On-Call_Hydrogeologic_Consulting_Services.pdf

REQUEST FOR PROPOSAL

2024-PURB RFP-0450

ON-CALL HYDROGEOLOGIC CONSULTING SERVICES

County of Sacramento

9660 Ecology Lane

Sacramento, CA 95827

RELEASE DATE: December 11, 2024

DEADLINE FOR QUESTIONS: January 14, 2025

RESPONSE DEADLINE: January 23, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/saccounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

County of Sacramento

REQUEST FOR PROPOSAL

On-Call Hydrogeologic Consulting Services

1. Introduction

2. General Rules

3. Scope of Work

4. Evaluation and Selection

5. Proposal Format and Content

6. Vendor Submissions

Attachments:

A - SCWA On-Call Hydrogeologic Consultation RFP

B - ATT 1 SCWA CAD standards

C - Sample Agreement

Request for Proposal #2024-PURB RFP-0450 Title: On-Call Hydrogeologic Consulting Services

1. Introduction

1.1. Summary

The Sacramento County Water Agency (“Agency”) is soliciting proposals from qualified firms for hydrogeologic consulting services in support of groundwater resource studies, management, and development (well design & construction). Agency intends to negotiate and execute an on-call services agreement with the selected firm for a term of three years with the possibility of contract extensions and the addition of contract funding. During the term of the agreement, the selected firm will provide varied levels of hydrogeologic consulting services for Agency on an as needed basis. Payment will be on a time and expense basis.

1.2. Background

Agency owns, operates, and maintains several public water systems throughout Sacramento County, including some areas within the cities of Elk Grove and Rancho Cordova. Each of these service areas depends largely or entirely on groundwater for their respective sources of supply. Agency administers capital improvement and facility retrofit projects to expand and improve its water supply facilities to meet the needs of new growth, new regulations, and/or equipment conditions. Such projects include groundwater production wells, raw and treated water transmission mains, groundwater treatment plants, storage and pumping facilities.

Agency relies on services and support from consulting firms that specialize in the field of hydrogeology or engineering geology when planning, designing, modifying, and constructing groundwater wells. Therefore, Agency is issuing this RFP to establish an agreement with a qualified and experienced firm to provide most, if not all, hydrogeologic services to Agency over the next three years.

1.3. Contact Information

Steve Pimentel

Senior Engineer

Email: pimentelst@saccounty.gov

Phone: (916) 876-6014

Department:

Sacramento County Water Agency

Department Head:

Matt Satow

Director

1.4. Timeline

Release Project Date December 11, 2024

Question Submission Deadline January 14, 2025, 4:00pm

Proposal Submission Deadline January 23, 2025, 2:00pm mailto:pimentelst@saccounty.gov tel:(916)876-6014

2. General Rules

2.1. Important Instructions for Electronic Submittal

The Agency is accepting electronic proposal submissions. Proposers shall create a FREE account with

OpenGov Procurement by signing up at Sign Up (opengov.com). Once you have completed account registration, browse back to this page, click on "Draft Response", and follow the instructions to submit your electronic proposal.

2.2. General Rules

2.2.1 Overview

This Request for Proposals (“RFP”) is an invitation for Proposers to submit a proposal to the Agency. This

RFP does not commit the Agency to award a contract to any respondent/proposer. Submission of a proposal shall neither obligate nor entitle a Proposer to enter into a contract with the Agency.

2.2.2 Proposal format and content

When submitting a proposal, Proposers must follow the format and contents detailed Section 5 below.

Failure to do so will likely prolong the evaluation process and could result in a proposal not being considered.

2.2.3 Proposal submission

Proposals must be received BEFORE 2:00 pm on Thursday, January 23, 2025 electronically via OpenGov.

Failure to submit a proposal on time may be grounds for rejection of the proposal; however, the Agency reserves the right, in its sole and absolute discretion, to accept proposals after the proposal due date.

2.2.4 Questions and communication

Questions concerning this RFP must be submitted in the project Q&A section in OpenGov Procurement by 4:00 pmon Tuesday, January 14, 2025.

Questions received via phone or e-mail to direct points of contact for this RFP will not be considered nor responded to. The Agency shall respond to questions properly submitted as described above via addenda.

