Resort Area
Sanitary Sewer Study
REQUEST FOR PROPOSAL (RFP)
FOR
RESORT AREA SANITARY SEWER
STUDY
ACCOUNT NO.: 591-412-I821-7809 (RCP 2023-20793)
CITY OF ANAHEIM
Public Works Department
200 S. Anaheim Boulevard, Suite 276
Anaheim, CA 92805
David K. Mori, Esq., P.E.
Engineering Manager
Approved for Release:
Carlos Castellanos, P.E.
City Engineer
Public Works Department
Lori Ishigo
Project Manager
(714) 765-4113
[email protected]
KEY RFP DATES (Subject to change at discretion of City):
Issue Date: Thursday, March 21st, 2024 Deadline for Requests for Information: Thursday, April 11th, 2024 @ 2:00 PM Proposal Due Date: Thursday, April 25th, 2024 @ 2:00 PM Proposal Reviews (week of): Monday, April 29th, 2024 Presentation/Interviews, if necessary (week of): Monday, May 8th, 2024
Resort Area
Sanitary Sewer Study
NOTICE INVITING PROPOSALS
NOTICE IS HEREBY GIVEN that proposals will be received from qualified firms for the following Sanitary Sewer Study Project:
RCP No. 2023- 20793: Resort Area Sanitary Sewer Study
Request for Information (RFI’s) to this Request for Proposal (RFP) will be accepted until Thursday, April 11th, 2024 at 2:00 PM. Proposals received after this date/time will not be considered. It is the responsibility of the Consultant to ensure that any proposals submitted have sufficient time to be received by the City of Anaheim prior to this proposal due date and time.
Proposals shall ONLY be uploaded or sent electronically through PlanetBids.
Proposals shall NOT be sent via telegraphic, mail, e -mail or facsimile. Fee proposal shall ONLY be sent via mail, hand delivered, or sent by courier no later than 2:00 PM (PST) April 25th, 2024.
Mark envelope with the following “Sealed Bid, Do Not Open Wit h City Mail”. Please send the Fee Proposal to the following address:
“SEALED PROPOSAL FOR
RESORT AREA SANITARY SEWER STUDY”
City of Anaheim
Public Works Department, 2nd Floor
200 S. Anaheim Boulevard, Suite 276
Anaheim, CA 92805
Attn: Lori Ishigo, Project Manager
All notifications, updates and addenda will be available online and can be accessed on PlanetBids at:
https://pbsystem.planetbids.com/portal/14424/bo/bo-detail/110425 Consultants shall be responsible for registering onto PlanetBids to obtain information regarding this solicitation. Failure to acknowledge the required addenda may result in a determination of a nonresponsive proposal.
Resort Area
Sanitary Sewer Study
CITY OF ANAHEIM
REQUEST FOR PROPOSAL
FOR
RESORT AREA SANITARY SEWER
STUDY
TABLE OF CONTENTS
I. INTRODUCTION
II. PROPOSAL TERMS AND CONDITIONS
A. EXAMINATION
B. PROPOSAL VALIDITY
C. PRE-CONTRACTUAL EXPENSES
D. JOINT OFFERS/SUBCONSULTANTS
III. INSTRUCTIONS TO CONSULTANTS
A. CITY RESPONSIBILITIES
B. CONSULTANT RESPONSIBILITIES
C. REQUEST FOR INFORMATION OR CLARIFICATION
D. ADDENDA
E. LICENSE & PERMITS
F. INSURANCE
G. CITY RIGHT TO REJECT
IV. BACKGROUND AND DESCRIPTION OF PROJECT
V. GENERAL PROJECT REQUIREMENTS AND SCOPE OF WORK
VI. SERVICES TO BE INCLUDED
VII. SUBMITTAL REQUIREMENTS
A. GENERAL
B. PROPOSAL CONTENTS
C. FEE PROPOSAL
VIII. GENERAL INFORMATION
IX. INFORMATION/SERVICES TO BE FURNISHED TO THE SELECTED CONSULTANT BY THE CITY X. CONSULTANT SECTION
XI. IMPLEMENTATION
A. KICK-OFF MEETING
B. NOTICE TO PROCEED
C. PUBLIC RECORDS
XII. RIGHT TO REJECT ALL PROPOSALS
XIII. EXHIBITS
EXHIBIT A: PROJECT LOCATION
EXHIBIT B: CITY OF ANAHEIM SURVEY STANDARDS
EXHIBIT C: FEE PROPOSAL DELIVERY
EXHIBIT D: CITY HALL CONTACT PROCEDURES
EXHIBIT E: CONFLICT OF INTEREST
EXHIBIT F: DESIGNATION OF SUB - CONTRACTORS
EXHIBIT G: INSURANCE
EXHIBIT H: SAMPLE STANDARD AGREEMENT
EXHIBIT I: NONCOLLUSION DECLARATION
Resort Area
Sanitary Sewer Study
CITY OF ANAHEIM
REQUEST FOR PROPOSAL (RFP)
FOR
RESORT AREAS SANITARY SEWER
STUDY
I. INTRODUCTION
Nature of Work:
The City of Anaheim (City) is seeking a consultant to provide options and recommendations for the best solution for the following Sanitary Sewer Study as shown in Exhibit A.
