HomeMy WebLinkAbout05/06/2003, C6 - GROUNDWATER DEVELOPMENT PROJECT I:
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council May°6, 2003
acEnaa Rep= '�'lumbw �
C ITY OF SAN LU I S O B I S P 0
FROM: John Moss,Utilities Directo
Prepared By: Gary W.Henderson,Wate ivision Manager 4a"
SUBJECT: GROUNDWATER DEVELOPMENT PROJECT
CAO RECOMMENDATION
Approve request for proposals and authorize staff to solicit proposals for the Groundwater
Development Project.
DISCUSSION
On January 30, 2003, the City Council directed staff to prepare a request for proposals for the
Groundwater Development Project, following the exploratory well drilling project, and return to
Council for approval of the scope of work. A request for proposals for the project has been
prepared and is provided as Attachment 1 to this report.
Background
The City of San Luis Obispo has been pursuing the opportunity to increase the City's available
water resources by increasing the use of groundwater for a number of years. Several studies have
been undertaken to determine the additional yield from the groundwater basin as well as the
potential impacts associated with increased withdrawals. While the studies indicated that significant
increases in groundwater pumping could have impacts on stream flows in San Luis Obispo Creek,
adequate historical data is not available to quantify the impacts. Based on the difficulty and expense
associated with analyzing the potential impacts, the Council endorsed a revised project strategy for
expanding the use of groundwater resources at this time, while not limiting the potential to increase
groundwater production in the future. In June of 2002 Council identified increasing production
from groundwater as a Tier 1 (highest priority)water supply project.
The project goal will be to develop the necessary facilities to allow the City to produce 1,000 acre
feet of groundwater per year. The project will include an exchange of recycled water from the
City's Water Reclamation Facility with agricultural groundwater users. Agricultural exchange
opportunities will provide 400—800 acre feet of groundwater for City potable uses.
The groundwater in the area bounded by Los-Osos Valley Road—Madonna Road—South Higuera
Street is contaminated with nitrate and tetrachloroethylene (PCE). This area provides the greatest
potential for groundwater production but will require the construction of water treatment
facilities to remove these contaminates.
au -1
Council Agenda Report—Groundwater Development Project
Page 2
Exploratory Well Drilling
The City has completed exploratory well drilling in the field below the Water Reclamation Facility
to determine if significant groundwater production is available in this area. The results of the well
drilling were not as successful as hoped. The most promising test well in this area was pump tested
at 400 gallons per minute (gpm) with a sustained ongoing pumping rate estimated between 300 to
350 gpm. Depending on the water treatment alternative chosen for removal of the contaminates,the
project goal of 1,000 acre feet per year of potable water will require production capability between
1,000 to 1,500 gpm. Based on this production requirement, additional wells in the area will be
evaluated to reach this level.
The project will evaluate alternatives for use of potential well sites in the area to provide
approximately 1,000 acre feet per year of potable water to the City's water system and the
various treatment options and facilities needed for each alternative including cost estimates for
each. The consultant will then prepare plans and specifications for the construction of the
selected alternative.
Scope of Work
The project is envisioned to be divided into three phases, as shown below, to provide key
decision making points for the City Council. Following completion of each phase, staff will
return to Council for concurrence on project direction and approval of the next phase of the
project and associated funding.
Phase 1:
■ Wells needed and site locations
• Alternative treatment facility locations and site evaluations
• Treatment alternatives for removal of nitrate and PCE
■ Cost comparison of alternatives
■ Treatment waste stream impacts to WRF effluent quality
■ Potential water quality impacts that could impact use of WRF effluent for
irrigation
■ Recommended project alternative
Phase 2:
Site surveying and geotechnical work
■ Preliminary facilities design
■ Operational strategy to minimize environmental impacts
Compliance with CEQA (all required analysis and studies)
■ Consultation with State Department of Health Services
■ Refined cost estimate for project
Council Agenda Report—Groundwater Development Project
Page 3
Phase 3:
■ Final plans and specifications for facilities
■ Staffing evaluation for new treatment facilities
■ Engineers final cost estimate
The detailed scope of work is provided in Section A of Attachment 1 to this report. The scope of
work identified for Phases 2 and 3 will likely be revised following completion of each previous
phase. The contract for the project will be awarded and negotiated for each phase as project
details are refined. The schedule for completion of the work under this project will seek
completion of plans and specifications by spring 2005 so that construction may begin summer
2005.
FISCAL IMPACT
The 2001-03 Financial Plan (Appendix B Capital Improvement Plan, Pages 108-109) identifies
$50,000 for site evaluation and preliminary design and $150,000 for design. The exploratory well
drilling discussed above used $27,500 of these available funds. Therefore, there is $172,500
available to support the siting and design for the groundwater development project. Staff will return
to Council for approval of the consultant contract which will more clearly identify the funding
needed to support this effort.
