Stormwater_to_Sewer_Diversion_and_Reuse_Project_at_Ocho_Rios_Way_(CI_5600).pdf

REQUEST FOR PROPOSALS/QUALIFICATIONS

STORMWATER TO SEWER DIVERSION AND REUSE PROJECT AT

OCHO RIOS WAY (CI 5600)

City of Thousand Oaks

2100 Thousand Oaks Blvd

Thousand Oaks, CA 91362

RELEASE DATE: March 27, 2026

DEADLINE FOR QUESTIONS: April 14, 2026

RESPONSE DEADLINE: April 29, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/toaks https://procurement.opengov.com/portal/%7bproject.government.code%7d

City of Thousand Oaks

REQUEST FOR PROPOSALS/QUALIFICATIONS

Stormwater to Sewer Diversion and Reuse Project at Ocho Rios Way (CI

5600)

I. INTRODUCTION

II. NOTICE

III. DESCRIPTION OF WORK

IV. SCOPE OF WORK

V. PROPOSAL REQUIREMENTS

VI. APPLICABLE STANDARD TERMS

VII. PROPOSAL REVIEW PROCESS

VIII. EVALUATION CRITERIA

IX. VENDOR QUESTIONNAIRE

Attachments:

A - Ocho Rios_Map

B - Sample Professional Services Agreement

C - Upper Malibu Creek TMDL Reduction Feasibility Study

D - Existing Soil Report

E - EPA Federal Grant Requirements

F - RFPQ CI 5600 Stormwater to Sewer Diversion ad Reuse Project at Ocho Rios

Way Notice

Request for Proposals/Qualifications Title: Stormwater to Sewer Diversion and Reuse Project at Ocho Rios Way (CI 5600)

1. INTRODUCTION

1.1. Summary

The objective of this project is to design and engineer a stormwater diversion system within the Ventura

County portion of the Upper Malibu Creek Watershed to divert the dry weather stormwater flow to the nearby downstream sewer system. The diverted flow will be conveyed to the Tapia Water Reclamation

Facility (TWRF) for treatment. TWRF is under joint ownership by the Las Virgenes Municipal Water

District (LVMWD) and the Triunfo Water and Sanitation District (TWSD) through the Las Virgenes -

Triunfo Joint Powers Authority.

1.2. Background

The Malibu Creek Watershed encompasses a geographically delineated area emanating from the Santa

Monica Mountains, containing portions under the jurisdiction of the County of Ventura (County), the

City of Thousand Oaks (City), Los Angeles County and several privately owned areas. Total Maximum

Daily Loads (TMDLs) for bacteria, adopted by the Los Angeles Regional Water Quality Control Board

(RWQCB) in 2006, and nutrients, approved by the US Environmental Protection Agency in 2003, assign water quality limits for the City, County, and other responsible parties. These regulations mandate lowering bacteria and nutrient concentrations. These limits are described within the Municipal Separate

Storm Sewer System Permit (MS4 permit), adopted in September of 2021. One option to meet these requirements is to divert the dry weather stormwater flows to the downstream sewer system.

1.3. Contact Information

Project Contact:

Ayda Forouzan

Senior Engineer

2100 Thousand Oaks Blvd

Thousand Oaks, CA 91362

Email: aforouzan@toaks.gov

Phone: (805) 449-2430

Procurement Contact:

Grace Ng

Assistant Analyst - Purchasing

2100 Thousand Oaks Blvd

Thousand Oaks, CA 91362

Email: gng@toaks.gov

Phone: (805) 449-2239

Department:

Public Works - CIP mailto:aforouzan@toaks.gov tel:(805)449-2430 mailto:gng@toaks.gov tel:(805)449-2239

1.4. Timeline

Release Project Date March 27, 2026

Question Submission Deadline April 14, 2026, 5:00pm

Proposal Submission Deadline April 29, 2026, 5:00pm

Complete Proposal Evaluation May 2026

Conduct Finalist Interviews May 2026

Contract Negotiations May 2026

City Council to Award Agreement June 2026

Execute Agreement July 2026

Begin Work July 2026

Complete Work February 2027

2. NOTICE

REQUEST FOR PROPOSALS/QUALIFICATIONS (RFP/Q)

Stormwater to Sewer Diversion and Reuse Project at Ocho Rios Way (CI 5600)

2.1. Notice

Notice is hereby given that sealed proposals will be received electronically, until Wednesday, April 29, 2026 before 5:00 pm local time, for performing all work necessary and incidental to:

Design and engineer a stormwater diversion system within the Ventura County portion of the Upper

Malibu Creek Watershed to divert the dry weather stormwater flow to an existing downstream conveyance sewer system. The diverted flow will then be conveyed to the Tapia Water Reclamation

Facility (TWRF) for treatment. TWRF is under joint ownership by the Las Virgenes Municipal Water District

(LVMWD) and the Triunfo Water and Sanitation District (TWSD).

