Request for Qualifications (RFQ) Environmental and Permitting Services

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1 Request for Qualifications (RFQ) Environmental and Permitting Services Responses Due: City of Banning Public Works Department 99 E. Ramsey Street Banning, CA (951) May, /19/15 i

2 TABLE OF CONTENTS 1.0 INTRODUCTION Project Description and Objectives Background Information CONSULTANT QUALIFICATIONS Project Administration and Coordination Qualifications and Understanding Project Team References Schedule Workshops and Meetings PROPOSAL SUBMISSION RFP Time Schedule Number of Copies and Delivery Format and Content Proposal Evaluations Negotiations CONTRACT REQUIREMENTS AND SUBMITTALS City of Banning Requirements 7 05/19/15 ii

3 1.0 INTRODUCTION 1.1 PROJECT DESCRIPTION AND OBJECTIVES The City of Banning (City) is soliciting Statements of Qualifications (SOQs) from qualified consulting firms to provide environmental and permitting services to the City for the purpose of obtaining a US Forest Service (USFS) Special Use Permit and any other applicable agency permits or authorizations, to repair, upgrade, operate, and maintain existing water conveyance facilities. In addition, the City may pursue a Federal Energy Regulatory Commission (FERC) license to operate the existing conveyance system as a hydroelectric power plant, consistent with its historic use. The City anticipates the need to consult with multiple agencies to identify issues and concerns, prepare environmental review documents under the National Environmental Policy Act (NEPA) and California Environmental Quality Act (CEQA), and prepare a number of technical studies to support the Special Use Permit application. 1.2 BACKGROUND INFORMATION The City and its partner agencies (Banning Heights Mutual Water Company and San Gorgonio Pass Water Agency) hold water rights to surface waters originating at stream diversions on the South Fork and Middle Fork of the Whitewater River, at about 7,200 feet elevation. The water is currently conveyed to the Banning Heights Mutual Water District via a flume and penstock system that is owned by Southern California Edison (SCE), under license by FERC (San Gorgonio Hydroelectric Project No. 344). The conveyance system is located in part on National Forest System lands managed by the San Bernardino National Forest (SBNF), and in part on City-owned lands. The conveyance system has been damaged by storms and erosion, and is not in operation for power generation; however, it continues to convey water. The system provides about 30 percent of the City s municipal water supply, and 100 percent of the Banning Heights Mutual Water Company s supply. SCE has applied to FERC to surrender its license; that application is currently under FERC review. Upon surrender of the license, SCE proposes to transfer ownership of the conveyance system to the City and its partner agencies. A summary of the system s history, current status, and ongoing regulatory proceeding may be found at the FERC web site: CONSULTANT QUALIFICATIONS Qualified consultants should be located in southern California. The SOQ must demonstrate strong capabilities in environmental review and permitting of complex infrastructure systems on National Forest System Lands within the past five years; experience permitting for water conveyance systems within the past five years; experience with USFS permitting within the past five years; the full range of NEPA and 05/19/15 1

4 CEQA analysis and compliance; and strong technical expertise in resource areas including but not limited to: Public utilities and services Public health and safety Surface hydrology Groundwater Biological resources Cultural resources Land use Geology and soils In addition, qualified consultants should have strong prior experience with county, city, and local districts, and a strong understanding of the FERC regulatory processes. The SOQ should demonstrate staffing capacity and availability to provide the needed services; ability to meet with City staff and other agencies on short notice; and ability to complete tasks and high-quality, professional, and legally defensible work products according to agreed-upon schedules. Specify any conflict of interest conditions and/or disclose the firm s or subconsultants prior work or ongoing work with other interested parties. 2.1 PROJECT ADMINISTRATION AND COORDINATION Kick-off Meeting Upon receipt of a written Notice to Proceed from the City of Banning, consultant shall conduct a kick-off meeting with the City and/or Participating Entities ( PE ) to review the scope of the project, develop a project schedule, and confirm deliverables. The project schedule shall include each task and subtasks, milestones, critical path designation and a schedule for progress meetings. Multi-Agency Coordination The City, has been working with Banning Heights, SCE and the San Gorgonio Pass Water Agency ( Pass Water ) for a number of years to secure control of the Flume, once SCE s Surrender Application has been accepted by the Federal Energy Regulatory Commission ( FERC ), which is anticipated to be handed down at any time. It is very important to coordinate with all participating Pes, as well as, other entities as needed. Project Milestone/Monthly Meetings Consultant shall prepare a project execution schedule with major milestones for approval. Consultant shall prepare regular progress reports each month. 05/19/15 2

5 2.2 QUALIFICATIONS AND UNDERSTANDING This section should describe one or more proposed strategies for achieving the objectives of the RFQ. It should provide a description of environmental services tasks that will be needed to complete the project objective, including a list of anticipated documents and technical studies needed, and list of local, state, and federal agencies that are likely to be involved. The narrative should include a description of the logical progression of tasks and efforts and estimated schedule for the completion of the work. Please note that the City has not identified a specific scope of work. The Qualifications and Understanding section of the SOQ should demonstrate the consultant s understanding of the project, and its ability to develop a detailed scope, including schedule and budget, in collaboration with the City. The overall permitting strategy may necessitate a phased process, such that only the initial tasks and budget can be specified at this time. In addition, please provide descriptions of no more than four comparable projects the firm has completed. Each Consultant must provide the following information about their company so the City can evaluate the Consultant s stability and ability to support the commitments set forth in response to the RFQ. It is imperative the Consultant s proposal fully address all aspects of the RFQ. The proposal must provide the City Staff with clearly expressed information concerning the Proposer s understanding of the City s specific requirements which would result in the conduct of this study in a thorough and efficient manner. The Consultant shall outline their company s (or team s) background, including: How long the company has been in business, plus a brief description of the company history, size and organization. Consultant qualifications to complete the scope of services and a statement of understanding of the work involved to complete this assignment. 2.3 PROJECT TEAM Each Consultant must provide the following information about their project team. Primary point of contact, person responsible for overall corporate commitment (must be a company principal or officer) and project manager. Describe the responsibilities of the individuals and extent of involvement with the project. Identify and list key individuals proposed for the project team. Describe the responsibilities of the individuals and extent of involvement with the project. All key personnel listed should have current names, titles and telephone numbers and be listed on at least one of the supplied client references who are familiar with work performed by the individual in a similar capacity. References will be contacted as part of the selection process. 05/19/15 3