RCP No. 2023-20793: Resort Area Sanitary Sewer Study
The City is seeking highly qualified firm(s) that offers the technical expertise and depth to assist in the successful project delivery of this Sanitary Sewer Study. This sewer study is looking at providing a solution to deliver 13 MGD PDWF capacity or divert sufficient flow to reduce the need on Katella Avenue between Harbor Blvd and Euclid St, with the possibility of using the sewer lines on Cerritos Ave, Ninth St, and West St . The Consultant shall perform utility research and identify the possible alignments and associated conflicts, and research different cost effective and efficient design alternatives for the successful project delivery of the Resort Area Sanitary Sewer Study . This work effort should identify the best solution, alignment, utilities affected, outside agencies impacted , and cost.
Number of Proposals and Signature:
One project specific proposal shall be signed by a company official with the power to bind the company and submit to th e City of Anaheim duly completed Exhibits E, F and I . One (1) Fee Proposal for the project shall be submitted in a separate sealed envelope labeled with the corresponding RCP No. and Project Title.
Refer to Section VII. SUBMITTAL REQUIREMENTS subsection B, inclusive and part of this RFP for additional information.
Prevailing Wages:
In accordance with the California State Labor Code, prevailing wage rates apply. Copies of the prevailing rate of per diem wages are on file with the Public Works Department a nd shall be made available to any interested party on request.
Department of Industrial Relations Compliance:
This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations. No contractor or subcontractor may be listed on a proposal for a Public Works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.
No contractor or subcontractor may be awarded a contract for public works on a Public Works project
Resort Area
Sanitary Sewer Study
unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.
Designation of Subcontractors’ form (Exhibit F), attached with this Request for Proposals shall be completed and submitted with the Proposal. Failure to submit the form may be deemed as non-responsive and may be just cause for the rejection of the proposal.
‘Contractor or subcontractor’ means a firm, corporation, partnership, or association who will be substantially responsible or will engage in the performance of any contract for public works project, subject to labor compliance program as determined by the Department of Industrial Relations.
Conflict of Interest Compliance:
Conflict of interest is governed by The Political Reform Act (Government Code Sections 81000 - 91014) and Government Code Section 1090, per Exhibit E. The Consultant shall complete, sign and return this form with the Proposal. Failure to submit the form may be deemed as non - responsive and may be just cause for the rejection of the proposal.
II. PROPOSAL TERMS AND CONDITIONS
By submitting a Proposal, the Consultant acknowledges that they have thoroughly examined and accepted the Terms and Conditions of this RFP as described below:
A. EXAMINATION: Consultant acknowledges that they have thoroughly examined and become familiar with the services and responsibilities required by this RFP and that the Consultant is capable of effectively and efficiently performing quality work to achieve the City’s objectives.
Any attachments referenced herein or any interpretations, clarifications , or amendments subsequently posted in relation to this RFP are fully incorporated.
B. PROPOSAL VALIDITY: Services, pricing , and warranties indicated in the Consultant’s Proposal must be valid for a period of one hundred and twenty (120) calendar days after the submission of the Proposal.
C. PRE-CONTRACTUAL EXPENSES: The City shall not, in any event, be liable for any pre - contractual expenses incurred by Consultants in the preparation of its proposal.
D. JOINT OFFERS/SUBCONSULTANTS: Where two or more Consultants desire to submit a single Proposal in response to this RFP, they should do so on a prime -subconsultant basis.
