MRF_Permanent_Stormwater_Treatment_System_(Addendum_#4_Revision).pdf

Request for Proposal

No. RFP No. PW-0238

FOR

MRF PERMANENT STORMWATER TREATMENT SYSTEM

Contact: Leo Vargas Vasquez, Assistant Engineer I

Email: lvargasvasquez@santacruzca.gov

RESPONSE DEADLINE: October 1, 2025, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/santacruzca

City of Santa Cruz

MRF Permanent Stormwater Treatment System

I. INTRODUCTION

II. GENERAL INFORMATION FOR PROPOSERS

III. PROCESS INSTRUCTIONS

IV. EVALUATION CRITERIA

V. TERMS AND CONDITIONS

VI. PRELIMINARY SCOPE OF WORK

VII. PROPOSAL SUBMITTALS

Attachments:

A - Sample_Construction_Contract_-_MRF_Stormwater_Treatment_System REV 1

B - Schedule of Values - MRF Stormwater Treatment System REV1

C - Temporary_Install_Location_-_MRF_Stormwater_Treatment_System

D - Aerial_Pipe_and_Pad_Design_-_MRF_Stormwater_Treatment_System

#RFP No. PW-0238 Title: MRF Permanent Stormwater Treatment System

1. INTRODUCTION

1.1. Summary

Purchase of a "turnkey" treatment system to treat stormwater from the Resource Recovery Facility recycling yard and parking lot. The system will be designed to treat and operate at 400 gallons per minute (GPM) and is assumed to do so by method of polymer injection, settling, and sand filtration to achieve effluent limits stated in the Industrial General Permit (IGP). The work will include the mobilization, installation, startup, and training of the "turnkey" system.

1.2. Background

The City of Santa Cruz was incorporated in 1866 and formed its current charter in 1948. It is governed under a Council/Manager form of government. A Mayor and six Council members set policy for the City and a City Manager serves as chief administrator of those policies. The City is located on the coast, 75 miles south of San Francisco on the northern edge of the Monterey Bay. It encompasses 15.8 square miles with cultural and ethnic diversity among its population of 65,000. Santa Cruz is part of the National

Marine Sanctuary and is a popular tourist destination owing to its beaches, surf culture, and historical landmarks.

The City provides a full range of municipal services and facilities including a recreational wharf, public golf course, over thirteen hundred acres of open space, full beach services, refuse management, law enforcement, fire protection, and water and wastewater utilities. The City is also host to University of

California Santa Cruz, the Santa Cruz Harbor, and the Santa Cruz Beach Boardwalk amusement park.

1.3. Contact Information

Leo Vargas Vasquez

Assistant Engineer I

Email: lvargasvasquez@santacruzca.gov

Phone: (831) 420-5428

Department:

Public Works

Department Head:

Nathan Nguyen

Public Works Director

1.4. Timeline

The City will make every effort to adhere to the following tentative schedule. All dates set forth in this

RFP are subject to change at the City’s sole discretion. Any change will be set forth in an addendum. All references in this RFP to “time” are Pacific Standard Time.

Release Project Date August 27, 2025 mailto:lvargasvasquez@santacruzca.gov tel:(831)420-5428

Pre-Proposal Meeting (Non-Mandatory) September 3, 2025, 10:00am

605 Dimeo Ln, Santa Cruz, CA 95060

RFP Questions and Clarification Due Date September 22, 2025, 5:00pm

Proposal Submission Deadline October 1, 2025, 5:00pm

2. GENERAL INFORMATION FOR PROPOSERS

2.1. Summary Scope of Work

All applicants must provide thorough and comprehensive responses that clearly demonstrate their team’s approach to and consistency with the below-mentioned standards.

The City invites qualified firms to respond to this Request for Proposal (RFP) for the project (“Project”) titled below:

MRF Permanent Stormwater Treatment System

RFP No. RFP No. PW-0238

The City anticipates awarding a contract to a vendor for a one (1) year term with the option of two-one

(1) year term extensions if City so elects. The Proposer will provide the services outlined in Section

PRELIMINARY SCOPE OF WORK.

The successful Proposer shall furnish all tools, equipment, materials, tax, apparatus, facilities, labor, transportation, supervision, and management, not specifically provided by the City, to complete the work described in this RFP. The successful Proposer will provide a brief statement of services, as detailed further in Section PRELIMINARY SCOPE OF WORK.

2.2. Contact

If you have any questions concerning this solicitation, please ask questions utilizing City’s e-Procurement

Question & Answer feature. This RFP document may be downloaded from the City’s e-Procurement

Portal at https://procurement.opengov.com/portal/santacruzca/projects/188659. For technical assistance, contact OpenGov using the real-time chat feature on the Portal (located in the lower right-hand corner of the screen), or via email at procurement-support@opengov.com for support. All questions must be received by 5:00 pm on Monday, September 22, 2025.

2.3. Proposal Submittal Due Date

Proposals are due no later than 5:00 pm on Wednesday, October 1, 2025, to guarantee review.

Proposals received after the deadline will be deemed non-responsive. All proposals will be submitted via

City’s e-Procurement Portal at: https://procurement.opengov.com/portal/santacruzca/projects/188659.

Proposers take full responsibility for City’s receipt of its Proposal. The City will not be liable for any expenses incurred by Proposers in responding to this solicitation, including but not limited to any costs associated with interviews.