6 Clearly identify project sub consultants, how long the prime and sub have worked together and the reason why they were selected. Consultants are encouraged to support small businesses where ever possible. 2.4 REFERENCES The Consultant shall supply a minimum of 3 references from agencies with projects of similar nature. Each reference shall contain: Client name and contact information Project description Role of key project team members. Only references of the prime consultant shall be considered, or references from project teams that have completed at least 3 projects together. The Consultant shall also list projects completed for other agencies. 2.5 SCHEDULE The consultant shall provide a project schedule indicating key milestones and activities. 2.6 WORKSHOPS AND MEETINGS Additionally, it is estimated that the consultant will be required to attend ten (10) meetings located at City Hall, Banning, California. The meetings will be held between staff, Consultant, and participating entities. A fee reflecting this requirement shall be included in the proposal. 3.0 PROPOSAL SUBMISSION 3.1 RFQ TIME SCHEDULE Request for Proposal Available Wed., May 20, 2015 Inquiry 1:00 p.m. Tues., May 26, 2015 Proposals 10:00 a.m. Mon., June 1, 2015 Final Selection Thurs., June 11, 2015 City Council Approval Tues., June 23, 2015 Notice to Proceed (Tentative) Tues, July 21, /19/15 4

7 3.2 NUMBER OF COPIES AND DELIVERY Four (4) copies of the proposal shall be submitted to the following address: City of Banning City Clerk s Office 99 E. Ramsey Street P.O. Box 998 Banning, CA The proposal title, consultants name and deadline information shall be clearly identified on the submission package and cover page. Submission deadline is Monday, June 1, 2015 at 10:00 a.m. Proposals submitted after that time shall not be considered. All questions regarding the scope of work shall be submitted to Holly Stuart, Public Works analyst at the address above or via at 3.3 FORMAT AND CONTENT Proposals shall be printed on 8 ½ X 11 paper, single sided in a 10 point Arial font and be limited to 25 pages excluding the cover letter, resumes and any appended information. Proposals should address the following items in order of appearance: Cover letter The cover letter shall be provided which explains the firm s interest in the project. The letter shall contain name/address/phone number of the person who will serve as the firm s principal contact person. Qualifications of Firm/Project Team Provide names, titles and responsibilities of key personnel who will be responsible for the management of the project. Include qualifications, resumes, experience of each, and length of time with the company. References Give at least three (3) references for projects of similar size and scope, including at least three (3) references for projects completed during the past five years. Include the name and organization, a brief summary of the work, the cost of the project and the name and telephone number of a responsible contact person. Strategy and Implementation Plan Prepare a list of tasks to address the Scope of Work. Describe the firm s interpretation of the City s objectives with the regard to this RFP. Describe the proposed strategy and/or plan for achieving the objectives of the RFP. The narrative should include a description of the logical progression of tasks and efforts. Also include an explanation of the type of technology that will be used. This section shall also include a time schedule for the completion of the project and an estimate of time commitments from City staff. 05/19/15 5

8 Proposed quality assurance program (QA/QC) Explain the firm s quality assurance program and the proposed approach for implementing the plan with this project. Fee Proposal: One set in a separate sealed envelope The Fee Schedule in a separate envelope shall be broken down on separate sheets as follows: A Not to Exceed fee for all services. Man-hours and billing rates per classification of personnel will be indicated for each task and/or subtask. Provide a complete list of costs per task and/or subtask and a total fee for the proposal, including expected reimbursable expenses (non-binding), for completion of the scope of services set forth in the proposal. A current hourly Fee Schedule for Fiscal Year 2014/2015 and classification of personnel for the firm, along with the type of work they and any sub consultants will perform, is also required. All printing and reproduction costs, research, meetings, mileage, telephone usage, general office supplies and overhead, etc., shall be included in the proposal and its Not to Exceed Fee schedule. Proposals should be prepared in a straight forward manner. Note: A separate fee schedule is required for each project location. 3.4 PROPOSAL EVALUATION Proposals will be evaluated based on the following criteria: Responsiveness to the RFP. Consultant qualifications, project understanding, and overall experience. Technical Competency. Results of reference checks. Project Schedule. Proposed QA/QC plan. Proposal Fee. 3.5 NEGOTIATIONS In an effort to manage the resources available for this project, the City may find it necessary to negotiate tasks, include contingencies for additional meetings or workshops, and address other factors identified by the Proposer not contemplated in this document or the City s standard agreement. 05/19/15 6

9 4.0 CONTRACT REQUIREMENTS AND SUBMITTALS 4.1 CITY OF BANNING REQUIREMENTS The Contract will be presented to Council for approval. Please provide a copy of the attached City agreement to your legal team and insurance provider, if you are selected for Final Evaluation. This will expedite the process. A purchase order will not be granted until the contract is signed and all insurance requirements are satisfied. 05/19/15 7

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