Request for Proposals
Feasibility Study on the Options to Deliver Wastewater and Stormwater Services in the City of Richmond
Release Date: July 3, 2024
Deadline for Submittal
July 31, 2024
Contact: Wayne Tanda, MRG Consultant
City of Richmond
Department of Public Works
INTRODUCTION
The City of Richmond is requesting proposals from qualified firms to assess the options to deliver wastewater and storm water services in the City of Richmond. This request for proposal (RFP) describes the project, the required scope of services, the consultant selection process, and the minimum information that must be included in the proposal.
Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification. The anticipated term of this contract will be for a period of eighteen (18) months and an option to renew for six (6) additional months by means of a mutual agreement of both parties.
Vendors are required to read and understand all information contained within this entire RFP package. By responding to this RFP, the vendor agrees to have read and understood these documents.
ABOUT THE CITY
The City of Richmond is a charter city located in Contra Costa County, part of the San Francisco Bay Area with a population of 110,567 residents. Richmond is one of the region’s most diverse communities: 42.5% of residents identify as Hispanic or Latino,
20.2% identify as Black or African American alone, 17.8% identify as White alone (not Hispanic or Latino), and 15.4% identify as Asian alone (15.4%).1 Richmond is home to a multi-modal transit hub that includes BART, Amtrak and AC Transit, marinas, shopping, recreational and cultural amenities, and 32 miles of shoreline. This all contributes to making Richmond among the most desirable up-and-coming communities in California.
The City of Richmond provides a full range of municipal services including police and fire protection; construction and maintenance of highways, streets, and infrastructure; library services; storm water and municipal sewer systems; operation of a wastewater treatment facility; and the administration of recreational activities and cultural events.
The City also operates the Richmond Memorial Convention Center and the Port of Richmond.
PROJECT BACKGROUND / DESCRIPTION
The City of Richmond would like to assess its wastewater and storm water services to ensure that the services are delivered as effectively and efficiently as possible. Most services are currently being provided through an agreement with Veolia Water West Operating Services, Inc. The City’s Department of Public Works is responsible for the management of this Agreement along with related services such as the monitoring of industrial dischargers, the repair of sewer laterals, the update of storm water rates, and the management of selected capital improvement projects.
The City of Richmond is also responsible for ensuring compliance with the National Pollutant Discharge Elimination System (N.P.D.E.S.) Permit No CA0038539 which expires March 31, 2024. A draft of the new permit has been issued and is under review
1 Quickfacts Richmond city, California. 2019 American Community Survey 5-year estimates. https://www.census.gov/quickfacts/richmondcitycalifornia
by City Staff.
The Richmond storm water system covers the entire City. The wastewater system serves approximately 88,500 of the city’s 110,600 residents. The City is regulated for the Municipal Separate Storm Sewer System (MS4) under N.P.D.E.S Permit No CAS612008 issued to Contra Costa County Clean Water Program. Richmond is one of 19 co-permittees under Order No. R2-2022-0018, issued May 11, 2022.
The provision of wastewater collection and treatment in the North Richmond and East Richmond Heights areas is provided by the West County Wastewater District. In the Richmond Annex area wastewater collection is provided by the Stege Sanitary District and wastewater treatment is provided by the East Bay Municipal Utility District.
In 2002 the City of Richmond entered into an agreement with US Filter Operating Services Inc. for the operations, maintenance and the design and construction of certain capital improvements at the City’s Wastewater Treatment Facility. The Facility has a capacity of treating 24 million gallons per day.
In 2004 the agreement was amended to reflect the replacement of US Filter by Veolia Water North America Operating Service, Inc. This Amendment also included the operation, maintenance, and construction management of the City's sanitary collection system and the storm water collection system. The collection systems consisted of an estimated 185 miles of sewer lines with appurtenant manholes, 13 wastewater lift stations, and an estimated 94 miles of stormwater main lines, 3,300 catch basins, 1,200 manholes, 12 miles of ditches and 7 stormwater lift stations.
In 2007 the agreement was amended twice. Amendment Number 2 was adopted to ensure Veolia’s subcontractor complete the upgrades and repairs of the City's sanitary sewer and stormwater lift/pump stations and then Veolia would assume full responsibility for the continued operation and maintenance upon completion of said repairs. Amendment 3 was later entered into to address the placement of the generator for the Sunset Pointe Sewage Pump Station.
