CITY OF ANAHEIM
DEPARTMENT OF PUBLIC WORKS
OPERATIONS AND MAINTENANCE FLEET SERVICES DIVISION
REQUEST FOR PROPOSALS
TO PROVIDE
PROFESSIONAL VEHICLE/EMISSION
CONSULTING SERVICES
SUBMIT PROPOSALS TO
Submit a complete electronic PDF version of proposals onto PlanetBids https://vendors.planetbids.com/portal/14424/bo/bo-detail/122797 Proposals shall be addressed to:
Department of Public Works
Fleet Section
Attn: Cindy Suh, P/T Staff Analyst
955 S. Melrose Street
Anaheim, CA 92805
REQUEST FOR PROPOSALS DUE DATE
Tuesday, November 5, 2024, 2:00 p.m.
City of Anaheim Public Works – Operations and Maintenance Fleet Division Request for Proposals October 2024 Consulting Support Services
INTRODUCTION
City of Anaheim (City) Public Works Department (PWD) Operations and Maintenance Fleet Services Division (OMFSD) is seeking a consultant to assist with fleet emission compliance. The company selected will review the current and future City fleet programs, including the California Advanced Clean Fleets (ACF) program, and advise of any regulatory issues that may need addressing, as well as monitoring emissions compliance laws/regulations, including but not limited to: South Coast Air Quality Management District (SCAQMD), California Air Resources Board (CARB), and the Environmental Protection Agency (EPA). The chosen consultant will monitor current and proposed rules/regulations, and advise the City on any changes to rules/regulations as well as steps the City may need to take regarding the City fleet to ensure compliance. Additionally, the chosen consultant will work with the City when purchasing new vehicles and equipment, to ensure the City’s continued emission compliance (see Scope of Services section for details).
SCOPE OF SERVICES
The Consultant shall perform professional and technical support services/tasks to ensure that PWD is in compliance with regulatory agencies for the fleet emissions with all current and future vehicles and equipment. The below worktable shows the example tasks that the consultant will be performing throughout the agreement terms. The tasks shall be included but not limited to the following. It is the responsibility of the consultant to include recommended additional tasks not listed below in the proposal to meet the mandated regulations and compliances.
EXAMPLE RFP SERVICES/TASKS FREQUENCY
1. Meet with City Representative(s) to review the list of existing vehicles/equipment and future vehicles/equipment purchases.
AS NEEDED
2. Conduct a comprehensive evaluation of the current state of emissions compliance for the listed vehicles and
equipment, documenting any deficiencies or non-
compliance issues and notify the City Representative. This includes the current and future California Advanced Clean Fleets (ACF) program.
ONE TIME
3. Present an action plan to bring any vehicles/equipment that are not currently in compliance into compliance. This includes the current and future California Advanced Clean Fleets (ACF) program.
ONE TIME
4. Monitor on an ongoing basis, the City’s fleet and advise City Representative(s) of emissions compliance status when
fleet mix and size changes (vehicle/equipment additions, deletions, etc.). This includes the current and future
California Advanced Clean Fleets (ACF) program.
MONTHLY
5. Monitor all applicable rules, regulations, and laws regarding emissions compliance related to the City’s fleet and advise City Representative(s) of any changes in current rules, regulations, and laws, as well as any new or
proposed/adopted new rules, regulations, and laws that
would impact the City’s fleet. This includes the current and future California Advanced Clean Fleets (ACF) program.
MONTHLY
City of Anaheim Public Works – Operations and Maintenance Fleet Division Request for Proposals October 2024 Consulting Support Services
EXAMPLE RFP SERVICES/TASKS FREQUENCY
6. Prepare annual and on demand reports of City Fleet
vehicle/equipment compliance. ANNUALLY
7. Provide assistance with data gathering and compilation for reporting purposes, both internally and for submission to regulatory agencies.
AS NEEDED
8. Prepare annual and on-demand reports of City Fleet
vehicle/equipment compliance. AS NEEDED
9. Submit all CARB program reports to all applicable
agencies. AS NEEDED
10. Complete and submit all necessary ZEV purchase
exemptions/applications. This includes as needed
resubmission(s).
AS NEEDED
10. Assist with the Portable ATCM compliance, permitting and renewal process. This is for the PERP Registration for initial application and renewals (CARB or the local Air District/SCAQMD).
