RFP_No._WT-0243_Water_Loss_Control_Program_FINAL.pdf

RFP No. WT-0243 Water Loss Control Program Design and Technical Services

Request for Proposals for Water Loss Control Program Design & Technical Services

Contact: Katy Fitzgerald, Management Analyst

Email: kfitzgerald@santacruzca.gov

RESPONSE DEADLINE: April 24, 2026 at 4:00 p.m.

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Santa Cruz Water Loss Control Program Design & Technical Services

Contents

1. INTRODUCTION

1.1. Summary

1.2. Background

1.3. Timeline

2. GENERAL INFORMATION FOR PROPOSERS

2.1. Contact

2.2. Proposal Submittal Due Date

2.3. Responsiveness and Responsibility

2.4. Definitions

3. PRELIMINARY SCOPE OF WORK

3.1. Project Objectives

3.2. Minimum Qualifications

3.3. Preliminary Scope of Work

3.4. Responsibilities of City

4. PROCESS INSTRUCTIONS

4.1. Proposal Format

4.2. Questions and Requests for Clarification and Addenda

4.3. Proposal Evaluation Criteria

4.4. Responsiveness

4.5. Responsibility

4.6. Negotiations

4.7. Collusive or Sham Bids

4.8. Public Record

4.9. Award Protests

4.10. Debriefing

4.11. Contract Implementation

4.12. Reservation of Rights

4.13. Environmental Conservation and Sustainable Living

4.14. Financial Responsibility

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5. EVALUATION CRITERIA

5.1. Phase 1

5.1.1. Adherence to RFP Requirements

5.1.2. Firm Background Information

5.1.3. Firm Qualifications, Expertise, and Experience

5.1.4. Technical Approach and Work Plan

5.1.5. Cost Proposal

5.1.6. References

6. APPENDIX A: AGREEMENT

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1. INTRODUCTION

1.1. Summary

The City of Santa Cruz Water Department (SCWD) is soliciting professional and technical services to assist with the update of its Water Loss Control Program. The focus of the scope of work is on conducting a thorough evaluation of the current regulatory environment with an emphasis on evaluating the feasibility of achieving the customized Water Loss Performance Standard by 2028 as defined by the California State Water Resources Control Board (SWRCB) per CA Water Code 10608.34 and Executive Orders B-37-16 and B-40-17 and California Senate Bill (SB) 555. SB 555 establishes Annual Reporting and Water Loss Standards for water service providers.

Proposals must include the application of standardized principles and techniques as outlined in the American Water Works Association (AWWA) M36 standard: Water Audits and Loss Control Programs in addition to the integration of innovative tools and approaches to leveraging new technologies and related data now available to SCWD.

The categorial and prioritized areas of focus and the related tasks shall be completed within calendar year 2026. Any work plans and related projects that require further professional and technical support may be evaluated and considered for continued, contractual support and implementation in Fiscal Year 2027 and 2028.

1.2. Background

The City of Santa Cruz Water Department (SCWD) owns, operates and maintains a large public water system (i.e. 200+ connections) per SWRCB permit. The treated water distribution system is composed of 270 miles of water mains with approximately 25,000 service connections.

SCWD produces approximately 2.6 billion gallons of water annually from local sources composed of both surface and ground water supplies.

In 2015 and in accordance with California SWRCB and AWWA M36 standards, SCWD initiated the development of a Water Loss Control Program with an emphasis on enhancing the understanding of both the quantity and types of water loss occurring in the distribution system. In coordination with consultant support, the early phases of program development were designed to enhance water auditing methodology and data collection procedures with the goal of accomplishing Level 1 Validation certification per the 2016 Water Research Foundation Guidance Manual.

The consultant supported work on Water Loss Control Program development through 2019, resulting in a robust management program including annual routine activities and work plans that collectively contribute to significant improvements in data validity of the annual water audit and achieving a high level of confidence in the reported volumes of water losses.

Since 2020, multiple new technologies have been implemented at the utility level such as the completion of an Advanced Metering Infrastructure (AMI) meter replacement program and the implementation of an asset-based Computerized Maintenance Management System (CMMS). Additionally, other utility improvements are in process such as a billing system software replacement and the installation of a new treated water effluent master meter.

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1.3. 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.

