On-Call Emergency and Storm Response Services.pdf

REQUEST FOR PROPOSALS

On-Call Emergency and Storm Response Services

PROPOSAL # SD/GS-26-27-19

TABLE OF CONTENTS

On-Call Emergency and Storm Response Services

City of Santa Clarita, California

SECTION A

NOTICE INVITING PROPOSALS

PROPOSAL INSTRUCTIONS

DOCUMENT CHECKLIST

SECTION B

SCOPE OF WORK

RESPONSE FORMAT AND SELECTION CRITERIA

SECTION C

NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS

DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS

REFERENCES

ACKNOWLEDGEMENT AND ACCEPTANCE OF SCOPE OF WORK

CITY OF SANTA CLARITA DISCLOSURE STATEMENT

EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT

EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION

CERTIFICATION OF NON-SEGREGATED FACILITIES

GOVERNMENT-WIDE DEBARMENT AND SUSPENSION

CERTIFICATIONS AND RESTRICTIONS ON LOBBYING

NON-COLLUSION AFFIDAVIT

SECTION D

SAMPLE ON-CALL SERVICES AGREEMENT

SAMPLE ON-CALL SERVICES AGREEMENT TASK ORDER

SUPPLEMENTAL PROVISIONS

FRINGE BENEFIT STATEMENT

ATTACHMENT A

COST PROPOSAL FORMS – CATEGORIES A-C

RFP Information & Instructions

CITY OF SANTA CLARITA REQUEST FOR PROPOSALS

Project Name: On-Call Emergency and Storm Response Services

Proposal #: SD/GS-26-27-19

Dates Published: September 17, 2026

Last Day for Questions: October 1, 2026 before 11:00 AM (PT)

Proposal Closing: October 15, 2026 before 11:00 AM (PT)

Project Description: The City of Santa Clarita is soliciting proposals from qualified firms to provide on-call emergency and storm response services for weather-related incidents and other emergency conditions during the activation of the City’s Emergency Operation Center. Services may include emergency tree and landscape response, debris removal, drainage clearing, excavation and grading, slope and erosion repair, hauling and disposal, and other related emergency services.

Prevailing Wage: Prevailing wage will apply to task orders that qualify as public works

Bond Requirements: See Proposal Instructions for detail

Contact Information: Michele Arima | (661) 286-4066 | marima@santa-clarita.com Prevailing Wage Monitoring: To the extent a Task Order issued under this contract constitutes “public works” under California Labor Code § 1720 et seq., such work shall be subject to State prevailing wage requirements and may be subject to compliance monitoring and enforcement by the California Department of Industrial Relations (DIR).

If a Task Order is funded in whole or in part with federal funds and federal labor standards are required, the applicable federal prevailing wage requirements (including Davis-Bacon, if applicable) shall be incorporated into that Task Order and enforced by the appropriate federal or state agency.

Required Contractor & Subcontractor Registration: For any Task Order that constitutes public work under California Labor Code § 1720 et seq., the Contractor and all subcontractors performing public work shall be registered and qualified to perform public work pursuant to Labor Code § 1725.5 prior to performing such work.

Specifications for this request for proposals (RFP) may be downloaded from the City’s Purchasing website at: www.bidnetdirect.com//cityofsantaclarita. Please refer to specifications for complete details and RFP requirements. The specifications in this notice shall be considered a part of any contract made pursuant thereto. A paper copy of the RFP documents is available upon request in the City Clerk’s office, suite 120.

RFP Questions must be submitted electronically via the BidNet “Question and Answer” tab.

Addenda, if issued by the CITY, will be transmitted on BidNet. Addenda must be digitally acknowledged via BidNet in addition to a printed and signed version submitted with the proposal response. If addenda are not signed and submitted with the proposal response, the submission may be deemed non-responsive and rejected.

PROPOSAL INSTRUCTIONS

1. SUBMITTING PROPOSALS.

1.1. The response must be submitted on this form and include all forms provided or information requested or required by the scope of work or specifications, (uploaded via BidNet).

1.2. All documentation of unit pricing or other cost breakdowns as outlined in this proposal must be submitted to support the total proposed price.

1.3. Proposals/corrections received after the closing time will not be accepted. The City will not be responsible for proposals not properly or timely, uploaded. Upon award, all submissions become a matter of public record.

2. ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is the vendor’s responsibility to monitor BidNet for release of the addenda prior to submission of the quote to make certain the package is complete and all required addenda are included. This information will be available via BidNet. Vendors are cautioned against relying on verbal information in the preparation of proposal responses. All official information and guidance will be provided as part of this solicitation or written addenda. Addenda, if issued by the Agency, will be transmitted via BidNet. Addenda must be digitally acknowledged through BidNet in addition to a printed and signed version submitted with the proposal. If addenda are not signed and submitted with the proposal response, the proposal may be deemed non-responsive and rejected.

