublicWorksSummaryOfRequirements.htm

13.5. HOURS OF WORK

Contractor is advised that eight (8) hours labor constitutes a legal day's work. Pursuant to Section

1813 of the California Labor Code, Contractor shall forfeit a penalty of $25.00 per worker for each day that each worker is permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week; except when payment for overtime is made at not less than one and one half (11/2) times the basic rate for that worker.

13.6. PAYROLL RECORDS

Contractor and each subcontractor shall keep an accurate payroll record, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week; and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by him or her in connection with the public work. The payroll records shall be certified and shall be available for inspection at all reasonable hours at the principal office of

Contractor in the manner provided in Labor Code section 1776. A contractor who is found to have violated the provisions of law regarding wages on Public Works with the intent to defraud shall be https://procurement.opengov.com/governments/11638805/templates-admin/116347/%20http:/www.cityoflompoc.com/ManagementServices/purchasing/policies.htm http://www.dir.ca.gov/OPRL/PWD/index.htm http://www.dir.ca.gov/DAS/DASApprenticesOnPublicWorksSummaryOfRequirements.htm ineligible to bid on Public Works contracts for a period of one to three years as determined by the

Labor Commissioner. Upon the request of the Division of Apprenticeship Standards or the Division of

Labor Standards Enforcement, such penalties shall be withheld from progress payments then due.

The responsibility for compliance with this section is on Contractor.

13.7. COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS

Contractor shall perform all work in strict accordance with all Federal, State, and local regulations.

Contractor shall also obtain all permits required for the performance of the work outlined in these specifications. Plans and specifications shall meet requirements of the current California Building

Code and Federal Americans with Disabilities Act.

13.8. DEBARMENT OF CONTRACTORS AND SUBCONTRACTORS

In accordance with the provisions of the Labor Code, contractors or subcontractors may not perform work on a public works project with a subcontractor who is ineligible to perform work on a public project pursuant to Section 1777.1 or Section 1777.7 of the Labor Code. Any contract on a public works project entered into between a contractor and a debarred subcontractor is void as a matter of law. A debarred subcontractor may not receive any public money for performing work as a subcontractor on a public works contract. Any public money that is paid to a debarred subcontractor by the Contractor for the Project shall be returned to the City. The Contractor shall be responsible for the payment of wages to workers of a debarred subcontractor who has been allowed to work on the

Project.

13.9. SAFETY

Job site safety, both during and after working hours, is the sole responsibility of the Contractor. The

Contractor, their employees and subcontractors shall be familiar with and comply with all applicable safety regulations and guidelines. The Contractor shall also provide for and ensure public safety around the site both during and after work hours. This shall include the provision of traffic control for the work site.

13.10. CONTRACTOR'S EQUIPMENT

The Contractor shall provide all necessary equipment, tools, and appurtenances for the timely completion of the work. Contractor's equipment shall be in complete and safe operating condition and shall be appropriately maintained and operated during the project.

13.11. SCHEDULE

Work shall begin no later than seven (7) days after notice to proceed (NTP).

13.12. PAYMENT

Payment will be made according to the unit price schedule in the contract based on the actual unit quantities expended as determined by the OTR. Payment for lump sum items shall be made only upon satisfactory completion of the entire task.

13.13. PUBLIC WORKS

The City of Lompoc is a public agency. Contracts exceeding $1,000 with the City are considered

“Public Works” when they include services for construction, alteration, demolition or repair work, and maintenance services.

Contractor and subcontractor(s) must register with the California Department of Industrial Relations

(DIR) and that before :

A. Their project is subject to compliance monitoring and enforcement by the Department of

Industrial Relations.

B. All contractors and subcontractors must furnish electronic certified payroll records directly to the Labor Commissioner (aka Division of Labor Standards Enforcement).

C. The project listed above requires payments of not less than the general prevailing rates for per diem wages, overtime work, legal holidays, other employee payments, and travel & subsistence if applicable, in the locality in which the work is to be performed for each craft, classification, or type of worker needed as required in the California Labor Code. Such rates of wages are on file with the Department of Industrial Relations and in the office of the District and are available to any interested party upon request.

