This is a service / maintenance or supply contract in West Sacramento, California. Contact the soliciting agency for additional information.

The City of West Sacramento is soliciting proposals from qualified firms or individuals ("Proposer") to provide professional design services for the "Westmore Oaks Sewer and Water Rehabilitation Project." More details on the City's needs for this work are provided in the Scope of Work. Each qualified Proposer is to submit a proposal in conformity with the terms of this Request for Proposal ("RFP") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFP and the City's contracting procedures, if any is selected, is referred to herein as "Contractor." SYNONYMOUS TERMS Unless the use indicates otherwise, as used throughout this bid and its attachments, the following terms are synonymous: a. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror b. Purchase Order, Contract, Agreement c. Services, Work, Scope, and Project d. Pricing proposal/sheet, Cost proposal/sheet, Rate table/sheet Scope of Work Task 1. Project Management & Coordination Task 1.1. Meetings and Consultation Consultant responsibilities will include: A. A kick-off meeting, with the City and Consultant to review and refine the work scope and schedule, identify critical milestones, and determine appropriate paths of communication, will be held prior to beginning work. B. Preparation of a baseline schedule of work and conduct periodic meetings with the City to discuss progress. Baseline schedule will be updated to reflect Project progress. C. Setup and facilitation of Project Development Team (PDT) meetings, interagency meetings, field reviews, stakeholder meetings, and other Project related meetings. D. Preparation of agendas, meeting material, minutes, and sign-in sheets for all meetings. E. Continuous consultation and advice, through oral and written communications on all matters relating to the Project. F. Consultant is expected to attend general coordination meetings and outreach meetings (as necessary). These meetings include City Council meetings as well as separate meetings for local neighborhoods and interested community groups. Outreach meetings will be held to address public concerns and ideas for the design and implementation of the Project, and may be held in the evenings and/or on the weekend. Consultant may recommend adjustments to the number of outreach meetings and/or outreach approach as they deem fit in their proposal. G. The City Project Manager must be kept abreast of all Project coordination with outside agencies, prior to any meeting with an outside agency or organization. Task 1.2. Reporting and Invoicing A. Consultant will develop, implement, and adhere to a comprehensive schedule of performance to ensure accomplishing the scope of services. Consultant will adhere to the Project budget. In collaboration with the consultant team, the City desires to establish a budget that is realistic for successful Project delivery. The City's expectation is that the consultant will be aggressive in managing the Project in order to avoid or minimize contract amendment. B. Consultant will submit invoices monthly on the 15th of each month and should include expenses for the preceding month with the billing period beginning and ending in the same calendar month. (i.e. - the invoice for period January 1 - January 31 would be due on February 15th). Should the 15th fall on a weekend or holiday, the invoice will be due on the next business day. Invoices received on-time will be payable by the City to the Consultant 30 days from the invoice date. C. Consultant will prepare written Progress Reports and Project schedules to accompany each monthly invoice to allow City staff to determine if Consultant is performing to expectations, is on schedule, is within funding cost limitations, to communicate interim findings, and to afford occasions for airing difficulties respecting special problems encountered so that remedies can be developed. The status report must outline all activities for which expenses are submitted by the consultant or subconsultants. All activities must be itemized by task/subtask and be consistent with the agreed upon scope of services. Progress Reports must include the following: -Status of work completed to date -Expense allocation by task/subtask -Work anticipated to be completed in the next reporting period -Problems/Obstacles identified during the reporting period -Estimated percentage of completion for each deliverable -Incomplete or inaccurate invoices will be returned to the Consultant unapproved for correction. Invoices will include: -Names of the Consultant personnel performing work. -Dates and times of Project work. -Itemized costs by task, including identification of each employee or subcontractor staff that provided services during the period of the invoice, number of hours and hourly rates for each employee or subcontractor staff member, authorized travel expenses with receipts, receipts for authorized materials or supplies, and subcontractor invoices. - Consultant will prepare a report(s), updated monthly, to document all key findings and decisions made including a Project budget detail and key approvals. Consultant will include this document with each invoice. Task 2. Data Collection and Review A. Consultant will complete a comprehensive review of the existing Project data that include as-built drawings, adopted plans and policies, prepared and approved documents and in-progress work products. Request and gather additional information and data as needed. B. Determine and perform CCTV inspection of sewer lines to determine existing condition, determine whether sewer lines require