CITY OF SAN CLEMENTE
REQUEST FOR PROPOSAL
GEOTECHNICAL AND RELATED PROFESSIONAL
SERVICES CONTRACT
FOR
CYPRUS SHORE GRADING, STORM DRAIN AND SEWER
LIFT STATION IMPROVEMENT,
PROJECT NOS.12004 & 12210
MAY 2024
City of San Clemente
Public Works Department
910 Calle Negocio, Suite 100
San Clemente, CA 92673
Attachment 4
CITY OF SAN CLEMENTE
REQUEST FOR PROPOSAL
MAY 22, 2024
Prospective Contractors:
The City of San Clemente (City) is soliciting proposals from Professional Services Contractors (Consultants) to provide Geotechnical and Related Professional Services for the Cyprus Shore Grading, Storm Drain and Sewer Lift Station Improvements Project, as described in detail in the attached Request for Qualifications (RFP).
City Point of Contact:
The sole source of contact regarding this RFP is Belgin Cuhadaroglu at (949) 361- 6128. Individuals or firms interested in submitting a proposal are asked not to contact other members of the City of San Clemente staff or Councilmembers in connection with the RFP prior to the announcement of the consultant selected.
Proposals and all written inquires related to this RFP are to be submitted confidentially to Belgin Cuhadaroglu at the following address:
Public Works Department
City of San Clemente
910 Calle Negocio, Suite 100
San Clemente, CA 92673
Confidential
Proposal Closing Date: 2:00 p.m. on June 10, 2024
Three (3) of each Contractor’s proposal must be received by the City no later than 2:00 p.m. on June 10, 2024. All proposals must be delivered to the above address.
Proposals will not be accepted if received after the closing date.
Sincerely,
Belgin Cuhadaroglu, P.E.
Associate Civil Engineer
CITY OF SAN CLEMENTE
REQUEST FOR PROPOSAL
GEOTECHNICAL AND RELATED PROFESSIONAL SERVICES CONTRACT FOR
THE CYPRUS SHORE GRADING, STORM DRAIN AND SEWER LIFT
STATION IMPROVEMENT,
PROJECT NOS.12004 & 12210
A. INTRODUCTION
The City of San Clemente (City) is seeking proposals from qualified Consultants to install, monitor and analyze an inclinometer and provide construction services for the planned new sewer lift station located at the end of Avenida De Las Palmeras within the Cyprus Shores private community, City of San Clemente, California.
B. BACKGROUND
The existing sewer lift station and storm drain system have been compromised due to the coastal bluff movement at Cyprus Shore beginning in fall 2021 and are in need of repairs to continue providing services. The landslide area impacting City facilities was stabilized by the Orange County Transportation Authority (OCTA) and the City received a Coastal Development Permit to reconstruct the damaged sewer and storm Drain Systems.
The scope of the project includes; replacement of a portion of the storm drain system, replacement of the sewer force main, modifications to the gravity sewer pipeline, construction of a new submersible sewer lift station, removal and replacement of existing asphalt pavement (A.C.), curb and gutters, sidewalks, and construction of new concrete junction structures and six catch basins. The proposed sewer lift station wet well is approximately 35 feet deep. For more details, please see attached Project Specification (Attachment 2) and Project Plans (Attachment 3) for more details.
The City plans to engage Consultant Services for Engineering Support Services, and also for Construction Management and Inspection services.
RFP - INSTRUCTIONS AND CONDITIONS
The project is anticipated to start by the end of June 2024 and continue for a period of approximately 200 working days. Geotechnical Services will be needed approximately 15% of the total duration of the operations.
C. PROJECT OBJECTIVES
Provide Geotechnical and Related Professional Services for the Cyprus Shore Grading, Storm Drain and Sewer Lift Station Improvements Project.
