RFQ_No._WT-0294_for_GHWTP_FIP_Environmental_Services_FINAL.pdf

Request for Qualifications No. WT-0294

FOR

Graham Hill Water Treatment Plant Facility Improvements Project – Environmental Services During Construction

Pre-Qualification for Integrated Construction Management and Environmental Services

Request for Proposals

Solicitation Contact: Katy Fitzgerald, Management Analyst

Email: kfitzgerald@santacruzca.gov

Phone: (831) 420-5206

Statement of Qualifications Due: 5/14/2026 at 4:00 p.m.

to:

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

City of Santa Cruz Request for Qualifications No. WT-0294 GHWTP FIP Environmental Services during Construction

April 2026 Page 2

Table of Contents

SECTION 1 GENERAL INFORMATION FOR PROPOSERS

1.1 Summary Scope of Work

Background Project Construction Scope

1.2 Contact

1.3 Procurement Schedule

1.4 SoQ Submittal Due Date

1.5 Definitions

SECTION 2 PROCESS INSTRUCTIONS

2.1 Questions and Requests for Clarification and Addenda

2.2 SoQ Evaluation Criteria

2.3 Responsiveness and Responsibility

2.4 Evaluation

2.5 Adherence to RFQ Requirements

2.6 SoQ Organization and Format

2.7 Firm Background Information

2.8 Firm and Key Staff Qualifications, Expertise, and Experience

2.9 Time Commitment, Availability, and Approach

2.10 References

2.11 Fee Schedule

2.12 Negotiations

2.13 Collusive or Sham Bids

2.14 Public Record

2.15 Award Protests

2.16 Debriefing

2.17 Contract Implementation

2.18 Reservation of Rights

2.19 Environmental Conservation and Sustainable Living

2.20 Financial Responsibility

SECTION 3 TERMS AND CONDITIONS

3.1 Insurance Requirements

3.2 Prevailing Wages and Labor Compliance

3.3 Agreement (Appendix A)

3.4 Agreement Effective Date

3.5 Equal Employment Opportunity and Non-Discrimination

3.6 Indemnification

3.7 Project Funding

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SECTION 4 PRELIMINARY SCOPE OF SERVICES

4.1 Scope of Work

General Project Management and Control Services Environmental Compliance Services Biological Services Arborist Services Cultural and Paleontological Services

4.2 Consultant’s Employee Conduct

SECTION 5 SOQ COVER PAGE

5.1 SoQ Deadline

5.2 SoQ Response Sheet

APPENDIX A SAMPLE AGREEMENT

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SECTION 1 GENERAL INFORMATION FOR PROPOSERS

1.1 Summary Scope of Work

The City of Santa Cruz Water Department (SCWD) is soliciting Statements of Qualifications (SoQs) from consultants, individuals or firms (Consultant) who provide specialized Environmental Services for Construction to support the Graham Hill Water Treatment Plant (GHWTP) Facility Improvements Project (FIP) (Project). The purpose of this pre-qualification is to short-list firms that can provide environmental compliance and construction monitoring for the GHWTP FIP – a $100 million+ construction value, progressive design-build project on an active water treatment plant – including project management, worker environmental training, and specialized biological, arborist, cultural, and paleontological resource oversight. Sought qualifications include a multi-disciplinary team of qualified biologists, qualified monitors, ISA Certified Arborists, archaeologists, and paleontologists.

SCWD is using this RFQ to pre-qualify three to four Environmental Consultants for a subsequent "Construction Management and Environmental Services for Construction" Request for Proposals (RFP). Only Consultants pre-qualified under this RFQ, in partnership with pre-qualified Construction Management firms, will be eligible to submit proposals on the upcoming integrated RFP. The SCWD’s ultimate intent is to enter into a single contract for Construction Management and Environmental Services During Construction. The two-step solicitation process involves the following:

• Step 1 (Pre-Qualification): This RFQ pre-qualifies firms for Environmental Services During Construction. A separate RFQ process is being conducted to pre-qualify firms for Construction Management (CM) Services.

• Step 2 (RFP): Following SoQ evaluation, an RFP will be issued for "Construction Management and Environmental Services During Construction" under a single contract. Only short-listed Environmental firms and short-listed CM firms from Step 1 are eligible for Step 2. These firms must partner to submit a joint proposal for the upcoming RFP.

A detailed outline of potential services that will be performed by the Consultant under the Environmental Scope is given in Section 4 Preliminary Scope of Services.

The purpose of soliciting Environmental Services During Construction is to augment City staff implementing this project. The ultimate contract will include at least two Service Orders as described in Section 4. Although the schedule for the project is not finalized, it is anticipated that construction would start the first quarter of 2027 for a 4-year duration.