3. REQUEST FOR PROPOSAL QUESTIONS. Questions shall be submitted and responses provided electronically through the BidNet platform in accordance with the date and time shown on the “CITY

OF SANTA CLARITA NOTICE INVITING PROPOSALS.”

4. AWARDS.

4.1. The City reserves the right to waive any informality in any proposal.

4.2. This RFP does not commit the City to award a contract, or to pay any amount incurred in the preparation of the proposal. The City reserves the right to accept or reject all proposals received as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part or in its entirety. The City may require the selected consultant to participate in negotiations and to submit such technical, price, or other revisions of the proposal as may result from negotiations.

The City reserves the right to extend the time allotted for the proposal, and to request a best and final offer, should it be in its best interest to do so.

4.3. The proposal may be awarded in its entirety as proposed; however, the City reserves the right to award elements of the work, independently, and to do portions “in-house.” Additionally, the City reserves the right to award subsequent work on this project based on information presented in this proposal, without recourse to a separate or subsequent RFP process, should it be in its best interest to do so.

4.4. The City may make an award based on partial items unless the proposal submitted is marked “All or none.” Where detailed specifications and/or standards are provided the City considers them to be material and may accept or reject deviations. The list of proposals submitted will be posted on BidNet, normally within 24 hours.

4.5. Proposals and subsequent offers shall be effective/valid for a period of 120 days after the RFP due date. The City of Santa Clarita may request Proposers to extend the validity of proposals and offers for the City’s acceptance beyond the specified time period.

5. BONDS.

5.1. No bid bonds are required.

5.2. This solicitation is for on-call services. Bonds will not be required at the time of proposal submission or execution of the master agreement.

5.3. For Task Orders constituting public works projects, the Contractor shall provide performance and payment bonds when required by California Public Contract Code and as specified in the applicable Task Order.

5.4. Unless otherwise stated in the Task Order, performance and payment bonds shall be required for public works Task Orders exceeding the statutory threshold and shall be in an amount equal to one hundred percent (100%) of the Task Order amount.

5.5. The City reserves the right to require bonding for any Task Order when deemed necessary to protect the City’s interest

6. NON-DISCRIMINATION. In the performance of this Contract, Bidder shall not discriminate in recruiting, hiring, promotion, demotion, or termination practices on the basis of race, religious creed, color, national origin, ancestry, sex, age, or physical handicap and shall comply with the provisions of the California Fair Employment & Housing Act (Government Code Section 12900, et seq.), the Federal Civil Rights Act of 1964 (P.L. 88-352) and all amendments thereto, Executive Order No. 11246 (30 Federal Register 12319), and all administrative rules and regulations issued pursuant to said Acts and Order. Bidder shall likewise require each subcontractor to comply with this paragraph and shall include in each such subcontract language similar to this paragraph.

7. PROTECTION OF RESIDENT WORKERS. The City actively supports the Immigration and Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and I-9 employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (I-9). The Bidder shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment.

8. COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this solicitation with the agreement of the successful vendor(s) and the City. The lack of exception to this clause in vendor's response will be considered agreement. However, the City is not an agent of, partner to or representative of these outside agencies and is not obligated or liable for any action or debts that may arise out of such independently negotiated "piggy-back" procurements.

9. INVOICES. Invoices will be forwarded to:

City of Santa Clarita Attn: Andrew Adams 23920 Valencia Blvd. Ste. 295 Santa Clarita, CA 91355-2196

Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later.

10. ASSIGNMENT OF CONTRACT. The Contract may not be assigned without the written consent of the City, provided that this shall not preclude the assignment of the Contract as security or the assignment of the whole or any part of the proceeds of the Contract including monies, assessment, partial assessment, reassessment, or any bonds which may be issued and represent any assessment or reassessment due or to be due under the Contract.

Before entering into a Contract, the successful Bidder shall furnish a statement of the company’s financial condition and previous construction experience or such evidence of his qualifications as may be required by the City.

11. LICENSING & REGISTRATION REQUIREMENTS. Proposers shall possess and maintain all licenses, registrations, and certifications required under federal, state, and local law to perform the services proposed under this solicitation.

Licenses must be valid and active at the time of proposal submission, at the time of contract award, and throughout the duration of any resulting agreement.

Failure to possess required licensure may result in disqualification.

For services constituting “public works” under California law, the Proposer (or identified subcontractor performing such work) must hold a valid and active California Contractor State License Board (CSLB) license in the appropriate classification.

Proposals shall include:

Contractor license number(s) License classification(s) Expiration date(s) Name of license holder exactly as registered with CSLB

Failure to possess required licensure at time of proposal submission may result in disqualification.

The City reserves the right to verify license status with the CSLB prior to award and at any time during the contract term.

All subcontractors performing work requiring licensure must also possess the appropriate CSLB license and DIR registration, if applicable.

12. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. DIR registration is required for any Contractor or subcontractor performing work that qualifies as public works under California law. No proposer or subcontractor/subconsultant may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5 [with limited exceptions from this requirement for proposal purposes only under Labor Code Section 1771.1(a)]. No proposer or subcontractor/subconsultant may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5.

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

13. PREPARATION. All proposals and required forms must be uploaded as laid out in the BidNet General Attachments Section.

14. REJECTION. The City reserves the right to reject any or all proposals and to waive any informality in any proposal. The City may reject the proposal of any vendor who has previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a vendor who is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any vendor who is in default of the payment of taxes, licenses or other monies due to the City of Santa Clarita.

15. PROPOSAL VALIDITY. All proposals, including all pricing, shall be effective/valid for a minimum period of 120 calendar days after the date of RFP closing. In the event a final contract has not been awarded within this period, the City reserves the right to negotiate extensions to this period.

16. RENEWAL AND PRICING ADJUSTMENT. Contracts entered into pursuant to this Request for Proposals will be entered into for an initial three-year term and may be renewed annually, up to three times, in accordance with the terms of the contract. If not otherwise stated, the contract may be renewed if the new pricing of the contract does not change more than the Consumer Price Index - All Urban Consumers (not seasonally adjusted), Los Angeles Area-Riverside-Orange county area and prevailing wage rates, if applicable. The index level for the month preceding the month of solicitation advertisement will become the beginning index. The price adjustment limit will be the percentage change based on the difference between the beginning level or the adjustment level last used and the index level for the period 90 days prior to the award anniversary. The final adjusted amount will be determined by Purchasing staff. If a price adjustment is not requested prior to the award anniversary date, the previous year’s rates will apply. Proposer shall honor proposal prices for One-Hundred and Twenty Days (120 days) or for the stated contract period, whichever is longer.

17. LITIGATION WARRANTY. The bidding vendor, by bidding, warrants that the vendor is not currently involved in litigation or arbitration concerning the vendor’s performance concerning the same or similar service to be supplied pursuant to this RFP and that no judgments or awards have been made against bidding vendor on the basis of vendor’s performance in supplying the same or similar service, unless such fact is disclosed to the City in the responding proposal. Disclosure may not disqualify the bidding vendor. The City reserves the right to evaluate proposals on the basis of the facts surrounding such litigation or arbitration and to require the selected vendor to furnish the City with a surety bond executed by a surety company authorized to do business in the State of California and approved by the City of Santa Clarita in a sum equal to one hundred percent (100%) of the contract price conditional on the faithful performance by selected vendor of the contract in the event the contract is awarded to selected vendor, notwithstanding the litigation or arbitration.

18. BEST AND FINAL OFFER. The City may request Best and Final offers based upon improved understanding of the offers or changed Scope of Work. Based on the initial proposals, the pre-proposal meeting, and Best and Final offers, if requested, the panel will select the proposal which best fulfills the requirements and is the best value to the City. The City will negotiate with that seller to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of Proposals. Overall responsiveness to the Request for Proposals is an important factor in the evaluation process.

19. PREVAILING WAGES. To the extent a Task Order issued under this contract constitutes “public works” as defined under California Labor Code § 1720 et seq., Contractor shall comply with all applicable State prevailing wage requirements of the California Labor Code including, but not limited to, Sections 1770, 1771.5, 1773, 1776 and 1777.5. Contractor shall comply with California prevailing wage laws including, to the extent applicable, Labor Code Section 1720.9. Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates in the county, or counties, in which the work is to be done have been determined by the Director of the California Department of Industrial Relations. These wages are set forth in the General Prevailing Wage Rates for this project, available from the California Department of Industrial Relations’ Internet web site at http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm. Future effective general prevailing wage rates which have been predetermined and are on file with the California Department of Industrial Relations are referenced but not printed in the general prevailing wage rates. A copy of the prevailing rate of per diem wages shall be posted at the job site. The Contractor is responsible for obtaining a current edition of all California statutes and regulations, and adhering to the latest editions of such.

20. FEDERAL PREVAILING WAGE. To the extent a Task Order issued under this contract is funded in whole or in part with federal funds and federal labor standards are required, the applicable federal wage determination and labor requirements and the Davis Bacon Act shall be incorporated into that Task Order. The Contractor shall comply with all applicable federal labor standards provisions, including the Davis-Bacon Act, only when expressly required by the funding source and identified in the Task Order. The current General Decision of wage determinations issued by the United States Department of Labor is set forth at the following website address: https://beta.sam.gov/. If there is a difference between the prevailing wage rate determined by the Department of Labor and the prevailing wage rate predetermined by the Director of Industrial Relations for similar classifications of labor, the Contractor and its Subcontractors shall pay not less than the higher prevailing wage rate. The Agency will not accept lower State prevailing wage rates not specifically included in the Federal prevailing wage determinations. This includes "helper" (or other classifications based on hours of experience) or any other classification not appearing in the Federal prevailing wage determinations. Where Federal prevailing wage determinations do not contain the State prevailing wage rate determination otherwise available for use by the Contractor and Subcontractors, the Contractor and Subcontractors shall pay not less than the Federal prevailing wage rate which most closely approximates the duties of the employee(s) in question. The prevailing wage rate for any classification not listed by the Department of Labor or the Director of Industrial Relations, but which may be required to execute the Contract, shall be in accord with specified rates for similar or comparable classifications or for those performing similar or comparable duties, within the Agency's determinations.