It is the responsibility of the Proposer to ensure that electronic submittals are received by the City prior to the deadline.

2.4. Pre-Proposal Meeting

A pre-proposal meeting is scheduled on the date and time and at the location stated in Timeline in

INTRODUCTION Section. The purpose of this meeting is to give Proposers the opportunity to familiarize https://procurement.opengov.com/portal/santacruzca/projects/188659/document?section=1750423 https://procurement.opengov.com/portal/santacruzca/projects/188659/document?section=1750423 https://procurement.opengov.com/portal/santacruzca/projects/188659 https://procurement.opengov.com/portal/santacruzca/projects/188659 mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/santacruzca/projects/188659 https://procurement.opengov.com/portal/santacruzca/projects/188659/document?section=1750424 themselves with the City’s requirements. Clarification and a review of the RFP process will be discussed at the pre-proposal meeting. To expedite the sign-in process, the city will accept a company business card containing the attendee’s name and contact information, as a valid sign-in. Attendance at the pre-proposal conference is not mandatory, however, it is strongly encouraged.

The City complies with the Americans with Disabilities Act. If you require reasonable accommodations in order to attend the pre-bid meeting, please call the contact listed in the INTRODUCTION section at least

48 hours prior to the meeting.

2.5. Responsiveness and Responsibility

When determining the Responsiveness of the proposal, the City may consider any of the following but not limited to:

A. Proposal received on time and completed per instructions.

B. Proposal contains required contents, forms and signatures submitted in accordance with RFP instructions.

C. Proposal is compliant with specifications and industry standards.

When determining the Responsibility of the Proposer, the City may consider any of the following but not limited to:

A. Possession of industry standard licensing and/or certifications.

B. Financial capacity of the Proposer.

C. Experience or past performance of the Proposer.

D. Use of Subcontractors / Subconsultants.

E. Past, Present and Pending Legal Actions.

F. Exceptions with City’s Terms and Conditions.

G. Anticipated adherence with Project delivery schedule.

H. Ability to respond to City’s inquiries for proposal clarification.

Proposers have the right to take exception to the specifications or terms and conditions of this RFP, however, such exceptions may deem the proposal non-responsible. Any exceptions taken must be explained in the proposal and submitted by the submittal due date. Any exceptions that contradict the

City’s terms and conditions or contain provisions that are not in the best interest of the City will disqualify the Proposer. If exceptions are not explained, the Proposer will comply with the specifications as stated in this RFP. Exceptions submitted after the proposal due date will not be accepted.

The City reserves the right to reject any or all proposals and to waive any informality or minor defect in proposals received.

2.6. Definitions

In this RFP document:

https://procurement.opengov.com/portal/santacruzca/projects/188659/document?section=1750424

A. “Proposer” means contractor, firm, supplier, vendor, or consultant submitting a proposal to this

RFP.

B. “Proposal” means the complete submittal of Proposer to the City in response to this RFP, including any written documentation and oral interview responses.

C. “Subcontractor” means those performing any portion of the services as subcontractors, vendors, suppliers, and other business entities and individuals that is not the Proposer.

D. “Key Staff”, if required, means the employees of the Contractor or subcontractor(s) that will provide project leadership or expertise in lead technical services and are considered essential to the success of the Project.

E. “Contract” also means Purchase Order or Agreement.

3. PROCESS INSTRUCTIONS

3.1. Questions and Requests for Clarification and Addenda

Questions or concerns regarding any aspect of this RFP shall be sent via City’s e-Procurement Portal’s

Question & Answer feature and received by the date identified in Timeline in INTRODUCTION Section.

Any questions or objections not submitted within the time and manner stated above or to anyone other than the above-stated contact will be deemed waived. The City is not bound by the oral representation of any City employee or official. Answers to questions received will be sent out in the City's procurement portal.

The City may determine it is necessary to revise any part of this RFP. Revisions will be made by written addenda and it is the Proposer’s sole responsibility to comply with any addenda to this RFP. Addenda will be posted on the City’s e-Procurement Portal, https://procurement.opengov.com/portal/santacruzca/projects/188659, under Bidding Information.

3.2. Proposal Evaluation Criteria

RFP responses will be evaluated and ranked according to the evaluation criteria identified in the sub-sections Responsiveness and Responsibility in GENERAL INFORMATION FOR PROPOSERS section, below, by an evaluation committee composed of City staff. The evaluation committee will open and review the proposals in confidence. Proposals will be available to the public after the contract award.

After the initial proposal evaluation, the City may determine that additional information is needed to establish the final ranking of proposers. The semi-finalists will be contacted and may be asked to:

• Conduct a scenario-based demonstration of the equipment or service,

• Revise the submitted proposal for the purpose of obtaining best and final offers, and/or

• Provide additional information to assist City in determining the best value proposer.

The Evaluation Committee will use all information collected to rank the semi-finalists in order of their ability to best meet the requirements of the City. The City will begin negotiating a firm contract with the highest ranked Proposer. If no agreement can be reached, negotiations will begin with the next ranked

Proposer.

3.3. Responsiveness

Does the proposal meet the minimum requirements in Sub-Section Responsive and Responsibility of

Section GENERAL INFORMATION FOR PROPOSERS to be responsive (the submittal includes all of the required documentation).