ATTACHMENTS
1. Request for Proposals for the Groundwater Development Project
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Attachment 1
���IIIIIIII IIIIIIIII City of
San Luis Obispo
955 Morro Street ■ San Luis Obispo,CA 93401
Notice Requesting Proposals for
Groundwater Development Project
The City of San Luis Obispo is requesting sealed proposals for consultant services for study and design
of the Groundwater Development Project pursuant to Specification No. 90140. All proposals must be
received by the Public Works Department by Wednesday,June 11, 2003 at 3:00 p.m., when they will be
opened publicly in the Public Works Offices,955 Morro Street, San Luis Obispo, CA 93401.
Proposals received after said time will not be considered. To guard against premature opening, each
proposal shall be submitted to the Public Works Department in a sealed envelope plainly marked with the
proposal title, specification number, proposer name, and time and date of the proposal opening.
Proposals shall be submitted using the forms provided in the specification package.
A pre-proposal conference will be held at 879 Morro Street on Wednesday, May 28, 2003,at 3:00 pm to
answer any questions that the prospective proposers may have regarding the City's request for proposals.
Proposal packages may be obtained FREE at the City's website: www.slocity.org under Bids &
Proposals, or by emailing your request to pking@slocity.org, or by faxing your request to the Public
Works Department at (805) 781-7198. Please include your company name, street address, phone, fax,
and email address, along with the name and specification number of the proposal you are requesting.
Questions may be addressed to Gary Henderson,Water Division Manager,at(805)781-7237 or
ghenderson@slocity.org
® The City of San Luis Obispo is committed to including disabled persons in all of our services,programs and activities.
Telecommunications Device for the Deaf(805)781-7410.
Attachment 1
Specification No. 90140
TABLE OF CONTENTS
A. Description of Work 1
B. General Terms and Conditions 6
Proposal Requirements
Contract Award and Execution
Contract Performance
C. Special Terms and Conditions 11
Proposal Content
Proposal Evaluation and Selection
Proposal Review and Award Schedule
Accuracy of Specifications
D. Agreement 15
E. Insurance Requirements 17
F. Proposal Submittal Forms 19
References
Statement of Past Contract Disqualifications
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Attachment i
Section A
DESCRIPTION OF WORK
Introduction
The City of San Luis Obispo is seeking proposals from qualified consulting firms for study and design of
the Groundwater Development Project. The Groundwater Development Project will identify and design
necessary facilities to allow the City to produce approximately 1,000 acre feet per year of groundwater
for potable use. The projects includes the study of alternatives and design of facilities to treat the
groundwater which is known to be contaminated with nitrate and tetrachloroethylene(PCE).
It should be noted that the chosen consultant will be asked to meet with staff after being chosen and
before the contract is negotiated to clarify the work to be done and the final contract costs. The
consultant will also include in the work schedule ample time to meet and confer with staff to assure the
project is developed in a collaborative process and that the final product meets the City's needs.
Background
The City of San Luis Obispo has been evaluating the potential to increase groundwater production in the
area bounded by South Higuera Street- Los Osos Valley Road- Madonna Road in San Luis Obispo.
During the drought period which ended in 1991,the City extracted up to 2,000 acre feet per year from the
groundwater basin. The groundwater basin during the drought saw significant lowering of water levels
due to minimal recharge, increased City pumping, and pumping by other individuals which resulted in
subsidence in the immediate area. Based on the subsidence that occurred, the City has established an
operating policy to monitor water levels in the groundwater basin and cease pumping if levels approach
the historic lows reached during the previous drought period.
The groundwater in the area described above is known to be contaminated with PCE and nitrate which
will require treatment to meet state and federal standards. The evaluation of potential treatment facility
sites will include the potential to utilize existing abandoned facilities located at the Water Reclamation
Facility (WRF) property. The abandoned facilities were originally utilized for chlorine contact and are
located at the south end of the WRF property near Los Osos Valley Road and Highway 101. The use of
the existing buildings and improved site roads could minimize potential impacts associated with
developing another site.
The following are studies that have been completed which may be useful in developing a more thorough
understanding of the issues associated with the Groundwater Development Project.
❑ "Groundwater Basin Evaluation", Boyle Engineering,Jan. 1991.