In 2016 Amendment Number 4 was entered into to update the assets originally listed in Schedule 17 of the Agreement, including increased cost(s) for the operation and maintenance of the stormwater pump station located at the Moody Underpass and the newly constructed Wet Weather Storage Facility at the wastewater treatment plant, and the definition and responsibility of the funding of capital improvements.
The most recent amendment (Amendment Number 5) occurred in 2018. Certain enhanced operational activities, capital improvements, and other efforts were added to the agreement to comply with the Settlement Agreement entered with San Francisco Baykeeper and West County Toxics Coalition in the matter of Baykeeper and West County Taxies Coalition v. City of Richmond. In addition, the term of the agreement with Veolia was extended through May 15, 2027.
Relevant information on the City’s wastewater and storm water services are available at the links shown below:
2002 Veolia Contract
https://www.ci.richmond.ca.us/DocumentCenter/View/53703/Veolia-Original- Contract
2004 Veolia Contract Amendment #1
https://www.ci.richmond.ca.us/DocumentCenter/View/53700/Veolia-Contract- Amendment-1
2007 Veolia Contract Amendment #2
https://www.ci.richmond.ca.us/DocumentCenter/View/53701/Veolia-Contract- Amendment-2
2007 Veolia Contract Amendment #3
https://www.ci.richmond.ca.us/DocumentCenter/View/54335/Veolia-Amendment- 3---Sunset-Point-Generator
2016 Veolia Contract Amendment #4
https://www.ci.richmond.ca.us/DocumentCenter/View/53698/Veolia-Contract- Amendment-4
2018 Veolia Contract Amendment #5
https://www.ci.richmond.ca.us/DocumentCenter/View/53699/Veolia-Contract- Amendment-5
2006 Storm Drain Master Plan
https://www.ci.richmond.ca.us/DocumentCenter/View/69724/Storm-Drain-Master- Plan---2006
2016 Force Main System Condition Assessment Report
https://www.ci.richmond.ca.us/DocumentCenter/View/69725/Force-Main-System- Condition-Assessment-Report---2016
2010 Wastewater Treatment Master Plan
https://www.ci.richmond.ca.us/DocumentCenter/View/5628/Master-Plan- 01252010?bidId=
2018 San Francisco Baykeeper vs. City of Richmond Settlement Agreement https://www.ci.richmond.ca.us/DocumentCenter/View/46265/Baykeeper-Richmond- Settlement-Agreement-March-20-2018?bidId=
2018 Wastewater Collection Syst em Lift Station Master Plan https://www.ci.richmond.ca.us/DocumentCenter/View/69723/Wastewater- Collection-System-Lift-Station-Master-Plan---2018
2021 Storm Drain Master Plan Update
https://www.ci.richmond.ca.us/DocumentCenter/View/69722/Storm-Drain-Master- Plan-Update---2021
FY 2023-27 Water resource Reco very Capital Improvement Plan https://city-richmond-ca-budget-book.cleargov.com/16458/introduction/city- officials
FY 2023-24 Water Resource Recovery Operating Budget
https://city-richmond-ca-budget-book.cleargov.com/16462/introduction/city- officials
2016 WWTP Facility Plan
https://www.ci.richmond.ca.us/DocumentCenter/View/40233/Richmond-WWTP- Facility-Plan---FINAL-DRAFT-2016-10-07
2011 WW Collection System Master Plan
http://www.ci.richmond.ca.us/DocumentView.aspx?DID=8015
2019 Wastewater Collection System Updated Master Plan
https://www.ci.richmond.ca.us/DocumentCenter/View/69757/City-of-Richmond- 2019-Wastewater-Collection-System-Master-Plan
SCOPE OF SERVICES
The consultant will conduct a Feasibility Study on the options to deliver wastewater and storm water services in the City of Richmond as described in the following tasks:
1. Document Existing Service Delivery System
The City’s existing arrangement in delivering wastewater and stormwater services shall be researched and documented. The services include those in the agreement with Veolia Water West Operating Services, Inc. and those provided by the City of Richmond. The services provided within the City’s boundaries by the West County Wastewater District, the Stege Sanitary District, and the East Bay Municipal Utility District (EBMUD) shall also be researched and documented. The documentation shall include all relevant aspects of the service delivery including, but not necessarily limited to, service areas, customers, services, service level indicators, performance outcomes, costs, source of funding, relevant agreements, regulations, legal requirements (e.g.