3.4. Responsibility

Does the proposal meet the minimum requirements in Sub-Section Responsive and Responsibility of

Section GENERAL INFORMATION FOR PROPOSERS to be responsive (the submittal includes all of the required documentation).

The total maximum score for the evaluation of proposals is 100 percent (100%). Proposals will be evaluated by the EC using the Proposal Evaluation Criteria as set forth in Section EVALUATION CRITERIA.

https://procurement.opengov.com/portal/santacruzca/projects/188659/document?section=1750424 https://procurement.opengov.com/portal/santacruzca/projects/188659 https://procurement.opengov.com/portal/santacruzca/projects/188659/document?section=1750429 https://procurement.opengov.com/portal/santacruzca/projects/188659/document?section=1750430

Proposals that are deemed responsive, from a Proposer that has been deemed responsible, will be evaluated based on the Evaluation Criteria below. Evaluation and scoring of proposals will be based on how likely the proposal content meets or exceeds the performance requirements of this RFP.

3.5. Negotiations

Upon the City’s final ranking of proposals, the Proposers shall be prepared to enter negotiations to enter into the Contract. The City will first begin negotiations with the top-ranked Proposer(s). If the City and the top-ranked Proposer(s) do not reach an agreement, then the City may negotiate with the next highest-ranked Proposer. This process will continue until the City reaches an agreement with a

Proposer(s) or terminates the procurement. The City may begin negotiating with the next highest-ranked Proposer whenever the City determines that doing so is in its best interest, and the City may negotiate with more than one Proposer at the same time.

The failure of the highest-ranked Proposer to comply with any of the requirements of this section shall constitute grounds for the City to negotiate the agreement with the next top-ranked Proposer. Upon completion of successful negotiations, the City will issue a written Notice of Intent to Award (NOITA) letter to all Proposers which lists the “Successful Proposer” that the City recommends for award of an agreement.

3.6. Collusive or Sham Bids

No person, supplier, or corporation shall make or file or be interested in more than one bid for the same work, except so far as alternate bid may be called for. Nor shall any person, supplier, or corporation submit a collusive or sham bid, per se, directly or indirectly, to induce any other supplier to submit such a bid, or to refrain from responding, or seek in any way to fix the price, or any portion of the proposed price, in order to secure an advantage against the owner or any person interested in a proposed contract. However, a person, supplier, or corporation submitting a sub-bid to a proposer or quoting prices on materials for a bidder, is not hereby disqualified from submitting sub-bids or quoting prices to other bidders.

The proposer shall acknowledge that it has not directly or indirectly been collusive with any other proposer in the preparation and submission of the proposal by submitting the Non-Collusion

Declaration. If at any time it shall be found that the proposer to whom a contract has been awarded has, in presenting the proposal, colluded with any other party or parties, said proposer shall be liable to the City for all loss or damage which the City has or may suffer as the result of the collusive activity, including, but not limited to, the cost of advertising and awarding a new contract.

3.7. Public Record

Proposals received are the property of the City. All proposals, evaluation documents, and any subsequent contracts will be subject to public disclosure per the “California Public Records Act,” (CPRA)

California Government Code, sections 7920.000 – 7931.000. All documents related to this solicitation will become public records once discussions and negotiations with proposers have been fully completed and a Notice of Intent to Award (NOITA) letter to all Proposers is issued.

If Proposer’s proprietary information is contained in documents or information submitted to City, and

Proposer claims that such information falls within one or more CPRA exemptions, Proposer must clearly mark such information “Confidential and Proprietary,” and identify the specific lines containing the information. In the event of a public request for such information, City will make best efforts to provide notice to Proposer prior to such disclosure. If Proposer contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief, or other appropriate remedy from a court of law in Santa Cruz County before the City is required to respond to the CPRA request. If Proposer fails to obtain such remedy within the time the City is required to respond to the CPRA request, City may disclose the requested information without any liability to

Proposer. Proposer further agrees that it shall defend, indemnify and hold City harmless against any claim, action or litigation (including but not limited to all judgments, costs, and attorney’s fees) that may result from denial by City of a CPRA request for information arising from any representation, or any action (or inaction), by the Proposer.

3.8. Award Protests

The City desires to foster cooperative relationships with Proposers and to reach a fair agreement in a timely manner.

The City encourages Proposers to resolve issues regarding the RFP requirements or the procurement process through written correspondence and discussions at least 5 business days prior to the proposal due date. This will allow the City time to research the validity of any stated issues and either issue an addendum to the RFP, cancel the RFP, or determine the protest to be unfounded and proceed with the solicitation. In the event, the protest of specifications is denied, and the protester wishes to continue in the protest process, the protesting Proposers must still submit a proposal in accordance with the proposal submittal procedures provided in this solicitation. Questions or concerns prior to the intent to award notice will be directed to:

Leo Vargas Vasquez, Assistant Engineer I, lvargasvasquez@santacruzca.gov

Any Proposer who unsuccessfully bids on a City contract or any trade association representing workers who would have potentially been employed by such contract may formally protest a contract award.

