RFP-PWG126-ADMIN-6438-Cable Creek Basin.pdf

Rev. 3/2026 - Pro. Services

Request for Proposal No. PWG126-ADMIN-6438

Design of Cable Creek Basin

San Bernardino County Flood Control District 825 East Third Street

San Bernardino, CA, 92415 Release Date: July 6, 2026 Due Date: August 7, 2026

Purchasing Department

Request for Proposal Design of Cable Creek Basin

(Upper)

I. INTRODUCTION

A. Purpose The San Bernardino County, Flood Control District (District), is seeking Proposals from interested and qualified Proposers to provide engineering design services for the purpose of reducing peak flow rates into the Cable Creek Basin before it reaches Cable Creek Channel and the confluence with Devil Creek diversion Channel. The number of awards will be determined by the quality of the proposals received.

B. RFP Contact All correspondence, including Proposals and questions (no bid questions), must be submitted to the person identified below (RFP Contact):

San Bernardino County Flood Control District Attn: Rudy Velasquez 825 East Third Street, Room 140 San Bernardino, CA, 92415

(909) 387-7934 Phone

(909) 387-7801 Fax Rudy.Velasquez@dpw.sbcounty.gov Email

Proposals will not be accepted by email or facsimile (not bid questions). Proposals must either be submitted electronically through the County Electronic Procurement Network (ePro) or via (Paper) with three (3) hard copies with original/electronic signature and one (1) digital copy in Universal Serial Bus (USB) drive submitted to the above address. The completed and signed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline.

Proposer shall not include or upload on ePro Attachment E, “Fee Proposal Sheet(s),” as part of Proposer’s initial proposal, but instead shall mail or submit in person Attachment E, in a separate sealed envelope labeled “Fee Proposal Sheet” with the RFP Number and Title and the name of the Proposer clearly marked on the outside, to the address stated in Section 1, Paragraph B. The proposal and Attachment E must be received (in separate envelopes) on or before the Deadline for Proposals in the manner described in Section 1, Paragraph B. Failure to comply with this requirement shall disqualify the Proposer.

C. Reserved

D. Contract Term

Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be for a maximum of five (5) years, beginning in August 2026 and ending in August 2031.

E. Location of Services Location(s) where Services are to be provided, completed, and managed are at a location east of Frontage Road, west of W. Meyers Road, and south of Cable Canyon Road in the County of San Bernardino (Loc. Zone 2, Lat./Long 34.211008, -117.381598).

The Proposer must include in a separate envelope or file, Attachment E – Fee Proposal Sheet(s), all transportation, lodging, and per diem costs sufficient to pay its personnel and travel to the aforementioned locations.

Request for Proposal Design of Cable Creek Basin

F. Assistance to Proposers with a Disability Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFP July 6, 2026

Deadline for Submission of Questions 3:00 P.M., July 24, 2026

Deadline for Proposals 3:00 P.M., August 6, 2026

Date for Tentative Contract Award August 2026

Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered and both the question and answer will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

Board: The District Board of Supervisors.

Contract: The Contract between the District and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Consultant: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the District.

Facilitator: A Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Purchasing Agent: The Director of the Purchasing Department.

Request For Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the District. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

Services: The requested professional services described in this RFP.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Consultant who is performing services on behalf of Consultant under the Contract or under a separate contract with or on behalf of Consultant.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

Request for Proposal Design of Cable Creek Basin

B. Term of Offer Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The District is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The District reserves the right to issue amendments or addendums to this RFP if the District considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Best Value Evaluation As established in this RFP, the District realizes that criteria other than price are important and will award contract(s) based on the Proposal that best meets the needs of the District.

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The District may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the District may reject a Proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

A Proposer may not qualify the Proposal nor restrict the rights of the District. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the District to be immaterial or inconsequential, the District may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

Request for Proposal Design of Cable Creek Basin

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the District may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the District to award a contract. The District reserves the right to reject any or all Proposals if it is in the best interest of the District to do so. The District also reserves the right to terminate this RFP process at any time.