ACTION DATE

1. Issue RFP April 3, 2026

2. Deadline for submitting questions April 17, 2026, 5:00pm

3. Issue Addendum April 21, 2026

4. Proposal due date April 24, 2026, 4:00pm

5. Issue Notice of Intent to Award May 15, 2026

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2. GENERAL INFORMATION FOR PROPOSERS

2.1. 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/190150. 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 Question Deadline Time on April 17, 2026.

2.2. Proposal Submittal Due Date

Proposals are due no later than 4:00pm on April 24, 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/190150. 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.

2.3. 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.

https://procurement.opengov.com/portal/santacruzca/projects/190150 https://procurement.opengov.com/portal/santacruzca/projects/190150 mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/santacruzca/projects/190150

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

Proposers have the right to take exception to the specifications or terms and conditions of this RFP, however, such exceptions may deem the proposal non-responsible. Any exceptions taken must be explained in the proposal and submitted by the submittal due date. Any exceptions that contradict the City’s terms and conditions or contain provisions that are not in the best interest of the City will disqualify the Proposer. If exceptions are not explained, the Proposer will comply with the specifications as stated in this RFP. Exceptions submitted after the proposal due date will not be accepted.

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

2.4. Definitions

In this RFP document:

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

RFP.

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

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

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

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

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3. PRELIMINARY SCOPE OF WORK

3.1. Project Objectives

The goals of this project are to evaluate the applicability of the California SWRCB Economic Model default parameters in the context of the SCWD Individual Water Loss Standard and to conduct a feasibility assessment of achieving regulatory compliance with the water loss performance metric.

The successful completion of the objectives shall inform the development of a work plan designed to leverage the recent implementation of technologies at the utility level (AMI, CMMS, software programs, etc.) to both enhance the Water Loss Control Program and prepare the utility for the CA State Bill 555 (SB 555) compliance milestone in 2028.

3.2. Minimum Qualifications

• Have experience with the design and implementation of Water Loss Control Programs in addition to the execution of the AWWA Water Audit methodology.

• Principal project staff shall be AWWA Certified Water Audit Validators.

• Firm has no fewer than three years of experience in performing professional and technical services for municipalities or water purveyors that is directly related to compliance with California SB 555 regulations. Reference checks may be used in evaluation of proposals.

• Demonstrated experience in conducting work for government institutions of similar or larger size and scope that resulted in the application of standardized or innovative approaches to the identification of water losses and the implementation of cost-effective loss reduction strategies.

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

3.3. Preliminary Scope of Work

Task 1: Regulatory Compliance and Planning

The City is seeking a firm to provide services for the Water Loss Reporting Program. Complete a thorough assessment of the validity and applicability of the water loss standard model inputs (water system specific and default data) to inform a broader feasibility assessment for compliance with the City of Santa Cruz Individual System Water Loss Standard as defined by the California SWRCB. The regulatory compliance assessment shall be based on recently validated levels of annual water loss data.

Task 1 Deliverables

1. Analysis report of the default model inputs for the applicability of SCWD-specific inputs relative to the regulatory performance metrics.

2. Assessment report of the SCWD Individual System Water Loss Standard based on current and historical levels of reported annual volumes of water loss. The report will be used to inform the scope and prioritization of work that may be required to achieve the benchmark regulatory compliance in 2028.

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3. Development of a customized work plan and schedule that is required to obtain California State Water Resource Control Board compliance by 2028 as defined by SB 555.

Task 1 Schedule: All tasks shall be completed to the City’s satisfaction and deliverables turned over to City staff within six (6) months after contract execution.

Task 2: Data Systems Support and Water Loss Control Program Development

Identify enhancements to water auditing procedures, data collection, data validity and the Water Loss Control Program Management with a focus on coordination with SCWD staff to review the status of the categorical areas of interest below.

Task 2 Deliverables

1. Recommendation for the optimization of the transition to the full deployment of AMI sales meters.

2. Recommendations on maximizing the integration of City Works, our new asset-based CMMS software for the tracking of water uses and losses on the water distribution system.

3. Report on water supply profile augmentation strategies and the best management practices for the volumetric and financial accounting associated with Interagency Water Exchanges and Aquifer Storage and Recovery (ASR) activities.

4. Report on recommendations for strengthening the Water Loss Control Program that includes the identification of SCWD projects and areas of interest that may require further consultant support.