Protest letters regarding a formal contract award will be directed to:

City of Santa Cruz

City Clerk Administrator

809 Center Street, Room 9

Santa Cruz, California 95060

Protests will be filed with the City Clerk’s office no later than 5 business days after the written Notice of

Intent to Award is sent by the City. Protest letters will include:

• The name, address, and telephone number of the protester;

• The Project title, RFP Number, and RFP due date;

• Name of City employee and Department designated as the contact in the original RFP;

• A detailed statement of the legal and/or factual grounds for the protest; and

• The form of relief requested.

The City Council will hear the protest prior to award of the contract. The protesting party may protest the City’s or successful Proposer’s failure to comply with the requirements of the Purchasing Ordinance or the solicitation documents. The protest must clearly set forth the basis for the protest; grounds not set forth in the written protest will not be considered by the City Council at the protest hearing. The City

Council will sustain a protest if the protesting party demonstrates by clear and convincing evidence that, as specified above, the City would act improperly in awarding the contract. The decision of the City

Council is final.

3.9. Debriefing

A debriefing may be held after the contract award with the City and a Proposer for the Proposer to receive information about the evaluation of their proposal. A Proposer shall submit a written request to the City for a debriefing shall within thirty (30) days after the issuance of the NOITA. The debrief conference will be allotted a maximum of thirty (30) minutes and will consist only of evaluating the requesting Proposer’s Proposal.

3.10. Contract Implementation

Upon award notification and prior to final contract approval, the successful proposer will be required to submit:

• Proof of insurance and prevailing wage compliance documentation as specified in Sub-Section

Insurance Requirements and Sub-Section Prevailing Wage in Section Terms and Conditions of this RFP;

• Documentation of all credentials necessary to legally perform the Project specified;

• A completed W9 form and, if applicable, non-resident withholding exemption form, if not already on file with the City; and

• Proof of a current City of Santa Cruz business tax certificate if the proposer is located in, or performs services within, the city limits for more than 6 days annually.

• The finalized contract will be in the form included as Appendix A Sample Agreement herein, and include the RFP documents, the Proposer’s response to RFP and Vendor Questionnaire, the

Budget as described in Cost Proposal, and any negotiated modifications agreed to by the parties.

3.11. Reservation of Rights

The City, at its sole discretion, reserves the following rights:

• To reject any or all proposals or information received pursuant to this RFP;

• To waive any informality or minor defects in proposals received;

• To supplement, amend, substitute, or otherwise modify this RFP at any time by means of written addendum;

• To cancel this RFP with or without the substitution of another RFP or prequalification process;

• To cancel the scope of services awarded through this RFP process with or without the substitution of another RFP or prequalification process;

• To request additional information from a Proposer;

• To bid separately any item or items where it is determined by the Purchasing Manager that:

o A substantial savings in cost will result due to a large quantity purchase, or o The commodity is not appropriately classified under this specification contract.

o To verify the qualifications and experience of each Proposer;

• To require one or more Proposers to supplement, clarify, or provide additional information in order for the City to evaluate proposals submitted.

3.12. Environmental Conservation and Sustainable Living

The City of Santa Cruz has long been an advocate for environmental conservation and sustainable living.

This includes, but is not limited to, the Green Business Program, the Living Wage Ordinance, the Clean

Ocean Business Program, the Green Building Program and Climate Action Plan 2030 goals which define greenhouse gas reduction objectives to reduce community-wide greenhouse gas emissions 40 percent by 2030 and 100 percent by 2035 (compared to 1990 levels). In your proposal, please provide information about your company regarding any existing environmental conservation goals or guidelines, environmental or greenhouse gas emissions disclosures, Green Business certifications, existing alternative fuel service vehicles, superior employee benefit policies, or other applicable policies.

3.13. Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding to this

RFP. Proposers acknowledge and agree that their Proposals will become the property of the City and may be used by the City in any way deemed appropriate.

4. EVALUATION CRITERIA

4.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Adherence to RFP Requirements

To be considered responsive, the proposal shall include the information detailed in this section. The proposer must provide information in the proposal in the same order as shown below. The proposal shall be separated into the subheadings referenced below. Failure to provide this information may result in a proposal being considered non-responsive to requirements.

Proposal Format

Proposals should be organized as follows:

• Cost Proposal: Provide a comprehensive cost proposal uploaded separately in the

Procurement Portal.

• Written Technical Proposal

• Optional Appendices or Exhibits:

Proposers may include sample project information, sample reports, peer review reports, letters of recommendation, or other exhibits that may assist the City in favorably evaluating the proposal. Do not include generic marketing materials.

• Proposals will be deemed non-responsive and removed from further consideration if the Proposal is not received in accordance with the terms of this RFP or the Proposer does not meet the basic minimum qualifications and proposal requirements set forth in this RFP.

Proposals shall be typed, as concisely as possible, and shall not include any unnecessary promotional material. The Proposer shall provide the information required in this

Evaluation Criteria section and comply with the maximum page limitations provided for each subsection of the proposal. The RFP Required

Submittal Documents do not count toward applicable section page limits.

Resumes, if requested, shall be included as a separate attachment. Number every page sequentially beginning with the cover page, 0-100 Points 5 (5% of Total) including any text, charts and graphic pages, including attachments and exhibits. If used, narrative pages shall be used sparingly and only where required to convey related information that cannot be accommodated.

The proposal shall use Arial or a similar, easily readable font. A minimum of 11-point font size and 1.25-line spacing is required for text.