H. Reserve

I. Clarification of Offers

In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the District and are subject to release according to the California Public Records Act (Government Code §7290.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The District will use reasonable means to ensure that such information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the District might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the Public Records Act.

Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the District does not disclose the information marked “Confidential,” Proposer agrees to reimburse the Districtfor, and to indemnify, defend (with counsel approved by District) and hold harmless the District, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the District’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began

Request for Proposal Design of Cable Creek Basin employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies that at the time the Proposal is submitted, the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page- Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses) as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The District reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The District also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be requested to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

Request for Proposal Design of Cable Creek Basin

N. Debarment and Suspension; California Secretary of State Business Entity Registration Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance

Proposer affirms that it has no record of unsatisfactory performance with the District in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Department of Industrial Relations Registration Proposer must be registered with the Department of Industrial Relations as required by Senate Bill 854 (Chapter 28, Statutes of 2014) and Senate Bill 96 (Chapter 28, Statutes of 2017) to work on public works contracts as defined under the Labor Code.

V. SCOPE OF WORK – PROJECT

A. BACKGROUND INFORMATION

The Cable Creek Basin (Upper) is a flood control project that will reduce flooding by reducing the peak flow rate in Cable Creek before it reaches Cable Creek Channel and then the confluence with Devil Creek Diversion Channel. The existing improvements to Devil Creek Diversion Channel were designed to accept a peak discharge of 8,600 cfs from Cable Creek. Currently the 100-year peak flows at the project location are estimated at 10,830 cfs per the 1994 Cable Creek Drainage Study and in order to reduce the peak 100-year frequency storm flows discharging from Cable Creek into Devil Creek Diversion Channel to equal approximately 8,600 cfs, the proposed Cable Creek Basin (Upper) must be constructed within the area of the existing Cable Creek Spreading Grounds. This basin will attenuate downstream flows and provide the opportunity for stormwater recharge and water quality.

B. MINIMUM PROPOSER REQUIREMENTS

B.1 PROPOSAL REQUIREMENTS

• Proposer must submit a proposed draft work plan for conducting all the tasks described in the scope of work and all applicable back up documentation (the District reserves the right to use the proposal or proposal language as part of the contract language).

• Proposer must have successfully finalized 100% of construction plans, specifications, and engineering estimates for at least two similar detention basin projects, each necessitating approval from both Division of Safety of Dams (DSOD) and Department of Water Resources (DWR). Proposer's experience section should encompass details such as project names, locations, project owners, contact information for owner project managers, dates of DSOD and DWR approval, dates of completion for 100% Plans, Specifications, and Estimate (PS&E), total engineer estimate cost, actual construction cost, as well as construction beginning and completion dates.

The District reserves the right to request additional information and documents, and may reach out to any of the project owners listed in the experience section during the proposal evaluation period.

Projects that have not reached full construction or are still in the design or planning phases will not be regarded as relevant experience.

Request for Proposal Design of Cable Creek Basin

• A list of key personnel and respective resumes. Identify the duties that each person will be responsible for.

• The engineer's resume who will be responsible for signing and stamping the final plans and specifications along with providing a copy of his professional engineering license issued by the California Board.

• Corporate information, including corporate structure, officers, and history of service to the District or other public agencies.

1. WORK PLAN

The selected Proposer (Consultant) will prepare a Work Plan that includes a list of deliverables, milestone submittal schedule, summary of organization responsibilities and contacts, specific scope of work, task budgets, reporting and invoicing procedures, quality assurance plan, and Project filing system. The Work Plan shall be submitted to the District prior to the first invoice.

Deliverables:

• Work Plan to complete the 35%, 65%, 95%, 100% and final PS&E.

• Quality Assurance and Quality Control of all PS&E: Must provide record that all documents have been reviewed prior to submitting.

2. FIELD REVIEWS

The Consultant shall conduct field reviews of the Project site as required for design so that the design anticipates any construction problems that may occur.

