REQUEST FOR PROPOSAL

RFP 26-139 - WASTEWATER TREATMENT PLANT & RECYCLED WATER

UPGRADES

RFP-26-139

CITY OF BANNING, CA

http://www.banningca.gov

RELEASE DATE: August 6, 2026 DEADLINE FOR QUESTIONS: September 4, 2026

RESPONSE DEADLINE: September 18, 2026, 4:00 pm

RESPONSES MAY BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/banning-ca http://www.banningca.gov/

City of Banning

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

I. Notice II. Introduction

III. Prerequisites IV. Scope of Work V. Vendor Questionnaire

VI. Submission Instructions And Inquiries VII. Evaluation Criteria

VIII. Resulting Contract IX. Terms And Conditions

Attachments:

A - Grant Agreement R25AP00588 ISSUED B - Previous Draft Basis-of-Design Report - For refrence purposes only C - AGREEMENT FOR PROFESSIONAL SERVICES - Sample Draft

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

I. Notice

REQUEST FOR PROPOSALS (RFP)

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

Dear Proposers:

The City of Banning (hereinafter referred to as the “City”) is requesting proposals from a qualified public entity or private firm, to establish a contract for the scope of services outlined in this request for proposals.

NOTICE IS HEREBY GIVEN that online price and document submittals must be uploaded to the online bidding system in accordance with the instructions included herein, on or before the time and date set forth in the schedule of events. It shall be the responsibility of the proposer to upload their proposal before the announced time. However, responses may be submitted at any time prior to the deadline. (Submitted proposals may be withdrawn and resubmitted at any time prior to the deadline, and cannot be viewed by City staff until the close date and time.)

SOLICITATION DOCUMENTS: To obtain a copy of the solicitation documents, please visit https://procurement.opengov.com/portal/banning-ca. If you are not currently registered with the City of Banning through OpenGov, please create an account and subscribe to this project for notifications. Proposals may only be submitted by companies who are listed as a prospective bidder on the electronic bidding website for each project that they wish to submit a response to.

Firms must also check the web site periodically for addenda information as failure to download and acknowledge any and all addenda in the submittal will result in proposer disqualification.

RESPONSIVE PROPOSALS: Once listed on the prospective bidders list, companies may submit their proposals on the electronic bidding system. The City will not accept proposals submitted by companies who are not on the prospective bidders list, or from companies who have submitted a proposal via facsimile, email, mail, or any other format not permitted by this solicitation.

Further instructions for submitting proposals are explained in this solicitation. Companies are to adhere to all of the submittal instructions and requirements outlined in this solicitation in order to be considered responsive to this request for proposals.

https://procurement.opengov.com/portal/banning-ca

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

II. Introduction

II.A Summary

The City of Banning (City) is soliciting proposals from qualified engineering consulting firms to provide professional engineering design, permitting support, bidding assistance, and optional engineering services during construction for the phased modernization and expansion of the City's Wastewater Treatment Plant (WWTP) and recycled water facilities. The selected Consultant shall provide a multidisciplinary team capable of delivering a complete set of Plans, Specifications, and Estimates (PS&E) suitable for public bidding while supporting the City's funding, regulatory, and operational objectives.

II.B Background

The City owns and operates a WWTP located at 2242 East Charles Street, Banning, California 92220. The WWTP has a design treatment capacity of 3.6 million gallons per day (MGD) and currently discharges approximately 2.1 MGD into 10 unlined evaporation/percolation ponds.

The treated effluent then percolates into the groundwater of the San Gorgonio Hydrologic Unit.

Groundwater from this basin is used for municipal, industrial, and agricultural applications. The WWTP consists of preliminary treatment, primary treatment, secondary treatment (trickling filters), solids handling, disinfection (currently not in use), and evaporation/percolation ponds.

The City’s end goal is to select and construct a treatment alternative for the removal of nitrogen and the production of Title 22 recycled water that is the best fit for the City’s current and future goals.

The City's existing WWTP requires significant upgrades to meet the regional water quality control board’s impending effluent water quality standards, increase capacity to approximately

4.8 million gallons per day (MGD), produce Title 22 tertiary recycled water, and position the facility for future reverse osmosis (RO) and brine management improvements.

The City has previously completed planning studies, basis of design, preliminary engineering, surveying, geotechnical investigations, and other technical work that will be made available to the successful Consultant.

II.C Contact Information

Ellen Clifford Purchasing Manager 99 E. Ramsey Street Banning, CA 92220 Email: eclifford@banningca.gov Phone: (951) 922-3121 mailto:eclifford@banningca.gov tel:(951)922-3121

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

Department:

Purchasing Division

II.D Timeline

This request for proposal will be governed by the following tentative schedule. All dates are subject to change at the discretion of the City.

Release Project Date August 6, 2026

Pre-Proposal Meeting (Mandatory) August 17, 2026, 10:00am City Hall 99 E. Ramsey St Banning CA 92220

Question Submission Deadline September 4, 2026, 12:00pm

Proposal Submission Deadline September 18, 2026, 4:00pm

Anticipated Vendor Selection Date October 1, 2026

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

III. Prerequisites

Proposals will only be considered from Companies that meet the following prerequisites:

III.A Years of experience

Have at least five (5) years’ of experience, within the past five (5) years under a legally registered business name, in providing services of a similar type and scope as described in the Scope of Services. Have not filed for bankruptcy under any business name over the past five (5) years.

