PROJECT 26-003 -1- RFP DESIGN SERVICES
REQUEST FOR PROPOSALS
REQUEST FOR PROPOSALS (RFP)
FOR
ENGINEERING DESIGN SERVICES FOR
INTERAGENCY EMERGENCY WATER INTER-TIE
Project # 26-003
CITY OF SAN JACINTO
www.sanjacintoca.gov
Schedule
RFP Post Date: September 23, 2025
Mandatory Job Walk: 10:00 am local time on October 6, 2025 Questions Due By: 10:00 am local time on October 14, 2025 Proposals Due By: 10:00 am local time on October 23, 2025 Anticipated Award Date: November 7, 2025
Proposals must be submitted through PlanetBids
Electronic Submittal Only
PROJECT 26-003 -2- RFP DESIGN SERVICES
Project Information Sheet
Engineering Design Services for Interagency Emergency Water Inter-Tie Between The City of San Jacinto and Eastern Municipal Water District Proposal Due Date: October 23, 2025 @ 10:00 a.m.
Anticipated Award Date: November 7, 2025
Anticipated Start Date: November 14, 2025
Project Description: See “Scope of Services in Exhibit A” Estimated Cost: $125,000.
For Technical Inquiries: Please post all questions to the City of San Jacinto’s vendor portal on the
PlanetBids website at
https://vendors.planetbids.com/portal/39490/portal-home PROJECT 26-003 -3- RFP DESIGN SERVICES
CITY OF SAN JACINTO
REQUEST FOR PROPOSALS
INTERAGENCY EMERGENCY WATER INTER-TIE
INSTRUCTIONS TO PROPOSERS
I. GENERAL.
The City of San Jacinto (City) is seeking proposals from qualified engineering firms to provide professional services for the design and coordination of a new interagency water connection (inter-tie) between the City and Eastern Municipal Water District (EMWD). This inter-tie will be used exclusively for emergency purposes, allowing the City to receive water from EMWD when needed.
The City of San Jacinto operates a municipal water system that includes a 16-inch water main running along Main Street, parallel to an existing 12-inch water main owned and operated by Eastern Municipal Water District (EMWD). EMWD’s water main currently terminates as a dead end on Main Street just west of Ramona Expressway, near the Soboba Crossings shopping center.
The City is seeking to establish an emergency interagency water connection (inter-tie) with EMWD to enhance system redundancy and reliability during emergency events. The proposed connection point is to be located near the west side of the Soboba Crossings shopping center within an existing City easement. Due to the dead-end condition of EMWD’s main, it will be necessary to either extend EMWD’s water main to the desired connection point where the intertie meter will be installed or tee it off before the dead end and run new pipe to the desired connection point. All design and construction must conform to EMWD standards and be coordinated closely with City of San Jacinto and EMWD Development Services. Please refer to “Exhibit C” for the proposed location. This location is preliminary and must be coordinated between EMWD and the City of San Jacinto to confirm its suitability. If it is determined that the proposed site is not acceptable, the contractor will be responsible for identifying an alternative location that is agreeable to both EMWD and the City. The final location must fall within an existing easement, and this requirement should be accounted for in the proposal.
II. SCOPE OF SERVICES; PROFESSIONAL SERVICES AGREEMENT.
The scope of services (“Services”) sought under this RFP are set forth in more detail in Exhibit “A”, attached hereto and incorporated herein by this reference.
Notwithstanding the inclusion of such Services in the RFP, the final scope of Services negotiated between City and the successful Proposer shall be set forth in the Professional Services Agreement (“Agreement”) executed by and between City and the successful Proposer. A copy of a draft Agreement is attached hereto as Exhibit “B” and incorporated herein by this reference.
III. PUBLIC WORKS PREVAILING WAGE AND DIR CONTRACTOR REGISTRATION.
Certain labor categories under this project may be subject to prevailing wages as identified in the State of California Labor Code commencing at sections 1720 et seq. and 1770 et seq. If PROJECT 26-003 -4- RFP DESIGN SERVICES
applicable, employees working in these categories at the site must be paid not less than the basic hourly rates of pay and fringe benefits established by the California Department of Industrial Relations (“DIR”). Copies of the State of California wage schedules are available for review at www.dir.ca.gov/dlsr/. In addition, a copy of the prevailing rate of per diem wages will be made available at the City’s office upon request. The successful Proposer shall post a copy of the prevailing wage rates at each job site. It shall be mandatory upon the Proposer to whom the Agreement is awarded, and upon any subcontractors, to comply with all Labor Code provisions, which include but are not limited to the payment of not less than the said specified prevailing wage rates to all workers employed by them in the execution of the Agreement, employment of apprentices, hours of labor and debarment of contractors and subcontractors.
Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to submit a proposal, be listed in a proposal, or enter into a contract to perform public work must be registered with the DIR. No proposal will be accepted nor any contract entered into without proof of the Proposer’s and subcontractors’ current registration with the DIR to perform public work. If awarded a contract, the Proposer and its subcontractors, of any tier, shall maintain active registration with the DIR for the duration of the project. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1. The contract awarded pursuant to this proposal may also be subject to compliance monitoring and enforcement by the DIR.
IV. REQUESTS FOR CLARIFICATION
All questions, requests for interpretations or clarifications, either administrative or technical must be submitted through PlanetBids. All questions, will be answered through PlanetBids. Oral statements by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received through PlanetBids by 10:00 am local time on October 14, 2025.
V. PROPOSAL REQUIREMENTS.
Proposal responses must adhere to the requirements set forth in this section, both for content and sequence. Failure to adhere to these requirements or the inclusion of conditions, limitations or misrepresentations may be cause for rejection of the submittal. Font size large enough to be easily legible, but not smaller than 10 point. The proposal must be submitted electronically via PlanetBids and labeled in the following order:
A. Cover Letter. Provide a cover letter and introduction, including the name and address of the organization and individual submitting the proposal, together with the name, address, telephone and e-mail address of the contact person who will be authorized to represent the organization, and an expression of the Proposer’s ability and desire to meet the requirements of this RFP. The letter must be signed by an individual authorized to bind the firm contractually.
B. Proposer Statement Of Qualifications. Proposers shall provide a comprehensive Statement of Qualifications that demonstrates their capability, experience, and resources to perform the work described in this RFP. The Statement shall include, at a minimum, the following information:
1. Firm Overview
Name of firm, primary business address, and contact information.
PROJECT 26-003 -5- RFP DESIGN SERVICES
Type of organization (corporation, partnership, sole proprietorship, etc.) and year established.
Brief history of the firm, including size, areas of expertise, and relevant licenses or certifications.
2. Project Understanding and Approach
A clear statement describing the proposer’s understanding of the project objectives, including the design of an interagency emergency water inter-tie between the City of San Jacinto and EMWD, adherence to EMWD standards, coordination requirements, and the need for an extension of EMWD’s existing water main.
Discussion of anticipated challenges and how the proposer will address them.
3. Relevant Experience
A summary of at least three (3) projects completed within the last ten (10) years involving interagency water connections, emergency water supply projects, or similar water infrastructure design.
Include project descriptions, locations, client names, dates of completion, project scope, and construction costs.
Highlight experience working directly with EMWD or similar regional water agencies, including knowledge of their design standards and review processes. Highlight experience working directly with City of San Jacinto Public Utilities or similar water agencies, including knowledge of their design standards and review processes.
4. Key Personnel
Names, titles, and roles of the key individuals who will be assigned to this project. Resumes demonstrating qualifications, experience, and relevant licenses (including California Professional Engineer licensure). Percentage of each individual’s time that will be committed to the project.
5. Subconsultants (if applicable)
List of any subconsultants proposed for the project, their roles, qualifications, and relevant project experience.
6. Quality Assurance / Quality Control (QA/QC)
Description of the firm’s QA/QC procedures to ensure compliance with City and EMWD standards.
Methods for maintaining project schedule and budget.
7. References
At least three (3) professional references from recent and relevant projects.
Include contact names, titles, phone numbers, and email addresses.
8. Additional Information
Any other information the proposer deems relevant to demonstrate qualifications and ability to successfully complete the project.
C. Proposed Method to Accomplish the Work. Describe the technical and management approach to providing the Services to the City. Proposer should take into account the scope of the Project, goals of the City, and general functions required. Include a draft schedule of tasks, milestones, and deliverables that will provide for timely provision of the Project.
In reviewing the scope of work, the Proposer may identify additional necessary tasks and is invited to bring these to the City’s attention within the discussion of its proposed method to accomplish the Project.
PROJECT 26-003 -6- RFP DESIGN SERVICES
D. Certification of Proposal. This section shall state: “The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.” E. Proposed Fee and Billing Rates. Provide a proposed budget for the Project, broken down by task and showing estimated hours by staff classification, subconsultant costs, and reimbursable expenses. Include a billing rate schedule for all proposed personnel and subconsultants. The City anticipates awarding a time-and-materials professional services agreement with a not-to-exceed amount based on the agreed-upon budget. The proposed budget must be submitted as a separate electronic file clearly labeled “Fee Proposal – [FIRM NAME].”.