2.2.5 Addenda

The Agency reserves the right to modify the RFP at any time prior to the proposal due date. The Agency will modify the RFP only by formal written addenda. Proposer’s proposal should be based on this RFP document and any formal written addenda. Proposers should not rely on oral statements.

Addenda will be posted in OpenGov Procurement. It is the responsibility of each prospective Proposer to assure receipt of all addenda.

2.2.6 Agency's right to withdraw, cancel, suspend and/or modify RFP

The Agency reserves the right to withdraw, cancel, suspend, and/or modify this RFP for any reason and at any time with no liability to any prospective Proposer for any costs or expenses incurred in connection with the RFP or otherwise.

https://procurement.opengov.com/signup

2.2.7 Proposer's right to edit or cancel proposal

Proposers may edit or cancel their proposal in OpenGov Procurement prior to the due date.

2.2.8 Proposals will not be returned

Upon submission, proposals will not be returned.

2.2.9 Public disclosure of proposal documents

The Agency will treat all information submitted in a proposal as available for public inspection once negotiations with the selected party have been completed. If copies of proposals are included with

Board materials, the Agency will make proposals available for public inspection once staff has made a recommendation for award.

If a Proposer believes protected data is included in its proposal, the Proposer shall clearly identify the data and provide the legal basis in support of the asserted classification. Proposer must present such information separately as part of its proposal OR type in bold red letters the term “CONFIDENTIAL” on that specific part or page of the Proposal which Proposer believes to be confidential. Classification of data as trade secret data will be determined pursuant to applicable law, and, accordingly, merely labeling data as “trade secret” does not necessarily make the data protected as such under any applicable law.

In order for the Agency to assert the confidentiality of any such information in the event a Public Record

Act request is received, the Proposer must request, execute and submit a Agency-prepared written agreement to defend and indemnify the Agency for any liability, costs and expenses incurred in asserting such confidentiality as part of the proposal.

The final determination of whether the Agency will assert a Proposer’s claim of confidentiality shall be at the sole discretion of the Agency. Any information determined to be non-confidential shall be considered public record. If the Agency determines that your information does not meet the criteria for confidentiality, you will be notified of the Agency’s intent to release the public record pursuant to any

Public Records Act request.

The Proposer agrees, as a condition of submitting its proposal, that the Agency will not, as between the parties, be liable or accountable for any loss or damage, which may result from a breach of confidentiality related to the proposal. The Proposer agrees to indemnify and hold the Agency, its officials, agents, and employees harmless from all claims arising out of, resulting from, or in any manner attributable to any violation of any provision of the California Public Records Act, including legal fees and disbursements paid or incurred to enforce this provision.

2.2.10 Proposer's costs

The Agency shall not be responsible for any costs incurred by Proposer in connection with this RFP.

Proposer shall bear all costs associated with proposal preparation, submission, and attendance at interviews, or any other activity associated with this RFP or otherwise.

2.2.11 Proposer's ideas

To the extent permitted by law, the Agency reserves the right to use any or all ideas, concepts, or other information provided in any proposals. Selection or rejection of the proposal does not affect this right.

2.2.12 Collusion

If the Agency determines that collusion has occurred among Proposers, none of the proposals of the participants involved in the collusion shall be considered. The Agency's determination shall be final.

2.2.13 Conflict of interest

The Proposer affirms that to the best of its knowledge the submission of its Proposal, or any resulting contract, does not present an actual or perceived conflict of interest. The Proposer agrees that should any actual or perceived conflict of interest become known, it will immediately notify the Agency and will advise whether it will or will not avoid, mitigate, or neutralize the conflict of interest.

The Agency may make reasonable efforts to avoid, mitigate, or neutralize a conflict of interest by a

Proposer. To avoid a conflict of interest by a Proposer, the Agency may utilize methods including disqualifying a Proposer from eligibility for a contract award or cancelling the contract if the conflict is discovered after a contract has been issued. The Agency may, at its sole and absolute discretion, waive any conflict of interest.

