AMENDMENT NO. 1 TO
INDEPENDENT CONTRACTOR AGREEMENT# 25-55
BETWEEN THE
CITY OF LAGUNA BEACH
AND
DOWNSTREAM SERVICES, INC.
1. Parties and Date.
This first (1 st
) Amendment to the Professional Services Agreement ("Amendment") is made and entered into this ,30 day of January, 2026 by and between the City of Laguna Beach ("City") and Downstream Services, Inc. ("Independent Contractor"). City and Independent Contractor are sometimes individually referred to as "Party" and collectively as "Parties" in this Amendment.
2. Recitals.
2.1 City and Independent Contractor entered into that certain Independent Contractor Agreement dated July 23, 2025, ("Agreement") Agreement #25-55, whereby Independent Contractor agreed to provide quarterly sewer system lift station inspections and testing; asneeded lift station maintenance and repairs; and two-hour response emergency services.
2.2 City and Independent Contractor now desire to amend the Agreement for the first time to increase the maximum amount payable and confirm the scope of services.
3. Terms.
3.1 Scope of Services. The Services to be provided by Independent Contractor include the Services set forth in the Request For Proposals, Exhibit "1 ", attached hereto and incorporated by this reference, except that quarterly lift station inspections and testing (Task 1) shall be for Year 1 only.
3.2 Compensation. The total compensation shall increase so that the total amount paid for services rendered by Independent Contractor under the Agreement shall not exceed the sum of $100,000.
3.3 Continuing Effect of Agreement. Except as amended by this Amendment, all provisions of the Agreement shall remain unchanged and in full force and effect. From and after the date of this Amendment, whenever the term "Agreement" appears in the Agreement, it shall mean the Agreement as amended by this Amendment.
3.4 Adequate Consideration. The Parties stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment. Independent Contractor further accepts the terms and conditions of this Amendment as full and final resolution of any and all claims, asserted or Attachment 4
40 otherwise, arising out of or related to the subject of this Amendment and acknowledges that the compensation and/or additional time, if any, set forth herein is adequate and comprises the total compensation and/or time due for the change(s) included in this Amendment.
3.5 Counterparts. This Amendment may be executed in duplicate originals, each of which is deemed to be an original, but when taken together shall constitute but one and the same instrument.
IN WITNESS WHEREOF, the Parties hereto have executed this Amendment on the date first herein above written.
Printed Name: Dave Kiff ----------- Title: City Manager Dated: ______., l /__,.._ 2 _0 _,_/ _~ _o -=- 2_(e __ _ Approved as to Form:
¼ City Atrney ~ M,W Crly :...=~ · -,
2 By:
ori d Representative of Independent
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Printed Name: .;;;L;_;;o_;_re_;_n;..;......;W...;....L.y..;..n_ne..:...._ ____ _ Title: President
Dated : 1/28/2026
41 EXHIBIT 1
TO AMENDMENT NO. 1
SCOPE OF SERVICES
Exhibit 1, Page 1 of 12 42
CITY OF LAGUNA BEACH
REQUEST FOR PROPOSALS
SEWER LIFT STATION MAINTENANCE SERVICES
Issue Date: May 5, 2025
Proposal Due Date: June 16, 2025
Time: 5:00 p.m.