The Proposer shall furnish all tools, equipment, materials, tax, apparatus, facilities, labor, transportation, supervision, and management, not specifically provided by the City, to complete work described in this RFQ.

For more information about SCWD’S current and upcoming CIP projects, please visit SCWD’s website:

https://www.santacruzca.gov/Government/City-Departments/Water-Department/Capital-Investment-Program.

Background The SCWD is a public agency operating a water system which provides safe, high-quality water service for about 100,000 people. The Graham Hill Water Treatment Plant (GHWTP) is a critical component of the City’s water supply system as its only treatment facility capable of treating surface water. It was originally constructed in 1960 and standards and regulations enacted over the intervening 66 years necessitate the Project. The GHWTP is a https://www.santacruzca.gov/Government/City-Departments/Water-Department/Capital-Investment-Program

April 2026 Page 5 conventional treatment plant treating raw water from the San Lorenzo River, north coast streams and Loch Lomond Reservoir. The Water Treatment Plant must remain fully operational throughout construction.

The Project will be constructed at the existing GHWTP, a secured and fenced facility closed to the public, located at 715 Graham Hill Road in Santa Cruz, CA. The 12.4-acre parcel is within City limits; however, it is non-contiguous to the City and hence constitutes an “island annexation” surrounded by parcels in the unincorporated County. The GHWTP parcel is located in the upper portion of a large west-facing slope adjacent to the San Lorenzo River. The majority of the existing and proposed building areas on the GHWTP parcel are situated on an upper building pad, surrounded by undeveloped portions of the parcel. Single-family residential land uses surround the GHWTP parcel on the northern, eastern, and southern perimeters. Dense tree canopy and vegetation, and scattered residential dwellings are located beyond the western perimeter on a hillside that slopes down to the San Lorenzo River, approximately 0.3 miles to the west of the Project. The Project may also utilize a temporary construction staging area located at 1941 Ocean Street Extension in Santa Cruz, CA and services under this RFQ/RFP process may be required at both the primary construction site and offsite staging.

The Project will replace and substantially upgrade the majority of the existing water treatment processes and associated infrastructure with modern facilities. The Project will increase the City’s treatment reliability to meet current and anticipated future water quality requirements; support the treatment of wet season water to facilitate implementation of the City’s Water Supply Augmentation Strategy and Securing Our Water Future Policy; improve the ability to treat variable and degraded source water quality conditions, such as those associated with post-wildfire, severe storms, and droughts; and meet current seismic, building, electrical, and fire code requirements.

Project Construction Scope The Project is being delivered by the Progressive Design-Build project delivery method by AECOM/WM Lyles Joint Venture. AECOM (designer) with input from WM Lyles (contractor) has progressed the design (Phase 1) to 100% design documents. The next step of the Project is to proceed to construction services (Phase 2).

Project construction is anticipated to occur in phases over a four-year period (from 2027 through 2030). As the GHWTP is the only surface water treatment plant servicing the City’s water service area, the construction sequencing would generally maintain continuous operation of GHWTP. Construction would typically occur during normal weekday work hours, between 8:00 AM and 5:00 PM, with potential work outside of those hours on weekends, or on an as-needed basis with prior City approval.

Construction would include, but not be limited to: procurement of all materials and equipment; mobilization of construction personnel and equipment to the project site; installation of the stormwater pollution prevention plan BMPs; demolition of existing buildings and infrastructure that would not be retained with the Project; tree and vegetation removal in development areas; site preparation including clearing, grubbing, excavation/fill, and grading; foundation installation and construction of new buildings; construction and installation of process equipment and tanks; trenching and installation of new yard piping and conduit; paving in roadway, paths and parking areas; and landscaping, fencing, and signage.

The Project includes the following major components:

• Improved treatment reliability: The Project is designed to reliably produce a maximum of 18.2 million gallons of drinking water per day under a broad range of source water conditions.

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• New and upgraded water treatment and related processes to efficiently meet current and future water quality regulations: The Project is designed to include pretreatment, treatment, disinfection, solids handling, and chemical feed systems.

• New and upgraded buildings to meet modern seismic code requirements: The Project design includes new buildings for administration, maintenance, ozone, and chemical storage and feed as well as upgrades to the existing operations and filter building.

• Other infrastructure and site improvements: The Project design also includes sewer and stormwater improvements, vehicular access improvements, security and fencing, communications improvements (Supervisory Control and Data Acquisition), solar panels, electrical, lighting, heating, cooling, ventilation, and landscaping.

The purpose of the Project is to modernize the surface-water treatment plant so it can reliably provide safe drinking water year-round under changing water quality and operating conditions. Primary drivers include:

• Climate resilience including “weather whiplash,” post-wildfire runoff impacts, severe storms, and drought-driven water quality variability.

• Modernization to bring the facility up to current standards including seismic and other code requirements, and improve wildfire hardening / site resilience.