21. SUBCONTRACTORS. For all projects, the vendor must list any subcontractors/subconsultants that will be used, the work to be performed by them, and total number of hours or percentage of time they will spend on the project.

Each proposer must submit with their proposal the following:

The Full name of each subcontracting firm as required by Government Code, Sec. 4201, typed or legibly printed.

The address of each firm.

The telephone number at the place of business.

Work to be performed by each subcontracting firm.

Total approximate dollar amount of each subcontract.

Copies of subcontracts will be provided to the City Engineer upon their request.

22. TERMINATION. The City may terminate any purchase, service or contract with or without cause either verbally or in writing at any time without penalty.

The City of Santa Clarita’s “Terms and Conditions” is found on a separate attachment in BidNet.

DOCUMENTS CHECKLIST

In addition to the items requested for the proposal the following documents are required to be completed and submitted by the proposer.

The following documents must be provided by ALL proposers:

Uploaded via BidNet (see Section C) Response File Cost Proposal Forms – Categories A-C, to be submitted separately from Response File) Notice to Proposers Regarding Contractual Requirements Designation of Subcontractors/Subconsultants References Acknowledgement and Acceptance of Scope of Work City of Santa Clarita Disclosure Statement Equal Opportunity/Affirmative Action Statement Equal Employment Opportunity Certification Certification of Non-Segregated Facilities Government-Wide Debarment and Suspension Certifications and Restrictions of Lobbying Non-Collusion Affidavit All signed addendums (if any)

The following documents must be provided by the AWARDEE ONLY (With Agreement) Delivered to City Hall, Attn: Michele Arima On-Call Services Agreement Supplemental Provision A Insurance Required by Contract W-9 Form Fringe Benefit Statement

Solicitation Information

SCOPE OF WORK

City of Santa Clarita, California

EVENT DATE

Solicitation advertisement September 17, 2026 Last day for questions October 1, 2026 Return of proposals October 15, 2026

*Dates are subject to change at the City’s discretion*

1. Background The City of Santa Clarita (“City”), is soliciting proposals from qualified and experienced firms to provide on-call emergency response services.

The selected firms will provide on-call emergency response services associated with weather related incidents and other emergency conditions, including the forecasted El Niño storm season, that may affect City maintained trees, Landscape Maintenance District (LMD) zones, streetscapes, public rights-of-way, and other urban forestry assets. Services may include:

Emergency tree removal and hazardous limb removal;

Tree stabilization;

Landscape and storm debris removal;

Drainage clearing and restoration;

Emergency irrigation response and repair;

Debris removal;

Excavation, grading, and earthwork;

Slope and embankment stabilization and reconstruction;

Placement of rock, riprap, or other erosion-protection materials;

Traffic and pedestrian control;

Hauling and disposal;

Restoration and cleanup; and Other storm-related or emergency services as directed by the City.

The nature, location, and extent of the work will vary depending on storm conditions and individual incidents.

The procurement and resulting agreements are intended to support work that may be eligible for federal or State disaster reimbursement. When a Task Order is funded or anticipated to be funded in whole or in part with federal funds, the Contractor shall comply with all applicable federal requirements, including 2 CFR Part 200 and applicable FEMA requirements.

The resulting agreements are intended as pre-positioned emergency-response contracts.

Contractors shall perform work under the agreements only during periods in which the City’s Emergency Operations Center (EOC) has been activated and only when specifically authorized or directed by the City.

2. Contract Awards and Term The City intends to award on-call emergency response services agreement.

Selected Proposers will be required to execute the City’s On-Call Services Agreement for Emergency and Storm Response Services. Proposers shall review the draft agreement in Section D.

Selection will be based on the firm’s qualifications, relevant experience, demonstrated ability to provide timely emergency response services, available personnel and equipment, proposed response approach, cost and overall value, and overall ability to meet the requirements of this Request for Proposal.

No geographic preference shall be used in the evaluation of proposals except where expressly permitted by applicable federal law.

Award of an agreement does not guarantee any minimum amount of work, compensation, service calls, or assignments. Agreements are non-exclusive, and the City may utilize other awarded contractors, existing City contractors, City forces, mutual-aid resources, or other resources as necessary.

