RFP EO-3750 Water Distribution Master Plan.pdf

Request for Proposal (RFP) to Provide Engineering Services for the 2025 Water Distribution Master Plan (EO-3750)

Approved this 17th day of June, 2025

Robert J. Verceles

Director of Water/ Sewer Engineering

Authorized this _______ day of _______________, 20___

B. Anatole Falagán General Manager

Approved as to Form this _________ day of _________________, 20___

Dawn McIntosh City Attorney

By: _________________________________________ Marsha Yasuda

Deputy City Attorney

17th June 25

18th June 25

1800 E. Wardlow Road, Long Beach, CA 90807

562.570.2300 | LBUtilities.org

June 11, 2025

Subject: Request for Proposal (RFP) to Provide Engineering Services for the 2025

Water Distribution Master Plan Project (EO-3750)

The Long Beach Public Utilities Department (LBPUD) intends to engage the services of a professional engineering consulting firm (Consultant) to perform an update to its potable Water Distribution Master Plan (Project). LBPUD last completed a Water Distribution Master Plan in 2020, and a copy of the current Master Plan can be obtained by request.

The Project will require the Consultant to perform all necessary analyses and documentation to evaluate and identify LBPUD’s existing water distribution system infrastructure rehabilitation and replacement projects, as well as recommend new infrastructure to meet various supply and demand scenarios, with a focus on developing a near and long-term capital improvement program (CIP).

A summary of the major activities the selected Consultant is expected to perform, but not limited to, for this Project are listed below:

• Evaluate and summarize existing and planned water distribution system facilities.

• Evaluate historical and forecasted domestic water demands.

• Review pertinent records and evaluate domestic water demand projections consistent with LBPUD’s Urban Water Management Plan, Water Resources Plan, previous studies, City of Long Beach’s General Plan and additional projections from developments not included in the General Plan, such as Water Supply Assessments if available for those developments.

• Update and calibrate a hydraulic model for LBPUD’s existing and future water distribution system and provide a detailed evaluation of storage requirements under various future supply and demand scenarios.

• Assess conditions of the water distribution system’s linear assets and the capacities to meet existing, projected future supply, fire flow and demand scenarios.

• Identify and update a recommended Capital Improvement Program for LBPUD’s water distribution system and facilities.

A non-mandatory pre-proposal online meeting will be held on Monday, July 21, 2025 at 10:00 a.m. via MS Teams. The purpose of this meeting will be to discuss the scope of work to be performed under the request for proposal.

2 │Long Beach Utilities

Request the pre-proposal meeting information by sending an e-mail to Ms. Amy Bandagski at amy.bandagski@lbutilities.org and include the subject line “2025 Water Distribution Master Plan Project: RSVP to Pre-Proposal Meeting”. Please include the names and emails of all personnel that will be attending the online meeting.

If your firm would like to be considered for providing these engineering services, please submit the information requested in this RFP as posted on Long Beach Buys (https://longbeachbuys.buyspeed.com/bso/). Proposals shall be submitted electronically via the City’s Long Beach Buys portal, available at https://longbeachbuys.buyspeed.com/bso/. Vendors must be registered with Long Beach Buys in order to submit a proposal. Proposals received after the deadline will not be considered. Department will not be responsible for submittals that are not received in Long Beach Buys.

The following exhibits have been included in this RFP:

Exhibit “A”: Scope of Work Exhibit “B”: Letter Proposal Requirements Exhibit “C”: Additional Information Exhibit “D”: Sample CONSULTANT Services Agreements Exhibit “E”: Sample Fee Schedule Exhibit “F”: Equal Benefits Ordinance Disclo

Proposals must be posted to Long Beach Buys no later than 2:00 p.m. on Wednesday, August 20, 2025 Pacific Standard Time and must be clearly marked “2025 Water Distribution Master Plan Project (EO-3750)”. Proposals that do not arrive by the specified date and time will not be considered. Proposers may submit their proposal any time prior to the submittal deadline. Other means of submission will not be considered unless otherwise authorized.

If you have any questions in regards to Long Beach Buys, please visit City of Long Beach Department of Financial Management Purchasing Division for additional information (http://www.longbeach.gov/finance/business-info/purchasing-division/). Technical support for Long Beach Buys is available by phone at (562) 570-6200 during normal business hours (8am – 6pm PT Monday through Friday).

Questions shall be submitted to Ms. Amy Bandagski at amy.bandagski@lbutilities.org no later than 4:00PM Pacific Standard Time on Wednesday, July 23, 2024. Responses to the questions will be posted on Long Beach Buys under the RFP title. All Proposers are recommended to visit the abovementioned website on a regular basis as the responses may be posted earlier than the deadline posted in the timeline above.

The LBPUD will not be responsible for or bound by (1) any oral communication or (2) any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the LBPUD representative. The LBPUD mailto:amy.bandagski@lbutilities.org https://longbeachbuys.buyspeed.com/bso/ https://longbeachbuys.buyspeed.com/bso/ http://www.longbeach.gov/finance/business-info/purchasing-division/ mailto:amy.bandagski@lbutilities.org

3 │Long Beach Utilities reserves the right to amend the RFP to address questions for clarification.