Electronic Submittal Only
Exhibit 1, Page 2 of 12 43
TABLE OF CONTENTS
I. PROPOSAL INFORMATION 3
II. REQUESTS FOR INFORMATION 5
III. PROPOSAL SUBMITTAL 5
IV. CONSULTANT SELECTION 6
V. KEY RFP DATES 6
VI. GENERAL INFORMATION 7
VII. SCOPE OF WORK 7
VIII. FORM AND CONTENT 8
IX. PROJECTSCHEDULE 10
X. GENERAL TERMS AND CONDITIONS OF PROPOSALS 10
XI. OTHERINFORMATION 11
Exhibit 1, Page 3 of 12 44
REQUEST FOR PROPOSALS
SEWER LIFT STATION MAINTENANCESERVICES
I. PROPOSAL INFORMATION
TheCity of LagunaBeach (hereinafterreferred to as "theCITY")is seeking proposals from qualified firms/contractors for sewer lift station maintenance services, as part of a three-year service contract, with two optional additional years. The work generally includes, but is not limited to, furnishing all materials, labor, equipment, fuel, tools, transportation, and services necessary to perform both routine quarterly and annual preventative maintenance, as well as unscheduled maintenance, repairs, replacements, retrofits, and adjustments. These services are required to maintain pumps, motors, and related mechanical and electrical power and control systems, and to provide inspections, testing, and emergency response for the CITY’s three largest sewer lift stations:
Main Beach, Laguna SOCWA, and Bluebird SOCWA. Additionally, the Contractor must be able to respond to emergency maintenance or repair items for any of the CITY-wide lift stations within two (2) hours, and within forty-eight (48) hours for non-emergency maintenance or repair items.
The CITY’s sewer system consists of roughly 86 miles of gravity sewers, 9.44 miles of force mains, and 26 lift stations within the 8.7 square mile service area. Flows from each lift station vary from a few hundred gallons per minute to a few thousand gallons per minute. The ages of the sewage lift stations also vary from 12 years old to 90+ years old. Table 1 provides a summary of the three (3) lift stations requiring a maintenance service contract and Figure 1 provides an overview of the locations of all the CITY-wide sewer lift stations.
Table 1: Service RFP – Lift Station Locations and Descriptions Pump
Station
Name
Location No.
Pumps
Pump
GPM
Pump
Manufacturer
Pump
Hp
Standby
Generator
kW
Main
Beach
Lift
Station
(#11)
187 North
Coast
Highway
3 600 Vaughn 30 Cummins
175kW
Laguna
SOCWA
(#25)
City Hall 4 2,000 Reliance (2)
Fairbanks (2)
60 Detroit
Diesel
515kW
Exhibit 1, Page 4 of 12 45
Bluebird
SOCWA
(#26)
1509
Glenneyre
St
4 3,000 Cornel (2)
Fairbanks (2)
150 Detroit
Diesel
500 kW
Figure 1: City of Laguna Beach Lift Stations Location Map As an accompaniment to this RFP, additional detailed information for the CITY’s sewer system and lift stations can be found in the CITY OF LAGUNA BEACH SEWER SYSTEM MANAGEMENT PLAN (2021).
REQUIRED CERTIFICATIONS/LICENSURE:
1. OSHA Confined Space Entry Trained and Certified / Confined Space Equipment Trained
2. A-General Engineering License; C-10 Electrical License Exhibit 1, Page 5 of 12
•
#17 lrvl ne Cov e
"' J • #10 Anim.il Shelter
l
• #21 Bonn
D riye
#25 Laguna SOCWA
• #19 Bernard ct. I
#8 Anita 1
#7 Brook#'
•
#23 Top • of
th• World
• #26 Bluebird SOCWA
#6 Blueblrcte
#5 Pearl •
#4 MIiier$
• •
#3 Rockledge •
# 2 Victoria it
#1 Victoria
.... ..,. . #22Arch "' - - Be.ich
#-24 Nyes Place
46 ADDITIONAL PREFERRED CERTIFICATIONS/LICENSURE:
3. C-31 Construction Zone Traffic Control License, C-34 Pipeline License, C-60 Welding License
4. ISA Certified Control Systems Technician (CCST), Level 2 (minimum)
5. PCWEA Technical Certifications: Mechanical Technologist, and/or Electrical & Instrumentation
MANDATORY PRE-BID MEETING: Scheduled for Monday, May 19, 2025, at 10:00 A.M. at Main Beach Lift Station (followed by site visits to Laguna SOCWA, and Bluebird SOCWA lift stations).