III.B OpenGov Registration

Have created an account on OpenGov. Companies can register at:

https://procurement.opengov.com/portal/banning-ca

Once registered, Companies must download this solicitation in order to appear on the Bidder’s List as a “Prospective Bidder.” Companies that fail to specifically download this solicitation will not appear on the Bidders’ List and will be unable to participate or be considered for this RFP.

III.C Mandatory Pre-Proposal Meeting

All prospective Companies must attend the mandatory pre-proposal meeting on Monday, August 17, 2026 at 10:00 am to be held at:

City Hall 99 E. Ramsey St Banning CA 92220

Attendance is mandatory at the pre-proposal meeting. The meeting will begin promptly at the time listed in the schedule. No admittance will be allowed once the meeting has begun.

Proposals from prospective Proposers not in attendance at this mandatory meeting will not be considered.

III.D Project Objectives

• Maintain regulatory compliance and improve operational reliability and resiliency.

• Produce reliable Title 22 tertiary recycled water for beneficial reuse.

• Expand the WWTP to an ultimate Phase I treatment capacity of approximately 4.8 MGD.

• Design facilities that accommodate future Phase II RO and brine management improvements.

• Develop a cost-effective, maintainable, and energy-efficient facility.

• Minimize impacts to plant operations during construction.

• Provide a design that can be delivered using Design-Bid-Build or another delivery method (as selected by the City).

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

III.E Consultant Expectations

The City seeks a Consultant with demonstrated experience delivering complex municipal wastewater treatment facilities in California. The Consultant shall emphasize value engineering, lifecycle cost optimization, constructability, regulatory compliance, and close coordination with City staff throughout the design process. Innovation is encouraged provided the proposed solutions are reliable, maintainable, and compatible with the City's long-term operational goals.

III.F Licenses

If applicable, Company and/or its key personnel, shall hold an appropriate license for the Company’s discipline and the Services on the date the Proposal is submitted.

California Secretary of State Registration Requirement: All Proposers must be authorized to conduct business in the State of California and must be in good standing with the California Secretary of State prior to submitting a Proposal. Any business entity type that requires registration with the California Secretary of State shall provide evidence of active registration and good standing as part of the Proposal submission. Failure to provide this documentation may result in the City deeming the Proposal non-responsive.

If the Proposer’s business entity type does not appear in the California Secretary of State’s online records (including, but not limited to, Limited Liability Partnerships or General Partnerships), the Proposer shall provide alternative documentation demonstrating lawful authorization to conduct business in California.

Website: https://bizfileonline.sos.ca.gov/search/business

III.G Available Information

The City anticipates providing available reference information to the selected Consultant, including previous Basis of Design work, technical memoranda, surveys, geotechnical reports, record drawings, hydraulic information, process data, regulatory correspondence, and other background documents. Consultants shall independently verify information relied upon for design.

III.H Department of Industrial Relations Registration

If applicable, Company shall have registered with the Department of Industrial Relations and any other required organizations.

III.I Interviews

An interview may be required for the top-ranked firms to demonstrate how their proposed solution meets the City’s requirements as outlined in the RFP. This will also provide an opportunity for the City to ask follow-up questions and for the firms to present themselves to https://bizfileonline.sos.ca.gov/search/business

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades the evaluation team. The Purchasing Department will contact the firm’s designated representative to schedule the interview.

III.J SAMS.GOV Account

SAM.gov registration preferred, but not required, as the consultant will support federally funded construction grant compliance.

III.K Grant Management

Since the construction of this project deals with grant funding. The firm will provide grant management services to meet all of the grant requirements.

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

IV. Scope of Work

IV.A Project Management

Purpose

Establish the technical framework and management approach for successful delivery of this phase of the project.

Consultant Responsibilities

Provide complete project management from Notice to Proceed through final design. Develop and maintain a Project Management Plan (PMP), project schedule, staffing plan, QA/QC procedures, communication protocol, and risk register. Conduct a kickoff meeting and biweekly coordination meetings. Prepare agendas, meeting minutes, action-item logs, and monthly progress reports. Monitor scope, budget, and schedule and promptly notify the City of issues affecting cost or schedule.

City Responsibilities

Provide timely access to available reports, drawings, operational data, review comments, and key staff for coordination meetings and design workshops.

Required Deliverables

• Project Management Plan

• Baseline and updated schedules

• Monthly progress reports

• Meeting agendas and minutes

• Risk register

• Decision log

• BOR Title XVI - quarterly grant reporting

Acceptance Criteria

Deliverables shall be complete, internally quality-checked, coordinated among disciplines, and accepted by the City following incorporation of review comments.

IV.B Existing Facilities Evaluation

Purpose

Establish the technical framework and management approach for successful delivery of this phase of the project.

Consultant Responsibilities

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

Review all available technical information including record drawings, geotechnical reports, surveys, hydraulic data, process information, equipment condition assessments, utility mapping, and previous engineering studies. Perform site investigations and field verification as necessary.

Identify deficiencies, constructability constraints, operational limitations, and opportunities for rehabilitation or reuse of existing infrastructure.

City Responsibilities

Provide timely access to available reports, drawings, operational data, review comments, and key staff for coordination meetings and design workshops.

Required Deliverables

• Existing Conditions Technical Memorandum

• Site verification summary

• Utility conflict matrix

• Existing facility assessment

Acceptance Criteria

Deliverables shall be complete, internally quality-checked, coordinated among disciplines, and accepted by the City following incorporation of review comments.

IV.C Basis of Design Report

Purpose

Establish the technical framework and management approach for successful delivery of this phase of the project.