3. PROJECT MEETINGS/COORDINATION

The Consultant shall document Project meetings and prepare minutes of the meetings for the District’s review within three (3) working days after each meeting. The proposal shall clearly identify within the cost proposal any management hours necessary to complete the project's required design services. The fee proposal at a minimum shall include the following items of work.

a. Kick-off Meeting – The Consultant shall organize an initial meeting with the District’s staff to review and confirm the Project scope, risks, issues, assumptions, and constraints as well as the Project schedule.

b. 36 Monthly Progress Updates – The Consultant shall schedule and conduct monthly progress meetings via in-person or video conference call with the District staff to review Project direction and redirect some elements as necessary to ensure the Project’s progress within the available budget and/or funding schedule. The Consultant shall maintain a list of action items with projected completion dates and shall use this as a basis for monthly updates to the District’s staff. The Consultant shall send the current action item list via e-mail to the District staff three (3) working days prior to each progress meeting.

c. The Consultant shall coordinate meetings and process Project documents for approval through DSOD, DWR, and government agencies.

Deliverables:

• Meeting Minutes.

• Written summaries of telephone/email coordination as appropriate.

• Monthly Progress Reports.

4. QUALITY ASSURANCE AND QUALITY CONTROL

Request for Proposal Design of Cable Creek Basin

The Consultant will have a Quality Assurance and Quality Control Plan in effect for the duration of the Scope of Services. The plan will establish a process whereby all deliverables are independently checked, corrected, and back-checked prior to any formal submission, and all job-related correspondence and memoranda are routed and received by affected persons and then appropriately filed. An appointed Quality Assurance Officer will monitor and review Project activities and deliverable schedules. All deliverables shall contain the signature of the Quality Assurance Officer.

Deliverables:

• Deliverables such as 35%, 65%, 95%,100%, and final plans, specifications, reports, cost estimates, quantity calculations, etc. shall be subject to signature by the Quality Assurance Officer.

5. PROJECT SCHEDULE

The Consultant proposal shall include a Project schedule for a period that does not exceed thirty (30) months starting from the award date. The Consultant will prepare and update a monthly Project schedule with tasks and milestones. The Consultant will break down the schedule by logical tasks consistent with the scope of work and with enough detail to track the Project's progress. Both a baseline schedule and tracking updates are required. The schedule must reflect realistic estimates of review periods by other agencies for tasks, such as reports, plans, permits, and coordination.

Deliverables:

• Project Schedule with Proposal

• Updated Monthly Project Schedule

6. MONTHLY PROGRESS REPORT AND INVOICE

The Consultant will establish and apply internal accounting methods and procedures acceptable to the District for documenting and monitoring contract costs. The Consultant will submit monthly invoices broken down in a manner consistent with the Work Plan. The Consultant shall include with the monthly invoice a progress report that reflects the work completed within the invoice period.

Payments to the Consultant are to be in arrears. In other words, the Consultant must have actually accrued and paid the costs before invoicing the District.

Invoices shall include the following:

• Prepared on the Consultant’s letterhead;

• Signed by the Consultant’s Project Manager;

• Progress report that reflects the work completed within the invoice period;

• Appropriate backup documentation is to be attached to the invoice.

• If the contract involves subconsultants, a separate invoice for each subconsultant shall be attached in the same format as the prime Consultant’s invoice and should be included in the summary of the prime Consultant’s invoice.

The Consultant shall regularly review Project budgets per task versus the percent of work completed per task to determine if there are any issues that need to be resolved, or if effective practices can be implemented to keep costs within budget. Tasks anticipated to exceed the total estimated costs must be identified and presented to the District as early as possible and before the work starts.

If the Consultant fails to comply with the above requirements, the District shall have the right to delay payment.

• Monthly Progress Report and Invoice.

Request for Proposal Design of Cable Creek Basin

B.2 PROJECT SCHEDULE

The Project Plans and all associated Reports, Special Provisions and Engineer’s Estimates as described in the scope of services of this RFP shall be completed within thirty-six (36) months of the notice to proceed.

B.3 HYDROLOGY/HYDRAULICS

The Consultant is responsible for preparing a hydrology and hydraulic report for the project utilizing the hydrology information from the City’s Master Plan of Drainage (MPD) and obtaining the necessary approval from DSOD and DWR.

