Pump_Station_1_and_Soquel_Pump_Station_Design_(Addendum_#2_Revision).pdf

Request for Proposal

No. RFP No. PW-0268

FOR

PUMP STATION 1 AND SOQUEL PUMP STATION DESIGN

Contact: Michael Dyer, Sustainability and Resiliency Project Manager II

Email: mdyer@santacruzca.gov

RESPONSE DEADLINE: March 13, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Santa Cruz

Pump Station 1 and Soquel Pump Station Design

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 - Draft Agreement - PS-1 and Soquel PS

B - San Lorenzo River Channel Improvement Project - As-Built Plans

C - Preliminary Hydraulic Analysis

D - Pump Station 1 Preliminary Basis of Design

E - Soquel Avenue Pump Station Preliminary Basis of Design

F - Sample_Cost_Proposal_1_-_Cost_Plus_Fixed_Fee

G - BRIC Grant and Schedule

H - Downtown Plan - Appendix 8 - South of Laurel Area

I - 2025_Subrecipient_Handbook

#RFP No. PW-0268 Title: Pump Station 1 and Soquel Pump Station Design

1. INTRODUCTION

1.1. Summary

The City of Santa Cruz (City) Department of Public Works is soliciting Proposals from qualified consultants to provide the design, consulting, and engineering support services required to rehabilitate the City’s Pump Station No. 1 located south of Laurel Street Bridge and build the new Soquel Pump

Station south of Soquel Avenue Bridge on the west side of the San Lorenzo River.

The project budget is approximately $1,800,000.

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.

The City’s Pump Station No. 1 was originally constructed in 1959 as part of the San Lorenzo River levee system. Pump Station No. 1 collects drainage from the downtown area. Recent hydraulic modeling as part of the City’s ongoing FEMA certification effort indicated improvements to the existing downtown stormdrain and pump station network that may alleviate expected flooding after a major rain event. The

City contracted Balance Hydrologics to complete a preliminary hydraulic analysis of Pump Station No. 1 and its tributary storm drains. The City contracted with Schaff & Wheeler to develop a Preliminary Basis of Design report based on Balance Hydrologics’ findings. The Balance Hydrologics and Schaff & Wheeler reports indicate that:

• The conveyance limitations of the existing stormdrain network do not justify upsizing the existing Pump Station 1 outfall pipes and levee penetrations.

• The toe-drain, which runs along the outward toe of the west levee, limits the conveyance of stormwater from the north downtown region to Pump Station 1. Upsizing the toe-drain is infeasible due to recent private development adjacent to the toe-drain.

• A new pump station located at the southwestern corner of the Soquel Ave bridge crossing would help alleviate flooding in the north downtown area.

1.3. Contact Information

Michael Dyer

Sustainability and Resiliency Project Manager II

Email: mdyer@santacruzca.gov

Phone: (831) 420-5037

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 February 10, 2026

Pre-Proposal Meeting (Non-Mandatory) February 19, 2026, 10:00am

Spruce St and Laurel St Extension (Parking Lot behind Wheel Works)

RFP Questions and Clarification Due Date February 26, 2026, 5:00pm

Proposal Submission Deadline March 13, 2026, 5:00pm

Respondent Selection and Negotiations March 31, 2026

Notice to Proceed May 1, 2026 mailto:mdyer@santacruzca.gov tel:(831)420-5037

2. GENERAL INFORMATION FOR PROPOSERS

2.1. Summary Scope of Work

All applicants ("Proposers") 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 ("Proposers") to respond to this Request for Proposal (RFP) for the project (“Project”) titled below:

Pump Station 1 and Soquel Pump Station Design

RFP No. RFP No. PW-0268

The successful Proposer shall furnish all tools, equipment, materials, tax, apparatus, facilities, labor, transportation, supervision, and management, and pay applicable taxes and fees, 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/219555. 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 Thursday, February 26, 2026.

2.3. Proposal Submittal Due Date

Proposals are due no later than 5:00 pm on Friday, March 13, 2026, 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/219555.

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 (Non-mandatory)

A non-mandatory 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 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.

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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.

Proposer shall certify compliance with all applicable federal grant procurement requirements, including debarment and suspension, conflict of interest, and access to records provisions.

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/219555/document?section=2063578

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, subconsultants, 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, official, or agent. 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/219555, 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.

The total maximum score for the evaluation of Proposals is 100 percent (100%). Proposals will be evaluated by the evaluation committee as set forth in EVALUATION CRITERIA. Evaluation and scoring of

Proposals will be based on who likely the Proposal meets or exceeds the performance requirements of this RFP. After the initial proposal evaluation, the evaluation committee 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 and Responsibility

The Proposal must 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), and responsible (the documentation provided shows that the Proposer is capable of performing the Project).