Consultant Responsibilities

Prepare a comprehensive Basis of Design Report that establishes the engineering foundation for the project. The report shall document design criteria, influent and effluent characteristics, hydraulic analyses, process mass balances, solids handling, equipment sizing, process modeling, preliminary layouts, lifecycle cost considerations, permitting strategy, construction sequencing, and provisions for future Phase II reverse osmosis and brine management facilities. Conduct a design workshop with City staff to review alternatives and recommendations before finalizing the report.

City Responsibilities

Provide timely access to available reports, drawings, operational data, review comments, and key staff for coordination meetings and design workshops.

Required Deliverables

• Draft and Final Basis of Design Report

• Hydraulic profile

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

• Process Flow Diagrams

• Solids handling

• Conceptual site layout

• Preliminary cost estimate

• Workshop presentation

Acceptance Criteria

Deliverables shall be complete, internally quality-checked, coordinated among disciplines, and accepted by the City following incorporation of review comments.

IV.D Detailed Design

The engineering disciplines described in this section shall be fully coordinated among all members of the Consultant's design team. Conflicts between disciplines shall be resolved prior to each design submittal. All drawings, specifications, calculations, and supporting technical documentation shall undergo an internal Quality Assurance / Quality Control (QA/QC) review before submission to the City.

IV.E Hydraulic & Process Engineering

Purpose

Develop a technically sound and reliable treatment process capable of meeting current and anticipated regulatory requirements while providing operational flexibility and minimizing lifecycle costs.

Consultant Responsibilities

• Validate design flows and loading criteria.

• Perform hydraulic calculations and prepare a hydraulic profile.

• Develop process mass balances and process models.

• Confirm sizing of fine screening, aeration, membrane bioreactor (MBR), disinfection, sludge handling, pumping, and ancillary process equipment.

• Evaluate process redundancy and operational flexibility.

• Incorporate provisions for future Phase II reverse osmosis (RO) and brine management.

• Prepare process flow diagrams (PFDs), process & instrumentation diagrams (P&IDs), equipment schedules, and design calculations.

Required Deliverables

• Hydraulic Profile

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

• Process Flow Diagrams

• Process Modeling Report

• Equipment Sizing Calculations

• P&IDs

• Process Design Memorandum

IV.F Civil Engineering Design

Purpose

Develop complete civil engineering plans supporting the proposed WWTP improvements.

Consultant Responsibilities

• Prepare demolition, grading, drainage, utility, paving, yard piping, erosion control, and site development plans.

• Coordinate existing underground utilities.

• Minimize disruptions to plant operations during construction.

• Design access roads, maintenance access, and construction staging areas.

• Coordinate survey information and establish horizontal/vertical control.

Required Deliverables

• Site Plan

• Demolition Plans

• Grading & Drainage Plans

• Utility Plans

• Yard Piping Plans

• Stormwater Management Details

IV.G Structural Engineering Design

Purpose

Provide durable structural systems capable of supporting long-term WWTP operations.

Consultant Responsibilities

• Design reinforced concrete tanks and foundations.

• Design equipment pads, pipe supports, retaining walls, and structural steel.

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

• Evaluate existing structures for reuse or modification or pre-engineered buildings for staff operations and laboratory.

• Coordinate seismic requirements with California Building Code.

• Prepare structural calculations.

Required Deliverables

• Structural Plans

• Structural Details

• Foundation Plans

• Structural Design Calculations

IV.H Architectural Engineering Design

Purpose

Develop functional, maintainable, and secure support facilities.

Consultant Responsibilities

• Prepare floor plans, elevations, sections, roof plans, door schedules, finish schedules, and building details.

• Coordinate HVAC, plumbing, electrical, and fire protection requirements.

• Design facilities with consideration for operator safety and maintainability.

• Incorporate security and access control measures.

Required Deliverables

• Architectural Plans

• Building Elevations

• Finish Schedule

• Door & Hardware Schedule

IV.I Mechanical Process Engineering

Purpose

Provide reliable mechanical systems supporting treatment processes.

Consultant Responsibilities

• Design process piping systems.

• Prepare equipment layouts.

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

• Develop valve schedules and piping material specifications.

• Coordinate odor control systems.

• Design HVAC interfaces where required.

• Coordinate equipment installation and maintenance clearances.

• Prepare equipment procurement recommendations for long-lead items.

Required Deliverables

• Mechanical Plans

• Equipment Layouts

• Pipe Schedules

• Mechanical Details

• Equipment Procurement Matrix

IV.J Electrical Engineering

Purpose

Develop complete electrical systems that provide reliable, safe, maintainable, and expandable power distribution for the upgraded wastewater treatment facilities.

Consultant Responsibilities

• Prepare electrical one-line diagrams and load calculations.

• Design medium- and low-voltage power distribution systems.

• Evaluate existing electrical infrastructure for reuse or replacement.

• Design motor control centers (MCCs), standby power interfaces, transformers, switchgear, lighting, grounding, and lightning protection.

• Coordinate electrical requirements with process equipment vendors.

• Prepare electrical equipment schedules and specifications.

Required Deliverables

• Electrical Design Report

• One-Line Diagrams

• Electrical Plans

• Panel & MCC Schedules

• Lighting Plans

• Electrical Specifications

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

Acceptance Criteria

Deliverables shall be internally QA/QC reviewed, coordinated among all disciplines, and accepted by the City following incorporation of review comments.

IV.K Instrumentation, Controls & SCADA

Purpose

Design an open-architecture, non-proprietary instrumentation and SCADA system that supports reliable plant operation, future expansion, cybersecurity, and long-term maintainability.

