RFQ_No._10201136.pdf

Division of Engineering

Architectural and Engineering Contract Program

715 P Street 4th Floor

Sacramento, CA 95814

REQUEST FOR QUALIFICATIONS NO. RFQ No. 10201136 On-call Drafting and Technical Writing Engineering Services

TO ALL PROSPECTIVE APPLICANTS

July 26, 2024

The Department of Water Resources (DWR), Division of Operations and Maintenance (O&M), invites qualified firms to submit a Statement of Qualifications (SOQ). The services to be provided will be engineering expertise on an as-needed basis in the development of engineering drawings and documents (Autodesk AutoCAD and Adobe InDesign) pertaining to the installation, operation, and maintenance of the equipment installed at various pumping and generating facilities of the California State Water Project (SWP).

The specific work and deliverables are identified in Exhibit A, Description of Services, and will support the Division of O&M.

This package contains Request for Qualifications (RFQ) No. 10201136. In submitting your SOQ you will comply with the instructions found herein. The SOQ must be received by 2:00 p.m. on Friday, August 16, 2024, at the address indicated in Section IX, Submission of SOQs of the enclosed RFQ.

The services to be provided may require that work be done independently or partnered with other DWR employees but always at the direction of the DWR.

The estimated term for this agreement is October 24, 2024 through October 24, 2027 (three years) with the option of up to two one-year amendments (see Exhibit E, Multiple Years Option(s), paragraph 17).

DWR reserves the right to cancel or modify this RFQ up to the date and time the SOQ is due and to waive immaterial deviations with any of the SOQs. Additionally, DWR is not responsible for any preparation costs incurred by firms submitting an SOQ.

A copy of the State of California’s (State) General Terms and Conditions, Special Terms and Conditions for Department of Water Resources (Architectural and Engineering), and Additional Provisions (Exhibits C, D and E) are provided in this RFQ. These terms and conditions are NON-NEGOTIABLE. Any questions regarding these, or any other, terms and conditions MUST be addressed in writing during the question-and-answer period.

The Contractor Certification Clauses (available at: https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of- Legal-Services-Resources-List-Folder/Standard-Contract-Language#@ViewBag.JumpTo), contain terms and conditions that may apply to person(s) doing business with the State, and that may apply to your agreement. If awarded the contract, you must sign and return Page One of the CCC 04/2017 prior to award. The Certification must be renewed every three years and will be updated when the State makes revisions to the clauses.

ATTENTION: SIGNIFICANT UPDATES TO THE REQUEST FOR QUALIFICATIONS (RFQ) PROCESS ARE IDENTIFIED ON THIS COVER LETTER AND DESCRIBED FURTHER IN THE ATTACHED RFQ. THIS RFQ

CONTAINS REVISED LANGUAGE AND A NEW FORMAT. PLEASE READ IN ITS ENTIRETY.

DUE TO NEW NEGOTIATION REQUIREMENTS, PARTICIPATION IN THIS SOLICITATION REQUIRES

MANDATORY ATTENDANCE OF THE PRE-SOQ CONFERENCE.

PLEASE NOTE THE FOLLOWING CHANGES:

1. A mandatory virtual Pre-SOQ Conference specific to the new negotiations process will be held as stated in

Section III, Mandatory Pre-SOQ Conference. Also, in RFQ Section III, directions are given for the Question and Answer period for non-negotiation related RFQ questions.

STATE OF CALIFORNIA – CALIFORNIA NATURAL RESOURCES AGENCY GAVIN NEWSOM, Governor

DEPARTMENT OF WATER RESOURCES

https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language#@ViewBag.JumpTo https://www.dgs.ca.gov/OLS/Resources/Page-Content/Office-of-Legal-Services-Resources-List-Folder/Standard-Contract-Language#@ViewBag.JumpTo

2. Section VII, Negotiations is a new section, which describes the updated negotiations process for DWR for Architectural & Engineering (A&E) contracts.

a. Negotiations will be based on a Firm’s (including subcontractor(s)) true and actual cost.

b. Negotiations will now require submission of company policies on how they compensate their employees.

3. Exhibit E, Substitution or Addition of Personnel, paragraph 8, contains revisions.

4. The following Exhibit E clauses are now published as part of the RFQ and are no longer negotiable items:

a. Exhibit E, Reimbursement Clause, paragraph 2.

b. Exhibit E, Short-term Excess Lodging, paragraph 3.

c. Exhibit, E, Profit, paragraph 14 (identifies published profit that will be calculated into fully loaded hourly rates).

d. Exhibit E, Escalation, paragraph 15 (identifies how escalation will be addressed).

e. Exhibit E, Mark-up, paragraph 16 (for subcontractor and other direct costs).

f. Exhibit E, Multiple year option(s), paragraph 17 (identifies options to amend for additional years)

5. Exhibit E, Other Contracts with Similar Services, paragraph 18.

TABLE OF CONTENTS

1. Request for Qualifications

2. Section I - Authority

3. Section II – Definitions for Purposes of this Solicitation

4. Section III - Questions and Answers/(Mandatory)Pre-SOQ Conference

5. Section IV - Statement of Qualification (SOQ) Requirements

6. Section V - Selection Criteria

7. Section VI - Evaluation Process

8. Section VII – Negotiations

9. Section VIII - SOQ Conditions

10. Section IX - Submission of SOQs

11. Section X - Time Schedule

12. Section XI - Contract Obligations

13. Section XII - Disabled Veterans Business Enterprise Requirement

14. Section XIII - Small Business Program

15. Payee Data Record (Std. 204)

16. SOQ Checklist

17. Potential Qualified Firms Certification Sheet

18. Explanation of Items on Potential Qualified Firms Certification Sheet

19. References

20. Sample Standard Agreement (Std. 213)

21. Exhibit A Scope of Work Attachment 1 – Sample Task Order Attachment 2 – Sample Task Order Budget Cost Detail

22. Exhibit B

Budget Detail and Payment Provisions Attachment 1 – Rate Sheet Attachment 2 – Additional Payment Provisions