❑ "San Luis- Edna Valley Groundwater Basin Study", Dept. of Water Resources, Dec. 1997
❑ "Groundwater Yield Analysis",TEAM Engineering &Mgmt, July 2000
❑ "Analysis of Potential Increased Groundwater Pumping by the City of San Luis Obispo", TEAM
Engineering &Mgmt, June 2001
1- C' ^W
. Attac1 mpnt 1
Table 1 and Figure 1 Table 1: Groundwater Wells
identify potential (known)
well locations which Location Pump Test Actual Average Current Status
should be considered in Estimate Production
the evaluation of ( m) ( m)
alternatives for meeting
the established project Auto Park Way 665 -900 640 Abandoned
goals. Other wells in the (Destroyed)
area or new wells may be Denny's 200 18.0 Inactive(pump&
considered in the (Calle Joaquin) equipment in- lace)
evaluation of alternatives. Pacific Beach#1 175 -250 83 Active
WRF Field 400 200-360 Inactive(only well
Well#1 (estimate) casin )
TOTAL 1440—1750 1 103—1,263
Scope of Work
The project will evaluate alternatives for use of potential well sites in the area to provide approximately
1,000 acre feet per year of potable water to the City's water system and the various treatment options and
facilities needed for each alternative including cost estimates for each. The consultant will then prepare
plans and specifications for the construction of the selected alternative.
The project is envisioned to be divided into three phases to provide key decision making points for the
City Council. The consultant may provide recommended changes to the phasing (shown below) if
deemed warranted.
Phase 1:
■ Wells needed and site locations
■ Alternative treatment facility locations and site evaluations
■ Treatment alternatives for removal of nitrate and PCE
■ Cost comparison of alternatives
■ Treatment waste stream impacts to WRF effluent quality
■ Potential water quality impacts that could impact use of WRF effluent for irrigation
■ Recommended project alternative
Phase 2:
■ Site surveying and geotechnical work
■ Preliminary facilities design
• Operational strategy to minimize environmental impacts
■ Compliance with CEQA(all required analysis and studies)
■ Consultation with State Department of Health Services
■ Refined cost estimate for project
Phase 3:
■ Final plans and specifications for facilities
■ Staffing evaluation for new treatment facilities
■ Engineers final cost estimate
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• Attachment 1
The following sections provide more detail related to each phase of the project. The consultant shall
prepare separate schedule and workload estimates for each phase to provide the City with a preliminary
indication of the total scope of the project. The City currently envisions that the contract will be awarded
for Phase 1 only, and subsequent phases will require refinement following completion of each phase and
City Council direction.
Phase l
The consultant shall provide a preliminary evaluation of various treatment processes that could be
utilized for removal of nitrate and PCE. The treatment facilities will also need to include fluoride and
chlorine addition as required by the Department of Health Services. The evaluation shall consider the
overall efficiency of the treatment process (i.e. net potable water produced versus amount pumped), the
potential impact to the WRF effluent,and the ongoing operations and maintenance costs.
The consultant shall evaluate various combinations of potential well locations to provide a minimum of
1,000 acre feet per year of potable water to the City's water system. The pipeline routes shall be
evaluated to minimize impacts and costs and to provide centralized treatment of the groundwater.
The consultants shall evaluate the potential for utilizing the existing abandoned City owned buildings and
facilities located at the south end of the WRF property for the new treatment plant facilities. The
consultant shall provide a preliminary evaluation of other potential sites and cost estimates for each
(including land acquisition).
The consultant shall prepare a summary of the alternatives that have been considered and a recommended
project approach for City Council consideration. The consultant shall present the findings at a public
hearing before the City Council for their consideration and approval.
Phase2
Following Phase 1 and direction from the City Council, the project will move into the preliminary design
phase and the environmental review process. The consultant shall proceed concurrently with preliminary
design and the environmental documentation. The intent is to allow project modifications in the early
stages to eliminate any "fatal flaws" for the project from an environmental standpoint. The consultant
(and sub consultants) shall develop strategies for operations and other issues, in consultation with the
City,to effectively mitigate any adverse environmental impacts.
Following development of the preferred project strategy, the consultant shall undertake the work
necessary to develop the preliminary plans for the overall project. This shall include wells and facilities
needed, treatment plant siting and facilities, etc. Following completion of the preliminary design, the
project cost estimate shall be refined to more accurately estimate total project cost. The consultant shall
also meet with the Department of Health Services staff to provide initial concurrence with the project
direction,treatment technologies and approval of well locations which have been identified.
Following completion of the environmental documentation and preliminary design, the consultant shall
present the findings to the City Council at a public hearing. The documentation for the environmental
assessment shall be completed so that the City Council may certify compliance with CEQA requirements.
-3- CU ��
Attachment 1
Phase 3
The final phase will consist of the preparation of the final plans and specifications for the project. The
plans and specifications shall include remote monitoring and control for treatment plant oversight from
the City's water treatment plant located on Stenner Creek Road. A staffing evaluation shall be
undertaken for the proposed facility operations. The evaluation shall take into consideration current
operations at the City's Stenner Creek Water Treatment Plant and the additional impacts associated with
operation of the new facilities. Final bid ready documents and final engineer's estimate shall be provided
and presented to the City Council for their approval.
