EBMUD Adeline Maintenance Center Facilities Roofing Inspection (RFP #566-25-04)

REQUEST FOR PROPOSAL (RFP)
for EBMUD ADELINE MAINTENANCE
CENTER FACILITIES ROOFING
INSPECTION (RFP #566-25-04)
ADDENDA
Prospective bidders are responsible for reviewing any
published addenda regarding this bid at
ebmud.com/business-center
CONTACT
Maura Bonnarens, Senior Civil Engineer
(510) 287-1023
maura.bonnarens@ebmud.com
RESPONSE DUE
August 12, 2026
4:00 p.m. PST
SUBMIT ELECTRONICALLY TO*
Maura Bonnarens, EBMUD
maura.bonnarens@ebmud.com
*Hardcopy proposals will not be accepted
375 ELEVENTH STREET . OAKLAND . CA 94607-4240 . WWW.EBMUD.COM/BUSINESS-CENTER/

EAST BAY MUNICIPAL UTILITY DISTRICT
RFP for EBMUD ADELINE MAINTENANCE CENTER FACILITIES ROOFING INSPECTION
RFP #566-25-04
TABLE OF CONTENTS
I. STATEMENT OF WORK
A. SCOPE
B. PROPOSER QUALIFICATIONS
C. SPECIFIC REQUIREMENTS
II. CALENDAR OF EVENTS
A. NON-MANDATORY SITE WALK
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS
A. RFP ACCEPTANCE AND AWARD
B. EVALUATION CRITERIA/SELECTION COMMITTEE
C. PRICING
D. NOTICE OF INTENT TO AWARD AND PROTESTS
E. WARRANTY
F. INVOICING
IV. RFP RESPONSE SUBMITTAL INSTRUCTIONS AND INFORMATION
A. DISTRICT CONTACTS
B. SUBMITTAL OF RFP RESPONSE
C. RESPONSE FORMAT
ATTACHMENTS
EXHIBIT A - RFP RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS
EXHIBIT C - CONSULTING AND PROFESSIONAL SERVICES AGREEMENT TEMPLATE
EXHIBIT D - SCOPE OF WORK AND DELIVERABLES
EXHIBIT E - REFERENCE DRAWINGS REQUEST FORM
REV 3/26/25

EBMUD ADELINE MAINTENANCE CENTER FACILITIES ROOFING INSPECTION
I. STATEMENT OF WORK
A. SCOPE
It is the intent of these specifications, terms, and conditions to describe professional
roof and gutter inspection and condition assessment services for multiple facilities at
the Adeline Maintenance Center (AMC) located in Oakland, California.
East Bay Municipal Utility District (District) intends to award a contract to the
Proposer(s) who best meets the District's requirements.
The Adeline Maintenance Center (AMC) consists of several facilities constructed in the
1990s that have undergone normal wear and exposure to the elements. Several of these
facilities now exhibit signs of significant deterioration in their roofing systems. In 2002,
partial roof repairs were completed on several facilities, which included overlay foam
and localized patching under a 15-year warranty that has since expired. Portions of
these repairs now show blistering, leakage, and gutter corrosion, resulting in drainage
issues.
The District seeks a qualified consultant to inspect and document existing roof and
gutter conditions, determine remaining service life, identify visible and hidden damage,
and evaluate any maintenance or safety concerns. The resulting assessment will provide
guidance and preliminary cost estimates to determine whether targeted repair or full
replacement is most appropriate for each facility.
B. PROPOSER QUALIFICATIONS
1. Proposer Minimum Qualifications
a. Proposer, Proposer's principal, or Proposer's staff shall have been
regularly engaged in the business of providing roof inspection, condition
assessment, and rehabilitation design services for at least five (5) years.
b. Proposer shall be a certified roof inspection and consulting services
provider with demonstrated experience in evaluating metal and foam roof
systems similar to those installed at AMC facilities.
c. Proposer shall possess all permits, licenses, and professional credentials
necessary to perform services as specified under this RFP, including valid
California-Licensed Professional Engineer (PE) and Registered Roof
Consultant (RRC) credentials from the International Institute of Building
Enclosure Consultants (IIBEC), as applicable.
d. This contract is a public works contract. Prevailing wages are required for
this contract. All Proposers bidding on a public works project and all
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EBMUD ADELINE MAINTENANCE CENTER FACILITIES ROOFING INSPECTION
Subcontractors of any tier shall be registered with the State Department of
Industrial Relations pursuant to Section 1725.5 of the Labor Code.