3. Scope of Work

The work that is to be performed by the consultant includes but is not limited to the following:

A. Provide groundwater investigation and evaluation services on an on-call basis for Agency. These services include but are not limited to performing data research, subsurface explorations, geophysical investigations, and other activities as deemed necessary to perform the requested study. The consultant shall submit all information generated by the study to Agency in a report that adequately describes the scope of the study, the work or tasks that were performed, all findings, observations, conclusions, and recommendations. The reports shall also include exhibits, drawings, illustrations and other supplementary documentation to compliment and support the information presented in the body of the report.

B. Provide technical support, if needed, for staff presentations and/or reports to Agency’s Board of

Directors. Be available to address the Board if required or requested by staff. Also be available to give expert testimony or depositions in court cases involving Agency’s well projects and/or groundwater management policies and activities.

C. Provide down-hole well design services on an on-call basis for Agency well projects. These services include providing design recommendations and/or calculations, developing detailed drawings, and refining Agency well construction specifications. The above ground design of the well sites will be done in house or by another consultant contract. All drawings will be produced using AutoCAD Release 2024 or newer in accordance with the guidelines provided in

Attachment 1. Specifications will follow Agency adopted CSI format standards. Specifications and drawing deliverables shall be submitted in accordance with the schedule provided in

Attachment 1.

D. Provide technical support to Agency staff during bidding and construction of well projects. This includes but is not limited to responding to bidder questions, providing addenda and written clarifications when necessary, responding to contractor Requests for Information (RFI’s), reviewing contractor submittals to assure conformance with the construction specifications and drawings, attending project related meetings, and addressing well construction problems and deficiencies. Provide construction inspection and observation services during critical phases of construction. Help identify and address issues pertaining to fluid or water disposal, cuttings disposal, noise mitigation, and other environmental controls. Assist with regulatory compliance issues as necessary. Compile and present bound reports containing construction records and as-built documentation for each project.

E. Provide general consulting services such as responding to design questions, interpreting code requirements, identifying and selecting design alternatives, assisting with cost estimates, providing peer reviews, and assisting with the development and improvement of Agency’s design standards, specifications, and drawings.

F. The following is a summary of Agency projects that the selected consultant could expect to work on during the contract years. This list is not comprehensive and subject to change as warranted by system demands and development trends.

• Big Horn Well 2

• Jean Harvie Well

• Center Street Well

• Excelsior Wells 4 & 5

4. Evaluation and Selection

4.1 Proposal evaluation and recommendation for selection

The Agency reserves the following rights, to be exercised in the Agency’s sole and absolute discretion: 1) to determine whether any aspect of a proposal satisfactorily meets the criteria established in this RFP; 2) to seek clarification or additional information from any Proposer; 3) to negotiate, sequentially or simultaneously, pricing and/or terms with any Proposer or vendor; 4) to reject any or all proposals with or without cause; 5) to waive any irregularities or informalities in a proposal; 6) to cancel or amend by addenda this RFP, in part or entirely; 7) to award multiple contracts to Proposers; and/or 8) award a contract to a vendor that did not submit a proposal.

Evaluation of proposals by a selection committee, evaluation panel, Agency staff, a technical advisory committee, or by another group, individual or entity is advisory only. The Sacramento County Water

Agency Board of Directors or its designee may consider or reject such evaluation(s) for any or all proposals. Such evaluations are for the sole benefit of the Sacramento County Water Agency Board of

Directors or its designee, and as such, they are not binding upon the Agency, nor may they be relied upon in any way by a Proposer.

4.2 Evaluation of responsiveness

The Agency will consider all the material submitted by the Proposer to determine whether the

Proposer’s offer is in compliance with the terms and conditions set forth in this RFP. Proposals that do not comply with the provisions in this RFP may be considered nonresponsive and may be rejected.

4.3 Evaluation of responsibility

To determine whether a Proposer is responsible, the Agency will consider the Proposer’s general qualifications to perform the requested services in a satisfactory manner; financial responsibility;

integrity; skill; past performance; and ability. Proposals from Proposers considered non-responsible will be rejected.

4.4 Evaluation panel and evaluation criteria

After review of each responsive proposal, the Agency may award a contract to a successful Proposer based on the evaluation criteria, or it may establish a short list of Proposers for further consideration.

