CITY OF ORANGE

REQUEST FOR PROPOSALS

FOR

As Needed Services

For

WELL MAINTENANCE AND REPAIRS

Proposal No. 178-40
ALL PROPOSALS MUST BE RECEIVED AND DATE/TIME STAMPED BY THE CITY CLERK’S OFFICE ON OR
BEFORE THE PROPOSAL DUE DATE. ANY PROPOSALS RECEIVED AFTER THE DUE DATE/TIME STATED WILL
BE RETURNED TO THE PROPOSERS UNOPENED.

PROPOSALS DUE: 2:00 p.m., Thursday – May 23, 2018

PLACE:
PLANS & SPECS AVAILABLE AT:
PROPOSAL INQUIRIES:
City Clerk’s Office, City of Orange – 300 E. Chapman Ave.
Public Works Department – Water Division, 189 S. Water
Street, Orange, CA 92866
Mr. Tuan Cao, PE
(714) 288-2475

Notice Inviting Proposals (Bids)

Project Description
Schedule of Events
Scope of Work
Proposal Requirements
General Requirements
Evaluation & Selection Process
Sample Contract

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 CITY OF ORANGE
NOTICE INVITING PROPOSALS
PROPOSAL NO. 178-40

PUBLIC WORKS DEPARTMENT

WATER DIVISION
189 S. WATER STREET
ORANGE, CALIFORNIA 92866-1591

INVITATION FOR PROPOSALS

The City of Orange, Water Division is seeking the services of a qualified, experienced contractor
to provide as needed/on call Well Maintenance and Repair services for City wells, pumps and
electric motors. The selection process will be based mainly on the contractors experience,
qualifications, innovation, prior experience with providing this type of service, ability to supply
specific materials as specified, and readiness to serve.

Parties interested in this project are asked to submit five (5) copies of the proposal and a separate
cost proposal no later than 2:00 PM on Thursday May 23, 2018 to:

Tuan Cao, PE
City of Orange, Water Division
189 S. Water Street
Orange, CA 92866
(714) 288-2475

The City of Orange reserves the right to reject any or all proposals, to waive any technicalities,
informalities, and irregularities, to accept or reject all or any part of the proposal, and to be the
sole judge of the suitability of the proposal offered.

Questions regarding this Notice Inviting Proposals should be directed only to Mr. Cao. If any
person or firm contemplating the submittal of a proposal in response to this Request for
Proposals is in doubt as to the true meaning of any part of this Request for Proposals, he/she may
submit to Mr. Cao a written request for an interpretation or correction thereof. Any
interpretation or correction of any part of this Request for Proposals will be made only by
addendum, duly issued by Mr. Cao. Copies of such addenda will be mailed or delivered to those
persons who have received this Request for Proposals

Proposals will be evaluated based upon the Evaluation Process & Criteria section listed in this
RFP. The selected Contractor will be notified once all proposals are evaluated. If the City elects
to move forward with the RFP process, proposals may be presented to the City Council for their
approval. The City may elect to conduct interviews of the top ranked contractors.

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The City reserves the right to reject any and all proposals and any item or items therein, and to
waive any non-conformity of proposals with this Notice Inviting Proposals, whether of a
technical or substantive nature, as the interest of the City may require.

Posted on City of Orange Website http://www.cityoforange.org/Bids.aspx from May 2 – May 23,

2018.

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 I. PROJECT DESCRIPTION

This project is to provide Annual Maintenance and Repair Services for the City of Orange-
Water Division’s (City) wells, pumps and electric motor assemblies, on an on-call, as-needed,
time-and-material basis for a period of three years with the option for two additional single year
extensions. The City’s intent is to enter into contract with one to two Contractors for the
provision of these services on an as-needed basis. The contractor shall be licensed (C-57) Well
Drilling Contractor in the State of California. The City expects that the total contract value of
the one-or-two Purchase Orders to be issued will be less than $400,000 per year. These
contract(s) may be renewed for two (2) additional one-year options should the parties mutually
agree. Any and all performance pursuant to these contracts shall be on an “on-call” or “as-
needed” basis. Any tasking shall be initiated solely by the City. Further, execution of a contract
by the City does not in any way guarantee that any tasking or request for on-call services will be
issued to any party. Moreover, execution of a contract by the City shall not entitle the other
party to any form of payment or compensation from the City without first having issued tasking
or request for services from the contractor.