C. SPECIFIC REQUIREMENTS
1. Contractor shall provide all services and materials needed to perform the services
at EBMUD's Administration Building (AB) at 375-11th Street, Oakland, CA 94607,
as described in Exhibit D - Scope of Work and Deliverables. A set of reference
drawings is available upon request, see Exhibit E -Reference Drawings Request
Form for additional information.
II. CALENDAR OF EVENTS
EVENT DATE/LOCATION
RFP Issued July 6, 2026
July 23, 2026 @ 1:30pm
at: EBMUD Adeline
NON-MANDATORY Site PST
Maintenance Center
Walk (Note: Contact
1100 21st Street,
maura.bonnarens@ebmud.
Oakland, CA.
com to reserve your seats)
Response Due August 12, 2026 by 4:00 p.m.
Anticipated Contract Start October 30, 2026
Date
Note: All dates are subject to change by District.
Proposers are responsible for reviewing https://www.ebmud.com/business-
center/requests-proposal-rfps/ for any published addenda. Hard copies of addenda
will not be mailed out.
A. NON-MANDATORY SITE WALK
Mandatory site walk/Proposal conference will be held to:
1. Allow the District to discuss the scope of the project.
2. Provide Proposers an opportunity to view a site, receive documents, etc.
necessary to respond to this RFP.
3. Provide an opportunity for Proposers to ask specific questions about the project
and request RFP clarifications.
4. Provide the District with an opportunity to receive feedback regarding the project
and RFP.
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EBMUD ADELINE MAINTENANCE CENTER FACILITIES ROOFING INSPECTION
All questions deemed to be pertinent by the District will be addressed in Addenda
following the site walk/Proposal conference.
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS
A. RFP ACCEPTANCE AND AWARD
1. RFP responses will be evaluated by the Selection Committee and will be scored
and ranked in accordance with the RFP section entitled "Evaluation
Criteria/Selection Committee."
2. The Selection Committee will recommend award to the Proposer who, in its
opinion, has submitted the RFP response that best serves the overall interests of
the District. Award may not necessarily be made to the Proposer with the lowest
overall level of effort or cost.
3. The District reserves the right to award to a single or to multiple General or
Professional Service Providers, dependent upon what is in the best interest of the
District.
4. The District has the right to decline to award this contract or any part of it for any
reason.
5. Any specifications, terms, or conditions issued by the District, or those included in
the Proposer's submission, in relation to this RFP, may be incorporated into any
purchase order or contract that may be awarded as a result of this RFP.
6. Award of contract. The District reserves the right to reject any or all proposals, to
accept one part of a proposal and reject the other, unless the proposer stipulates
to the contrary, and to waive minor technical defects and administrative errors,
as the interest of the District may require. Award will be made, or proposals
rejected by the District as soon as possible after proposals have been opened.
B. EVALUATION CRITERIA/SELECTION COMMITTEE
All proposals will be evaluated by a Selection Committee. The Selection Committee may
be composed of District staff and other parties that have expertise or experience in this
type of procurement. The Selection Committee will select a Proposer in accordance with
the evaluation criteria set forth in this RFP. The evaluation of the RFP responses shall be
within the sole judgment and discretion of the Selection Committee.
The Selection Committee will evaluate each RFP response meeting the qualification
requirements set forth in this RFP. Proposer should bear in mind that any RFP response
that is unrealistic in terms of the technical or schedule commitments, or unrealistically
high or low in level of effort or cost, will be deemed reflective of an inherent lack of
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EBMUD ADELINE MAINTENANCE CENTER FACILITIES ROOFING INSPECTION
technical competence or indicative of a failure to comprehend the complexity and risk
of the District's requirements as set forth in this RFP.
RFP responses will be evaluated and scored according to the Evaluation Criteria below
and scored according to a zero to five-point scale. The scores for all Evaluation Criteria
will then be added to arrive at a weighted score for each RFP response. An RFP response
with a high weighted total will be ranked higher than one with a lesser-weighted total.
The Evaluation Criteria are as follows:
Evaluation Criteria Weighting
A. Firm Qualifications and Relevant Experience: 20%
RFP responses will be evaluated against the RFP specifications and the
questions below:
1. The firm's demonstrated experience in providing roofing inspection
services on projects of similar scope, complexity, and building type.