23. Exhibit C

General Terms and Conditions

24. Exhibit D

Special Terms and Conditions – Department of Water Resources Attachment 1 – Recycled Content Certification

25. Exhibit E

Additional Provisions Attachment 1 – Protection of Confidential and Sensitive Information Attachment 2 – Non-Disclosure Certificate

26. Exhibit FEMA

Certificate Regarding Lobbying

I. Authority

The Department of Water Resources (DWR) is authorized to contract with qualified firms, as described in Government Code Section 4525(a), for the services listed in Government Code Section 4525(d), 4525(e), and 4525(f).

A. California Public Contract Code § 6106 B. Regulations adopted pursuant to Government Code Section 4526:

C. California Code of Regulations Title 23, Division 2, Chapter 1.7, Sections 380 through 391

II. Definitions For Purposes of this Solicitation

A. “DWR” means the Department of Water Resources.

B. The term “architectural and engineering (hereafter “A&E”) services” shall include all architectural, landscape architectural, environmental, engineering, land surveying, and construction project management services, as well as incidental services that members of these professions and those in their employ may logically or justifiably perform, including permitting and environmental studies, rights-of-way services, design phase services, construction phase services, public outreach and meeting facilitation related to the foregoing. “A&E services” shall not include legal services rendered to the Department, provided that nothing in these regulations shall prevent an A&E contractor from consulting legal counsel and including the fees as part of its reasonable overhead.

(23 CCR § 381)

C. “Firm” means any individual, firm, partnership, corporation, association, or other legal entity permitted by law to practice the professions of architecture, landscape architecture, engineering, environmental services, land surveying, or construction project management. (23 CCR § 381)

D. For information regarding “subcontractors” or “subcontracting”, please reference Exhibit D, paragraphs 5 and 6.

E. Key Personnel are individual(s) who are expected to perform key roles to meet contract requirements, including subcontractors. The Key Personnel composition shall be representative of the categories identified in Section VII, Selection Criteria. Key Personnel are expected to be utilized throughout the life of the contract(s) that result(s) from the RFQ. The Firm is required to identify the key personnel in their organization chart (see Section VI, Statement of Qualifications (SOQ) Requirements) with a symbol (i.e. such as a star or picture of a key).

F. Agreement also means Contract.

G. “RFQ” is an acronym for Request for Qualifications, the solicitation document used to request a Statement of Qualifications of firms that perform A&E services (23 CCR § 381).

H. “SOQ” is an acronym for Statement of Qualifications, the response to an RFQ or annual announcement submitted by firms that perform A&E services (23 CCR § 381).

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=4525.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=PCC&sectionNum=6106.

https://leginfo.legislature.ca.gov/faces/codes_displaySection.xhtml?lawCode=GOV&sectionNum=4526.

https://govt.westlaw.com/calregs/Browse/Home/California/CaliforniaCodeofRegulations?guid=IB819C6F05B6E11EC9451000D3A7C4BC3&originationContext=documenttoc&transitionType=Default&contextData=(sc.Default)

III. Mandatory Pre-SOQ Conference:

Virtual Meeting Information Monday, August 5, 2024 at 10:00 AM

Microsoft Teams Meeting

Join the meeting now

Meeting ID: 249 695 729 095 Passcode: gYLfFY

Dial in by phone

+1 916-573-2034,,719636097# United States, Sacramento Find a local number

Phone conference ID: 719 636 097#

Prospective firms attending this mandatory pre-SOQ conference will receive information specific to the new negotiations process. At the time of selection, the most qualified firm will be instructed to submit their financial documents and rate sheet per Section IX. Negotiations. The negotiations process will be discussed in further detail during the pre-SOQ Submittal Conference.

In the event a prospective firm is unable to attend the mandatory negotiation question and answer meeting, an authorized representative may attend on the prospective firm’s behalf. The representative may sign-in for only one (1) firm.

Two Phase Question and Answer Period

General RFQ Questions and Answers

Questions must be submitted in writing via email by 2:00 PM on Friday, August 2, 2024 to Mai Moua at Mai.Moua@water.ca.gov.

Answers regarding general RFQ questions will be provided via information letter/addendum on Thursday, August 8, 2024.

Mandatory Pre-SOQ Conference

There will be a mandatory, virtual, negotiation question and answer meeting held on Monday, August 5, 2024 at 10:00 AM. Negotiation follow-up questions must be submitted in writing via email by 5:00 OM on Monday, August 5, 2024 to Mai Moua at Mai.Moua@water.ca.gov.

No SOQ will be accepted unless Firm attends the mandatory Pre-SOQ Conference meeting.

At the Mandatory Pre-SOQ Conference all attendees will be required to identify their name, name of firm they represent, telephone number and email address.

Answers regarding Negotiations, Scope of Work and general RFQ questions will be provided via information letter/addendum on Thursday, August 8, 2024.

Please note this mandatory pre-SOQ conference negotiation may not be recorded.