The City intends to contract with a single firm PER EACH PROJECT and not with multiple firms doing business as a joint venture. If subconsultants are used, the Consultant shall provide the same assurances of competence for the subconsultant plus the demonstrated ability to manage and supervise the subcontracted work. Subconsultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all subconsultants in the same manner as the Consultant.
Resort Area
Sanitary Sewer Study
III. INSTRUCTIONS TO CONSULTANTS
A. CITY RESPONSIBILITIES
The City will provide information in its possession relevant to preparation of required information in RFP. The City will provide only the staff assistance and documentation specifically referred to herein.
B. CONSULTANT RESPONSIBILITIES
Point of Contact: The selected Consultant will assume responsibility for all services in its proposal. The selected Consultant shall identify a sole point of contact with the greatest knowledge in regard to the required service operations and contractual matters, includin g payment of any and all charges resulting from the Agreement.
The Consultant shall be responsible for collecting and disseminating the data, records, and documents in the preparation of all design documents.
The Consultant is expected to establish and maintain a close working relationship with City staff throughout the project.
The selected Consultant shall maintain the same Project Manager for the duration of the project, as specified in the approved proposal. In the event the authorized Project Manager terminates employment, the Consultant shall make a demonstrated and concent rated effort to maintain the Project Manager in the key managerial position, unless extreme conditions prohibit continuance.
Any substitution of the Project Manager will require written City approval. The Consultant shall perform no less than thirty percent (30% of the contract amount) of the work with its own work force.
Any changes in the scope of work resulting in a contract increase or decrease in fee shall be approved, in writing, by the City Engineer prior to the commencement of actual change of work.
No fee adjustment shall be allowed unless it is based on said prior written approval.
C. REQUEST FOR INFORMATION OR CLARIFICATION
All questions or requested clarifications shall be made in writing via the PlanetBids Portal. The consultants are prohibited from communicating with any City representative/employee/official/consultant/staff other than via the PlanetBids Portal. Only questions and answers responded to on PlanetBids or any addenda issued on PlanetBids will be a part of this RFP solicitation. Consultants may submit written questions concerning this RFP on PlanetBids per the Key RFP Dates on the title page. No responses shall be provided by the City for all questions received after the deadline date.
Resort Area
Sanitary Sewer Study
D. ADDENDA
Any changes in the RFP from the date of release to the due date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted in PlanetBids.
https://pbsystem.planetbids.com/portal/14424/bo/bo-detail/110425
E. LICENSES & PERMITS
The selected Consultant shall be required to obtain a City of Anaheim Business license within ten (10) business days of selection and must provide a copy to the City Project Manager or designee prior to commencing any work in the City of Anaheim.
Additionally, the Consultant will be responsible for obtaining any and all licenses/permits required by the Scope of Work.
F. INSURANCE
The selected Consultant shall be required to maintain and comply with the insurance coverages, liabilities and provisions of the current Standard Agreement or amendments. See Attachments G and H.
G. CITY RIGHT TO REJECT
The City reserves the right to reject any or all submitted proposals when such rejection is in the interest of the City to reject the Proposal . Consultants are encouraged to insure that they meet the prerequisites of the RFP, provide a clear record of success, and communicate the ability to perform the work. The City also reserves the right to waive any information and technicalities in the RFP. All costs inc urred in the preparation of the proposal, in the submission of additional information, preparation or attendance of an interview and/or in any other aspect of a proposal prior to the award of a written contract will be borne by the Consultant. The City will only provide the staff assistance and documentation specifically referred to herein, and will not be responsible for any other cost or obligation that may be incurred by the Cons ultant. All proposals submitted to the City shall become the property of the City of Anaheim.
IV. BACKGROUND AND DESCRIPTION OF PROJECT
The proposed Resort Area Sanitary Sewer Study alternatives will address the capacity and operational deficiencies under the existing conditions for the area shown in Exhibit A. The sewer systems were constructed with a 21-inch and 24 -inch diameter pipes. The City is looking at all alternatives and has included the clear possibilities to improve the sewer system capacity to 13 MGD PDWF in the project location, these alternatives can be seen in Exhibit A. However, the City highly encourages the prospective Consultants to research into different alternatives that the City has not thought of. Implementation of this project will improve the overall performance, reduce maintenance costs, ensure capacity for future developments, and maintain the reliability of the sewer system.