Proposals shall be submitted via the City's eProcurement Portal:

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

Submissions through the portal will be closed after the scheduled deadline and no proposals will be accepted after that time.

Copies of the Proposal Package may be downloaded from the City's eProcurement Portal. Proposers are required to register with the City prior to downloading solicitation documents from the website and to be eligible to submit a proposal. Registration information is used to notify proposers via e-mail of addenda to procurement actions. You may view summary information about solicitations, but you must be registered at this site and logged in before you can download solicitation documents via the City's eProcurement Portal. When registering please use the following NIGP Codes: 96800 .

2.2. No Pre-Proposal Meeting

Proposals will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is recommended. Proposals must be submitted by Proposer's authorized representative.

Proposals must bear original signatures and figures prior to being scanned/uploaded.

Laura B. Maguire, City Clerk

Published: TO Acorn, Friday, March 27, 2026

3. DESCRIPTION OF WORK

3.1. Project Background Information and Purpose

The purpose of this RFP/Q is to solicit professional engineering services from a qualified and experienced consulting firm to design a stormwater diversion structure at Ocho Rios/Bayport Way (Attachment A), aimed at redirecting dry weather flows from the storm drain system (anticipated to be up to 5 gpm) to the downstream sanitary sewer system in order to provide a new source of recycled and indirect potable reuse and reduce bacteria and nutrient concentrations (TMDLs) discharged into the Malibu

Creek Watershed. A draft Scope of Work is included along with a draft Professional Services Agreement

(Attachment B).

3.2. Proposal Information

Proposers should note that the City desires and expects your Proposal to include those tasks and services that you believe may be required to complete the Scope of Work, based on your firm’s expertise and prior experience.

Prepare a proposal to the City of Thousand Oaks. The proposal shall address all tasks outlined below, and any additional tasks you believe are necessary, and your approach to accomplishing the same. Include meetings with key officials, stakeholders and expected number of presentations. Include a timeline and a fee proposal that describes the process and key milestones for completing the project on time and within budget.

Reports, memoranda, and other documents furnished under this Scope of Work will be of a quality acceptable to the City. Deliverables must: be of neat appearance, complete, accurate, as error-free as possible, organized and technically and grammatically correct, reflect the incorporation of City and other agency review comments, and be checked to meet all of the contract requirements.

Optional/Additional Scope - The Consultant shall list all other sub-tasks deemed necessary for successful completion of the project. This shall be broken down into sub-tasks, as appropriate, and the Consultant’s fee proposal should reflect the corresponding costs.

3.3. Phases/Services

At this time the base agreement is anticipated to cover design and bidding phases only. Construction support services for the selected consultant may be issued as an amendment at a later date.

4. SCOPE OF WORK

4.1. SCOPE OF WORK

Consultant shall perform professional engineering services for this project, to include the following tasks:

Task 1. Kick-Off Meeting Consultant shall prepare an agenda and arrange/conduct a kickoff meeting (2hrs virtual meeting) to introduce the key staff members assigned to the project, including sub-consultants, present the design team’s approach, design concept, project schedule and milestones, and a list of all the documents that the City, County, Las Virgenes, and Triunfo need to provide.

Deliverables: Meeting Minutes/Work plan (reflective of the kick-off meeting outcome), Project Schedule

Task 2. Preliminary Investigation

2.1) Background Document Review

Consultant shall review the existing documents, including the Upper Malibu Creek Pollutant TMDL

Reduction Feasibility Study (Prepared by PACE, March 2024), specifically the information related to the diversion structure at Ocho Rios Way in the study (Attachment C).

2.2) Site Investigation & Existing Conditions

2.2.1) Consultant shall conduct a thorough site inspection at the start of the project and throughout the design phase to become fully familiar with existing conditions and features.

2.2.2) County’s Real Estate Services will contact utility companies and will request information about their facilities within the project limits, and will provide the information to the Consultant Consultant shall review the existing and any proposed utilities and identify any potential conflicts with the proposed stormwater diversion structure.

Deliverables: Photo Survey/Field Notes

2.3) Site Survey (This task shall be done by a qualified California Licensed Professional Land Surveyor)

Consultant shall prepare a topographic and utility base map, including property lines, at a scale of 1"=20' with one-foot contour intervals for the project location.

Deliverables: Survey Base Map (AutoCAD Drawing File)

2.4) Survey Monument Preservation (This task shall be done by a qualified California Licensed Professional

Land Surveyor) 2.4.1) Monument Research with Field Survey Inspection (Design Phase) Consultant shall review all available survey data, perform field inspection, and identify all existing survey monuments and possible benchmarks within or adjacent to the project limits. The monument preservation information shall be integrated into the project design plans. The final report and maps, as listed under the deliverables below, must be signed and stamped by the Professional Land Surveyor in charge.

Deliverables:

• Monument Inventory Map and Table identifying monument type, location, record reference, reference ties, field notes, and condition.

• Final Report showing the locations of monuments to be preserved and those requiring replacement.