The Consultant is responsible for arranging a meeting with both the DSOD and the District team to address any DSOD fees prior to making any payments.

The Consultant shall use Army Corps and/or WSPG for the Hydraulic analysis and the AES software or Pondpack program to perform basin routing analysis to model the proposed system, design the detention basin, design the inlet structure into the basin, design the basin outlet structure, design the spillway, and any other structure or lateral connection. All hydrological data including all assumptions, basis of analysis, and background information shall be included in the final project Drainage Report.

• The Final Drainage Report (signed and stamped by the Engineer of Record).

• The approval of DSOD and DWR.

B.4 GEOTECHNICAL SERVICES

Proposers should incorporate into their proposal the cost and task of finalizing the geotechnical report along with any additional technical assistance needed for the design and the creation of the final plans and specifications.

B.5 UTILITY COORDINATION

The Consultant is responsible for the Project utility coordination/relocation including identifying and mapping existing utilities, coordinating with utility companies, and assisting in utility relocations.

Utilities located in the Project proximity shall be delineated on plan views and profile views of the design plan accordingly.

B.6 ENVIRONMENTAL SERVICES

1. Environmental services

The Consultant shall prepare CEQA and NEPA compliance documents and provide any necessary documents in support of regulatory permits as required. All documents prepared under this Scope of Work shall assume at minimum, delivery of one draft submittal to the Department of Public Works Environmental Management Division (EMD) for review and comment. Upon review and comment, the document shall be revised to EMD’s satisfaction before acceptance. In addition, proposals shall assume up to two rounds of comments and revisions from any subsequent reviewing agencies before the document is accepted as final.

a. Project Management/Meetings

The Consultant shall participate in meetings with EMD and/or regulatory agency staff during the duration of the project. The Proposal shall clearly identify within the cost proposal any project management hours necessary to complete the project.

b. CEQA Compliance

Request for Proposal Design of Cable Creek Basin

The Consultant shall prepare a CEQA Initial Study and related technical reports, including but not limited to preparation of a Biological Resources Report, Jurisdictional Determination/Wetland Delineation Report and an analysis under the California Rapid Assessment Method (CRAM).

Proposal should list all technical reports deemed necessary to complete the CEQA Initial Study.

Consultation with the Native American Heritage Commission and applicable tribes shall be included as an Optional Task. Tribal consultation under Assembly Bill 52 will be completed by the District.

If those tasks are completed by District Staff, appropriate reports shall be provided to the selected consultant for inclusion into the environmental documents.

The Consultant Shall prepare Jurisdictional Determination/Jurisdictional/Wetland Delineation and CRAM analysis including but not limited to, identification of temporary/permanent acreages impacts of Waters of the US and Waters of the State (wetland and non-wetland), and identification of acreages and types of vegetation impacted within these waters.

Services related to circulation of the CEQA document, including but not limited to, preparing required notices (e.g. Notice of Intent (NOI) and Notice of Determination (NOD)), preparing the mailing list, circulation through the State Clearinghouse, direct mailings and preparation of advertisement for publication in the local paper.

Note: District staff will be responsible for publishing notices in the local paper and Clerk of the Board and posting environmental documents to its website.

• Draft CEQA document with technical reports

• Biological Resources Assessment Report

• Jurisdictional Determination/Wetland Delineation Report

• CRAM Analysis

• Final CEQA document with technical reports and responses to comments

• Mitigation Measure Summary

• NOI and NOD

• State Clearinghouse Submission Forms

• Surrounding property owner and agency mailing list and mailing certification

• Advertisement for publication in the local paper

• GIS Data

c. Regulatory Permitting Services (Optional but provide cost)

Prepare and submit permit applications for relevant regulatory agencies, including but not limited to:

• U.S. Army Corps of Engineers (USACE)

• Regional Water Quality Control Board (RWQCB)

• California Department of Fish and Wildlife (CDFW)

Request for Proposal Design of Cable Creek Basin

• Prepare technical memos or studies in response to regulatory agency requests.