Through this Maintenance Services Contract, the City wishes to have the Well Contractor (with
C-57 license) mobilize in less than 72 hours and perform work as requested by the City. Some
services may include, but are not limited to, repair, removal, installation, rehabilitation,
replacement of pumps, motors, well columns, base plates, lube assembly, etc., and the furnishing
of parts and labor in conjunction with such work. All work and general conditions shall be
performed in accordance with the current Standard Specifications for Public Works Construction
(the Green Book), the California State Water Resources Control Board, the American Water
Works Association (AWWA) Standards, and the National Electrical Manufacturers Association
(NEMA) Standards.

II. SCHEDULE OF EVENTS

May 2, 2018 Issuance of Request for Proposals

May 16, 2018 Deadline for Written Questions
May 23, 2018 Proposals Due by 2:00 PM
July 10, 2018 City Council Approval of Contract
July 23, 2018 Issuance of Notice-to-Proceed (est. date)

III. SCOPE OF WORK

Although the City is attempting to identify the limits and services required, this should not
necessarily limit the firm in the development of a scope it believes is necessary to meet the
City’s goals and objectives:

The Contractor shall furnish all material, labor, equipment, and supervision to perform the
maintenance and repair as requested by the City. The Contractor shall perform such work in a
thorough and professional manner.

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The Contractor shall secure the well site and its equipment at all-time throughout the duration of
work. The Contractor is also responsible for discharging of treated water after rehabilitation of
well into an appropriate drainage system in a manner that complies with NDPES regulations and
permits.

Currently, the City’s water system consists of 12 operational wells; specifically compose of 2
submersible Byron Jackson (BJ) pumps and motors, 10 water-lube pumps. The contractors
need to be aware that currently the City’s water-lube pumps use a proprietary “Water
Flush” bearing lubrication system. The successful contractor(s) will need to maintain and
repair this system, as needed, with the same components. Equivalent components will not be
accepted and would exclude the contractor from working on the wells, and would constitute a
breach of contract. The contractors also need to be a certified BJ dealer/installer in order to work
on the submersible BJ pumps and motors.

All wells are powered by electric motors ranging from 175 hp to 500 hp. The contractors are
required to service these motors periodically at the City’s request. These services include but are
not limited to removal of motor, clean, dip, bake, rewind, balance, voltage testing, replace
bearings, re-installation, and start-up.

The City also has the need to rehabilitate the existing wells when there is a decrease in capacity,
bacteriological problem, or other well production issue. The contractors are required to provide
appropriate tools, equipment, materials, and personnel to successfully complete the cleaning and
disinfection of the wells. Prior to commencement of work, the contractor and the City shall
discuss, review, and evaluate well records to recommend possible treatment methods depending
on the condition of each well. The contractor shall submit to the City a detail proposal including
the type of treatment, chemical uses, quantity, duration, man-hours, and cost for final approval.

IV. PROPOSAL REQUIREMENTS

Although the City requires no specific format, this section is intended to provide guidelines to
the firm regarding features that the City will look for and expect to be included in the proposal.

1. Content & Format

The City requests that proposals submitted be organized and presented in a neat and
logical format and are relevant to these services. Firm’s proposals shall be clear,
accurate, and comprehensive. Excessive or irrelevant material will not be favorably
received.
The proposal should include the following:
 Transmittal/offer letter signed by an individual authorized to act on behalf of
the firm
 Page numbering
 Index/Table of Contents
 Pictures of facility and equipment, charts, and graphic exhibits.
 Statement of Qualifications, Experience, and Reference
 Brief resumes of key staff
 Team Organization