The short list of Proposers may be asked to provide additional information. The short list of Proposers may also be asked to attend an in-person or telephone interview/presentation, as determined by the

Agency in its sole discretion.

Evaluation criteria shall include the following

A. Quality of the proposed services, including:

o How well the proposed services meet the requirements as stated in the RFP o Quality of the proposed schedule/work plan/implementation o Demonstrated understanding of the scope of work and Agency’s needs

B. Experience and qualifications, including:

o Experience o Expertise of staff o Capability o Past performance o References o Resources of the firm

C. Quality of proposal compliance, including:

o Compliance with proposal format & content o Acceptance of the Agency’s terms and conditions (Attachment 2)

4.5 Execution of contract

The selected proposer shall execute an agreement with the County of Sacramento, using the standard consulting agreement (Attachment 2). Any requested revisions, deletions, or additions, to the language in the attached sample agreement shall be clearly set forth in the proposal for the County’s consideration.

Before a contract becomes effective between the County and any proposer, the contract must be reviewed by County Counsel and the contract award must be approved by the County Board of

Supervisors or its designee. If for any reason the County Board of Supervisors or its designee does not ratify and sign the contract then there are no binding obligations whatsoever between the County and the proposer relative to the proposed contract.

5. Proposal Format and Content

When submitting a proposal, Proposers must follow the format and contents detailed below. Failure to do so will likely prolong the evaluation process and could result in a proposal not being considered.

The proposal shall be limited to a maximum of 15 pages on letter-sized (8 ½ x 11) paper. The double-sided sheet counts as two (2) pages. A maximum of two (2) pages of ledger-sized (11x17) paper will be allowed. This count also includes the cover letter and the table of contents. The cost information, employment practices, affiliation/accreditations, insurance requirements, conflicts of interest, and subconsultants, subcontractors, other service providers and suppliers shall not be counted against the

15-page limit. A cover page or pages used as tabs will not be counted against the 15-page limit if no pertinent information is placed on the page. The proposal must contain the following items:

A. Table of Contents

B. Statement of Qualifications. Provide a statement of qualifications for your firm that includes:

A. A summary of the firm's background and organization.

B. A statement of the firm's qualifications and available resources for performing the subject services.

C. A summary of the firm's experience with at least one (1) groundwater study and at least four (4) municipal well design and construction projects successfully completed in the last five (5) years.

The projects listed must be beyond the design stage. Include brief project description, dates, client information, contact name(s) and phone numbers and email addresses for references. Also, identify which proposed team member(s) worked on each project and in what capacity or role. Photos or example drawings may be included in a separate appendix. Photos and drawings are excluded in the page limit.

D. An organizational chart and a summary of qualifications and experience of the key members of the firm’s staff who would be expected to provide the desired services. Describe what the primary responsibilities of each staff member are. Also describe each team member’s involvement with the projects listed in the summary of the firm’s experience. Provide the same level of information for any proposed subconsultants.

The statement of qualifications should not exceed a total of nine (9) pages. If resumes are included, they should be attached as a separate appendix, and they will be excluded in the page limit.

C. Cost Information. In a separate sealed envelope, provide a summary of hourly rates and all other fees that your firm proposes to charge for the work listed in the SCOPE OF SERVICES section. The summary shall include labor rates for overtime work. List labor rates by job classification or title.

Maintain consistency between the rate schedule information and the titles listed for the project team. These shall be the rates and fees proposed for the first 12 months following execution of the proposed contract. The selected consultant will be allowed to increase their rates and fees at a maximum 3% annually for the remaining term and any contract extensions.

D. Employment Practices. Please provide a summary of your firm's employment policies and procedures including any equal employment opportunity and affirmative action policies.

E. Affiliation/Accreditations. Provide a listing of all professional affiliations and accreditations held by the firm. Also include a list of any certificates held by personnel proposed for assignment to Agency projects.

F. Insurance Requirements. Provide a statement that your firm will meet the insurance requirements provided in Exhibit B of Attachment 2.

G. Conflicts of Interest. Disclose with your proposal any actual, apparent, direct or indirect, or potential conflicts of interest that may exist with respect to the firm, management, or employees of the firm or other persons relative to the services to be provided under the agreement for On-call Hydrogeological

Consulting Services to be awarded pursuant to this RFP. Please indicate any current or recent associations with Agency or the County of Sacramento Community Services Agency. If a firm has no conflicts of interest, a statement to that effect shall be included in the proposal.

