Laboratory_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSALS

FURNISH AND DELIVER

LABORATORY SERVICES

FOR THE

WATER & POWER DEPARTMENT (WATER)

CITY OF PASADENA, CALIFORNIA

Request for Proposals - Laboratory Services Release Date: Friday, January 6, 2023

Attachments:

A - Master Services Contract

B - RELEVANT EXPERIENCE FORM

1. INTRODUCTION

1. Summary

Pasadena Water and Power's Water Quality Laboratory is requesting proposals from California Environmental Laboratory Accreditation Program (ELAP) accredited laboratories to perform laboratory services for drinking water compliance monitoring under a one-year contract.

Requested analyses are listed in the attachments under the pricing form. The evaluation process for this proposal is detailed in the Evaluation section.

2. Contact Information

Project Contact:

Leon Vasquez Management Analyst Email: levasquez@cityofpasadena.net Phone: (626) 744-6897 Procurement Contact:

Antonio Watson Project Manager Email: awatson@cityofpasadena.net Phone: (626) 744-8382 Department:

Water & Power Department (Water)

3. Timeline

Release Project Date January 6, 2023

Question Submission Deadline January 13, 2023, 2:00pm

Proposal Submission Deadline January 31, 2023, 2:00pm mailto:levasquez@cityofpasadena.net tel:(626)744-6897 mailto:awatson@cityofpasadena.net tel:(626)744-8382

2. SUBMITTAL PROCESS AND INSTRUCTIONS

1. NOTICE REGARDING DISCLOSURE OF CONTENTS OF DOCUMENT

All responses to this Request for Proposal (RFP) accepted by the City of Pasadena (City) shall become the exclusive property of the City. At such time as the City Manager recommends a contractor to the City Council, and such recommendation, with any recommended contract appears on the Council agenda, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

2. Eligibility Requirement

Proposer must possess and provide the following licenses or certifications to be deemed qualified to perform the work specified:

CA ELAP accreditation and EPA Approval for UCMR5 monitoring

3. Funding Source

This procurement is funded by City of Pasadena. Vendors must submit all required document with their proposal.

4. Electronic Submission and Delivery Instructions

Parties interested in responding are required to submit proposals electronically through the City of Pasadena's eProcurement Portal no later than 2:00 pm on Tuesday, January 31, 2023. Please upload sufficiently early electronically through the city's eProcurement Portal before the time and day listed in the Notice Inviting Proposals. Proposals must be received in the system prior to the deadline.

The entire proposal must be formatted on standard-size 8½”x11” pages; 12 point font only. The "Technical Proposal," "Additional Data," and "Statement of Qualifications" can be no more than NO VALUE grand total pages.

The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “#Proposer's Submittals/Checklist.”

The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and #Proposer's Submittals/Checklist. No Pricing shall be included in this part.

https://procurement.opengov.com/portal/pasadena https://procurement.opengov.com/portal/pasadena/projects/32014?section=260504 https://procurement.opengov.com/portal/pasadena/projects/32014?section=260505 https://procurement.opengov.com/portal/pasadena/projects/32014?section=260504

Proposals received after the Proposal Deadline may not be accepted by the City.

5. Separation of Technical, and Price Proposals

The proposal must be prepared in two parts: a "Technical Proposal" and a "Price Proposal." Each of the parts shall be separate and complete in itself so evaluation of one may be accomplished separate from the evaluation of the other.

1. The Price Proposal must include all costs associated with the Technical Proposal as described in the Price Proposal instructions in the “#Proposer's Submittals/Checklist.”

2. The Technical Proposal should disclose your technical approach in as much detail as possible, including, but not limited to, the requirements of the technical proposal instructions. Along with all required forms and submittals (See #Attachments, and #Proposer's Submittals/Checklist. No Pricing shall be included in this part.

6. PRICE PROPOSAL: Price Proposal Submittal

Parties interested in responding are required to submit their Price Proposal with their Technical proposal through the City's eProcurement Portal.

The pricing must include the total price proposed to accomplish all the performance and deliverables requested in this RFP, and offered by your firm. Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The price proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The price proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for all materials and supplies.

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Costs shall include the proposed costs and, if necessary, the approximate number of hours to provide the services as described in your proposal. Any additional fees outside the scope of the agreement must be approved in writing before commencing services for said fees. Vendor’s RFP response must be inclusive of all costs and expenses associated with travel, lodging, and any other incidental costs. The City will not separately reimburse costs not included in the proposal.

7. Deadline for RFP Questions

The deadline to submit questions related to this RFP is Friday, January 13, 2023, prior to 2:00 pm.

Questions regarding this Request for Proposals should be submitted directly through the City's eProcurement Portal Q&A function. Do not contact any City employee or official regarding this

RFP.

Any questions submitted after the date and time specified will not be considered.

Vendor Registration Instructions & Customer Service information:

Click here to register onto the City's eProcurement Portal hosted by OpenGov.

https://procurement.opengov.com/portal/pasadena/projects/32014?section=260504 https://procurement.opengov.com/portal/pasadena/projects/32014?section=260505 https://procurement.opengov.com/portal/pasadena/projects/32014?section=260504 https://procurement.opengov.com/portal/pasadena

If you are already registered and need help logging in or retrieving your user information simply click on the blue chat bubble on the lower right hand corner of your screen or contact OpenGov at procurement-support@opengov.com for help at any time.

Customer Service

For assistance with e-bidding or uploading documents: Contact OpenGov via the blue chat bubble on the lower right hand corner of your screen or email at procurement-support@opengov.com.

Monday through Friday 5am - 5pm PST, except statutory holidays-- response time is typically less than ten minutes.