D. Contractors shall promptly notify the City in writing, about any classifications of labor not listed in the prevailing wage determination but necessary for the performance of the work.

Contractors will post a copy of the determination of prevailing rates at the job site(s).

13.14. CONTRACTOR AND SUBCONTRACTOR REGISTRATION

Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations. No bid will be accepted nor any contract entered into without proof of the contractor's and subcontractors' current registration with the Department of

Industrial Relations to perform public work.

13.15. CONTRACTING WITH SMALL AND MINORITY OWNED FIRMS, WOMEN'S BUSINESS

ENTERPRISES, AND LABOR SURPLUS AREA FIRMS

The City is fully committed to substantially increasing the opportunity for participation in all phases of all City procurement by minority, female, disadvantaged, and small business enterprises. (Ord.

1637(17) § 1; prior code § 2632)

13.16. LABOR COMPLIANCE; STOP ORDERS

This project is subject to compliance monitoring and enforcement by the Department of Industrial

Relations. It shall be the Contractor's sole responsibility to evaluate and pay the cost of complying with all labor compliance requirements under this contract and applicable law. Any stop orders issued by the Department of Industrial Relations against Contractor or any subcontractor that affect

Contractor's performance of Work, including any delay, shall be Contractor's sole responsibility. Any delay arising out of or resulting from such stop orders shall be considered Contractor caused delay subject to any applicable liquidated damages and shall not be compensable by the City.

13.17. DAMAGE

The contractor shall be held responsible for any breakage, loss of City's equipment or supplies through negligence of the contractor or their employee while working on the City's premises. The contractor shall be responsible for restoring/replacing any equipment, facilities, etc. so damaged. The contractor shall immediately report to the department representative any damage to the premises resulting from services under their contract.

13.18. LIQUIDATED DAMAGES

It is agreed by the parties to the contract that in case all the work called for under the contract in all parts and requirements is not finished or completed within the number of working days expressed in the contract, damage will be sustained by the City, and that it is and will be impracticable and extremely difficult to ascertain and determine the actual damage which the City will sustain in the event of and by reason of the delay; and it is therefore agreed that the Contractor will pay to the City, the sum of $500 per day, for each and every calendar days delay in finishing the work in excess of the number of working days prescribed above; and the Contractor agrees to pay the liquidated damages herein provided for, and further agrees that the City may deduct the amount thereof from any moneys due or that may become due the Contractor under the contract.

13.19. AUTHORITY OF THE CITY

Subject to the power and authority of the City as provided by law in their contract, the City shall in all cases determine the quantity, quality, and acceptability of the work, materials and supplies for which payment is to be made under their contract. The City shall decide the questions which may arise relative to the fulfillment of the contract or the obligations of the contractor there under.

13.20. INDEMNIFY AND HOLD HARMLESS

The Contractor shall indemnify and hold harmless the City and all officers and employees thereof connected with the work,: from all claims, suits or actions of every name, kind and description, brought for, or on account of, injuries to or death of any person or damage to property resulting from the construction of the work or by or in consequence of any negligence in construction of the work; or by or on account of any act or omission by the Contractor or their agents during the progress of the work or at any time before its completion and final acceptance.

13.21. INSURANCE REQUIREMENTS

Contractor shall furnish insurance certificates per Insurance Requirements, attached.

A. Public Liability and Property Damage Insurance. The Contractor shall furnish to the City and maintain during the life of the contract such public liability and property damage insurance policies as are necessary to insure the Contractor, their subcontractor, the City, and their officers and employees, while acting within the scope of their duties, against all claims arising out of or in connection with the work to be performed.

B. Subcontractor’s Insurance. Contractor shall ensure that its subcontractors are covered by insurance of the types and the amounts required by their Article. Contractor shall not allow any subcontractor to commence work on its subcontract until the insurance has been obtained.

14. BASIS OF AWARD

The City will award this contract based on the Lowest Responsive and Responsible Bidder: The bidder who fully complies with all the bid requirements and whose past performance, reputation, and financial capability is deemed acceptable, and who has offered the most advantageous pricing or cost benefit, based on the criteria stipulated in this bid package.

The City of Lompoc reserves the right to reject all proposals.