Notes: Consultant shall propose a flat fee for this task.

2.4.2) Monument Preservation (Pre-Construction Phase) Consultant shall perform typical pre-construction monument preservation tasks for all monuments that will be disturbed by construction and need to be tied out, including preparation of supporting documentation and filing of a Corner Record with the County Surveyor’s Office after agency’s approval.

Each monument shall be referenced with a minimum of three (3) ties set outside the construction limits.

Note: The proposed fee shall be on a per-monument basis with an assumption of ten (10) monuments for budgeting purposes only.

2.4.3) Monument Preservation (Post-Construction Phase)

The Consultant shall perform typical post-construction monument preservation tasks for all monuments that were disturbed during construction. Each affected monument shall be re-established in its original position. Tasks include monument resetting, field verification, and filing of a Corner Record with the County Surveyor’s Office after agency approval.

Note: The proposed fee shall be on a per-monument basis with an assumption of ten (10) monuments for budgeting purposes only.

Acceptable survey methods include Total Station Survey System (TSSS) and Global Navigation Satellite

System (GNSS). The procedures, equipment, and specifications shall conform to the Caltrans Surveys

Manual: Chapter 7 for Total Station Survey System (TSSS), Chapter 6 for GNSS Survey Specifications, Chapter 5 for Positional Network Accuracy and/or GNSS Surveying Standards and Specifications, 1.1, published by the California Land Surveyors Association (CLSA) and the California Spatial Reference Center

(CSRC).

Task 3. Project Scoping Workshop 3.1) Technical Memo Consultant shall prepare a technical memo that summarizes the findings from Tasks 1 and 2 above and provide design recommendations that align with the findings. The memo shall include the general scope of the project, applicability of local and state regulations, potential construction challenges, and conflicting utilities for each design recommendation. The technical memo shall also provide an evaluation of each alternate (pros/cons), estimated schedule, and preliminary estimated construction costs.

3.2) Workshop

Consultant shall plan and conduct an in-person Workshop to present and discuss the Technical Memo and receive comments and input.

Deliverable: Technical design memo - Workshop Material/Agenda/Minutes

3.3) Public Outreach/ Community Meetings 3.3.1) Consultant shall coordinate with County to develop a stakeholders list, and shall assist with organizing and leading up to four (4) public workshops for stakeholders (2 virtual and 2 in-person (2hours each))

3.3.2) Consultant shall seek early buy-in from both the public and decision makers and provide follow-up correspondence to document expectations regarding design choices.

Task 4. Project Plans, Specs, and Estimated Costs of Construction (PS&E)

4.1) 30% Design

4.1.1) Consultant shall prepare and submit 30% Plans, Specifications, and Cost Estimate (PS&E), incorporating all the comments on the prior tasks. The specifications package shall include the City’s standard front-end contractual language and other technical sections as required. All the electrical components shall be designed by a licensed Electrical Engineer.

4.1.2) Following the City/County/LV/Triunfo review of the 30% design package, Consultant shall host a virtual meeting (1.5hr) to discuss the comments on the 30% package and identify tasks or concerns needing further action.

4.1.3) Consultant shall incorporate the following items into the design:

• O&M Manual, including estimated service life, annual O&M costs, and maintenance schedule for all facilities

• Integration of telemetry into the County’s existing SCADA system

Deliverable: 30% Plans, Specifications, and Cost Estimate, Meeting Agendas & Minutes.

4.2) Identify and Locate Existing Utilities

Consultant shall deploy potholing activities as needed on potential utility conflicts and shall advise

City/County staff on mitigating utility crossings or conflicts and incorporate the approved solution into the 90% Design Plans.

Deliverable: Utility report memo, Traffic Control (for utility potholing if needed), and County

Encroachment Permits

4.3) Conduct Geotechnical Boring/Investigation

Consultant shall review the existing soil report provided in Attachment D and assess its adequacy for the purposes of this project. If the report is found to be insufficient, the Consultant shall recommend whether a soil or geotechnical investigation is necessary and shall proceed to conduct the investigation if required.

Deliverable: Geotechnical Investigation Memo/Report

4.4) 60% Design

4.4.1) Consultant shall prepare and submit 60% Plans, Specifications, and Cost Estimate (PS&E), incorporating all comments from all prior tasks, including the 30% design review. Consultant shall also provide the 1st draft of the O&M Manual.

4.4.2) Following the City/County/LV/Triunfo review of the 60% design package, Consultant shall host a virtual meeting (1.5hr) to discuss the comments on the 60% design package and identify tasks or concerns needing further action.

Deliverable: 60% Plans, Specifications, and Cost Estimate, O&M Manual 1st Draft, and Meeting Agendas & Minutes.

4.5) 90% Design and Constructability Review 4.5.1) Consultant shall prepare and submit 90% Plans, Specifications, and Cost Estimate (PS&E), incorporating all comments from all prior tasks, including the 60% design review. Consultant shall also provide the 2nd draft of the O&M Manual.