Summary
The scope of work identified for Phases 2 and 3 will likely be revised following completion of each
previous phase. The contract for the project will be awarded and negotiated for each phase as project
details are refined.
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Attachment 1
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Attachment 1
Section B
GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or film submitting a proposal (proposer)
shall meet all of the terms, and conditions of the Request for Proposals (RFP) specifications
package. By virtue of its proposal submittal, the proposer acknowledges agreement with and
acceptance of all provisions of the RFP specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental materials.
Proposal documents shall be enclosed in an envelope that shall be sealed and addressed to the
Public Works Department, City of San Luis Obispo, 955 Morro Street, San Luis Obispo, CA,
93401. In order to guard against premature opening, the proposal should be clearly labeled with
the proposal title, specification number, name of proposer, and date and time of proposal
opening. No FAX submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
C. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the proposer's insurance
coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are
not required until contract award. The City's insurance requirements are detailed in Section E.
4. Proposal Withdrawal and Opening. A proposer may withdraw its proposal, without prejudice
prior to the time specified for the proposal opening, by submitting a written request to the
Utilities Director for its withdrawal, in which event the proposal will be returned to the proposer
unopened. No proposal received after the time specified or at any place other than that stated in
the "Notice Requesting Proposals" will be considered. All proposals will be opened and declared
publicly. Proposers or their representatives are invited to be present at the opening of the
proposals.
5. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed
to make or file, or to be interested in more than one proposal, except an alternative proposal
when specifically requested; however, an-individual or business entity that has submitted a sub-
proposal to a proposer submitting a proposal, or who has quoted prices on materials to such
proposer, is not thereby disqualified from submitting a sub-proposal or from quoting prices to
other proposers submitting proposals.
6. Communications. All timely requests for information submitted in writing will receive a
written response from the City. Telephone communications with City staff are not encouraged,
but will be permitted. However, any such oral communication shall not be binding on the City.
-6- CU f l
Attachment 1
CONTRACT AWARD AND EXECUTION
7. Proposal Retention and Award. The City reserves the right to retain all proposals for a period
of 60 days for examination and comparison. The City also reserves the right to waive
non-substantial irregularities in any proposal, to reject any or all proposals,to reject or delete one
part of a proposal and accept the other, except to the extent that proposals are qualified by
specific limitations. See the "special terms and conditions" in Section C of these specifications
for proposal evaluation and contract award criteria.
8. Competency and Responsibility of Proposer. The City reserves full discretion to determine
the competence and responsibility, professionally and/or financially, of proposers. Proposers
will provide, in a timely manner, all information that the City deems necessary to make such a
decision.
9. Contract Requirement. The proposer to whom award is made (Contractor) shall execute a
written contract with the City within ten (10) calendar days after notice of the award has been
sent by mail to it at the address given in its proposal. The contract shall be made in the form
adopted by the City and incorporated in these specifications.
10. Insurance Requirements. The Contractor shall provide proof of insurance in the form,
coverages and amounts specified in Section E of these specifications within 10 (ten) calendar
days after notice of contract award as a precondition to contract execution.
11. Business Tax. The Contractor must have a valid City of San Luis Obispo business tax certificate
before execution of the contract. Additional information regarding the City's business tax
program may be obtained by calling(805)781-7134.
CONTRACT PERFORMANCE
12. Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment,labor,materials, and licenses necessary to carry out
and complete the work hereunder in compliance with any and all federal, state, county, city, and
special district laws, ordinances,and regulations..
13. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and
comply with all applicable state and federal laws and county and City of San Luis Obispo
ordinances,regulations and adopted codes during its performance of the work.
14. Payment of Taxes. The contract prices shall include full compensation for all taxes that the
Contractor is required to pay.
15. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges
and fees,and give all notices necessary.
16. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to
safety established by OSHA and the California Division of Industrial Safety.
1 Attachment 1
17. Public and Employee Safety. Whenever the Contractor's operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the City,
furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other
devices and take such other protective measures as are necessary to prevent accidents or damage
or injury to the public and employees.
18. Preservation of City Property. The Contractor shall provide and install suitable safeguards,
approved by the City, to protect City property from injury or damage. If City property is injured
or damaged resulting from the Contractor's operations, it shall.be replaced or restored at the
Contractor's expense. The facilities shall be replaced or restored to a condition as good as when
the Contractor began work.
19. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors
engaged for the performance of this work that only persons authorized to work in the United
States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws
shall be employed in the performance of the work hereunder.
20. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it
Will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination
in employment of persons because of age, race, color, sex, national origin or ancestry, sexual
orientation, or religion of such persons.
21. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done
hereunder by changes in the work or by any default, act, or omission of the City, or by strikes,
fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or
labor due to federal government restrictions arising out of defense or war programs,then the time
of completion may, at the City's sole option,be extended for such periods as may be agreed upon
by the City and the Contractor. In the event that there is insufficient time to grant such
extensions prior to the completion date of the contract,the City may, at the time of acceptance of
the work, waive liquidated damages that may have accrued for failure to complete on time,due to
any of the above,after hearing evidence as to the reasons for such delay,and making a finding as
to the causes of same.
22. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice
and acceptance by the City of the materials, supplies, equipment, or services provided by the
Contractor(Net 30).
23. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to
ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done and all materials furnished, if any,
shall be subject to the City's inspection and approval. The inspection of such work shall not
relieve Contractor of any of its obligations to fulfill its contract requirements.
24. Audit. The City shall have the option of inspecting and/or auditing all records and other written
materials used by Contractor in preparing its invoices to City as a condition precedent to any t
payment to Contractor.
-8- Cis l 3
( Attachment 1
25. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall
not acquire any interest—direct, indirect or otherwise—that would conflict in any manner or
degree with the performance of the work hereunder. The Contractor further covenants that, in
the performance of this work, no subcontractor or person having such an interest shall be
employed. The Contractor certifies that no one who has or will have any financial interest in
performing this work is an officer or employee of the City. It is hereby expressly agreed that, in
the performance of the work hereunder, the Contractor shall at all times be deemed an
independent contractor and not an agent or employee of the City.
26. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify, protect
and hold the City and its agents, officers and employees harmless from and against any and
all claims asserted or liability established for damages or injuries to any person or property,
including injury to the Contractor's employees, agents or officers that arise from or are
connected with or are caused or claimed to be caused by the acts or omissions of the
Contractor, and its agents, officers or employees, in performing the work or services herein,
and all expenses of investigating and defending against same, provided, however, that the
Contractor's duty to indemnify and hold harmless shall not include any claims or liability
arising from the established sole negligence or willful misconduct of the City, its agents,
officers or employees.
27. Contract Assignment. The Contractor shall not assign,transfer,convey or otherwise dispose of
the contract, or its right,title or interest, or its power to execute such a contract to any individual
or business entity of any kind without the previous written consent of the City.
28. Year 2000 Compliance. The Contractor warrants that the goods or services provided to the
City, including those provided through subcontractors, are "Year 2000 compliant." For the
purpose of this contract, "Year 2000 compliant" means that goods or services provided to the
City will continue to fully function, fault-free, before, at and after the Year 2000, without
interruption or human intervention; and if applicable, any data outside of the date range 1900-
1999, including leap years, will be correctly processed in any level of computer hardware or
software, including, but not limited to, micro-code, firmware, application programs, files and
data bases. This warranty supersedes all warranty disclaimers or limitations, and all limitations
on liability, otherwise provided by the Contractor.
29. Termination. If, during the term of the contract, the City determines that the Contractor is not
faithfully abiding by any term or condition contained herein, the City may notify the Contractor
in writing of such defect or failure to perform This notice must give the Contractor a 10 (ten)
calendar,day notice of time thereafter in which to perform said work or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days
specified in the notice, such shall constitute a breach of the contract and the City may terminate
the contract immediately by written notice to the Contractor to said effect. Thereafter, neither
party shall have any further duties, obligations, responsibilities, or rights under the contract
except, however, any and all obligations of the Contractor's surety shall remain in full force and
effect, and shall not be extinguished, reduced, or in any manner waived by the termination
thereof.
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Attachment 1
In said event, the Contractor shall be entitled to the reasonable value of its services performed
from the beginning date in which the breach occurs up to the day it received the City's Notice of
Termination, minus any offset from such payment representing the City's damages from such
breach. "Reasonable value" includes fees or charges for goods or services as of the last
milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in
the Agreement payment schedule; compensation for any other work, services or goods performed
or provided by the Contractor shall be based solely on the City's assessment of the value of the
work-in-progress in completing the overall workscope.
The City reserves the right to delay any such payment until completion or confirmed
abandonment of the project, as may be determined in the City's sole discretion, so as to permit a
full and complete accounting of costs. In no event, however, shall the Contractor be entitled to
receive in excess of the compensation quoted in its proposal.
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Attachment 1
Section C
SPECIAL TERMS AND CONDITIONS
1. Proposal Content. Your proposal must include the following information:
Submittal Forms
a. Certificate of insurance.
b. References from at least three firms for whom you have provided similar services.
Qualifications
C. Experience of your firm in performing similar services.
d. Resumes of the individuals who would be assigned to this project, including any sub-
consultants.
e. Standard hourly billing rates for the assigned staff, including any sub-consultants.
f. Statement and explanation of any instances where your firm has been removed from a
project or disqualified from proposing on a project.
Work Program
g. Description of your approach to completing the work.
h. Tentative schedule by phase and task for completing the work.
i. Estimated hours for your staff in performing each major phase of the work, including
sub-consultants.
j. Services or data to be provided by the City.
k. Any other information that would assist us in making this contract award decision.