14.1. BID INSTRUCTIONS

The Bid shall be submitted on the Bid Proposal forms included in the Specifications. All Bid

Documents must be completed, executed and submitted with Bid by Bidder. Required Bid Proposal

Documents:

1. Registered Proposer Information Sheet

2. Bidder's Proposal

a. I. CONSULTANT’S PROPOSAL: Each firm’s response to this Request for Proposal

(RFP) should be in the form of a Proposal to perform the professional services listed herein. All Proposals shall include, as a minimum, the following elements:

i. A cover page including the RFP title and applicant firm’s name.

ii.

ii. A statement that this RFP shall be incorporated in its entirety as a part of the

Consultant's Proposal.

iii.

iii. A statement that this RFP and the Consultant's Proposal will jointly become part of the "Agreement for Professional Consultant Services" for this project when said

Agreement is fully executed by the Consultant and the City of Lompoc.

iv.

iv. A statement that the professional services to be provided, and fees therefore, will be in accordance with the City's RFP, except as otherwise specified in the Consultant's

Proposal under the heading "EXCEPTIONS OR ADDITIONS TO THE CITY'S

REQUEST FOR PROPOSAL."

v.

v. Statement on the Scope of Work – Proposals shall include a detailed Scope of work clearly divided into various tasks and subtasks with the anticipated deliverables for each major task. The Scope of Work shall include Project Meetings, the deliverables outlined on page 3 and 4 of this RFP as well as any optional items for consideration.

vi.

vi. A single and separate section with the heading "EXCEPTIONS OR ADDITIONS TO

THE CITY'S REQUEST FOR PROPOSAL" containing a complete and detailed description of all of the exceptions to the provisions and conditions of this Request for Proposal upon which the Consultants’ Proposal is contingent and which shall take precedent over this RFP.

vii.

vii. A statement of qualifications applicable to this project including the names, qualifications and proposed duties of the Consultant's staff to be assigned to this project; a listing of recent similar projects completed by the Consultant’s proposed project staff members, including a description of which staff members performed which tasks; client contact information for each previous project, including the names, titles, addresses, and telephone numbers of the clients or appropriate persons whom the City could contact. If one or more of the Consultant’s Staff should become unavailable, the Consultant may substitute other staff of at least equal competence only after prior written approval by the City.

viii.

viii. A statement of sub-consultants’ qualifications applicable to this project including the names, qualifications and proposed duties of the sub-consultant’s staff to be assigned to this project; a listing of recent similar projects completed including the names, titles, addresses and telephone numbers of the clients or appropriate persons whom the City could contact.

ix. The Consultant will not be allowed to change the sub-consultant without written permission from the City.

ix. Proposals shall contain a resource allocation matrix of the consultant’s proposed project team including in rows a list of the tasks for the project, and in columns the name and number of hours proposed per task for each team member proposed to provide each type of service. No fees or dollar values shall be included in this resource allocation matrix included with the body of the Proposal.

x.

x. A statement that all charges for Consultant’s professional services will be limited to the "Not-to-Exceed Fee," and will be in accordance with the Consultant’s hourly rate schedule, both of which will be submitted in a separate sealed envelope and made a part of said Consultant's Proposal. Consultant’s hourly rate schedule shall be used for invoicing for all project work, including extra work for which the City gives prior approval, which is not part of this RFP. Payment will be for actual time and materials expended in furnishing authorized professional services.

xi.

xi. A summary of the consultant’s understanding and approach to the project.

xii.

xii. A description of information and participation the consultant desires from City staff.

xiii.

xiii. A statement of confirmation that all of the proposed consulting team members are available to perform all necessary project work, and that all such work shall be performed in accordance with the schedule stated earlier in this RFP.

xiv.

xiv.A statement that the Consultant and all sub-consultants will not discriminate against any employee or applicant for employment as prohibited by all applicable laws, including because of race, color, religion, sex, or national origin.

xv.

xv. Insurance Certifications -

xvi. The selected Consultant will be required to provide for the duration of the project, at its sole cost and expense, the following insurance with an insurer or insurers legally licensed and qualified to conduct insurance business in the State of California and satisfactory to the City. A statement shall be provided that all of the insurance requirements contained herein will be met by the consultant if selected:

i. Errors and Omissions Professional Insurance in a minimum amount of $1,000,000.

ii.

ii. Insurance against claims for injuries to persons or damage to property that may arise from or in connection with the performance of the Services hereunder by the

CONSULTANT, its agents, representatives, employees, and sub-consultants.

iii.

iii. Coverage shall be at least as broad as:

iv.