Consultant Responsibilities

• Develop process control philosophy.

• Prepare PLC architecture and network diagrams.

• Develop SCADA architecture utilizing industry-standard platforms.

• Prepare instrument index, I/O lists, control narratives, alarm philosophy, historian requirements, and communication architecture.

• Coordinate cybersecurity recommendations with current industry guidance.

• Prepare Factory Acceptance Test (FAT) and Site Acceptance Test (SAT) requirements.

• Coordinate operator interface development and training requirements.

Required Deliverables

• SCADA Architecture Drawings

• Control Narratives

• I/O Lists

• Instrument Index

• Communications Network Drawings

• FAT/SAT Procedures

• SCADA Performance Specification

Acceptance Criteria

Deliverables shall be internally QA/QC reviewed, coordinated among all disciplines, and accepted by the City following incorporation of review comments.

IV.L Design Milestones

Purpose

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

The Consultant shall prepare complete, coordinated, and quality-controlled deliverables at each project milestone. Each submittal shall incorporate comments from previous review cycles, include updated cost estimates and project schedules, and be accompanied by a transmittal summarizing significant design decisions and changes. All deliverables shall be submitted in both electronic (editable and PDF) and hardcopy formats as requested by the City.

Consultant Responsibilities

• Prepare Basis of Design, 30%, 60%, 90%, and Final (100%) design packages.

• Conduct design workshops after each major submittal.

• Maintain a formal comment-resolution matrix.

• Update schedules and engineer's estimates at each milestone.

• Perform constructability and value engineering reviews.

Milestone Purpose Minimum Deliverables

Basis of Design Establish project design criteria and confirm treatment approach.

BOD Report, hydraulic analysis, process modeling, conceptual site plan, process flow diagrams, preliminary equipment selection, preliminary cost estimate.

30% Design Develop overall facility layout and design concepts.

Civil/site plans, preliminary structural layouts, architectural floor plans, process layouts, P&IDs, SCADA architecture, construction sequencing, updated schedule and estimate.

60% Design Advance design suitable for detailed City review.

Multidiscipline drawings, outline specifications, equipment schedules, control narratives, updated cost estimate, value engineering summary, constructability review.

90% Design Prepare near-final contract documents.

Complete drawings, draft technical specifications, permit support documentation, final equipment selections, updated estimate and schedule.

100% Design Prepare final bidding documents.

Signed PS&E, engineer's opinion of probable construction cost, final specifications, design calculations, electronic deliverables.

Required Deliverables

• BOD (Basis-of-Design) Report

• 30%, 60%, 90%, and Final PS&E Packages

• Updated Cost Estimates

• Design Calculations

• Comment Resolution Matrix

• Updated Project Schedule

Acceptance Criteria

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

Deliverables shall be internally QA/QC reviewed, coordinated among all disciplines, and accepted by the City following incorporation of review comments.

IV.M Cost Estimating & Value Engineering

Purpose

Provide continuous cost control throughout design to maximize project value while maintaining the City's budget objectives.

Consultant Responsibilities

• Prepare engineer's opinions of probable construction cost.

• Prepare quantity takeoffs.

• Evaluate escalation and contingency.

• Develop additive and deductive bid alternates.

• Provide lifecycle cost evaluations and value engineering recommendations.

• Identify major cost drivers and recommend cost-saving opportunities.

Required Deliverables

• Detailed Cost Estimates

• Quantity Takeoffs

• Cash Flow Projection

• Value Engineering Memorandum

• Budget Reconciliation Report

Acceptance Criteria

Deliverables shall be internally QA/QC reviewed, coordinated among all disciplines, and accepted by the City following incorporation of review comments.

IV.N Environmental & Permitting

Purpose

Support environmental compliance and regulatory approvals required for project implementation.

Consultant Responsibilities

• Support CEQA documentation.

• Coordinate with RWQCB, DDW, SCAQMD, Riverside County, and other agencies.

• Support Title 22 Engineering Report preparation.

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

• Support future Title 27 and brine management permitting planning.

• Assist with BOR Title XVI federal grant compliance documentation and quarterly reporting.

Required Deliverables

• Permit Coordination Log

• Agency Meeting Summaries

• Permit Support Documents

• Title 22 Engineering Report Support

• Grant reporting and compliance documentation

Acceptance Criteria

Deliverables shall be internally QA/QC reviewed, coordinated among all disciplines, and accepted by the City following incorporation of review comments.

IV.O Bidding Assistance

Purpose

Support the City during advertisement, bidding, and award.

Consultant Responsibilities

• Attend pre-bid meetings and site visits.

• Respond to bidder RFIs.

• Prepare technical addenda.

• Review bids for technical completeness.

• Provide recommendation of award.

Required Deliverables

• RFI Responses

• Addenda

• Bid Evaluation Memorandum

• Recommendation of Award

Acceptance Criteria

Deliverables shall be internally QA/QC reviewed, coordinated among all disciplines, and accepted by the City following incorporation of review comments.

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

IV.P Optional Engineering Services During Construction

Purpose

If authorized, provide engineering support during construction to facilitate successful project implementation.

Consultant Responsibilities

• Review shop drawings and submittals.

• Respond to contractor RFIs.

• Evaluate change order requests.

• Conduct periodic site visits.

• Assist with startup and commissioning.

• Review O&M manuals.

• Provide operator training.

• Prepare punch lists and warranty inspections.

Required Deliverables

• Submittal Reviews

• Field Observation Reports

• Startup Assistance

• Operator Training Documentation

• Punch List

• Warranty Inspection Report

Acceptance Criteria

Deliverables shall be internally QA/QC reviewed, coordinated among all disciplines, and accepted by the City following incorporation of review comments.