Following activation of the City’s EOC, the City may activate one or more Contractors under the agreements based on the nature, severity, location, and extent of the emergency; contractor availability and capacity; required expertise and equipment; response time; cost; prior performance; or other operational considerations

The City reserves the right to award agreements to fewer or more firms, reject any or all proposals, or modify the scope of services as determined to be in the best interest of the City.

Contractor shall comply with all required federal contract provisions applicable to federally funded contracts, including those set forth in 2 CFR Part 200, Appendix II, and shall incorporate such provisions into all subcontracts.

The Contractor and all subcontractors performing work under any resulting agreement must not be suspended, debarred, or otherwise excluded from participation in federally funded programs. The City reserves the right to verify eligibility through the System for Award Management (SAM.gov) prior to award and at any time during the term of the contract.

3. Compensation Selected firms shall be compensated on an hourly, time and materials basis, in accordance with the rates submitted in their proposal and approved by the City. Unless otherwise approved, rates shall be fully burdened and shall identify applicable:

Labor;

Overtime and after-hours labor;

Equipment and vehicles;

Mobilization;

Trucking and hauling;

Materials;

Disposal;

Traffic control;

Subcontractor costs; and Other proposed charges

For purposes of emergency response billing, compensable time shall commence when the authorized crew departs its City-approved staging location in response to a City assignment and shall conclude when the crew returns to that approved staging location following completion of the authorized work The staging area shall be identified in the proposal or approved by the City.

No unauthorized work or cost shall be incurred.

Contractors shall provide detailed accounting of labor, equipment, materials, and other authorized costs associated with each emergency response assignment. No additional work or costs outside the authorized scope shall be incurred without prior approval from the City.

Pricing and invoicing must reflect cost reasonableness, necessity, and allowability under applicable federal requirements.

Cost-plus-percentage-of-cost contracting is strictly prohibited. Compensation under any resulting contract shall be based on unit pricing, lump sum pricing, time and materials with a not-to-exceed amount, or other federally compliant pricing structure consistent with 2 CFR Part

200. Time-and-materials contracts, if utilized, shall include a ceiling price and appropriate oversight in accordance with 2 CFR § 200.320.

4. Coordination, Assignment and Response Requirements Following activation of the City’s EOC, an authorized City representative, or authorized designee or agency acting on behalf of the City, may initiate an emergency-response assignment under the Agreement

The City may contact one or more awarded Contractors depending on the circumstances of the incident. Assignment of work shall be at the City's discretion and may consider contractor availability, response time, location, available personnel and equipment, specialized capabilities, cost, prior performance, workload, and the nature and urgency of the emergency.

Nothing in the agreement shall require the City to distribute assignments equally among awarded Contractors or to utilize Contractors on a rotational basis. Contractor shall coordinate with City personnel to prevent duplication of effort with City force account labor and equipment and shall perform only those tasks specifically assigned by the City.

Selected firms shall:

1. Provide the City with current emergency contact information for at least 2 designated representatives who are authorized to receive and coordinate emergency response requests.

2. Maintain an emergency contact who is immediately available and responsive to City requests throughout the term of the agreement.

3. Acknowledge and respond to initial emergency communication immediately, or return the City’s communication within fifteen (15) minutes of the initial call.

4. Upon receiving a request, promptly advise the City whether the Contractor has the personnel, equipment, and capacity necessary to accept the assignment and meet the required response time.

5. Respond to emergency service calls with appropriate personnel, vehicles, equipment, and materials within 90 minutes of notification, unless the City approves otherwise due to extraordinary conditions. For purposes of this requirement, “respond” means physical arrival at the assigned location of sufficient personnel, vehicles, equipment, and materials to begin meaningful emergency-response operations. Telephone acknowledgment, dispatch, or arrival of supervisory personnel alone shall not constitute compliance unless otherwise approved by the City.

6. Maintain sufficient local (within the Santa Clarita Valley) staffing and equipment to respond safely, timely, and effectively to emergency conditions.

7. Coordinate field activities with the City’s designated representative and comply with all applicable City requirements, laws, regulations, safety standards, and industry best practices.

8. Treat downed or contacted electrical conductors as energized and coordinate with the appropriate utility before performing work where electrical hazards may exist.

9. Provide temporary traffic and pedestrian control necessary for contractor operations unless otherwise directed by the City.

10. Notify the City immediately if requested work exceeds the Contractor's available resources or capabilities.

The City will provide the contractor with all information reasonably available regarding the emergency condition, including the location, nature of the incident, known hazards, access limitations, and requested services.

The City may reassign, supplement, or transfer work to another awarded Contractor when necessary to address changing emergency conditions, contractor capacity, response needs, or other operational considerations.

