REQUEST FOR PROPOSAL Sewer Flow Monitoring Services for New Academy High School and Performing Arts Center Camarillo, California

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1 REQUEST FOR PROPOSAL Sewer Flow Monitoring Services for New Academy High School and Performing Arts Center Camarillo, California SUBMITTALS: Must be received on or before 12:00 PM., May 13, 2013 (responses can be ed) ADDRESSED TO: Ms. Deanna Rantz, Director of Purchasing MAILING ADDRESS: Oxnard Union High School District Purchasing Department 309 South K Street Oxnard, CA Deanna.Rantz@ouhsd.k12.ca.us SUBMITTAL: Mark envelope or "Proposal: Sewer Flow Monitoring Services for New Academy High School and PAC, Camarillo Please see section 6 for additional requirements for proposal contents and format. The respondent is entirely responsible for delivering the Proposal on time at respondent s cost. Late Proposals will not be accepted. INQUIRIES: Questions or clarifications regarding this Request for Proposal shall be directed in writing to: Mr. Terry Zinger, Program Manager Oxnard Union High School District 309 South K St. Oxnard, Calif tzinger@califcm.com Fax: OUHSD Sewer Flow RFP Page 1

2 Sewer Flow Monitoring Services Information and Requirements 1. Description of the project: Conduct Sewer Flow Monitoring Services at three (3) specified locations and prepare a report to meet requirements of the Oxnard Union High School District, as set forth within this RFP. 1.1 Client/Agency Requesting this Proposal: Oxnard Union High School District of Ventura County, California. OUHSD is the owner of the property being developed. 2. Traffic Control: All three locations will need some form of traffic control during set up and removal of equipment. Traffic control submittals will need to be processed as part of an encroachment permit application. One of the locations will need Caltrans notification since it is in their right-of-way. Once the encroachment permitting is approved, scheduling and coordination will need to take place with the Camarillo Sanitary District (CSD) operations staff (Mark Richardson or Ken Wilson). 2.1 General Scope of Work: a. Document Review and Site Visit: Contractor will review existing sanitary sewer plans and visit the proposed sites in order to verify suitability of manholes for installation of flow meters. b. Install/Calibrate/Remove Flow Meters: Contractor s crew, with a field truck and all necessary confined space and flow monitoring equipment, will install, calibrate and remove the flow meter. Installation and calibration will be performed over the first two days. Removal will occur after the meters have been in place for seven (7) days. c. While at the sites, contractor s technicians will take photographs showing flow conditions and any evidence of surcharging. Contractor will be responsible for installation, calibration and removal of all equipment for this OUHSD Sewer Flow RFP Page 2

3 project. Simultaneous monitoring at all locations is required. Contractor is to provide a proposed schedule for the project as part of the proposal. d. Report Preparation: At the conclusion of the 7-day monitoring period, Contractor will download and reduce all data in Excel spreadsheets for data analysis and report preparation. Contractor will prepare a sanitary sewer flow monitoring report that will include tabular and graphical presentation of the flow data. The report will also include a narrative about the equipment used and how it was installed, calibrated, maintained and monitored. The report will include an explanation of the data analysis procedures. Three (3) copies of the final report will be provided. 3. Test Locations: Flow monitoring shall be accomplished at three (3) manhole locations within the City of Camarillo, as listed herein and as depicted within the attachment aerial views and larger scale Sewer Line Upsizing area plan. I (Lewis Road/Barry) I (Dawson Drive/near Petit St.) I (Parking lot off Lewis Rd / Just South of Freeway) 4. Timeline and Milestones: It is expected that a contract for this project will be issued approximately May 23, 2013 and the final report is due to the district one month later, or June 24, One or more presentations of the study's results and methodology may be required. 5. Firm, Key Personnel, and Firm Qualifications: Your response must clearly identify the firm and key personnel who will prepare and certify the Sewer Flow Monitoring. It is the strong preference of the District that a single firm conduct the complete study without reliance on outside firms or subcontractors, and with the same personnel involved throughout the project. Please clearly identify the firm that is submitting its qualifications, key personnel who will work on the project, a general description of their roles, and qualifications this firm has with similar studies. Provide OUHSD Sewer Flow RFP Page 3