Proposers may modify or amend their proposal only if LBPUD receives the amendment prior to the deadline stated herein for receiving proposals. Alterations, modifications or variations to the proposal may not be considered unless authorized by this RFP or by addendum or amendment.

The LBPUD reserves the right to reject any or all proposals or select the proposal most advantageous to the Department. The LBPUD will select the Consultant which appears most likely to provide the services under the conditions that would be in the best interest of the LBPUD.

In accordance with the Americans Disabilities Act (ADA), the information contained in this RFP is available in an alternative format by request.

Sincerely, Robert J. Verceles, P.E.

Director of Water/Sewer Engineering

Attachments: Exhibits A, B, C, D, E, and F cc:

Amy Bandagski, E.I.T, Civil Engineering Associate

A-1

REQUEST FOR PROPOSAL (RFP)

ENGINEERING SERVICES FOR THE

WATER DISTRIBUTION MASTER PLAN UPDATE (EO-3750)

EXHIBIT "A"

SCOPE OF WORK

I. INTRODUCTION

The Long Beach Public Utilities Department (LBPUD) intends to engage the services of a professional engineering consulting firm (Consultant) to perform a comprehensive potable water system master plan update for the City of Long Beach. LBPUD completed a potable Water Distribution Master Plan in 2020, and a copy of the current Master Plan may be obtained by request.

The Project will require the Consultant to perform all necessary analyses and documentation to evaluate and identify LBPUD’s existing water distribution system infrastructure and rehabilitation and replacement projects, as well as recommend new infrastructure to meet various supply and demand scenarios, with a focus on developing a near and long-term capital improvement program (CIP).

II. BACKGROUND

Since its formation in 1911, Long Beach Water Department, now Long Beach Public Utilities Department, has been delivering safe and reliable drinking water to over 470,000 residents in the City of Long Beach and has approximately 96,000 service connections to residential, commercial, industrial and irrigation customers. Long Beach receives roughly 60-percent of its potable water supply from local ground water wells and the remaining 40-percent from imported water purchased from Metropolitan Water District of Southern California (MWD). Currently, all groundwater is collected at the Long Beach Groundwater Treatment Plant, which has a design capacity of 62 MGD.

The City of Long Beach consists of approximately 50 square miles and is bounded by the City of Lakewood to the north, and to the west by the cities of Carson and Wilmington.

Long Beach includes one of the busiest ports on the west coast and is a built-out city under constant redevelopment. LBPUD is looking to perform a pipeline condition assessment to identify vulnerable linear assets in the system with a high likelihood of failure in the near-term. The condition assessment would incorporate water main break history, pipe data, geographical data, valving information and other available information to analyze the condition of the linear assets and identify any trend. The goal of the Water Distribution Master Plan is to develop near and long-term CIP for the LBPUD to address hydraulic deficiencies and pipelines with a high likelihood of failure and to update and calibrate the hydraulic model updated demands and new improvements.

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LBPUD had a variety of programs related to the water distribution system. They are as follows:

• Water Pipeline System Improvements o The Water Pipeline Systems Improvements program focuses on maintaining the reliability of the infrastructure necessary for water conveyance and distribution throughout the City. Projects in this category support the replacement, renewal, and improvement of linear assets such as transmission and distribution pipelines and valves. These projects and efforts aim to increase the reliability and hydraulic capacities of the system while addressing aging infrastructure and the assets useful lifecycle.

• Water Supply Program o LBPUD currently has 24 groundwater wells that convey supplies to

LBPUD’s Groundwater Treatment Plant. The Water Supply Program focuses on maintaining and improving the infrastructure necessary to ensure a reliable and drought-resilient water supply. Key activities include drilling of new groundwater wells and well rehabilitation, pipeline improvements of the existing groundwater collection system, pump station improvements at the 32nd Street Booster Pump Station, and studies that focus on groundwater augmentation through use of alternative supplies.

• Cathodic Protection Program o LBPUD’s cathodic protection program prevents corrosion and ensures prolonged dependability of the water system by evaluating system continuity and measuring pipe to soil potentials at the cathodic protection test stations. LBPUD had approximately 208 cathodic protection test stations located on the distribution and transmission system watermains.

• Reservoir/Treatment Plant System Improvements o The Long Beach Public Utilities Department (LBPUD) operates a treatment plant that ensures a consistent, clean supply of drinking water from local groundwater resources. After local groundwater undergoes the treatment process, supplies are conveyed to storage tanks at Alamitos Reservoir, where water is stored until further distribution to the City’s residents and businesses. In addition to the tanks at Alamitos Reservoir, there are storage tanks at the J. Will Johnson Reservoir where imported water supplies are stored prior to distribution. Ongoing improvements at the treatment plant ensure that the City’s local drinking water supplies consistently meet or exceed all Federal and State regulations, while tank rehabilitation ensures the integrity, dependability, and prolonged life of these assets.

• Facilities/Security/Technology Projects o Projects under this category are related to the assessment, upkeep and upgrades of existing facilities, buildings, surrounding grounds and sites;

security projects such as camera installations, key vault upgrades, security booths, gates, access control and radio network improvements; and technology projects spanning the range of cybersecurity, project management systems, replacement of valve backflow management

A-3 systems, software and hardware requests and management of data and servers.