Proposal Length and Copies
1. Proposals shall be kept to a minimum necessary to address the requirements of the RFP.
M. Five(5)copies of the proposal must be submitted.
2. Proposal Evaluation and Consultant Selection. Proposals will be evaluated by a review
committee and may use a two-phase selection and contract award process, if deemed necessary,
as follows:
Phase 1— Written Proposal Review/Finalist Candidate Selection
A group of finalist candidates (generally the top 3 to 5 five proposers) will be selected for
follow-up interviews and presentations based on the following criteria as evidenced in their
written proposals:
a. Understanding of the work required by the City.
b. Quality,clarity and responsiveness of the proposal.
C. Demonstrated competence and professional qualifications necessary for successfully
performing the work required by the City.
d. Recent experience in successfully performing similar services.
e. Proposed approach in completing the work.
f. References.
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Attachment 1
g. Background and experience of the specific individuals to be assigned to this project.
Phase 2-Oral Presentations/Interviews and Consultant Selection
Finalist candidates may be asked to make an oral presentation to the review committee and
answer questions about their proposal. The purpose of this second phase is two-fold: to clarify
and resolve any outstanding questions or issues about the proposal; and to evaluate the
proposer's ability to clearly and concisely present information orally. As part of this second
phase of the selection process, finalist candidates will submit proposed compensation costs for
the work, including a proposed payment schedule tied to accomplishing key project milestones or
tasks. After evaluating the proposals and discussing them further with the finalists or the
tentatively selected contractor, the City reserves the right to further negotiate the proposed
workscope and/or method and amount of compensation.
Contract award will be based on a combination of factors that represent the best overall value for
completing the workscope as determined by the City, including: the written proposal criteria
described above; results of background and reference checks; results from the interviews and
presentations phase;and proposed compensation.
3. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule
for proposal review and contract award:
a. Issue RFP 5/10
b. Conduct pre-proposal conference 5/28
C., Receive proposals 6/10
d. Complete proposal evaluation 6/25
e. Conduct finalist interviews 7/9
f. Finalize staff recommendation 7/23
g. Award contract 8/19
h. Execute contract 9/8
i. Start work 9/22
4. Pre-Proposal Conference. A pre-proposal conference will be held at the following location,
date,and time to answer any questions that prospective proposers may have regarding this RFP:
Wednesday,May 28,2003 at 3:00 pm
Utilities Administration Conference Room
879 Morro Street, San Luis Obispo, CA
5. Ownership of Materials. All original drawings, plan documents and other materials prepared
by or in possession of the Contractor as part of the work or services under these specifications
shall become the permanent property of the City,and shall be delivered to the City upon demand..
6. Release of Reports and Information.. Any reports, information, data, or other material given
to, prepared by or assembled by the Contractor as part of the work or services under these
specifications shall be the property of City and shall not be made available to any individual or
organization by the Contractor without the prior written approval of the City.
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Attachment 1
7. Copies of Reports and Information. If the City requests additional copies of reports,drawings,
specifications, or any other material in addition to what the Contractor is required to furnish in
limited quantities as part of the work or services under these specifications, the Contractor shall
provide such additional copies as are requested,and City shall compensate the Contractor for the
costs of duplicating of such copies at the Contractor's direct expense.
8. Required Deliverable Products. The Contractor will be required to provide:
a. Three (3) copies of draft and final document for the Groundwater Development Project
addressing all elements of the workscope. City staff will review any documents or
materials provided by the Contractor and, where necessary, the Contractor.will be
required to respond to staff comments and make such changes as deemed appropriate.
b. One camera-ready original of the final report, unbound, each page printed on only one
side, including any original graphics in place and scaled to size,ready for reproduction.
C. When computers have been used to produce materials submitted to the City as a part of
the workscope,the Contractor must provide the corresponding computer files to the City,
compatible with the following programs whenever possible unless otherwise directed by
the project manager:
• Word Processing Word
• Spreadsheets. Excel
• Desktop Publishing Coreldraw,Pagemaker
• Computer Aided Drafting(CAD) AutoCad
The consultant shall provide the final report in PDF format as one document with all
graphics and other figures included in the appropriate locations within the document.
The PDF file should be provided on a CD. Alternatively, files may be emailed to the
City.
9. Attendance at Meetings and Hearings. As part of the workscope and included in the contract
price is attendance by the Contractor at up to one public meeting(during Phase I of the contract)
to present and discuss its findings and recommendations. Contractor shall attend as many
"working" meetings with staff as necessary in performing workscope tasks.