5. Emergency and Storm Response Services

5.1. Urban Forestry Response

Services may include:

Emergency tree removal;

Removal of fallen, hanging, broken, or hazardous limbs;

Stabilization of damaged trees;

Removal of trees or branches obstructing streets, sidewalks, trails, or public areas;

Chipping and removal of tree debris;

Identification and reporting of remaining tree hazards; and Other emergency arboricultural services as directed by the City.

5.2. Landscape Maintenance District (LMD) Storm Response

Inspection and monitoring of storm-affected LMD areas;

Removal of fallen vegetation, branches, sediment, trash, and storm-generated debris;

Clearing of drainage inlets, catch basins, V-ditches, and other drainage facilities within LMD-maintained areas;

Temporary erosion-control and slope-stabilization measures;

Temporary measures necessary to maintain or restore positive drainage and prevent uncontrolled runoff over slopes or onto adjacent property;

Restoration of landscape areas disturbed by storm events or emergency-response operations;

Documentation and reporting of storm-related damage; and

Other landscape maintenance or emergency services as directed by the City.

5.3. Erosion, Earthwork, Slope Repair, and General Services

Removal of loose, unstable, saturated, washed-out, or otherwise unsuitable material;

Excavation and removal of debris and accumulated material;

Rough and finish grading;

Placement and compaction of suitable fill or imported material;

Reconstruction of damaged slopes and embankments;

Restoration of positive drainage;

Placement of rock, riprap, or other erosion-protection materials;

Hauling and disposal;

Restoration of disturbed areas; and Other related storm-repair work authorized by the City.

6. Contractor Reporting Responsibilities The contractor shall maintain accurate and complete records for each emergency response assignment and shall provide documentation to the City in a timely manner. Contractors shall make such records available for inspection and audit by the City, the State of California, FEMA, the U.S. Department of Homeland Security, and the Office of Inspector General, as applicable.

At a minimum, the contractor’s emergency response report shall include:

Date and time the emergency call was received;

Name of the City representative initiating the request;

Time the contractor acknowledged the request;

Time the crew was dispatched;

Time the crew arrived at the emergency location;

Time the work was completed;

Time the crew returned to its staging area;

Emergency location and brief description of the incident;

Description of work performed;

Hauling and disposal quantities, when applicable;

Identification and quantity of labor, equipment, vehicles, and materials utilized;

Photographs documenting site conditions and completed work;

Identification of any remaining hazards or follow-up work recommended

7. Safety Standards Each Contractor is independently responsible for the safety of its personnel and operations and shall comply with all applicable federal, State, and local safety requirements and accepted industry standards, including applicable Cal/OSHA requirements.

8. Emergency Work Authorization Each emergency-response assignment shall be limited to the work authorized by the City.

Work under this Agreement shall only be authorized upon the City's formal declaration of an emergency and activation of its Emergency Operations Center (EOC). The Contractor shall not commence emergency-response work under this provision unless and until these conditions have been met and an authorized City representative has provided direction to proceed.

Due to the fluid, unpredictable, and time-sensitive nature of operations during significant storm or emergency events, the issuance of individual Task Orders for each emergency-response assignment may not be feasible. Accordingly, during such events, this Agreement, together with the Contractor approved rates, shall serve as the contractual basis for all emergency-response work authorized and directed by the City.

An authorized City representative may initiate and direct emergency-response work and may modify, expand, reduce, reassign, prioritize, or discontinue such work as field conditions, available resources, and operational priorities change. Direction may be provided verbally, by telephone, text message, email, or other documented communication.

Contractor shall perform only work authorized or directed by the City and shall maintain complete and accurate records sufficient to document each assignment in accordance with the reporting requirements of this Scope of Work.

The City may subsequently issue a Task Order, Purchase Order, or other written authorization when necessary for administrative, funding, reimbursement, or other purposes. Unless otherwise directed by the City, issuance of such documentation may not be a prerequisite to the commencement, modification, continuation, or completion of authorized emergency-response work.

9. Debris, Hauling, and Disposal Debris generated by emergency-response operations shall be chipped, hauled, recycled, retained, stockpiled, or legally disposed of as directed by the City.

When multiple Contractors are operating at an incident, the City may direct how debris is staged, processed, hauled, or disposed of to avoid duplication of services and costs.

Billable hauling and disposal shall be supported by load quantities, weight tickets, disposal receipts, or other documentation acceptable to the City.

10. License & Registration Requirements General Requirements

Proposers shall possess and maintain all licenses, registrations, and certifications required under federal, state, and local law to perform the services proposed under this solicitation.

Licenses must be valid and active at the time of proposal submission, at the time of contract award, and throughout the duration of any resulting agreement.

Failure to possess required licensure may result in disqualification If no contractor license is required for the services proposed, the Proposer shall provide a statement confirming that the services offered do not require CSLB licensure under California law.