• Increase treatment reliability and capability to meet current and anticipated future water quality regulations/requirements and emerging treatment needs.

The Project will replace and substantially upgrade most existing treatment processes and associated infrastructure at GHWTP including:

• Chemical feed system upgrades.

• Replacement wash water supply tank.

• New ozone contactor, plus pre-treatment processes.

• Recycled water clarifiers.

Major areas of work include Demolition and new/rehabilitated facilities (buildings and basins)

• Demolition of portions of the existing plant (including the operations and filter building, certain water-treatment facilities such as sedimentation basins, and other infrastructure as needed due to end-of-life)

• New and upgraded buildings/facilities, including:

ο New administration and/or operations building ο New maintenance building ο HVAC improvements ο Replacement/upgrade of the filter gallery building ο New ozone and chemical storage facilities

• Infrastructure, controls, and site improvements (onsite + limited offsite) o Piping upgrades and stormwater management improvements o Electrical upgrades and SCADA (Supervisory Control and Data Acquisition) improvements o Vehicular access improvements and landscaping o Fencing and site security improvements

• Primary work site is 715 Graham Hill Road (the existing plant site).

• “Ancillary”/supporting improvements may also occur along a utility corridor and within nearby public rights-of-way (e.g., segments connecting toward the San Lorenzo River / Ocean Street Extension and near the plant entrance).

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The Project was evaluated in an Environmental Impact Report certified by the Santa Cruz City Council on September 10, 2024. The City Council also adopted Resolution No. NS-30,390 approving the Graham Hill Water Treatment Plant Facility Improvements Project; adopted a Mitigation Monitoring and Reporting Program; and adopted the California Environmental Quality Act Findings and a Statement of Overriding Considerations.

Construction plans are not available to proposers during Step 1 of this RFQ process. The available construction documents will be shared with the short-listed respondents during Step 2 of this procurement process after respondents sign a non-disclosure agreement for this critical infrastructure facility information. Detailed publicly-available information can be found in the Project’s Final Environmental Impact Report at the following link: https://www.santacruzca.gov/Government/City-Departments/Water-Department/Online- Reports/Environmental-Documents/Climate-Resilient-Santa-Cruz-Graham-Hill-Water-Treatment-Plant- Improvement-Project

As the Project will disturb more than 1 acre of land, the Contractor is required to adhere to the National Pollution Discharge Elimination System Construction General Permit, which mandates preparation and implementation of a Storm Water Pollution Prevention Program (SWPPP). The Contractor will be responsible for SWPPP development and SWPPP implementation. The Project’s steep slopes, sandy soils, and receiving body into the San Lorenzo River make SWPPP implementation a high priority.

Mount Hermon June Beetles (MHJBs) are known to occur on the GHWTP property. The City has a Low-Effect Habitat Conservation Plan (LEHCP) that covers incidental take at the GHWTP for MHJB. While the Washwater Supply Tank construction work occurs in MHJB suitable habitat, most of the project construction work would be done outside of the area classified as Zayante soils.

Birds are known to utilize existing Project buildings and facilities as nesting habitat. Specifically, swallows nest annually on the Operations building, which is planned for demolition as a part of the Project. Additionally, raptors have been observed courting and flying over the GHWTP parcel which contains several large, mature trees that could serve as nesting habitat.

1.2 Contact

The procurement contact for this solicitation is:

Katy Fitzgerald, Management Analyst email: kfitzgerald@santacruzca.gov.

This full solicitation document may be downloaded from the City’s eProcurement portal at https://procurement.opengov.com/portal/santacruzca. All questions must be submitted in the City’s Procurement Portal by the date set forth in Section 1.3 RFQ Schedule.

1.3 Procurement Schedule

The City will make every effort to adhere to the following tentative schedule: All dates set forth in this RFQ are subject to change at the City’s sole discretion. Any change will be set forth in an addendum. All references in this RFQ to “time” are Pacific Standard Time.

https://www.santacruzca.gov/Government/City-Departments/Water-Department/Online-Reports/Environmental-Documents/Climate-Resilient-Santa-Cruz-Graham-Hill-Water-Treatment-Plant-Improvement-Project https://www.santacruzca.gov/Government/City-Departments/Water-Department/Online-Reports/Environmental-Documents/Climate-Resilient-Santa-Cruz-Graham-Hill-Water-Treatment-Plant-Improvement-Project https://www.santacruzca.gov/Government/City-Departments/Water-Department/Online-Reports/Environmental-Documents/Climate-Resilient-Santa-Cruz-Graham-Hill-Water-Treatment-Plant-Improvement-Project mailto:kfitzgerald@santacruzca.gov

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ACTIVITY DESCRIPTION/LOCATION DATE OR PERIOD

RFQ Release Date https://procurement.opengov.com/port al/santacruzca 04/03/2026

RFQ Pre-SoQ Conference Microsoft Teams Meeting. Refer to Pre- SOQ Conference Meeting Information

4/15/2026 at 2:00 p.m.