2. The firm's overall technical capabilities, specialized knowledge, and
proficiency in roofing inspection practices-including established
methodologies, quality control procedures, and use of inspection
technologies.
3. Do the individuals assigned to the project have experience on similar
projects?
4. Are resumes complete and do they demonstrate backgrounds that
would be desirable for individuals engaged in the work the project
requires?
5. How extensive is the applicable education and experience of the
personnel designated to work on the project?
B. Cost: 15%
The points for Cost will be computed by dividing the amount of the lowest
responsive RFP response received by each Proposer's total proposed cost.
While not reflected in the Cost evaluation points, an evaluation may also be
made of:
1. Reasonableness (i.e., does the proposed pricing accurately reflect the
Proposer's effort to meet requirements and objectives?);
2. Realism (i.e., is the proposed cost appropriate to the nature of the
products and services to be provided?); and
3. Affordability (i.e., the ability of the District to finance this project).
Consideration of price in terms of overall affordability may be controlling in
circumstances where two or more RFP responses are otherwise judged to
be equal, or when a superior RFP response is at a price that the District
cannot afford.
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EBMUD ADELINE MAINTENANCE CENTER FACILITIES ROOFING INSPECTION
C. Methodology: 15%
RFP responses will be evaluated against the RFP specifications and the
questions below:
1. Does the methodology depict a logical approach to fulfilling the
requirements of the RFP?
2. Does the methodology match and contribute to achieving the objectives
set out in the RFP?
D. Implementation Plan and Schedule: 15%
RFP responses will be evaluated against the RFP specifications and the
questions below:
The proposed plan and schedule should clearly address all required work
activities outlined in this RFP. Each task-such as inspections, testing,
reporting, reviews, and technical presentations, among others-should be
allocated an appropriate and reasonable timeframe that supports timely
and efficient project delivery.
E. Interview: 15%
The District may invite selected proposers to participate in an oral
interview. The oral interview may consist of standard questions asked of
each of the selected proposers and specific questions regarding the specific
RFP response.
F. References (See Exhibit A - RFP Response Packet): 10%
If a short list process is used for a solicitation, references are only
performed on the shortlisted Proposers and the score for reference checks
is not included in the preliminary short list score.
G. Contract Equity Program: 10%
Proposer shall be eligible for SBE or DVBE preference points if they are a
certified small business entity, as described in the guidelines contained in
Exhibit A-Contract Equity Program, and they check the appropriate box,
requesting preference, in Exhibit A-Proposer Information and Acceptance.
Qualified DVBEs and/or SBEs will receive an additional 5 points to their total
score.
C. PRICING
1. Prices quoted shall be firm for the first 12 months of any contract that may be
awarded pursuant to this RFP.
2. All prices quoted shall be in United States dollars.
3. Price quotes shall include any and all payment incentives available to the District.
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EBMUD ADELINE MAINTENANCE CENTER FACILITIES ROOFING INSPECTION
4. Proposers are advised that in the evaluation of cost, if applicable, it will be
assumed that the unit price quoted is correct in the case of a discrepancy
between the unit price and extended price.
5. Prevailing Wages:
All Contractors proposing on a public works project and all Subcontractors of any
tier shall be registered with the State Department of Industrial Relations
pursuant to Section 1725.5 of the Labor Code.
The Contractor shall post a copy of the general prevailing rate of per diem wages
at the jobsite pursuant to Section 1773.2 of the Labor Code of the State of
California.
Pursuant to the provisions of Division 2, Part 7, Chapter 1, Article 2, and any
amendments thereof of the Labor Code of the State of California, the Contractor
and any Subcontractor shall pay not less than the specified prevailing rate of
wages to all workers employed in the execution of the contract.
The Contractor shall, as a penalty to the State or the District, forfeit Twenty-Five
($25.00) Dollars for each calendar day, or portion thereof, for each worker paid
less than the stipulated prevailing rates for any work or craft in which such
worker is employed under the contract by the Contractor or by any
Subcontractor. The difference between such stipulated prevailing wage rates and
the amount paid to such worker for each calendar day or portion thereof for
which each worker was paid less than the stipulated prevailing wage rate shall be
paid to each worker by the Contractor. The Contractor shall comply with the
provisions of Section 1776 of the Labor Code of the State of California. For all
classes of work not specified herein, the minimum wage shall be that specified
for general laborer.