IV.Q General Requirements

Prior to each submittal, the Consultant shall perform an internal interdisciplinary QA/QC review.

All drawings, specifications, calculations, schedules, and estimates shall be coordinated among all engineering disciplines. The City may reject incomplete or uncoordinated submittals.

Deliverable Format

Unless otherwise approved by the City, all deliverables shall be provided in Microsoft Word, Microsoft Excel, PDF, AutoCAD Civil 3D (or compatible), native CAD files, and other native software formats used in preparation of the design. Cost estimates shall be submitted in editable

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades spreadsheet format. Design calculations and supporting technical memoranda shall also be provided in searchable PDF format.

Review Process

The City will review each design milestone and provide consolidated review comments. The Consultant shall prepare a comment-response matrix documenting each City comment, the Consultant's response, and the action taken. Revised documents shall incorporate all accepted comments prior to proceeding to the next design milestone.

Acceptance of Deliverables

Acceptance of a design milestone by the City authorizes the Consultant to proceed to the next phase of work but does not relieve the Consultant of responsibility for the technical accuracy, completeness, or coordination of the design. The Consultant shall remain responsible for correcting omissions or errors discovered prior to project completion.

IV.R Project Schedule

The following schedule is provided for planning purposes only. The City reserves the right to modify the schedule as necessary.

Milestone Target Date

RFP Issued 8/6/2026

Pre-Proposal Conference 8/17/2026

Questions Due 9/4/2026

Proposal Due 9/18/2026

Interviews (Optional) To Be Determined

Consultant Selection 10/1/2026

City Council Award 10/27/2026

Notice to Proceed 11/2/2026

Kickoff Meeting 11/16/2026

Basis of Design Complete 1/19/2027

30% Design Complete 4/30/2027

60% Design Complete 6/30//2027

90% Design Complete 8/31/2027

100% Final PS&E 9/30/2027

Consultant Schedule Responsibilities

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

The Consultant shall prepare and maintain a detailed CPM or equivalent project schedule identifying critical milestones, review periods, permitting activities, and anticipated completion dates. The schedule shall be updated monthly and submitted with each progress report.

IV.S Other Requirements

Standard of Care

The Consultant shall perform all services in accordance with the professional standard of care ordinarily exercised by firms performing similar services for municipal wastewater infrastructure projects in California.

Coordination

The Consultant shall coordinate all engineering disciplines, subconsultants, utility companies, equipment vendors, regulatory agencies, and City staff to ensure a fully integrated design.

Quality Assurance / Quality Control

The Consultant shall maintain an internal QA/QC program. Each submittal shall undergo interdisciplinary review prior to submission to the City.

Value Engineering

The Consultant shall continuously evaluate opportunities to reduce capital costs, improve constructability, minimize lifecycle costs, and increase operational reliability.

Regulatory Compliance

The design shall comply with applicable federal, state, and local regulations including applicable wastewater, recycled water, environmental, accessibility, and building code requirements.

Federal Funding Requirements

If federal funding is utilized, the Consultant shall support compliance with applicable federal requirements including Build America, Buy America (BABAA), Davis-Bacon, AIS (if applicable), and grant reporting requirements.

Electronic Deliverables

All final deliverables shall be submitted in editable Microsoft Office formats, searchable PDF, AutoCAD Civil 3D (or approved equivalent), and native design software formats.

Ownership of Documents

All reports, calculations, drawings, specifications, electronic files, and supporting documentation prepared under this Agreement shall become the property of the City upon completion of the Project.

Confidentiality

The Consultant shall protect confidential information received from the City and shall not disclose such information without prior written authorization unless required by law.

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

Reservation of Rights

The City reserves the right to modify the Scope of Services, negotiate fees, reject proposals, cancel the solicitation, or reissue the RFP if determined to be in the City's best interest.

Summary

These requirements establish the minimum administrative, technical, and contractual expectations for the Consultant. Nothing contained herein shall relieve the Consultant of responsibility for delivering a complete, coordinated, and professionally prepared design suitable for bidding and construction.

IV.T **OPTIONAL PHASE II SERVICES**

General

The City anticipates implementing a future Phase II project consisting of reverse osmosis (RO) treatment and associated brine management facilities to further reduce Total Dissolved Solids (TDS) and Total Nitrogen (TN). Phase II is optional and shall only proceed upon written authorization by the City through an amendment to the Professional Services Agreement.

Phase II Objectives

• Reduce TDS and improve groundwater protection.

• Provide additional nutrient polishing if required.

• Maintain compatibility with Phase I improvements.

• Evaluate cost-effective brine management alternatives.

• Develop a reliable and expandable treatment system.

Project Management

Consultant Responsibilities

• Project management.

• Monthly meetings.

• Schedule and budget updates.

Required Deliverables

• Project Management Plan

• Monthly Reports

Basis of Design

Consultant Responsibilities

• Develop RO design criteria.

• Perform hydraulic and process modeling.

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

• Prepare conceptual layouts.

• Evaluate lifecycle costs.

Required Deliverables

• Basis of Design Report

• Hydraulic Profile

• PFDs

RO Facility Design

Consultant Responsibilities

• Design RO trains.

• Design pretreatment and CIP.

• Design concentrate and permeate systems.

• Prepare multidisciplinary plans and specifications.

Required Deliverables

• 30/60/90/100% Design Packages

• Technical Specifications

Brine Management Evaluation

Consultant Responsibilities

• Evaluate discharge to City of Beaumont’s collection system (which ultimately discharges brine to SARI Line).