VI. PROPOSAL CONSIDERATIONS
A. No Deviations from the RFP. In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this RFP including, but not limited to, the Agreement attached hereto as Exhibit “B”. If any exceptions are taken, such exceptions must be clearly noted in the proposal and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein.
B. Collusion. By submitting a Proposal, each Proposer represents and warrants that its Proposal is genuine and not a sham or collusive or made in the interest of or on behalf of any person not named therein; that the Proposer has not directly or indirectly induced or solicited any other person to submit a sham Proposal, or any other person to refrain from submitting a Proposal; and that the Proposer has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a Proposal.
C. Conflicts of Interest. Proposers shall comply with all regulations and laws dealing with conflict of interest disclosure and reporting. Proposers shall not be engaged if a conflict of interest exists.
D. Withdrawal of Proposals. A Proposer may withdraw its proposal before the expiration of the time for submission of proposals by notifying and requesting the City’s representative remove the Proposer’s submission.
E. Financial Health and Reputation. The City reserves the right to consider the financial responsibility and general complexity of each Proposer, as well as its reputation within the industry to determine if the Proposer has the apparent ability to meet and complete successfully the requirements of the work. Upon request, the Proposer shall provide a financial statement, audited if necessary, in addition to any other information requested by the City.
F. Confidentiality of Proposal. Proposals submitted in response to this RFP shall be held confidential by City and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either City and the successful Proposer have completed negotiations and entered into an Agreement or City has rejected all proposals. All correspondence with the City including responses to this RFP will become the exclusive property of the City and will become public records under the California Public Records Act. The City will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement. If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public Records Act, the Proposer must mark it as such and state the specific provision in the California Public Records Act which provides the exemption as well PROJECT 26-003 -7- RFP DESIGN SERVICES
as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), the City will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give City written notice of Proposer's objection to the City's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information. Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this RFP.
VII. EVALUATION CRITERIA
Proposals will be evaluated based on the following:
Relevant experience and qualifications (25%)
Approach and understanding of the project (20%)
Familiarity with EMWD and City of San Jacinto requirements and coordination (15%) Project team and availability (10%)
Cost competitiveness (30%)
During the evaluation process, City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions. It is the City’s intent to select a Proposer best evidencing demonstrated competence and professional qualification to perform the Project. The contract, if awarded, shall be to the most qualified Proposer, which submits the proposal that, in the sole judgment of City, is in the best interest of the City.
Upon selection of a Proposer, the City will endeavor to negotiate a mutually agreeable agreement with the selected Proposer. In the event that the City is unable to reach agreement, the City will proceed, at its sole discretion, to negotiate with the next Proposer selected by the City. The City reserves the right to contract for services in the manner that most benefits the City including awarding more than one (1) contract if desired.
After negotiating a proposed Agreement that is fair and reasonable, City staff will make the final recommendation to the City Council concerning the proposed Agreement. The City Council has the final authority to approve or reject the Agreement.
VIII. SITE EXAMINATION
Proposers must examine the site and become acquainted with all conditions affecting the work.
A mandatory site walk will take place on 10:00 am local time on October 6, 2025, at the project location, 1400 E Main St, San Jacinto, CA 92583. In submitting a Proposal, Proposers warrant that they have made such site examination as they deem necessary to determine the condition of the site, its accessibility to materials, workmen and equipment, and to determine the proposer’s ability to protect existing surface and subsurface improvements. Proposers shall also familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes PROJECT 26-003 -8- RFP DESIGN SERVICES
affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement.
IX. SUBMITTAL INSTRUCTIONS
To be considered, City must receive the Proposal through PlanetBids no later than 10:00 am local time on October 23, 2025
Proposals must be submitted through PlanetBids for consideration. No other method of submitting proposals will be accepted. Proposers may not submit proposals by fax, email, telephone or other means; any Proposals received through any means other than PlanetBids will be returned unopened.
It is solely the responsibility of each Proposer to see that its Proposal is properly submitted to PlanetBids in proper form and prior to the stated closing time. PlanetBids will not accept late Proposals. City will only consider Proposals that have transmitted successfully and have been issued a confirmation number with a time stamp from PlanetBids indicating that the Proposal was submitted successfully. Proposers shall be solely responsible for informing themselves with respect to the proper utilization of PlanetBids, ensuring the capability of their computer system to upload the required documents, and the stability of their internet service. Failure of Proposers to successfully submit an electronic proposal shall be at the Proposer’s sole risk, and no relief will be given for late and/or improperly submitted Proposals.