Task 2 Schedule: All tasks shall be completed to the City’s satisfaction and deliverables turned over to City staff within six (6) months after contract execution.

Task 3: Reporting Support

Evaluation of the newly developed SCWD Leak Registry Program for regulatory compliance as defined by

SB 555.

Task 3 Deliverables

1. Analysis report on the preparedness for achieving regulatory compliance, leveraging CMMS software and in a broader sense, an assessment of the impacts to the Water Loss Control Program and operational procedures for ensuring the long-term compliance that is associated with the new regulatory requirement.

Task 3 Schedule: All tasks shall be completed to the City’s satisfaction and deliverables turned over to City staff within six (6) months after contract execution.

Task 4: Miscellaneous Water Loss Technical Assistance

This task may cover any technical assistance not listed in the previous tasks. The level of support and associated costs will be proposed through discussions with the SCWD.

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3.4. Responsibilities of City

The City will be responsible for providing the following:

• Provide all available pertinent background documents and information requested.

• Review and approve consultant’s work. Provide a single written set of City-generated deliverable review comments.

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4. PROCESS INSTRUCTIONS

4.1. Proposal Format

1. RFP Cover Page: Provides basic Proposer contact information and an authorized signature accepting the City’s terms and conditions as stated in this solicitation and Addenda acknowledgment (See Section 6) with any issued Addenda.

2. Proposal should answer the questions presented in Section 4. Proposal should be as concise as possible and not include generic marketing materials. Proposal should not exceed 20 pages, not including appendices or exhibits. Include a cover letter introducing the business and identify any exceptions taken in the City’s Professional Services Agreement, included as an attachment to this RFP.

3. Provide a separate Cost Proposal with complete pricing for all proposed tasks to be utilized for negotiation of the final agreement with the selected Consultant(s) only. Break down costs into as many tasks as deemed necessary, to clearly present the anticipated level of effort (hours) and costs, associated with the various activities and deliverables. State any and all assumptions, such as the number of meetings to be attended, or number of submittals to be reviewed.

a) Describe under what circumstances that City would be charged for additional work.

b) Provide a dated, current, fee schedule of hourly rates per title.

c) The cost proposal must be provided in a separate, sealed envelope. An electronic copy should not be provided.

4. Optional Appendices or Exhibits: Consultants are encouraged to include relevant sample reports, designs, plans, peer review reports, letters of recommendation, or other exhibits that may assist the City in favorably evaluating the Consultant.

5. Consultants have the right to take exception to the specifications or terms to this solicitation.

Any exceptions taken must be itemized and explained. Any exceptions that contradict the City’s terms and conditions, or contain provisions that are not in the best interest of the City may disqualify the Consultant.

4.2. 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 the 1.3 Timeline in INTRODUCTION Section. Any questions or objections not submitted within the time and manner stated above or to anyone other than the above-stated contact will be deemed waived. The City is not bound by the oral representation of any City employee or official. Answers to questions received will be sent out in the City's procurement portal.

The City may determine it is necessary to revise any part of this RFP. Revisions will be made by written addenda and it is the Proposer’s sole responsibility to comply with any addenda to this RFP. Addenda will be posted on the City’s e-Procurement Portal, https://procurement.opengov.com/portal/santacruzca/projects/190150, under Bidding Information.

https://procurement.opengov.com/portal/santacruzca/projects/190150/document?section=1765528 https://procurement.opengov.com/portal/santacruzca/projects/190150/document?section=1765528 https://procurement.opengov.com/portal/santacruzca/projects/190150

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4.3. Proposal Evaluation Criteria

RFP responses will be evaluated and ranked according to the evaluation criteria identified in the Sub- Section 2.3 Responsive and Responsibility of Section 2 GENERAL INFORMATION FOR PROPOSERS, below, by an evaluation committee composed of City staff. The evaluation committee will open and review the proposals in confidence. Proposals will be available to the public after the contract award.

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

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

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

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

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

4.4. Responsiveness

Does the proposal meet the minimum requirements in Sub-Section 2.3 Responsive and Responsibility of Section 2 GENERAL INFORMATION FOR PROPOSERS to be responsive (the submittal includes all of the required documentation).

4.5. Responsibility

Does the proposal meet the minimum requirements in Sub-Section 2.3 Responsive and Responsibility of Section 2 GENERAL INFORMATION FOR PROPOSERS to be responsive (the submittal includes all of the required documentation).