Proposers must sign in and out of the Mandatory pre-bid meeting in order for your bid to be considered. Late attendees will be disqualified.
II. REQUESTS FOR INFORMATION
All questions, inquiries and comments related to this Request for Proposal (RFP) must be submitted to the CITY via the PlanetBids online system, no later than 5:00 p.m. on Thursday, May 22, 2025. Questions received after this deadline may not receive a response from the CITY.
Responses to all questions received by the deadline above will be provided to all interested firms by 5:00 p.m., Thursday, May 29, 2025.
III. PROPOSAL SUBMITTAL
One (1) digital copy of the proposal in Portable Document Format (PDF) form must be uploaded into PlanetBids no later than Monday, June 16, 2025, at 5:00 p.m. Late submittals will not be considered.
All submitted proposals must fully comply with the requirements outlined in this Request for Proposals (RFP). This RFP does not constitute an agreement, obligation, or contract of any kind between the CITY and any party submitting a proposal. Proposals shall remain valid and binding for a minimum period of ninety (90) days from the date of submission.
If awarded, the contract will be granted to the firm whose proposal best meets the CITY’s requirements, as determined through a comprehensive evaluation. Selection will not be based solely on price. The CITY reserves the right to assess the qualifications of all firms under consideration, verify any information submitted, and request additional evidence of managerial, financial, or technical capability as deemed necessary to ensure successful contract performance. The CITY further reserves the right to reject any or all proposals, and to waive any Exhibit 1, Page 6 of 12 47
informalities or irregularities in the proposals or the proposal procedures.
You may be invited to make an oral presentation as part of the selection process. The relationship between the CITY and the selected firm(s) will be governed by a Consultant Services Agreement, to be prepared following the conclusion of the selection. The selected firm will be required to execute the CITY’s standard agreement, as provided in Exhibit 1, prior to the commencement of any services.
IV. CONSULTANTSELECTION
Proposals will be evaluated by a Selection Committee based on the following criteria:
# Criteria Point Value
1. Firm/Team Experience/Certifications/Licensure 30
2. Understanding of Scope of Work 20
3. Relevant Project Experience 25
4. Responsiveness to Maintenance Requests/Emergencies 15
4. Fees 10
Total Maximum Points 100
V. KEY RFP DATES (SUBJECT TO CHANGE AT THE DISCRETION OF THE CITY) # Activity Date
1. Issue Date May 5, 2025
2. Mandatory Pre-Bid Meeting May 19, 2025, 10:00 A.M.
3. Deadline for Requests for Information May 22, 2025, 5:00 P.M.
4. Responses to Requests for Information May 29, 2025, 5:00 P.M.
5. Proposal Due Date June 16, 2025, 5:00 P.M.
6. Interviews (if required) June 20, 2025
7. City Council Meeting July 22, 2025
8. Project Award Date July 28, 2025
Exhibit 1, Page 7 of 12 48
VI. GENERAL INFORMATION
General information regarding the CITY of Laguna Beach is as follows:
Date of incorporation August 4, 1927
Type of government General law
Form of government Council-City Manager
Population 23,000
The CITY attracts over six million visitors annually, drawn by its eight (8) miles of coastline, the Mediterranean climate, and renowned summer art festivals and pageants. The CITY is also home to the internationally acclaimed Pageant of the Masters and Festival of the Arts.
The CITY is a full-service city providing its residents and visitors with a full range of services including general governance; police, fire, and marine safety protection; maintenance of streets, parks, the sewer system, and parking facilities; solid waste; transit operations; community development; recreational activities and cultural events; and administrative services.
The CITY has more sewage lift stations per capita than any other jurisdiction in the State due to its hills, valleys, coastal bluff, and historic development patterns.