• Evaluate regional conveyance.

• Evaluate evaporation ponds.

• Evaluate zero liquid discharge (ZLD) other alternatives.

Required Deliverables

• Alternatives Analysis

• Recommended Strategy

Permitting

Consultant Responsibilities

• Support Title 27.

• Coordinate with RWQCB, DDW, SAWPA and other agencies.

• Support CEQA updates.

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

Required Deliverables

• Permit Support

• Agency Coordination Log

Cost Estimating

Consultant Responsibilities

• Prepare construction estimates.

• Develop quantity takeoffs.

• Provide value engineering.

Required Deliverables

• Cost Estimates

• VE Memorandum

Optional Construction Support

Consultant Responsibilities

• Respond to RFIs.

• Review submittals.

• Support startup and commissioning.

• Provide operator training.

Required Deliverables

• Field Reports

• Training Documentation

Phase II Deliverables Matrix

Milestone Deliverables

Basis of Design BOD Report, hydraulic analysis, process modeling

30% Conceptual drawings and layouts

60% Detailed drawings and outline specifications

90% Draft PS&E package

100% Final signed PS&E package

City Option to Proceed

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

The City reserves the right to authorize all, part, or none of the Phase II services. No Phase II work shall begin without written authorization from the City.

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

V. Vendor Questionnaire

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Company’s demonstrated capability to perform work of this type. Emphasis should be concentrated on completeness and clarity of content. Proposals shall adhere to the following format for organization and content. Proposals must be typed and arranged/divided in the following sequence to facilitate evaluation.

V.A Cover Letter* The cover letter shall include a brief general statement of intent to perform the services and confirm that all elements of the RFP have been reviewed and understood. The letter shall include a brief summary of Company’s qualifications and Company’s willingness to enter into a contract under the terms and conditions prescribed by this RFP and in the Sample Agreement. The letter must identify a single person for contact during the RFP review process.

*Response required

V.B Proposal*

A. Statement of Understanding and Approach o This section must demonstrate an understanding of the Services. It should describe the general approach, organization and staffing required for the Services requested. If necessary, preliminary investigations, due diligence, and research shall be discussed in this section.

o This section should include the following:

▪ An implementation plan that describes in detail (i) the methods, including controls by which your firm or entity manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.

▪ Detailed description of efforts your firm or entity will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Work" section.

▪ Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion, including a complete transition plan. Include your plan to deal with fluctuation in service needs and any associated price adjustments.

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

▪ Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work.

▪ Proposers are encouraged to provide additional innovative and/or creative approaches for providing the service that will maximize efficient, cost-effective operations or increased performance capabilities. In addition, the City will consider proposals that offer alternative service delivery means and methods for the services desired.

▪ Proposers are also requested to identify any City owned facilities or property which Proposer would propose to use or lease, purchase, or rent from the City in connection with the services to be performed, including information about the terms of any proposed lease, purchase or use of such equipment and facilities, and how this proposed structure affects the overall cost proposal to the City, if applicable.

B. Company Information o This section shall include contact person information, address and telephone number of the company main office and branch offices. Each Company shall identify itself as to the type of organizational entity (corporation, sole proprietorship, partnership, joint venture, etc.). Any supplemental information that Company believes may be pertinent to the selection process may be provided.

o The Proposal shall identify any litigation, mediation, or arbitration, regarding the performance of any services similar to the Services, in which the Company has been involved in the past five (5) years. If the Services require a license or certification, the Proposal shall include any claims or disciplinary action taken against Company or any of Company’s key personnel within the past five years.

C. Company Personnel o This section shall contain names, contact numbers and description of experience, including licenses and/or certifications, of all key personnel who would be assigned to perform the Services. Members of the Company’s professional team (managers, contact person, etc.) should be identified by name, title, phone number, and description of the portion of work they will be assigned to perform under this Agreement. Also include major subcontractors (if any) and their degree of involvement in this program. If the Company is including any subcontractors, the Company shall identify how long the Company has worked with the subcontractor.

o An affirmative statement should be included that the proposer and all assigned key professional staff are properly licensed to practice in California.

D. Disclosure o Please disclose any and all past or current business and personal relationships with any current Banning elected official, appointed official, City employee, or family

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades member of any current Banning elected official, appointed official, or City employee.

Any past or current business relationship may not disqualify the firm from consideration.

E. Experience and References o The Proposal must demonstrate that the Company, or its key personnel, meets the minimum experience requirement in #Prerequisites with a legally registered business name, that provides services of a similar type and scope as described in the Scope of Services. A Company shall not have filed for bankruptcy under any business name over the past five (5) years.

o Company shall provide at least 5 references, within the past 5 years, of clients for whom services have been performed that are comparable in quality and scope to that specified in this RFP. The references shall include client names, addresses, telephone numbers and e-mail addresses of the clients for whom prior work was performed and include an explanation of the services provided along with project start and end dates.

*Response required

V.C Price Proposal* All proposals submitted shall have a stated dollar bid amount for providing the services outlined in the Scope of Services. The total shall be an all-inclusive maximum price and to contain all direct and indirect costs including all out-of-pocket expenses with a full and complete breakdown of all said costs, and proposed fees including but not limited to hourly rates, reimbursable expenses and/or rates, mileage and/or travel cost, miscellaneous fees, etc., for the first year's audit engagement.

In addition, a statement must be included in this section that if the proposer is charging travel costs, the proposer's charges invoiced to the City for travel, lodging and subsistence shall not exceed the current IRS rates.