The total maximum score for the evaluation of proposals is 100 percent (100%). Proposals will be evaluated by the EC using the Proposal Evaluation Criteria as set forth in Section 5 EVALUATION CRITERIA. Proposals that are deemed responsive, from a Proposer that has been deemed responsible, will be evaluated based on the Evaluation Criteria below. Evaluation and scoring of proposals will be based on how likely the proposal content meets or exceeds the performance requirements of this RFP.

4.6. 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 https://procurement.opengov.com/portal/santacruzca/projects/190150/document?section=1765532 https://procurement.opengov.com/portal/santacruzca/projects/190150/document?section=1765532

April 2026 Page 13 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.

4.7. Collusive or Sham Bids

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

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

4.8. 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.

4.9. Award Protests

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

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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:

Katy Fitzgerald Management Analyst kfitzgerald@santacruzca.gov

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

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

City of Santa Cruz City Clerk Administrator

809 Center Street, Room 9 Santa Cruz, California 95060

Protests will be filed with the City Clerk’s office no later than 5 business days after the written Notice of Intent to Award is sent by the City. Protest letters will include:

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

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

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

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

• The form of relief requested.

The City Council will hear the protest prior to award of the contract. The protesting party may protest the City’s or successful Proposer’s failure to comply with the requirements of the Purchasing Ordinance or the solicitation documents. The protest must clearly set forth the basis for the protest; grounds not set forth in the written protest will not be considered by the City Council at the protest hearing. The City Council will sustain a protest if the protesting party demonstrates by clear and convincing evidence that, as specified above, the City would act improperly in awarding the contract. The decision of the City Council is final.

4.10. 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 mailto:kfitzgerald@santacruzca.gov

April 2026 Page 15 conference will be allotted a maximum of thirty (30) minutes and will consist only of evaluating the requesting Proposer’s Proposal.

4.11. Contract Implementation

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

• Proof of insurance and prevailing wage compliance documentation;

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

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

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

• The finalized contract will be in the form included as Appendix A Sample Agreement herein, and include the RFP documents, the Proposer’s response to RFP and Vendor Questionnaire, the Budget as described in Cost Proposal, and any negotiated modifications agreed to by the parties.

4.12. Reservation of Rights

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

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

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

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

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

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

• To request additional information from a Proposer;

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

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

o To verify the qualifications and experience of each Proposer;

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

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4.13. 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.

4.14. Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding to this RFP. Proposers acknowledge and agree that their Proposals will become the property of the City and may be used by the City in any way deemed appropriate.

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5. EVALUATION CRITERIA

5.1. Phase 1

Evaluation Criteria Scoring Method Weight (Points)

1. Adherence to RFP Requirements 0-100 Points 5 (5% of Total)

2. Firm Background Information 0-100 Points 5 (5% of Total)

3. Firm Qualifications, Expertise, and Experience

0-100 Points 20 (20% of Total)

4. Technical Approach and Work Plan 0-100 Points 30 (30% of Total)

5. Cost Proposal 0-100 Points 35 (40% of Total)

6. References 0-100 Points 5 (5% of Total)

5.1.1. Adherence to RFP Requirements

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

Proposal Format

Proposals should be organized as follows:

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

• Written Technical Proposal

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

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

Proposals shall be typed, as concisely as possible, and shall not include any unnecessary promotional material. The Proposer shall provide the information required in this Evaluation Criteria section and comply with the maximum page limitations provided for each subsection of the proposal. The RFP Required Submittal Documents do not count toward applicable section page limits.

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Resumes, if requested, shall be included as a separate attachment. Number every page sequentially beginning with the cover page, including any text, charts and graphic pages, including attachments and exhibits. If used, narrative pages shall be used sparingly and only where required to convey related information that cannot be accommodated. The proposal shall use Arial or a similar, easily readable font. A minimum of 11-point font size and 1.25-line spacing is required for text. Narrow or condensed fonts are not permitted. Font restrictions do not apply to attachments. Different size fonts will be allowed for headings, charts, tables, and graphics and must be easily readable.

5.1.2. Firm Background Information

This section must include the following (maximum 2 pages):

A. Legal name, addresses, telephone numbers of the principal office (national headquarters) and local office. Include the same information if services will be provided from additional locations.