IV. Statement of Qualification (SOQ) Requirements

A. The SOQ should contain, at minimum, information for an objective evaluation of the Firm’s qualifications as it relates to Part VI, Selection Criteria. Please limit your SOQ to a maximum of 50 pages excluding https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDgxYWY5ZmMtODExMC00ZWVmLTgzZTYtMWQ4NzJkMTRlYTBj%40thread.v2/0?context=%7b%22Tid%22%3a%22b71d5652-4b83-4257-afcd-7fd177884564%22%2c%22Oid%22%3a%22dc36e982-9aa4-4d13-a920-c27d5ed67112%22%7d tel:+19165732034,,719636097 https://dialin.teams.microsoft.com/464bff6b-35d5-4089-a809-0d998fd161ce?id=719636097 mailto:Mai.Moua@water.ca.gov cover letters, resumes, and licenses. Materials such as SOQ Checklist, Potential Qualified Firms – Certification Sheet, References, Conflict of Interest Statement, Certification Regarding Lobbying (See Exhibit FEMA), Table of Contents, Cover Sheets, tabs and dividers do not count towards the 50 pages.

SOQs must be tabbed and labeled consistent with the below sections and contain the following information:

1. Introduction of Firm’s Team

a. Legal name and corresponding address of Firm, as written in the Potential Qualified Firms -

Certification Sheet (see page 15).

b. Firm’s Point of Contact.

i. Name, Title, Name of Firm, Telephone Number and E-mail Address. Provide contact information for a representative of the firm that DWR can contact for additional information.

c. Complete this section for the Firm and all subcontractors.

i. Firm Name and address, including subcontractor(s) names and addresses. If a firm has branch offices, indicate each individual branch that will have a key role on the team.

ii. Describe the organization of the Firm’s team, including identifying the Key Personnel and each of their roles and responsibilities as it relates to the services found in Exhibit A, Scope of Work.

iii. Organizational Chart. The Firm is required to identify key personnel, including subcontractor(s), in their organizational chart with a symbol (e.g. such as a star or a key).

Limited to (# of pages) folded to 8-1/2” x 11”, not to exceed 11” x 17”.

iv. Staff Availability. The Firm will provide a table or a graph (bar chart, pie chart, etc.) showing the percentage of staff availability of the team proposed to work on the contract.

v. Firm, including subcontractor(s) registration numbers with the California Department of Industrial Relations (If applicable).

vi. Location of firm office(s).

2. Qualifications of Firm’s Key Personnel (Includes Subcontractors)

a. Describe the education and experience of the Key Personnel corresponding with Section VII, Selection Criteria, Paragraph A.

b. Provide resumes of all Key Personnel on organizational chart and expected to be utilized. List projects on per resume not to exceed (2) pages. For each example project listed in the resumes, include the length of time spent on each project (month/year to month/year).

All proposed personnel to be utilized will be grouped by Firm. Personnel resumes shall be arranged by classification and numbered for each individual firm.

c. Provide a copy of valid Professional Engineer license.

3. Firm’s Team Project Experience

a. Provide example projects that best illustrate the Firm’s competencies and qualifications as they relate to the services found in Exhibit A, Scope of Work. Provide brief project descriptions and current client contact information for verification (this is in addition to references required in Section VI, Statement of Qualification (SOQ) Requirements, References). The example projects, which best illustrate the proposed team’s competencies and qualifications for the contract, will represent services performed by individuals from the Firm, including subcontractors, available to do the work and listed on the Organizational Chart.

4. Certification Sheets

a. Provide the Potential Qualifying Firms Certification Sheet (see page 15) signed by an individual who is authorized to bind the firm contractually. The signature must indicate the title or position that the individual holds in the firm. The Certification Sheet must be returned in the SOQ package.

A SOQ will be rejected if the certification sheet is unsigned or omitted.

b. The Certificate Regarding Lobbying (see Exhibit FEMA, page 5 of 7) must be signed by the

Contractor’s authorized official. The name and title of the Contractor’s authorized official signing the Certification must be identified. The Certification must be returned in the SOQ package. An SOQ will be rejected if the certification is unsigned or omitted.

5. References

a. Provide three (3) of references for similar types of services within the last five (5) years. At a minimum, complete references form on page (page number). At least one (1) of the provided references must be non-DWR.

6. Conflict of Interest Statement

a. Firm will identify any of the conditions listed in and state their ability to meet the terms and conditions addressed in Exhibit D – Conflict of Interest, and Exhibit E, Political Reform Act.

V. Selection Criteria

A. Each Firm’s SOQ for the proposed contract services found in Exhibit A, Scope of Work (SOW) will be evaluated and scored in accordance with the below selection criteria. These criteria will also be used during the interview process.

1. Professional experience of the firm in relation to the work to be performed in Exhibit A, SOW, including appropriate licenses.

2. Professional experience and training of key personnel.

3. Demonstrated competence and relevant experience with engineering drawings verification and development as described in Exhibit A, SOW.

i. Drafting large civil, mechanical, and electrical projects in a three-dimensional environment utilizing georeferenced base maps to produce two-dimensional contract drawings, maps, figures, and other technical references.

ii. Storage and metadata management of CAD files within electronic document management systems.

iii. Efficient and effective conversion of PDF files, image files (JPEG, TIFF, PNG, etc.), and CAD files (DWG).

iv. Effective use of both Autodesk AutoCAD and Adobe InDesign and their associated add-ons.

v. Translation and conversion between CAD platforms.

4. Demonstrated competence and relevant experience with engineering document development as described in Exhibit A, SOW.

5. Nature and quality of completed work.

6. Reliability of firm and continuity of proposed firm’s staff and subcontractors with firm.

7. Firm’s ability to meet DWR’s need of full-time dedicated resources, including ability to adequately service multiple projects concurrently.

8. Location of Firm office(s) in relation to the work to be performed in Exhibit A, SOW, Location of Work.

VI. Evaluation Process

A. After the SOQ submittal date and time, each SOQ will be checked for the presence or absence of required information in conformance with Section VI, Statement of Qualification (SOQ) Requirements. If any required information is absent, the SOQ may be rejected. DWR reserves the right to cancel or modify this RFQ up to the date and time the SOQ is due and to waive immaterial deviations with any of the SOQs.

