Slides_for_Environmental_RFP_-_Final.pdf

CALIFORNIA HIGH-SPEED RAIL:

Environmental Property Management Compliance

Services Pre-Bid Meeting

June 5, 2024

1HSR24-14 Request for Proposals (Secondary) for Environmental Property Management Compliance Services

6/5/2024

WELCOME AND AGENDA

• Small Business Program Overview »Chardena Valley, Small Business Advocate

• Procurement Overview »Tiesha Savage, Real Property Budget and Contract Manager

2HSR24-14 Request for Proposals (Secondary) for Environmental Property Management

6/5/2024

California High-Speed Rail Base Building Plan Development Services Contract

Small Business Program Overview

Shonda Hornbeck, Title VI & Small Manager Process & Program Development Branch Small Business Program sbprogram@hsr.ca.gov

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Small Business By the Numbers

536/05/2024HSR24-14 Request for Proposals (Secondary) for Environmental Property Management

Blended State and Federal

100% State Funded

100% Federal Funded (including grants)

3% Disabled Veteran Business Enterprise (DVBE) goal, which will be applied across the total contract value.

3% DVBE goal

17% Disadvantaged Business

Enterprise (DBE) goal

10% DBE goal, which will also be applied across the total contract value.

25% Small Business goal using all categories that qualify under the state standard, which includes certified Small Business and SB-PW.

• Of that 25% we will designate 3% microbusiness

25% Small Business goal using all categories that qualify under the state standard, which includes certified Small Business and SB-PW.

• Of that 25% we will designate 3% microbusiness

Small Business Participation Goal Breakdown

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Commitment to Diversify

Certifications That Count Toward the Overall Goal:

• California Department of General Services

• Small & Micro Businesses (SB / MB)

• Disabled Veteran Business Enterprises (DVBE)

• Small Business for Public Works (SB-PW)

• California Unified Certification Program

• Disadvantaged Business Enterprises (DBE)

Small Business Certification Overview state federal

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Exclusivity

»There is no prohibition against Subconsultants/Subcontractors being exclusive to one Offeror, however, exclusivity is strongly discouraged for SB/DBE/DVBE Subconsultants/Subcontractors

Small Business Teams

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CONNECT HSR

Free Online Tool to Connect with Business Opportunities Open to All Businesses, Large & Small

• List Your Business:

• Type of Business

• Services Offered or Supplies Sold

• Service Counties

• Certifications

• Learn About:

• Future Contracting Opportunities

• Trainings/Workshops

• Register At:

• www.connecthsr.com

High-Speed Rail Vendor Registry

6/05/2024 9

CALIFORNIA HIGH-SPEED RAIL:

Request for Proposals (Secondary) for Right-of-Way (ROW) Environmental Property Management Compliance Services

6/5/2024HSR22-14 Request for Proposals (Secondary) for Environmental Property Management Compliance Services

Tiesha Savage, Real Property Budget and Contract Manager Brenda McKenzie, Supervising Right of Way Agent

Overview of RFP

6/5/2024 10HSR22-14 Request for Proposals (Secondary) for Environmental Property Management

Purpose and Overview of RFP

• The Authority is issuing this RFP to receive Proposals from qualified entities (Proposers) to provide Right-of-Way (ROW) Environmental Property Management Compliance Services for Residential, Commercial and Agricultural Properties.

• Total contract value is not to exceed $2,095,000.00 dollars.

• There will be one awarded contract.

• Responsive Proposals submitted in response to this RFP will be evaluated with the intent of awarding an Agreement to the Proposer with the highest score.

• By submitting a Proposal, Proposers agree to be bound by and meet all of the requirements and obligations specified in this RFP, as amended.

• The Agreement period will start upon DGS approval of the Agreement and will extend for two (2) years from the start date.

• The Work will start with a Notice to Proceed (NTP) or a Limited Notice to Proceed (LNTP) and will be managed through Task Orders. No Work may begin prior to the receipt of an NTP/LNTP and Task Order(s).

• Work is assigned through Task Orders – a formal supplementing document issued by the Authority Contract Manager setting forth the services to be provided within the scope of the Agreement.

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Purpose and Overview of RFP

• Executing an Agreement is not a guarantee of Work; the actual amount of Work requested by the Authority under the Agreement may be less.

• The total amount awarded for an Agreement resulting from this RFP will be inclusive of the estimated $50,000.00 cumulative, total Specialized Equipment Rental and Materials costs to be paid from State funds. “Specialized Equipment” and “Materials” are defined in Section 2.2, Definitions.”

• $100,000.00 in cumulative travel costs to be paid from State funds, in the manner and subject to the requirements set forth in this RFP and the Agreement.

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PROPOSAL REQUIREMENTS

Part 1, Administrative Response Page 20 Part 2, Technical Proposal Page 25 Part 3, Cost Proposal Page 35

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Part 1, Administrative Response

5.2.1 Proposal Minimum Requirements

Proposers must satisfy all of the Minimum Requirements listed below. Failure to satisfy all of the Minimum Requirements at the time of Proposal submission, unless otherwise specified, may result in the immediate rejection of the submission.