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  Fee Schedule

2. Statement of Qualifications, Experience, and Reference

The information provided in this section should describe the qualifications of the firm
and key staff in performing projects within the past five years that are similar in scope
and size to demonstrate competence to perform these services. The projects listed
should be those that the key staffs named for this project were responsible for
performing.
 Names of key staff that participated on named projects and their specific
responsibilities
 The client’s name, contact person, addresses, and telephone numbers
 The Contractor shall list the name, address, and phone number of all
subcontractors that will perform specific work on the project
 A brief description of type and extent of services provided
 Completion dates (estimated, if not yet completed)
 Total costs of the projects
 List of qualified technical and support personnel
 List of competent and experienced service personnel to service the well and pump
assemblies
 List of rigs, equipment, etc., owned by the contractor and availability to fulfill the
scope of work in this RFP
 Proof or ability of contractor to provide specified Water Flush bearing parts (or
name of subcontractor that will perform this portion of work)
 Proof of Byron Jackson Certified Dealer/Installer (or plan to have a certified
installer/dealer present to monitor and certify that the installation was performed
per the required factory specifications for this equipment)

There should be included in the section “Brief resumes of key personnel” who will
provide these services demonstrating their qualifications and experience. Resumes
should highlight education, relevant experience, licenses, and specific responsibilities
for services described.

3. Team Organization

The purpose of this section is to describe the organization of the project team
including subcontractor and key staff. A project manager shall be assigned to be the
prime contact and be responsible for coordinating all activities with the City. An
organization diagram shall be submitted showing all key team members and
illustrating the relationship between the City, the project manager, key staff, and
subcontractor.

There also should be a brief description of the role and responsibilities of all key staff
and subcontractor identified in the team organization. A general methodology of how
the contractor would proceed upon receiving a work request from the City should also
be included in this section.

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 4. Fee Proposal

All Firms shall provide complete cost and billing schedules of current hourly billing
rates for each of the specialized skill, material, and support services. This fee
schedule shall remain in effective for the first twelve (12) months of the contract.

A work program together with a breakdown of labor hours by employee billing

classification together with the cost of non-labor and sub-contractor services shall be
included with the fee proposal. The labor breakdown shall be compiled based upon a
listing of work tasks that correlates with the firm’s defined scope of work for the
project proposal. This information will be used by the City staff to evaluate and
compare the reasonableness of the fee schedule and may be used in determining the
total cost for proposed work.

The firms will be ranked and the City shall select the one or two top ranked firms, at
the sole discretion of the City, and enter into contracts for the on-call, as-needed
services described above.

The firm shall prepare progress billings, reflective of the project schedule and the
scope of work completed, by line item and description.

V. GENERAL REQUIREMENTS

a) If the proposal is submitted by a corporation, it must be signed on behalf of the corporation

by the following combination of corporate officers: (i) the Chairman of the Board, the
President or any Vice President, on the one hand, AND (ii) the Secretary, an Assistant
Secretary, the Chief Financial Officer or an Assistant Treasurer, on the other hand. If the
proposal is submitted by a corporation under the signature of only one corporate officer or
representative or with a different combination of the foregoing corporate officers, it must be
accompanied by the original of a Secretary’s Certificate, to which is attached a corporate
resolution duly authorizing the named individual to consummate the transaction
contemplated by the proposal for and on behalf of the corporation.

b) If the proposal is submitted by a sole proprietorship, the owner's signature is acceptable.

c) If the proposal is submitted by a partnership, the signature of the managing general partner or
the general partner(s) authorized to bind the partnership to such transactions must appear on
the proposal.

d) If the proposal is submitted by a limited liability company and such company operates
through officers, it must be signed by at least two duly elected or appointed officers, as
follows: the chairman of the board, the president or any vice president, AND any secretary,
assistant secretary, the chief financial officers or any assistant treasurer.