Narrow or condensed fonts are not permitted. Font restrictions do not apply to attachments. Different size fonts will be allowed for headings, charts, tables, and graphics and must be easily readable.

2. Firm and Team Qualifications, Expertise, Experience, and References

In this section (maximum 5 page, not including resumes), provide the following:

Describe your firm and project team’s qualifications and experience working on similar, relevant, or related projects that were completed, as outlined in Section Preliminary

Scope of Services.

If awarded the contract, Proposer shall make every effort to ensure that the staff resources identified in the proposal will be available for the Project. If staff identified in the proposal are not available, the City reserves the right to review and approve alternate personnel.

If utilizing any subconsultants and/or subcontractors, describe their qualifications working on similar, relevant, or related projects that were completed, as outlined in

Section Preliminary Scope of Services.

List up to three (3) Client References that provide former clients and representative projects undertaken in the last five (5) years which demonstrate relevant experience with the Project.

A. For each project identified above, provide a project description, project costs, dates of engagement, project owner, and member(s) of the proposed team for this RFP that participated in the project, including any subcontractors that worked on the project.

B. For each reference, provide the name of the agency/firm, and contact person’s name, title, address, phone number, and email address. Please ensure that the contact information is accurate and current for each reference.

The City reserves the right to:

• Check as many references that the

City deems necessary.

0-100 Points 20 (20% of Total)

• Assess a Proposer’s past performance.

• Contact references that the City determines are representative projects demonstrating experience relevant to this RFP.

• Check any other reference(s) that might be indicated through the specified contacts or that result from communication with other entities involved with similar projects.

• Include other industry sources and users of similar services known to the

City.

• Contact client references for only shortlisted Proposers.

It is the responsibility of the Proposer to ensure the client reference contact person is available and willing to provide a reference within the timeframe stated in this section. The client reference score/weight shall have no bearing on any other evaluation criteria.

3. MRF Stormwater Treatment Design and Work

Schedule

A. Treatment System:

o The system is assumed to use polymer injection, settling, and sand filtration to achieve stated effluent water quality benchmarks. Vendor may propose an alternative treatment approach and equipment, as long as effluent discharge limits are met.

B. Design Requirements:

o The flow-through treatment system must include influent and effluent sample ports.

o The treatment system should include sampling ports along the treatment train (midpoint sampling ports) to facilitate system troubleshooting to meet the effluent discharge limits.

o Chemical dosages should be automatically controlled.

o Include in the design alarms/meters to indicate low volume, low reagents, overflows, and high pressure that would alert the users that upcoming or current maintenance is required.

o Backwashing of the sand filters should be an automatic process.

o Controls for the treatment system shall not use vendor proprietary software.

C. Project Completion Schedule:

o Deadline: The goal is to install the temporary system by

November 15, 2025 and complete the permanent system installation by August 2026. This

0-100 Points 40 (40% of Total) requires detailed project planning, including procurement of materials, scheduling of construction activities, and contingency plans to handle any delays.

o Construction Plan: A preliminary construction plan must be submitted, showing timelines, resource allocation, and critical path activities to ensure completion by the specified date.

D. Compliance and Quality Assurance:

o Quality Control: Implement strict quality control measures during construction to ensure that materials and workmanship meet the specified standards.

o Inspections and Testing:

Regular inspections and testing during construction to verify compliance with the design specifications and to identify and address any issues promptly.

The City requires only one proposal from each

Proposer that adheres to the requirements of this RFP. However, Proposers may, at their discretion, offer additional alternative proposals or schemes for the Project.

4. Cost Proposal

Cost/Pricing is a factor in this selection.

Proposers must complete and submit a Cost

Proposal. It is the Proposer’s responsibility to state all costs to provide the services outlined in Section Preliminary Scope of Services. Costs shall include, but not be limited to, direct labor, overhead, fringe benefits, profit, subcontractors, other direct costs (ODC) such as materials, supplies, taxes, and travel. A

Proposer’s failure to submit a Cost Proposal will deem the submittal non-responsive.

Include the Cost Proposal with the Electronic

Response.

The price will be evaluated in the following manner:

A. The responsive proposal with the lowest price will be given the full weight of points assigned to the pricing criteria.

B. Every other responsive proposal will be given points proportionately in relation to the lowest price. This point total will be calculated by dividing the lowest proposed price by the total proposed price of the proposal being evaluated with the result multiplied by the maximum weight for the price (100 %) to arrive at a price score of less than the full score for price.

Example: Lowest Total Proposed

Price Total % Price Proposer’s Total Proposed

Price X for Price = Score

0-100 Points 20 (20% of Total)

5. Training, On-going support, and Technical

Assistance

Proposals will be evaluated for the vendor’s ability and willingness to provide training, on-going support and technical assistance throughout the contract term.

• Describe training to be provided to

City staff (during and after system implementation).

• Describe method of obtaining support after implementation. If it is a customer support call center, please include call center hours of operation.

• Describe operation and maintenance agreement to be provided to keep system running efficiently and effectively. The agreement will be for the first wet season with the option of extending for additional wet season(s).

