RFP-WAS-Water Quality Software SDD-079~1.pdf

SAN BERNARDINO COUNTY

SERVICE AREAS AND THEIR ZONES

Request for Proposal

No. SDD-079

SPD126-SPDAD-6472

Water Quality and Compliance Solution

Public Works Department – Special Districts

222 West Hospitality Lane San Bernardino, CA, 92415-0450

July 2026

Rev. 3/2026- Services

San Bernardino County Purchasing Department

Request for Proposal Water Quality and Compliance Solution

I. INTRODUCTION

A. Purpose

The San Bernardino County Department of Public Works, Special Districts Water and Sanitation Division, on behalf of all Board Governed County Service Areas and their Zones (District) is seeking Proposals from interested and qualified Proposers to provide a reliable and user-friendly water quality and regulatory compliance management software solution for key operations such as sample scheduling, laboratory result review, compliance tracking, historical data management, reporting, and field data collection. It is preferred that the selected Proposer and platform be able to integrate with applicable regulatory databases, laboratory systems, GIS tools, and existing and future District reporting platforms.

The number of awards will be determined by the quality of the proposals received.

B. RFP Contact

All correspondence, including Proposals and questions (not bid questions), must be submitted to the person identified below (RFP Contact):

San Bernardino County Public Works Department, Special Districts Department Attn: David Vogel 222 W. Hospitality Lane, 2nd Floor San Bernardino, CA, 92415 Phone: (909) 386-8800 Email: david.vogel@dpw.sbcounty.gov

Fax number and e-mail address may only be used to submit questions (not bid questions). Proposals will not be accepted by email or facsimile. Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). The completed proposal must be received by the Deadline for Proposals specified in Section II – Proposal Timeline. All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

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 three years beginning September 2026 and ending August 2029 with an option to renew for two additional one-year terms.

E. Location of Services

Location(s) where Services are to be provided, completed and managed at 222 W. Hospitality Lane, San Bernardino, CA 92415

The Proposer must include in Proposal, Attachment E - Cost, all transportation, lodging, and per diem costs sufficient to pay its personnel and travel to the aforementioned locations.

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.

mailto:david.vogel@dpw.sbcounty.gov

Request for Proposal Water Quality and Compliance Solution

II. PROPOSAL TIMELINE

Release of RFP August 20, 2026, 8:00 AM PST

Deadline for Submission of Questions September 8, 2026, 5:00 PM PST

Deadline for Proposals October 8, 2026, 4:00 PM PST

Presentation/Demonstration Week of October 19, 2026

Date for Tentative Contract Award November of 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 San Bernardino County Board of Supervisors, acting as the governing body of all Board-governed County Service Areas and their Zones.

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

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

County: San Bernardino County.

District: All Board-governed County Service Areas and their Zones.

Facilitator: A County 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 County 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 services described in this RFP.

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

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.

B. Term of Offer

Request for Proposal Water Quality and Compliance Solution

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. The District seeks the optimal combination of quality, price, and various qualitative elements of the required Services that will provide the District the greatest or best value for its money.

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 Water Quality and Compliance Solution

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. Local Preference The San Bernardino County has adopted a Local Preference Policy. A local preference of five percent (5%) shall be applied in the cost evaluation of proposals or bids for goods, services, equipment, or a minor public work project, unless an exemption applies. In a price-based bid, five percent (5%) will be deducted from the local vendor’s proposed cost for the purpose of comparison when the local vendor’s proposed cost is not the lowest. If the local vendor’s bid is equal to or lower than the price of an otherwise successful non-local vendor after the 5% preference is applied, the local vendor will be given the opportunity to match the lowest quoted price. In a best value evaluation, five percent (5%) of the awardable points for cost will be added to the local vendor’s score. If the local vendor’s overall score is equal to or lower than that of an otherwise successful nonlocal vendor, the local vendor will be recommended for award.

“Due to the evaluation of qualitative elements along with cost in a best value evaluation, application of local preference for cost proposals may not result in award to a local vendor with the lowest cost after applying local preference.”

