CITY OF CHINO HILLS. Request for Proposals (RFP) for On-Call and Emergency Repair Services Including Water and Sewer Systems

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1 CITY OF CHINO HILLS Request for Proposals (RFP) for On-Call and Emergency Repair Services Including Water and Sewer Systems February 18, 2016 Department: Public Works Proposal Due Date: March 17, 2016 Time: 2:00 P.M. Proposals must be submitted to the: City of Chino Hills Attn: City Clerk s Office City Center Drive Chino Hills, CA Proposal Information Format: 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., Thursday, March 17, Each Proposal must be submitted in a sealed envelope, addressed to the City at the above-referenced address. Each sealed envelope containing a Proposal must be plainly marked on the outside as Proposal for: On-Call and Emergency Repair Services Including Water and Sewer Systems, and Contractor s name and address, if applicable. If forwarded by mail, 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 two copies of the proposal is required. The Contractor s fee schedule, in the format provided, is to be submitted in a separate sealed envelope clearly marked Cost Proposal at the time of submission of the proposal. Copies of the Request for Proposal may be obtained at the Public Works Department of the City of Chino Hills, La Palma Dr., Chino California Questions regarding the Request for Proposal should be directed to Public Works at or via at publicworks@chinohills.org. Page 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 Contractor s proposal. 2. A Statement of Qualifications applicable to this project including the names, qualifications, state certifications, and proposed duties of the Contractor s staff to be assigned to this project; a listing of the five most recent, similar projects completed including the names, titles, addresses, and telephone numbers of the appropriate persons which the City can contact. 3. A written response to the Proposal Format for Resources sections in the proposal including the listing of resources, personnel, and pricing. 4. A written statement of contractor s ability to respond to an emergency site within 45 minutes of notification. 5. A written statement that the submitted fee schedule Exhibit A is part of the Contractor s proposal for use in invoicing for payments and for extra work incurred that is not part of this RFP. 6. A written statement by the Contractor that all federal laws and regulations shall be adhered to notwithstanding any 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 Contractor 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 upon request. All relevant records shall be retained for at least three years. 8. A written statement that the Contractor 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 Contractor 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 Contractor shall comply with the Copeland Antikickback Act (18 USC 874 C) and the implementation regulation (29 CFR 3) issued pursuant thereto, and any amendments thereof. Page 2

3 11. A written statement that the Contractor and any listed subcontractors must be registered with the Department of Industrial Relations (DIR) prior to submitting bids to any public work contracts. Failure to comply will make bids non-responsive. No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with DIR pursuant to Labor Code Section Description/Background The City has a need for an on-call and emergency responder for water and sewer system repair services. The intent of this proposal is to identify a qualified firm to perform this service. Equipment and labor prices will be established as a part of this RFP process, along with costs for materials typically required for the work to be performed. The contract may be awarded to more than one proposer. Scope of Work The successful proposer will be awarded a contract with an annual not to exceed amount with established prices for labor, equipment, and typical materials. Contractor shall provide all labor, material and equipment to perform system repair services as needed. The contract may be used for other projects as required by the City. Contractor will be asked to provide estimates for emergency repairs based upon the established fee schedule. On occasion, materials required may not be specifically established in the fee schedule. For those materials, the contractor will submit actual costs and be allowed a set mark up as established in the basic contract. All repairs will be required to meet the City of Chino Hills standard specifications for the Water and Sewer systems. Contractor shall warrant all work for a period of one year from final date of completion as agreed by the City of Chino Hills. The City and Contractor shall agree that no specific quantity of work is guaranteed to be provided to the Contractor under the term and conditions of the contact. The city does not guarantee that the Contractor will be assigned any specific project during the term of the contract. The contract duration shall be for a period of three years from the date of award and may be renewed on an annual basis not to exceed two additional years subject to the consent of the City Manager. The Contractor must have the ability to respond to emergency sites within 45 minutes. Page 3