Resort Area
Sanitary Sewer Study
V. GENERAL PROJECT REQUIREMENTS AND SCOPE OF WORK
The Proposal should reflect a thorough understanding of the City’s values and vision. Incorporating all the necessary guidelines, policies and requirements, all collectively exceeding the Central Anaheim Master Plan of Sanitary Sewers (CAMPSS) anticipated needs by providing capacity for 13 MGD PDWF from Katella Avenue between Harbor Blvd and Euclid St, with the possibility of using the sewer lines on Cerritos Ave, Ninth St, and West St to connect to OCSan facilities.. All available related master plans of sanitary sewers are available in the City’s website under the following link:
http://www.anaheim.net/583/Storm-Drainage-Sanitary-Sewer-Master-Plan
Exhibits A, B, C, D, E, F, G, H and I are included for reference.
The following is a general description of the anticipated services, project components, and tasks.
Relative to the project’s completion schedule (Section VI), the Consultants are expected to submit a detailed work plan/approach, including schedule and specific work tasks, through the RFP submittal.
The selected Consultants will also be required to submit a final work plan to the City for approval prior to execution of a notice to proceed for each project.
The items of work presented should not be considered exhaustive. Consultants should expand the scope of work based on their experience and knowledge as they see appropriate and include these efforts as optional services.
Proposed services shall include, but are not limited to the following items:
1. Identifying the survey quality data required for an accurate study including but not limited to pipe and manhole data (invert elevation, size, flow direction, etc.), Utility potholing survey data, any surface concerns such as channel locations and depths. The City survey team will perform the survey in support of this effort.
2. The design may include siphons, jacking, boring, casing the sewer line, and sewer pipe bedding calculations if needed. In addition, hydraulic calculations for the existing and build -out sewer flows (13 MGD PDWF) shall be included and substantiated by calculations.
3. Perform all necessary research and send out requests to all utilities even when they have no franchise, and outside agencies to establish the precise location of all utilities based on the latest available records. Perform potholing as necessary to determine feasibility of proposed solutions.
Potholing should be surveyed by city forces; consultant shall be responsible to coordinate.
4. Develop all preliminary feasible alternative alignments and diversions from or into the selected sanitary sewer improvement. The alternatives should be evaluated further to determine their feasibility. All improvements are designed to address the recommended build-out sewer needs (13 MGD PDFW). Current City capacity criteria of max d/D are 0.67 for pipes with diameters < 12” and 0.75 for pipes with diameters > 12”. The preferred City design capacity of max d/D are 0.5 for pipes with diameters < 12” and 0.6 for pipes with diameters > 12” if possible.
The city has provided some potentially feasible alternatives as shown in Exhibit A, and is looking for the consultant to provide insights from their experience and expertise and any additional alternatives for consideration.
Resort Area
Sanitary Sewer Study
5. Provide Preliminary Design Report (PDR):
a. Evaluate various construction methods (i.e. trenchless, open cut, pipe bursting, etc.) and potential alignments;
b. All alternative alignments must be substantiated using flow monitoring (for at least 14 consecutive days) to determine the daily flow condition. The City has the capacity to provide up to 5 flow monitors for depth of flow only for this effort after May 2024. Please present in the proposal what flow monitoring is necessary and if it is proposed to be included in the consultant effort.
c. Present a matrix of the different alternatives in order of preference including cost comparisons of the different alternatives based on the current economic environment.
d. Recommend a preferred method and alignment.
All related design requirements needed for the preferred method and alignment shall be completely identified and analyzed to warrant the feasibility of the recommendation(s) made, such as redesigning/relocating conflicting utilities/facilities.
6. Perform preliminary pipeline inspection. Pipeline cleaning shall be performed by the Consultant prior to the closed circuit television (CCTV) work to remove any debris, roots, obstructions, and materials that prevent proper inspection of the condition of the sanitary sewer system. The proposal shall include up to 1 mile of CCTV and cleaning for pipe sizes 8 inch to 36 inch.
7. Identify the businesses, residents (private owners) and Home Owners Association (HOA) affected by the improvements and provide contact information. Identify applicable permits from other public agencies and cities (as needed) such as the State of California Department of Transportation (Caltrans), Union Pacific Railroad (UPRR), Railroad Agencies/Owners, Orange County Sanitation District (OCSD), City of Orange , County of Orange, Orange County Public Works, Orange County Flood Control District, Orange County Transportation Authority (OCTA), and other applicable permits as necessary.
8. Provide CCTV footage, compiled survey file, copies of communications with utilities, copies of all communications with other agencies, potholing and flow monitoring reports for City internal use.