PER REQUIREMENT/AS
NEEDED
11. LABELING (To meet CARB and/or SCAQMD) PER REQUIREMENT
12. INSPECTIONS (CARB and/or SCAQMD) PER REQUIREMENT
13. Conduct Periodic Smoke Inspection Program Emission
testing and field inspections. UPON REQUEST
14. Conduct diesel particulate filter cleaning services. UPON REQUEST
15. Coordinate with the City Representative and its contractors to research, assess, and complete grant applications and other funding for low-emission vehicles, ZEV, equipment, and infrastructure (including charging) when requested by the City.
UPON REQUEST
16. Procedure for CARB Advanced Clean Trucks Regulatory Process – to include technology limitations. UPON REQUEST
RESPONSIBILITIES OF CONSULTANT PERSONNEL
The Consultant shall provide an Account Manager [single point of contact] to coordinate with the OMFSD of the City of Anaheim. The Consultant’s Account Manager shall be accessible at all times during normal business working hours. The Account Manager is expected to establish and maintain a close working relationship and in communication with the OMFSD staff through the completion of assigned tasks and needs to respond within 24 to 48 hours via email, text, and/or phone calls.
If the Consultant personnel is on a leave of absence, replacement personnel needs to be identified prior to 2 business working days, subject to OMFSD approval, until the assigned personnel returns to work. The qualifications and experience level of the replacement employee shall meet or exceed that of the previously assigned employee.
If at any time the level of performance falls below expectations, the City may release a Consultant’s employee and request another person be assigned as needed and shall be approved by the City of Anaheim prior to commencing any duties on the project, or the City may, at its discretion, select another Consulting firm to complete the duties, if no satisfactory personnel are presented.
City of Anaheim Public Works – Operations and Maintenance Fleet Division Request for Proposals October 2024 Consulting Support Services
DESIRED KNOWLEDGE & EXPERIENCE
Five years of experience advising public agencies on regulatory compliance with CARB regulations. In-depth knowledge of attending CARB workshops and meetings with current regulations. In-depth knowledge of South Coast AQMD Fleet Rules.
In-depth knowledge and experience with diesel emissions systems parts and maintenance. In-depth knowledge and experience with the California Advanced Clean Fleets (ACF) program. In-depth knowledge and expertise of the CARB Advanced Clean Trucks regulatory process and cost and technology limitations.
In-depth knowledge of grant writing and application submittals.
REQUIRED CERTIFICATIONS
Current CCDET 1 and 2 training certifications (Smoke Testing &Emissions Systems Maintenance). Clean Truck Check Program Credential Tester
CONSULTANT AND CITY RESPONSIBILITIES
CONSULTANT SHALL PROVIDE:
All necessary digital equipment, including computers and cell phones, needed to perform on-site services and online submissions of applications and extensions as necessary. All necessary equipment and means of transportation(s) needed to attend CARB workshops and meetings when/if needed on behalf of the City.
CITY SHALL PROVIDE:
Task scope.
Clarification of duties throughout the pursuit of tasks.
SCHEDULE
The solicitation, receipt, evaluation of proposals, and selection of the Consultants will be in accordance with the following schedule. The following dates are tentative and represent the best information available to the City at the time of release of this Request for Proposals.
Activity Date
RFP Available 10/15/2024
Requests for Clarifications and Questions Due 10/25/2024 Proposals Due 11/5/2024
Proposal Review 11/5/2024 – 11/11/2024
Proposal Follow-up & Selection 11/11/24
Council Award 12/17/2024
City of Anaheim Public Works – Operations and Maintenance Fleet Division Request for Proposals October 2024 Consulting Support Services
SUBMITTAL REQUIREMENTS
Respondent shall upload a complete electronic PDF version onto PlanetBids. Submittals must be received on or before the due date and time.
Submittals should be concise, should not include any material to be returned to the firm, and are limited to seven (7) double-sided pages, excluding cover letter, table of contents, certificates, COIs, and resumes.
The City reserves the right to reject any or all submitted proposals, and no representation is made that any contract will be awarded pursuant to this Request for Proposal. 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 respondent. The City will provide only 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 respondent. All proposals submitted to the City shall become the property of the City.
Upon opening, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are identified by the proposer as business or trade secrets and plainly marked as “trade secret,” “confidential” or “proprietary.” Each element of a proposal which a proposer desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e., regarding entire pages, documents, or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. The City will take reasonable measures to hold in confidence all such labeled information and documentation; provided, however, the City shall not in any way be liable or responsible for the disclosure or release of any such records or part thereof when authorized or required by law or court order to do so, whether pursuant to the California Public Records Act (Government Code § 6250 et seq.) or otherwise (despite the bidder’s request for confidentiality).