PlanetBids is a third-party platform and is not owned or operated by the City. The City cannot guarantee accessibility to the system and will not be responsible for any outages, service interruptions, or other technical issues. Proposers are strongly encouraged to submit proposals early to minimize the risk of last-minute technical difficulties. If technical issues arise, proposers must contact PlanetBids support directly. The City will not accept late proposals due to technical problems.
X. ADDENDA
City reserves the right to revise the RFP prior to the time set to receive proposals. Revisions, if any, will be posted on PlanetBids. Proposers are responsible for ensuring that they have received any and all addenda. Failure to acknowledge receipt of all addenda may result in proposal rejection.
XI. GENERAL CONDITIONS
A. Amendments to Proposals. Unless specifically requested by the City, no amendment, addendum or modification will be accepted after a proposal has been submitted to City. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted prior to the deadline stated herein for receiving proposals.
B. Non-Responsive Proposals. A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.
PROJECT 26-003 -9- RFP DESIGN SERVICES
C. Costs for Preparing. The City will not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of the City. The City will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.
D. Cancellation. City reserves the right to cancel this request for proposals at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other associated marketing costs.
E. Price Validity. Prices provided by Proposers are valid for 90 days from the proposal due date. The City intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete and the contract is awarded.
F. No Commitment to Award. Issuance of request for proposals and receipt of proposals does not commit the City to award a contract. City expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received, to negotiate with more than one Proposer concurrently, or to cancel all or part of this request for proposals.
G. Right to Negotiate and/or Reject Proposals. City reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of City, such action shall serve its best interests and those of the tax-paying public. The Agreement, if any is awarded, will go to the Proposer whose proposal best meets City’s requirements.
END INSTRUCTIONS TO PROPOSERS
24438.00000\42055698.1
Ex. A -1 RFP FOR CM SERVICES
EXHIBIT “A”
PROPOSED SCOPE OF SERVICES
The following is a general summary of the scope of Services for the Project. The scope will be utilized to evaluate the Proposals received as the baseline for comparison. The Proposal should contain pricing associated with fulfilling the following key tasks:
1. Project Kickoff and Site Investigation
Conduct a project kickoff meeting with City staff.
Perform field visits to identify viable connection points between the City’s and EMWD’s systems.
Verify pipeline size, depth, and location of both agencies' infrastructure.
2. Preliminary Design and Coordination
Prepare a preliminary design of the proposed inter-tie connection. Determine and show the expected connection location.
Coordinate directly with EMWD Development Services to ensure all design aspects meet EMWD standards.
3. Location Confirmation and Site Coordination
Review the proposed location shown in Exhibit C with both EMWD and the City of San Jacinto to confirm suitability.
If the proposed location is not acceptable to either agency, identify an alternative site that is mutually agreeable to both EMWD and the City. Ensure that the final location falls within an existing easement. Incorporate this process and coordination effort into the overall project scope and proposal.
4. Final Design and Submittal
Prepare final design drawings, specifications, and cost estimates following EMWD and City standards.
Coordinate with Edison, Gas, telephone, Cable TV, and any other agencies for utility locations. All existing and proposed utilities shall be shown on plans.
Locate, identify and show EMWD facilities and appurtenances on the drawings, including waterlines, valves, fire hydrants, meters, sewer lines, manholes, and other appurtenances.
Submit the final design package to the City and EMWD for review and approval. Address all comments from the City and EMWD and revise plans as necessary until approval is obtained.
Provide AutoCAD digital format files as part of final submittals. 24438.00000\42055698.1
Ex. A -2 RFP FOR CM SERVICES
5. Agreement Support
Assist in drafting the interagency agreement, including recommended terms, flow direction, metering, backflow prevention, ownership responsibilities, and operational protocols.
6. Construction Support
Provide proposal support and limited construction phase services, including responses to contractor inquiries and design clarification. Consultant shall attend the construction pre-bid meeting and provide technical support to City staff relative to immediate contractor questions. Consultant shall respond to any questions from the contractor during the proposal period.
Consultant shall attend bid opening, evaluate the bids and prepare a Contractor recommendation letter.
Consultant shall analyze bid documents, check contractor licenses and references, and prepare a memo to the City recommending the lowest, responsive, responsible bidder as the construction contractor. 24438.00000\42055698.1
RFP FOR CM SERVICES
EXHIBIT “B”
PROFESSIONAL SERVICES AGREEMENT
PLEASE SEE ATTACHMENTS FOR “PROFESSIONAL SERVICES AGREEMENT” 24438.00000\42055698.1
RFP FOR CM SERVICES
EXHIBIT “C”
INTER-TIE LOCATION
PLEASE SEE ATTACHMENTS FOR LOCATION DESCRIPTION