B. A panel of DWR personnel will evaluate the SOQs in accordance with the published Selection Criteria in this RFQ. All submitted SOQ’s will be scored by the panel. Separate interviews will then be held with at least three of the firms deemed to be the most highly qualified to provide the needed services or with all firms if less than three apply. If any presentations are required to be made, the presentation’s cost will be the responsibility of the Firm. No reimbursement will be made by DWR.

C. Once the most qualified has been selected by the DWR panel, DWR will notify that respective Firm.

VII. Negotiations

A. The DWR negotiation process will be based on: Firm’s actual cost with a fixed profit rate that has been established by DWR. See Exhibit E, Additional Provisions for the published profit rate, the annual escalation for the hourly billing rates, and subcontractor mark-up for this contract.

B. At time of selection, the most qualified firm will be instructed to submit their financial documents and rate sheet. The Firm’s submission must be electronic and must be submitted no later than five (5) business days after notification of selection or otherwise determined by DWR. Financial documents will include resumes for all personnel; true and actual payroll records; financial records that support fringe benefits, overhead costs, and general administration; documentation or records that support costs incurred by utilizing subcontractors; historical and true records of other direct cost charges; and compensation policies. Compensation policies will include shift differential policies, holiday policies, and how the Firm’s personnel and subcontractor personnel receive compensation for overtime (hours worked over an established work week). The specific financial documents and format of the rate sheet will be identified during the Mandatory Pre-SOQ Conference (see Section V) and when the most qualified firm gets notified of selection. The prime Firm will be responsible for submitting the complete financial documents for their personnel, including any subcontractors. Submissions of the Firm’s rate sheet must be provided electronically to DWR on a Microsoft Excel spreadsheet titled RFQ No. 10201136 followed by the name of the Firm as it appears on SOQ. Failure to submit a complete financial documents package or rate sheet may result in termination of negotiations.

C. After the financial documents and rate sheet have been received, DWR will begin to review the documentation to ensure the documents are complete and requested reimbursement is appropriate.

Discussions with the most qualified applicant regarding the submitted financial documents, rate sheet, and resumes will occur after DWR’s review in order to determine a cost that is fair and reasonable to the State. Any missing documentation or comments from DWR will need to be resolved timely; see Section XII, Time Schedule. If DWR is unable to successfully negotiate a cost agreement with the most qualified Firm, negotiations will begin with the next most qualified Firm, and so on. If DWR is unable to negotiate a fair and reasonable cost with any Firm, DWR may elect not to award the contract and may elect to proceed with a new solicitation.

D. Unsuccessful Firm’s will be notified by DWR following award of the contract.

E. Nothing in this RFQ shall require DWR to award a contract.

VIII. SOQ Conditions

In addition to Section VII, Selection Criteria and Section VIII, Evaluation Process, the following SOQ conditions apply:

A. Firms must keep the interview selection, interview content, most qualified selection, and contract negotiations confidential until the contract is awarded.

B. Evaluations will be available for public inspection at the conclusion of the selection and award process under the California Public Records Act (Government Code Section 6250 et seq.) and subject to review by the public.

C. DWR considers confidential financial information provided by firms as a part of negotiations to not be subject to the Public Records Act.

D. On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding

Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal a Statement of Qualifications (SOQ), Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s SOQ any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

IX. Submission of SOQs

A. One text readable pdf copy of the SOQ must be emailed to Mai Moua at Mai.Moua@water.ca.gov.

Alternative options of SOQ submission is to mail, overnight, or hand deliver (hand deliver by appointment only) the text readable pdf copy of the SOQ on a USB Flash Drive to the following addresses:

Mail: Overnight or Hand Delivery:

Department of Water Resources Department of Water Resources Division of Engineering Division of Engineering Attention: Mai Moua Attention: Mai Moua P. O. Box 942836 715 P Street, 4th Floor Sacramento, CA 94236-0001 Sacramento, CA 95814 Phone: (916) 882-0864 Phone: (916) 882-0864

B. The SOQs must be received by 2:00 PM on Friday, August 16, 2024. Envelopes should be clearly labeled: “Statement of Qualifications, No. 10201136. SOQs WILL NOT BE OPENED UNTIL Friday, August 16, 2024.” SOQs received after the due date and time will be returned unopened to the submitting party.

C. DWR is not responsible for any costs incurred by the Firms’ for preparation of SOQs.

D. All materials (except brochures) submitted in response to this RFQ shall become State property and will not be returned. Brochures of non-selected Firm’s may be picked up where they were submitted after award has been made.

E. An SOQ may be rejected if it is conditional or incomplete, or if it contains any proposed alternate terms, alterations of form, or other irregularities of any kind. The State may reject all SOQs and may cancel or modify this RFQ up to the date the SOQ is due. DWR reserves the right to reject all SOQs.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.gov.ca.gov%2Fwp-content%2Fuploads%2F2022%2F03%2F3.4.22-Russia-Ukraine-Executive-Order.pdf&data=05%7C01%7C%7C28a4c28038ae446efda008da6679d6cf%7Cb71d56524b834257afcd7fd177884564%7C0%7C0%7C637934970719385209%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=UrRQWpdi0r26m4VTb2rnqz66qeF%2BBB%2B4Yk3HtTmfPpY%3D&reserved=0

F. Before the SOQ submission deadline, a Firm may withdraw its SOQ by submitting a written withdrawal request to the State, signed by the Firm or an agent authorized in accordance with the preceding paragraph. A Firm may thereafter submit a new SOQ prior to the SOQ submission deadline. SOQs may not be revised without good cause and DWR’s consent subsequent to SOQ submission deadline.