B. Year established and history.

C. Business entity status (i.e., partnership, corporation, LLC).

D. Indicate if Proposer has defaulted in its performance of an agreement or project during the past five (5) years which has led the other party to terminate the agreement and if so, the identity of the parties involved and the circumstances of the default or termination.

E. Respond to the following:

1. Explain any pending litigation, liens, or claims involving your organization.

2. Has your company filed for bankruptcy in the last ten (10) years?

F. Provide information about your company regarding environmental conservation practices or objectives, Green Business certifications, alternative fuel service vehicles, superior employee benefit policies, or other applicable policies that align with Sub-Section Environmental Conservation and Sustainable Living in Section Process Instructions.

5.1.3. Firm Qualifications, Expertise, and Experience

In this section (maximum 5 pages), include the following:

A. Describe the Proposer’s qualifications and experience working on similar, relevant, or related projects that were completed, as outlined in Section Preliminary Scope of Work.

B. Describe how the Proposer (or Proposers if submitting a jointly prepared proposal) is organized to provide the required services as outlined in Section Preliminary Scope of Work.

C. If utilizing any subconsultants and/or subcontractors, describe their qualifications working on similar, relevant, or related projects that were completed, as outlined in Section Preliminary Scope of Work.

D. Provide a list of all services Proposer has performed for the City in the past three (3) years, include a description of the services, date of engagement(s), members of the proposed team that performed the services. Indicate if Proposer served as the prime contractor or as a subcontractor.

5.1.4. Technical Approach and Work Plan

A. Technical Approach: Describe your approach to completing the Preliminary Scope of Work.

Identify deliverables and key decision points. Provide comments regarding the proposed Section Preliminary Scope of Work. This may be used as an opportunity to expand upon your

April 2026 Page 19 team’s specific experience and expertise, and to outline any changes you believe would help achieve the Project’s goals and objectives.

B. Work Plan: Describe how the project team will fulfill the Section Preliminary Scope of Work.

Include a detailed project schedule in the Project Schedule Document. Provide a matrix of personnel, tasks, and an estimated effort in hours.

The work plan shall include a process for delivery of the range of services outlined in Section Preliminary Scope of Work. To the extent possible, the proposal shall reflect the roles and responsibilities of team members in the major tasks outlined in the Section Preliminary Scope of Work and strategies to accommodate the staffing needs for each task order. As appropriate, include tools and techniques you could use in addressing challenges and delivering services outlined in Section Preliminary Scope of Work.

Proposers shall address all major tasks outlined in Section Preliminary Scope of Work and as appropriate, suggest supplemental tasks/sub-tasks for incorporation into the final Section Preliminary Scope of Work.

5.1.5. Cost Proposal

Cost/Pricing is a factor in this selection. Proposers must complete and submit a separate Cost Proposal.

It is the Proposer’s responsibility to state all costs to provide the services outlined in Section Preliminary Scope of Work. Costs shall include, but not be limited to, direct labor, overhead, fringe benefits, profit, subcontractors, other direct costs (ODC) such as materials, supplies, taxes, and travel. A Proposer’s failure to submit a Cost Proposal will deem the submittal non-responsive. Include the Cost Proposal with the Electronic Response.

The price will be evaluated in the following manner:

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

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

5.1.6. References

In this section (maximum 5 pages), provide the following:

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

B. 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.

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

April 2026 Page 20

The City reserves the right to:

• Check as many references that the City deems necessary.

• Assess a Proposer’s past performance.

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

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

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

• Contact client references for only shortlisted Proposers.

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

April 2026 Page 21

6. RFP COVER PAGE

6.1. RFP Deadline

SoQs are due no later than 4:00 pm on 04/24/2026. All RFPs will be submitted electronically via the City’s e-Procurement portal: https://procurement.opengov.com/portal/santacruzca.

6.2. RFP Response Sheet

The undersigned, upon acceptance, agrees to furnish the following in accordance with the specifications and terms and conditions per City of Santa Cruz “Request for Proposals for Water Loss Control Program Design and Technical Services”.

The undersigned, under penalty of perjury, declares not to be a party with any other business to an agreement to bid a fixed or uniform price in connection with this RFP.

The unsigned declares under penalty of perjury that she/he is authorized to sign this document and bind the business or organization to the terms of this contract.