8. Pre-Proposal Meeting

See the "Timeline" in the Introduction section (#Introduction). If there is a Mandatory pre-proposal meeting, bidders/proposers are required to attend at the time, date, and location included in the Timeline. If there is a Non-Mandatory pre-proposal meeting, bidders/proposers are not required to attend.

Each bidder/proposer will have the opportunity to clarify and ask questions regarding the Specifications. The Pre-Proposal Meeting will be held at the time, date, and location in the Timeline of this solicitation.

9. Definitions

The words (A) "City", (B) "Department", (C) "Director", or (D) "Contractor", as used in this RFP, shall be understood to refer respectively to (A) the City of Pasadena, California; (B) the several departments therein; (C) the directors of the several City departments; or any of their properly authorized assistants; and ( D) the person, firm or corporation with whom the contract is made by said City or the agent or legal representative who may be appointed to represent such person, firm or corporation in the signing and performance of said contract.

10. Addenda

If any person contemplating submitting a proposal of the items or services listed herein is in doubt as to the true meaning of any part of this RFP, he/she may submit a question through the City's eProcurement Portal Q&A section for an interpretation or correction thereof.

Any interpretation or correction of City specifications will be made only by addendum, duly issued by the City representative(s) identified in Section 3, above. Addenda (if any) shall be made available to each Proposer. A proposer’s failure to address the requirements of any and all addenda may result in the proposal not being considered. If the City determines that a time extension is required for the proposal, the City will issue an addendum that will give the new submission date. The Proposer is responsible to register on the City's eProcurement Portal and follow the project ,Laboratory Services, to insure they receive all RFP documents including addendums which are available as a download.

mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/pasadena/projects/32014?section=260507

The City reserves the right to change any part of these Instructions to PROPOSERS and Specifications any time prior to Deadline for Submissions. Any changes shall be in the form of addenda and will become a part of the Proposal documents and of the contract.

11. Withdraw of Proposal

Any Proposer may withdraw their proposal, via the City's eProcurement Portal prior to the proposal deadline.

12. Training Resources for Vendors

Videos:

Instructions for the new eProcurement System: The following link https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training will include video instructions for using the new system.

Screen Shots:

1) Registering for a new account - Vendor Registration

2) Update profile - company and user, email, logo

3) Subscribing for an agency's notifications - Using the Network Tab

4) Following a project

5) How to respond to a bid, submit a bid, or No bid?

6) Get Notifications

7) Managing Addenda

8) OpenGov Procurement Support https://procurement.opengov.com/portal/pasadena https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/5815468-opengov-procurement-vendor-training https://help.procurement.opengov.com/en/articles/2482165-vendor-registration http://help.procurenow.com/en/articles/2482226-updating-company-information https://help.procurement.opengov.com/en/articles/3955963-how-to-subscribe-to-organizations-and-find-active-rfps-bids https://help.procurement.opengov.com/en/articles/2478854-follow-a-project https://help.procurement.opengov.com/en/articles/2478772-how-to-respond-to-a-project https://help.procurement.opengov.com/en/articles/2921877-get-notifications https://help.procurement.opengov.com/en/articles/4413350-managing-addenda https://help.procurement.opengov.com/en/articles/5680392-using-support

3. SCOPE OF WORK

1. Scope of Work

1. The laboratory shall be CA ELAP (California Environmental Laboratory Accreditation Program) accredited and in good standing for all FoTs (Fields of Testing) required for the parameters listed in the Sample Price Proposal in Section 4. The laboratory shall also be approved by USEPA for UCMR5 monitoring.

2. The laboratory shall perform analytical testing on drinking water, surface water, and groundwater samples.

3. Required tests and estimated annual quantities and frequencies are included in the Sample Price Proposal in Section 4. No quantities are guaranteed.

4. The laboratory shall provide all necessary sample containers, ice chests, wet ice/ice packs and other materials required for the analytical testing requested. The laboratory shall provide for pickup and delivery of samples on a weekly basis.

5. A travel blank (TB) shall be included where appropriate. TB samples shall not be billable.

6. Data produced by the laboratory shall be delivered via email in the form of a final report (pdf format) and shall include digital uploads to the SWRCB/CLIP (State Water Resource Board/California Laboratory Intake Portal) where specified.

7. In addition to the final pdf reports delivered via email, the laboratory shall deliver to the City, electronic files for upload to the City’s LIMS (Laboratory Information Management System) for all analyses in a format compatible with the CLIP program. These digital files will be provided for both compliance samples and non-compliance samples.

8. Final reports shall be submitted to the City to meet the turnaround time submitted by the laboratory in the Sample Price Proposal in Section 4. Turnaround time shall be defined, in business days, as the period beginning with pickup of samples and ending with receipt by the City of the signed report via email.

9. Any errors found in the reports shall be followed up in writing with the correction, a case narrative, and any corrective action(s) taken.

10. The laboratory shall provide the City with preliminary results of any detected data as soon as they are available and before the final report upon request.

11. The laboratory must have the ability to pick-up, transport, and analyze samples within the required hold times.

12. The laboratory shall notify the City of any noncompliant sample results in a timely manner to allow for repeat sampling and no final reports shall not be issued before this notification has occurred.

13. In the event repeat sampling/analysis becomes necessary due to failed Quality Control (QC) or other failure to perform on the part of the laboratory, the City shall deduct from any payment due to the laboratory an amount equal to the costs incurred due to such repeat sampling/analysis.

14. In the event the laboratory fails to meet the turnaround time (TAT) submitted by the laboratory in the Pricing Form in the attachments, the City may impose a late penalty of 10% for every 5 business days a report is late for TATs of 30 days or more and a late penalty of 10% for every 2 days a report is late for TATs of less than 30 days. The late penalty may be deducted from any payment due to the laboratory.