Local Vendor - A local vendor is any vendor, contractor or consultant (hereafter “vendor”) that meets all of the following requirements:

1. Vendor’s main office (headquarters) or a major regional office is located within the County;

2. Vendor employs a minimum of 25% of the vendor’s full-time management employees and 25% of its full-time regular employees working from the San Bernardino County location(s);

3. Vendor employs one full-time or two part-time employees with primary residence in the County;

4. Vendor’s “point of sale” for purposes of reporting sales tax to the State Board of Equalization is within the boundaries of the County. The payment of any local share of sales tax must go to the County or a city within the County. If the local business has more than one sales office in the State of California, the office located in the County shall be the point of sale for sales tax calculation;

5. Vendor is not delinquent in any taxes or other payments to the County;

6. Vendor possesses a valid and verifiable business license (if required);

7. Vendor has been open and established for at least six months prior to the issuance of the solicitation;

8. Vendor can demonstrate on-going business activity in the field of endeavor on which they are proposing from that office during the preceding six months;

9. Vendor has not within five years prior to the solicitation admitted guilt or been found guilty by any court or state or federal regulatory enforcement agency of violation of any criminal law or any law or regulation regarding fraud;

10. Vendor is not federally debarred; and

11. Vendor is not suspended or debarred from participation in doing business with the County, in the scope of work that is the subject of the solicitation.

12. Local Vendor Self-certification – Documentation provided

Local Vendor self-certification form is required for any bid or proposal when a local preference is claimed affirming that it meets each of the above stated criteria, and signed by a vendor representative with the authority to obligate the company under penalty of perjury. (See Attachment)

I. Clarification of Offers

Request for Proposal Water Quality and Compliance Solution

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 § 7920.000). 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 California 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 District for, 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 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 upon submission that 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.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

Request for Proposal Water Quality and Compliance Solution

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 asked 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 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 District. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

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 District Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Department of Industrial Relations Registration https://www.sam.gov/

Request for Proposal Water Quality and Compliance Solution

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

A. BACKGROUND INFORMATION

The San Bernardino County Department of Public Works, Special Districts Water and Sanitation Division, on behalf of all County Service Areas and their Zones (District) is seeking proposals from interested and qualified proposers to provide a reliable and user-friendly water quality and regulatory compliance management software solution for key operations such as water and wastewater sample scheduling, laboratory data management and result review, compliance tracking, historical data management and graphing, reporting, and field data collection. It is preferred that the selected Proposer and platform be able to integrate with applicable regulatory databases, laboratory systems, GIS tools, and existing and future District systems. The District requires integration with regulatory databases, LIMS, GIS (ESRI), and enterprise systems; proposers shall describe API or batch methods.

B. PROJECT DESCRIPTION

1. The Department of Public Works, Special Districts Water and Sanitation Division seeks to implement a comprehensive, secure, and user-friendly water quality and regulatory compliance management software solution to support monitoring, scheduling, sample tracking, laboratory data review, reporting, historical data management, and operational oversight across multiple water and sewer districts within San Bernardino County.

The proposed solution shall assist the District in automating and improving the management of drinking water, wastewater, and related compliance programs. The software shall support routine and complex regulatory workflows, improve staff productivity, reduce manual errors and omissions, and provide a centralized platform for monitoring and reporting activities

The scope of this project includes software licensing or subscription, implementation, configuration, integration, data migration, training, testing, deployment, and ongoing support services.

a. Project Objectives

i. Automate and centralize water quality compliance activities across multiple districts, systems, and facilities.

ii. Integrate with the EPA’s Safe Drinking Water Information System (SDWIS) and the State of California’s drinking water information systems.

iii. Improve monitoring compliance by supporting the scheduling, collection, testing, submittal, and verification of water quality samples.

iv. Improve laboratory result intake, review, verification, and reporting processes.

v. Reduce missed, late, invalid, or incomplete sampling events through automated scheduling, alerts, and validation workflows.

vi. Improve visibility into constituent trends, compliance status, and operational performance through dashboards, graphs, and reports.

vii. Support field operations with mobile- or tablet-friendly data collection capabilities with full offline functionality and synchronization upon reconnection.