Baykeeper Settlement), and the input of existing service providers and City officials.
2. Identify Options
In consultation with City staff, the consultant will identify options in the delivery of services provided by a private contractor(s), other public agencies, and in-house (City of Richmond) staff. The following examples are provided to add clarity:
Status quo – existing delivery of services
Stand alone or combination of two or mo re of the following service providers.
1. Private sector service providers
2. Public sector service providers – (i.e. West County Wastewater District, Stege Sanitary District, EBMUD)
3. In-house services
3. Evaluate Options
The options will be evaluated based on relevant factors and ranked in order of preference. Examples of relevant factors to consider include the following. Quality of service
Economics – (i.e. cost, source of funding, debt management, impact on ratepayer)
Regulatory requirements
Emerging technologies
Best practices
Environmental
Consultant will prepare and present progress report to the City Council to solicit the City Council’s input on their priorities, preferences, and concerns.
4. Community Engagement
The consultant will assist the City engage the community in the review of the existing and desired wastewater and stormwater services through the preparation and presentation of material at up to three (3) community meetings and/or other means of soliciting input as determined to be appropriate by consultant and confirmed by the City.
5. Selection of Service Delivery Option
The consultant will consider the City Council’s input and the input from the community and prepare and present their findings and recommendation to the City Council.
6. Prepare Implementing Documents
Following the direction of the City, and in consultation with City staff, the Consultant will prepare documents to implement the selected service delivery option. For illustration, the documents may include a detailed RFP for private sector services, negotiation points with another public entity or entities for services in the City of Richmond, and/or the resources, costs, sources of funding, and performance metrics for the expansion of in-house services.
PROJECT MILESTONES – Subject to change
Date Activit
y
October 2024 Begin Project
April 2025 City Council – Progress report
May 2025 Begin Task 4
August 2025 City Council – Input on options
September 2025 Begin Task 5
November 2025 City Council – Direction
December 2025 Begin Task 6
March 2026 Complete Project
RFP SCHEDULE – Subject to change
Date Activit y
7.03.24 Release RFP
7.17.24 Final Da y to Submit Questions (5:00 PM)
7.24.24 Responses to Questions posted on BidsOnline
7.31.24 RFP Due Date (3:00 PM)
8.21.24 Interview Notifications to Short Lis t
Week of 9.02.24 Short List Interviews
9.27.24 Final Selection an d Contract Negotiations
10.08.24 Cit y Approval
10.22.24 Effective Date of Contrac t
PROPOSAL FORMAT GUIDELINES
The proposal should be concise, well organi zed, and demonstrate the proposer’s qualifications and experience applicable to the Project. The proposal shall be limited to 20 double-sided pages (8.5 inches x 11 inches), inclusive of graphics, forms, pictures, photographs, dividers, etcetera , but not of cost proposal , resumes, required forms, certifications, front and back covers, or letters of commitment from sub-consultants. The required font size is 12 points, with mini mum left and right margins of one inch, and top
and bottom margins of 0.7 inches.
Each proposal will adhere to the following order and content of sections. Proposal should be straightforward, concise and provide “layman” explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. Proposals, which appear unrealistic in the terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. The following proposal sections are to be included in the Vendor’s response:
A. Vendor Cover Letter
A cover letter, not to exceed three pages in length, should summarize key elements of the proposal and shall:
Confirm that all elements of this RFP have been reviewed and understood.
Include a statement of intent to perform the services as outlined. Express company’s willingness to enter into an agreement under the terms and conditions prescribed by this RFP, insurance requirements (Attachment A) and in the sample Service Agreement (Attachment B). Submit a written description and brief history of the company’s experiences, qualifications, and successes in providing wastewater and storm water services described herein. Please indicate the number of employees, client base and location of offices.
Indicate the address and telephone numbe r of the vendor’s office located nearest to Richmond, California, and the office from which the project will be managed.
Stipulate that the proposal terms, including cost, will be valid for a period of at least 180 days.
Identify a single person for contact during the RFP review process; and Cover letter shall be signed by an aut horized official of the company.
B. Background and Project Summary Section
The Background and Project Summary Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished. Refer to description of services for this RFP.
C. Methodology Section
Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Services of this RFP. The Methodology Section should include:
1) A work plan that describes in detail the method to conduct the scope of services.
2) Detailed project schedule, ident ifying all tasks and deliverables to be performed, durations for each task, and overall time of completion. 3) 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 Services.