G. DWR may modify the RFQ prior to the date fixed for submission of SOQs by the issuance of an addendum posted to California State Contracts Register via Cal eProcure (FI$Cal).

H. Firms are cautioned not to rely on DWR, during the evaluation, to discover and report any defects and errors in the submitted documents. Firms, before submitting their documents, should carefully proof them for errors and adherence to the RFQ requirements. DWR may, but is not required to, waive minor deviations from submission requirements.

X. Time Schedule*

A. RFQ published CSCR 7/26/24 Integrated Marketing Systems 7/26/24

B. SOW and General RFQ Questions Deadline 8/2/24 at 2:00PM

C. Mandatory Pre-SOQ Conference 8/5/24 at 10:00AM

D. Answers Deadline 8/8/24

E. SOQ Submission Deadline 8/16/24 at 2:00PM

DWR will make every effort to commit to the dates listed below. DWR expects the same commitment from firms. If a firm is not able to meet the timelines listed below F – M, DWR may opt to begin negotiations with the next most qualified firm. DWR reserves the right to change the dates:

F. Interview Dates (estimated dates) 8/23/24 – 8/30/24

G. Most qualified Firm is selected and request of Financial Documents and Rate Sheet (estimated date) 9/3/24 **Start of Negotiations

H. Submission of Financial Documents and Rate Sheet Due (estimated date, 5 days after selection) 9/10/24

I. DWR Completes Review of Financial Documents and Rate Sheet; DWR Provides Comments and Requests Missing Information (estimated date) 9/19/24

J. Submission of resumes for all staff, if needed (estimated date, 3 days after DWR completes review) 9/24/24

K. Submission of requested documentation necessary to complete negotiations (estimated date, 3 days after DWR completes review) 9/24/24

L. Completion date for final Rate Sheet (estimated date) 10/1/24

M. Completion date for contract negotiations (estimated date) 10/1/24

N. Contract approval (estimated date) 10/24/24

**Negotiation Workshop: After the most qualified is determined and financial documentation has been received, DWR will start rate negotiations. A negotiation workshop may be held if necessary to complete the negotiation process.

XI. Contract Obligations

A. The following documents, when completed and approved, along with the resume(s) will comprise the contract (sample contract starting on page 18):

1. A Standard Agreement (STD. 213).

2. Scope of Work in Exhibit A and any corresponding attachments.

3. Budget Detail and Payment Provisions in Exhibit B and any corresponding attachments.

4. General Terms and Conditions in Exhibit C.

5. Special Terms and Conditions for the Department of Water Resources in Exhibit D and any corresponding attachments.

6. Additional Provisions listed in Exhibit E and any corresponding attachments.

7. Required Provisions Under Code of Federal Regulations in Exhibit FEMA.

B. The following documents are not exhibits, but are required prior to award of contract:

1. Contractor Certification Clause (CCC 04/2017)

2. Payee Data Record (Std. 204)

3. Insurance certificates and endorsements as stated in Exhibit E.

XII. Disabled Veteran Business Enterprise (DVBE) Requirement

A. Firms are strongly encouraged to provide certification of Disabled Veterans Business Enterprise (DVBE) status. DVBE certification may be obtained from the Department of General Services, Office of Small Business and DVBE Services (OSDS), and should be attached to the SOQ if DVBE status is claimed.

DVBE participation is not required and in no way affects the selection process criteria for this contract.

B. For additional DVBE information DWR encourages you to work with and contact Joanne Arcilla, Small Business and DVBE Program Manager at (916) 707-4593 or via email at SB.DVBE@water.ca.gov.

XIII. Small Business (SB) Program

A. In recognition of the significant economic contribution made by California’s small business sector, Government Code 14838 (a) mandates each California agency and department to meet an annual California Small Business participation goal of 25 percent of non-governmental procurements. This goal is achieved through contract awards made directly to the Small Business community or through subcontracted partnerships between Prime firms and California certified small businesses. DWR strongly encourages Prime Firms to partner with California certified Small Businesses in response to this solicitation. Firms that include California certified small businesses as an initial team member, or those which are added subsequent to contract execution through the amendment or task order process, are required to identify the Small Business firm status of each firm as appropriate and will be required to report expenditures made to these business concerns. This will allow DWR to track, tabulate and report overall expenditures made in the Small Business sector as required by the Department of General Services.

B. For questions regarding Small Business Program regulations, contact Joanne Arcilla, Small Business and DVBE Program Manager at (916) 707-4593 or via email at SB.DVBE@water.ca.gov.

mailto:SB.DVBE@water.ca.gov https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fleginfo.legislature.ca.gov%2Ffaces%2Fcodes_displaySection.xhtml%3FsectionNum%3D14838.%26lawCode%3DGOV&data=05%7C01%7C%7Ce37584d997f047245a2608db99e16991%7Cb71d56524b834257afcd7fd177884564%7C0%7C0%7C638272965640869848%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=A2acIySFo1oRvViSicW18%2B1jzyM9DBtB9qi4tMsTOIc%3D&reserved=0 mailto:SB.DVBE@water.ca.gov

RFQ No. 10201136

SOQ CHECKLIST

Please submit the following items in your SOQ in the order listed below. Additionally, the SOQ will not be considered responsive unless the following documents are included in your SOQ Submission.

DWR reserves the right to waive immaterial deviations:

Introduction of Firm’s Team

Legal name and corresponding address of Firm

_ Name, title, address, telephone number, and email address of person DWR can concerning the Firm’s SOQ.

Proposed Team, including legal names, list of office address(es), description of organization of Firm’s team, Organization Chart of Firm’s team, percentage of availability, and (if applicable) DIR registration numbers.

Location of firm office(s).