• Water Main Flushing Program o Currently LBPUD flushing is performed reactively to request from the treatment plan water quality and from customer complaints. LBPUD’s dead end flushing program annually flushes 192 out of 575 dead end locations ensuring all dead ends have been flushed within a 3-year cycle period.

• Bridge Crossing Program o LBPUD’s Bridge Crossing Program focuses on maintaining approximately

64 water main bridge crossings that span major waterways, drainage channels, and roadways. Projects in this program aims to ensure the integrity, dependability, and prolonged life of the water system, and the Water Main Bridge Master Plan identifies future projects for LBPUD.

• Large Valve Replacement Program o The large valve replacement program improves the water system’s reliability and restores operation functionality to the system. Valve maintenance is categorized in two categories, valves 12-inch and smaller and 14-inch and larger.

LBPUD’s water distribution system consists of:

• Two pressure zones

• Approximately 800 miles of water distribution pipelines that vary from 2-inches to

54-inches.

• 31 above-ground 3.3-million-gallon (MG) steel storage tanks located at the

Alamitos Reservoir Tank farm and JW Johnson Tank Farm

• Booster pump station located at 32nd Street

• 8 Metropolitan Water District interconnections and 2 interconnects with the City of

Lakewood

• Groundwater Treatment Facility which has a design capacity of 62 MGD

• Control valves and other appurtenances

A breakdown of the pipe material is included in the list below:

Material Percentage Asbestos Cement 43.01% Cast Iron 11.57% Steel Concrete Cylinder 6.77% Cement Mortar-Lined Cast Iron 4.04% Steel 1.31% Copper 0.44%

PVC 0.22%

Ductile Iron 32.21% Concrete 0.44%

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III. PROJECT SCHEDULE

LBPUD anticipates that the study for this Project be done on a prompt basis. The Consultant shall have 12 months from Notice to Proceed to finish the Project.

IV. TASK DESCRIPTION

TASK A: NON-OPTIONAL WORK

Task 1 General Administration, Meetings and Presentations for all tasks of the Project

a. At the commencement of the Project, the Consultant shall hold a "kickoff" meeting with LBPUD staff and other stakeholders to discuss the scope and parameters of the Project and LBPUD's experience with its existing water distribution system. Specific goals to be accomplished will be identified and effective strategies to accomplish the Project objectives will be developed during this meeting.

b. Attendance at Meetings: In addition to the kickoff meeting, the project managers assigned by Consultant, LBPUD and others shall arrange meetings to accomplish the goals of the Project described in this RFP. The Consultant shall assign appropriate engineering specialty staff, principals or arrange for appropriate sub-Consultant’s representatives to attend meetings. In addition to the Kickoff Meeting, the Consultant shall anticipate a series of workshops as identified in this RFP and bi-weekly progress meetings. It is anticipated that progress meetings will be held on a monthly basis, if the project proceeds without major issues and with steady progress at LBPUD’s discretion.

c. At the beginning of this project, a work plan will be prepared to set forth the significant milestones and deliverables to ensure compliance with the established project execution strategy and project goals. At a minimum, the work plan shall include a schedule prepared in MS Project 2016 and a work breakdown structure itemizing the Project tasks, clearly matching the Consultant’s invoice, including the cost for each task, the amount previously spent, the current invoice costs, and the amount spent to date.

The Consultant shall forward an updated work plan and schedule to LBPUD once a month along with the Consultant’s invoice.

d. The Consultant shall address any constraints or problems envisioned for the Project.

The Consultant shall use sound engineering criteria in the development and administration of the Project. The Consultant shall also be responsible for the accuracy of the work performed on the Project.

e. The Consultant along with the sub-Consultants and Project team and shall coordinate the efforts of the Project, monitor schedules and budgets, and administer the contract with LBPUD.

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f. The Consultant shall contact the project manager to receive authorization to proceed with additional tasks. Authorization may be done outside of the regularly scheduled progress meetings.

g. The Consultant shall be responsible for all printing costs, reproduction, and binding of all related documents for the Project unless stated otherwise herein.

h. At the completion of the Project, the Consultant shall furnish to LBPUD one electronic copy of all data on USB flash drive or external hard drive. All files submitted by the Consultant shall be in native format and in LBPUD’s latest version.

i. The Consultant shall furnish LBPUD paper copies of all deliverables under each subtask.

LBPUD will determine the number of copies for each deliverable prior to the Consultant’s submittal. However, for purposes of this RFP, assume 4-copies of every deliverable.

j. The Consultant shall prepare monthly progress reports summarizing the actual work performed, project issues, and the status of the project schedule and budget. The report shall be submitted with each invoice.

k. The Consultant shall include in its engineering fee the time and costs of the planned meetings with LBPUD, and other governmental/permit agencies required to establish an orderly development of the Project.

l. The Consultant shall send out meeting agendas at least three (3) days prior to each meeting and record the minutes of all meetings and shall submit a copy of the minutes to LBPUD within three (3) working days after each meeting.

m. The Consultant shall provide periodic submittals of information during the progress meetings to LBPUD staff to assure agreement on its contents and to reduce review time and effort by LBPUD during the Final Project Report Development.