California Contractor Licensing (Public Works Services) To the extent services proposed constitute “public works” under California law, the Proposer (or identified subcontractor performing such work) must hold a valid and active license issued by the California Contractors State License Board (CSLB) in the appropriate classification.

DIR Registration (Public Works) Contractors and subcontractors performing work that qualifies as public works must be registered with the California Department of Industrial Relations (DIR) pursuant to Labor Code § 1725.5.

Professional & Specialized Services Firms proposing to provide professional services (e.g., FEMA documentation support, monitoring, financial recovery consulting, logistics coordination) must hold any applicable professional licenses or certifications required by law.

RESPONSE FORMAT AND SELECTION CRITERIA

City of Santa Clarita, California

1. PROPOSAL SUBMITTAL REQUIREMENTS

The City intends to establish a pool of qualified contractors capable of providing storm-response services in one or more of the following service categories:

Category A – Urban Forestry Emergency Response Emergency tree removal, hazardous limb removal, tree stabilization, arboricultural services, tree and vegetation debris removal, and related services.

Category B – Landscape Maintenance District (LMD) Emergency Response Storm response within LMDs, including debris removal, drainage clearing, landscape stabilization, and related services.

Category C – Erosion, Earthwork, Slope Repair, and General Storm Response Erosion repair, excavation, grading, slope and embankment stabilization, rock/riprap placement, hauling, disposal, heavy-equipment operations, restoration, and related storm-response services.

Proposers may submit a proposal for one (1), multiple, or all service categories.

Proposers shall clearly identify the service category or categories for which they are submitting a proposal. A proposer will only be evaluated for the category or categories identified in its proposal.

The City may award contracts within each service category to multiple firms within one or more service category. Award in one category does not require or guarantee award in another category.

Proposals shall be submitted in two (2) separate files:

Response File The Response File shall contain the proposer's qualifications, relevant experience, emergency response plan, staffing and equipment resources, safety and coordination approach, and demonstrated ability to perform the services described in the Scope of Work.

Cost information shall not be included in the Response File.

Cost File The Cost File shall contain all proposed labor, equipment, overtime, mobilization, disposal, traffic control, subcontractor, and other applicable rates requested by the City.

Failure to submit separate Response and Cost Files may result in rejection of the proposal.

RESPONSE FILE REQUIREMENTS

To promote concise and comparable proposals, the Response File shall not exceed ten (10) pages, inclusive of front and back pages, excluding required City forms, licenses, certifications, reference information, addenda acknowledgements, and Cost File materials.

Proposers submitting for multiple service categories may use the same Response File and are not required to duplicate information applicable to more than one category.

The Response File shall clearly identify the service category or categories being proposed and shall be organized as follows:

Service Categories Proposed Identify each service category for which the proposer wishes to be considered:

Category A - Urban Forestry Emergency Response Category B - Landscape Maintenance District / Landscape Emergency Response Category C - Erosion, Earthwork, Slope Repair, and General Storm Response

For each category proposed, briefly identify the firm's primary capabilities and services.

Qualifications and Relevant Experience Provide a brief description of the firm and its qualifications to provide on-call emergency services. At a minimum, address:

Experience responding to tree, landscape, streetscape, irrigation, drainage, debris, or other storm-related conditions applicable to the services being proposed;

Qualifications and experience of key supervisory and emergency-response personnel; and Any licenses, certifications, specialized training, or other qualifications relevant to the proposed services.

Proposers are not required to demonstrate qualifications for service categories for which they are not submitting a proposal.

Emergency Response Plan, Staffing, and Equipment Describe how the proposer will receive, mobilize, manage, and complete emergency assignments. At a minimum, address:

Emergency contact and dispatch procedures;

Proposed staging location and anticipated mobilization time;

Personnel, crews, vehicles, equipment, and other resources available for emergency deployment; and

Availability during evenings, weekends, holidays, severe weather events, and periods of extended emergency operations.

Safety, Coordination, and Reporting Describe the proposer’s approach to safely managing emergency-response assignments, including:

Field safety procedures and supervision;

Traffic and pedestrian control;

Hazard identification and management;

Communication with City representatives during an assignment; and Documentation of labor, equipment, materials, and work performed.

COST FILE REQUIREMENTS

The Cost File shall include a completed Cost Proposal Form for each service category proposed.

Proposers shall not submit pricing for services or equipment they do not intend or are not qualified to provide.

Rates shall be fully burdened unless otherwise specifically stated and shall include all ordinary costs necessary to provide the identified resource or service.

The City may use proposed rates in evaluating cost and overall value within each service category.

PROPOSAL EVALUATION AND CONTRACTOR SELECTION

Proposals will be evaluated separately by service category.

A proposer will only be scored for the service category or categories for which it submits a proposal. A firm's decision not to propose on another service category will not negatively affect its evaluation.

The City intends to award agreements to multiple qualified firms and may make multiple awards within the same service category to provide sufficient emergency-response capacity, specialized capabilities, geographic availability, and redundancy.

