EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: February 7, 2023
TO: Honorable Mayor and Members of the City Council
VIA: Melvin Gaines, City Manager
BY: Patrick Heisinger, Assistant City Manager
SUBJECT: Request for Qualifications (RFQ) for Sanitary Sewer Services Recommendation
By motion, direct the City Manager to issue a Request for Qualifications (RFQ) to identify eligible entities interested in contracting with the City to provide sanitary sewer services if the East Palo Alto Sanitary District (EPASD) becomes a subsidiary district of the City of East Palo Alto (City).
Background
On October 18, 2022, the City Council adopted a resolution of application authorizing the submission of an application to the San Mateo Local Agency Formation Commission (SMLAFCo) requesting proceedings to establish the East Palo Alto Sanitary District (EPASD) as a subsidiary district of the City and expending up to $15,000 from the City’s General Fund Reserve for processing fees. On November 10, 2022, staff submitted the application to SMLAFCo.
On December 9, 2022, SMLAFCo forwarded a letter to the City requesting additional information/clarifications from the City’s application. The City has provided SMLAFCo with most of the requested information to date. The City expects SMLAFCo to request further information in the future as this process moves on. One such request that the City has yet to provide is :
“A general timeline for the initiation of sanitary sewer services overseen by the City, including the timing of when the City may seek proposals for contracting services for the subsidiary district. Provide information about the timing of when the City would start the contracting process and when a contract would be entered into.” A prerequisite to respond to the foregoing request is the issuance of an RFP so that the City may begin the process of identifying eligible entities interested contracting with the City to provide sanitary sewer services if EPASD becomes a subsidiary district of the City. The purpose of this staff report is to obtain City Council approval for the City to issue an RFQ.
Analysis
Staff recommends that the City issue an RFQ to identify entities who feel they have the capacity to provide sanitary sewer services if EPASD becomes a subsidiary district of the City.
At the conclusion of the RFQ process, the City would then solicit specific proposals from the entities deemed most qualified to provide the services requested. At that point, staff would return to the Council with a recommendation on which entity the City should consider partnering with if EPASD becomes a subsidiary district of the City.
Proposed Scoring Criteria and Qualified Respondents
As part of the motion, Staff is also seeking the Council’s approval of the scoring criteria and timeline, which is noted below.
Description Possible
Points
Capacity to Perform: Respondents shall demonstrate the capacity to provide the services described in the RFQ and to respond to the public, the City, and other stakeholders in a timely manner. Defined expectations for timeliness of service delivery and stakeholder communication should be outlined with the submittal. All respondents shall have at least:
1) 30-years experience providing sanitary sewer services, 2) extensive experience delivering capital improvement projects, and 3) a Bay Area presence that would ensure a smooth transition.
50 Community Outreach Strategy: All proposals will be evaluated on community outreach. Respondents must submit a detailed sample community outreach plan that accounts for stakeholder engagement ranging from community members, governmental/private organizations that are ratepayers/stakeholders in EPASD’s current service area, elected officials, etc. This includes specific outreach to the property owners/households who reside in Menlo Park but are part of the EPASD’s current service area.
30 Submission Quality: Proposal shall be well-organized, professionally communicated, and meet all RFQ specifications
20 Total Available Points: 100
Timeline and Submittal Requirements (Subject to Minor Modifications) Item Date
Issue RFQ Friday, February 10, 2023
Mandatory Pre-Submittal Conference Friday, February 24, 2023 (logistical information will be detailed in the RFQ)
Deadline for Respondents to Submit RFQ
Questions
Friday, March 24, 2023 @ 12:00 PM
Deadline for City to Respond to
Submitted Questions via Addendum
Friday, April 7, 2023 @ 12:00 PM
RFQ Due Date Friday, April 21, 2023 @ 12:00 PM
Review Panel Reviews all Submittals Late April 2023
Return to City Council with
Recommendations
May 2023
Fiscal Impact
None.
Public Notice
The public was provided notice by making the agenda and report available on the City’s website and on a bulletin board located at City Hall: 2415 University Avenue, East Palo Alto.
Environmental
The proposed action is exempt from the California Environmental Quality Act (CEQA) pursuant to Guideline Section 15320(b), Class 20 because establishment of the EPASD as a subsidiary district involves organization or reorganization of a local agency and would not alter the geographic area in which previously existing powers (sanitary sewer services) are exercised.