D. SCOPE OF WORK
The scope of work items required for the Geotechnical and Related Professional Services:
• Drill and Install Inclinometer:
The purpose of the inclinometer will be to monitor the movement of the inclinometer due to the construction of the proposed sewer lift station. o One (approximately 45-foot) boring needs to be performed to install an inclinometer between the clubhouse and the proposed sewer lift station. The inclinometer would also have a traffic rated well box cover to protect it from vehicular traffic.
o Approximately 15 readings to monitor potential movement towards the excavation needs to be performed after the completion of the excavation of the inclinometer.
o A report of the findings and analysis shall be provided after construction is completed.
• Geotechnical Construction Services:
Construction support services including field on-site materials testing, geotechnical observation and evaluation.
o Provide plan reviews and attend conference calls prior to construction o Construction activities that will necessitate geotechnical observation and testing include the excavation, shoring, and backfill of the wet well, dry, and wet utility installation, as well as concrete and street improvements.
o Provide on-call technician to observe and test during the construction. (Approximately 300 hrs)
o Laboratory testing shall include 4 maximum compaction tests as well as 4 sand equivalent tests.
o Provide project management/ field meetings/ coordination.
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o Provided a final report at the end of construction services E. DELIVERABLES
The contractor is responsible for deliverables as defined by each specific project scope of work and agreement. The following provides an example of deliverables which may be requested as part of a design project:
• One geotechnical report for the site is required for the inclinometer readings
• One comprehensive summary report is required for observation and testing services. Concrete testing reports and results shall be included.
F. ATTACHMENTS
A. Professional Services Agreement.
B. Project Specification
C. Project Plans
RFP - INSTRUCTIONS AND CONDITIONS
CITY OF SAN CLEMENTE
REQUEST FOR PROPOSAL
GEOTECHNICAL AND RELATED PROFESSIONAL SERVICES CONTRACT FOR
THE CYPRUS SHORE GRADING, STORM DRAIN AND SEWER LIFT
STATION IMPROVEMENT,
PROJECT NOS.12004 & 12210
INSTRUCTIONS AND CONDITIONS
The following instructions and conditions apply to this RFP.
A. GENERAL CONDITIONS
1. Pre-Contractual Expenses
Pre-contractual expenses are defined as expenses incurred by the Professional Services Consultants (contractor) in:
• Preparing a proposal in response to this RFP
• Submitting that proposal to the City of San Clemente
• Negotiating with the City of San Clemente on any matter related to this RFP, proposal and/or contractual agreement
• Any other expenses incurred by the contractor prior to the date of an executed contract
The City of San Clemente shall not, in any event, be liable for any precontractual expenses incurred by any contractor. In addition, no contractor shall include any such expenses as part of the price proposed to conduct the scope of work for this project.
2. Authority to Withdraw RFP and/or Not Award Contract
The City of San Clemente 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 contractor responding to this RFP. The City expressly reserves the right to
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postpone the opening of proposals for its own convenience and to reject any and all proposals in response to this RFP without indicating any reasons for such rejection(s).
3. Pricing Approach
The City of San Clemente intends to award a fixed price contract for the conduct of this project. In no event shall the City pay an amount in excess of the dollar value negotiated in the contractual agreement with the successful contractor. Please note, the City will not pay for any travel time for the contractor’s staff arriving to the project site.
4. Right to Reject Statement of Qualifications
The City of San Clemente reserves the right to reject any or all proposals submitted. Any award made for this engagement will be made to the contractor which, in the opinion of the City, is best qualified to conduct the project.
