Storm Drainage Master Plan Update

Agency:	City of Elk Grove
State:	California
Type of Government:	State & Local
NAICS Category:	237110 - Water and Sewer Line and Related Structures Construction 541310 - Architectural Services 541330 - Engineering Services
Posted Date:	Oct 26, 2023
Due Date:	Nov 30, 2023
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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CITY OF ELK GROVE

Request for Proposals

For

Storm Drainage Master Plan Update

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by 2:00 PM Thursday, November 30th, 2023

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Consultants

(Consultant(s)) for Storm Drainage Master Plan Update in accordance with the included

specifications, terms, and conditions shown in this Request for Proposals (RFP).

Prospective respondents are advised to read this information over carefully prior to

submitting a proposal.

One signed original, five (5) copies, and one USB Flash Drive copy of the proposal must

be submitted to the Office of the City Clerk by 2:00 PM on November 30th, 2023. Proposal

shall be submitted in a sealed envelope clearly marked Storm Drainage Master Plan

Update and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

Questions regarding this RFP are to be directed by e-mail to: Jose Gomez, Senior Civil

Engineer, jgomez@elkgrovecity.org with a copy to Andrea Koerner, Administrative

Analyst, akoerner@elkgrovecity.org . Such contact shall be for clarification purposes only.

The City must receive all questions no later than Friday, November 10th, 2023. Material

changes, if any, to the scope of services or proposal procedures shall only be transmitted

by written addendum and posted to the City website. Addendums and answers to

submitted questions will be available via the City of Elk Grove website under “Notice” for

the RFP announcement. Addendums shall be acknowledged, signed and submitted with

the proposal.

Proposals shall not be accepted by fax or electronically.

Late Proposals:

Proposals arriving after the specified date and time shall not be considered, nor shall late

proposals be opened. Each Consultant assumes responsibility for timely submission of

its proposal.

Withdrawal or Modifications of Proposals:

Any proposal may be withdrawn or modified by a written request signed by the Consultant

and received by the City Clerk prior to the final time and date for the receipt of proposals.

Once the deadline is past, Consultants are obligated to fulfill the terms of their proposal.

Proposal Acceptance and Rejection:

The City reserves the right to accept any proposal, to reject any and all proposals, and to

call for new proposals, or dispense with the proposal process in accordance with the Elk

Grove Municipal Code.

Proposal Evaluation and Award:

Evaluation shall be made based on the criteria noted in Attachment A: Evaluation and

Selection Criteria. A contract may be awarded to the responsible Consultant who best

meets the City’s needs by demonstrating the competence and professional qualifications

necessary for the satisfactory performance of the required services, and shall not

necessarily be based on the lowest priced proposal, except as otherwise provided by law,

taking into consideration adherence to the included specifications. A contract may be

awarded to the next responsible Consultant if the successful Consultant refuses or fails to

execute the contract. All Consultants that were not selected by the City shall be notified

in writing. Nothing herein shall obligate the City to award a contract to any responding

Consultant. Any contract awarded will be non-exclusive, and the City reserves the right

to seek services from other sources, in the City’s sole discretion.

Solicitation Process Schedule

The City intends to follow, but will not be bound by, the following schedule of events:

Clarification Due Date

Proposals Due Date

Consultant Interviews (if necessary)

Consultant Selection/Negotiation

Anticipated Award of Contract

Anticipated Notice to Proceed

10/25

11/10

11/30 @ 2:00 pm

1/8 – 1/19

1/22 – 2/9

4/10

4/15

Unless Consultant is a sole proprietorship, Consultant must be registered and in good

standing with the California Secretary of State within 14 days following notification of the

City’s intent to award a contract to Consultant and prior to execution of a final

contract. Failure to timely register with the Secretary of State may result in the City

awarding the contract to another Consultant. Additional information regarding the

registration process may be found on the Secretary of State’s website at:

https://bizfileonline.sos.ca.gov/.

Disclosure of Submitted Materials:

After selection and execution of the contract(s), (or prior thereto if required by law) all

information and materials provided in each submittal received is subject to disclosure

through a public records request pursuant to the California Public Records Act, or

otherwise as may be required by law. The City, in its sole discretion, may release any

submitted materials, regardless of whether such materials are marked by respondents as

confidential or otherwise as protected.

Waiver of Irregularities:

The City retains the right, in its sole discretion, to waive any irregularities in proposals that

do not comply with the strict requirements of this RFP, and the City reserves the right to

award a contract to a Consultant submitting any such non-compliant proposal, all in the

City’s sole discretion.