At a minimum, Task 1 Deliverables shall include the following:

• Project schedules with monthly updates

• Meeting agendas and meeting minutes

• Presentation materials for workshops, progress meetings, etc.

Task 2 Data Collection and Assessment

a. The Consultant shall conduct a systematic data review to gather information about

LBPUD’s water distribution system including, but not limited to:

a. Distribution Master Plan, 2020

b. Water Resources Plan, 2024

c. Urban Water Management Plan, 2020

d. City of Long Beach General Plan, 2022

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e. Bridge Crossing Master Plan, 2024

f. Port of Long Beach Transfer Study

g. LBUD Water Loss Reports

h. Treatment Plant monthly reports

i. SCADA Data

j. GIS files

k. Hydraulic Model and Model Reference Guide Manual

l. Record drawings

m. Customer billing data

n. Operational data

o. Valve information

p. Break data

q. Current CIP information

r. Energy Master Plan

s. Other data the Consultant may request related to this task to sufficiently assess

LBPUD water distribution system

b. Review available LBPUD provided data, documents and files, and identify critical documents that may be missing, and request any information necessary to complete the task.

c. The Consultant shall meet with LBPUD staff to collect and review data and discuss any data gaps from the data collection.

At a minimum, Task 2 deliverables shall include the following:

• Documentation of data collection and review efforts in the Final Report, which includes identification of any data gaps, demonstrating the Consultant’s understanding of LBPUD’s various plans, studies and operational procedures

Task 3 – Evaluation of Existing, and Forecasted Demands

a. The Consultant shall evaluate existing and forecasted water demands that takes into consideration the following, but is not limited to:

i. Evaluation of historical water demands and an estimation of LBPUD’s forecasted water use in both wet and dry years

ii. Evaluation of billing data, city population changes and its impacts on historical and forecasted demands

iii. Purchased water from MWD and the City of Lakewood

iv. Groundwater pumping data

v. Reservoir level data

vi. Contractual issues (i.e. state regulations), consumption and conservation (drought restrictions) constraints that may impact forecasted demands

b. Consultant shall review and update as necessary periods with lowest and highest system demands and provide a summary of average annual demands and maximum day peaking factors. The Consultant shall develop 24-hour demand curves for the

A-7 maximum day demand, and low winter day demand (for water age simulation), and determine the peaking factors for maximum day, peak hour, and winter day demands from the average annual demand. The Consultant shall compare calculated peak hour and maximum day peaking factors with the factors developed during the previous hydraulic model calibration.

c. The Consultant shall develop various demand scenarios from planned developments and LBPUD’s future water system demand by identifying the necessary improvements needed to address future growth. This work will be a continuation of the efforts performed under the Water Resources Plan, where necessary, if not sufficiently detailed to develop future demand scenarios and needed utility improvements.

Additionally, the Consultant shall assess future fire flow and storage requirements.

d. The Consultant shall determine planning and design criteria for the Water Master Plan and hydraulic model. Planning and design criteria shall include but not be limited to pressure, velocity, fire flow requirements, peaking factors and roughness coefficients.

e. The Consultant shall provide regular updates at progress meetings to receive input from LBPUD staff and incorporate feedback and shall be included in the Final Report of the Project and shall include but is not limited to:

a. Current and projected water demands

b. Water demand forecasting methods

c. Population projections

d. Locations of redevelopment and land use changes

e. Average and maximum day demands, and peak hour factors

f. Tabulation and breakdown of water demands by pressure zone

g. Demand fluctuation (diurnal) curves by customer type

h. Water resources and water quality

i. Evaluation of SCADA and GIS

f. The Consultant shall also assume a minimum of one (1) workshop presentation evaluating existing, forecasted and potential demands. The workshop shall be no more than one (1) hour in length, not including a question-and-answer period.

Task 3 Deliverables:

• Memorialize findings in draft and final report under task 7.

Task 4 – Water Distribution System Condition Assessment

a. Utilizing the data obtained, analysis of the updated water distribution system hydraulic model, LBPUD’s on-going main replacement program and incorporating industry standards, and best-practices, Consultant shall perform a desktop analysis to identify constraints and potential improvements needed on the water distribution system. The Consultant shall consider at minimum, age, material, size, allowable pressure, soil conditions, potential of failure and consequence of failure of distribution and

A-8 transmission pipelines for 14-inch diameter and greater and valves 14-inch and larger.