9. Monthly meetings with City Staff, including preparation of meeting agenda, updated schedules, project reports and minutes of each meeting to subsequently follow each meeting.
10. Research, collect and verify all information such as existing records and documents including documents furnished by the City in order to complete the project on schedule and within budget.
Resort Area
Sanitary Sewer Study
11. Time is of the essence. The project schedule shall firmly conform to the following City schedule:
The Sanitary S ewer Study shall be completed within t en (10) months after the Notice to Proceed is issued.
12. The Team will select the best alignment after the utility research and investigation has been completed and then potholing is proposed to confirm the solution. Potholing shall adhere to the City and other agencies’ permit requirements, inclusive of this RFP. The City shall issue a no -fee permit for work within the City’s Righ t-of-Way. Note: All potholes in roadway shall include final restoration adhering to City’s Standards with hot-mix asphalt. The cost for hot-mix shall be included in the proposed fee. All work within the City Right of Way are subject to permit application a nd requirements. Pothole permitting shall submit plans showing pothole locations, duly dimensioned, referencing from known visible features. Traffic control plans shall be produced, right of way construction permit acquired, implemented, and removed as necessary for the potholing work and all associated costs shall be included in the proposed fee. In addition to the estimated potholes required to locate active/abandoned utilities within the project site as aforementioned, an additional five (5) days of potholing work (approximately thirty (30) potholes) shall be included in the proposal to address unforeseen underground field conditions.
VI. SERVICES TO BE INCLUDED
A. Monthly progress meetings with City Staff, including preparation of meeting agenda, updated schedules, project reports and minutes of each meeting to subsequently follow each meeting.
B. Scheduling, notices and compilation of information for distribution to the public. Coordination and attendance at Public Outreach meetings as required throughout all phases of the project including bidding and construction.
C. It is the Consultant’s responsibility to research, collect and verify all information such as existing records and doc uments including documents furnished by the City in order to complete the project(s) on schedule and within budget.
VII. SUBMITTAL REQUIREMENTS
A. GENERAL
1. Deadline(s): Proposals are due to the City of Anaheim, at the date, time, and location set forth above in the Notice Inviting Proposals and Key RFP Dates.
2. Documents required as part of the Request for Work Order Proposal: Agreement Statement, Firm and Team Experience and Resumes.
B. PROPOSAL CONTENTS
All proposals shall be limited to a MAXIMUM of 25 pages, including the cover letter, appendices, charts, pictures, tables, schedule, and resource allocation table but excluding front and back Resort Area
Sanitary Sewer Study
covers, section dividers, addendum acknowledgements, fee proposal, and Designation of Sub - Contractors Form. With the exception of the Schedule and Resource Hour Allocation Table, which may be on single-sided Tabloid paper size (11”x17”), the Proposal shall be on single-sided Letter sheets (8.5"x11"). Font size shall be minimum 11-point Arial (standard).
By signing the Confl ict of Interest Form (included as Exhibit E), the Consultant declares and warrants that no Anaheim public official, or officer, or employee of the City has been or shall be compensated, directly or indirectly in connection with this proposal or any work co nnected with this proposal. The Conflict of Interest Form is not part of the page limit for the Proposal.
This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
No contractor or subcontractor may be listed on a proposal for a Public Works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.
No contractor or subcontractor may be awarded a contract for a Public Wo rks project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. Designation of Subcontractors’ form attached as Exhibit F with this Request for Proposals shall be complet ed and submitted with the Proposal. Failure to submit may be deemed non -responsive and may be just cause for the rejection of the proposal.
‘Contractor or subcontractor’ means a firm, corporation, partnership, or association who will be substantially responsible or will engage in the performance of any contract for Public Works project, subject to labor compliance program as determined by the Department of Industrial Relations.
Designation of Subcontractors(s) must be completed and included as part of the proposal.
Reference Exhibit F for information of the Subcontractor(s) to be included.
1. STATEMENT OF QUALIFICATIONS
a. Cover Letter: Proposals shall include a letter that has been wet signed by a principal or authorized representative who can make legally binding commitments for the entity.