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3.4. 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.

3.5. Collusive or Sham Proposals

No person, supplier, or corporation shall make or file or be interested in more than one Proposal for the same work, except so far as alternate Proposal may be called for. Nor shall any person, supplier, or corporation submit a collusive or sham Proposal, per se, directly or indirectly, to induce any other supplier to submit such a Proposal, 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-

Proposal to a proposer or quoting prices on materials for a Proposer, is not hereby disqualified from submitting sub-Proposals or quoting prices to other Proposers.

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.

3.6. 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.

3.7. 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:

Michael Dyer

Sustainability and Resiliency Project Manager II mdyer@santacruzca.gov

Any Proposer who unsuccessfully proposes 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.

3.8. 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.

3.9. Contract Implementation

Within ten (10) days of the issuance of the NOITA, the successful proposer will be required to submit:

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

Contract 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 Proposer Questionnaire, the

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

3.10. 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 seek a separate RFP or 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.

3.11. 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.

3.12. Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding in any way to this RFP, including but not limited to any interview process. 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

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Team Organization, History, and

Leadership

(Maximum 8 pages)

• Provide general information about the firm, such as lines of business and service offerings, locations of home and other offices, number of employees (professional and non-professional), years in business, and evidence of required licenses.

• Provide an organization chart showing roles and responsibilities of

Key Firms/subconsultants and Key

Personnel. Discuss alignment of roles and responsibilities with qualifications and experience of Key

Firms and Key Personnel.

• Discuss how your team has used this entity structure or similar entity structure to deliver similar projects, lessons learned from those projects, and benefits of the structure to the

City and this Project.

Points Based 20 (20% of Total)

2. Qualifications and Experience of Key

Personnel

(Maximum 5 pages, not including resumes)

• Provide resumes and biographical summaries for the proposed Key

Personnel to be assigned to the

Project, focusing on relevant expertise in designing, constructing, and commissioning projects of similar size and complexity. Preferred experience in delivering public projects. Please provide information for Key Personnel roles (some Key

Personnel may fill more than one role – please explain expertise in the multiple areas if someone fulfills more than one role) o Project Manager, Design

Manager/Design Lead

• Committed availability dedicated to this project.

3. Relevant Project Experience

(Maximum 8 pages)

• Provide information regarding the team members’ (firms and individuals) experience permitting, designing, constructing, and commissioning of similar pump station projects.

• Provide up to three client/owner references for each Key Personnel in the proposal that are similar or comparable to this project.

o 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.

o 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 current and accurate for each reference.

4. Design Proposal and Schedule for Task Orders

• Schedule o This project is funded by a FEMA

BRIC grant. The schedule in

Attachment G (from the

2/24/2026 addendum #1) is the approved schedule. The

Proposer shall adhere to the milestone schedule specified herein. If the Proposer determines that an alternative schedule is necessary or would improve the efficiency, sequencing, or delivery of the

Project, the Proposer may submit a proposed alternative schedule for the City’s review and approval.

o Provide a schedule showing detailing the completion of tasks, including milestone dates for primary deliverables.

• Design Considerations o Aesthetics: Describe the approach to incorporate Pump

Station 1 into the City's

Downtown Plan Expansion aesthetics including incorporation of the pump station in a public space.

o Access and Footprint: Describe approach to include access for maintenance and minimum footprint for station components, emergency supply storage, and maintenance equipment workspace.

5. Delivery Capacity

• Provide information regarding the overall approach to delivering the project, including the following:

o Describe the overall approach to delivering the project, including location and allocation of resources.

o Discuss the elements of the

Project that the Proposer intends to self-perform or to complete using named team-members/subcontractors.

o Identify work that is likely to be subcontracted.

• Proposers should demonstrate their capacity and capability to manage critical project components and articulate how their approach will deliver value to the City.

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 form Contract, attached hereto as Appendix

A. 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). Proposers and Subcontractors must register with the DIR in order to submit a proposal and be awarded a Contract (http://www.dir.ca.gov/dlse/dlsePublicWorks.html). No proposal will be accepted, nor any contract entered into without proof of the Proposer's and Subcontractors’ current registration with the Department of Industrial Relations to perform public work. If awarded a Contract, the Proposer and its Subcontractors, of any tier, shall maintain active registration with the Department of Industrial

Relations for the duration of the Project. Proposer must execute the attached exhibits related to compliance with the DIR Rules.