Based on the locations identified in the desktop analysis, the Consultant shall prepare a plan to lay out how the field condition assessment will be performed for each identified location. The desktop analysis for valves shall establish criteria maximum number of customers out of service and maximum number of hydrants out of service for an average main break, determine max number valves to isolate a break, and identify alternate water supplies to critical customers. Additionally, the Consultant shall establish potential of failure (POF) and consequence of failure (COF) for valves 14-inch and larger and a determine a cost to valve assessment to improve system reliability.

b. As part of the plan, the Consultant shall prioritize the locations and evaluate and select appropriate field inspection technologies to utilize. If multiple technologies are being proposed for the same locations, provide a recommendation (e.g. pros and cons list) to be discussed with LBPUD. The plan shall provide a general timeframe to execute and complete the inspection work, incorporating vendor’s procurement procedures timeframe and technology availability. Pipeline technologies to be evaluated shall include both invasive and non-invasive methods. Field condition assessment efforts shall also consider soil corrosivity analysis and cathodic protection test station assessments. A field condition assessment of valves 14-inch and larger shall also be performed which shall consider if the valve can be found in all weather, is accessible, can be operated, and works properly.

c. Once a Condition Assessment Plan is agreed upon, prepare a detailed inspection work plan for each location. The work plan shall identify inspection sites, scope of work for the Contractor, work area and operational requirements, required permitting, coordination plan between staff, LBPUD Operations and outside parties, and other necessary requirements to facilitate the inspection work. This work plan will be incorporated into the scope of work with the Contractor and Vendors. If permitting is required, Consultant shall assist in obtaining the necessary permitting for all locations.

d. The Consultant shall also conduct two workshops for LBPUD to present the findings.

The workshop shall be no more than 2 hours in length, not including a question-and-answer period.

Task 4 Deliverables:

• Condition Assessment Work Plans

• Draft and Final TM discussing findings of condition assessment and pipeline inspection technology evaluation.

Task 5 – Hydraulic Model Update and Calibration

a. The Consultant shall prepare a technical memorandum to document the basis for the hydraulic model update and calibration. The memorandum should describe the methodology and provide a step-by-step procedure on how the model was updated, A-9 sources of data used to create and calibrate the model, identification and resolution to any data gaps, and provide procedures on how to update and calibrate the model in the future, including synchronization with GIS (e.g. importing pipelines and valves) and update demands. Additionally, the Consultant shall analyze the data in the existing model and determine if it can be streamlined for greater ease of use. A finalized version of the TM shall be included in the Final Project Report. LBPUD’s current hydraulic model is built in InfoWater Pro.

b. The Consultant shall coordinate and work with LBPUD staff, to deploy field monitoring points, identify any additional inspection manholes for additional pressure monitoring points, and identify SCADA tags.

c. The Consultant shall implement scenarios from Task 2, for the existing distribution system and future system demands and analysis with estimated capital improvements.

d. The Consultant shall calibrate the model to no more than 5 percent deviation from observed system energy grade line and field data collected, identifying model setting used to compare actual field operations and rectifying discrepancies.

Task 5 Deliverables:

• Draft and Final Technical Memorandum for Water Hydraulic Model update and calibration

• Updated and calibrated water system model in InfoWater Pro

Task 6 – Capital Improvement Program

a. The Consultant shall recommend an approach to evaluate any proposed projects and alternatives based on input from LBPUD staff. The evaluation shall facilitate the selection of projects and project alternatives that generate the highest value in terms of sustainability, environmental improvement, social benefit and economic gain and make associated recommendations for the existing water system and distribution network.

b. Consultant shall incorporate the results from the inspection reports, desktop analysis, field condition assessment, hydraulic model, and any other information related to the water distribution system to develop a prioritized and phased Capital Improvement Program (CIP). Where possible Consultant shall combine large (14-inch and greater) valve replacement projects with pipeline projects and needed cathodic protection test stations and rank and prioritize the combined project accordingly. Consultant shall explain its criteria for prioritization (i.e., ranking) and phasing of projects. This information shall be used to develop the draft and final technical memorandum (TM) for the Water Distribution Master Plan Update and Capital Improvement Program. The capital program shall take into consideration LBPUD’s annual funding. The final TM shall be included as part of the Final Project Report.

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c. The Consultant shall also assume a minimum of one (1) workshop presentation to present the Capital Improvement Program. The workshops shall be no more than 2 hours in length, not including a question-and-answer period.

d. The Consultant shall analyze multiple budget scenarios and develop a CIP implementation schedule in one-year increments for 10 years. The CIP shall be flexible to accommodate change in schedule. Assume three (3) budget scenarios to be evaluated. The budget scenarios will be discussed with the Consultant prior to analysis.

e. The Consultant shall identify improvements, priority, street moratorium information, cost and length of time required for engineering and construction. Provide a detailed description of all assumptions, and contingencies used to estimate project costs and utilize current Engineering News Record (ENR) Construction Cost Index (CCI).

Task 6 Deliverables:

• Draft and Final CIP improvement project priority list for the water distribution system including o Pipeline/valve improvements or replacements o Corrosion control program o Large valve replacements

Task 7 – Water Distribution Master Plan Final Report

a. Draft Final Project Report Submittal: The Consultant shall prepare and submit, for approval, an outline of the Draft Report for review and comment. The Draft Report submitted under this task will be a compilation of all the finalized deliverables provided throughout the course of the Project. The Draft Report shall include, at a minimum, an executive summary, introduction section, study area (service area, land use, population, existing system, operations, etc.), data used and referenced, a chapter on each project Task, and discuss assumptions and analysis made, results, conclusions and recommendations for the current water distribution system to meet existing and future conditions. The report shall also utilize language or includes a section that indicates that the Port of Long Beach shall be transferred to LBPUD for a unified distribution system.

b. Final Project Report Submittal: The Consultant shall prepare a Final Project Report incorporating all comments from LBPUD. The Final Project Report will form the Water Distribution Master Plan.

c. Consultant shall also assume a minimum of one (1) workshop presentation to present the Capital Improvement Program. The workshops shall be no more than 2 hours in length, not including a question-and-answer period.