D. Staffing
Describe proposed Project team organization, including identification and responsibilities of key personnel. Indicate role and responsibility of prime consultants and all sub-consultants. If applicable, indicate how local firms are being utilized to ensure a strong understanding of state and local laws, ordinances, regulations, policies, requirements, and permitting. Indicate the extent of the commitment of key personnel for the duration of the Project and furnish resumes of key personnel. Provide an indication of the staffing level for the Project. The City of Richmond’s evaluation of the proposal will consider the proposer’s entire team; therefore, no changes in the team composition will be allowed without prior written approval of the City of Richmond. Sub-consultant letters of commitment are required and must be submitted with the proposal.
Describe the experience of the proposer’s Project team in detail, including the team’s Project Manager, and other key staff members, on projects of similar size, capacity, and dollar value. For each similar project, include the client’s name and correct telephone number. It is the City of Richmond’s policy to interview proposers’ references as well as references identified by the City of Richmond.
E. Qualifications
The information requested in this section should describe the qualifications of the firm, key staff and sub-contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include:
1) Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of service.
2) A summary of your firm’s demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal.
3) Provide at least three (3) references that received similar services from your firm. The City of Richmond reserves the right to contact any of the organizations or individuals listed. Information provided shall include:
a) Client Name and contact info
Telephone & e-mail address
Address
b) Description of services provided including contract amount c) Project start and end dates
F. Cost Information
In a separate sealed envelope, provide the total direct and indirect costs to complete all tasks identified in the scope of services. Electronic proposal should acknowledge that the envelope was mailed to the City of Richmond.
Even if the method of payment to proposer will be fixed fee, a detailed cost breakdown shall be provided identifying: (1) the number of staff hours and hourly rates for each professional and administrative staff person who will be committed to this Project; (2) all other direct costs, such as materials and reproduction costs; and (3) sub-consultant services, if needed. These rates will also be used to negotiate rates for other projects (including optional tasks) that may be assigned. No additional funds will be paid above and beyond the original quote given by the selected Vendor.
Proposers will be paid at the same rates set forth in their cost proposal unless further negotiated in writing and agreed to by the City of Richmond. Envelopes will be opened after the firm is selected to begin negotiations (see section on Pre-Award Negotiations)
G. Value Added Services
Please provide any additional services of benefit not specifically required herein, which the Respondent offers to provide.
H. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If Proposers intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the Proposer will employ to ensure that any subcontractor complies with the provisions of Proposer’s contract with the City.
I. Previous Contracts with the City of Richmond
The proposer shall submit a list which indicates all prime contracts and/or amendments awarded to the proposer by the City of Richmond for the last three (3) years. The list shall include a short description of the Project, the Project scope of work, award date, completion date, name of City of Richmond’s assigned Project Manager, and contract value.
J. Exceptions to this Request for Proposals
The proposer shall state whether it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment B). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
K. Statement of Impa rtiality and Disclosure
The nature of this Project requires an impartial unbiased approach on the part of the proposer’s team. This proposal shall include a statement declaring that the proposer’s and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third-party with interests currently in conflict or likely to be in conflict with City of Richmond’s interests. Additionally, proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
All questions must be submitted via the electr onic BidsOnline system on the Q&A tab by 5:00pm PST, on July 17, 2024. If the City finds it necessary to issue an addendum, prospective Offerors will receive e-mail notification of addendum.
Otherwise, answers to questions received will be provided on the Q&A tab and notification will be sent by July 24, 2024. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible addenda to the RFP that may have been posted.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFP.
Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.
Interested parties may download copies of the above-mentioned proposal by visiting the City's web site, www.ci.richmond.ca.us/bids. To download RFP, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.
Submission of Proposals
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
The proposal must be received no later than 3:00 p.m., local time, on July 31, 2024.
The City of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the rejection. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond. The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The City may investigate the qualifications of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this RFP.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposal.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the Respondents.
6. Solicit best and final offers from all or some of the Respondents.
7. Select one or more Respondents.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP Attachment A. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance (Richmond Municipal Code
(RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
Sanctuary City Contracting Ordinance (SCCO)
The Richmond Sanctuary City Contracting Ordinance No. 12-18 (Attachment D) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”).
Proposers must submit the attached Sanctuary City Compliance Statement with their Proposal. (Attachment C)
Limited Liability Company Disclosure Statement (LLCS)
Resolution No. 86-21 (Attachment E), approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC). Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Proposal (Attachment F).