15. In the event rush turnaround times are not met when requested, the City shall be charged at the standard turnaround time price.

16. The laboratory must be physically located within 30 miles of 245 W. Mountain Ave., Pasadena to enable City staff to make occasional deliveries of samples.

17. In addition to the subcontracting provision in the City’s standard contract, in the event the laboratory subcontracts to perform any analyses on the City’s samples, the subcontracting laboratory must be ELAP accredited for the applicable FoTs.

18. In the event the laboratory proposes to replace a subcontracting laboratory, the City will be notified and given the opportunity to approve/disapprove the subcontractor prior to the change.

19. The subcontracting laboratory shall follow the same quality control/quality assurance procedures as the contracting laboratory and shall comply with all CA ELAP regulations regarding subcontracting laboratories.

2. Location

Pickup and delivery to:

245 West Mountain Street

Pasadena, CA 91103

3. Proposer's Proposal

Proposals must include the following items:

a. Price per test and turnaround times (TATs). Use the Sample Price Proposal in Section 4.

b. List of the Price and TATs for rush samples.

c. List of at least three (3) references for which the laboratory has performed similar services, with name and phone number of a contact person (Relevant Experience Form is located in the attachments).

d. Copy of the ELAP accreditation for each FoT required for the parameters listed in the Sample Price Proposal in Section 4.

e. Records of the two (2) most recent proficiency testing (PT) conducted for each FoT required.

f. Records of the two (2) most recent ELAP audit findings, including responses and corrective actions taken by the laboratory in response to cited audit deficiencies.

g. Copy of USEPA approval for UCMR5 testing.

h. Insurance coverage in General Liability & Workers Compensation plus Professional Liability as stated in City’s Standard Contract.

i. List and qualifications of proposed subcontracting laboratories.

4. SAMPLE PRICE PROPOSAL

Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. The cost proposal shall describe both the total and the detailed price for which the consultant will commit to complete the total scope of work and end products. The table(s) below is intended to be a sample. Proposers may add necessary line items provided they are in compliance with instructions in this RFP for "Cost Proposals." The cost proposal detail shall describe costs for each professional’s time, for the completion of each proposed task, and for materials and supplies.

INSTRUCTIONS:

Each Proposer must submit a Price Proposal containing all costs associated with the technical proposal. Using the attached Price Proposal in this RFP, provide Proposer’s lump-sum price and/or unit price for performing all services and work called for in the SCOPE OF WORK. The Proposer’s price shall include, without limitation:

A. all designs, equipment, materials, labor, insurance and bond premiums, home office, jobsite, and other overhead, profit and services relating to the Proposer’s performance of its obligations under the Contract (including all work, equipment, materials, labor, and services provided by subcontractors and intellectual property rights necessary to perform the work);

B. performance of each and every portion of the work

C. all costs of obtaining Government approvals other than Government approvals that are the responsibility of the City of Pasadena;

D. all costs of compliance with Government rules, except to the extent such compliance is the responsibility of the City of Pasadena;

E. all taxes, duties, permits, and other fees or royalties incident to the performance of the

SCOPE OF WORK;

F. payment of all salaries, wages, benefits, and expenses of the Proposer’s employees;

G. compensation for all risks, liabilities, and contingencies assigned to the Proposer; and

H. all other costs needed or incurred to complete the Project.

TABLE 1

Line Item Description EPA/SM Test

Method

DLR or MRL Unit of Measure

Estimated Annual

Quantity X Frequency

Quantity Unit Cost Total Proposed

TAT

(business days)

2 1,2,3 TCP -

low level [*]

CA SRL

524M-TCP

0.005 ug/L EACH 5 x 52 260

3 1,4 Dioxane

EPA 522 0.5 ug/L EACH 3 x 4 12

4 Alkalinity - Bicarbonate

SM 2320 B EACH 5 x 2 10

5 Alkalinity - Carbonate [*]

SM 2320 B EACH 5 x 2 10

6 Alkalinity - Hydroxide [*]

SM 2320 B EACH 5 x 2 10

7 Alkalinity - Total [*]

SM 2320 B EACH 5 x 2 10

8 Aluminum [*] EPA 200.8 0.05 mg/L EACH 5 x 2 10

9 Antimony [*] EPA 200.8 0.006 mg/L EACH 5 x 2 10

10 Arsenic [*] EPA 200.8 0.002 mg/L EACH 5 x 2 10

11 Bacteriological

- Coliform/E.

Coli ( P/A ) [*] various EACH As Needed 20

12 Barium [*] EPA 200.8 0.1 mg/L EACH 5 x 2 10

13 Beryllium [*] EPA 200.8 0.001 mg/L EACH 5 x 2 10

14 Cadmium [*] EPA 200.8 0.001 mg/L EACH 5 x 2 10

15 Calcium [*] EPA 200.7 EACH 5 x 2 10

16 Chromium - Hexavalent [*]

EPA 218.6

or EPA 218.7

0.00005 mg/L

EACH 5 x 2 10

17 Chromium - Total [*]

EPA 200.8 0.01 mg/L EACH 5 x 2 10

18 Color [*] SM 2120 B EACH 5 x 2 10

19 Copper [*] EPA 200.7 0.05 mg/L EACH 5 x 2 10

20 Corrosivity - Aggressive Index [*]

EACH 5 x 2 10

21 Corrosivity - Langlier Index

SM 2330 B EACH As Needed 5

Line Item Description EPA/SM Test

Method

DLR or MRL Unit of Measure

Estimated Annual

Quantity X Frequency

Quantity Unit Cost Total Proposed

TAT

(business days)