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d. Provide five (5) hard copies and one (1) electronic PDF file of the Final Project Report, and all finalized working documents. Electronic PDF file shall include bookmarks for each chapter or section of the Final Project Report.

Task 7 Deliverables:

• Draft and Project Final Report to be reviewed by LBPUD.

TASK B – OPTIONAL TASKS

The following are optional items of work, and LBPUD reserves the right to exercise its option to delete or proceed with these items. The tasks shall not be started without written authorization from LBPUD.

Task 8 - Extra Services (Optional)

During the course of the work, conditions may occur that were not planned, anticipated, or foreseen. The extra service fee is based on 10% of the above nonoptional tasks. This task shall not be started without written authorization from LBPUD.

Task 9 – Condition Assessment Execution (Optional)

The Consultant shall secure the contractor and vendor contracts, manage the work as outlined in the work plans developed under Task 4, conduct meetings with necessary parties prior to and during the inspection work, and provide on-site support during inspection. LBPUD will assist in reviewing and responding to submittals and inquiries from the Contractor(s) and Vendor(s), and review data and inspection reports from the inspection technology vendor, for all locations inspected.

Task 10 – Hydraulic Model Technical Support (Optional)

Provide technical support which could include troubleshooting run errors, discussion of maintenance procedures, help with internally driven scenario development, or plotting special model run maps, for one year after calibration and update are complete and LBPUD accepts the updated model. Assume up to fifty (50) hours for technical support.

Task 11 – Flushing Program Development (Optional)

Consultant shall develop a Flushing Program for LBPUD. The primary objectives of the program include minimizing customer complaints, reducing water quality primary and secondary problems, maintaining the structural condition of pipe infrastructure, and exercising hydrants. The program shall consider, at a minimum, conventional flushing, unidirectional flushing and spot flushing, stagnant area flushing, and scheduled system-wide flushing and frequency. Information to help build the flushing program will include labor and equipment costs, water quality data, customer complaint records, fees associated with water flushing use and penalties for water quality violations, potential

A-12 property damage from incidental flooding. Consultant shall develop a database management system to store and organize pertinent information for LBUD to dynamically assess areas in need of flushing.

Task 11 Deliverables:

• Developed Flushing Program technical memorandum

• Data base management system

Task 12 – Valve Maintenance Program Development (Optional)

Starting from LBPUD’s existing Valve Maintenance Program, the Consultant shall amend or make recommendations to the program utilizing information gathered during Tasks 2 & 4 and shall also consider valve type, characteristics, age of valve relative to expected life, type of lining or coating, quality of water conveyed. The Valve Maintenance Program shall consist of, at a minimum, a valve replacement schedule and valve operations plan.

The developed program shall be for valves 12-inch and smaller.

Task 12 Deliverables:

• Developed Valve Maintenance Program

Task 13 – System Wide Pressure Study (Optional)

Consultant shall evaluate enhanced system wide pressure monitoring to improve data accuracy, enhance system reliability and provide better insights for operational decision making. This shall include utilizing existing data from SCADA and water loss reports and installation of additional pressure monitoring at critical facilities, reservoirs, pump stations, consumer endpoints or dead ends or meters to monitor pressures for a minimum of 2 weeks. Pressure monitoring shall occur multiple times throughout the year to capture differing seasonal variations. The objective of this study is to identify low-pressure or high-pressure zones, detect potential leaks, and to optimize pump and valve operations.

Consultant shall analyze and interpret readings with expected pressure ranges based on system design and demand patterns. Consultant shall Identify pressure fluctuations, which may indicate leaks, blockages, or pump deficiencies. Assess the impact of elevation differences on pressure variations. Results of the study shall be incorporated into a technical memorandum.

Task 13 Deliverables:

• Draft and Final System Wide Pressure Study TM

V. LBPUD RESPONSIBILITIES

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1. Provide project management. Assign a LBUD Project Manager to act as the project focal point.

2. Provide or make available upon request, reports, drawings, specifications, GIS land base maps, LBUD standard specifications, records and other data deemed useful for project development.

3. Award agreement to Consultant.

4. Administer agreement and make payments to Consultant.

5. Provide coordination to avoid interfering with other LBUD or City construction projects and major events.

VI. MISCELLANEOUS

1. All plans and other documents prepared by the Consultant on behalf of LBPUD shall become the sole property of the Long Beach Public Utilities Department.

2. All engineering design and calculations shall be based on design standards adopted by LBPUD and relevant agencies. These design standards in turn refer to various state and regional design standards.