The City may award a proposer:

One service category;

Multiple service categories;

All proposed service categories; or No service category.

The City is not obligated to award the same number of contracts within each category.

EVALUATION CRITERIA - 100 POINTS TOTAL

Evaluation Criteria Points

Qualifications and Relevant Experience 20

Emergency Response Plan, Staffing, and Equipment 40

Safety, Coordination, and Reporting 15

Cost Proposal and Overall Value 25

TOTAL 100

Qualifications and Relevant Experience - 20 Points Evaluation will consider:

Relevant emergency and storm-response experience;

Qualifications and experience of key personnel;

Relevant licenses, certifications, and specialized training; and Demonstrated ability to successfully perform services of similar scope and complexity.

Emergency Response Plan, Staffing, and Equipment - 40 Points Evaluation will consider the resources and approach applicable to the specific service category being evaluated, including:

Dispatch and mobilization procedures (Proximity and availability of proposed personnel, equipment, and staging resources, as demonstrated by the proposer’s ability to meet the City’s required response times.);

Ability to meet response requirements;

Quantity, type, and suitability of available resources;

Ability to provide after-hours, weekend, holiday, and extended storm-event coverage;

Ability to respond to multiple incidents;

Backup or supplemental resources; and Specialized capabilities relevant to the category.

Safety, Coordination, and Reporting - 15 Points Evaluation will consider:

Safety procedures and field supervision;

Traffic and pedestrian control capabilities, when applicable;

Hazard recognition and response;

Coordination with City personnel and other responders; and Incident documentation and reporting procedures.

Cost Proposal and Overall Value - 25 Points Evaluation will consider:

Completeness and clarity of applicable Cost Proposal Form;

Competitiveness and reasonableness of proposed rates;

Relationship between proposed rates and the personnel, equipment, and response capabilities offered;

Mobilization, overtime, equipment, disposal, and other applicable charges; and Overall value and emergency-response capacity provided to the City.

REFERENCE AND RESOURCE VERIFICATION

The City reserves the right to contact references and independently verify the proposer’s qualifications, experience, staffing, equipment, staging location, certifications, subcontractor resources, past performance, and ability to meet the emergency-response requirements of the solicitation.

INTERVIEWS OR RESOURCE VERIFICATION

The City may, at its discretion, conduct interviews or request additional documentation regarding proposed staffing, equipment, staging locations, emergency-response procedures, or other resources identified in a proposal. The City reserves the right to make an award based solely upon the written proposals without interviews or additional discussions.

Forms

NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS

1. SUMMARY OF CONTRACTUAL REQUIRMENTS

a. A contract is required for any service performed on behalf of the City of Santa Clarita (City).

b. By submitting a proposal, you have reviewed the sample contract documents contained within this request for proposals and agree to be bound by the requirements set forth.

c. Questions and requests for modification of these terms must be negotiated and approved prior to proposal submission and are at the full discretion of the City.

2. SUMMARY OF INDEMNITY AND INSURANCE REQUIREMENTS

a. These are the Indemnity and Insurance Requirements for Contractors providing services or supplies to City of Santa Clarita (City). By agreeing to perform the work or submitting a proposal, you verify that you comply with and agree to be bound by these requirements. If any additional Contract documents are executed, the actual Indemnity language and Insurance Requirements may include additional provisions as deemed appropriate by City’s Purchasing Agent.

b. You should check with your Insurance advisors to verify compliance and determine if additional coverage or limits may be needed to adequately insure your obligations under this agreement. These are the minimum required and do not in any way represent or imply that such coverage is sufficient to adequately cover the Contractor’s liability under this agreement. The full coverage and limits afforded under Contractor’s policies of Insurance shall be available to Buyer and these Insurance Requirements shall not in any way act to reduce coverage that is broader or includes higher limits than those required.

The Insurance obligations under this agreement shall be: 1—all the Insurance coverage and limits carried by or available to the Contractor; or 2—the minimum Insurance requirements shown in this agreement, whichever is greater. Any insurance proceeds in excess of the specified minimum limits and coverage required, which are applicable to a given loss, shall be available to City.

c. Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. City reserves the right to require full-certified copies of all Insurance coverage and endorsements.

3. INDEMNIFICATION

a. To the fullest extent permitted by law, CONSULTANT shall defend (with legal counsel reasonably acceptable to CITY), indemnify and hold harmless CITY and its officers, agents, departments, officials, representatives and employees (collectively “Indemnitees”) from and against any and all claims, loss, cost, damage, injury (including, without limitation, economic harm, injury to or death of an employee of CONSULTANT or its subconsultants), expense and liability of every kind, nature and description that arise from or relate to (including, without limitation, incidental and consequential damages, court costs, attorneys’ fees, litigation expenses and fees of expert consultants or expert witnesses incurred in…