5. Statement of Qualification Evaluation Criteria
Proposals will be evaluated on the basis of their response to all provisions of this RFP. The City of San Clemente may use some or all of the following criteria in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an allinclusive list. The order in which they appear is not intended to indicate their relative importance:
a. Previous experience
b. Demonstrated record of success on work previously performed for the City or similar work performed for others
c. Project Lead
d. Educational background of project lead and staff
e. Staff to perform work within the specified time
f. Methodology proposed to accomplish the work
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g. Ability to make effective public presentations of the report and/or design required
h. Ability to work effectively with City staff, other public agencies and related parties as directed during the course of the design, study or other services
i. Pertinent new ideas which may be presented during the course of the selection process
j. Adequate knowledge of local conditions
k. Availability, experience and knowledge of all subcontractors hired to complete the job or study
l. Additional work performed by the contractor which may have a direct and substantial physical relationship or conflict to the proposed project
m. Retention of original contractor on projects modified due to the original contractor’s detailed knowledge of the work or on the grounds of cost
n. Previous history of completing projects within budget and design estimates
o. Ability to furnish adequate and effective construction supervision p. Consideration for contractors currently working with a major developer in the City for work within or adjacent to the major development project
B. PROPOSAL FORMAT AND CONTENT
Proposals should be typed as brief as possible. They should not include any elaborate or unnecessary promotional material. The following order and content of proposal sections should be adhered to by each contractor.
I. Cover Letter
A cover letter not to exceed three pages in length should summarize key elements of the contractor’s proposal. The
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letter must be signed by an individual authorized to bind the contractor. The letter must stipulate that the proposed price will be valid for a period of at least 90 days. Indicate the address and telephone number of the contractor’s office located nearest to San Clemente, California, and the office from which the project will be managed.
II. Background and Approach
The Background and Approach Section should describe your understanding of the City, services offered, and the objectives to be accomplished.
III. Methodology
This section should clearly describe the methodology or methodologies you plan to use to carry out the specific work tasks described in the Work Plan.
IV. Work Plan
Include any other geotechnical and materials testing tasks or services that you feel are necessary or beneficial to accomplish the work described but are not included in this request for qualifications.
V. Project Organization and Staffing
Describe your approach and methods for managing the project.
Provide an organization chart showing all proposed project team members. Describe the responsibilities of each person on the project team. Identify the Project Director and/or Manager and the person who will be the key contact with the City of San Clemente. Indicate how many hours each team member will devote to the project by task, along with a statement indicating the availability of the members of the project team for the duration of the project. Include resumes for each member of the project team. Include information and staff support required from City personnel. If utilizing a City-paid intern is possible to address data collection or routine work assignments, identify that opportunity and related cost savings.
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VI. Related Experience
Describe recent, directly related experience. Include on each listing: the name of the client; description of the work done; primary client contact; address and telephone number; dates for the project; name of the Project Director and/or Manager and members of the proposed project team who worked on the project, as well as their respective responsibilities.
At least three references should be included. For each
reference, indicate the reference's name, organization
affiliation, title, complete mailing address and telephone number. The City of San Clemente reserves the right to contact any of the organizations or individuals listed.
VII. Project Schedule
Provide a schedule for completing each task in the work program, including deadlines for preparing all project
deliverables.
VIII. Cost Data
Indicate the total cost for which you will conduct the project by phase. Identify by project team member: name, classification, and the number of hours each member will spend on each work task. Indicate separately, total cost for fees and expenses, including any proposed fee discount.
IX. Statement of Compliance
Contractors must submit a Statement of Compliance with all parts of the Request for Proposal and Draft Agreement terms and conditions, or a listing of exceptions and suggested changes, along with a description of any cost implications or schedule changes the exceptions and/or changes cause. The Statement of Compliance must declare either:
A. This proposal is in strict compliance with the Request for Proposal and Draft Agreement and no exceptions to
either are proposed; or
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B. This proposal is in strict compliance with the Request for Proposal and Draft Agreement except for the items listed.
For each exception and/or suggested change, the
contractor must include:
1. The suggested change in the RFP or rewording of
the contractual obligations.
2. Reasons for submitting the proposed exception or
change.
3. Any impact the change or exception may have on
project costs, scheduling or other considerations.
X. Other Information
Include any other information you consider to be relevant to the statement of qualifications.
XI. Consultant agrees that in carrying out its responsibilities under this agreement, and in particular with regard to the employment of persons and sub-contractors working on the project, it will not discriminate on the basis of race, color, creed, national origin, religion, sex, age, or handicap. In the event any of the work performed by consultant hereunder is sub-contracted to
another person or firm (with approval of the City as required herein), sub-contract shall contain a similar provision.