0-100 Points 15 (15% of Total)

4.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

5. TERMS AND CONDITIONS

5.1. Insurance Requirements

Proposer will provide Certificate of Insurance(s) for Professional Liability, Commercial General Liability, Auto Liability, and Workers’ Compensation as stated in the City’s standard Terms and Conditions. The

City reserves the right to adjust the insurance terms provided based on the type and scope of project proposed by the Proposer.

5.2. Prevailing Wages and Labor Compliance

Prevailing wages must be paid to all employees working under this contract. This contract is subject to compliance monitoring and enforcement by the California Department of Industrial Relations

(DIR). Contractors and subcontractors must register with the DIR in order to submit a bid and be awarded a contract (http://www.dir.ca.gov/dlse/dlsePublicWorks.html). 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. If awarded a Contract, the

Contractor and its subcontractors, of any tier, shall maintain active registration with the Department of

Industrial Relations for the duration of the Project.

5.3. Living Wage

Proposers agree to comply with the requirements of the Living Wage Ordinance as provided in Santa

Cruz Municipal Code Chapter 5.10.

5.4. Agreement (Appendix A)

The successful Proposer will be required to enter into an Agreement in the form of the Agreement attached hereto as Appendix A. The City reserves the right to adjust the terms, including insurance terms provided, based on the type and scope of the project proposed by the Proposer. If a Proposer is unable to accept City’s proposed Agreement terms substantially in the form presented, the Proposer shall include a revised copy of the Agreement with its Proposal. The revised copy must clearly mark any section to which it objects, set forth the Proposer’s proposed alternative terms, and explain the basis for each proposed change. The City reserves all rights to reject any revisions to the Agreement.

If a satisfactory contract cannot be negotiated in a reasonable time, the City in its sole discretion may terminate negotiations.

5.5. Contract Period

The term of the contract will commence upon notification of award and continue for a period of 1 year(s) plus any renewals agreed to by the parties and made in writing.

5.6. Equal Employment Opportunity and Non-Discrimination

City’s policies promote a working environment free from abusive conduct, discrimination, harassment, and retaliation; and require equal opportunity in employment for all regardless of race, religious creed

(including religious dress and grooming practices), color, national origin (including language use restrictions), ancestry, religion, disability (mental and physical), medical condition, sex, gender (including gender identity and gender expression), physical characteristics, marital status, age, sexual orientation, genetic information (including family health history and genetic test results), organizational affiliation, http://www.dir.ca.gov/dlse/dlsePublicWorks.html and military or and veteran status, or any other consideration made unlawful by local, State or Federal law. City requires Consultant to be in compliance with all applicable Federal and State and local equal employment opportunity acts, laws, and regulations and Consultant is responsible for ensuring that effective policies and procedures concerning the prevention of abusive conduct, discrimination, harassment, and retaliation exist in Consultant’s business organization. The City’s current Equal

Employment Opportunity and Non-Discrimination policies to which this Section applies may be viewed at http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html and http://www.cityofsantacruz.com/home/showdocument?id=59192. Copies are available upon request from the City’s Purchasing Division.

5.7. Indemnification

To the fullest extent permitted by law, Proposer agrees to indemnify, defend, and hold harmless the

City, its officials, officers, employees, agents, and volunteers (collectively, “Indemnitees”) from and against any and all liability, claim, action, loss, injury, damage, judgment, or expense, including attorneys’ fees and costs (“Losses”) caused by or resulting from the negligence, recklessness, or willful misconduct of Proposer, Proposer’s officers, employees, agents, or subcontractors in any way related to this RFP, including but not limited to Proposer’s Proposal. Proposer’s duty to indemnify and hold harmless Indemnitees shall not apply to the extent such Losses are caused by the sole or active negligence or willful misconduct of Indemnitees, as determined by an adjudicatory body or court of competent jurisdiction, if applicable. The obligation to defend shall arise regardless of any claim or assertion that Indemnitees caused or contributed to the Losses.

In the event this Agreement involves the performance of design professional services by Proposer, Proposer’s officers, employees, agents, or subcontractors, Proposer’s costs to defend Indemnitees shall not exceed the Proposer’s proportionate percentage of fault per Civil Code §2782.8. This section shall survive the termination or expiration of the Agreement.

5.8. Liquidated Damages

The parties agree that in litigation or arbitration resulting from either party’s breach, the amount of loss would be extremely difficult or impracticable to prove. Accordingly, the parties wish to make a commercially reasonable estimate of the damages they would incur in the event of a breach by the other party and to establish that estimate as liquidated damages. In the event of a breach by the seller, the buyer shall recover as liquidated damages and as the buyer’s exclusive remedy for the seller’s breach, the amount of $500 per day for failure to deliver or perform within the specified time limit.

5.9. Performance Bond/Payment Bond

Bonding requirements consistent with state law and City directives:

A. Performance bond equal to 100-percent of the contract price for all public works contracts.

B. Payment bond equal to 100-percent of the contract price. [Required by Civil Code 9554]

C. Maintenance bond equal to 10-percent of the contract price. [Required if warranty is longer than 1 year] http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html http://www.cityofsantacruz.com/home/showdocument?id=59192.

http://www.cityofsantacruz.com/home/showdocument?id=59192.

Within ten (10) business days, not including legal holidays, of contract award, the successful Proposer must submit a performance bond and payment bond, executed by the Contractor and the Surety. All bonds must be issued by California admitted Sureties.