• Attend meetings, site visits, and participate in communications with regulatory agencies as requested by the District.

• Draft Permit Application(s) as required

• Final Permit Application(s)

• Technical memos/studies as requested

• GIS data/maps as requested

B.7 ENGINEER’S ESTIMATE

The Consultant is responsible for creating and presenting the Engineer's Cost Estimate(s), encompassing shared components like mobilization, construction area signs, job site management, etc. This will be followed by individual breakdowns for the Project, incorporating all feasible construction elements outlined in the design package. The anticipated quantities will encompass various aspects, including but not limited to, specific categorizations such as removals, relocations, water pollution control, water diversion, demolition, basin construction (involving excavation, fill, compaction, reinforced concrete, rock slope protection, grouting, etc.), asphalt concrete (AC) paving if relevant, fencing and gates, survey monument if applicable, traffic control systems related to the Project, painting of pavement symbols and signs, raised pavement markers where appropriate, Project-specific signs, and more.

The Consultant is obliged to periodically update the cost estimates. At a minimum, these updates must be provided at 35%, 65%, and 95% completion of the Final Plan, alongside comprehensive backup calculation documents. The final construction cost estimate from the Consultant must be in harmony with the ultimate estimated quantities, with detailed computations showcasing projected quantities and costs of tasks, including cumulative totals. These computations will be shared with the District for assessment, but this act does not negate the Consultant's responsibility for submitting a precise quantity estimate.

Maintaining confidentiality is essential; all cost estimate records are considered confidential and can only be disclosed to the District's Project Manager. Submissions of cost estimates should be labeled as "Confidential" with a watermark. Within the Consultant's organization, disclosure of cost estimates should be limited to essential personnel on a need-to-know basis.

• Quantity Breakdown for Bidding and Engineer's Cost Estimate.

B.8 SURVEYING

Cable Creek Basin Project (F02837) in the City of Rialto, San Bernardino County.

The District will provide the aerial imagery, ground survey, and Right-of-Way Base Map, which are available as attachments in ePro. These tasks should not be included in your cost proposal. If you identify any additional items necessary to complete the project, please include them along with a brief justification.

1. Survey Data:

The Consultant shall provide all necessary survey data to complete the project design, including but not limited to:

Request for Proposal Design of Cable Creek Basin

a. The Consultant shall provide control, boundary, and topographic surveys for the basin and storm drain project. Provide survey data in an AutoCAD Civil 3D format. Horizontal and Vertical datum to be specified by the District. Accuracy specifications shall be determined by the District according to industry standards. The Consultant may ask for examples from County Surveyor.

b. The San Bernardino County Surveyor’s Office will be responsible for the monument preservation. The County Surveyor will reset or replace any survey monumentation damaged or destroyed.

c. All deliverables shall be reviewed and approved by a California Licensed Land Surveyor prior to submittal to the District. Incomplete surveys returned to Consultant by the District will be remedied by Consultant at no cost to the District.

d. The consultant shall establish the necessary control to complete the acquisition of all survey data. It is the sole duty of the Consultant to responsibly place said control so that its integrity and placement is not disturbed. If any supplemental control points are required to be established, re-established (i.e. remedied) it shall be at no cost to the District and completed by the Consultant.

• Survey data in AutoCAD Civil 3D format

• .xml files

• Control Network Adjustment files and reports

• Digital Photos

• Survey field notes

• Data Sheets (Benchmark, GPS, etc.)

• Control and Topo Point file with feature descriptions

ADDITIONAL REQUIREMENTS

Warranties, licensing, maintenance, change orders and modifications, extension or renewal, correction of performance deficiencies.

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. Proposals must be received by the designated date and time. All proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified. Late or incomplete proposals will not be accepted. System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph A - Purpose.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

4. Paper responses that are submitted by mail or in person to the RFP Contact and will be time/date stamped when received as long as they follow the requirements as specified in this Section A, Request for Proposal Design of Cable Creek Basin

Section B, and Section I - B. Proposals can be withdrawn at any time prior to the scheduled Deadline for Proposals.