The undersigned recognizes the right of the City of Santa Cruz to reject any or all RFPs received and to waive any informality or minor defects in RFPs received.

The undersigned declares under penalty of perjury that the information contained in this RFP and all accompanying documents are true and correct.

Proposer Name:

Address:

Telephone Number:

Fax Number:

E-mail address:

Signature of Authorized Representative:

Printed Name of Authorized Representative:

Addenda

Proposer acknowledges receipt of addenda to this RFQ. All issued addenda must attached to the RFP.

How many addenda were issued for this solicitation? ________

April 2026 Page 22

7. APPENDIX A: AGREEMENT

City of Santa Cruz Professional Services Agreement for

May 2026 (Form Rev.02/26 ) Page 1

Professional Services Agreement With

_______________[CONSULTANT NAME]

For WATER LOSS CONTROL PROGRAM DESIGN & TECHNICAL SERVICES

THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) for professional services is made by and between the City of Santa Cruz (“City”) and _____________________ (“Consultant”) (each is referred to individually as a “Party” and collectively, as the “Parties”) as of ____________, 2026 (the “Effective Date”).

NOW, THEREFORE, in consideration of each other’s mutual promises, the Parties hereto agree as follows:

SECTION 1: SCOPE OF WORK

Consultant will furnish services as defined and described in the Scope of Work, attached hereto as Exhibit A and incorporated herein.

SECTION 2: RESPONSIBILITIES OF CONSULTANT

All services performed by Consultant, or under Consultant’s direction, shall be rendered in accordance with the generally accepted practices, and to the standards of, Consultant's profession. Consultant represents and agrees that Consultant: (i) is fully experienced and properly qualified to perform the work and services provided for herein, (ii) has the financial capability required for the performance of the work and services, and (iii) is properly equipped and organized to perform the work and services in a competent, timely, and workmanlike/professional manner, in accordance with the requirements of this Agreement.

Consultant shall not undertake any work beyond the Scope of Work set forth in Exhibit A unless such additional work is approved in advance and in writing by City. City shall compensate Consultant for such additional work on the same basis as provided for in Section 4.

If, in performing the services, it is necessary to conduct field operations, security and safety of the job site will be the Consultant's responsibility excluding, the security and safety of any facility of City within the job site which is not under the Consultant’s control or authority.

Consultant shall meet with Heidi Luckenbach, Director of the Water Department, hereinafter called "Director", or other designated and authorized City personnel, and/ or third parties as necessary, on all matters connected with carrying out Consultant’s services described in Exhibit A. Such meetings shall be held at the request of either Party.

Consultant shall obtain City’s review and acceptance of completed work monthly, or at other intervals as may be mutually agreed upon during the term of this Agreement. Review or acceptance of Consultant’s work by City or its designee shall not relieve Consultant from responsibility for errors and omissions in Consultant’s work.

SECTION 3: RESPONSIBILITIES OF THE CITY

City shall make available to Consultant all data and information in the City’s possession necessary to carrying out and completing the services and shall actively assist Consultant in obtaining such information from other agencies and individuals as needed. Consultant is entitled to reasonably rely upon the accuracy and completeness of such data and information, and Consultant shall provide City prompt written notice of any known defects in such data and information.

The Director may authorize a City staff person to serve as their representative with respect to this Agreement.

Consultant’s work shall be reviewed at such intervals as may be mutually agreed upon between the Parties. The City will be the sole judge of acceptable work, provided that such approval will not be unreasonably withheld or

May 2026 (Form Rev.02/26 ) Page 2 delayed. If the work is not acceptable, City will inform Consultant of the changes or revisions necessary to secure acceptance.

SECTION 4: FEES AND PAYMENT

For services actually performed, the City will compensate Consultant at the rates set forth in the Fee Schedule detailed in Exhibit B and in accordance with the terms set forth therein. Payment for Consultant's services in carrying out the entire Scope of Work shall be made within the budget limit, or limits shown, upon Exhibit B. Markups shall not be charged for any approved sub-consultants or subcontractors.

Consultant agrees that the payments to Consultant specified in this Section 4 will constitute full and complete compensation for all obligations assumed by Consultant under this Agreement. Such payments shall be considered the full compensation for all personnel, materials, supplies, and equipment used by Consultant in the Scope of Work. Where conflicts regarding compensation may occur, the provisions of this section shall apply.