The Minimum Requirements for this RFP are as follows:

1. The Proposer shall satisfy the requirements of Section 5.2.2, Transmittal Letter.

2. The Proposer’s Lead Project Biologist (Key Personnel) must have a minimum of ten (10) years of recent experience as a Project Biologist managing environmental compliance projects. Recent experience means working as a Lead Project Biologist for ten (10) of the last thirteen (13) years.

3. The Proposer’s Project Manager (Key Personnel) must have a minimum of ten (10) years of recent experience project managing and supervising environmental compliance projects, including five (5) years in California. Recent experience means working as a Project Manager for ten (10) of the last fifteen (15) years.

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5.2 Part 1, Administrative Response

5.2.1 Proposal Minimum Requirements

4. The Proposer’s Quality Manager (Key Personnel) must have a minimum of five (5) years of recent experience implementing quality assurance and quality control standards for project-level environmental studies, permits, and other documentation. Recent experience means working as a Quality Manager for five (5) of the last eight (8) years.

5. The Proposer shall provide copies of Qualified Storm Water Pollution Prevention Plan (SWPPP) Developer Certificate (QSD) and Qualified SWPPP Practitioner Certificate (QSP) issued by the California Stormwater Quality Association (CASQA).

6. The Proposer shall satisfy the requirement of Section 5.3.2, Proposer’s Staffing Resources Commitment to Accomplishing Scope of Work and Personnel Qualifications/Experience.

7. The Proposer shall satisfy the requirement of Section 5.3.3, Proposer’s Plan for Maintaining Flexibility in Workload Volume.

8. The Proposer shall satisfy the requirement of Section 5.3.4, Proposer’s Unique Skills, Techniques, Methods, Approaches, or Resources that Enhance or Ensure Successful Completion of Required Tasks Within the Required Time Frames.

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5.3 Part 2, Technical Proposal

• The Proposer Team shall describe and evaluate its own past ROW environmental compliance services performance results.

• The Proposer shall discuss the ROW environmental compliance project affirmed in Form D:

Minimum Qualifications Checklist that was completed or substantially completed (90%-95%) within the past ten (10) years by the Proposer on a large volume project (seventy-five (75) properties or more) involving environmental compliance services.

5.3.1 Contents of the Technical Proposal

Proposer Teams shall provide straightforward and concise descriptions of the Proposer’s ability to provide the services requested in this RFP and in Attachment E, Sample Agreement, Exhibit A, Scope of Work.

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5.3.2 Proposer’s Staffing Resources Commitment to Accomplishing Scope of Work and Personnel Qualifications/Experience

1. Organizational and Staffing Plan: Organizational and Staffing Plans that should be appropriate to the Scope of Work described in Attachment E, Sample Agreement, Exhibit A, Scope of Work, and with experienced personnel in key roles.

The Proposer’s Organizational and Staffing Plan will be evaluated for:

a) Identification of all individuals in an organization chart and staffing plan necessary to successfully provide all services required by the Scope of Work;

b) Ability to respond to assigned tasks in a timely manner with responsive, reasonable, and compelling narratives; and

c) Ability to explain how the services shall be accomplished, including information related to staffing requirements and subcontractor management.

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2. Environmental Compliance Experience and Additional Personnel All personnel providing services under an Agreement will maintain current and in good standing throughout the contract Agreement period, the required licenses appropriate to and required for, the Work they perform.

• The Proposer shall designate individuals to fulfill each of the following Key Personnel roles:

» Lead Project Biologist » Project Manager » Quality Manager

• The Proposer shall identify Task Managers who hold primary responsibility for fulfilling and carrying out specific assignments based upon the Work and as described in the Task Order.

Task Managers will provide a primary point of contact and accountability for specific Work assignments.

» Task 1 – Administrative and Contract Manager » Task 2 – Environmental Work Manager

• Additional personnel are subject matter experts who are brought onto the project for task order specific Work. It is the responsibility of the Administrative Contract Manager and the Lead Project Biologist to coordinate and fill the additional personnel positions with qualified individuals as needed to meet scheduling, technical, and project requirement. Refer to page 4 of 28 of Exhibit A of the Contract for the list of additional personnel.

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3. Resumes The Proposal shall include the resumes of key personnel for the positions identified in Attachment D, Cost Proposal along with Attachment F: Supplemental Resume and Work History that demonstrate their experience in working on similar projects.

• Resumes shall be limited to two (2) pages and presented in such a way as to particularly highlight the experience on projects or assignments of a similar nature to the Scope of Work for this RFP.

• Resumes shall demonstrate that the individuals proposed have the appropriate licenses or qualifications for the relevant roles.

• The resumes must include:

a. Summary chronologies of employment history including dates and titles at each entity;

b. Job duties performed in each role, education, completed course work, licenses, certifications, and skills; and

c. The names of projects, client, city, and state. Resumes should demonstrate experience working on large infrastructure projects with comparable responsibilities.

d. Resumes of administrative and support staff should not be included.