RFQ Questions and Clarifications Due Date

Refer to RFQ Section 2.1 Questions and Requests for Clarification and Addenda

No later than 5:00 p.m. on 04/30/2026

Response to Proposer(s) RFQ Questions and Clarification & Issue Addenda

Refer to RFQ Section 2.1 Questions and Requests for Clarification and Addenda

Anticipated to be on or near 05/07/2026

SoQ Submittal Due Date Refer to RFQ Section 1.4 SoQ Submittal Due Date

No later than 4:00 p.m. on 5/14/2026

Notification of Short-Listed Respondents https://procurement.opengov.com/port al/santacruzca

5/22/2026

The City intends to issue Requests for Proposals on the date that the SoQ review is complete.

Pre-SoQ Conference Meeting Information:

The City will conduct a virtual RFQ Pre-SoQ conference jointly with the CM Services RFQ with interested entities on April 15, 2026 at 2:00pm. The virtual meeting will utilize breakout rooms to cover content unique to each RFQ.

Follow this link to join the Microsoft Teams meeting:

https://teams.microsoft.com/meet/2852820157560?p=YoClompHPam7qZQifx

1.4 SoQ Submittal Due Date

The Santa Cruz Water Department is only accepting electronic SoQ submittals. Proposers must create a FREE account with the City’s eProcurement portal, OpenGov: https://procurement.opengov.com/portal/santacruzca. SoQs are due no later than 05/14/2026 by 4:00 p.m.

All questions regarding this solicitation are to be submitted in writing via the OpenGov Question and Answers tab. Questions received less than ten (10) business days prior to the SoQ submittal due date may not be answered.

Only questions answered in writing through OpenGov will be binding. Oral and other interpretations or clarifications will be without legal effect.

Revisions to this RFQ will be issued by Addenda and answers to questions will be posted to OpenGov. Each Respondent is solely responsible for obtaining all Addenda and reading all Questions and Answers prior to submitting its SoQ.

SoQs may be submitted up to but not later than the due date and time outlined in Section 1.3 RFQ Schedule via OpenGov. OpenGov’s clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The City of Santa Cruz strongly recommends submitting SoQs well ahead of the deadline. Consultants take full responsibility for City’s receipt of its submittals.

https://procurement.opengov.com/portal/santacruzca https://procurement.opengov.com/portal/santacruzca https://teams.microsoft.com/meet/2852820157560?p=YoClompHPam7qZQifx

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In no event will the City be liable for any costs incurred by any Respondent or any other party in developing or submitting a SoQ.

1.5 Definitions

In this RFQ document:

a. Proposer means contractor, firm, supplier, or consultant.

b. Subcontractor means those performing any portion of the services as subcontractors, consultants, suppliers, and other business entities and individuals.

c. Key Staff, if required, means the employees of the Proposer or subconsultant(s) that provide project leadership or expertise in lead technical services and are considered essential to the success of the Project.

d. Contract also means Purchase Order or Agreement.

April 2026 Page 10

SECTION 2 PROCESS INSTRUCTIONS

2.1 Questions and Requests for Clarification and Addenda

Proposers shall submit all questions or requests for clarification regarding any aspect of this RFQ via the City e‐ Procurement Portal, located at https://procurement.opengov.com/portal/santacruzca by the date identified in Section 1.3 RFQ Schedule. All answers to inquiries will be posted on the City e‐Procurement Portal. Proposers may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

Any questions or requests for clarification not submitted within the time and manner stated above or to anyone other than the above‐stated contact will be deemed waived. The City is not bound by the oral representation of any City employee or official. Answers to questions received will be sent out via an addendum.

The City may determine it is necessary to revise any part of this RFQ. Revisions will be made by written addenda and it is the Proposer’s sole responsibility to comply with any addenda to this RFQ.

Addenda Notification: Proposers are required to register for an account via the City e‐Procurement Portal hosted by OpenGov to receive written addenda to the solicitation. Once the Proposer has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/santacruzca.

2.2 SoQ Evaluation Criteria

RFQ responses will be evaluated and ranked according to the evaluation criteria identified in Sections 2.3 and 2.4, below, by an Evaluation Committee composed of City staff. The Evaluation Committee will open and review the SoQs in confidence. Submittals will be available to the public after contract award.

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

• Provide additional reference contacts or additional reference project information.

The Evaluation Committee will use all information collected to rank the semi-finalists in order of their ability to best meet the requirements of the City.