22 Cyanide [*] EPA 335.4 or SM 4500

CN

0.1 mg/L EACH 5 x 2 10

23 Diquat [*] EPA 549.2 4 ug/L EACH 5 x 2 10

24 EDB & DBCP

EPA 504.1

or EPA 551.1

0.02 & 0.01 ug/L

EACH 5 x 2 10

25 Endothall [*] EPA 548.1 45 ug/L EACH 5 x 2 10

26 Foaming Agents

(MBAS) [*]

SM 5540 C EACH 5 x 2 10

27 Glyphosate [*] EPA 547 25 ug/L EACH 5 x 2 10

28 Haloacetic Acids ( HAA5 )

SM6251B or

EPA 552.2

6 ug/L EACH 8 x 4 32

29 Herbicides by

515.4 [*]

EPA 515.4 various EACH 5 x 2 10

30 Iron [*] EPA 200.7 0.3 mg/L EACH 5 x 2 10

31 Lead and Copper [*]

EPA 200.8 5 ug/L & 50 ug/L

EACH 85 85

32 Magnesium

EPA 200.7 EACH 5 x 2 10

33 Manganese

EPA 200.8 0.20 ug/L EACH 5 x 2 10

34 Mercury [*] EPA 200.8 or EPA 245.1

0.001 mg/L EACH 5 x 2 10

35 Nickel [*] EPA 200.8 0.01 mg/L EACH 5 x 2 10

36 Nitrosamines

EPA 521 EACH 2 x 6 12

37 Odor - Threshold [*]

SM 2150 B EACH 5 x 2 10

38 Pesticides & PCBs by 505

EPA 505 various EACH 5 x 2 10

39 pH [*] EPA 150.1 or SM 4500- H+B

EACH 5 x 2 10

40 Potassium [*] various EACH 5 x 2 10

Line Item Description EPA/SM Test

Method

DLR or MRL Unit of Measure

Estimated Annual

Quantity X Frequency

Quantity Unit Cost Total Proposed

TAT

(business days)

41 Radionuclides

- Gross Alpha

EPA 900.0

or SM 7100 C

3 pCi/L EACH 2 2

42 Radionuclides

- Radium 226 various 1 pCi/L EACH 2 2

43 Radionuclides

- Radium 228 various 1 pCi/L EACH 2 2

44 Radionuclides

- Uranium [*]

EPA 200.8 1 pCi/L EACH 2 2

45 Selenium [*] EPA 200.8 0.005 mg/L EACH 5 x 2 10

46 Silver [*] EPA 200.8 EACH 5 x 2 10

47 SOCs by 525.2 w/TICs [*]

EPA 525.2 various EACH 5 x 2 10

48 SOCs by 531.2

EPA 531.2 various EACH 5 x 2 10

49 Sodium [*] EPA 200.7 EACH 5 x 2 10

50 Specific Conductance

SM 2510 B EACH 5 x 2 10

51 Thallium [*] EPA 200.8 0.001 mg/L EACH 5 x 2 10

52 Total Dissolved Solids [*]

SM 2540 C EACH 5 x 2 10

53 Total Hardness [*]

EPA 200.7

or SM 2340 B

EACH 5 x 2 10

54 Total Organic Carbon ( TOC )

SM 5310 C EACH 1 x 12 12

55 Turbidity [*] EPA 180.1 or SM 2130 B

EACH 5 x 2 10

56 UCMR5 -

Lithium [*]

EPA 200.7 9 ug/L EACH 8 x 4 32

57 UCMR5 - PFAS

EPA 533 various EACH 8 x 4 32

58 UCMR5 - PFAS

EPA 537.1 various EACH 8 x 4 32

Line Item Description EPA/SM Test

Method

DLR or MRL Unit of Measure

Estimated Annual

Quantity X Frequency

Quantity Unit Cost Total Proposed

TAT

(business days)

59 Vanadium [*] EPA 200.8 EACH 5 x 2 10

60 VOCs w/TICs

EPA 524.2 various EACH As Needed 10

61 Zinc [*] EPA 200.8 EACH 5 x 2 10

TOTAL

RUSH SAMPLES

Please provide pricing for Rush samples along with TAT in the column named "Proposed TAT."

Line Item Description EPA/SM Test

Method

DLR or MRL Unit of Measure

Estimated Annual

Quantity X Frequency

Quantity Unit Cost Total Proposed

TAT

(business days)

2 1,2,3 TCP -

low level [*]

CA SRL

524M-TCP

0.005 ug/L EACH 5 x 52 260

3 1,4 Dioxane

EPA 522 0.5 ug/L EACH 3 x 4 12

4 Alkalinity - Bicarbonate

SM 2320 B EACH 5 x 2 10

5 Alkalinity - Carbonate [*]

SM 2320 B EACH 5 x 2 10

6 Alkalinity - Hydroxide [*]

SM 2320 B EACH 5 x 2 10

7 Alkalinity - Total [*]

SM 2320 B EACH 5 x 2 10

8 Aluminum [*] EPA 200.8 0.05 mg/L EACH 5 x 2 10

9 Antimony [*] EPA 200.8 0.006 mg/L EACH 5 x 2 10

10 Arsenic [*] EPA 200.8 0.002 mg/L EACH 5 x 2 10

11 Bacteriological

- Coliform/E.