Include address, telephone, e-mail address, and type of business entity.
b. Team Experience: Include resumes of project team/sub -contractors that outline their technical and design experience. At a minimum, this should include the project manager/principal agent, associates in charge when project manager/principal agent is unavailable, key personnel, firm size, and an organization chart identifying only those who will perform work for the proposed project and the percentage of each individual’s time devoted to this project. The project manager/principal agent shall be the primary contact person to represent your firm. Provide a demonstrated record of success by the consultant on work previously performed for the City, other municipalities, or other enterprises within the County.
c. Understanding of Need: Proposal shall include an outline which demonstrates the firm’s understanding of the scope of work. This outline should include anticipated approach, Resort Area
Sanitary Sewer Study
tasks necessary for successful completion, and suggestions or special concerns that the City should be made aware of based on preliminary field/record investigation.
d. Relevant Project Experience: Proposal shall include a list of all feasible/applicable types of projects which your firm or personnel have completed within the last 5 years, including significant work with public agencies. Project information should include project description, year completed , and client name, along with a contact person, telephone number and email address.
e. Quality Assurance: Provide a description of the Consultant Quality Assurance and Quality Control process / procedures , and discuss the Proposer’s approach to ensure quality work and an on -time product delivery. Discuss procedures in handling City plan check reviews and addressing these comments, avoiding redundancy in current subsequent and anticipated reviews.
2. SCOPE OF SERVICES & SCHEDULE
The Proposal shall detail the work phases to be completed, the tasks to be accomplished and the deliverables to be provided in order to satisfy the Scope of Work (Section IV). The Proposal shall additionally itemize services which are further required in the servicing of the account but may not have noted in this RFP as requirements. The Proposal shall name will title this section as ADDITIONAL SERVICES.
In addition, provide a detailed schedule using the project milestones in the RFP, if applicable.
The detailed schedule shall identify all pertinent tasks, time required to complete each task, milestones, time for City review (use fifteen (15) calendar days for each review), time for revising drafts, and tentative completion date to complete the design. The Consultant shall include a proposed bid and construction phase in the schedule.
The Resource Hour Allocation Table shall show the amount of time allotted for the Project Manager, Project Engineer, and other team members for the project as well as the total estimated working hours proposed to complete the project for the prime and all sub - consultants. Show only the number of the total estimated working hours, not the dollar amount in the technical proposal. The proposed fee shall be submitted in a separate sealed envelope. Do not include the proposed fee in the electronic submittal.
3. LEVEL OF EFFORT BREAKDOWN
The Proposal shall detail the proposed resources, hours and subconsultants used to perform each phase of the work. This detail shall include the positions and number of staff as well as the proposed time dedicated and associated equipment if any.
Resort Area
Sanitary Sewer Study
C. FEE PROPOSAL
1. The Consultant’s fee proposal shall be submitted concurrently with the technical proposal, but in a separate sealed envelope, clearly labeled as “Fee Proposal.” This shall include the firm’s Standard Hourly Fee Schedule, and/or a Project Fee Schedule where applicable and as outlined in the Scope of Work, clearly indicating the grand total and optional items. For the Fee Proposal Portion, an 11”x17” size paper will be accepted.
2. A “time and materials” not -to-exceed fee shall include reimbursable expenses as percentage of total fees. Separate subtotals for tasks listed in the Scope of Work (Section V). The proposal costs must be summarized by task, the services to be provided by the Consultant, the product of each task and the cost for each task. A list of fees and expenses, including all incidental printing, photocopying and miscellaneous costs estimated to be accrued during the life of the contract must be provided in the reimbursable costs. A complete Work Breakdown Structure (WBS) and Earned Value Chart shall also be provided and used to monitor monthly progress payments. Total proposed fees, including the consultant’s and any sub-consultant’s hourly rate schedules, shall be submitted with the proposal in a separate sealed envelope. The schedule of fees will remain in effect for the duration of the project. The selecte d Consultant will work with the City to come up with a Work Breakdown Structure and Earned Value Chart that fits the project needs.
3. All work is to be invoiced to the City in accordance with this proposal and the Agreement for Consultant Services. The City will make payments no more than once monthly on approved invoices up to the negotiated fee. Consultant invoices shall include the list of tasks and subtasks (Work Breakdown Structure) corresponding to the same format as the cost summary submitted with the proposal, number of hours and dates worked, name and title of person. The invoice shall be reviewed and signed by the Consultant’s Project Manager certifying its accuracy. The amount invoiced shall not exceed the amount shown in the Cost Summary, and Work Breakdown Structure for each phase of work. Consultant shall not proceed with any additional scope items without an approved addendum executed by the City. An Earned Value Chart shall accompany each monthly invoice to track actual expenditures to project ed expenditures, and earned value against planned progress. If the design is behind schedule or not on budget, a recovery plan shall also be submitted with the invoice describing how the project will be put back on budget/schedule by the next monthly invoice or sooner. Consultant payments are contingent upon Consultant submitting bi -weekly project status report/schedule/WBS/earned value forms with each payment request.