I. Insurance Services Office Commercial General Liability coverage (occurrence from CG 0001).

iv.

II. Insurance Services Office Business Auto Coverage form number CA 0001, code

1 (any auto).

v.

III. Worker’s Compensation insurance as required by the State of California and

Employer’s Liability Insurance.

vi.

vii. Limits not less than:

viii.

IV. General Liability: $2,000,000 aggregate and $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial Liability

Insurance or other form with a general aggregate limit is used, either the general aggregate shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. Umbrella $9 Million viii.

V. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.

ix.

VI. Employer’s Liability: $1,000,000 per accident for bodily injury or disease.

x.

xi. Any deductibles or self-insured retentions must be declared to and approved by the

City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officials, officers, employees and volunteers; or the Consultant shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration and defense expenses.

xii.

xii. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions:

xiii.

VII. The City, its officials, officers, employees, and volunteers are to be covered as insureds with respect to liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Consultant including materials, parts or equipment furnished in connection with such Service or operations. General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance, or as a separate owner’s policy.

xiii.

VIII. For any claims related to this project, the Consultant’s insurance coverage shall be primary insurance as respects the City, its officials, officers, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officials, officers, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.

xiv.

xv. The terms of the insurance policy or policies issued to provide the above required insurance coverage shall not be amended to reduce the above required insurance limits and coverage’s nor shall such policies be canceled by the carrier without thirty

(30) days prior written notice by certified or registered mail of amendment or cancellation to the City, except that cancellation for non-payment of premium shall require ten (10) days prior written notice by certified or registered mail. In the event the said insurance is canceled, the Consultant shall, prior to the cancellation date, submit to the City new evidence of insurance in the amount established.

xvi.

xvi.Insurance shall be placed with insurers with a current A.M. Bests rating of no less than A:VII.

xvii.

xvii. Consultant shall furnish the City with original certificates and amendatory endorsements effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before Consulting

Services commence. The City reserves the right to require at any time complete certified copies of all required insurance policies, including endorsements affecting the coverage required by these specifications.

b. Consultant shall include all sub-consultants as insureds under its policies or shall furnish separate certificates and endorsements for each sub-consultant. All coverage and limits for sub-consultants shall be subject to all the requirements stated herein

3. Prevailing Wage

4. Contractor's Affidavit

5. Bid Bond (10% of Bid)

6. List of Subcontractors

7. References

8. Bidder’s Information

9. Deviations Page

All prices submitted will be considered as including any and all sales or use taxes. In case of a discrepancy between a unit bid price and total bid, the unit price shall prevail.

14.2. BID SUBMISSIONS

Bid submissions shall be submitted on or before bid Closing Time and Date through the OpenGov eProcurement Portal at https://procurement.opengov.com/portal/lompoc or

Submit one (1) original copy marked “ORIGINAL”, one (1) copy, and one (1) flash drive in a sealed envelope marked RFP No. 2025-RFP-015DW, in person or by mail at the below address:

100 Civic Center Plaza., Lompoc, CA 93436

14.3. SCHEDULE OF DATES

Proposed Calendar which is subject to change:

Release Request for Proposal: April 30, 2025

Bid Advertising Lompoc Record: May 7, 2025

Pre-Bid Job-Walk (Mandatory): May 14, 2025, 10:00am

City of Lompoc - Regional Wastewater

Reclamation Plant 1801 West Central Avenue

Lompoc, CA 93436

2nd Job Walk : June 4, 2025, 10:00am

City of Lompoc - Regional Wastewater

Reclamation Plant 1801 West Central Avenue Lompoc, CA 93436

Last day for Questions / Clarifications /

Corrections:

June 19, 2025, 12:00pm

Closing Date for Request for Proposal: June 30, 2025, 3:00pm

100 Civic Center Plaza, Lompoc, CA

93436

15. EVALUATION

Phase 1

No. Evaluation Criteria Scoring Method Weight (Points) https://procurement.opengov.com/portal/lompoc