4 Administrative Elements 1. The Contractor shall assign a responsible representative and an alternate to coordinate with City staff. Any other changes in responsible representatives 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 representatives a breach of contract. 2. The Contractor shall provide all necessary personnel, instruments, equipment, and materials to perform the described services. 3. The Contractor shall have a California class A license. Provide a list of all licenses. 4. Evaluation Criteria: The information submitted will be evaluated by the City of Chino Hills. The evaluation criteria to be used in the selection process will include but are not limited to the following: a. Approach to the work including, but not limited to, task breakdown and staffing, twenty percent (20%). b. Reports of references, and the experience and technical competence of the firm and key people on similar projects of equal complexity, thirty percent (30%). c. Available Equipment, fifteen percent (15%). d. Ability to respond, thirty-five percent (35%). 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. All submittals to the RFP will be date-time stamped upon receipt. Any submittals stamped as received after the date and time shown for bid submittal shall be rejected. Standard Agreement The City has provided a copy of the Standard Agreement (attached). Please review this agreement and provide the City with a written statement of your firm s willingness to accept the terms of the agreement. Please specifically identify each and every term of the agreement which your firm is unwilling to accept and the reason therefor. Page 4

5 Prevailing Wages The successful Contractor 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. Subcontracting The Proposer may utilize the services of specialty Subcontractors on those parts of the work that, under normal contracting practices, are performed by a specialty Subcontractor. It is understood that at least 50 percent of the work to be performed shall be performed by the successful Contractor. Any subcontractor used must adhere to the same terms and conditions as the successful Contractor. The Proposer is representing to City that Proposer and any subcontractor has all appropriate licenses, certifications, and registrations to perform the work hereunder. The Proposer shall be fully responsible to the City for the performance of his/her Subcontractors, and of persons either directly or indirectly employed by them. Nothing contained herein shall create any contractual relation between any Subcontractor and the City. Page 5

6 Proposal Format for Resources PROPOSER MUST FOLLOW THE FORMAT SHOWN BELOW WHEN SUBMITTING THE PROPOSAL AND IDENTIFY EACH SECTION AS DESIGNATED BELOW: Section 1. Equipment NOTE: If your company has a fee schedule please attach it as well as complete below. DESCRIPTION MAKE/MODEL/YEAR HOURLY RATE OVERTIME RATE LOCATION AFTER HOURS Large Excavator Small Excavator Back Hoe Compressor and Jack Hammer Dump Truck Pick-up or Van Truck and Flat Bed Trailer Dewatering Equipment By-pass Pump and Hose List all Other Equipment Below Section 2. Parts Mark-up Percentage mark-up to supply parts as needed % Page 6

7 Section 3. Labor If your company has a schedule of labor pricing, please attach it as well as complete below. Classification Journeyperson Group 1 Group 2 Group 3 Group 4 Group 5 Prevailing Wage (PW) Hourly Rate PW- Overtime Rate (OT) PW Double Time (DT) Rate Contractor s Mark-Up in Percentage Fully Burdened Rate Fully Burdened OT Rate Fully Burdened DT Rate Laborers General Foreman Foreman Group 1 General Group 2 Chute Man Group 3 Pipeline Group 4 Pipe Layer Group 5 Blaster Apprentice (85%) Operating Engineers General Foreman Foreman Group 1 Oiler Group 8 Universal Group 10 Mechanic/Certified Welder Carpenter General Foreman Journeyman Project Manager Pipe Layer Equipment Operator Page 7

8 Section 4. Experience and Qualifications a) Provide an overview of the company and resources to accomplish the requirements of this RFP. b) List work experience and qualifications of the Superintendent. c) List work experience and qualification of the Foreman. d) List work experience and qualification of the equipment operator. e) What training and qualifications do you require your equipment operators to maintain? f) Provide any other information that may be helpful in evaluating your company s ability to perform the proposed work. Section 5. Services Methodology Summarize the key features of your proposed services and describe how you intend to fulfill the requirements of this Proposal. Identify any variables or risks that could affect your ability to provide on-call services to the City, and how you intend to mitigate them. Section 6. Emergency Services What will be your procedure to respond to emergency calls? How will the City contact your company after hours, weekends, and holidays? How long will it take from the phone call until someone will be on the job site? Section 7. References List five references two references must be governmental agencies, three references must have used your company in a similar on-call and emergency basis in the last two years. Section 8. Licenses Provide copies of current Contractors license with the Proposal, one license must be a current California Class A license. Section 9. Other Information Include any other reasonable information. Page 8