Variations from the budget for each task which are justified by statements indicating personnel time expended and submittal of a revised budget are only allowed with prior City approval; however, in no event shall the total fee charged for the Scope of Work set forth in Exhibit A exceed the budget of $DOLLAR without advance written City authorization in the form of an amendment or change order.

Invoices shall detail the time worked by each class of employee on each task and the expenses incurred for which billing is made. 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. Unless otherwise specified in the fee schedule, payments shall be made monthly by the City within 30 days based on itemized invoices from the Consultant which list the actual costs and expenses.

All invoices shall contain the following affidavit signed by Consultant (if individual) or by an authorized representative of Consultant (if Consultant is an entity):

“[I] or [As an authorized representative of Consultant, I] hereby certify that the charge of (Insert invoice amount) as summarized above and shown in detail on the attachments is in accordance with the terms of the Agreement by and between the City of Santa Cruz and (Insert Party Name) dated (Insert Agreement Date), and has not been previously paid."

This Agreement is contingent upon the appropriation of sufficient funding by the City for the Scope of Work covered by this Agreement. If funding is reduced or deleted for the Scope of Work covered by this Agreement, the City has the option without penalty or liability to either terminate this Agreement or to offer an amendment to this Agreement indicating any reduced amount.

SECTION 5: TRAVEL REIMBURSEMENT POLICY

[OPTION 1: CHOOSE IF THERE WILL BE NO REIMBURSEMENT]

The City shall not be responsible for any travel, meal, or lodging reimbursements to Consultant and/or Consultant’s employees [OPTIONAL: unless otherwise specified in the Scope of Work]. [OPTIONAL: The total fees and costs of Consultant’s services shall not exceed the amount described in the Fee Schedule.]

[OPTION 2: CHOOSE FOR REIMBURSEMENT (CHECK BOX) OF RELEVANT

SECTIONS:]

May 2026 (Form Rev.02/26 ) Page 3

The City agrees to reimburse Consultant and Consultant’s employee(s) for only authorized travel expenses, as indicated by a mark below, and according to the City’s Travel Reimbursement Policy. It is expected that all travel expenses incurred by Consultant while conducting activities on behalf of the City will be at reasonable rates and that Consultant and Consultant’s employee(s) will exercise prudence in incurring these expenses. The total fees and costs of Consultant’s services shall not exceed the amount described in the Fee Schedule.

☒ Meals: Meals are reimbursed at the current GSA Meals & Incidental per diem rate by county (www.gsa.gov/travel). The City does not reimburse for actual costs for meals. Reimbursement is based solely on per diem rates. Do not submit meal receipts.

• Travel before 8:00am qualifies for breakfast reimbursement.

• Travel between 8:00am – 1:30pm qualifies for lunch reimbursement.

• Travel between 1:30pm – 7:00pm (or later) qualifies for dinner reimbursement.

• Days between hotel stays and days starting before 8am and ending after 7pm, qualify for the full GSA

Meals & Incidental per diem rate.

☒ Ground Transportation: Ground transportation is reimbursable when it is for travel between the Consultant’s place of business, an airport, or Santa Cruz hotel, as applicable, to the City work location.

1. Reasonable fees for taxis, shuttles, buses, trains, light rail, ride hailing services (Uber, Lyft or other), and similar modes of transportation will be reimbursed. Receipts are required for reimbursement.

2. When using vehicles owned by Consultant or Consultant’s employer:

• Mileage will be reimbursed at the current IRS mileage rate.

• Evidence of automobile liability insurance meeting the City’s requirements must be provided.

• Maps showing starting point, City work location, and total miles are required for reimbursement.

3. Use of car rentals are reimbursable when:

• Travel is necessary from an airport to the City work location.

• The rental reservation is made as far in advance as is practical and the lowest possible price is obtained.

• Insurance coverage is included, and the car is returned with a full tank of gas.

• The smallest vehicle necessary is rented.

• Parking expenses are included in the GSA Meals & Incidental per diem rate. The City will not pay additionally for parking expenses.

• Receipts are required for reimbursement.

☒ Airfare: Airfare is reimbursable when the Consultant’s place of business, or Consultant’s employee’s home, is more than 250 miles away from Santa Cruz.