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e) If the proposal is submitted by a limited liability company that operates through a manager or
managers, it must be signed by at least two such managers or by one manager if the limited
liability company operates with the existence of only one manager.

f) Proposals may be rejected if the proper documentation is not provided.

g) All proposals must be signed.

h) Prevailing Wages

Notice is hereby given that in accordance with California Labor Code Section 1720,
et seq., and 1770, et seq., as well as California Code of Regulations, title 8, Section
16000, et seq., (“Prevailing Wage Laws”), the Firm is required to pay not less than
the general prevailing rate of per diem wages for work of a similar character in the
locality in which the work or services pursuant to this Agreement are preformed and
not less than the general prevailing rate of per diem wages for holiday and overtime
work. In that regard, the Director of the Department of Industrial Relations of the
State of California is required to and has determined such general prevailing rates of
per diem wages. Copies of the State prevailing wage rates and the latest revisions
thereto are available on the Internet at www.dir.ca.gov. Firm shall fully comply with
all applicable federal and state labor laws (including, without limitation, if applicable,
the Prevailing Wage Laws).

VI. TERM OF CONTRACT

The initial term of the contract to be awarded pursuant to this solicitation for proposals will cover
three (3) fiscal years, commencing on or about July 1, 2018 and expiring on the last day of June,
2021 (the “Expiration Date”); provided, however, that the City will have the right to extend the
term of the contract for the following extensions and upon the following terms:

 Extension (the “First Extension Term”) commencing on July 1, 2021 and terminating on
June 30, 2022);

 Extension (the “Second Extension Term”) commencing on July 1, 2022 and terminating
on June 30, 2023; and

The City shall give written notice to the Contractor of the City’s intention to exercise each
Extension (if at all) no later than thirty (30) days prior to the end of the Expiration Date or the
then expiring Extension; provided, however, that the City’s notice of its intention to extend the
term of the Contract for each Extension shall be expressly conditioned upon and subject to the
approval by the City Council, in its sole and absolute discretion, of an amount sufficient to pay
the compensation set forth herein for each Extension as part of its annual budget approval
process prior to the beginning of each Extension. While the parties acknowledge that the City is
required to give its notice of intention to extend the term of the Contract not later than thirty (30)
days prior to the date that the initial term or then current Extension would otherwise end, it is
possible that the City Council’s approval of its annual budget and appropriation of funds for the
Extension in question may occur thereafter. Accordingly, if the City Council declines to approve

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and appropriate funds sufficient to pay the amount of compensation set forth herein for an
Extension, the Contract shall terminate and be of no further force and effect as of the expiration
of the initial term or the then current Extension. Moreover, in the event the City gives the
Contractor written notice exercising an Extension and the City Council decides to appropriate
funds sufficient to pay the amount of compensation for the Extension in question after the
Contractor has performed services under the Extension, the Contractor will be equitably
compensated for all services performed under any portion of an Extension through the date of
termination of the Contract.

VII. PREPARATION OF PROPOSAL

The preparation of the proposal, including visits to the site prior to submittal of the proposal,
shall be at the expense of the Proposers. All prices and notations must be typewritten or written
in ink. Any markings in pencil shall not form part of the proposal and shall be disregarded by
the City. Any changes or corrections in the proposal must be initialed in ink by the person
signing the proposal. No telephonic or telegraphic proposals are acceptable.

VIII. EXAMINATION OF PROPOSAL

Each Proposer is responsible for examining this Notice Inviting Proposals and submitting its
proposal complete and in conformance with these instructions.

IX. CONDITIONS OF SITE/WORK

Each Proposer shall carefully examine the documents and project site(s) to become fully
informed regarding all existing and expected conditions and matters which could affect
performance, cost or time of the work in any way.

X. DISCREPANCIES IN PROPOSAL DOCUMENTS

If any person contemplating submitting a proposal is in doubt as to the true meaning of any part
of the plans, specifications or other proposed contract documents, or finds discrepancies in, or
omissions from, the drawing or specifications, he/she shall request, in writing, for an
interpretation or correction thereof. The person submitting such a request shall do so no later
than seven (7) calendar days prior to proposal due date. Submit to Mr. Tuan Cao. All such
interpretations of the contract documents will be made only by Addenda duly issued and a copy
of each such Addendum will be mailed or delivered to each person receiving a set of contract
documents at his/her last address of record. The City will not be responsible for any other
explanations or interpretations of the contract documents.