9 Section 10. Example Water Main Project Item No Description Quantity Unit Unit Price Subtotal 1 Mobilization 1 Lump $ $ Sum 2 16 CML/CMC (12 Ga.) waterline 7 feet deep 100 Linear Feet $ $ 3 12 Ductile iron pipe water main 5 feet deep 4 16 resilient wedge gate valve 5 6 fire hydrant assembly (include gate valve, guard posts, and pavement markers) 7 Pavement removal (assume t=4 ), Disposal and Replacement (assume t=4) 100 Linear Feet $ $ 2 Each $ $ 1 Each $ $ 200 Square Feet $ $ $ $ Total bid Water Main Project Example (Sum of subtotals for Water) $ Page 9

10 Section 11. Example Sewer Main Project Item No Description Quantity Unit Unit Price Subtotal 1 Mobilization 1 Lump Sum $ $ 2 Furnish and install Linear Feet $ $ extra strength VCP sewer main Class B- 2 bedding; complete in place, tested and ready for operation 3 Furnish and install 4ft 2 Each $ $ diameter manhole; complete in place, tested and ready for operation 4 Furnish and install Linear Feet $ $ VCP sewer lateral 5 Trench shoring, 1 Lump Sum $ $ sheeting, and bracing 6 Prepare and 1 Lump Sum $ $ implement phasing/sewer bypass plan including but not limited to pumping, piping, trucks, monitoring, etc. (assume Q = 1,000 gpm) 7 Pavement removal 200 Square Foot $ $ (assume t=4 ), Disposal and replacement (assume t=4 ) 8 Provide testing and 100 Linear Feet $ $ video inspection of sewer main $ $ Total bid Sewer Main Project Example (Sum of subtotals for Sewer) $ Page 10

11 CITY OF CHINO HILLS On-Call and Emergency Repair Services Including Water and Sewer Systems Scope of Services The contract has an annual not to exceed amount with prices for labor, equipment, and typical materials as established in Exhibit A. Contractor will be asked to provide estimates for emergency repairs based upon the established fee schedule. On occasion, materials required may not be specifically established in the fee schedule. For those materials, the contractor will submit actual costs and be allowed a set mark up as established in the basic contract. The Contractor must respond to emergency sites within 45 minutes. Scope of Services The Contractor shall provide all labor, material and equipment to perform services which may include but not be limited to the excavation, procurement of materials, installation, backfill and paving and all other work necessary to complete the following types of work: 1. The repair and construction of Vitrified Clay Pipe (VCP) and Polyvinylchloride (PVC) sewer mains ranging from 6 to 3 in diameter. a. The repair and construction of sewer manholes b. The repair and construction of sewer cleanouts c. The repair and construction of sewer laterals d. Dewatering of excavations e. By pass pumping f. Traffic Control g. Site remediation and cleaning 2. The repair and construction of water mains (various materials including concrete cylinder, PVC, ductile iron pipe, and Concrete Mortar Lined and Coated (CML&C) steel ranging from 1 to 30 in diameter and related appurtenances. a. The repair and construction of system valves b. The repair and construction of pressure reducing valves c. The repair and construction of fire hydrants d. Dewatering of excavations e. Traffic Control f. Disinfection and flushing g. Site remediation and cleaning 3. The repair and construction of water and sewer pump stations and related appurtenances which may include mechanical, electrical and piping components. 4. The contractor may be called for other services not related to water and sewer. The City and Contractor agree that no specific quantity of work is guaranteed to be provided to the Contractor under the term and conditions of this Agreement. The City does not guarantee that the Contractor will be assigned any specific project during the term of the Agreement. Page 1