CITY OF CHINO HILLS. Request for Proposals (RFP) for Water Fixed Assets Assessment Study

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1 CITY OF CHINO HILLS Request for Proposals (RFP) for Water Fixed Assets Assessment Study Date: April 15, 2014 Department: Project Name: Proposal Due Date: Public Works Department Water Fixed Assets Assessment Study May 15, 2014 Time: 2:00 P.M. Proposals must be submitted to the: Proposal Information Format: City of Chino Hills City Clerk s Office City Center Drive Chino Hills, CA Proposals will be received by the City of Chino Hills, hereinafter called the City, at the office of the City Clerk, City Center Drive, Chino Hills, California 91709, until 2:00 p.m., May 15, Each Proposal must be submitted in a sealed envelope, addressed to the City at the abovereferenced address. Each sealed envelope containing a Proposal must be plainly marked on the outside as Proposal for: Water Fixed Assets Assessment Study, and Proposer s name and address, if applicable. The sealed envelope containing the proposal must be enclosed in another envelope addressed to the City of Chino Hills, c\o City Clerk, City Center Drive, Chino Hills, California Submittal of three copies of the proposal is required. Consultants fee schedule, reimbursable and overhead costs are to be submitted in a separate sealed envelope clearly marked Cost Proposal for Water Fixed Assets Assessment Study at the time of submission of the proposal. Copies of the Request for Proposals may be obtained at the Public Works Department of the City of Chino Hills, City Center Drive, Chino Hills, California Questions regarding the Request for Proposal should be directed to Cheryl Yeamans, Management Analyst, (909) , cyeamans@chinohills.org. 1

2 The Proposal shall include, as a minimum: 1. A statement that this RFP shall be incorporated in its entirety as a part of the Consultant s quote. 2. A Statement of Qualifications applicable to this project including the names, qualifications, and proposed duties of the Consultant s staff to be assigned to this project; a listing of recent similar projects completed including the names, titles, addresses, and telephone numbers of the appropriate persons which the City can contact. 3. A written statement indicating schedule for the vendor to meet with City staff face-to-face to describe drafts and final report. 4. A statement that all charges for services will be a Not-To-Exceed fee, as submitted with and made part of said Consultant s quote. 5. A copy of the Consultant s hourly rate schedule and a written statement that said hourly rate schedule is part of the Consultant s quote for use in invoicing for progress payments and for extra work incurred that is not part of this RFP. 6. A written statement by the Consultant that all federal laws and regulations shall be adhered to notwithstanding any federal, state or local laws and regulations. In case of conflict between federal, state, or local laws or regulations, the strictest shall be adhered to. 7. A written statement by the Consultant shall allow all authorized federal, state, county, and the City of Chino Hills officials access to place of work, books, documents, papers, fiscal, payroll materials, and other relevant contract records pertinent to this project. All relevant records shall be retained for at least three years. 8. A written statement that the Consultant will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. 9. A written statement that the Consultant shall comply with the California Labor Code. Pursuant to said regulations entitled: Federal Labor Standards provisions; Federal Prevailing Wage Decision; and State of California Prevailing Wage Rates, respectively. 10. A written statement that the Consultant shall comply with the Copeland Anti-kickback Act (18 USC 874 C) and the implementation regulation (29 CFR 3) issued pursuant thereto, and any amendments thereof. 11. A description of Consultant s approach to the work and a complete analysis of staff hours required of each individual to be assigned to the project. The estimated hours shall identify each task to be done and the assigned individual s level of effort. 12. A written statement the Consultant will be available to meet with City staff a minimum of twice a month and also be available by phone as needed. Description/Background: Provide a comprehensive study of infrastructure to manage assets in such a way that the investment for each asset can be optimized, thereby producing a reduction in capital budgets and operating expenditures, and efficient and cost-effective maintenance program based on risk, and an overall reduction in the cost of capital. 2