The specified wage rates are minimum rates only and the District will not
consider and shall not be liable for any claims for additional compensation made
by the Contractor because of payment by Contractor of any wage rate in excess
of the general prevailing rates. All disputes in regard to the payment of wages in
excess of those specified herein shall be adjusted by the Contractor at his own
expense.
The holidays upon which such rates shall be paid shall be all holidays recognized
in the collective bargaining agreement applicable to the particular craft,
classification, or type of worker employed on the project.
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EBMUD ADELINE MAINTENANCE CENTER FACILITIES ROOFING INSPECTION
D. NOTICE OF INTENT TO AWARD AND PROTESTS
At the conclusion of the RFP response evaluation process, all entities who submitted a
proposal package will be notified in writing by e-mail or USPS mail with the name of the
Proposer being recommended for contract award. The document providing this
notification is the Notice of Intent to Award.
Negotiations for a Consulting Services Agreement with a "not to exceed" contract price
(for time and expenses) will be scheduled shortly after the Notice of Intent to Award. If
an Agreement cannot be achieved, the District will proceed to negotiate with the next
highest ranked Proposer.
Protests must be in writing and must be received no later than seven (7) workdays after
the District issues the Notice of Intent to Award. The District will reject the protest as
untimely if it is received after this specified time frame. Protests will be accepted from
proposers or potential proposers only.
If the protest is mailed and not received by the District, the protesting party bears the
burden of proof to submit evidence (e.g., certified mail receipt) that the protest was
sent in a timely manner so that it would be received by the District within the RFP
protest period.
Proposal protests must contain a detailed and complete written statement describing
the reason(s) for protest. The protest must include the name and/or number of the
proposal, the name of the firm protesting, and include a name, telephone number,
email address and physical address of the protester. If a firm is representing the
protester, they shall include their contact information in addition to that of the
protesting firm.
Protests must be mailed, hand delivered, or emailed to the Manager of Purchasing,
Mailstop 102, East Bay Municipal Utility District, 1010 Franklin St., Oakland, CA 94607
or P.O. Box 24055, Oakland, California 94623. Facsimile and electronic mail protests
must be followed by a mailed or hand delivered identical copy of the protest and must
arrive within the seven workday time limit. Any proposal protest filed with any other
District office shall be forwarded immediately to the Manager of Purchasing.
In the event that the protest is denied, the protester can appeal the determination to
the requesting organization's Department Director. The appeal must be submitted to
the Department Director no later than five workdays from the date which the protest
determination was transmitted by the District, to the protesting party. The appeal shall
focus on the points raised in the original protest, and no new points shall be raised in
the appeal.
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EBMUD ADELINE MAINTENANCE CENTER FACILITIES ROOFING INSPECTION
Such an appeal must be made in writing and must include all grounds for the appeal and
copies of the original protest and the District's response. The proposal protester must
also send the Purchasing Division a copy of all materials sent to the Department
Director.
The Department Director will make a determination of the appeal and respond to the
protester by certified mail in a timely manner. If the appeal is denied, the letter will
include the date, time, and location of the Board of Directors meeting at which staff will
make a recommendation for award and inform the protester it may request to address
the Board of Directors at that meeting.
The District may transmit copies of the protest and any attached documentation to all
other parties who may be affected by the outcome of the protest. The decision of the
District as to the validity of any protest is final. This District's final decision will be
transmitted to all affected parties in a timely manner.
E. WARRANTY
1. Proposer expressly warrants that all services to be provided pursuant to any
contract awarded it arising from the Proposal will conform to the descriptions,
requirements, scope, and standards contained herein, including any submitted
qualifications, inspections, reports, recommendations, and other related
deliverables. Proposer expressly warrants that all services and deliverables
furnished pursuant to such award will be fit for the purpose(s) intended and
suitable for the use by the District in evaluating the condition, performance, and
repair of the roofing systems addressed under the contract. This warranty shall
survive any inspections, review, acceptance, payment, or contract termination for
any reason, by the District. Proposer warrants that all work, services, findings,
recommendations, and deliverables furnished hereunder shall be guaranteed for
a period of one year from the date of acceptance by the District.
F. INVOICING
1. Following the Districts acceptance of product(s) meeting all specified
requirements, and/or the complete and satisfactory performance of services, the
District will render payment within thirty (30) days of receipt of a correct invoice.
2. The District will notify the General or Professional Service Provider of any invoice
adjustments required.
3. Invoices shall contain, at a minimum, District purchase order number, invoice
number, remit to address, and itemized services description.
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