2.3 Responsiveness and Responsibility

When determining Responsiveness of the SoQ, the City may consider any of the following but not limited to:

a. SoQ received on time and completed per instructions,

b. SoQ contains required contents, forms and signatures submitted in accordance with RFQ instructions.

c. SoQ is compliant with specifications and industry standards.

Does the proposal meet the minimum requirements in Section 2.3 Responsiveness and Responsibility to be responsive (the submittal includes all of the required documentation): Pass/Fail

When determining Responsibility of the Proposer, the City may consider any of the following but not limited to:

a. Possession of industry standard licensing and/or certifications;

April 2026 Page 11

b. Financial capacity of the Proposer;

c. Experience or past performance of the Proposer;

d. Use of Subcontractors / Subconsultants

e. Past, Present and Pending Legal Actions

f. Exceptions with City’s Terms and Conditions.

g. Anticipated adherence with Project delivery schedule.

h. Ability to respond to City’s inquiries for SoQ clarification.

Does the proposal meet the minimum qualification requirements in Section 2.3 Responsiveness and Responsibility to be responsible (the documentation provided shows that the Proposer is capable of performing the work): Pass/Fail

A Proposer’s failure to promptly respond to City’s inquires for SoQ clarification may result in determination of non-responsibility. Proposers have the right to take exception to the specifications or terms to this solicitation, however, such exceptions may deem the SoQ submission non-responsible during evaluation. Any exceptions taken must be explained in the SoQ. Any exceptions that contradict the City’s terms and conditions or contain provisions that are not in the best interest of the City will disqualify the Proposer. If exceptions are not explained, the Proposer will comply with the specifications as stated in this solicitation. The City reserves the right to reject any or all proposals and to waive any informality or minor defect in proposals received.

2.4 Evaluation

The total maximum score for the evaluation of SoQs is 100 percent (100%). SoQs will be evaluated by the Evaluation Committee using the SoQ Evaluation Criteria as set forth below. SoQs that are deemed responsive, from a firm that has been deemed responsible will be evaluated based on the evaluation criteria below.

SoQ Evaluation Criteria Basis of Evaluation Score

Adherence to RFQ Requirements Section 2.5 and 2.6 5% Firm Background Information Section 2.7 5% Firm Qualifications, Expertise, and Experience Section 2.8 25% Key Personnel Qualifications, Expertise and Experience Section 2.8 30%

Time Commitment, Availability and Approach Section 2.9 25% References Section 2.10 10% Total 100%

2.5 Adherence to RFQ Requirements

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

2.6 SoQ Organization and Format

SoQs will be organized as follows:

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a. SoQ Cover Page: Provides basic Proposer contact information and an authorized signature accepting the City’s terms and conditions as stated in this solicitation and Addenda acknowledgment. (See Section 5)

b. Written SoQ:

i. Firm Background Information: Answers will be complete and in the order presented. Make your SoQ as short as possible. (See Section 2.7)

ii. Firm and Key Personnel Qualifications, Expertise and Experience: Answers will be complete and in the order presented. Make your SoQ as short as possible. (See Section 2.8)

iii. Time Commitment, Availability, and Approach: Answers will be complete and in the order presented. Make your SoQ as short as possible. (See Section 2.9)

iv. References (See Section 2.10)

c. Optional Appendices or Exhibits: Proposers may include sample project information, sample reports (such as monitoring field forms and survey reports), peer review reports, letters of recommendation, or other exhibits that may assist the City in favorably evaluating the SoQ. Do not include generic marketing materials. (maximum 10 pages)

d. SoQs will be deemed non-responsive and removed from further consideration if the SoQ is not received in accordance with the terms of this RFQ or the Proposer does not meet the basic minimum qualifications and SoQ requirements set forth in this RFQ.

SoQs will be formatted as follows:

a. Arial or a similar, easily readable font. A minimum of 11-point font size and 1-line spacing is required for text. Narrow or condensed fonts are not permitted. Font restrictions do not apply to attachments.

Different size fonts will be allowed for headings, charts, tables, and graphics and must be easily readable.

b. As concise as possible and shall not include any unnecessary promotional material.

c. Number every page beginning with the cover page, including the text charts and graphic pages.

d. Narrative pages are to be 8½x11 inches. 11x17 pages, if used, shall be used sparingly and only where required to convey related information that cannot otherwise be accommodated on an 8½x11 page.

11x17 will count as two pages.

e. The Proposer shall provide the information required in Section 2 Process Instructions.

f. Comply with the maximum page limitations provided for each subsection of the RFQ.

g. Resumes shall be included as a separate attachment. Resumes are not included in the maximum page count.

2.7 Firm Background Information

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

a. Legal name, addresses, telephone numbers of the principal office (national headquarters) and local office.