H. Subconsultants, Subcontractors, Other Service Providers and Suppliers. If the prime consultant intends to solicit subproposals and/or quotes for certain tasks on this project from qualified subconsultants, subcontractors, other service providers and suppliers, the prime consultant must not discriminate in the solicitation process and is encouraged to include qualified minority and women-owned firms in such solicitation opportunities.

Consultant shall not substitute any subconsultants, subcontractors, other service providers and suppliers identified in the agreement without the written consent of Agency. Agency reserves the right to qualify, accept, or reject any proposed subcontractor, subconsultant, or any other proposed service provider.

6. Vendor Submissions

6.1. Certification of Independent Contractor Status*

"I hereby certify that the Contractor/Consultant firm employs five or more full-time employees. “Full-time”, as defined by the Internal Revenue Service, means persons employed for 20 or more hours per week, and excludes temporary employees whose term of employment will be less than one (1) month.

This certification satisfies the Internal Revenue Service criteria for treatment of the above-named consultant as an independent contractor, not an employee for tax withholding purposes."

☐ Yes, I certify that the firm has five (5) or more full-time employees.

☐ No, I certify that the firm does not have five (5) or more full-time employees, and the firm provides services to the general public. (The County will conduct a tax determination review if this option is selected.)

*Response required

6.2. Contractor Certification of Compliance, part 1*

WHEREAS it is in the best interest of Sacramento County that those entities with whom the County does business demonstrate financial responsibility, integrity and lawfulness, it is inequitable for those entities with whom the County does business to receive County funds while failing to pay court-ordered child, family and spousal support which shifts the support of their dependents onto the public treasury.

Therefore, in order to assist the Sacramento County Department of Child Support Services in its efforts to collect unpaid court-ordered child, family and spousal support orders, the following certification must be provided by all entities with whom the County does business:

Contractor/Consultant hereby certifies that either:

☐ the Contractor/Consultant is a government or non-profit entity (exempt), or

☐ the Contractor/Consultant has no Principals Owners (25% or more) (exempt), or

☐ each Principal Owner (25% or more) does not have any existing child support orders, or

☐ Contractor/Consultants Principal Owners are currently in substantial compliance with any court-ordered child, family and spousal support order, including orders to provide current residence address, employment information, and whether dependent health insurance coverage is available. If not in compliance, Principal Owner has become current or has arranged a payment schedule with the

Department of Child Support Services or the court.

*Response required

6.3. Contractor Certification of Compliance, part 2*

a. Contractor/Consultant has fully complied with all applicable state and federal reporting requirements relating to employment reporting for its employees; and

b. Contractor/Consultant has fully complied with all lawfully served wage and earnings assignment orders and notices of assignment and will continue to maintain compliance.

NOTE: Failure to comply with state and federal reporting requirements regarding a Contractor's employees or failure to implement lawfully served wage and earnings assignment orders or notices of assignment constitutes a default under the contract; and failure to cure the default within 90 days of notice by the County shall be grounds for termination of the contract. Principal Owners can contact the

Sacramento Department of Child Support Services at 1-866-901-3212, by writing to P.O. Box 269112, Sacramento, 95826-9112, or via the Customer Connect website at www.childsup.ca.gov .

☐ Please confirm

*Response required

6.4. Proposal (without cost proposal)*

Upload your complete Proposal here. Do not include your cost proposal in this section.

*Response required

6.5. Cost proposal (separate)*

Upload your cost proposal here. Confirm that your cost proposal is not attached with your Proposal and is attached separately here.

*Response required

6.6. Confidential sections of proposal (if applicable)

The County will treat all information submitted in a proposal as available for public inspection once the

County has awarded a contract. If you believe that you have a legally justifiable basis under the

California Public Records Act (Government Code section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information in this section as part of your proposal response package. The final determination of whether the County will assert a proposer's claim of confidentiality shall be at the sole discretion of the County. Click "file upload" below to upload any proposal documents you consider to be confidential documents.

http://www.childsup.ca.gov/