4.5.2) Following the City/County/LV/Triunfo review of the 90% design package, Consultant shall host a virtual meeting (1.5hr) to discuss the comments on the 90% design package and the constructability of the project and identify tasks or concerns needing further action.

Deliverable: 90% Plans, Specifications, and Cost Estimate, O&M Manual 2nd Draft, and Meeting Agendas & Minutes.

4.6) 100% Design 4.6.1) Consultant shall prepare and submit 100% Plans, Specifications, and Cost Estimate (PS&E), incorporating all comments from all prior tasks, including the 90% design review. Consultant shall also provide the Final O&M Manual.

4.6.2) City/County/LV/Triunfo will review the 100% design package and will make any final comments that have not been captured during the previous phases of the design for Consultant to incorporate into the final design package.

Deliverable: 100% Plans, Specifications, Cost Estimate, and Final O&M Manual

4.7) Final Design Consultant shall prepare and submit the Final Package of the Plans, Specifications, and Cost Estimate (PS&E), incorporating all comments from all prior tasks.

Deliverable: Final Plans, Specifications, Cost Estimate, and Final O&M Manual

Task 5. Project Status and Coordination MeetingsConsultant shall prepare, conduct, and provide agenda and minutes for up to eight (8) virtual project status/coordination meetings (1hr each), in addition to the 30%, 60%, and 90% design meetings. The meetings shall provide a comprehensive summary of the project’s progress, issues, budget, and timelines on deliverables.

Deliverable: Meeting Agendas and Minutes

Task 6. City Council PresentationConsultant and its subconsultants shall prepare a PowerPoint presentation and attend a City Council meeting to make a presentation (in person) upon request by the City Project Manager. (up to three (3) hours)

Deliverables: PowerPoint Presentation

Task 7. Bid Support Services Consultant shall provide support as required during the bid phase for any questions/clarifications from the prospective bidders, including:

8.1) Attend pre-bid meeting with prospective contractors.

8.2) Respond to up to 4 Requests for Information/Clarification (RFIs/RFCs).

8.3) Assist in the preparation of addendums as necessary (up to 3)

Deliverables: Technical Bulletins, Addendums, and Responses to Questions

Task 8 – Construction Support Services* *Please note that "Task 8 – Construction Support Services" may be issued as an amendment to the design agreement at the time of the Construction Contract Award. Proposers are instructed to include the following in their proposal and provide a fee estimate on the below listed for budget planning purposes. At the time of construction bid advertising, the City will ask the Consultant to update their pricing for Construction Support Services, if necessary.

8.1) Pre-Construction and Construction Progress Meetings: Consultant shall attend pre-construction and major jobsite progress meetings with the City and Contractor during construction and shall provide responses to technical questions.

8.2) Requests For Information (RFI’s) and Design Revisions: Consultant shall provide responses to construction phase RFIs. Consultant shall, at no additional cost to the City, correct errors, omissions, and unworkable and/or improper design/drafting on the original drawings that are discovered during construction.

8.3) Review and Approve Submittals for Construction: Consultant shall develop a submittal tracking log, review contractor’s submittals (including resubmittals), and provide responses.

8.4) Final walk-through and punch list: After construction completion, Consultant shall walk the project site, and provide punch list items (if any) to be addressed by contractor.

8.5) Preparation of Record Drawings: Consultant shall incorporate all redline comments prepared by the Contractor and Project Inspector on the signed design plans. The as-built drawings shall be provided to the City and approved prior to the release of the final progress payment. Consultant shall also provide electronic record drawings to the City as the project’s final As-Built plan set.

5. PROPOSAL REQUIREMENTS

INSTRUCTION TO PROPOSERS

Each individual or firm (Proposer) submitting a proposal shall meet all of the terms and conditions specified in this Request for Proposal/Qualifications (RFP/Q). By its proposal submittal, the Proposer acknowledges agreement with the acceptance of all provisions of the Request for

Proposal/Qualifications (RFP/Q).

Each Proposal must contain the following:

5.1. Introduction and Cover Letter

Provide a cover letter describing your interest in this Request for Proposal/Qualifications (RFP/Q):

A. Provide the name, address, phone number, fax number, and email address of the contact person.

B. If your firm is subcontracting portions of this work, please indicate the firms with which you will be partnering along with the name, address, phone number, fax number, and email address of the contact person. Indicate the task that will be subcontracted and how the subcontract work will be managed and checked for quality control.

5.2. Explanation of How Proposer Will Perform the Work

Proposer must describe in detail how the requirements of this Request for Proposal/Qualifications

(RFP/Q) will be met, and may provide additional related information with the proposal. The proposal should be presented in a format that corresponds to, and references, the sections outlined in the Scope of Work, and should be presented in the same order. Responses to each section and subsection should be labeled to indicate which item is being addressed. Proposal should be straightforward, concise and provide “layman” explanations of technical terms that are used. Emphasis should be concentrated on conforming to the Request for Proposal/Qualifications (RFP/Q) instructions and responding to the

Request for Proposal/Qualifications (RFP/Q) requirements.