viii. Maintain historical sampling and compliance records by site, facility, district, and permit.

ix. Support regulatory reporting, including Consumer Confidence Reporting, Discharge Monitoring Reporting, and stormwater-related reporting.

x. Provide a secure, cloud-hosted solution with defined uptime (99.9%), backup, disaster recovery (RTO/RPO), training, go-live support, and post-implementation assistance.

b. System Features and Functional Requirements

i. Regulatory Integration and Compliance Management

Request for Proposal Water Quality and Compliance Solution

1. Integrate with the EPA’s SDWIS database and the State of California’s drinking water information systems.

2. Support verification of monitoring activities and regulatory submittals against applicable state regulatory databases.

3. Support multiple separate water and sewer districts with separate state and local requirements and permits.

4. Assign and manage sampling frequency, sampling locations, and compliance periods.

5. Track routine, repeat, triggered, investigative, and follow-up samples.

6. Automatically identify and flag missed, late, incomplete, invalid, or out-of-compliance samples or events.

7. Provide monitoring reminders and alerts for upcoming, due, overdue, and noncompliant activities.

8. Maintain historical sampling data, including site-specific records and long-term compliance history.

9. Support Consumer Confidence Reporting data management, report building, and drafting tools.

10. Assist with stormwater reporting and related compliance documentation.

ii. Advanced Automation and Data Review

1. Provide configurable rule-based automation and validation tools to help ensure water quality samples are scheduled, collected, tested, submitted, and verified against applicable state regulatory databases.

2. Review lab sample results from LIMS, third-party laboratories, or equivalent systems directly within the software.

3. Use algorithm-based review and workflow tools to optimize staff time and reduce errors and omissions.

4. Provide automated data validation, exception reporting, and workflow notifications.

5. Support configurable business rules or logic to identify anomalies, missing information, duplicate entries, or invalid sample conditions.

iii. Reporting, Analytics, and Visualization

1. Produce multiple graphs to track constituents over time.

2. Provide dashboards and trend analysis by constituent, site, district, permit, compliance period, or date range.

3. Provide standard and customizable reports for operational, compliance, management, and audit purposes.

4. Support historical reporting and export capability for long-term monitoring data.

5. Support preparation of regulatory, operational, and management summaries.

6. Maintain audit trails showing data entry, edits, approvals, submissions, and other user actions.

iv. GIS, Mapping, and Asset Visualization

1. Provide GIS integration or mapping capability with ESRI ArcGIS compatibility and defined integration method (API, real-time, or batch) for sample stations, wells, treatment plants, reservoirs, tanks, pump stations, sewer assets, and related infrastructure.

2. Associate sampling locations, monitoring points, and facilities with map-based views.

3. Provide spatial visualization of sampling sites and related operational assets.

v. Field Data Collection

1. Provide field data collection functionality that is mobile- or tablet-friendly for water quality sampling and field measurements.

Request for Proposal Water Quality and Compliance Solution

2. Allow staff to document sample collection activity, field readings, notes, inspections, and related observations in the field.

3. Support synchronization of field data to the central system.

4. Function in varying field environments including full offline capability with synchronization upon reconnection.

vi. Security, Hosting, and Business Continuity

1. Be SOC 2 Type II certified.

2. The system shall be cloud-hosted and meet County information technology security requirements.

3. Include data backup and disaster recovery capabilities.

4. The District prefers a proposed solution that supports secure user authentication through Azure Active Directory (Azure AD), or Microsoft Entra ID, and provides role-based access controls for field staff and authorized District users

5. Protect District data and maintain auditability of system activity.

6. Provide vendor-hosted maintenance, updates, and support, where applicable.

7. Contractor shall implement role-based administrative access using the principle of least privilege. Shared administrative accounts are prohibited unless approved in writing by the County. All administrative actions shall be logged and auditable.

Privileged access shall be reviewed at least quarterly, and the County may require removal of any privileged user at any time.

8. Contractor shall disclose all locations from which production support or administration is provided. Any offshore support functions must be specifically identified, including countries involved, security controls used, and the personnel with County system access. Administrative access to the production environment shall be performed only by personnel physically located within the United States unless expressly authorized in writing by the County.