VII. SCOPE OF WORK
The firm will be responsible to provide assistance to City staff for general sewer lift station maintenance for the CITY’s three (3) largest lift stations, and for emergency services for any of the CITY’s twenty-six (26) lift stations, as outlined below. Components may be modified through negotiation and/or any written addendum issued by the CITY and will be made part of the Agreement.
The general scope of work required includes, but is not limited to the following:
TASK 1.0: Lift Station Inspections / Testing
1.1 General Site Observations: Observations of lift station building and site conditions.
1.2 Operational Observations: Review of lift station alarms and trends.
1.3 Functionality Testing: Routine checks to verify functionality of station equipment.
1.4 Performance Testing: Provide performance testing to ensure pumps and pump station equipment are functioning properly.
1.5 Provide observation, inspections and testing data reports for all quarterly site visits, and for all emergency site visits.
1.6 Provide recommendation reports for lift station maintenance and repairs.
Exhibit 1, Page 8 of 12 49
1.7 Provide estimated costs for repairs or replacement.
TASK 2.0: Lift Station Maintenance and Repairs
2.1 Establish requirements for a baseline maintenance program for each lift station and provide this to the CITY for review and response as an initial task.
2.2 Track and document all maintenance activities.
2.3 Mobilize equipment and materials for maintenance needs.
2.4 Provide basic preventative and corrective maintenance: Maintain all lift station equipment, following established/accepted baseline program, CITY LS SOPs and Equipment O&M Manual requirements.
2.5 Provide troubleshooting for pump and lift station equipment faulty operations.
2.6 As needed, and where approved by CITY (See Task 1.7) mobilize equipment for repair or replacement needs. Remove existing pumps, motors, pipes, valves, and related mechanical and electrical and control equipment for repair or replacement – coordinate repairs (and replacement) with third-party repair entities.
2.7 Coordinate Pump and/or motor repair or full replacement, as needed, and where approved by CITY (See Task 1.7).
2.8 Mobilize equipment and provide reinstallation of pump, pump motor, mechanical piping, and power and controls equipment. NOTE: Equipment shall be reinstalled within a week of completion of repair or after receipt of replacement equipment.
Task 3.0: Emergency Services
3.1. On-Call Alarm response and troubleshooting (Main Beach, Laguna SOCWA, Bluebird SOCWA) – Emergency response within two (2) hours.
3.2. Standby Alarm response and troubleshooting for remaining CITY lift stations – Emergency response within two (2) hours.
3.3. Arrange for and coordinate bypass pumping, if required for any emergency or long-term station outage for maintenance procedures.
VIII. FORM AND CONTENT
The firm/contractor’s proposal shall include the following qualitative information:
Key Personnel – Identify all personnel who will be assigned to work on this project. Include a description of their qualifications and experience.
Subcontractors – Identify any work that will be subcontracted. Include firm qualifications and Exhibit 1, Page 9 of 12 50
key personnel for any subcontractors.
Personnel Requirements:
Personnel used for the performance of this work shall be properly trained and qualified to perform the mechanical and electrical maintenance and repair work on the lift stations. This includes obtaining acceptance from the CITY on use of third-party specialty repair firms for repair of complex pumping components.
The CITY reserves the right to refuse to accept and authorize payment for services from any personnel deemed by the CITY to be unqualified, disorderly, or otherwise unable to perform the maintenance and repair work.
The selected firm shall provide and keep an up-to-date list of all personnel performing the work under this contract. The list shall include personnel qualifications, certifications, and training, with evidence for the same. Scope of Work – A restatement of the scope of work to be performed, including your understanding of the tasks required by the CITY and any additional services that would be provided.Cost Proposal – Provide fee information that ties tasks to specific fee. Provide a description ofthe level of effortrequired, listing the estimated hours required for each task in the Scope of Work, personnel (position title) and hourly rates of personnel. Provide separate EMERGENCY RATES for hourly rates of personnel. Additionally, provide an expected materials markup percentage (actual cost plus XX%) for standard and emergency work.