If a complete response cannot be provided without referencing supporting documentation, you must provide such documentation with the proposal indicating where the supplemental information can be found.

5.3. Tentative Schedule

Please submit the tentative schedule by phase and tasks to be completed.

5.4. Estimated Hours

Please submit the estimated hours for Proposer staff in performing each phase of the work, including sub-consultants.

5.5. Services and Data

Please identify any services and/or data Proposer needs from the City of Thousand Oaks in order to complete the work.

5.6. Proposer's Qualifications and Background

Proposer must provide proof of qualifications and experience related to the area of proposed services.

Each Proposer shall be skilled and regularly engaged in the general class or type of work called for in this

Request for Proposal/Qualifications (RFP/Q). The Proposer’s experience shall be set forth and submitted, as follows:

A. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation.

B. Location of company offices

C. Location of officer servicing any California accounts.

D. Number of employees both locally and nationally.

E. Locations from which employees will be assigned.

F. Name, address, email address, and telephone number of the Proposer’s point of contact for this project.

G. Company background/history and why Proposer is qualified to provide the services described in this Request for Proposal/Qualifications (RFP/Q)

H. Length of time Proposer has been providing services described in this RFP/Q. Please provide a brief description.

I. Resumes for key staff to be responsible for performance of any contract resulting from this

Request for Proposal/Qualifications (RFP/Q).

5.7. Negative History

Proposer must include in their Proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Proposer or in which the Proposer has been judged guilty or liable within the last 5 years.

If there is no information to disclose then, Proposer must affirmatively state there is no negative history.

Failure to comply with the terms of this provision will disqualify any proposal. The City reserves the right to reject any Proposal based upon the Proposer’s prior history with the City or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failures to meet contract milestones or other contractual failures.

5.8. Client References

A minimum of three references from similar projects performed (references from local government clients are preferred) within the last 3 years years must be provided. Information provided shall include:

A. Client name, client Project Manager, address, telephone number, and email address. If client is not a local government, please indicate the type of business.

B. Type of service provided to client.

C. Project description.

D. Project dates (starting and ending).

E. Staff assigned to that project.

F. Discuss final outcome.

5.9. Compensation

Proposal must list Maximum Payment in a not to exceed amount, as well as providing a breakdown of cost to complete the work including, but not limited to, hourly rates, reimbursables and maximum anticipated cost.

5.10. Demonstrated Competence and Professional Qualifications

Services for professional architectural, landscape architectural, engineering, environmental, land surveying, or construction project management shall be on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required.

5.11. Prevailing Wage and Apprenticeship

The work described herein may be a “public work”, as defined in Labor Code Section 1771, thus obligating

Contractor/Consultant and subcontractor to pay prevailing wages under the California Labor Code.

Contractor/Consultant and subcontractor agrees to indemnify, defend and hold City harmless from any claim that prevailing wages should have been paid, and shall be liable for the payment of the same and any penalties thereon. It is the responsibility of the Proposer to be familiar with the California Labor Code, and failure or neglect of the Proposer to understand the California Labor Code shall in no way relieve him from any obligations.

Labor Code section 1777.5 requires the use of qualified apprentices by all trades, regardless of the dollar amount of their portion of the work, on public works contracts over $30,000. Apprentices shall be used at no less than the ratio required by law, and shall be paid at the prevailing wage for apprentices in the trade for which they are registered. It is Contractor/Consultant’s sole responsibility to ensure that they and their subcontractors comply with the specific requirements of section 1777.5.

5.12. Any Other Information

Please submit any other information which would assist City in making this contract award decision.

6. APPLICABLE STANDARD TERMS

6.1. Acceptance Period

Unless otherwise specified herein, the Proposal is firm for a period of 90 days.

6.2. Addenda Acknowledgment

Each Proposal shall include specific acknowledgment of receipt of all addenda issued during the solicitation period. Failure to so acknowledge may result in the Proposal being rejected as not responsive.

Each addendum must be acknowledged via the City's eProcurement Portal.

6.3. Authorized Signatures

Every Proposal must be signed by the person or persons legally authorized to bind the Proposer to a contract for the execution of the work. Upon request of the City, any agent submitting a Proposal on behalf of a Proposer shall provide a current power of attorney certifying the agent’s authority to bind the

Proposer. If an individual makes the Proposal, their name, signature, and post office address must be shown. If a firm or partnership makes the Proposal, the name and post office address of the firm or partnership and the signature of at least one of the general partners must be shown. If a corporation makes the Proposal, the Proposal shall show the name of the state under the laws of which the corporation is chartered, the name and post office address of the corporation and the title of the person signing on behalf of the corporation. Upon request of the City, the corporation shall provide a certified copy of the bylaws or resolution of the board of directors showing the authority of the officer signing the proposal to execute contracts on behalf of the corporation.