Hand carried Proposals may be delivered to the RFP Contact between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday, excluding holidays observed by the District. Proposers are responsible for informing any commercial delivery service, if used, of all delivery requirements, and for ensuring that the address information appears on the outer wrapper or envelope used by such service.

5. Proposer shall not include or upload on ePro Attachment E, “Fee Proposal Sheet(s),” as part of Proposer’s initial proposal, but instead shall mail or submit in person Attachment E, in a separate sealed envelope labeled “Fee Proposal Sheet” with the RFP Number and Title and the name of the Proposer clearly marked on the outside, to the address stated in Section 1, Paragraph B. The Proposal and Attachment E must be received (separately) on or before the Deadline for Proposals in the manner described in Section 1, Paragraph B. Failure to comply with this requirement shall disqualify the Proposer.

6. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

7. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format Responses to this RFP must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

Format the Proposal to fit on an 8-½ v 11 sheet of paper with margins of at least ¾ inches. Text should be single spaced and font size should be no smaller than 11 points. Each page, including attachments, must be clearly and consecutively numbered.

2. Cover Page Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification

Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the District to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

Request for Proposal Design of Cable Creek Basin

e. A statement that the Proposer agrees to provide the District with any other information the District determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected will comply with all applicable rules, laws and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and have no exceptions to any requirements, terms or conditions.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the District the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

6. Licenses, Permits, and/or Certifications

Provide copies of all licenses (California), permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 21:

• Professional Civil Engineer

• Land Surveyors

• Geotechnical/Geologists Engineer

7. Project Team Organization Chart

Provide an organization chart illustrating the project team, and clearly show the organization of the team and the hierarchy of the members. It must include:

a. Organizational framework for the proposed project team.

b. Company name and staff name for each role identified in the chart.

c. Resumes of key personnel, including qualifications, education and project experience

8. Proposal Description The Proposal should include the following:

a. A brief synopsis of the Proposer’s understanding of the District’s needs and how the Proposer plans to meet them.

b. A detailed statement of the proposed Services.

c. An explanation of any assumptions or constraints.

9. Work Plan and Schedule

Include the following:

a. Summary of management/work plan for this Project.

b. Project schedule

10. Certification Regarding Debarment or Suspension

Complete Attachment D.

11. Cost Complete proposed pricing on Attachment E and enclose it in a separately sealed and labeled envelope to be submitted as part of the Proposal.

12. References

Request for Proposal Design of Cable Creek Basin

Provide three (3) references from other entities, preferably public agencies, of same or similar size as the District, with whom you have established a contract on a project of this nature. Provide Contact Name, Address, Phone Number, email, and dates Services were provided on Attachment F.

13. Former County Officials Complete Attachment G

14. Reserved

15. Public Records Act Exemptions Complete Attachment I – Public Records Act Exemptions if applicable.

16. Indemnification and Insurance Requirements Affidavit Submit evidence of ability to insure as stated in Section X, Paragraph B – Indemnification and Insurance Requirements. Proposer must complete and submit Attachment J – Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

18. Conflict of Interest Complete Attachment L – Conflict of Interest and Political Reform Act Obligations.

VII. EVALUATION

Proposals will be subject to an Initial Review to confirm responsiveness, by determining whether each Proposal includes the stipulated content, required certifications or licensing, etc., and is presented in the required format, in order for the Proposal to advance for evaluation. Any reasonable person reviewing for responsiveness must be able to ascertain that the Proposal meets these requirements.

The evaluation process includes the following categories, and may include additional specific criteria.

Likewise, the listed considerations are possible considerations, and may not be the only factors involved in the evaluation.