3 Scope of Work: The City of Chino Hills is soliciting proposals from qualified firms to perform all City Water fixed asset appraisal with subsequent annual updates for a total contract period of five years. The scope of these services will include site visits, inventory, appraisal, development of a fixed asset appraisal system, and replacement schedule. The City, represented by this RFP, has the following generalized objectives: a. Financial Reporting b. Insurance Reporting c. Accountability and Control d. Accurate Perpetuation of Systems e. Development of replacement costs and industry standards or defensible lifespans f. Development of a replacement reserve strategy A. Provide an inventory, historical costing, valuation and replacement costing of all City water fixed assets including but not limited to: Land and Land Improvements Building and Building Improvements Improvements other than Buildings (not including Infrastructure) Equipment Machinery Vehicles Furnishings Other Equipment Infrastructure- including all production and distribution facilities The City s capitalization policy threshold for fixed capital assets is an individual cost of more than $5,000. B. The consultant shall adhere to the City s Comprehensive Annual Financial Report and Government Accounting Standards. C. The consultant shall be responsible for research necessary to obtain information for accurate valuation of any fixed asset. D. The consultant will prepare a comprehensive narrative report describing the methodology, scope, procedures and definitions used in the services. E. Prepare the certified cost reports supporting the inventory and valuation of the City water assets. The reports provided should include, at a minimum, the following: Fixed assets by, program, section, site/location, and class Fixed assets by site/location, class, program, and section, Fixed assets by class, program, section, and site/location. Fixed assets by expected retirement dates, by department, site/location, and class, including historical value and replacement costs. Reports will include quantity, description, acquisition date, original cost, estimated useful life and replacement cost 3

4 F. Prepare a comprehensive list of parcels covered by the assessment which will include at a minimum: Parcel number, Parcel location, water facility type (ie, well, booster station, water lines, etc), owner of the parcel, agreements, easements, ownership of property, date of acquisition. G. Create a replacement cost reserve strategy, recommending annual and reserve funding to cover capital expenditures. The purpose of the analysis is to determine the amount which should be maintained from year to year to minimize the need for spikes in water rates or additional debt financing. Deliverables: The successful proposer shall provide: Proposal Contents: To assure uniformity of content and to allow effective evaluation of the proposals by the City, proposals shall be in the following order: 1. Statement of name, location and form of business, ownership and officers/principals. A. Provide legal name of business and location of incorporation, address used for legal process, address of office providing services (if different from that used for legal process), and form of business (corporation, professional corporation, partnership, sole proprietorship, limited liability corporation, limited liability professional corporation, etc.). If a partnership, list partners, names and percentage of ownership of each partner. If the business is any form of a privately held corporation, list shareholders that hold individually more than ten percent (10%) of the total shares. If the business is any form a publicly held corporation, list individual shareholders that control more than a ten percent (10%) of the outstanding shares. State the names and title of all officers and/or principals of the business. 2. Statement of business ability to legally provide services being requested by the City. A. Please state relevant information as to the legal ability of the proposing business to offer the services being requested in Chino Hills, California. 3. Proposed Project Staff and Individual Experience applicable to the project A. The proposed project organization and key staffing for the project shall be presented. Key individuals must be presented by name. Summaries of individual experience should reflect project specific requirements. 4. Firm s experience in the last five years related to the project. A. The proposal shall include five examples of the firm s related projects within the last five years that demonstrate ability to provide services for this project. It shall include a description of the project, the services provided, the duration of the project and the contract value. Three of the five examples must include a government entity. 5. Project specific references A. The proposal shall include five customer references including organization, contact information, and project name and contract value. At least three must be a government entity. 4

5 6. Priced proposal break down A. A priced proposal shall be submitted that includes the following: i. Payment Schedule Includes the estimated hours and cost related to the defined tasks for ii. Hourly Rate Schedule Includes the inclusive hourly rates by staff/position level. iii. Separate price breakdown for semi-monthly face-to-face meetings with City staff at City offices. 7. Annual Update Schedule Includes the estimated hours and cost related to providing annual updates through June 30, Proposed Timeline: Pre-Bidders Conference (MANDATORY Phone call in is acceptable) May 6, 2014 at 10:00am to 11:30am. The location will be the City of Chino Hills City Yard La Palma Avenue, Chino, CA RSVP by May 1, 2014 (909) or cyeamans@chinohills.org. Mid May 2014 Late May 2014 June 2014 July 2014 December 2014 RFP due Selection of Consultant Initial meeting with Consultant Information submitted to Consultant Study completed by Consultant The City reserves the right to amend timeline. Administrative Elements: 1. The Consultant shall assign a responsible representative and an alternate to perform the assigned tasks. Both staff members shall be identified in the proposal. The Consultant s representative will be responsible for all duties from contract negotiations through project completion. If the primary representative is unable to continue with the project, then the alternate representative will become the primary representative. Any other changes in responsible representative must be approved, in advance, by the City. The City will have the right to reject other proposed changes in personnel and may consider any other changes in responsible personnel a breach of contract. 2. The Consultant shall provide a Fee Schedule outlining all applicable hourly rates and costs for services. The proposal shall provide a breakdown of fees associated with each project task for every alternative. Consultant shall also submit a Not-to-Exceed total fee for the project in a separate sealed envelope, which shall include all work necessary to complete the project design. 3. The Consultant shall provide all necessary personnel, instruments, equipment, and materials to perform the described services. 5