Include the same information if services will be provided from additional locations.

b. Year established, company history and number of active projects.

c. Business entity status (i.e., partnership, corporation, LLC) and Identify signature authority, by title, for the company.

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

e. Respond to the following:

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

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

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2.8 Firm and Key Staff Qualifications, Expertise, and Experience In this section (maximum 5 pages), include the following:

a. Describe the firm’s and staff’s qualifications and experience working on similar, relevant, or related projects including those that were completed, as outlined in Section 4 Preliminary Scope of Services.

b. Provide an organizational chart showing Key Personnel proposed under this SoQ and their roles and responsibilities, including any subconsultants and/or subcontractors. Do not include specific construction manager subconsultants or subcontractors at this time.

c. Describe firm’s and staff’s knowledge of local, State, federal codes and standards, projects with environmental monitoring, and permit requirements.

d. Describe how the firm (or firms if submitting a jointly prepared SoQ) is organized to provide the required services as outlined in Section 4 Preliminary Scope of Services. Do not include specific construction manager subconsultants or subcontractors at this time.

e. If utilizing any subconsultants and/or subcontractors, list key personnel performing work, describe their qualifications working on similar, relevant, or related projects that were completed, as outlined in Section 4 Preliminary Scope of Services. Do not include specific construction manager subconsultants or subcontractors at this time.

f. Provide a list of all services your firm has performed for the City in the past five (5) years. Include a description of the services, date of engagement(s), members of the proposed team that performed the services, and the City department that contracted the work. Indicate if your firm served as the prime or as a subconsultant.

2.9 Time Commitment, Availability, and Approach

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

a. Document the Proposer’s commitment to support the contract throughout its duration and your ability to provide the personnel to perform the services outlined in the Scope of Work. Confirm the availability of key personnel to respond as needed to perform the required environmental services as described.

Proposer shall describe the typical and minimum time required to deploy monitors to the field, submit monitoring logs and forms, and submit and revise reports.

b. Describe your approach to completing Section 4 Preliminary Scope of Services. Provide comments regarding the proposed Section 4 Preliminary Scope of Services. This may be used as an opportunity to expand upon your team’s specific experience and expertise, and to outline any changes you believe would help achieve the project’s goals and objectives. Note, a more detailed approach for services will be requested in the RFP for qualified firms.

i. If appropriate, include tools and techniques you could use in addressing challenges and delivering services outlined in Section 4 Preliminary Scope of Services.

ii. Proposers shall strive to address all major tasks outlined in Section 4 Preliminary Scope of Services and as appropriate, suggest supplemental tasks/sub-tasks for incorporation into the final Section 4 Preliminary Scope of Services.

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iii. Confirm the availability of key personnel to respond as needed within 48 hours to perform the required construction management services as described.

iv. Monitoring log, survey reports or other sample work documents may be submitted as Optional Appendices or Exhibits as described in Section 2.6.

2.10 References

In this section (maximum 3 pages), provide the following:

a. Provide three (3) client references for projects undertaken in the last five (5) years which demonstrate relevant experience.

b. For each project, provide a project description, project costs, dates of engagement, project owner, and member(s) of the proposed team for this RFQ that participated in the project.

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

The City reserves the right to:

• Check as many references that the City deems necessary.

• Assess a firm’s past performance.

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

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

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

• Contact client references for only shortlisted firms.

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

2.11 Fee Schedule

Not requested as a part of this SoQ phase.

2.12 Negotiations

Not required at this SoQ phase.

2.13 Collusive or Sham Bids

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

The proposer shall acknowledge that it has not directly or indirectly been collusive with any other proposer in the preparation and submission of the proposal by submitting the Non-Collusion Declaration. If at any time it shall be found that the proposer to whom a contract has been awarded has, in presenting the proposal, colluded with any

April 2026 Page 15 other party or parties, said proposer shall be liable to the City for all loss or damage which the City has or may suffer as the result of the collusive activity, including, but not limited to, the cost of advertising and awarding a new contract.

2.14 Public Record

SoQs received will become the property of the City. All SoQs, evaluation documents, and any subsequent contracts will be subject to public disclosure per the “California Public Records Act,” (CPRA) California Government Code, sections 6250 – 6270. All documents related to this solicitation will become public records once discussions and negotiations with proposers have been fully completed and a Notice of Intent to Award (NOITA) letter to all Proposers is issued.

If Proposer’s proprietary information is contained in documents or information submitted to City, and Proposer claims that such information falls within one or more CPRA exemptions, Proposer must clearly mark such information “Confidential and Proprietary,” and identify the specific lines containing the information. In the event of a request for such information, City will make best efforts to provide notice to Proposer prior to such disclosure.