PROPOSAL CONTENTS AND CRITERIA
Submittals shall be structured to respond to the following selection criteria:
A. Firm Overview: Specify which support services the Consultant proposes to provide. Indicate the size of the firm, a summary of its corporate organization, location and size of corporate headquarters and the location and sizes of branch offices at which work may be performed. Clearly indicate which office will have the primary responsibility for the execution of services. Identify the Account Manager and include appropriate contact information (office and cell phone numbers, email address, office address).
B. Understanding of the Scope of Work : Provide narratives of the Consultant’s understanding of the Scope of Services. The narrative shall address extensive expertise, knowledge, and know-how of the tasks listed in the worktable and any additional recommended tasks. Below are some of the highlights of the narratives. It is the responsibility of the consultant to deliver on-point narratives to cover all services, including the recommended ones, not listed below.
1. The Consultant’s approach and ability to administer the Agreement.
2. Describe the method for interfacing with City staff and regulatory agencies.
3. Describe the process of submitting necessary applications, reports, and extensions utilizing online portals and physical reports.
City of Anaheim Public Works – Operations and Maintenance Fleet Division Request for Proposals October 2024 Consulting Support Services
4. Describe the method of presenting recommendations on bringing current and future vehicles/equipment into compliance.
5. Describe the extensive experience of dealing with regulatory agencies, and knowledge of the regulatory laws and rules.
6. Describe the extensive experience of preparing reports, reporting processes, permits, and ZEV applications and renewals.
7. Describe the method of data gathering and compilation of reports.
8. Describe the know-how of researching grants and other funds for low-emission vehicles, ZEV, equipment, and infrastructure (including charging). Provide 2 examples.
9. Form of communications to notify the City of changes in regulatory rules, laws, and proposed/adopted new rules that may impact the City’s fleet.
10. Additional services/tasks and value the Consultant proposes to provide in support of delivering the requested services/tasks effectively and efficiently.
C. Project Team: Submit an organizational chart identifying all personnel proposed to support the efforts of this contract, including the Account Manager. Identify the roles and responsibilities of each participant, including the location(s) of the office(s) that will be providing the work. Certain personnel will be required to be licensed/certified to perform services where appropriate and required by the City. Respondents shall:
1. Demonstrate how it intends to staff and manage tasks and resources required to provide service(s)/tasks authorized during the initial two-year contract duration.
2. Submit resumes for proposed personnel; each resume shall include a(n):
A. Description of the proposed role and relevant professional qualifications and experience.
Cite past experience working with the City or other municipalities.
B. Amount of time and anticipated level of effort the key personnel will be actively involved.
C. Education summary listing institutions attended and degree(s) received.
D. List of credentials, certifications, professional licenses, and registrations held.
D. Relevant Experience of the Team : Describe experience providing services in the discipline/sub- disciplines the Consultant proposes to provide. Consultant shall:
1. Demonstrate its understanding of the range of projects and objectives for specific tasks.
2. Demonstrate technical expertise to provide services as defined in the Scope of Services.
3. List at least three (3) relevant projects or similar contract pursuits. Include owner/agency information, contact information, consultant fee, type of services/tasks provided, and identify any personnel proposed in Section C of this RFP.
E. Fee Schedule: Provide a current schedule of fees and/or hourly rates for each staff member for the work proposed by the Consultant team. The below table shows the sample pricing breakdown based on the worktable in the Scope of Services. The consultant shall provide its own table to include the breakdown of all tasks listed in the Scope of Services worktable. The consultant may add line items to include recommended additional services. The consultant shall also include separate hourly costs for staff time services not covered by any other line items but may be required for satisfactory completion of the services under this agreement.
Upon execution of a professional services agreement with the City and upon commencement of the services, the consultant shall invoice the City monthly for actual services performed. Invoices must City of Anaheim Public Works – Operations and Maintenance Fleet Division Request for Proposals October 2024 Consulting Support Services
SAMPLE
include specific hourly rates for all staff. Invoices must be itemized by staff, project (work order), and hours spent per each task.
EXAMPLE RFP SERVICES/TASKS ESTIMATED
HOURS TOTAL COST
1. Meet with City Representative(s) at beginning
of task to review list of vehicles/equipment.