Qualification of Firm’s Key Personnel

Education and experience of Key Personnel

Resumes of all Key Personnel

Copy of valid Professional Engineer license

Firm Project Experience

Projects to illustrate Firm’s competencies and qualifications.

Certification Sheets

Potential Qualified Firms Certification Sheet (signed by Firm’s authorized individual)

Certification Regarding Lobbying (Page 5 of Exhibit FEMA) (Signed by Firm’s authorized individual)

Section 5 – References

Three (3) references and of those, one (1) should be Non-DWR.

Section 6 - Conflict of Interest Statement that identifies any of the conditions listed in and states the Firm’s ability to meet the terms and conditions addressed in Exhibit D – Conflict of Interest, and Exhibit E, Political Reform Act.

One text readable digital (pdf) copy of the SOQ emailed, or one text readable digital (pdf) copy on a USB Flash Drive of the SOQ mailed, overnighted, or hand delivered.

Please return a completed copy of this checklist with your SOQ.

POTENTIAL QUALIFIED FIRMS - CERTIFICATION SHEET

On-call Drafting and Technical Writing Engineering Services – RFQ No. 10201136

This Potential Qualification Firms – Certification Sheet must be signed and returned along with all the required documents, as indicated in Section VI, Statement of Qualification (SOQ) Requirements. The SOQ must be transmitted in a sealed envelope in accordance with all SOQ instructions.

A. Your all-inclusive SOQ is submitted as follows:

B. All Attachments follow behind this cover letter. (See SOQ Checklist)

C. Your signature affixed hereon and dated certifies that you have complied with all the requirements of this RFQ document. Your signature authorizes the verification of this certification.

>>> AN INCOMPLETE OR UNSIGNED SOQ WILL BE CAUSE FOR REJECTION <<<

1. Company Legal Name 2. Telephone Number

2a. Fax Number

3. Address

Indicate your organization type:

4. Sole Proprietorship 5. Partnership 6. Corporation

Indicate the applicable employee and/or corporation number:

7. Federal ID No. (FEIN) 8. California Corporation No.

Indicate applicable license and/or certification information:

9. Contractors’ State License Board Number

10. PUC License Number

CAL-T-

11. Required Licenses/Certifications

12. Authorized Individual’s Name (Print) 13. Title

14. Signature 15. Date

16. Are you certified with the Department of General Services, Office of Small Business and DVBE Services (OSDS) as:

a. Small Business Enterprise Yes No If yes, enter certification number:

b. Disabled Veteran Business Enterprise Yes No If yes, enter your service code below:

NOTE: A copy of your Certification is required to be included if either of the above items is checked “YES.”

Date application was submitted to OSDS, if an application is pending:

(SEE NEXT PAGE FOR EXPLANATIONS ON POTENTIAL QUALIFIED FIRMS

CERTIFICATION SHEET)

EXPLANATION OF ITEMS ON POTENTIAL QUALIFIED FIRMS

CERTIFICATION SHEET

The Potential Qualified Firms – Certification Sheet on page 15 will be completed and submitted in accordance with the SOQ requirements. An authorized individual’s signature on this document certifies that the Firm complied with all the RFQ requirements.

(1), (2), (2a), and (3) are self-explanatory.

(4) A sole proprietorship is a form of business in which one person owns all the assets of the business in contrast to a partnership and corporation. The sole proprietor is solely liable for all the debts of the business.

(5) A partnership is a voluntary agreement between two or more competent persons, as co-owners, to place their money, effects, labor, and skill, or some or all of them in lawful commerce or business, with the understanding that there shall be a proportional sharing of the profits and losses between them.

(6) A corporation is an artificial person or legal entity created by or under the authority of the laws of a state or nation, composed, in some rare instances, of a single person and his successors, being the incumbents of a particular office, but ordinarily consisting of an association of numerous individuals.

(7) (If applicable) The Federal Employer Identification Number will need to be provided and will used for company identification and verification of tax compliance.

(8) (If applicable) The California Corporation Number will need to be provided and will be used to check if the corporation is in good standing with the State of California.

(9) (If applicable) A Contractors’ State License Board Number will be provided and used for verification of Contractor’s license for Public Works Agreements.

(10) (If applicable) A Public Utilities Commission (PUC) license for Public Works Agreements will be provided and used for verification.

(11) Complete by indicating the type of license and/or certification for services described.

(12), (13), (14), and (15) are self-explanatory.

(16) Identify if Firm is a certified Small Business Enterprise (a) or Disabled Veteran Business

Enterprise (b). If Firm is either a Small Business Enterprise or Disable Veteran Business Enterprise, the Firm’s certification number will need to be provided or when the application to the Department of General Services, Office of Small Business and DVBE Services (OSDS) was submitted.

REFERENCES

Provide three (3) references of similar types of services performed within the last five (5) years.

At least one (1) should be non-DWR.

Name of Firm: Telephone Number:

Name of Contact:

Street Address: City: State: Zip Code:

Year Service Performed:

Service:

STATE OF CALIFORNIA RFQ No. 10201136

STANDARD AGREEMENT

STD 213 (Rev 06/03) AGREEMENT NUMBER

REGISTRATION NUMBER

1. This Agreement is entered into between the State Agency and the Contractor named below:

STATE AGENCY'S NAME

CONTRACTOR'S NAME

2. The term of this through

Agreement is:

3. The maximum amount $ of this Agreement is:

4. The parties agree to comply with the terms and conditions of the following exhibits which are by this reference made a part of the Agreement.

Exhibit A – Scope of Work pages

Exhibit B – Budget Detail and Payment Provisions pages

Exhibit C – General Terms and Conditions pages

Exhibit D – Special Terms and Conditions for DWR (Over $5,000 Standard Payable), DWR 9544 (Rev 9/06) pages

Exhibit E – Additional Provisions pages

Items shown with an Asterisk (*) are hereby incorporated by reference and made part of this agreement as if attached hereto.