Coli ( P/A ) [*] various EACH As Needed 20

12 Barium [*] EPA 200.8 0.1 mg/L EACH 5 x 2 10

13 Beryllium [*] EPA 200.8 0.001 mg/L EACH 5 x 2 10

14 Cadmium [*] EPA 200.8 0.001 mg/L EACH 5 x 2 10

15 Calcium [*] EPA 200.7 EACH 5 x 2 10

16 Chromium - Hexavalent [*]

EPA 218.6

or EPA 218.7

0.00005 mg/L

EACH 5 x 2 10

17 Chromium - Total [*]

EPA 200.8 0.01 mg/L EACH 5 x 2 10

18 Color [*] SM 2120 B EACH 5 x 2 10

19 Copper [*] EPA 200.7 0.05 mg/L EACH 5 x 2 10

20 Corrosivity - Aggressive Index [*]

EACH 5 x 2 10

21 Corrosivity - Langlier Index

SM 2330 B EACH As Needed 5

Line Item Description EPA/SM Test

Method

DLR or MRL Unit of Measure

Estimated Annual

Quantity X Frequency

Quantity Unit Cost Total Proposed

TAT

(business days)

22 Cyanide [*] EPA 335.4 or SM 4500

CN

0.1 mg/L EACH 5 x 2 10

23 Diquat [*] EPA 549.2 4 ug/L EACH 5 x 2 10

24 EDB & DBCP

EPA 504.1

or EPA 551.1

0.02 & 0.01 ug/L

EACH 5 x 2 10

25 Endothall [*] EPA 548.1 45 ug/L EACH 5 x 2 10

26 Foaming Agents

(MBAS) [*]

SM 5540 C EACH 5 x 2 10

27 Glyphosate [*] EPA 547 25 ug/L EACH 5 x 2 10

28 Haloacetic Acids ( HAA5 )

EPA 552.2 6 ug/L EACH 8 x 4 32

29 Herbicides by

515.4 [*]

EPA 515.4 various EACH 5 x 2 10

30 Iron [*] EPA 200.7 0.3 mg/L EACH 5 x 2 10

31 Lead and Copper [*]

EPA 200.8 5 ug/L & 50 ug/L

EACH 85 85

32 Magnesium

EPA 200.7 EACH 5 x 2 10

33 Manganese

EPA 200.8 0.20 ug/L EACH 5 x 2 10

34 Mercury [*] EPA 200.8 or EPA 245.1

0.001 mg/L EACH 5 x 2 10

35 Nickel [*] EPA 200.8 0.01 mg/L EACH 5 x 2 10

36 Nitrosamines

EPA 521 EACH 2 x 6 12

37 Odor - Threshold [*]

SM 2150 B EACH 5 x 2 10

38 Pesticides & PCBs by 505

EPA 505 various EACH 5 x 2 10

39 pH [*] EPA 150.1 or SM 4500- H+B

EACH 5 x 2 10

40 Potassium [*] various EACH 5 x 2 10

Line Item Description EPA/SM Test

Method

DLR or MRL Unit of Measure

Estimated Annual

Quantity X Frequency

Quantity Unit Cost Total Proposed

TAT

(business days)

41 Radionuclides

- Gross Alpha

EPA 900.0

or SM 7100 C

3 pCi/L EACH 2 2

42 Radionuclides

- Radium 226 various 1 pCi/L EACH 2 2

43 Radionuclides

- Radium 228 various 1 pCi/L EACH 2 2

44 Radionuclides

- Uranium [*]

EPA 200.8 1 pCi/L EACH 2 2

45 Selenium [*] EPA 200.8 0.005 mg/L EACH 5 x 2 10

46 Silver [*] EPA 200.8 EACH 5 x 2 10

47 SOCs by 525.2 w/TICs [*]

EPA 525.2 various EACH 5 x 2 10

48 SOCs by 531.2

EPA 531.2 various EACH 5 x 2 10

49 Sodium [*] EPA 200.7 EACH 5 x 2 10

50 Specific Conductance

SM 2510 B EACH 5 x 2 10

51 Thallium [*] EPA 200.8 0.001 mg/L EACH 5 x 2 10

52 Total Dissolved Solids [*]

SM 2540 C EACH 5 x 2 10

53 Total Hardness [*]

EPA 200.7

or SM 2340 B

EACH 5 x 2 10

54 Total Organic Carbon ( TOC )

SM 5310 C EACH 1 x 12 12

55 Turbidity [*] EPA 180.1 or SM 2130 B

EACH 5 x 2 10

56 UCMR5 -

Lithium [*]

EPA 200.7 9 ug/L EACH 8 x 4 32

57 UCMR5 - PFAS

EPA 533 various EACH 8 x 4 32

58 UCMR5 - PFAS

EPA 537.1 various EACH 8 x 4 32

Line Item Description EPA/SM Test

Method

DLR or MRL Unit of Measure

Estimated Annual

Quantity X Frequency

Quantity Unit Cost Total Proposed

TAT

(business days)

59 Vanadium [*] EPA 200.8 EACH 5 x 2 10

60 VOCs w/TICs

EPA 524.2 various EACH As Needed 10

61 Zinc [*] EPA 200.8 EACH 5 x 2 10

TOTAL

5. EVALUATION CRITERIA

Evaluation of the proposals will be based on a competitive selection process, in which the evaluation of proposals will not be limited to price alone. The capability of the proposer to satisfy the City requirements identified in the Scope of Services, and the experience of the proposer in providing services of this type, size and scope will also be considered in the selection. A minimum of five (5) years of experience providing similar services is required.

This RFP has been structured to provide specific requirements which function as a standardized framework for the evaluation of a prospective consultant’s qualifications.

The City, in consultation with the selection panel, reserves the right to reject any and all proposals. The selection panel will grade and score responsive proposals with the following criteria and weights: The competitive selection evaluation criteria are as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposed Solution Points will be assigned for "Functional and Technical Merit" based on the capability of the proposer to satisfy the City requirements identified in the SCOPE OF WORK and as delineated. Points will be assigned for "Completeness of Proposed Solution" based on the vendor submitting a proposal that follow the guidelines specified in the SCOPE OF WORK.