• The Proposals should discuss how Key Personnel, Task Managers, and additional personnel are qualified for the positions to which they are assigned in the Organizational and Staffing Plan.

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5.4 Part 3, Cost Proposal

• Proposers shall submit Attachment D, Cost Proposal. Attachment D, Cost Proposal must include anticipated reimbursable expenses, including hourly rates that shall serve as the maximum rate caps and shall remain binding for the term of the Agreement.

• The hourly rates listed on Attachment D, Cost Proposal shall be fully loaded and include all direct and indirect costs, overhead, administrative fees and taxes incidental to the specified rates for each classification, provided that the rates shall not include the cost of travel.

• A portion of the total funds allocated to the Agreement will be set aside for reimbursement of actual, necessary, and appropriate travel costs; and any such travel costs will be reimbursed according to the State of California’s travel reimbursement policies and at the CalHR Personal Vehicle Mileage Reimbursement Rate.

• Over the entire term of the Agreement any projected rate increases must be considered when preparing the rates in Attachment D, Cost Proposal. The rates proposed are considered capped and shall not change during the term of the Agreement.

• The successful Proposer(s) shall provide all labor, materials, equipment (other than Specialized Equipment), licenses, permits, and transportation within fifty (50) miles of the Approved Project Office to and from work site necessary to perform all services required in Attachment E, Sample Agreement, Exhibit A, Scope of Work.

• The cost of such items, including travel or transportation within 50 miles, shall be included in the hourly rates provided on Attachment D, Cost Proposal. The purchase of equipment is not allowed under an Agreement.

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Overview of Exhibit A, Scope of Work

6/5/2024 21HSR22-14 Request for Proposals (Secondary) for Environmental Property Management

Scope of Work – Task 1

• Task 1: Administrative and Contract Manager » The Contractor shall manage its team and any Subcontractors capable of undertaking all Work.

» All Agreement tasks performed by such team and any Subcontractors shall be directed by the Contractor and authorized by the Deputy Director of Real Property (DRP), ACM, and/or ATM (collectively and individually, the “Authority’s ROW Staff”).

» All Work shall be requested by the ACM through TO(s).

» The ATM is the day-to-day contact for the Contractor and may provide direction on Work that has been tasked via executed TO.

» Task 1 includes the following services:

• Project Management

• Administrative of Subcontracts

• Quality Assurance and Quality Control

• Safety

• Information and Project Tracking Systems

• Progress Reports and Coordination Meetings

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Scope of Work – Task 2

• Task 2: Environmental Property Management Compliance Environmental Best Management

Practices (BMPs) » The Contractor’s Environmental Manager shall work with the Authority’s environmental compliance personnel, including Project Construction Management (PCM) environmental personnel, to determine how to best implement environmental BMPs for parcel management activities to ensure compliance with required environmental commitments associated with project approvals.

» The Contractor shall ensure compliance with environmental permits and other environmental commitments of the Authority, and the implementation and compliance with environmental BMPs.

• The Contractor shall create a Stormwater Pollution Prevention Plan (SWPPP), prepared by Contractor’s Qualified SWPPP Developer (QSD), and implemented by Contractor’s Qualified SWPPP Practitioner (QSP) or QSD. The QSD shall prepare and amend the SWPPP as necessary during the duration of Work.

» The Contractor shall evaluate properties for compliance with biological and cultural requirements.

» The Contractor’s Project Manager shall schedule services that include the following:

(1). Pre-activity surveys;

(2). Pre- and post-activity reporting; and (3). Activity monitoring, as necessary

» The Contractor shall provide biological and cultural reporting services.

» The Contractor shall provide biological resource services, including but not limited to:

1) Parcel Evaluation

2) Compliance Implementation

3) Incidental Take Permit (ITP) and vs Non-ITP Lands.

4) The Contractor shall provide services, including but not limited to the following services, with respect to Cultural

Resources.

5) Environmental Best Management Practices (BMPs).

» The Contractor shall provide services, including but not limited to the following services, related to Environmental Property Management Plans (PMP).

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Key RFP Procurement Dates

Key Dates Activity Description Monday May 20, 2024 RFP advertised.

Wednesday, May 29, 2024 Proposer Notification of Attendance of Virtual Pre-

Bid Conference by 5:00 p.m. Pacific Time Friday, May 31, 2024 Virtual Pre-Bid Conference Invitations Out by 5:00 p.m. Pacific Time Wednesday, June 5, 2024 Virtual Pre-Bid Conference Wednesday, June 12, 2024 Deadline to submit written questions by 3:00 p.m.

Pacific Time Thursday, June 20, 2024 Responses to written questions by 5:00 p.m. Pacific

Time Monday, July 1, 2024 Proposals due at the address specified in this RFP by 3:00 p.m. Pacific Time Friday, July 26, 2024 Notice of Proposed Award released by 5:00 p.m.

Pacific Time Thursday, August 1, 2024 Proposed Agreement Start Date

6/5/2024 24 HSR 22-14 Request for Proposal for (Secondary) Environmental Property Management

End Of Presentation

Compliance Services 256/5/2024