These documents can be viewed at www.ols.dgs.ca.gov/Standard+Language

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

CONTRACTOR California Department of General Services Use Only

CONTRACTOR’S NAME (if other than an individual, state whether a corporation, partnership, etc.)

BY (Authorized Signature)

DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS

STATE OF CALIFORNIA

AGENCY NAME

BY (Authorized Signature)

DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

DGS Approval not required per Public Contract Code 10335 (a)

ADDRESS

Exhibit A

ARCHITECTURAL & ENGINEERING CONTRACTS

Department of Water Resources, Division of Operations and

Maintenance

SCOPE OF WORK

On-call Drafting and Technical Writing Engineering Services

I. DESCRIPTION OF SERVICES

The Department of Water Resources (DWR), Division of Operations and Maintenance (O&M) requires engineering expertise on an as-needed basis in the development of engineering drawings and documents (Autodesk AutoCAD and Adobe InDesign) pertaining to the installation, operation, and maintenance of the equipment installed at various pumping and generating facilities of the California State Water Project (SWP). More specifically, the Contractor will provide the following:

A. Engineering Drawings Verification and Development.

1. Perform on-site reviews and update DWR mechanical, electrical, and civil systems, engineering drawings.

2. Prepare conceptual phase models and plans for DWR O&M

Projects.

3. Convert a raster image (i.e., a .jpg, .tiff, .cit, or other) into a full vector graphic drawn to scale in .dwg format.

4. Perform final review of O&M civil, mechanical, and electrical engineering drawings to ensure the engineering standards are met.

B. Engineering Document Development.

1. Provide technical writing support to standardize, edit, update and organize O&M civil, mechanical, and electrical engineering documents.

2. Perform final review of O&M civil, mechanical, and electrical engineering documents to ensure the engineering standards are met.

All services identified in Description of Services A-B will be provided under the responsible charge of a Licensed Professional Engineer.

Exhibit A

II. DELIVERABLES

Detail, clarification, and direction regarding services to be performed and deliverables to be provided, pursuant to this scope of work, will be issued by task order (See Exhibit A, Attachment 1 and 2, Sample Task Order and Budget Detail). Deliverables will be provided in accordance with the Deliverables and Other Work Product clause in Exhibit E.

The following deliverables are required for this work:

• Written reports

• Agendas, meeting minutes, and status reports

• Engineering drawings and documents

• Printed operation manual with the following requirements:

o Tear-resistant, oil resistance, water resistance, and laminating paper.

o Hard cover o Thick binding, tape binding, or screw binding

III. LOCATION OF SERVICES

The work will be performed at SWP facilities throughout California. The specific location of the work to be performed will be identified in each Task Order.

IV. SCHEDULE AND BUDGET

See Task Order for the specific Schedule and Budget Details.

V. CONTACT INFORMATION:

Department of Water Resources (Contractor Name) Name: Balwinder S. Dhillon Name:

Phone: 916-820-7552 Phone:

Email: Balwinder.dhillon@water.ca.gov Email:

Contract Managers may be changed by written notice to the other party.

mailto:Balwinder.dhillon@water.ca.gov

Exhibit A, Attachment 1

ARCHITECTURAL & ENGINEERING CONTRACTS

SAMPLE TASK ORDER

(To be developed by DWR Contract/Task Order Manager)

TASK ORDER NO. XX

Contractor:

Request for Services under Standard Agreement No. 46000XXXXX

Dated:

(Instructions: The purpose of a task order is to provide specific detail regarding deliverables, schedule, and cost detail of each task. Applicable terms and conditions of the original contract, as amended, apply. Do not address terms and conditions in this document.)

DESCRIPTION OF TASK:

Provide a one or two sentence summary of work to be performed under this task order.

Only tasks that fit within the original scope of work may be assigned by a task order.

SCOPE OF WORK:

A. Description

Detailed description and location of service being requested – may include several separate subtasks which are related to completing the main project or task. Include reference from Contract Scope of Work for which the subtask is related. For example:

1. Contractor will conduct a site visit to the five repair sites to document the existing conditions, surrounding land uses, and view the construction areas. This task is covered under original scope of work, contract number 46000XXXXX, Exhibit A, Item X.x.xxx.

2. Contractor will prepare a brief description of the project (including defining the repairs to five sites along the Santa Ana Pipeline (SAPL). This brief description will provide sufficient information to allow for the determination that the SAPL Repairs Project does qualify for a CEQA Exemption. This task is covered under original scope of work, contract number 46000XXXXX, Exhibit A, Item X.x.xxx.

3. Based on the description of activities to be conducted during the proposed repairs, Contractor will conduct a brief analysis of potential construction-related air quality, noise, traffic, biology, and land use impacts to provide technical documentation that impacts would be short-term, temporary, and less than significant. This documentation will be provided in the form of a brief report for inclusion in the CEQA Exemption documentation. This task is covered under original scope of work, contract number 46000XXXXX, Exhibit A, Item X.x.xxx.

4. Per CEQA Guidelines, Contractor will prepare a Notice of Exemption (NOE) along with the technical documentation described in Tasks 1 through 3 (above). The NOE will be supported with a Technical Memorandum that will use the documentation described in Tasks 1 through 3 (above) to ensure the proposed SAPL Repairs Project is not subject to the six exceptions previously provided by Contractor. The Technical Memorandum will ensure that even if none of the six exception factors is present and a categorical exemption clearly applies, DWR, to be prudent, is creating an evidentiary record of its exemption analysis to be cited in the event of litigation.

This task is covered under original scope of work, contract number 46000XXXXX, Exhibit A, Item X.x.xxx.