rehabilitation or replacement, and provide recommendation regarding open trench or trenchless construction methods (trenchless preferred). B. Consultant should highlight any special or potential conditions that may impact the final design, either as opportunities or constraints. C. Identify permitting agencies, if any, and their submittal requirements to successfully procure relevant permits. Task 3. Topographic and Right of Way Mapping A. Consultant will provide all topographic surveys necessary for the Project. B. All surveying and mapping shall comply with the provisions of the Professional Land Surveyors Act, Sections 8700 to 8805 Business and Professions Code, the provisions of the California Coordinate System, Sections 8801 through 8819 of the Public Resources Code and any other applicable code in the State of California. C. Consultant will include and verify any existing surveys, specify existing and proposed right of way, land dedications, and easement agreements. Consultant will verify property lines at those locations where any portion of the project infringes upon the required setback limits or lies within 100 feet of project improvements, work areas, storage, and staging areas. D. Consultant will perform surveying necessary to establish ground control, property boundary and obtain mapping for the entire Project area sufficient for final design, drainage and utility features, and conforms to match existing improvements on public and private properties that may be affected by the construction of the Project. E. Consultant will perform utility research to identify existing utility locations based on record drawings and field services, such as utility potholing, to positively identify existing utilities that may be impacted by the Project. Task 4. CEQA Environmental Documentation A. Consultant will be responsible for determining and completing the appropriate level and type of environmental documentation and meetings attendance required to advance the proposed Project to construction. B. The proposed scope of work should identify a CEQA workplan including major milestones and schedule. C. Environmental documentation may include, but not limited to, tribal consultations as provided for in Assembly Bill 52 (AB-52). D. Consultant will be responsible for the production of all technical studies necessary for approval of CEQA. Task 5. Engineering Studies and Reports Task 5.1. Geotechnical Engineering A. Consultant will review existing geological and soil data in the vicinity of the project site. B. Geotechnical and/or geologic investigations shall be of sufficient detail for the detailed design of, but not limited to, pavement, backfill and embankment, and general soil characteristics. C. Consultant will conduct geotechnical investigation and provide an evaluation of subsurface and foundation conditions for the proposed improvements. The work includes, but not be limited to, site investigation, field exploration, determination of ground and slope stability/ground water conditions, LOTBs. D. Perform soil analyses to determine the corrosion along the proposed utility alignment. Cathodic protection systems, if necessary, shall be designed based on the corrosion study result. Task 5.2. Construction General Permit Compliance A. Consultant to determine whether the project is a covered activity under the current Construction General Permit. The work includes determining project risk level, development of all documents necessary for compliance with that permit such as Storm Water Pollution Prevention Plan, SMARTS data entry, and performance of any other activities necessary for permit compliance. Task 6. Permits, Agreements and Coordination A. Consultant will coordinate with the various agencies involved in the approval of this Project, such as California State Water Resources Control Board. Based on the Project objectives, information, existing conditions, and proposed improvements, Consultant will verify and determine the required permits and permit requirements necessary for Project completion. Task 7. Utility Coordination A. Consultant will coordinate with utility providers within the Project limits. B. Consultants will prepare utility conflict maps and required forms as part of the coordination, such as preparing Utility "A", "B", "C" letters. C. Consultant is expected to attend utility coordination meetings. These meetings include meetings with utility companies. Task 8. Design Task 8.1. Preliminary Design (30%) A. Develop design base mapping which includes utilities, right-of-way easement, lot lines and other pertinent features. B. Develop preliminary design, showing existing and proposed improvements. C. Identify utilities to pothole (Consultant to determine necessary amounts of potholing). D. Perform field investigation of the alignments to determine the constructability issues, alignment location and utilities clearances. E. Prepare list of technical specifications and engineer's cost estimate. F. Two (2) sets of the 30% design submittal shall be presented to the City for review. The submittal shall include half-size drawings and probable construction cost estimate. G. One meeting shall be scheduled with City staff to review the comments for the 30% design submittal. Task 8.2. Initial Design Submittal (60%) A. Incorporate the 30% Preliminary Design Comments. B. Coordinate potholing activities to determine the existing utilities depths. The selected potholes shall ensure that new utilities as designed can be accommodated and positioned where indicated on the plans. C. Prepare complete detailed plans and profiles, including but not limited to, sewer utility, water utility, fiber optic conduit, civil infrastructure