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. Contract Requirements (Appendix A)

The successful Proposer will be required to enter into a Contract in the form 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. If a Proposer is unable to accept City’s proposed Contract terms substantially in the form presented, the Proposer shall include a revised copy of the Contract 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 Contract.

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 Agreement shall commence upon Notice of Award and shall conclude no later than the

FEMA BRIC Phase I Design performance deadline, unless extended in writing and approved by CalOES.

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, http://www.dir.ca.gov/dlse/dlsePublicWorks.html genetic information (including family health history and genetic test results), organizational affiliation, 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 solicitation, 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. Section Intentionally Omitted.

Section Intentionally Omitted.

5.9. Section Intentionally Omitted

Section Intentionally Omitted.

5.10. Federal Grant Compliance

This Project is funded in part by federal funds administered through the California Governor’s Office

Emergency Services (Cal OES) under the FEMA Building Resilient Infrastructure and Communities (BRIC) program.

Proposers and the successful Proposer shall comply with all applicable federal, state, and local laws, regulations, and grant requirements, including but not limited to:

• Title 2 Code of Federal Regulations (CFR) Part 200

• 2 CFR Part 200, Appendix II (Federal Contract Provisions)

• Cal OES Subrecipient Handbook 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.

• FEMA BRIC program requirements

Failure to comply with these requirements may result in a Proposal to be deemed incomplete or unresponsive, and termination of the Agreement and/or disallowance of costs to a successful Proposer.

5.11. Federal Access to Records

The Proposer shall permit the City of Santa Cruz, Cal OES, FEMA, the U.S. Department of Homeland

Security, the Comptroller General of the United States, and their authorized representatives access to any books, documents, papers, and records directly pertinent to this Contract for the purpose of audits, examinations, excerpts, and transcriptions.

The right to access shall be retained for seven years (7) after final payment.

5.12. Debarment and Suspension

Proposer certifies that it is not listed on the federal government’s system for Award Management

(SAM.gov) as suspended, debarred, or otherwise excluded from receiving federal funds.

5.13. Conflict of Interest

Proposer shall disclose in writing any real or apparent organizational or financial conflicts of interest in accordance with 2 CFR 200.318.(c). Failure to disclose conflicts may result in termination of the Contract.

5.14. Prohibition on Cost-Plus-Percentage Contracts

Cost plus percentage of cost and percentage of construction cost contracts are prohibited under this

Contract pursuant to 2 CFR 200.324(c).

5.15. Affirmative Steps for Federally-Funded Procurements

If subconsultants are anticipated or used, Proposer shall take the following affirmative steps to enhance the participation of small and minority businesses, women's business enterprises, and Labor Surplus

Area (LSA) firms, collectively known as target firms –

A. Placing target firms on solicitation lists, B. Ensuring target firms are solicited whenever they are potential sources, C. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by target firms, D. Establishing delivery schedules, where the requirement permits, which encourage participation by target firms, E. Using the services and assistance, as appropriate, of such organizations as the Small Business

Administration (SBA) and the Minority Business Development Agency (MBDA) of the U.S.

Department of Commerce.

5.16. Geographic Preference

The Proposer selection process shall not include statutorily or administratively imposed geographic preferences, except where permitted by applicable federal law.

6. PRELIMINARY SCOPE OF WORK

6.1. Project Objectives

The Public Works Department of the City of Santa Cruz is soliciting proposals from qualified Proposers to complete the Project. The intent in soliciting proposals is for the successful Proposer to complete a biddable set of plans for the Pump Station 1 and Soquel Pump Station Design.

All services and deliverables provided pursuant to this RFP shall be prominent in compliance with FEMA

BRIC grant conditions, Cal OES requirements, and applicable federal regulations.

The design for this Project is funded by a FEMA BRIC (Building Resilient Infrastructure and Communities) grant. The grant application for FEMA BRIC was split into two separate phases; Phase 1 – Design, and

Phase 2 – Construction.

This project is funded by a FEMA BRIC grant. The schedule in Attachment G (from the 2/24/2026 addendum

#1) is the approved schedule. The Proposer shall adhere to the milestone schedule specified herein. If the

Proposer determines that an alternative schedule is necessary or would improve the efficiency, sequencing, or delivery of the Project, the Proposer may submit a proposed alternative schedule for the City’s review and approval.

All Phase 1 - Design work must be completed within the requirements as laid out in the BRIC grant.

FEMA has notified the City that Phase 2 - Construction of the grant has been cancelled and will not be funded. The City will be seeking alternative funding sources for construction.

Prior to grant award, the City contracted with Balance Hydraulics to perform Preliminary Hydraulic

Analysis (Attachment C) and Preliminary Basis of Design reports (Attachments D and E). Task 1

(Additional Hydraulic Modeling) will include reviewing and re-evaluating the initial hydraulic modeling.