9. Contractor shall continuously monitor supported systems for vulnerabilities and perform authenticated vulnerability scans at least monthly. Critical vulnerabilities shall be remediated within seven calendar days and High vulnerabilities within thirty calendar days. Contractor shall provide remediation reports upon County request.

10. Contractor shall notify the County immediately, and no later than twenty-four hours after discovery, of any actual or suspected cybersecurity incident, ransomware event, unauthorized access, unauthorized disclosure, malware infection, denial-of-service event, or compromise of County or Contractor systems affecting County services. Notice shall include the incident description, systems affected, estimated scope, containment actions, recovery actions, root cause analysis, and corrective action plan.

vii. Preferred Features

1. Backflow management software or integrated backflow management functionality.

2. Additional configurable workflows supporting specialized compliance programs.

3. Expanded integration capabilities with County GIS, operational, or reporting platforms.

2. Deliverables/Requirements:

a. The awarded contract shall include project planning, software configuration, implementation, testing, training, deployment, and post-launch support services.

b. Configure the system to align with District business processes, district structures, monitoring programs, facilities, sampling locations, and reporting obligations.

c. Provide implementation services sufficient to establish a fully functional production environment for District use.

Request for Proposal Water Quality and Compliance Solution

d. Provide migration or import assistance for relevant historical sampling, site, facility, asset, and compliance data, as applicable.

e. Provide integration services for applicable regulatory databases, laboratory systems, GIS or mapping tools, and other approved interfaces identified during implementation.

f. Provide a project schedule, implementation plan, testing plan, data migration approach, go-live plan, and post-implementation support plan.

g. Identify software maintenance windows, update practices, data retention capabilities, and backup/restoration procedures.

h. Customer service and support shall be available during normal business hours of 8am to 5pm

Pacific Time, with escalation procedures, designated points of contact, and defined response and resolution SLAs.

i. The proposer shall clarify what is not a part of the project, or work that is excluded.

j. Proposers shall demonstrate experience with public water and wastewater agencies of similar size, complexity, and regulatory requirements.

k. Specific deliverables, including outputs such as published materials or training curriculum.

3. Project Approach – The awarded contract with need to follow the District’s standard contract and follow the Public Works Departments invoice process, submitting an invoice through the Purchase Order process.

C. ADDITIONAL REQUIREMENTS

Any submissions that require licenses and/or software updates are the responsibility of the proposer.

Proposers shall identify all costs, assumptions, and exclusions.

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. Electronic response must be submitted through the San Bernardino County Electronic Procurement Network (ePro) https://epro.sbcounty.gov/bso/view/login/login.xhtml. 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 B - RFP Contact.

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. Reserved

5. 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.

6. 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 https://epro.sbcounty.gov/bso/view/login/login.xhtml

Request for Proposal Water Quality and Compliance Solution

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 point. 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.

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, except as noted in Attachment H.

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, permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 22

7. RESERVED

8. Project Team Organization Chart

Request for Proposal Water Quality and Compliance Solution

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

9. 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.

10. Work Plan and Schedule

Include the following:

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

b. Project schedule

11. Certification Regarding Debarment or Suspension

Complete Attachment D

12. Cost Complete proposed pricing on Attachment E.

13. References

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.

14. Former County Officials

Complete Attachment G

15. Exceptions to RFP Complete Attachment H.

16. Public Records Act Exemptions

Complete Attachment I – Public Records Act Exemptions if applicable.

17. 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.

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.

Request for Proposal Water Quality and Compliance Solution

A. QUALIFICATIONS AND EXPERIENCE

Weight: 25% 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: 35% 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

C. COST/REVENUE

Weight: 10% Considerations:

• Overall reasonableness of proposed pricing

D. REFERENCES

Weight: 5% Considerations:

• Satisfactory performance of similar work

• demonstrated knowledge and expertise

• work product, quality of interactions

• capability of assigned team members

• likelihood of continued use

E. INTERVIEW, PRESENTATION, OR DEMONSTRATION

Weight: 25% Considerations:

• Content conveyed or demonstrated in person to the evaluation panel

• Proposer demonstrated a clear understanding of the District’s needs

• General organization of the presentation or demonstration

• Proposer’s ability to answer questions posed by the District

• Proposer inspired confidence in the project plan or team

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;

and/or issue a request for Best and Final Offer (BAFO) from one or more Proposers.