XI. ORAL STATEMENTS

The City of Orange is not responsible for oral statements made by any of their employees or
agents concerning this Invitation to Proposal. If a Proposer requires specific information, it must
request that it be supplied in writing by the City of Orange.

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 XII. CONTRACT PAYMENT
The Contractor will be paid for satisfactory work performed under the Contract once the project
is completed. The Contractor shall submit a detailed invoice and all reports required in the
Contract for work performed.

a) This invoice shall be in accordance with the contract unit prices and shall become the
basis for payment.

b) This invoice shall be subject to review and approval by the City's Representative.

c) All submitted invoices shall be paid within thirty (30) days of approval by the City.

d) Any charges in the invoice not approved by the City's Representative shall not be
paid by the City.

XIII. AWARD OF CONTRACT

The award of contract, if awarded, will be to the most qualified proposal that complies with all
requirements of this Notice Inviting Proposals. The award of contract, if made, shall be made
within ninety (90) days after the opening of the proposals. Bids shall be valid for 90 days after
the bid date.

Prior to the award of any work hereunder and before any work can commence, the City and the
successful proposer will enter into a written contract substantially in the form attached hereto as
Sample Contract with such changes therein as the City’s Attorney may deem necessary and
appropriate. Proposers responding to this Notice Inviting Proposals are strongly advised to
review all of the terms and conditions of the contract attached hereto and will be held to comply
with all of such terms and conditions.

XIV. CERTIFICATE OF INSURANCE

Proof of insurance is not required to be submitted with your proposal but will be required prior to
the City's award of the contract in accordance with the terms of the written contract attached
hereto as

XV. SPECIFICATIONS NOT CONTRACTUAL

Nothing contained in this Notice Inviting Proposals shall create any contractual relationship
between the proposer and the City. The City accepts no financial responsibility for costs
incurred by any proposer regarding this Notice Inviting Proposals.

XVI. SAFETY APPROVAL

Where required by City of Orange regulations, any items delivered must carry Underwriters
Laboratories Approval or City of Orange Public Works Dept. approval. Failure to so comply
will be cause to reject Proposal. In addition, any equipment must conform to the Safety Orders
of the California Division of Industrial Safety and OSHA regulations.

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 XVII. SUBMISSION DATE AND WITHDRAWAL OF PROPOSALS
An original plus FIVE copies of the proposal shall be submitted. Each proposal must be
delivered to the location and received on or before the due date and time stated below. Proposals
will not be accepted after the date and time stated above. Proposals may be withdrawn without
prejudice providing the written request is received by Mr. Glenn Kaye, the City’s Purchasing
Officer, no later than the time set for opening proposals. Withdrawals will be returned to
Proposers unopened.

XVIII. EVALUATION PROCESS AND SELECTION CRITERIA

The City’s evaluation and selection process is based upon Qualifications Based Selection (QBS)
for professional services. The following criteria will be used in evaluating the proposals using a
point value system (100 points) based upon the weighting indicated below:

1. Qualifications and experience of the project manager and other key individuals (25
points)
2. Capability to perform necessary tasks, resolve problems, warranty, safety records,
timeliness of repairs, and maintain a full service shop with all necessary equipment
required for well rehabilitation and treatment projects (25 points)
3. Results of reference checks. (15 points)
4. Quality of proposal including compliance with proposal requirements and ability of
firm to supply correct parts (25 points)
5. Rationality of firm’s fee schedule. (10 points)

City staff will rank the responsive firms and City staff will negotiate a contract with one or
two top ranked firms, at the sole discretion of the City. Should City staff be unable to
negotiate a satisfactory contract with one or more of those Firms, the City staff will
terminate negotiations and may continue the negotiation process with the next most
qualified Firm in order of their evaluation ranking until an agreement is reached with the
number of firms desired by the City.

Please refrain from making any verbal inquires or requests for a formal debriefing related to the
subject RFP until the City of Orange completes the ongoing contract process.

If necessary, the City may elect to hold oral presentations. Upon review and ranking of the
written proposals, based upon the above selection criteria, the City may request the top ranked
Companies to conduct an oral presentation/interview. If conducted, these
presentations/interviews will be held on or about the week of May 21, 2018.

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