B. State-provided information, (if any).

Details of State-provided information to support tasks to be performed and deliverables to be provided by Contractor. For example, identifying or providing permits, maps, software platform needs, as-builts.

C. Deliverables For example:

This task order includes five deliverables. These deliverables are:

1. Report containing analysis of technical areas (i.e., air quality, noise traffic, biology, and land use)

2. Draft Technical Memorandum in support of a CEQA Categorical Exemption

3. Final Technical Memorandum in support of a CEQA Categorical Exemption

4. Draft Notice of Exemption Form

5. Final Notice of Exemption Form

SCHEDULE*:

The work will begin upon full execution by DWR (or actual date if known) and continue through ____________.

Include when deliverables are due. For example:

The work will be performed in accordance with the following schedule and milestones.

This schedule is based upon time relative to notice to proceed:

TASK TIME FRAME (if actual date is unknown)

DATE (if dates are known)

Technical Issue Analysis Within four weeks of notice to proceed

June 3, 2022

Draft Technical Memorandum

One week after completion of technical analyses

June 10, 2022

Final Technical Memorandum

One week after receiving DWR’s comments

June 24, 2022

Draft Notice of Exemption Form

One week after completion of technical analyses

June 10, 2022

Final Notice of Exemption Form

One week after receiving DWR’s comments

June 24, 2022

DETAILED COSTS AND STAFFING*:

Contractor will invoice all services according to Exhibit B, including all attachments, of Contract No. 46xxxxxxxx. The total amount of this task order will not exceed $___________. Please see Attachment XX (or below) for budget cost details. Line items listed in the budget and cost detail attachment are estimates and can be changed with DWR Contract Manager’s approval if consistent with Exhibit B, including all attachments, of the contract. Such changes will not exceed total task order dollar amount.

Follow Budget Cost Detail template (available on the A&E website) for the task order budget; or, the budget details may be included within the task order document itself.

Program is responsible for providing sufficient detail including specifics such as travel and per diem costs and other direct costs, if applicable. Staffing, including classifications, must be included. Insufficient detail will result in return of task order and may delay process.

Reimbursement for travel and per diem expenses will only be made for travel and per diem that are in full compliance with the Reimbursement Clause in Exhibit E of the Contract.

*NOTE:

Because services cannot be provided once task order term is expired or task order money is expended, if Contractor anticipates that additional money or additional time is needed to complete this task order, the Contractor will notify the DWR Contract Manager in writing at least ## (recommended minimum of 20 days – to be filled in by DWR Contract Manager) business days prior to the depletion of funds or expiration of this task order in order to begin an amendment to this task order.

CONTACT PERSONS:

DWR’s Task Order Manager: Contractor’s Task Order Manager:

Name Name Street Address Street Address City, State, Zip Code City, State, Zip Code Phone Phone Fax Fax Email Email

DWR’s Contract Manager: Contractor’s Contract Manager:

Name Name Street Address Street Address City, State, Zip Code City, State, Zip Code Phone Phone Fax Fax Email Email

AUTHORIZED SIGNATURES:

Contractor and State agree that these services will be performed in accordance with the terms and conditions of Standard Agreement Number 46000XXXXX.

STATE OF CALIFORNIA (CONTRACTOR)

Department of Water Resources

(Name of Task Order Manager) (Contractor’s Contact) Task Order Manager

Date Date

(Name of Contract Manager) Contract Manager

Date

Exhibit A, Attachment 2

Contract 46000XXXXX BUDGET

Task Order XX, Am. XX, Attachment X Labor Cost Detail (hours)

Labor Subtask

Subtask

Subtask 3

Subtask

Subtotal Loaded Hourly Rate

Labor Total

Classification* Subtask

Title Subtask

Title Subtask

Title Subtask

Title

Prime Contractor

Jane Smith, Principal 2 2 2 2 8 $70.00 $560.00

John Doe, Sr. Staff Scientist 20 30 40 20 110 $60.00 $6,600.00

Suzy Que, Project Scientist II 40 40 40 40 160 $50.00 $8,000.00

L. Lands, GIS/CADD Specialist 10 10 10 10 40 $50.00 $2,000.00

Tom Thomas, Word Processor 5 5 5 5 20 $40.00 $800.00

Prime Subtotal $17,960.00

Subcontractor A

J. Jones, Supervising Engineer 20 20 20 20 80 $65.00 $5,200.00

Heidi Hines, Staff Engineer 10 15 20 10 55 $55.00 $3,025.00

Subcontractor A Subtotal $8,225.00

Subcontractor B

Mary Marks, Senior Engineer 20 20 20 20 80 $55.00 $4,400.00

Dave Davis, Staff Engineer 10 15 20 10 55 $45.00 $2,475.00

Subcontractor B Subtotal $6,875.00

Subcontractors Subtotal $15,100.00

Subcontractors Markup** (3%) $453.00

Labor Cost Total $33,513.00

Direct Cost Detail (each/unit)

Item Subtotal Unit Price

Direct Cost Total

Reproduction

$0.10/page 250 250 $0.10 $25.00

Field Supplies

Specimen container @ $1/ea 50 50 100 $1.00 $100.00

Field notebook @ $2/ea 5 5 10 $2.00 $20.00

Direct Costs $145.00

Travel Cost Detail (each/unit)***

Item Subtotal Unit Price

Direct Cost Total

Mileage @ $0.51/mile 100 50 75 175 400 $0.51 $204.00

Lodging @ $84.00 (plus tax) 3 4 3 2 12 $91.35 $1,096.20

Air fare @ $200/person 2 2 4 8 $200.00 $1,600.00

Meals

Breakfast @ $6/person 10 12 22 $6.00 $132.00

Lunch @ $10/person 5 6 11 $10.00…