Validity of Pricing:

Consultants are required to provide a fee structure including the hourly rate of the

principals to be assigned to the matter, and proposed cost (line item descriptions and

pricing), and expense reimbursements levels, and total costs. No cost increases shall be

passed onto the City after the proposal has been submitted. No attempt shall be made to

tie any item or items contained in this RFP with any other business with the City; each

proposal must stand on its own.

No Guarantee of Usage:

Any quantities listed in this RFP are estimated or projected and are provided for tabulation

and information purposes only. No guarantee of quantities is given or implied by the City.

Consultant must furnish the City’s needs as they arise.

Demonstrations:

When required, the City may request full demonstrations prior to award. When such

demonstrations are requested, the Consultant shall respond promptly and arrange a

demonstration at a convenient location. Failure to provide a demonstration as specified

by the City may result in rejection of a proposal.

Use of Other Governmental Contracts:

The City reserves the right to reject any part or all of any proposals received and utilize

other available governmental contracts.

Qualification/Inspection:

Proposals will only be considered from Consultants normally engaged in providing the

types of services specified herein. By responding to this RFP, the Consultant consents to

the City’s right to inspect the Consultant’s facilities, personnel, and organization at any

time, or to take any other action necessary to determine Consultant’s ability to perform.

The City reserves the right to reject proposals where evidence or evaluation is determined

to indicate inability to perform. The City reserves the right to interview any or all

responding Consultants and/or to award a contract without conducting interviews.

Federal Requirements:

Should any portion of these services require the use of Federal funds, all Federal

requirements shall apply and all Consultants must consent to each certification and

assurance, which will be incorporated into the contract.

Piggybacking:

“Piggybacking” is a form of intergovernmental cooperative purchasing in which an entity

will be extended the same pricing and terms of a contract entered into by another entity.

Bidders are requested to indicate on the Bid if they will extend the pricing, terms and

conditions of an awarded contract, based on this bid, to other government agencies. If

the successful vendor agrees to this provision, participating agencies may enter into a

contract with the successful vendor for the purchase of the service and commodities

described herein based on the terms, conditions, prices, and percentages offered by the

successful vendor to the City. Minor changes in terms and conditions may be negotiated

by participating agencies during the term and following the award of the contract. Any

such contract shall be entirely independent and separate from the City and City shall have

no obligation relating to any third party contract.

Payment Terms:

Payment shall be made as set forth in the contract attached hereto as Attachment B. In

submitting proposals under these specifications, Consultants should take into account all

discounts, both trade and time, allowed in accordance with the payment terms.

Performance:

It is the intention of the City to acquire services as specified herein from a Consultant that

will give prompt and convenient service.

Term of Contract:

The term of the contract will be for a specific period of time, commencing upon execution.

The City anticipates the contract to be for a term of two years with two one-year

extensions, at the option of the City. The City reserves the right to set the term for a period

deemed to be in the best interest of the City, and terminate the contract as set forth therein.

Amendments:

If, in the course of the performance of the contract, Consultant or the City proposes

changes to the services provided, and informal consultation with the other party indicates

that a change in the terms and conditions of the contract may be warranted, Consultant

or the City may request a change in the contract. The parties to the contract will meet to

discuss and negotiate the required documents. Upon completion of those negotiations,

the negotiated documents will be submitted to the City for approval. Upon approval by

the City, an amendment to the contract will be approved by all parties for the change to

be implemented. An amendment shall not render ineffective or invalidate any unaffected

portions of the Contract. Nothing in this section obligates the City to agree to any change

order or other amendment, and the City may withhold such agreement in its sole

discretion.

Service and support:

Consultants shall explain how all on-going service and support shall be handled by the

Consultant and the City of Elk Grove.

Records:

The Consultant shall maintain complete and accurate records with respect to labor costs,

material expenses, and other such information required by City that relates to the

performance of services under the contract. The Consultant shall maintain adequate

records of services provided in sufficient detail to permit an evaluation of the services. All

such records shall be maintained in accordance with generally accepted accounting

principles and shall be clearly identified and readily accessible and in a form acceptable

to the City, which the City may specify and change from time to time. The Consultant shall

provide free access to the representatives of City or its designees, at reasonable times, to

such books and records, shall give City the right to examine and audit said books and

records, shall permit City to make transcripts there from as necessary, and shall allow

inspection of all work, data, documents, proceedings, and activities related to the contract.

Such records, together with supporting documents, shall be maintained for City’s

inspection for a period of at least three (3) years after receipt of final payment.

(See next page for Guidelines for Proposal)

type	name(s)	due date	notice	details	posted
RFP	Storm Drainage Master Plan Update	11/30/2023 by 2:00 PM		View	10/25/2023

Storm Drainage Master Plan Update

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