Should any surety or sureties be deemed unsatisfactory by the City, a notice will be given to the

Contractor. The Contractor shall promptly substitute a new surety or sureties satisfactory to the City. No further payment shall be deemed due or will be made under the contract until the new sureties are accepted by the City.

At its sole discretion, the City may allow the Contractor to provide bonds from multiple sureties to meet the bond requirements.

6. PRELIMINARY SCOPE OF WORK

6.1. Project Objectives

The Public Works Department of the City of Santa Cruz will be soliciting proposals from qualified vendors for the MRF Storm Water Treatment System installation. The intent in solicitating proposals is to purchase and install a stormwater treatment system to be compliant with the Industrial General

Permit (IGP).

The selected Vendor will contract directly with and work under the supervision of the City of Santa Cruz.

The Vendor is required to administer the project in accordance with all Treatment Control Best

Management Practice (BMP) standards as listed in Section X.H.6.b of the IGP; in this case, able to treat a stormwater flow of 400 gallons per minute (GPM) runoff from the MRF to meet discharge standards as stated in the table in Section 6.4 below.

6.2. Minimum Qualifications

• Vendor or personnel must have at least five (5) years' experience in installing and implementing flow-through stormwater treatment systems of similar size or similar work.

• Present sufficient qualified personnel to carry out the project tasks in a timely fashion.

• Vendor will have experience with implementing stormwater treatment systems installed on industrial facilities or construction sites subject to the IGP or Construction General Permit (CGP).

• Time is of the essence. The goal is to install the temporary system by November 15, 2025 and complete the permanent system installation by August 2026.

6.3. Scope of Work

The project is the procurement and installation of a flow-through treatment system that can treat 400

GPM during a rain event and meet stormwater quality effluent discharge limits stated in the

Responsibilities of the Vendor table at the discharge of the treatment system.

All stormwater collects in an existing junction box and will then be gravity fed to the desired location of the treatment system. Refer to Attachment C for treatment system pad location and influent pipe configuration.

• The treatment system will need to be installed in a temporary location during the first wet season (2025) and reinstalled at a later date in desired location, refer to section 6.2.1 for details.

Vendor shall install holding tanks, filters, meters, controls, piping, and other appropriate equipment required to provide a “turnkey” stormwater treatment system that meets Numeric Action Level discharge standards, and shall train Owner’s representatives to operate treatment system. The vendor shall provide all labor, materials, tools, equipment, and services required for the complete and proper execution of all the work as shown on the drawings and/or outlined in these specifications. Work shall include items not specifically mentioned herein or noted on plans but necessary to make a complete working installation of all systems shown or described herein.

Make sure they don’t’ rent any of the perm system equipment they bought back to us

6.4. Temporary Install Location

The permanent install location will not be ready to receive the treatment system until Summer 2026.

The goal is to install the temporary system by November 15, 2025 and complete the permanent system installation by August 2026, refer to Attachment D for temporary install location. The temporary location will require an additional pumping system to convey the stormwater from the Diversion Box to the treatment system. Once the permanent location is ready to receive the treatment system, the

Vendor will move the treatment system from the “temporary” location to the permanent location (refer to Attachment C).Do we want to use the first rain season to try out the system?Schedule –

• Preliminary date for reinstalling the treatment system is Summer 2026.

6.5. Responsibilities of the Vendor

• The Vendor shall make a good faith effort for meeting the Numeric Action Level (NAL) values as detailed below. Vendor’s effort shall include but not be limited to providing a fully functional treatment system prior to the first wet season rainfall that produces stormwater to collect and treat, operating the system consistently to meet NALs, and troubleshooting and modifying the treatment system to address visual, field, and analytical data.

• Vendor shall provide the necessary and qualified labor required to properly install the treatment system.

• Vendor shall provide an Operation and Maintenance agreement for all required materials and consumables during the first wet weather season with the option to extend for additional wet weather season(s).

• Vendor shall provide an Operation and Maintenance Manual detailing the system configuration, specifications, components along with their respective part numbers, maintenance schedule, instructions on conducting proper maintenance, start/stop sequence, troubleshooting, consumables, manufacturers manuals and warranties, and other documentation as needed to maintain and operate the treatment system.

• Vendor shall be responsible for visiting the site and being familiar with existing conditions affecting the design and construction of the Project, such as obstructions, site access, staging, etc.

• Vendor warrants to the Owner that materials and equipment furnished under the Contract will be of good quality and new unless otherwise required or permitted by the Contract Documents, that the construction will be free from faults and defects, and that the construction will conform to the requirements of the Contract Documents. Construction not conforming to these requirements, including substitutions not properly approved by the Owner, shall be corrected.

• Vendor shall maintain digital copy of the design and record drawings, specifications, product data, samples, shop drawings, Change Orders and other modifications, in good order and regularly updated to record the completed construction. These shall be delivered to the Owner upon completion of construction and prior to final payment.

• Vendor shall provide adequate training to Owner’s staff to properly operate, conduct general maintenance, and any troubleshooting of the treatment system.

• Vendor shall prime and conduct initial start-up of the system during the first rain event following the installation of the treatment system. If the first rainfall is not enough to fully prime the system, the vendor will continue the start-up of the system the following rainfall until fully primed.

o Vendor shall train Owner’s staff following the full start-up of the system.