The District will establish an evaluation panel with responsibility for reviewing all Proposals and conducting the evaluation. A Facilitator will manage the integrity of the 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

Request for Proposal Water Quality and Compliance Solution members, wherein the Facilitator will distribute all relevant information 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 evaluation process includes components such as oral interviews, product demonstration, 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 ratings are finalized and documented, the Facilitator will create a final evaluation scoring worksheet.

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

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 rated 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. RESERVED

E. Award

Request for Proposal Water Quality and Compliance Solution

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. Proposer may appeal the recommended award or denial of award (Protest), provided the Protest:

1. Is submitted in writing.

2. Is submitted within ten (10) calendar days of the issuance date of the NOIA.

A Protest can only be brought on the following grounds:

1. Failure of the District to follow the selection procedures and adhere to requirements specified in the RFP or any addenda or amendments.

2. Violation of conflict of interest as provided by California Government Code Section 87100 et seq.

3. Violation of State or Federal law.

Protests will not be accepted for any other reasons than those stated above. All Protests must be sent to:

Stephenie Shea, Acting Director of Purchasing

San Bernardino County Purchasing Department 777 E. Rialto Avenue San Bernardino, CA 92415-0760

Upon receipt of the formal Protest, the Purchasing Agent, or his/her designee, will attempt to resolve the Protest. A Protest shall be disallowed when, in the judgment of the Purchasing Agent it has been submitted:

(1) as a delay tactic; (2) for the purpose of posturing the Proposer advantageously for future procurement;

(3) in a form that deviates from the one prescribed; (4) without adequate factual basis or merit; or (5) in an untimely manner.

The Purchasing Agent shall make a decision concerning the appeal, and notify the Proposer submitting the Protest, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Purchasing Agent shall be deemed final.

Alternatively, at the Purchasing Agent’s discretion, an Appeal Panel consisting of five (5) members appointed by the Purchasing Agent shall hear the Protest The Proposer will be provided reasonable notice of the time, date and location of the hearing. In the event that a protesting Proposer does not appear at the Protest hearing as scheduled, the Protest will be disallowed.

The hearing is informal, in that it is not subject to the strict rules of evidence or procedure, and live witnesses, if any, will not be sworn. All relevant evidence is admissible, including hearsay. It will be up to the Appeal Panel members to consider the credibility of the evidence and the weight to give it.

The Panel will determine by at least three (3) affirmative votes: 1) whether the Protest was submitted timely;

2) whether the Protest is based on at least one of the three designated grounds identified above; and 3) whether the grounds on which the Protest are based have been substantiated.

Request for Proposal Water Quality and Compliance Solution

If any of the grounds are determined to be valid, the Panel will also decide if the valid portion of the Protest has so tainted the RFP process that it is unfair to the Proposer or whether the valid grounds for the Protest are in the nature of harmless error and that the RFP process was fair to the Proposer. The Panel will not re-evaluate the Proposals.

The Purchasing Agent shall notify the Proposer making the Protest of the decision, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Appeal Panel shall be deemed final. If the Contract must be approved by the Board, after receiving a decision from the Purchasing Agent or Appeal Panel, the Proposer may then present its Protest to the Clerk of the Board of Supervisors for the Board’s review and decision. The Proposer must file its written Protest with the Clerk of the Board or provide a verbal Protest (typically limited to three minutes) prior to the Board making a decision on the Contract. Any decision of the Board shall be deemed final.

A Proposer protesting the results of any of the processes described herein must follow the procedures set forth. By submitting a “Letter of Intent to Protest”, the Proposer has agreed that the protest procedures herein shall precede any action in a judicial or quasi-judicial tribunal regarding this Proposal. Protests that do not follow these procedures shall not be considered.