Note:
A. Provide Cost Proposal for the base maintenance services. This includes All Items under Task 1.0: Lift Station Inspections / Testing (i.e., Tasks 1.1 through 1.7), and for Tasks 2.1, 2.2, 2.3, 2.4, and 2.5.
B. Estimates for individual repair items shall be approved by the CITY on a case-by-case scenario, based on formal report and cost estimate from Task 1.7.
C. Emergency repair services shall be handled as a Time-and-Expense basis.
Capital Items may be for any work exceeding $5,000.00.
Absolute Emergency Work would be all-inclusive and not subject to the cost implication range suggested here. Therefore, if a major component or piece of equipment has a fatal failure and needs to be replaced, the selected firm will have first right of refusal for said work, but must clearly demonstrate proposals thereof under the following conditions:
1. Contractor is willing to provide options such as rebuilds for replacement that may offset costs.
2. Contractor will not mark up costs of supplies by any amount of the items needed by more than 15%. The Contractor will need to provide specific cost back-up.
Exhibit 1, Page 10 of 12 51
3. Contractor is willing to provide and/or negotiate cost of any items they may have readily available in their inventory that would be needed.
4. Contractor can guarantee timely delivery of services and products.
References – Include a list of contracts completed under which services similar to those required by this RFP were performed. An emphasis should be placed on projects undertaken within the past three years and those projects undertaken for public agencies located in similar size communities in Southern California.
Disclosure – Proposer shall disclose the names, addresses, and contact names at municipalities it has provided services to or contracted with during the past ten years.
Provide samples of reports provided to clients for reference of work products.
IX. PROJECT SCHEDULE
The consultant’s project schedule will begin immediately upon contract award (expected: July 1, 2025) and completed by July 2028, or as accepted (optional extension).
X. GENERAL TERMS AND CONDITIONS OF PROPOSALS
The CITY reserves the right to reject any and all proposals.
The CITY will not be responsible for any costs incurred by respondents in the preparation and submittal of a response to this request. TheCity Manager will make a recommendation to the City Council on June 24, 2025. The successful firm shall be required to enter into an agreement with the CITY based upon the CITY’s standard professional services agreement (Exhibit 1).
The CITY reserves the right to modify the scope of the project at any time.
Documents and findings (regardless of format) that are associated with this project shall be the property of the CITY.
Proposal shall remain effective for 90 days beyond the submitted date.
Consultant agreement will be the CITY’s standard Professional Services Agreement (Exhibit 1).
This agreement contains the CITY’s insurance requirements that must be met prior to execution of the agreement. Identification of any requirements in the agreement that the consultant will object to must be identified when responding to the RFP. City makes no representation that objections to the standard consultant agreement will be considered. If CITY and Consultant are unable to agree to terms of the agreement, the CITY will discontinue negotiations and proceed Exhibit 1, Page 11 of 12 52
with the second highest rated firm.
Proposals submitted in response to this RFP become the property of the CITY and are subject to the provisions of the California Public Records Act. This Act is designed to give reasonable public access to information in the possession of public agencies. Proposers must clearly designate proprietary information on materials.
XI. OTHER INFORMATION
Addenda/Clarifications - Any changes to this RFP will be made by written addendum. Signed acknowledgement of receipt of each addendum must be submitted with the proposal. No verbal modifications will be binding.
Pre-Contractual Expense - The CITY will not in any event be liable for any pre-contractual expenses incurred by the proposer. The proposer will not include any such expenses as part of the price as proposed in response to the RFP.
Contract Award - The CITY reserves the right to withdraw this RFP at any time without prior notice.
Further, the CITY makes no representations that any agreement will be awarded to any proposer responding to this RFP. The CITY expressly reserves the right to postpone proposal opening for its own convenience and to reject any and all proposals responding to this RFP without indicating any reasons for such rejections.
Exhibit 1, Page 12 of 12 53