2. Conduct a comprehensive evaluation of current
state of emissions compliance for the listed
vehicles and equipment, documenting any
deficiencies or non-compliance issues and
notify City Representative.
3. Present an action plan to bring any
vehicles/equipment that are not currently in
compliance into compliance.
4. Monitor on an on-going basis, the City’s fleet
and advise City Representative(s) of emissions
compliance status when fleet mix and size
changes (vehicle/equipment additions,
deletions, etc.)
5. Monitor all applicable rules, regulations, and
laws regarding emissions compliance related
to the City’s fleet and advise City
Representative(s) of any changes in current
rules, regulations, and laws, as well as any
new or proposed/adopted new rules,
regulations, and laws that would impact the
City’s fleet.
6. Provide assistance with data gathering and
compilation for reporting purposes, both
internally and for submission to regulatory
agencies.
7. Prepare annual and on demand reports of City
Fleet vehicle/equipment compliance.
8. Prepare annual and on demand reports of City
Fleet vehicle/equipment compliance.
9. Labeling
10. Inspections
11. Conduct periodic Smoke Inspection Program
Emission testing and field inspections
12. Conduct diesel particulate filter cleaning
services if requested
13. Coordinate with City Representative and its
contractors to assess and complete grant
applications for low emission vehicles,
City of Anaheim Public Works – Operations and Maintenance Fleet Division Request for Proposals October 2024 Consulting Support Services
SAMPLE
F. Litigation: List (including case number, court location, and other identifying information) past, current or pending litigation resulting from professional services rendered over the past five years. If a decision was rendered by a court or an arbitrator, clearly state the results.
G. References: Provide a minimum of three (3) references for current or recent services/contract assignments of similar scope and content.
CONTRACT CONDITIONS
A. Reference Exhibit A – Sample Professional Services Agreement. Upon selection, the chosen consultant shall enter into a Professional Services Agreement per the terms and conditions of the attached Sample Agreement, including the terms of Insurance and Indemnification Provisions as stated in the Agreement.
B. Selected Consultant(s) shall avoid a conflict of interest. A conflict of interest occurs when the firm or any members of the firm provides services on behalf of more than one client on a project. A consultant hired to provide support services on a project under this contract shall be precluded from providing services to another client on the same project.
SELECTION PROCESS
A selection committee comprised of City staff will review the proposals and rank each individual proposal.
Consultants may or may not be asked to interview based on rankings.
The proposal submitted by the
consultant is not to have any exclusions, conditions or provisions applied to the aforementioned request.
The firms shall be ranked on the basis of the following technical evaluation criteria, which are not necessarily listed in the order of importance:
1. Ability of the Consultant to perform competently and proficiently in the sub-disciplines for which it is being considered as outlined in this RFP.
2. Qualifications of the specific individuals proposed to perform the work, lead the team, and supervise the work product in each sub-discipline.
3. Experience and demonstrated record of success by the Consultant on work in the various sub- disciplines previously performed for Anaheim and/or other municipalities.
4. The specific method and techniques to be employed by the consultant on the project or problem.
EXAMPLE RFP SERVICES/TASKS ESTIMATED
HOURS TOTAL COST
equipment and infrastructure when requested by
the City.
14. Project Manager Hourly Cost Not inclusive of
specific items listed
above
15. Field Services Manager Hourly Cost Not inclusive of specific items listed
above
16. Technician Hourly Cost Not inclusive of
specific items listed
above
17. Other Positions Hourly Cost Not inclusive of
specific items listed
above
City of Anaheim Public Works – Operations and Maintenance Fleet Division Request for Proposals October 2024 Consulting Support Services
5. Amount of time and involvement of key personnel who will be involved in respective portions of the project.
6. Reasonableness of fee structure.
7. Reference check of the firm(s) and individuals, and of their project experience, as well as technical competence.
QUESTIONS
Requests for clarification and questions on the requirements of this RFP must be submitted on PlanetBids.
Inquiries received after the Requests for Clarification and Questions Due Date will not be answered.
EXHIBITS TO THIS RFP
Exhibit A - Sample Agreement for Consulting Services
Exhibit B - Doors Diesel Fleet List, LSI Data 10/02/2024 & Master Equipment List Exhibit C – Non-Collusion Affidavit Form
Exhibit D – Debarment Suspension Certificate