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WATER DISTRIBUTION MASTER PLAN PROJECT (EO-3750)

EXHIBIT "B"

LETTER PROPOSAL REQUIREMENTS

I. LETTER PROPOSAL REQUIREMENTS

Although no specific format is required by LBPUD, this section is intended to provide guidelines to the Consultant regarding features, which LBPUD will look for and expect to be included in the proposal.

1. Content & Format

Organize and present a Letter Proposal in a neat and logical format, relevant to these services. Consultant’s proposal shall be clear, accurate, and comprehensive.

Excessive or irrelevant material will not be favorably received.

Proposals shall use a 10-point minimum font size and a maximum of 50 pages, including transmittal/offer letter and resumes of key people, but excluding Index/Table of Contents, tables, charts, and graphic exhibits. The purpose of these restrictions is to minimize the costs of proposal preparation and to ensure that the response to the RFP is fully relevant to the project. Submit a separate Fee Proposal to contain only enough pages to clearly respond to the information that is requested in the RFP.

The Letter Proposal should include the following:

a) Team Organization including an organization diagram.

b) Description of specific work tasks and activities, and concepts for conducting the work.

c) Descriptions of similar projects by the project manager and key staff to be used on this assignment.

d) Brief resumes of key staff listing CA PE number and showing a design year for each project (one page per resume).

e) Project schedule indicating the time frame for completing each task contained within the scope of work.

f) Cost and billing schedule of current hourly billing rates for each of the specialized engineers and of each support service.

2. Scope of Services

A description of the work program shall be included in this section. It should explain the technical approach, methodology, and specific tasks and activities that will be performed and designed to address the specific issues and work items identified in the RFP. It should also include a discussion of constraints, problems, and issues that should be anticipated during the contract, and suggestions for approaches to resolving them.

B-2

Additionally, state in what ways and for what reasons the proposal deviates from the scope of work as presented by LBPUD. Denote deviations per the Specific Scope of work Section. If additional Scope of Work items are identified, note and add them to the Scope of Services and the fee estimate.

3. Statement of Qualifications

Describe the qualifications of the firm, key staff and subconsultants that will perform on the project. The consultant and subconsultant qualifications shall be based on projects (less than ten) within the past five years that are similar in scope and size.

The consultant and subconsultants shall demonstrate competence to perform these services. The projects listed should be those that the key staff named for this project were responsible for performing services. Information shall include:

a) Names of key staff that participated on named projects and their specific responsibilities.

b) The client’s name, contact person, addresses, and telephone numbers.

c) A brief description of type and extent of services provided.

d) Completion dates (estimated, if not yet completed).

e) Total costs of the projects.

4. Project Team

The purpose of this section is to describe the organization of the project team including subconsultants and key staff. A project manager shall be named who shall be the prime contact and be responsible for coordinating all activities with LBPUD. An organization diagram shall be submitted showing all key team members and illustrating the relationship between LBPUD, the project manager, key staff, and subconsultants. There shall be a brief description of the role and responsibilities of all key staff and subconsultants identified in the team organization.

There should also be included in the section brief resumes of key personnel who will provide these services demonstrating their qualifications and experience. Resumes should highlight education, experience, licenses, relevant experience, and specific responsibilities for services described.

5. Project Schedule

A project schedule shall be included which identifies in graphical format the timetable for completion of tasks, activities and phases of the project, which correlate with the scope of work for the project. There should be a brief discussion of any key assumptions used in preparing the timetable and identification of critical tasks and/or events that could impact the overall schedule, including review periods.

6. Fee Proposal

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The Consultant’s fees shall be itemized in accordance with the attached spreadsheet (Exhibit E). In preparing the fee proposal for this project, the Consultant shall take into consideration the following:

a. Compensation for services provided shall be an hourly rate plus reimbursable with an upper limit.

b. A work plan, together with a breakdown of labor hours by employee billing classification, together with the cost of non-labor and subconsultant services shall be included with the fee proposal. The labor breakdown shall be compiled by project tasks and be based on a listing of work tasks that correlates with the Consultant’s defined scope of work for the project proposal. This information will be used by LBPUD staff to evaluate the reasonableness of the fee proposal and may be used in negotiating the final fee amounts for the contract agreement.

c. The Consultant’s standard billing rates for all classifications of staff likely to be involved in the project shall be included with the fee proposal along with the costs for any non-labor expenses and subconsultants.

d. Miscellaneous expenses should include only those expenses that are normally not covered by the consultant’s overhead rates.

Allowables:

• Copying & postage

• Certain mileage & travel expenses

• Items requested by LBPUD

• Outside services

Nonallowables:

• Computer charges

• Cost of telephone or facsimile equipment

• Health & Safety programs

• Administration charges

• Markups on non-labor expenses and sub-consultants

e. The Consultant shall submit their fee proposal in both PDF and Excel formats.

f. Pre-contractual expenses are not to be included in the Cost Proposal for services.

Pre-contractual expenses are defined as expenses incurred by the Proposer in;

a) preparing its proposal in response to this RFP; b) submitting that proposal to the Long Beach Public Utilities Department; c) negotiating with the Long Beach Public Utilities Department any matter related to the Proposer’s proposal; and d) any other expenses incurred by the Proposer prior to the date of award and execution, if any, of the Contract.