Task 2 (Basis of Design) will be based on the results of the Additional Hydraulic Modeling and will be used to determine the best possible pumpstation upgrades to reduce flooding up to the 100-year event.

The successful Proposer will incorporate the findings of Balance Hydraulics into its biddable set of plans for Pump Station 1 and the Soquel Pump Station Design.

6.2. Minimum Qualifications

• Proposer must have successfully performed design support services on at least three (3) similar projects in the past ten (10) years in which it provided design support on similar type projects.

• Proposer must present sufficient qualified personnel to carry out the project tasks in a timely fashion.

• Proposer must have experience managing and delivering design support services on projects funded by Federal grants.

• All documents shall be prepared by a licensed professional Civil Engineer. The professional seal shall appear on the successful Proposer’s final documents. The engineer whose seal is shown will be known as the Engineer of Record.

• If exceptions are not requested, the Proposer will comply with the specifications as stated in this solicitation.

6.3. Scope of Work

Proposer shall provide all services and deliverables in accordance with State laws, regulations, standards, and applicable Building Resilient Infrastructure and Communities (BRIC) grant requirements, and City of Santa Cruz regulations, standards, and policies. These include, but are not limited to, the guidance provided in the:

• California Environmental Quality Act (CEQA) Statute and Guidelines,

• Caltrans Standard Plans and Specifications,

• City of Santa Cruz Standard Details

• Caltrans Design Information Bulletins, including DIB 94

The required design services will include, but not be limited to, the following: surveys, geotechnical engineering, utility coordination, environmental clearance requirements, preparation of permit applications, obtaining any required permits, right-of-way investigation, verification, and clearance requirements, utilities, signing, landscaping, and such other incidental features required to complete the

PS&E sets and final bid documents for the project inclusive of the tasks listed below.

The Proposer shall assess how the Pump Station 1 and Soquel Pump Station design alternatives may align with the City’s Downtown Plan Expansion, including interacting with or supporting anticipated future land uses and development opportunities.

As part of the design process, the Proposer shall evaluate and present alternative design concepts that consider:

• Opportunities to relocate, reduce or modify the overall footprint of the pump station sites;

• Creative engineering solutions that maintain or enhance the pump stations capacity, resiliency, and operational functionality while accommodating future development considerations;

• Design approaches that allow for shared or dual use of the sites, where feasible, including but not limited to usable open space, landscaped areas, or passive public amenities constructed above adjacent to pump station infrastructure.

The Proposer shall document these alternatives, including benefits, constraints, cost implications, and operational considerations, and review them with City staff prior to final design decisions.

Proposer shall identify and explain the necessity for any additional tasks required to successfully deliver the final design and bid documents and shall identify each of the significant subtasks required. Proposer is strongly encouraged to propose and include innovative and other approaches and tasks that will benefit the project.

The Proposer will be furnished with all existing known technical information, reports, documents, etc.

that have been utilized to develop the initial conceptual exhibit of the proposed improvements for this project.

For each task proposer shall define anticipated meetings, workshops, deliverables (reports and final products), timeline and ability to meet BRIC deadlines.

The Proposer selected will be required to complete all the following tasks and sub-tasks:

Task 1 – Additional Hydraulic Modeling

Proposer will review the Preliminary Hydraulic Analysis (Attachment C). Proposer will perform any additional hydraulic modeling deemed necessary for informing design decisions.

The Additional Hydraulic Modeling will help better characterize the expected flows up to the 100-year event. Proposer will take into consideration the City’s Letter of Map Revision application to FEMA

(currently under review), and the effects the proposed pump station will have on FEMA Flood Zone

Mapping.

Deliverables:

A. Technical Memo discussing the Proposer’s review of Preliminary Hydraulic Analysis. Identify key design parameters and remaining questions, and what additional hydraulic modeling and analysis may be required.

B. Stage Gate Meeting 1 with City Staff to discuss Additional Hydraulic Modeling Technical Memo.

Plan for Additional Hydraulic Modeling.

C. Additional Hydraulic Modeling Report describing the additional hydraulic modeling process and results. Present an alternatives analysis based on optimizing pump station flow and the effects on flood zone mapping in the downtown area. Summary of findings and key design decisions based on results.