improvements (if necessary), pavement markings (if necessary), standard and project specific details, technical specifications and 60% engineer's cost estimate. D. The City will provide specifications for the fiber option conduit to be installed. Consultant shall coordinate with the City of location and details of the infrastructure needed. E. Prepare City standard front-end specifications and technical specifications (inclusive of bid schedule, measurement and payment section) and other related documents for bid. F. Two (2) sets of the 60% design submittal shall be presented to the City for review. The submittal shall include half-size drawings, contract documents and probable construction cost estimate. G. One meeting shall be scheduled with City staff to review the comments for the 60% design submittal. Task 8.3. Revised Design Submittal (90%) A. Incorporate the 60% Design Submittal Comments. B. Two (2) sets of the 90% design submittal shall be presented to the City for review. The submittal shall include half-size drawings, contract documents and probable construction cost estimate. C. One meeting shall be scheduled with City staff to review the comments for the 90% design submittal. D. The 90% Design Submittal shall be considered a complete design submittal. Task 8.4. Final Design Submittal (100%) A. Incorporate the 90% Design Submittal Comments B. Three (3) sets of the 100% design submittal shall be presented to the City. The submittal shall include two (2) half-size stamped and signed drawings, one (1) full-size stamped and signed drawing, contract documents and probable construction cost estimate. C. Submit all digital files (AutoCAD, MS Word, MS Excel, etc.) for the project. Task 9. Bidding Support A. Provide bidding assistance, clarifications which may include responding to questions from potential bidders, attending the pre-bid conference and job walk, assisting with preparation of addenda, and reviewing the submitted bids. B. Prepare a conformed set of bid documents incorporating any addenda issued during the bid period. Task 10. Design Support During Construction (Optional) A. Consultant will attend preconstruction meeting, respond to construction RFI's or design clarification, issue design modifications, and review shop drawings or change orders requiring designer review. B. Consultant shall provide one set of record drawings, for the City of West Sacramento showing as-built changes as shown on red-lined markups provided to Consultant by the Resident Engineer. C. Participate in the final inspection and assist with punch list of deficiencies. D. Preparation and submittal of digital record drawings to the City. Additional Optional Task(s) Consultant is encouraged to recommend additional tasks deemed vital to the Project's success and the City may also include additional related tasks at its discretion. Contact Information Bernard Corrales Assistant Engineer 1110 West Capitol Avenue, 1st Floor West Sacramento, CA 95691 Email: bernardc@cityofwestsacramento.org Phone: (916) 617-4864 The initial term of the Contract is at the City's discretion and may be up to 3 years. The City also reserves the right to extend the Contract for up to 2 additional 1-year terms (individually, "Extension") upon the same terms and conditions as parties agreed to in the Contract. Thus, parties agree the Contract may be for a total of 5 years upon the same terms and conditions as parties agreed in the Contract. Notwithstanding the foregoing, the City is not obligated to extend the Contract for any amount of time. If there is outstanding work within the Scope of Work at the end of the term of the Contract and the City requires time to solicit for and secure an alternative contractor, Contractor shall continue to provide the services within the Scope of Work on a month-to-month basis, not to exceed six (6) months, at the same cost, terms, and conditions in effect at the termination of the Contract. The City shall give Contractor at least thirty (30) days written notice of such a need and the anticipated timeline to secure an alternative contractor. Question Deadline 11/27/2024 at 4:00 PM PT A Proposer may submit Questions related to this RFP to the City through electronically. Questions shall be considered waived and invalid if not brought to the attention of the City in conformity with this subsection. Questions not submitted through electronically will not be accepted or responded to. Questions submitted after the deadline will not be accepted or responded to. Questions and answers will be posted electronically and visible to all. Right of Rejection The City reserves the right, at its sole discretion, to reject any and all Proposals, no matter their level of responsiveness, or to cancel this RFP in its entirety. A Proposer must comply with all of the terms and instruction of this RFP, and all applicable state and local laws and regulations. Any Proposal that does not meet the requirements of this RFP may be considered to be nonresponsive and rejected. A Proposer may not restrict the rights of the City or otherwise qualify a Proposal. If a Proposer does so, the City may determine the Proposal is a nonresponsive counteroffer, and the Proposal may be rejected. The City reserves the right, at its sole discretion, to waive variances in a Proposal, provided such action is in the best interest of the City. Where the City waives variances in a Proposal, such waiver does not modify the RFP requirements or excuse the Proposer from full compliance with the RFP. Notwithstanding any variance, the City may hold any Proposer to strict compliance with the RFP. The method of Contractor Selection has not been Determined at this time.