Collusion
By submitting a proposal, each respondent represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights, or patent rights by Respondent in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright, or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.
PROPOSAL EVALUATION AND SELECTION PROCESS
The nature of this Project requires an impartial unbiased approach on the part of the proposer’s team. The proposer will disclose participation by any member of the team with any private entity or public agency that currently provides or may provide the delivery of wastewater and/or storm water services for the City of Richmond. It will be
at the sole discretion of the City to determine if there is a conflict of interest.
All proposals shall be reviewed to verify that the Respondent has met the minimum requirements. Proposals that have not comp lied with requirement s, do not meet minimum content and quality standards, or take unacceptable exceptions to the General Terms and Conditions of the Service Ag reement, will be eliminat ed from further consideration. Proposals will be reviewed and evaluated by an evaluation committee.
The top Proposals may then be invited to make a presentation to the evaluation panel in a City Office in Richmond, California, at no cost to the City. The selected proposal shall provide the most cost-effective approach that meets the City’s requirements. The lowest price proposal will not necessarily be selected.
The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow-up with requests for additional information, including, but not limited to, follow-up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed scope of service. The City will negotiate with that vendor to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of Proposals.
Overall responsiveness to the RFP is an important factor in the evaluation process. The criteria upon which the evaluation of the proposals will be based include, but are not limited to, the following:
The Proposal/Methodology and Approach to Work – 30%
The proposer’s responsiveness to the RF P including completeness and thoroughness of proposal; all required information must be pr ovided in the format specified. This category will also evaluate:
Ability to provide services as outlined in the RFP.
Approach and proposed methodology to project scope
Demonstrated knowledge of the work required
Explanation of the Proj ect or services required
Innovative approaches and internal measur es for timely completion of Project
Experience/Past Performance/References – 20%
Consideration will be given based upon the firm’s experience, years in business, past and current client references; technical expertise and professional competence in areas directly related to this RFP; number of years of experience in performing similar work.
Project Team – 20%
Respondent should demonstrate that all key personnel have been successfully involved with projects of similar scope and magnitude. This category will evaluate the firm’s:
Qualifications and relev ant individual experience
Unique qualificatio n of key personnel
Staff Availability / Time commitment of key members
Organization chart
Proposer Qualifications – 20%
This category will evaluate the respondent’s ability to take upon itself the responsibilities set forth in the Scope of Services and produce the required outcome in a timely manner.
Consideration will be given for the overall quality of the proposal, including a demonstrated understanding of the purpose, scope and objective of the services to be performed. It is the intention of the City of Richmond to award a contract to the Respondent who furnishes satisfactory evidence that the Respondent has the requisite experience and ability to enable the Respondent to execute the work successfully and properly, and to complete services in a timely manner. To determine the degree of responsibility to be credited to the Respondent, the City of Richmond will weigh the evidence that the Respondent has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress.
Innovative Solutions for Cost Analysis – 10%
Respondent should demonstrate that they have considered innovation solutions for this analysis with projects of similar scope and magnitude. This category will evaluate the firm’s:
Evaluation of the propos er’s ability to introduce innovative solutions or methodologies specifically for analyzing WWTP costs (capital and operations). Consideration of unique approaches or te chnologies that enhance the accuracy, efficiency, and comprehensiveness of the cost analysis. Innovative data collection and analysis te chniques, including the use of emerging technologies and best practices to provide a thorough and insightful feasibility study.
Pre-Award Negotiations
The City may elect to conduct negotiations with the highest ranked respondent for purposes of:
Resolving minor differences and information
Clarifying necessary details and responsibilities
Emphasizing important issues and points
Receiving assurances from respondents
Cost/budget clarifications
Addressing any potential project risks or concerns
If the City cannot successfully negotiate a contract with t he highest ranked respondent, the City may begin negotiations with the second highest ranked respondent.
Award
City staff will recommend a company to the City Manager and City Council for approval.
The services provided by the successful bidder shall be governed by a Standard Services Agreement (Attachment B).
Attachments
A. Insurance Requirements
B. Standard Contract
C. Sanctuary City Compliance Statement
D. Sanctuary City Contra cting Ordinance No. 12-18
E. Limited Liability Corporation (LLC) Resolution No. 86-21 F. Limited Liability Corporation Form