D. Stage Gate Meeting with City Staff to discuss Additional Hydraulic Modeling Report.

Task 2 – Engineering Design – Basis of Design Go/No Go

The Proposer shall provide a Basis of Design report that shall include:

• Review the results of Task 1 – Additional Hydraulic Modeling

• Describe the proposed design for pump station(s)

• Describe the anticipated improvement in flood plain limits and flood depths

• Describe design considerations that align with the City’s Downtown Plan Expansion

• Provide 30% design of the pump stations showing layouts

• Provide proposed construction schedule and phasing

• Provide index of drawings and specifications o The Proposer shall prepare an index of design drawings with a brief description of the content of each drawing on the index.

o Indicate which drawings (sheet number and title) will be provided with the 50%, and 90% design review submittals.

o Provide an outline of the specifications (including section number and title) and indicate which specifications will be provided with the 50%, and 90% design review submittals.

Deliverables

A. Digital copies of Basis of Design report, Class 5 Cost estimate

1. Digital copies of the 30% design of both pump station layouts

2. Proposed construction schedule and phasing

3. Index of drawings and specifications

B. One meeting shall be scheduled with City staff after review of the Basis of Design report

Task 3 – Engineering Design - 50%

Proposer will prepare 50% level design plans and a Class 3 Cost Estimate. Include list of anticipated sheets and preliminary construction schedule.

Deliverables:

A. Digital copies of the 50% plan set, list of anticipated technical specifications

B. Class 3 Cost Estimate

C. Preliminary construction schedule

D. One meeting shall be scheduled with City staff after review of the 50% submittal.

Task 4 – Engineering Design – 90%

Proposer will prepare 90% level design plans and a Class 2 Cost Estimate. Technical specifications to be included.

Deliverables:

A. Digital copies of the 90% plan set, technical specifications

B. Class 2 Cost Estimate

C. Construction schedule

D. One meeting shall be scheduled with City staff after review of the 90% submittal.

Task 5 - Engineering Design – 100 %

Proposer will prepare biddable 100% level design plans and a Class 1 Cost Estimate. Biddable technical specifications to be included.

Deliverables:

A. Digital copies of the biddable 100% plan set and technical specifications, including schedule of values

B. Class 1 Cost Estimate

C. Construction Schedule

Task 6 – Project Management

The Proposer will perform project management and administration tasks required to provide supervision of the work and coordination with the City. Project Management will continue until project completion and contract closeout. Project Management task will include:

• The Proposer shall prepare an agenda and attend a project kick-off meeting with the City to review the scope of work, the initial tasks to be performed, the project schedule, the critical task items, areas of concern, and participate in a general exchange of views and ideas regarding the execution of the project.

• The Proposer shall prepare and distribute all meeting notices, agendas, and meeting minutes in consultation with the City Project Manager and other staff as requested.

• The Proposer shall prepare a project schedule clearly identifying each task, sub-task, and deliverables within each task, when each activity will begin, how long it will continue, and identify critical tasks, milestones, and deliverables.

• The Proposer shall prepare a monthly progress report on performance including status of costs, schedule update and status of all deliverables. The report shall be updated monthly and submitted along with monthly progress invoices from Proposer.

• The Proposer shall anticipate attending monthly Coordination/Status meetings to review the project with the City and stakeholders.

• The Proposer shall prepare and submit for changes in scope, or amendments to the agreement when appropriate, prior to performing the work. No additional payments shall be made to the

Proposer for any work that is out of the original scope contained in the agreement without prior written approval from the Director or City Project Manager.

• The Proposer shall establish a quality control plan and perform internal quality control reviews of all deliverables and critical work products developed by the Consultant prior to delivery to the

City.

• The Proposer shall administer and supervise the work of all sub-Consultants contracted to perform the work.

• The Proposer shall maintain project files electronically that will be handed over to the City

Project Manager at the conclusion of each phase of the project (PE and CON phases).

• The Proposer shall retain all financial and programmatic records related to this Contract for a minimum of seven (7) years following the end of the grant performance period or until resolution of any audit, whichever is later.

Invoices shall indicate the percentage completion of each work task as identified in the Scope of Work in

Exhibit A and the overall percentage of completion of the total required services. All invoices shall be supported by detailed source documentation, including timekeeping, labor allocations, and allowable cost documentation consistent with Cal OES and federal disbursement requirements.

Deliverables (include but not limited to):

• Project Kick-Off Meeting Agenda/Minutes

• Project Design Schedule, updated monthly

• List of Critical Tasks and Items of Concern

• Project Update Meeting Agenda/Minutes

• Monthly Progress Reports/Invoices o Must include Schedule of Values showing percentage progress of Task Billed and Task

Completed

• Information for use in Updating City of Santa Cruz Website

• Delivery of Project Files at Conclusion of design project

6.4. Responsibilities of Proposer

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

• All design services required by this Contract shall be performed by qualified engineers and other…