If Proposer contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief, or other appropriate remedy from a court of law in Santa Cruz County before the City is required to respond to the CPRA request. If Proposer fails to obtain such remedy within the time the City is required to respond to the CPRA request, City may disclose the requested information without any liability to Proposer. Proposer further agrees that it shall defend, indemnify and hold City harmless against any claim, action or litigation (including but not limited to all judgments, costs, and attorney’s fees) that may result from denial by City of a CPRA request for information arising from any representation, or any action (or inaction), by the Proposer.

2.15 Award Protests

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

The City encourages Proposers to resolve issues regarding the solicitation requirements or the procurement process through written correspondence and discussions at least 7 business days prior to the SoQ due date. This will allow the City time to research the validity of the protest and either issue an addendum to the solicitation, cancel the solicitation, or determine the protest to be unfounded and proceed with the solicitation. In the event the protest of specifications is denied, and the protester wishes to continue in the protest process, the protesting Proposers must still submit a SoQ in accordance with the SoQ submittal procedures provided in this solicitation.

Questions or concerns prior to the intent to award notice will be directed to:

Katy Fitzgerald, Management Analyst

(831) 420- 5206 kfitzgerald@santacruzca.gov

Any Proposer who unsuccessfully proposes on a city contract or any trade association representing workers who would have potentially been employed by such contract may formally protest a contract award. Protest letters regarding a formal contract award will be directed to:

City of Santa Cruz

City Clerk Administrator mailto:kfitzgerald@santacruzca.gov

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809 Center Street, Room 9 Santa Cruz, California 95060

Protests will be filed with the City Clerk’s office no later than 5 business days after the written notice of intention to award has been distributed. Protest letters will include:

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

• The solicitation title and due date;

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

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

• The form of relief requested.

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

2.16 Debriefing

A debriefing may be held after the contract award with a Proposer so they may receive information about the evaluation of their SoQ. The written request shall, either by the authorized officer or employee of the firm, be received by SCWD no more than thirty (30) days after the issuance of the NOITA. The debrief conference will be allotted a maximum of thirty (30) minutes and will consist only of the evaluation of the requesting Proposer.

2.17 Contract Implementation

After Step 2 (RFP phase), a formal contract will result upon the completion of the two-step procurement process.

The selected Consultant will be required to submit:

a. Proof of insurance and prevailing wage compliance documentation as specified in Section 3.2 Insurance Requirements;

b. Documentation of all credentials necessary to legally perform the services specified;

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

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

e. The finalized contract will be in the form included as Appendix A Sample Agreement which is included in this RFQ for reference only, and any negotiated modifications agreed to by the parties.

2.18 Reservation of Rights

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

i. To reject any or all SoQs or information received pursuant to this RFQ;

ii. To waive any informality or minor defects in SoQs received;

iii. To supplement, amend, substitute, or otherwise modify this RFQ at any time by means of written addendum;

iv. To cancel this RFQ with or without the substitution of another RFQ or prequalification process;

v. To cancel the scope of services awarded through this RFQ process with or without the substitution of another RFQ or prequalification process;

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vi. To request additional information;

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

i. A substantial savings in cost will result due to a large quantity purchase, or

ii. The commodity is not appropriately classified under this specification contract.

viii. To verify the qualifications and experience of each Proposer;

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

2.19 Environmental Conservation and Sustainable Living

The City of Santa Cruz has long been an advocate for environmental conservation and sustainable living. This includes, but is not limited to, the Green Business Program, the Living Wage Ordinance, the Clean Ocean Business Program, and General Plan goals which define greenhouse gas reduction objectives to reduce community-wide greenhouse gas emissions 30 percent by 2020 and 80 percent by 2050 (compared to 1990 levels). Proposers are encouraged to identify how the Proposer can support the City in meeting these goals in their SoQ.

2.20 Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding to this RFQ.

Proposers acknowledge and agree that their SoQs will become the property of the City and may be used by the City in any way deemed appropriate.

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SECTION 3 TERMS AND CONDITIONS

3.1 Insurance Requirements

The selected Consultant will be required to provide a Certificate of Insurance(s) for Professional Liability, Commercial General Liability, Auto Liability, and Workers’ Compensation as stated in Exhibit D within Appendix A of the sample Professional Services Agreement. The City reserves the right to adjust the insurance terms provided based on the type and scope of project proposed by the selected Consultant.