Points Based 12 (12% of Total)

2. Experience Points will be assigned for “Experience with Projects of this Size and Scope in an Agency of Similar Size” based on a vendor’s previous experience with municipal agencies, as delineated in the SCOPE OF WORK, and CLIENT REFERENCES. Relevant experience, and technical expertise of the Consultant and sub- Consultants (if allowed) to perform the work.

Points Based 13 (13% of Total)

3. Cost Proposal Points will be assigned based on a “Ratio Method.” The proposer’s cost must include the delivery of the proposed solutions, as well as any recurring costs (if any) as delineated in the Scope of Work and the PRICE PROPOSAL.

With this method, the proposal with the lowest cost receives the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest price. This is determined by applying the following formula:

Lowest Price / Evaluated Price X maximum points available = Awarded Points

Example: The cost for the lowest proposal is $40,000. The next lowest proposal has a cost of $50,000. The total points available for cost = 20 points.

( $40,000 / $50,000 ) X 20 = 16 points

Reward Low Cost 65 (65% of Total)

4. Local Pasadena Business To be awarded a 5 point preference for this category, the proposer must have an official business address within the City of Pasadena at the time that this RFP is posted on the City’s Website.

Reward Low Cost 5 (5% of Total)

5. Small or Micro-Business To be awarded a 5 point preference for this category, the proposer must be certified by the State of California as a small or micro-business.

Refer to the State of California Department of General Services Division for further information.

https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

Reward Low Cost 5 (5% of Total)

6. REVIEW AND AWARD RECOMMENDATION PROCESS

1. Review and Award

A screening committee will determine which proposals are responsive to City requirements and needs. The technical portions of responsive proposals will be evaluated by a selection panel consisting of personnel from the City. The selection may be based solely on the written proposals submitted.

PROPOSERS may be invited to a meeting to provide additional clarification of the content of their proposal. The City reserves the right to invite all of the PROPOSERS for an oral clarification OR only the top three (3) ranked firms based on the initial written proposal review. The meeting will not alter the selection criteria but will be used to clarify content of the proposal. The final scoring and ranking will be made after the meetings. Proposals shall consist of the sections named in the “Contents of Proposal” outlined below.

Once an agreement is reached with a Proposer, staff will recommend award of a contract. The City reserves the right to select the firm which, in its sole judgment, best meets the needs of the City.

Any contract resulting from this RFP, if $25,000 or more, shall not be effective until approved by the City Manager. Any contract resulting from this RFP, if $75,000 or more, shall not be effective until approved by the City Council.

2. On Call Award Recommendation

The City reserves the right to award one or multiple contracts to provide the services associated with this RFP. There is no guarantee of usage, and orders will be placed on an as needed basis.

Thereafter, the City will utilize the following procedures for services detailed in this RFP.

1. For each task order to be fulfilled, regardless of the size, the City shall make its first attempt to the highest scoring proposer only.

2. The City will submit a written order of services to be fulfilled by the highest scoring proposer.

3. If the highest scoring proposer is unable to fulfill part or all of the task order according to the scope of work in this RFP, the City will make an order of the portion of services that cannot meet requirements from the next highest scoring proposer.

7. GENERAL REQUIREMENTS

1. Pasadena Living Wage Ordinance

This project is subject to the City of Pasadena's Living Wage Ordinance, Pasadena Municipal Code Chapter 4.11. The ordinance requires that contractors providing labor or services to the City under contracts in excess of $25,000 pay no less than the City’s Living Wage to all employees who spend any of their time providing labor or delivering services to the City.

The selected contractor will be required to evidence compliance with the Living Wage Ordinance by submitting payroll records as requested by the City. Each record shall include the full name of each employee performing labor or providing services under the contract; job classification; rate of pay and benefit rate.

Failure to comply with the provisions of the Pasadena Living Wage Ordinance is grounds for termination of the contract and a basis for penalties as stated in Pasadena Municipal Code Chapter 4.11. Questions concerning the Pasadena Living Wage Ordinance should be directed to:

Finance Department Purchasing Division 626-744-6755 - phone 626-744-6757 – fax

Please visit https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/ for the current calendar year Pasadena Living Wage rate.

2. Local Preference

The City of Pasadena is committed to promoting the economic health and well-being of its residents. To this end, Contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions which result from the performance of this Contract and which are performed within the City.

• The Contractor will be required to make good-faith effort to hire Pasadena residents for all new hires, including subcontractor new hires.

• A good-faith effort will include requests to unions or community organizations designated by City to provide a list of qualified Pasadena residents. If qualified candidates available, Contractor will conduct interviews with assistance of City and union/community organizations.

• Residents are individuals who are, and have been one year prior to the effective date of the contract, residents of the City of Pasadena.

• Submission to the City of documentation of requests and interviews will constitute proof of a good-faith effort.

• Interviews of Pasadena residents, if conducted, shall be completed and documentation submitted to the City prior to commencement of Contract work.

https://ww5.cityofpasadena.net/finance/doing-business-with-the-city/

3. Certificate of Insurance

Proof of insurance is not required to be submitted with your bid, but will be required prior to the City's award of the contract. Refer to the Insurance requirements in the "Insurance Requirements" section of this document.

4. Standard terms and conditions

Prior to the award of any work hereunder, City and contractor shall enter into a written contract in substantially the form attached hereto with such revisions thereto as the City may determine necessary and appropriate. PROPOSERS responding to this RFP are strongly advised to review all the terms and conditions of the contract, and shall be deemed to have accepted them.

5. Equal opportunity contracting

Policy - The City of Pasadena is committed to a policy of Equal Opportunity Contracting. Qualified firms including small businesses and businesses owned by women, minorities, and disabled persons are encouraged to submit bids or proposals. Contractors expressly agree to comply with the City's ordinances and regulations regarding Equal Opportunity Employment as well as regulations that may be mandated by the source of the funds supporting this contract.