6 4. Evaluation Criteria: The information submitted will be evaluated by the City of Chino Hills. The evaluation will consider the following criteria when reviewing each proposal. a. Approach to the work including, but not limited to, task breakdown and staffing, sixty percent (60%). b. Reports of references, and the experience and technical competence of the firm and key people on similar projects of equal complexity, forty percent (40%). The City of Chino Hills reserves the right to accept or reject any or all proposals or to waive any defects or irregularities in the proposals or selection process. The City will only contract for a fair and reasonable price. Professional Services Agreement: The City has provided a copy of the Agreement for Professional Services. Please review this agreement and provide the City with a written statement of your firm s willingness to accept the terms of the agreement. Prevailing Wages: The Proposer agrees to abide by the requirements under Section 1773 of the Labor Code of the State of California for general prevailing wages where it is applicable. Insurance: 1. Insurance Requirements. Proposer shall provide and maintain insurance acceptable to the City Attorney in full force and effect throughout the term of this Agreement, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Proposer, its agents, representatives, or employees. Insurance is to be placed with a current A.M. Best s rating of no less than A:VII. Proposer shall provide the following scope and limits of insurance: a. Minimum Scope of Insurance. Coverage shall be at least as broad as: (1) Insurance Services Office form Commercial General Liability coverage (Occurrence Form CG 0001). (2) Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, including code 1 any auto and endorsement CA 0025, or equivalent forms subject to the written approval by the City. (3) Workers Compensation insurance as required by the Labor Code of the State of California and Employer s Liability Insurance and covering all persons providing service on behalf of the Proposer and all risks to such persons under this Agreement. (4) Errors and Omissions liability insurance appropriate to the Proposer s profession. 6

7 b. Minimum Limits of Insurance. Consultant shall maintain limits of insurance 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 the activities related to this Agreement 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) Worker s Compensation and Employer s Liability: Worker s Compensation as required by the Labor Code of the State of California and Employer s Liability limits of $1,000,000 per accident. (4) Errors and Omissions Liability: $1,000,000 per occurrence. 2. Other Provisions. Insurance policies required by this Agreement shall contain the following provisions: a. All Policies: Each insurance policy required by this paragraph shall be endorsed and state the coverage shall not be suspended, voided, canceled by the insurer or either party to this Agreement, reduced in coverage or in limits except after 30 days prior written notice by Certified mail, return receipt requested, has been given to the City. b. General Liability and Automobile Liability Coverages: (1) City, its officers, officials, employees and volunteers are to be covered as additional insured as respects: liability arising out of activities Proposer performs, products and completed operations of Proposers; premises owned, leased or hired or borrowed by Proposer. The coverage shall contain no special limitations on the scope of protection afforded to City, its officers, officials, employees or volunteers. (2) Proposer s insurance coverage shall be primary insurance as respects to City, its officers, officials, employees or volunteers and shall apply in excess of, and not contribute with, Proposer s insurance. (3) Proposer 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. (4) Any failure to comply with the reporting or other provisions of the policies including the breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers. c. Worker s Compensation and Employer s Liability Coverage. Unless the City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and agents for losses arising from work performed by Consultant for City. 3. Other Requirements. Consultant agrees to deposit with City, at or before the effective date of this Agreement, certificates of insurance necessary to satisfy City that the insurance provisions of this Agreement have been complied with. The City Attorney may require the Proposer furnish the City 7

8 with copies of original endorsements effecting coverage required by this Section. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified copies of all required copies of all required insurance policies, at any time. a. Proposer shall furnish certificates and endorsements from each subcontractor identical to those Proposer provides. b. Any deductibles or self-insured retention must be declared to and approved by City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or selfinsured retention as respects the City, its officers, officials, employees and volunteers; or the Proposer shall procure a bond guaranteeing payment of losses and related investigations, claim administration, defense expenses and claims. c. The procuring of such required policy or policies of insurance shall not be construed to limit Proposer s liability hereunder to fulfill the indemnification provisions and requirements of this Agreement. Subcontracting: The Proposer may utilize the services of specialty Subconsultants on those parts of the work that, under normal contracting practices, are performed by specialty Subconsultants. Unless a specific Subconsultant is listed by Proposer, Proposer is representing to City that Proposer has all appropriate licenses, certifications, and registrations to perform the work hereunder. After submission of his/her proposal, the Proposer shall not award work to any unlisted Subconsultant(s) without prior written approval of the City. The Proposer shall be fully responsible to the City for the performance of his/her Subconsultants, and of persons either directly or indirectly employed by them. Nothing contained herein shall create any contractual relation between any Subconsultant and the City. Should you have any questions regarding this Request for Proposals, please contact Cheryl Yeamans by , cyeamans@chinohills.org, or by phone (909)