4. In accordance with the California State Labor Code, prevailing wage rates apply. Copies of the prevailing rate of per diem wages are on file with the Public Works Department and shall be made available to any interested party on request.
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VIII. GENERAL INFORMATION
A. The proposal submitted by the Consultant is required to include all items contained in the RFP with respect to the services to be provided for the project, the scope of work described and information to be included in the proposal.
B. The proposal submitted by the Consultant shall not have any exclusions, conditions, or provisions applied to the item above (Section VII, Item A).
C. If either of the above two items (Section VII, Items A and B) is not abided by, the City may deem the proposal as non-responsive.
D. The Consultant shall be responsible for collecting and disseminating the data, rec ords, and documents in the preparation of all design documents.
E. The Consultant is expected to establish and maintain a close working relationship with City staff throughout the project.
F. All data, documents, or other products utilized/developed in the pr eparation of the studies, shall become property of the City upon completion of the project.
G. The Consultant will adhere to all restoration and permit requirement(s) as discussed in the foregoing relative sections for potholing, flow monitoring, etc. obtained as per the scope of work described in the proposal. The proposed fee for each of these items shall include all work requirements from the permit(s) and restoration and shall not be considered additional cost item(s).
IX. INFORMATION/SERVICES TO BE FURNISHED TO THE SELECTED CONSULTANT BY THE CITY
A. All available related master plans of sanitary sewers are available on the City’s website under the following link:
http://www.anaheim.net/583/Storm-Drainage-Sanitary-Sewer-Master-Pla B. All available related digital base maps as requested.
C. City of Anaheim’s CAD Title Block and template.
D. City of Anaheim Project Specifications General Conditions.
It is the Consultant’s respon sibility to verify all information furnished by the City in order to complete the project on schedule and within budget.
Resort Area
Sanitary Sewer Study
X. CONSULTANT SELECTION
A City Review Board will review the proposals received. The final ranking of the consultants will be based upon qualifications, based on criteria above. A short list of qualified firms may be asked to participate in oral interviews. Consultant will be notified if a panel interview is required.
Upon completion of the evaluation and ranking of proposals, the City will initiate negotiations with the most qualified firm to arrive at a fair and reasonable compensation given the proposed scope of work. If the City and the firm are unable to negotiate a contract, the City may terminate negotiations and initiate negotiations with the next most qualified firm.
XI. IMPLEMENTATION
A. KICK-OFF MEETING
a. A kick-off meeting will be held with the awarded Consultant. Consultant and its team will meet with City of Anaheim staff to conduct introductions, discuss scope of services, and the implementation process.
B. NOTICE TO PROCEED
a. A formal Notice to Proceed (NTP) will be issued as the official approval for the Work , preceding the kick-off meeting.
CRITERIA RATING GUIDELINES
Ability of the consultants to perform the specific tasks outlined in the RFP.
15 MAX
Qualifications of the specific individuals who will work on the project. Amount of time and involvement of key
personnel who will be involved in respective portions of the project as presented in the level of effort breakdown. 30 MAX
Demonstrated record of success by the consultant on
similar work previously performed.
10 MAX
The specific method and techniques to be employed by
the consultant on the project or problem.
30 MAX
Schedule and ability to coordinate work/events in the
immediate area
5 MAX
Quality Control program 5 MAX
Reasonableness of fee requested to do the work. 5 MAX
Interview (if necessary) (To be determined based on
the evaluation of the proposals)
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C. PUBLIC RECORDS
a. All responses to the RFP shall become property of the City, and proposals will become public record after award of the contract.
XII. RIGHT TO REJECT ALL PROPOSALS
The City reserves the right to reject any or all submitted proposals when such rejection is in the interest of the City . The City also reserves the right to waive any information and technicalities in the RFP. All costs incurred in the preparation of the proposal, in the submission of additional information and/or in any other aspect of a proposal prior to the award of a written contract will be borne by the Consultant. The City will only provide the staff assistance and documentation specifically referred to herein, and will not be responsible for any other cost or obligation that may be incurred by the Consultant. All proposals submitted to the City shall become the property of the City of Anaheim.