7. Statement of Offer & Signature

B-4

The Proposal shall be signed by an individual authorized to bind the Consultant and shall contain a statement that the proposal is a firm offer for a 90-day period.

8. Miscellaneous

If complete responses cannot be provided without referencing supporting documentation, such documentation must be provided with the proposal and specific references made to the tab, page, section and/or paragraph where the supplemental information can be found.

Proposers are encouraged to carefully review this RFP prior to preparation of the proposal. A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

LBPUD reserves the right to waive informalities and minor irregularities in proposals received.

Proposals must include any and all proposed terms and conditions, including without limitation, written warranties, maintenance/service agreements, license agreements, lease purchase agreements and the Contractor’s standard contract language. The omission of these documents may render a proposal non-responsive.

If Proposer forms a joint venture, a copy of the joint venture agreement will be requested if Proposer is selected for award. Do not submit the joint venture agreement with the proposal.

Proposals will become public record after a contract award is submitted to the Board of Public Utilities Commissioners or designee for approval, unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each Contractor may clearly label all or part of a proposal as "CONFIDENTIAL" provided that the Contractor thereby agrees to indemnify and defend LBPUD for honoring such a designation. The failure to label any information that is released by LBPUD shall constitute a complete waiver of any and all claims for damages caused by any release of the information.

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WATER DISTRIBUTION MASTER PLAN (EO-3750)

EXHIBIT "C"

ADDITIONAL INFORMATION

I. ELECTRONIC SUBMITTAL INSTRUCTIONS

Proposals shall only be submitted electronically via the City’s secure online bidding system Long Beach Buys portal, available at:

https://longbeachbuys.buyspeed.com/bso/view/login/login.xhtml

All required sections of the Proposal must be submitted via the Long Beach Buys portal. Consultants must be registered with Long Beach Buys in order to submit a bid. Registration can be complete at https://longbeachbuys.buyspeed.com/bso/view/login/login.xhtml. Registration is free for all Consultants and is required in order to respond to opportunities with the Long Beach Public Utilities Department.

For customer support accessing Long Beach Buys, please contact the Long Beach Purchasing team Monday through Friday, 8:00 am to 5:00 pm.

Technical support for Long Beach Buys is available by email at LBPurchasing@longbeach.gov, or by phone at (562) 570-6200 during normal business hours (8:00 am – 5:00 pm PT Monday through Friday) or by submitting an Issue Reporting Form which can be completed at the following link:

https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak- NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4 u&wdLOR=c713C83D7-4896-4449-9834-FB4A3401C10C

Note: Electronic bids are sealed and cannot be viewed until the deadline date and time.

II. GENERAL REQUIREMENTS

1. Insurance Requirements mailto:LBPurchasing@longbeach.gov https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u&wdLOR=c713C83D7-4896-4449-9834-FB4A3401C10C https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u&wdLOR=c713C83D7-4896-4449-9834-FB4A3401C10C https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u&wdLOR=c713C83D7-4896-4449-9834-FB4A3401C10C https://forms.office.com/Pages/ResponsePage.aspx?id=wxE_MWhCak-NO8fmUBg-eJhZqE0zY4JHucmtLMnWlxRUMzlJTVpROTNONUpZQ0tPMzVIQU5WQkk2Uy4u&wdLOR=c713C83D7-4896-4449-9834-FB4A3401C10C

C-2

The Consultant shall furnish with the proposal proof of the following minimum insurance coverage as shown in the attached sample Agreement (Exhibit D). These minimum levels of coverage are required to be maintained for the duration of the project.

2. Standard Form of Agreement

The Consultant will enter into an agreement with LBPUD based upon the contents of the RFP and the Consultant’s proposal. This agreement shall commence upon the issuance of Notice to Proceed and terminate 18 months from execution of the agreement by the General Manager. LBPUD’s Agreement is included as Exhibit D.

The Consultant shall carefully review the Agreement, especially in regard to the indemnity and insurance provisions, and include with the proposal a description of any exceptions or changes requested to the standard contract. If there are no exceptions, a statement to that effect shall be included in the proposal. There is no guarantee that the exceptions or changes requested would be accepted. The Consultant shall be prepared to state their position on the exceptions or changes to the agreement or all requests will be denied.

3. Disclaimer

This RFP does not commit LBPUD to award a contract, or to pay any costs incurred in the preparation of the proposal. The LBPUD reserves the right to extend the due date for the proposal, to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified Consultant, to verify any information submitted in the proposal, or to cancel this RFP in part or in its entirety. LBPUD may require the selected Consultant to participate in negotiations and to submit such technical, fee, or other revisions of their proposals as may result from negotiations.

LBPUD will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the LBPUD Contact.

4. Late Proposals

It is Consultant's sole responsibility to ensure that its proposal is uploaded in Long Beach Buys prior to the scheduled closing time for receipt of proposals. Proposals received after the closing time specified in the RFP will not be considered.

5. Withdrawal of Proposals

If a vendor needs to withdraw their proposal, the vendor may do so any time before the proposal opening, by going into the Long Beach Buys portal and selecting “withdraw”.