A. QUALIFICATIONS AND EXPERIENCE

Weight: 35% Considerations:

• Proposer background and reputation

• Qualifications of the project team

• Experience with local approval agencies

• Experience with publicly bid projects

Experience with similar services and entities

B. TECHNICAL REVIEW

Weight: 25% Considerations:

• Statement of understanding of the District’s needs

• Work plan

• Scheduling

• Technical specifications and functionality

• Quality control

• Training

• Adequacy of support staff and subcontractors

• Risk management

• Value-added aspects

Request for Proposal Design of Cable Creek Basin

C. SCOPE OF WORK

Weight: 25% Considerations:

• Project Understanding

• Project Schedule

• QA/QC

• Detailing potential issues and solutions

D. REFERENCES

Weight: 15% Considerations:

• Satisfactory performance of similar work

• Provide scope of work

• Demonstrated knowledge and expertise

• Work product

• Quality of interactions

• Capability of assigned team members

• Likelihood of continued use

The District may, at its sole discretion, create a shortlist of Proposals for further evaluation; require an oral interview, presentation, or demonstration; and utilize outside experts to assist in the evaluation process.

The District will establish an evaluation panel with responsibility for reviewing all Proposals and conducting the qualifications evaluation. A Facilitator will manage the integrity of the qualifications evaluation process and will not be a voting member of the evaluation panel. An initial meeting will be scheduled and held with the evaluation panel members, wherein the Facilitator will distribute all relevant documents to the evaluators including the RFP, evaluation criteria, and evaluation instructions.

After the initial meeting, evaluators will independently review and score the Proposals. The evaluation panel will then convene again to discuss the individual scores to resolve questions and to discuss the basis for individual scores, but not for the evaluators to agree upon scoring. At the end of this discussion, each evaluator will be given an option to revise his/her scores.

Evaluators will make independent determinations for scores, including review and understanding of any additional information obtained by the group discussion. In the event a score is revised, the evaluator will document the new score and provide comments to support the revision.

If clarifying information is needed at any point, the Facilitator will contact Proposer(s) to obtain the necessary information. The Facilitator will then provide the information to the evaluation panel electronically or verbally, as appropriate.

If the qualifications evaluation process includes components such as oral interviews and/or site visits, the Facilitator will coordinate those with evaluators. Individual scoring and any subsequent evaluation panel meetings with respect to such components must be conducted.

Once all scorings are finalized and documented, the Facilitator will create a final proposal evaluation scoring worksheet and rank the proposals first, second, third, etc.

Following the qualifications evaluation and ranking of the proposals, the Facilitator will open all fee proposals.

The ranking of the proposals will not be altered once the fee proposals have been opened. However, the fee proposals will be used during negotiations with the selected Proposer(s).

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

Request for Proposal Design of Cable Creek Basin

The District may require the potential Proposer(s) selected to participate in negotiations. This may include cost, technical, or other clarifications needed to make a decision.

A. Contract Negotiation

After selection, negotiations may be conducted with the Proposer(s) of the highest-ranked Proposal(s).

Negotiations, if held, shall be within the scope of work in the request for Proposals.

If the contract negotiations take place in San Bernardino County, California, the Proposer will be responsible for its travel and per diem expenses of its personnel.

B. Failure to Negotiate

If the selected Proposer:

1. Fails to provide the information required to begin negotiations in a timely manner; or

2. Fails to negotiate in good faith; or

3. Indicates it cannot perform the Contract within the budgeted funds available for the services; or

4. If the Proposer and the District, after a good faith effort, simply cannot come to terms;

Then the District may terminate negotiations with the Proposer initially selected and commence negotiations with the next highest ranked Proposer.

C. Notice of Intent to Award (NOIA) – Proposer Notification of Selection

After the completion of Contract negotiations a written or electronic Notice of Intent to Award (NOIA) and denial letters (or a copy of the NOIA) will be issued to all Proposers. The issuance date of the NOIA is the date the NOIA was delivered by email or into the care of the United States Postal Service for delivery to the Proposer.

D. Award

A Contract will be awarded based on a competitive selection of Proposals received. The contents of the Proposal of the successful Proposer will become contractual obligations and failure to accept these obligations in a Contract may result in cancellation of the award.

IX. APPEAL AND AWARD

In the event a dispute arises concerning the Proposal process prior to the award of the Contract, the Proposer raising the dispute shall submit a request for resolution in writing to the Purchasing Agent.