The system must treat pH, Total Suspended Solids (TSS), Iron (Fe), Aluminum (Al), Cadmium (Cd), Zinc

(Zn), Copper (Cu), and Chemical Oxygen Demand (COD) in stormwater. The NALs the treatment system must meet are listed in the table below. Units for pH are standard units; all other concentrations are expressed in milligrams per liter (mg/L).

Parameter pH TSS Fe Al Cd Zn Cu COD

Discharge limits 6 to 9 100 1.0 0.75 0.0053 0.26 0.0332 120

The table below identifies results of historic samples collected from the MRF drainage area.

Concentrations above NAL are bolded. Units for pH are standard units; all other concentrations are expressed in mg/L.

Date pH TSS Fe Al Cd Zn Cu COD

11/16/2017 7.94 1,230 20 14 0.0016 J 0.59 0.06 310

3/1/2018 6.4 754 28 21 0.0023 0.9 0.054 390

3/21/2018 4.6 89 5.2 22 0.15 1.4 0.045 160

3/23/2018 4.6 320 7.6 21 0.19 1.8 0.05 --

4/7/2018 5.05 211 11 24 0.13 1.3 0.036 --

11/21/2018 7.1 660 15 12 B 0.0014 J 0.48 0.044 300

11/28/2018 6.9 28 2.2 2.9 <0.00066 <0.18 0.0096 J 52

1/11/2019 8.4 640 29 21 0.0012 J 0.84 0.051 410

3/6/2019 8.3 540 22 20 0.025 0.24 J 0.05 25

2/8/2019 7.4 590 21 22 <0.025 0.41 <0.05 190

5/18/2019 6.9 N/A N/A N/A N/A N/A N/A 130

11/30/2019 6.9 338 28 37 <0.0036 0.30 0.039 78

12/9/2019 6.71 404 20 29 0.00071 0.21 -- --

12/18/2020 7.3 920 42 25 0.0015 J 0.61 0.062 460

1/4/2021 7.6 128 12 9.8 0.00083 J 0.25 0.033 33

1/22/2021 7.9 820 24 (a) 17 0.0025 J 0.65 0.1 37

2/2/2021 7.2 186 12 10 0.00074 J 0.14 0.021 33

2/15/2021 7.7 160 15 12 0.0008 J 0.26 0.031 25

3/10/2021 7.0 105 4.8 4.2 0.00036 J 0.21 0.017 21

4/11/2022 7.3 77 2.0 1.7 0.00038 J 0.14 0.016 60

12/27/2022 6.6 265 10 9.8 0.0011 J 0.27 0.024 120

12/6/2023 7.2 300 16 14 <0.0027 0.82 0.053 290

12/18/2023 6.0 136 4.3 3.7 0.00050 J 0.22 0.017 94

3/2/2024 7.1 20 0.3 5.8 0.00016 J 0.045 0.0026 32

11/22/2024 7.0 488 20 17 0.0014 J 0.98 0.058 550

12/12/2024 8.1 202 17 13 0.0017 J 0.23 0.03 120

2/13/2025 7.6 330 13 13 0.0042 0.25 0.025 140

3/17/2025 6.6 10.0 0.56 0.63 0.0007 0.060 0.0074 42

Notes:

"J" - analyte detected below laboratory reporting limit

"B" - Analyte detected in the associated method blank and in the sample

“N/A” – not analyzed

(a) The reported iron data for this sample are considered acceptable because the reported concentration in the method blank was four times lower than the reported concentration in the sample.

6.6. Responsibilities of City/Owner

The Owner shall designate a representative authorized to act on the Owner's behalf with respect to the

Project. The Owner or such authorized representative shall examine documents submitted by the

Vendor and shall render decisions in a timely manner and in accordance with the schedule accepted by the Owner. The Owner may obtain independent review of the Contract Documents by a separate, engineer, contractor or cost estimator under contract to or employed by the Owner. Such independent review shall be undertaken at the Owner's expense in a timely manner and shall not delay the orderly progress of the Work.

6.7. Design/Construction Requirements

Assumptions

• The system is assumed to use polymer injection, settling, and sand filtration to achieve stated effluent water quality benchmarks. Vendor may propose an alternative treatment approach and equipment, as long as effluent discharge limits (the NALs stated above) are met.

• The system is assumed to consist of;

o One open top frac tank with a weir for influent flow, initial treatment, and backwash water from backwashing of sand filters o Two open top frac tanks for continued treatment and settling o A sand filtration system with automatic backwash o Influent/Effluent pump(s) and polymer pump(s)

▪ Submersible pump for temporary location o PLC for monitoring flow, controlling dosing of the polymer, controlling pump(s), monitoring stormwater elevations in tanks, etc.

• The system is assumed to require approximately monthly visits by the Vendor for operation and maintenance during the rainy season but otherwise is expected to be a self-sufficient treatment system.

Requirements

• The flow-through treatment system must include influent and effluent sample ports where the

City can collect stormwater samples prior to and after treatment. Results of samples collected from the ports will be reported to the State Water Board.

• The treatment system should include sampling ports along the treatment train (midpoint sampling ports) to facilitate system troubleshooting to meet the effluent discharge limits.

• Include all labor, filtration equipment, power equipment, and plumbing necessary to install a complete and operating “turnkey” treatment system.

• Chemical dosages…