1. 1. Qualifications (35 points possible total)

a. The City of Lompoc desires a qualified and experienced team of professionals available. Proposals should clearly demonstrate the experience of the consultants’ staff members proposed by name for this project, in providing all of the services required by this project. The City seeks consulting staff who have specific experience in performing similar services for comparable public sector projects.

b. All members of the consultant’s proposed team for this project shall be discussed in the Proposal with regard to the role each member will perform for the project, and their qualifications for performing such role. The discussion of each member’s qualifications shall include the member’s abilities; relevant experience, including recent similar project work;

education; and time availability for work on this project for the entire duration of the project.

c. Particular details shall be included to present the relevant expertise and experience in similar work of each professional who will lead and oversee each section or task of the work. Additionally, a description shall be included of the level of involvement that each oversight professional on the project team will have in the work; including the frequency of the oversight professional’s interaction with those team members which they supervise, and the diligence of their supervision and review of subordinates’ work.

N/A N/A

Phase 2

1. 2. Understanding and Approach to

Project (25 points possible total)

a. A clear understanding of the project work shall be demonstrated by the

Proposal.

b. The approach to the work shall be organized, efficient, and promote the highest quality product possible for the City within reasonable effort and expenditure, as is standard practice for each particular type of work performed.

0-100 Points 25 (100% of Total)

Phase 3

1. 3. Schedule, Availability, and Flexibility

(25 points possible total)

a. The consultant shall demonstrate the ability to perform all required work in accordance with the schedule stated herein, and the ability to adapt to schedule changes as may be necessary throughout the project. The consultant shall provide a

Gantt style schedule with corresponding scope of work showing required time frame as they understand the project.

After Proposals are received and evaluated, the Consultant may be invited to a selection interview depending on the number and quality of the submittals.

0-100 Points 25

Phase 4

1. 4. Proximity to City of Lompoc (15 points)

The firm whose submittal is selected by the

City will be contacted for the purpose of entering into negotiations with the City for a possible written agreement. Final costs will be determined through negotiations with the firm selected.

There can be no assurance that negotiations will result in a finalized agreement. The City and the respondent will not be obligated in any way unless and until a written agreement is entered into and executed by both parties.

If negotiations with the first-ranked consultant are not successful, negotiations maybe initiated with the second-ranked consultant. This procedure may be continued, initiating negotiations with the other ranked consultants in sequence of ranking selected by the City, until a mutually satisfactory agreement has been reached.

A sample Consultant Services Agreement is provided as Exhibit A to this

RFP. Consulting firms should submit any questions regarding the terms and conditions of that agreement sufficiently prior to the date proposals are due.

0-100 Points 15

16. VENDOR QUESTIONNAIRE

1. Company Profile*

Please include your company's Name, Business Address, and a Brief History of the firm.

*Response required

2. Team Composition*

Please provide a listing of all resources who will be assigned to supervision of others during this project. Resources should be identified as follows:

A. A brief resume identifying each individual’s qualifications and experience.

B. As well as the number of years each individual has worked for the company and specific projects worked on.

*Response required

3. Does your company possess at least five (5) years' experience in performing work?*

☐ Yes

☐ No

*Response required

When equals "Yes"

3.1. Experience*

Please provide related building construction experience during the last five years.

Bidding Contractor shall have a minimum of five (5) years’ experience.

*Response required

4. List of Subcontractors*

Please provide a list of Subcontractors that your company intends to use to help complete this project and designate the name and location of the place of business of each subcontractor who will perform work or labor or render service to the prime contractor on their job.

Include:

• Company Name

• Contact Name

• The bidder is a/an (Corporation Partnership, or Individual) Organized and existing Under the laws of the State of:

• Business Address

• Telephone

• Fax

• Business Email

• Contractor License Number

• Designation

• DIR Registration Number

• Complete and sign Attachment B for each subcontractor and submit with bid

*Response required

5. Attachment B - Public Work - Prevailing Wage Job*

Please download the below documents, complete, and upload.

• B_Attachment_-_PUBLIC_WORK_...

*Response required

6. Do the references provided indicate their experience? *

☐ Yes…