*Response required

V.D Value Added Services Please describe any value-added services your company offers that may be of use to the City

V.E Evidence of Insurance* In addition, the Company shall provide evidence of possession of insurance in the coverage and amounts listed in the Sample Agreement.

City requires that licensees, lessees, and vendors have an approved Certificate of Insurance (not a declaration or policy) or proof of legal self-insurance on file with the City for the issuance of a permit or contract. Within ten (10) consecutive calendar days of award of contract, successful Proposer must furnish the City with the Certificates of Insurance proving coverage as specified in contract sample.

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

*Response required

V.F Vendor Forms Please download the below documents, complete, and upload.

• New_Vendor_Packet.pdf

V.G Type of Business* ☐ C Corporation

☐ S Corporation

☐ Limited Liability C Corporation

☐ Partnership

☐ Limited Liability Partnership

☐ Sole Proprietor/Individual

☐ Other *Response required

V.H Type your Legal Company Name Here* State your Company's Name Here. This will be verified against the California Secretary of State's Website.

*Response required

V.I EX PARTE COMMUNICATIONS CERTIFICATION*

I certify that Bidder and Bidder’s representatives have not had any communication with a City Councilmember concerning this IFB at any time after the date and time that this IFB was publicly advertised.

☐ Yes

☐ No *Response required

V.J EX PARTE COMMUNICATIONS CERTIFICATION CONTINUED*

If stated "Yes" above, please explain the circumstances in the following space, or state "None."

*Response required

V.K DEBARRED, SUSPENDED, DISQUALIFIED QUESTIONNAIRE*

Has the Company, any officer of the Company, or any employee of the Company who has proprietary interest in the Company, ever been debarred, suspended, disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of a violation of law or safety regulation?

☐ Yes

☐ No https://government-project.s3.us-west-2.amazonaws.com/2238/04ee0368-aaac-4418-889c-a43b5e98a3ea_New_Vendor_Packet.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4P45JQQ3K%2F20260806%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260806T234653Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEID%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQDfvwNFQcHni9AWjH0tPaX4E7%2BEqHs54T6Z6sxjZIsanAIhAJsrloidO3f4rUjbqtkgGZ523BcKUZDLrd0ewdHcZWJ4KowFCEgQAhoMODkyMzY0Njg3NjcyIgyyUYe2LUI78eLWMCgq6QRMs1Rgk%2BlB1a%2B%2Bgs7l0BLk2ZfBqZ6He3c8QXuyBGGx7gpuWWjWGZbEVA3GZFjNKDCJQ4X%2B%2BYl2l%2BuHkZD75hi0FayQohOtRZXfnjxQdtGkY4dzEOeWyPdJ9jcEoubjCRMlZf79f77YwFGzIpkFDfY0X2miB7NZeuFcTnnIxSjVauUUL9IwpWiQxVJOG1GGWZ2n2HIPI4JiZpy7s2ZKyjhkH5jQ3kZ49SS2q18lDGq9vLDon6cxOJUXMH2%2BX%2F%2B%2BjlB750Tc1OxlNV5UQU0ueF9O1gIktFnIKyP1J9GmRwtIe4ct%2Brjire%2Ff7XtFIixXPkphgpVqEyFgSqGRYOT0U2nCOFGICjWdAXFLK1g966knqbEJgHuQ32KpPFQaCdiFTCzcRT25URIVUQfJ%2FeiPOqp0pDYwfOaULl06835XKvuHKIANAei8ApOcjZ4e9Ws3Sig%2FZLiU3c7t07Zb6YyLj3o2v94id6bJuwGcvVIc%2BAgQjufI0uGZyegvzmNJ4ex8HlEVUlfrZZqJsgMyRuLnUnh3InSZpZBnZ0g81%2BYfaUJ4AuSFNhNo11qt2TFM7AFf54Lr2evEIfXXRyL9wsiCeT2rO7Us6Oezrrx4aUISqrAzn5HkRE2lJUKJo%2Bl71RhRRflI958NASLRIulEgmN2sH3rSxyqDNF6rSdyKMwyxzxjuLoRkspTpVyqsOJGL6uR07XvrglJeNL6klIg1k4yVw7VEkLc0z245P1eqJRqpsqxOKyaPa62q07Wzk1tj9W0awV1OGB8AM1HwQar0D70C0%2BpCg9B41Otyy37JeOEzXAcVn5u2ASQEkJP8DCfrdTTBjqYARXzhe%2FaLtG1ZKei5r9JFR9kyre3U3O5lXMFX3cq%2FADXewGOuxmlu8wLg4rLgdZRlR584qGYOns7aL%2FckPZ%2Bnxqi24ZuunEBIimVwcA35y%2BsH5Z5U%2FQtCrzFbOviPRoOBhTav55zg1GMfpXrmAGH6%2F%2BqQa29hewbLPQxRr1mHx9pGmDN4Kjq5QdfhwaU%2BbhLOhNPYsFLyg9f&X-Amz-Signature=f14dbb180fdb4f76617ec1b28b5f43715326e0e54ed099ccb92bae374d7ede83&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22New_Vendor_Packet.pdf%22&x-id=GetObject

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

*Response required

V.L DEBARRED SUSPENDED DISQUALIFIED QUESTIONNAIRE CONTINUED*

If stated "Yes" above, please explain the circumstances in the following space, or state "None."