Compliance – To the extent permitted by law, Contractor expressly agrees to establish compliance with the Equal Employment Opportunity Practices Provisions of Chapter 4.08 of the Pasadena Municipal Code, and the Rules and Regulations adopted pursuant to said ordinance.

The successful Proposer may be required to submit documentation during the term of the contract to evidence on-going compliance with the City’s Contracting Ordinance. Such documentation may include, but not be limited to certified payroll records and Current Permanent Workforce Utilization reports.

Questions regarding the City of Pasadena’s Contracting Ordinance and policy should be directed to the Department of Finance, Purchasing & Payables Division 626.744.6755.

6. Firm commitment of availability of service

Once a proposal is opened, a PROPOSER is expected to maintain an availability of service as set forth in its proposal for at least four months after date for opening proposals.

7. Reservations

The City reserves the right to reject any or all bids and any item or items therein, and to waive any non conformity of proposals with this RFP, whether of a technical or substantive nature, as the interest of the City may require.

8. Documents to be construed together

The Request for Proposals, the Proposal, the Non Collusion Affidavit, and all documents referred to in the complete specifications and the Contract to be entered into between the Contractor and the City, and all modifications of said documents, shall be construed together as one document.

9. Errors and omissions

PROPOSER and/or the Contractor shall not be allowed to take advantage of any errors in or omissions from in the Request for Proposals. Full instructions will be given if such error or omission is discovered and timely called to the attention of the City.

10. RFP not contractual

Nothing contained in this Request for Proposals shall create any contractual relationship between the PROPOSER and the City. The City accepts no financial responsibility for costs incurred by any PROPOSER regarding this RFP.

11. Patent fees; patent, copyright, trade secret and trademark fees

Each PROPOSER shall include in the price bid any patent fees, royalties and charges on any patented article or process to be furnished or used in the prosecution of the Work.

12. Taxes

Price bid shall include all federal, state, local and other taxes.

13. System for Award Management (SAM.Gov)

Prior to contract award, the winner of this solicitation must provide an active registration with "Sam.Gov." Vendors seeking to register can register for free at the following link:

https://sam.gov/content/entity-registration

14. PUBLIC CONTRACT CODE SEC. 9204 NEW PUBLIC WORKS CLAIMS PROCEDURE

Observe attached details regarding Public Contract Code Section 9204. AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.

15. Request for Proposal (RFP) quantities:

The quantities contained in the RFP documents are approximate only and are for the sole purpose of comparing proposals. The City may, in accordance with the specifications, request additional services as necessary at the City's sole discretion, as increased by the unit price noted and payment will be made for the amount of services actually provided as determined by the City and accepted at the unit prices noted in the proposal.

https://sam.gov/content/entity-registration

16. CHANGE ORDER MANAGEMENT

CHANGE ORDER MANAGEMENT

Any additional work identified during the course of the project that is deemed necessary, but outside the original Scope of Services, must be recorded as a Change Order and approved by the City Project Manager in writing before work is started.

17. Taxpayer Protection Act

Under the provisions of the City of Pasadena Taxpayer Protection Act ("TPA"), the Contractor/Organization will be considered a "recipient of a public benefit." The full provisions of the TPA are set forth in Pasadena City Charter, Article XVII. Under the TPA, City public officials who approve this Contract are prohibited from receiving specified gifts, campaign contributions or employment from Contractor for a specified time. As well, if this Contract is to be approved by the City Council, Councilmembers or candidates for Council are prohibited from receiving campaign contributions during the time this Contract is being negotiated (from the due date for an RFP response until award of a contract; this restriction does not apply to competitive and noticed low bid contracts). This prohibition extends to individuals and entities that are specified in the TPA and includes Contractor/Organization and its trustees, directors, partners, corporate officers and those with more than a 10% equity, participation, or revenue interest in Contractor/Organization. Contractor/Organization understands and agrees that: (A) Contractor/Organization is aware of the TPA; (B) Contractor/Organization will complete the forms provided by the City to identify all of the recipients of a public benefit specified in the TPA;

and (C) Contractor/Organization will not make any prohibited gift, campaign contribution or offer of employment to any public official who negotiated and/or approved this Contract, and will not make any prohibited campaign contribution during the time this contract is being negotiated.

The Contractor shall submit a copy of the completed TPA form to the City Clerk’s Office if the contract is to be awarded by the City Council via e-mail: OfficialRecords- CityClerk@Cityofpasadena.net or by fax: (626) 744-3921, and submit a copy with the response package.

For more information please go to: https://www.cityofpasadena.net/city-clerk/disclosure-reports/tax-payer-protection-act-tpa/

18. REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION (IRS Form W-9)

The highest scoring proposer may be required to submit a completed and signed IRS Form W-9.

Failure to submit this form may result in the bidder being deemed non-responsive.

Link: https://www.irs.gov/pub/irs-pdf/fw9.pdf

19. Pasadena Business License

Awarded bidder(s) may be required to obtain and pay for any required business license under Title 5 of the Pasadena Municipal Code.

https://www.cityofpasadena.net/city-clerk/wp-content/uploads/sites/21/TPA-Disclosure-Form-Non-Land-Use-contracts-and-all-others.pdf?v=1657730649410 mailto:OfficialRecords-CityClerk@Cityofpasadena.net mailto:OfficialRecords-CityClerk@Cityofpasadena.net https://www.cityofpasadena.net/city-clerk/disclosure-reports/tax-payer-protection-act-tpa/ https://www.cityofpasadena.net/city-clerk/disclosure-reports/tax-payer-protection-act-tpa/ https://www.irs.gov/pub/irs-pdf/fw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf

• If the business will not come into the City for the purpose of providing services for this contract, they are not required to obtain a business license.