6.4. Proposals Retention

City reserves the right to retain all Proposals for a period of 90 days for examination and comparison.

6.5. Business License

The selected Proposer and any sub-contractors/sub-consultants must have a valid City of Thousand Oaks

Business License prior to execution of the contract. Additional information regarding the City’s Business

License program may be obtained by going to the following website:

https://toaks.gov/businesslicenses

6.6. Cancellation Of Solicitation

The City of Thousand Oaks may cancel this solicitation at any time.

6.7. Compliance With Laws

The Proposal shall comply with current federal, state, and other laws relative thereto.

https://toaks.gov/businesslicenses

6.8. Solicitation Documents, Examination Of

It is the responsibility of the Proposer to carefully and thoroughly examine the documents contained in this Request for Proposal/Qualifications (RFP/Q). Proposer shall satisfy themselves as to the character, quantity, and quality of work to be performed and materials, labor, supervision or equipment necessary to perform the work as specified by this Request for Proposal/Qualifications (RFP/Q). The failure or neglect of the Proposer to examine the Request for Proposal/Qualifications (RFP/Q). Documents shall in no way relieve them from any obligations with respect to this solicitation. The submission of a proposal shall constitute an acknowledgment upon which the City may rely that the Proposer has thoroughly examined and is familiar with the Request for Proposal/Qualifications (RFP/Q) and the project. No claim will be allowed for additional compensation that is based upon a lack of knowledge of any solicitation document.

6.9. Cost Of Proposal

The City is not liable for any costs incurred by Proposers before entering into a formal contract. Costs of developing the proposals or any other such expenses incurred by the Proposer in responding to the

Request for Proposal/Qualifications (RFP/Q) are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City.

6.10. Definition Of Terms

For the purposes of this RFP/Q, the following definitions apply:

A. City of Thousand Oaks and City. City of Thousand Oaks and City are used interchangeably and are synonymous with one another.

B. Contractor/Consultant. Same as Successful Proposer.

C. Review Committee. An independent committee established by the City to review, evaluate, and score the proposals, and to recommend award of the proposal determined by the committee to be in the best interest of the City.

D. May/Should. Indicates something that is not mandatory. Failure to do what “may" or "should" be done will not result in rejection of your proposal.

E. Must/Shall. Indicates a mandatory requirement. A proposal that fails to meet a mandatory requirement may be deemed non-responsive and not be considered for award.

F. Proposer. The person or firm making the offer.

G. Proposal and/or Statement of Qualifications. The offer presented by the Proposer.

H. RFP/Q. Acronym for Request For Proposals / Request for Qualifications.

I. Submittal Deadline. The date and time on or before all proposals must be submitted.

J. Successful Proposer. The person, contractor, or firm to whom the award is made.

6.11. Disqualification Of Proposer

If there is reason to believe that collusion exists among the Proposers, the City may refuse to consider any

Proposal from participants in such collusion. No person, firm, or corporation under the same or different name, shall make, file, or be interested in more than one Proposal for the same work unless an alternate

Proposal is called for. A person, firm, or corporation who has submitted a sub-Proposal to a Proposer, or who has quoted prices on materials to a Proposer, is not thereby disqualified from submitting a sub-

Proposal or quoting prices to other Proposers. Reasonable ground for believing that any Proposer is interested in more than one Proposal for the same work will cause the rejection of all Proposals for the work in which a Proposer is interested. If there is reason to believe that collusion exists among the

Proposers, the City of Thousand Oaks may refuse to consider all Proposals from participants in such collusion. Proposers shall submit as part of their Proposal documents the completed Non-Collusion

Affidavit provided herein.

6.12. Documents To Be Returned With Proposal or Statement of Qualifications

Failure to completely execute and submit the required documents before Submittal Deadline may render a proposal non-responsive. The documents that must be returned by the Submittal deadline are listed in the "Vendor Questionnaire" section.

6.13. Execution Of Agreement

The Successful Proposer will be required to execute an agreement in the form attached to this Request for Proposal/Qualifications (RFP/Q) and comply with all requirements of said Agreement. In case of failure of the Successful Proposer to execute and return the contract and all required documents within the time allowed, the City may, at its option, consider that the Proposer has abandoned the contract, in which case the Proposal Security Bond, if one was required, shall be forfeited by the Proposer and become the property of the City.

6.14. Conflict Of Interest

Proposer covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services hereunder. Contractor certifies that to the best of his knowledge, no one who has or will have any financial interest under this contract is an officer or employee of the City of Thousand Oaks.

6.15. Questions And Comments

Questions and comments regarding this solicitation must be submitted in writing via the City's eProcurement Portal before Tuesday, April 14, 2026 Any response will be answered in the Question and

Answer section of the project and/or in a form of an addendum and will be sent as promptly as is practical to all parties registered with the City pursuant to the Registration Section set out below. All such addenda shall become a part of the Request for Proposal/Qualifications (RFP/Q). Any prospective Proposer who obtained the Request for Proposal/Qualifications (RFP/Q) from anyone other than the City is responsible for registering with the City to receive subsequent Addenda.