3.2 Prevailing Wages and Labor Compliance

To the extent that the work or services to be performed under this Agreement may be considered a “public work” pursuant and subject to Labor Code section 1720 et seq., Consultant (and any subconsultant performing the work or services) shall conform to any and all prevailing wage requirements applicable to such work/and or services under this Agreement. Consultant (and any subconsultant) shall adhere to the prevailing wage determinations made by the Director of Industrial Relations (DIR) pursuant to California Labor Code Part 7, Chapter 1, Article 2, applicable to the work, if any. All workers employed in the execution of a public works contract (as such term is defined California Labor Code section 1720 et seq. and section 1782(d)(1)) must be paid not less than the specified prevailing wage rates for the type of work performed. Reference: California Labor Code sections 1720, 1774 and 1782. Consultant agrees to be bound by the prevailing wage requirements to the extent applicable to the scope of work and services under this Agreement, including, but not limited to, the following:

a. If a worker is paid less than the applicable prevailing wage rate owed for a calendar day (or any portion thereof), Consultant shall pay the worker the difference between the prevailing wage rate and the amount actually paid for each calendar day (or portion thereof) for which the worker(s) was paid less than the prevailing wage rate, as specified in Labor Code section 1775;

b. Consultant shall maintain and make available payroll and worker records in accordance with Labor Code sections 1776 and 1812;

c. If Consultant employs (and/or is legally required to employ) apprentices in performing the work and/or services under this Agreement, Consultant shall ensure compliance with Labor Code section 1777.5;

d. Consultant is aware of the limitations imposed on overtime work by Labor Code sections 1810 et seq. and shall be responsible for any penalties levied in accordance with Labor Code section 1813 for failing to pay required overtime wages;

e. Consultant shall post a copy of the applicable wage rates at each jobsite at a location readily available to its workers.

Any failure of Consultant and/or its subconsultant to comply with the above requirements relating to a public work project shall constitute a breach of this Agreement that excuses the City’s performance of this Agreement at the City’s sole and absolute option, and shall be at the sole risk of Consultant. Consultant on behalf of itself, any subconsultant, agree to indemnify, defend and hold harmless the City and its officials, officers, employees, and agents from and against any and all claims, liabilities, losses, costs, expenses, attorney’s fees, damages, expenses, fines, financial consequences, interest, and penalties, of any kind or nature, arising from or relating to any failure (or alleged failure) of the Consultant and any subconsultant to pay prevailing wages or to otherwise comply with the requirements of prevailing wage law relating to a public work.

Consultant acknowledges that it and/ any subconsultant shall not be qualified to bid on, be listed in a bid SoQ, subject to the requirements of section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, unless currently registered with the DIR and qualified to perform public work pursuant

April 2026 Page 19 to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)]. A bid shall not be accepted nor any contract or subcontract entered into without proof of the Consultant or subconsultant’s current registration to perform public work. Labor Code section 1771.1(b).

3.3 Agreement (Appendix A)

The successful Proposer will be required to enter into a Professional Services Agreement (PSA) an example is included as Appendix A. If a Proposer is unable to accept City’s PSA terms substantially in the form presented, the Proposer must include a redline version of the PSA with its SoQ. The revised PSA must clearly mark any section to which it objects, set forth the Proposer’s proposed alternative terms, and explain the basis for each proposed change.

Some projects may be funded partially or entirely by federal or state funding loan and or grant programs. The City’s use of federal or state funds with require compliance with specific Agreement provisions that vary per project. Such provisions will be included in subsequent agreements per project.

If a satisfactory agreement cannot be negotiated in a reasonable time, the City in its sole discretion may terminate negotiations.

3.4 Agreement Effective Date

The agreement resulting from this solicitation process is tentatively scheduled to begin in the fall of 2026.

3.5 Equal Employment Opportunity and Non-Discrimination

City’s policies promote a working environment free from abusive conduct, discrimination, harassment, and retaliation; and require equal opportunity in employment for all regardless of race, religious creed (including religious dress and grooming practices), color, national origin (including language use restrictions), ancestry, religion, disability (mental and physical), medical condition, sex, gender (including gender identity and gender expression), physical characteristics, marital status, age, sexual orientation, genetic information (including family health history and genetic test results), organizational affiliation, and military or and veteran status, or any other consideration made unlawful by local, State or Federal law. City requires Consultant to be in compliance with all applicable Federal and State and local equal employment opportunity acts, laws, and regulations and Consultant is responsible for ensuring that effective policies and procedures concerning the prevention of abusive conduct, discrimination, harassment, and retaliation exist in Consultant’s business organization. The City’s current Equal Employment Opportunity and Non-Discrimination policies to which this Section applies may be viewed at http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html and http://www.cityofsantacruz.com/home/showdocument?id=59192. Copies are available upon request from the City’s Purchasing Division.

3.6 Indemnification

Proposer agrees, to the fullest extent permitted by law, to indemnify, defend, and hold harmless the City, its officials, officers, employees, agents, and volunteers (collectively, “Indemnitees”) from and against any and all liability, claim, action, loss, injury, damage, judgment, or expense, including attorneys’ fees and costs (“Losses”) caused by or resulting from the negligence, recklessness, or willful misconduct of Proposer, Proposer’s officers, employees, agents, or subcontractors in any way related to this Agreement.