10. Alternative Proposals. The proposer may submit an alternative proposal (or proposals) that it
believes will also meet the City's project objectives but in a different way. In this case, the
proposer must provide an analysis of the advantages and disadvantages of each of the
alternatives, and discuss under what circumstances the City would prefer one alternative to the
other(s). If an alternative proposal is submitted, the maximum length of the proposal may be
expanded proportionately by the number of alternatives submitted.
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Attachment 1
11. Accuracy of Specifications. The specifications for this project are believed by the City to be
accurate and to contain no affirmative misrepresentation or any concealment of fact. Proposers
are cautioned to undertake an independent analysis of any test results in the specifications, as
City does not guaranty the accuracy of its interpretation of test results contained in the
specifications package. In preparing its proposal, the proposer and all subcontractors named in
its proposal shall bear sole responsibility for proposal preparation errors resulting from any
misstatements or omissions in the plans and specifications that could easily have been
ascertained by examining either the project site or accurate test data in the' City's possession.
Although the effect of ambiguities or defects in the plans and specifications will be as
determined by law, any patent ambiguity or defect shall give rise to a duty of proposer to inquire
prior to proposal submittal. Failure to so inquire shall cause any such ambiguity or defect to be
construed against the proposer. An ambiguity or defect shall be considered patent if it is of such
a nature that the proposer, assuming reasonable skill, ability and diligence on its part, knew or
should have known of the existence of the ambiguity or defect. Furthermore, failure of the
proposer or subcontractors to notify City in writing of specification or plan defects or
ambiguities prior to proposal submittal shall waive any right to assert said defects or ambiguities
subsequent to submittal of the proposal.
To the extent that these specifications constitute performance specifications,the City shall not be
liable for costs incurred by the successful proposer to achieve the project's objective or standard
beyond the amounts provided therefor in the proposal.
In the event that, after awarding the contract, any dispute arises as a result of any actual or
alleged ambiguity or defect in the plans and/or specifications, or any other matter whatsoever,
Contractor shall immediately notify the City in writing, and the Contractor and all subcontractors
shall continue to perform, irrespective of whether or not the ambiguity or defect is major,
material, minor or trivial, and irrespective of whether or not a change order, time extension, or
additional compensation has been granted by City. Failure to provide the hereinbefore described
written notice within one (1) working day of contractors becoming aware of the facts giving rise
to the dispute shall constitute a waiver of the right to assert the causative role of the defect or
ambiguity in the plans or specifications concerning the dispute.
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Attachment I
Section D
FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day
of by and between the CITY OF SAN LUIS OBISPO, a municipal
corporation, hereinafter referred to as City, and CONTRACTOR'S NAME IN CAPITAL LEITER , hereinafter
referred to as Contractor.
WITNESSETH:
WHEREAS, on May 10, 2003, City invited requests for proposals for development of a Groundwater
Development Project per Specification No.93401.
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said
development of the Groundwater Development Project.
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained,the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered,as
first written above,until acceptance or completion of said services.
2. INCORPORATION BY REFERENCE. City Specification No. 93401 and Contractor's
proposal dated June 10,2003,are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement, City will pay
and Contractor shall receive therefor compensation for a total sum not to exceed[$ ].
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City,Contractor agrees with City to do everything required by
this Agreement and the said specifications.
5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement
shall be in writing and shall be effective only upon approval by the Council of the City.
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Attachment 1
6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of
any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties
hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage
prepaid by registered or certified mail addressed as follows:
City Pam King
Public Works Department
City of San Luis Obispo
955 Morro Street
San Luis Obispo,CA 93401
Contractor [ ]
[ l
[ l
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute
Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
fust above written.
ATTEST: CITY OF SAN LUIS OBISPO
By:
City Clerk City Administrative Officer
APPROVED AS TO FORM: CONTRACTOR
By:
City Attorney
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Attachment 1
Section E
INSURANCE REQUIREMENTS: Environmental Contractors & Consultants
Contractor shall procure and maintain for the duration of the contract insurance against claims for
injuries to persons or damages to property that may arise from or in connection with the performance of
the work hereunder by the Contractor; its agents, representatives, employees or subcontractors. General
Liability, Errors and Omissions and Pollution and/or Asbestos Pollution Liability coverages should be
maintained for a minimum of five (5)years after contract completion.
Minimum Scope of Insurance. Coverage shall be at least as broad as:.
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001 or
Claims Made Form CG 0002).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code
1 (any auto),or code 8,9 if no owned autos.
3. Workers'Compensation insurance as required by the State of California and Employer's Liability
Insurance.
4. Pollution and/or Asbestos Pollution Liability and/or Errors &Omissions.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property
damage. If Commercial General Liability Insurance or other form with a general aggregate limit
is used, either the general aggregate limit shall apply separately to this project/location or the
general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 each accident, $1,000,000 policy limit bodily injury by
disease,$1,000,000 each employee bodily injury by disease.