*Response required

V.M DISCLOSURE OF GOVERNMENT POSITIONS*

Each Bidder shall disclose below whether any owner or employee of the firm currently hold positions as elected or appointed officials, directors, officers, or employees of a governmental entity or held such positions in the past twelve months. List below or state "None."

*Response required

V.N CERTIFICATION COMPLIANCE*

Please download the below documents, complete, and upload.

• Certification-Compliance_wi...

*Response required

V.O CA Debarment List* Are you on the CA Debarment List: https://www.dir.ca.gov/dlse/debar.html

☐ Yes

☐ No *Response required

V.P California Secretary of State License Number* Good Standing Account Number: https://bizfileonline.sos.ca.gov/search/business

Maximum response length: 50 characters

*Response required

V.Q Who Is Authorized to Sign The Agreement* Please Provide Name(s) and email(s).

Maximum response length: 100 characters

*Response required https://government-project.s3.us-west-2.amazonaws.com/2238/5bcc0091-fdf1-4bfa-ac7a-afe4fc7b6d9c_Certification-Compliance_with_Russia_Sanctions.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4P45JQQ3K%2F20260806%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260806T234653Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEID%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQDfvwNFQcHni9AWjH0tPaX4E7%2BEqHs54T6Z6sxjZIsanAIhAJsrloidO3f4rUjbqtkgGZ523BcKUZDLrd0ewdHcZWJ4KowFCEgQAhoMODkyMzY0Njg3NjcyIgyyUYe2LUI78eLWMCgq6QRMs1Rgk%2BlB1a%2B%2Bgs7l0BLk2ZfBqZ6He3c8QXuyBGGx7gpuWWjWGZbEVA3GZFjNKDCJQ4X%2B%2BYl2l%2BuHkZD75hi0FayQohOtRZXfnjxQdtGkY4dzEOeWyPdJ9jcEoubjCRMlZf79f77YwFGzIpkFDfY0X2miB7NZeuFcTnnIxSjVauUUL9IwpWiQxVJOG1GGWZ2n2HIPI4JiZpy7s2ZKyjhkH5jQ3kZ49SS2q18lDGq9vLDon6cxOJUXMH2%2BX%2F%2B%2BjlB750Tc1OxlNV5UQU0ueF9O1gIktFnIKyP1J9GmRwtIe4ct%2Brjire%2Ff7XtFIixXPkphgpVqEyFgSqGRYOT0U2nCOFGICjWdAXFLK1g966knqbEJgHuQ32KpPFQaCdiFTCzcRT25URIVUQfJ%2FeiPOqp0pDYwfOaULl06835XKvuHKIANAei8ApOcjZ4e9Ws3Sig%2FZLiU3c7t07Zb6YyLj3o2v94id6bJuwGcvVIc%2BAgQjufI0uGZyegvzmNJ4ex8HlEVUlfrZZqJsgMyRuLnUnh3InSZpZBnZ0g81%2BYfaUJ4AuSFNhNo11qt2TFM7AFf54Lr2evEIfXXRyL9wsiCeT2rO7Us6Oezrrx4aUISqrAzn5HkRE2lJUKJo%2Bl71RhRRflI958NASLRIulEgmN2sH3rSxyqDNF6rSdyKMwyxzxjuLoRkspTpVyqsOJGL6uR07XvrglJeNL6klIg1k4yVw7VEkLc0z245P1eqJRqpsqxOKyaPa62q07Wzk1tj9W0awV1OGB8AM1HwQar0D70C0%2BpCg9B41Otyy37JeOEzXAcVn5u2ASQEkJP8DCfrdTTBjqYARXzhe%2FaLtG1ZKei5r9JFR9kyre3U3O5lXMFX3cq%2FADXewGOuxmlu8wLg4rLgdZRlR584qGYOns7aL%2FckPZ%2Bnxqi24ZuunEBIimVwcA35y%2BsH5Z5U%2FQtCrzFbOviPRoOBhTav55zg1GMfpXrmAGH6%2F%2BqQa29hewbLPQxRr1mHx9pGmDN4Kjq5QdfhwaU%2BbhLOhNPYsFLyg9f&X-Amz-Signature=2d7976e255e6d7d18a7b19675315b1980b35809df9c75c64a3ba9d670af37d47&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Certification-Compliance_with_Russia_Sanctions.pdf%22&x-id=GetObject https://www.dir.ca.gov/dlse/debar.html https://bizfileonline.sos.ca.gov/search/business

RFP 26-139 - Wastewater Treatment Plant & Recycled Water Upgrades

VI. Submission Instructions And Inquiries

VI.A Inquiries

If prior to the date fixed for submission of Proposals, a prospective Company discovers any ambiguity, conflict, discrepancy, omission or other errors in this RFP or any of its appendices, exhibits or attachments, the Company shall immediately notify the City of such error in writing and request modification or clarification of the document. Modifications shall be made by written Addenda to the RFP.

If a Company fails to notify the City, prior to the date fixed for submissions of Proposals, of an error in the RFP known to the Company, or an error that reasonably should have been known to the Company, the Company shall submit its Proposal at its own risk, and if the Company is awarded a Contract, it shall not be entitled to additional compensation or time by reason of the error or its later correction.

All communications regarding technical, scope, and/or project related questions and requests for clarifications, changes, exceptions, and deviations to the terms and conditions set forth in this RFP shall be submitted via “Q&A” through the City’s Electronic Bidding System, OpenGov, before the deadline and according to these specifications herein. Any and all other bidding communications shall only be with Ellen Clifford, Purchasing Manager, at (951) 922-3121.

The Final day for receipt of questions from the Proposer shall be on or before the due date indicated in the schedule of events section.