4 a list of any proposed sub-consultants and the work that they will perform, including surveying, mapping, or specialized research services. 6. Contents of your Proposal 6.1 Cover Letter: Include a cover letter with the name, title, address, , phone and facsimile numbers for the contact individual representing your firm. 6.2 Number of Proposal Copies: Submit one signed original and five copies of the proposal. 6.3 Proposal page limit and formats accepted: Proposals are limited to twenty pages and shall be prepared at the expense of the submitting firm. Proposals shall be submitted in sealed packages with the name of the Firm submitting the Proposal, clearly marked on the front. Proposals may not be submitted by facsimile or . Responses must be printed and stapled without other binding or covers. Elaborate submittals are not required or expected. The District reserves the right to accept or reject any or all responses. Selection criteria are (1) experience with sewer flow analysis studies, (2) firm qualifications and reputation, (3) ability to meet timeline, and (4) price. The District may waive any non-material deviation in a proposal; such waiver shall in no way modify the RFP documents or excuse the Proposer from compliance with the other provisions of this RFP. Proposals become the property of the District and will not be returned. Information contained therein will become public documents subject to the Public Records Act. 6.4 Firm Type: Please provide the requested information for the type of legal entity under which your organization operates: OUHSD Sewer Flow RFP Page 4

5 a. Corporation; provide the date of incorporation, state(s) of incorporation filed, President s name, Vice President s name(s), Secretary s name, and Treasurer s name. b. Partnership or Joint Venture; provide the date of organization, type of partnership or venture, names of General Partners and Limited Partners. Joint Ventures are to provide an explanation as to why they are associating. c. Sole Proprietor; provide the date of organization and the name of the owner. 6.5 Business Experience and Licensing: Describe the business experience of your organization: a. Indicate the year your organization was founded under the present name, and list any other or former names under which the organization has operated. b. If your organization operates from more than one location, indicate the office from which the proposed project will be served. c. Provide a list of comparable projects your firm or key personnel have conducted. 6.6 Insurance Certificate: The selected firm must have at least $1 million coverage, per occurrence for General Liability and at least $1 million coverage per occurrence for Professional Liability (Errors/Omissions). Please state whether your firm will be able to meet this requirement if awarded the contract. 6.7 Prior Litigation or Challenges: Has a sewer flow monitoring analysis prepared by your firm or any of the key personnel listed above been rejected by the requesting party, resulted in litigation, or been challenged and been rejected by court action, mediation, or arbitration? If so, please explain the circumstances. 7. General Provisions. OUHSD Sewer Flow RFP Page 5

6 7.1 Additional Services: The District may elect to request the selected firm to provide additional services. In this case, the selected firm and the District will agree mutually on the scope and fees associated with any additional services. 7.2 Non-Discrimination: The District does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability or gender in consideration for an award of contract 7.3. Indemnification: The Provider agrees to indemnify, defend, and hold harmless the District, its officers, agents, employees, and volunteers from any and all claims and losses accruing or resulting to any and all persons, firms, or corporations furnishing or supplying work, services, materials, or supplies in connection with the performance of this agreement and from any and all claims and losses resulting to any person, firm, or corporation who may be injured or damaged by the Provider in the performance of this contract. 7.4 Conflict of Interest: Before executing this agreement, the Provider shall disclose to the District the identities of any board member, officer, or employee of the District, or relatives thereof, who the Provider knows will have any financial interest resulting from this agreement. OUHSD Sewer Flow RFP Page 6

7 ATTACHMENT A See File FLOW MONITORING LOCATION Oxnard School final ppt OUHSD Sewer Flow RFP Page 7

8 ATTACHMENT B See File SEWER UPSIZING EXHIBIT.PDF OUHSD Sewer Flow RFP Page 8