4. Pollution and/or Asbestos Pollution Liability and/or Errors and Omissions: $1,000,000 each
occurrence/$2,000,000 policy aggregate.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared
to and approved by the Entity.
Other Insurance Provisions. The following insurance provisions shall also apply:
1. The general liability, automobile liability, pollution and/or asbestos pollution and/or errors &
omissions policies are to contain, or be endorsed to contain, the following provisions:
a. The City, its officers, officials, employees; agents and volunteers are to be covered as
additional insureds as respects: liability arising out of activities performed by or on
behalf of the Contractor; products and completed operations of the Contractor; pollution
and/or asbestos pollution and/or errors or omissions, or automobiles owned, leased, hired
or borrowed by the Contractor. The coverage shall contain no special limitations on the
scope of protection afforded to the Entity, its officers, officials, employees, agents or
volunteers.
Note: Automobile, Pollution, Asbestos Pollution and/or Errors and Omissions insurance
carriers may not name the City as Additional Insured. If the City cannot be named as
Additional Insured, a letter from the insurance company confirming their position
required.
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Attachment 1
b. For any claims related to this project, the Contractor's insurance coverage shall be
primary insurance as respects the City, its officers, officials, employees, agents and
volunteers. Any insurance or self-insurance maintained by the City, its officers,
officials, employees, agents or volunteers shall be excess of the Contractor's insurance
and shall not contribute with it.
C. The Contractor's insurance shall apply separately to each insured against whom claim is
made or suit is brought,except with respect to the limits of the insurer's liability.
d. Each insurance policy required by this clause shall be endorsed to state that coverage
shall not be canceled by either party except after thirty (30)days prior written notice has
been given to the City.
2. The automobile liability policy shall be endorsed to delete the pollution and/or the asbestos
exclusion and add the Motor Carrier Act endorsement(MCS-90).
3. If General Liability, Pollution and/or Asbestos Pollution Liability and/or Errors & Omissions
coverages are written on a Claims Made Form:
a. The "Retro Date" must be shown, and must be before the date of the contract or the
beginning of contract work.
b. Insurance must be maintained and evidence of insurance must be provided for at least
five(5)years after completion of the contract or work.
C. If the coverage is canceled or non-renewed, and not replaced with another claims made
policy form with a "Retro Date" prior to the contract effective date, the Contractor must
purchase "extended reporting" coverage for a minimum of five years after completion of
the contract or work.
d. A copy of the claims reporting requirements must be submitted to the City for review.
4. The workers compensation policy shall be endorsed with a waiver of subrogation in favor of the
City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of
no less than A:VII. Since Pollution and/or Asbestos Pollution coverages may not be available from an
"Admitted" insurer, the coverage may be written by a Non-Admitted insurance company. A Non-
admitted company should have an A.M. Best's rating of A:X or higher. Pollution and/or Asbestos
coverages may also be written by a Captive Insurance Company or Risk Retention Group or Captive
Insurance Company, the City will check with its Insurance Advisor for further information before
approval.
Verification of Coverage. Contractor shall fumish the City with certified copies of endorsements
effecting coverage required by this clause. The endorsements are to be signed by a person authorized by
that insurer to bind coverage on its behalf. The endorsements are to be on forms provided by the City,
unless the insurance company will not use the City's form All endorsements are to be received and
approved by the City before work commences. As an alternative to the City's forms, the Contractor's
insurer may provide complete, certified copies of all required insurance policies, including endorsements
affecting the coverage required by these specifications.
Subcontractors. Contractor shall include all subcontractors as insured under its policies or shall furnish
separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be
subject to all of the requirements stated herein.
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Attachment 1
REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under
the present business name:
Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the
services included with the scope of the specifications. Attach additional pages if required. The City
reserves the right to contact each of the references listed for additional information regarding your firm's
qualifications.
Reference No.1
Customer Name
Contact Individual
Telephone&FAX number
Street Address
City,State,Zip Code -
Description of services provided
including contract amount,when
provided and project outcome
Reference No.2
Customer Name
Contact Individual
Telephone&FAX number
Street Address
City,State,Zip Code
Description of services provided
including contract amount,when
provided and project outcome
Reference No.3
Customer Name
Contact Individual
Telephone&FAX number
Street Address
City,State,Zip Code
Desorption of services provided
including contract amount,when
provided and project outcome
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r Attachment 1
1
STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary interest in
it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal,
state, or local government project because of the violation of law, a safety regulation, or for any other
reason, including but not limited to fmancial difficulties, project delays, or disputes regarding work or
product quality,and if so to explain the circumstances.
■ Do you have any disqualification as described in the above paragraph to declare?
Yes ❑ No ❑
■ If yes,explain the circumstances.
Executed on at under penalty
of perjury of the laws of the State of California,that the foregoing is true and correct.
Signature of Authorized Proposer Representative
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