6.16. Submittal

Required delivery method for submitting proposals is electronically via the City's eProcurement Portal.

The Proposal will not be opened publicly, and the City will endeavor to keep such confidential until a preferred service provider is recommended. Proposals must bear original signatures and figures prior to being scanned/uploaded. If no document can be identified as bearing original signatures, Proposer's proposal may be rejected at the discretion of the City.

6.17. Proposal Deadline

Proposals shall not be accepted after Wednesday, April 29, 2026 at 5:00 pm. The City reserves the right to extend the Submittal Deadline when it is in the best interest of the City.

6.18. Registration

Proposers are required to register with the City prior to downloading documents from the website and to be eligible to submit a Proposal. This information is used to notify Proposers via e-mail of addenda to procurement actions. You may view summary information about solicitations but you must be registered at this site and logged in before you can download solicitation documents:

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

Proposer, when registering please identify NIGP Codes: 96800 . Additional codes can be added based on the products or services your business provides. Those needing assistance registering at the website may contact Grace Ng, Assistant Analyst, (805) 449-2239; e-mail: gng@toaks.gov.

Solicitations may be downloaded by vendors who have registered online at the City’s Purchasing website.

A Proposer who fails to register with the City as outlined above shall be deemed non-responsive and not be considered for award.

6.19. Proposal or Statement of Qualifications Modifications

Any Proposer who wishes to make modifications to a proposal already received by the City must withdraw their proposal via the City's eProcurement Portal in order to make the modifications. All modifications must be properly initialed by Proposer’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of the Proposer to ensure that a modified or withdrawn Proposal is resubmitted before the Submittal Deadline.

6.20. Proposal or Statement of Qualifications Withdrawal

A Proposer may withdraw their Proposal, without prejudice prior to the time specified for the proposal opening, via the City's eProcurement Portal.

6.21. Confidential Information

The original copy of each Proposal submitted to the City shall be retained for official files and will become public record after the notice regarding award of a contract. Please note that pricing information in a Proposal submitted to a government agency is not confidential.

If a Proposal contains confidential information protected by a statutory exemption, a Proposer may clearly label that part of the Proposal as "CONFIDENTIAL" and list the statute which exempts the https://procurement.opengov.com/portal/toaks https://procurement.opengov.com/portal/toaks information from disclosure. The “CONFIDENTIAL” part of the Proposal shall be uploaded in the Vendor

Questionnaire section, separate from the rest of the Proposal. If no part of the Proposal is segregated and marked confidential, the absence of such designation or marking shall constitute a complete waiver of all claims for damages caused by any release of the information. If a public records request for labeled information is received by the City, the City will make reasonable efforts to notify the Proposer of the request and delay access to the material for up to five working days after notification to the

Proposer. During that time, it will be the duty of the Proposer to obtain a protective order of its labeled information. Failure to so act in that time shall constitute a complete waiver.

If specific parts of the Proposal are claimed to be exempt by statute and if the Proposer obtains a protective order from a court of law, the City will withhold only those portions that are protected and disclose the remainder as required under the California Public Records Act.

A Proposal labeled in its entirety as “CONFIDENTIAL” will be considered non-responsive and will not be considered.

6.22. Levine Act Compliance

California Government Code section 84308 (Levine Act) prohibits any Thousand Oaks City Council member from participating in any action related to a contract, agreement, or franchise agreement

(excluding labor or competitively bid contracts) if the Council member receives a campaign contribution totaling more than $500 (aggregated) from the party to the contract, agreement or franchise agreement, their agents, or any financially interested participant who actively supports or opposes the matter within the previous twelve (12) months. Council members must also disclose any eligible campaign contribution received on the record of the proceeding.

Council members are prohibited from accepting, soliciting, or directing a campaign contribution of more than $500 (aggregated) from a party, their agent/representative, or a financially interested participant during a proceeding and for 12 months following the date a final decision is made. In addition, a party, their agent/representative, or a financially interested participant is prohibited from contributing more than $500 (aggregated) to a Council member during a proceeding and for 12 months following the date a final decision is made.

The Levine Act also requires parties to certain contracts, agreements, or franchise agreements to disclose any campaign contribution over $500 (aggregated) within the preceding twelve (12) months by the party to the agreement, contract, or franchise agreement and their agents. The Levine Act does not apply to competitively bid, labor, or personal employment contracts.

All proposals must include completion of the Levine Act Disclosure Form.

6.23. Prevailing Wage

The selected proposer may be obligated to pay prevailing wages under the California Labor Code. Refer to Sample Professional Services Agreement (Attachment B) and EPA Federal Grant Requirements

(Attachment E).

7. PROPOSAL REVIEW PROCESS

7.1. Proposal Opening/Rejection/Waiver

All Proposals and/or Statement of Qualifications, irrespective of irregularities or informalities, will be opened at the time stipulated in the Request for Proposal/Qualifications (RFP/Q) document. This is not a public opening. A tally of the names will be performed and may be released upon request. No other information will be released.