• If the business will only be coming into the city no more than 10 times to provide product or services for this contract, they are charged 33% of the annual tax (PMC 5.04.130C)

• If the business will come into the City more than 10 times they are required to pay the annual fee.

• Any subcontractors used by the awarded vendor will be required to obtain a license if they will be coming into the City to perform services.

For further information contact Municipal Services Department at (626) 744-4166, Monday- Friday between 7:15 am and 5:15 pm. Additional Information regarding business license fees can be found here: https://www.cityofpasadena.net/finance/general-fund/fees-tax-schedules/

20. CONFLICT OF INTEREST STATEMENT ** REVIEW

The proposing Consultant shall disclose any financial, business or other relationship with the City of Pasadena that may have an impact upon the outcome of the contract or any construction project. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract or the construction project that will follow. The proposing Consultant shall disclose any financial interest or relationship with any construction company that might submit a bid on the construction project related to this solicitation.

Proposers must complete and submit the following Form: Conflict of Interest Statement

21. Invoice Submission Portal

Invoice Submission Portal

The invoice submission process is activated when an invoice is submitted through the Vendor Invoice Portal. Invoices submitted are automatically sent to the department being invoiced for review. Once the city department verifies its accuracy, the department will submit the invoice to Accounts Payable for payment processing. One final review and approval by the department who was invoiced is needed in order for a check to be issued. Checks are issued on Tuesday and Thursday.

How to submit invoices to the City of Pasadena?

Create an account: Visit the City’s Invoice Submission website:

https://invoice.cityofpasadena.net/ and select “Create Account”

Refer to the "Invoice Submission Portal - Vendor User Guide" for detailed instructions.

22. Contract Duration

The initial term of the Contract resulting from this proposal is for one year from the date the City executes the contract. The compensation set forth in the Proposal shall remain valid and in effect during the initial term of the contract. No optional extension periods will be included with this contract.

https://www.cityofpasadena.net/finance/general-fund/fees-tax-schedules/ https://invoice.cityofpasadena.net/ https://invoice.cityofpasadena.net/PortalGuide.pdf

23. RELEVANT EXPERIENCE

Provide experience with governmental agencies for three projects/contracts of similar scope and size. Complete and submit the Relevant Experience Form (Attachment B) with your proposal to demonstrate experience with projects/contracts of similar scope and size to that which is to be performed.

24. Compliance with the Levine Act (Government Code Section 84308)

The Levine Act precludes an officer of a local government agency, including an elected official, from participating in the award of a contract if he or she receives any political contributions totaling more than $250 in the 12 months preceding the pendency of the contract award, and for three months following the final decision, from the person or company awarded the contract. Proposers should ensure their employees, agents, and consultants are aware of the requirements of the Levine Act before the proposal is submitted, so as to avoid inadvertent violations.

8. INSURANCE REQUIREMENTS

1. Insurance Requirements (PROFESSIONAL SERVICES) https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Professional- Services.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Professional-Services.pdf?v=1623280176766 https://www.cityofpasadena.net/finance/wp-content/uploads/sites/27/Professional-Services.pdf?v=1623280176766

9. PUBLIC CONTRACT CLAIMS PROCEDURE

PUBLIC CONTRACT CODE SEC. 9204 NEW PUBLIC WORKS CLAIMS PROCEDURE

AB 626, approved by the Governor on September 29, 2016, created a new Public Contract Code Section 9204, which specifies new procedural requirements for claims submitted by a contractor on any public works project. These new requirements contain burdens for both private contractors and public entities and are specifically made applicable to charter cities.

For this legislation, a “public works project” is defined as “the erection, construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind.” This definition is not as broad as in the Prevailing Wage Law.

A “claim” is defined as “a separate demand by a contractor sent by registered mail or certified mail with return receipt requested…” and is limited to three types of contract disputes:

1. “A time extension…for relief from damages or penalties for delay assessed by a public entity….”

2. “Payment by the public entity of money or damages arising from work done by, or on behalf of, the contractor pursuant to the contract for a public works project and payment for which is not otherwise expressly provided or to which the claimant is not otherwise entitled”, and/or

3. “Payment of an amount that is disputed by the public entity.”

Upon receipt of a claim, a public entity must "conduct a reasonable review" and provide a written statement to the contractor within 45 days of receipt of the claim. Failure of a public entity to respond to a claim within the time periods described in Section 9204 "shall result in the claim being deemed rejected in its entirety."

For any undisputed portion of a claim, a public entity must make payment within 60 days of the public entity's issuance of the written statement.

If the contractor disputes the public entity's written statement, or if the public entity fails to respond, the contractor may demand "an informal conference to meet and confer for settlement of the issues in dispute." The public entity must schedule the meet and confer conference within 30 days of the demand.

Within 10 business days following the meet and confer conference, the public entity must provide a written statement identifying the portion of the claim that remains in dispute.

Any payment due on an undisputed portion of the claim must be made within 60 days of the meet and confer conference. Amounts not paid in a timely manner shall bear interest at 7 percent per year.

After the meet and confer conference, any disputed portion of the claim "shall be submitted to non-binding mediation." If mediation fails to resolve the dispute, the parts of the claim that remain in dispute shall be subject to applicable procedures outside Section 9204 (statutory and contractual).

The full text of this new legislation is set forth below:

THE PEOPLE OF THE STATE OF CALIFORNIA DO ENACT AS FOLLOWS:

SECTION 1.

Section 9204 is added to the Public Contract Code, to read:

9204.

(a) The Legislature finds and declares that it is in the best interests of the state and its citizens to ensure that all construction business performed on a public works project in the state that is complete and not in dispute is paid in full and in a timely manner.

(b) Notwithstanding any other law, including, but not limited to, Article 7.1 (commencing with Section…