The City of Thousand Oaks reserves the right to postpone the Submittal Deadline and opening of

Proposal any time before the date and time announced in the Request for Proposal/Qualifications (RFP/Q) or subsequent addenda. The dates listed in the "Timeline" section for the proposal review and contract award process are the tentative dates, and can be subject to change.

City also reserves the right to waive non-substantial irregularities in any Proposal, to reject any or all

Proposals, to reject or delete one part of a Proposal and accept the other, except to the extent that

Proposals are qualified by specific limitations.

The City reserves the right to reject the Proposal of any Proposer who previously failed to perform adequately for the City or any other governmental agency. The City expressly reserves the right to reject the Proposal of any Proposer who is in default on the payment of taxes, licenses or other monies due the

City of Thousand Oaks.

7.2. PROPOSAL REVIEW PROCESS AND AWARD OF CONTRACT

The Proposal will be evaluated by a review committee of City staff using a two-stage selection process described below.

The Committee will evaluate all Proposals and/or Statement of Qualifications received in accordance with the EVALUATION CRITERIA. The City reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. The criteria, however, are not listed in any order of preference. Weight factors and evaluation scores will not be released. The City is not obligated to accept the lowest Proposal, but will make an award in the best interests of the City after all factors have been evaluated.

7.3. Phase 1 – Written Proposal Review/Finalist Candidates Selection.

The City reserves the right to further negotiate the proposed work scope and/or method and amount of compensation.

The Review committee may also contact and evaluate the Proposer's and subcontractor's references;

contact any Proposer to clarify any response; contact any current users of a Proposer’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

Discussions may, at the City’s sole option, be conducted with responsible Proposers who submit proposals determined to be reasonably susceptible of being selected for an award. Discussions may be for the https://procurement.opengov.com/portal/toaks/projects/193971/document?section=1803795 purpose of clarification to assure full understanding of, and responsiveness to, the solicitation requirements. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and written revision of proposals. Revisions may be permitted after submissions and before award for obtaining best and final proposals. In conducting discussions, the City will not disclose information derived from proposals submitted by competing Proposers.

7.4. Phase 2 - Oral Presentations/Interviews and Consultant Selection

Finalist candidates may be invited to make a presentation to the Review Committee and answer questions about their proposal. The purpose of this second phase is two-fold: to present the project and to clarify and resolve any outstanding questions or issues about the proposal.

Contract award will be based on a combination of factors that represent the best overall value for completing the work as determined by City, including: the written proposal criteria described above;

results of background and reference checks; results from the interviews and presentation phase; and proposed compensation.

A Notification of Intent to Award may be sent to any Proposer selected. Award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Proposers unless an agreement is reached. If contract negotiations cannot be concluded successfully, the City in its sole discretion may negotiate a contract with another Proposer or withdraw the RFP/Q.

8. EVALUATION CRITERIA

A. Project Understanding and Approach.

B. Quality, clarity, responsiveness, conformance with the terms of this RFP/Q, and overall impression of proposal.

C. Qualifications and availability of key persons to be assigned to the contract resulting from this solicitation.

D. Sub-Consultants Qualifications (if applicable)

E. Past Experiences with the City

F. Relevant Experience (past similar scope and size projects)

G. Creativity and Innovation.

H. Reasonableness of completion schedule and hours dedicated to completion of each task.

I. Reasonableness of Cost and Compensation submittal.

9. VENDOR QUESTIONNAIRE

The following forms are included with the RFP/Q and must be submitted with the proposal document on or before the Submittal Deadline

9.1. NON-COLLUSION AFFIDAVIT FORM*

Please download the below documents, complete, and upload. The form can be downloaded and uploaded under the project page where it says VENDOR QUESTIONNAIRE on the project website on the

City's e-procurement portal.

• Non-Collusion_Affidavit_For...

*Response required

9.2. LEVINE ACT DISCLOSURE FORM*

Please download the below documents, complete, and upload. The form can be downloaded and uploaded under the project page where it says VENDOR QUESTIONNAIRE on the project website on the

City's e-procurement portal.

• Levine_Act_Diclosure_Form_U...

*Response required

9.3. PROPOSAL*

Please upload your proposal.

*Response required

9.4. COST PROPOSAL*

Please upload your cost proposal in this section separately from the rest of your proposal.

*Response required

9.5. W-9 *

Please submit your company's W-9 form.

*Response required

9.6. CONFIDENTIAL INFORMATION

Upload a separate document containing only the information you consider confidential under law, including under Government Code Section 7927.605: “corporate financial records, corporate proprietary information including trade secrets, and information relating to siting within the state furnished to a government agency by a private company for the purpose of permitting the agency to work with the company in retaining, locating, or expanding a facility within California.” As you are submitting a

Proposal to a government agency, note that pricing information is not confidential.

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