Request for Proposal #2018-1001 Dam Inundation Mapping and Emergency Action Plans

176 Pages·2017·26.09 MB·English

Request for Proposal #2018-1001
Dam Inundation Mapping and
Emergency Action Plans

March 16, 2018

The Rancho Murieta Community Services District (“District”) is currently soliciting proposals
from qualified professional engineering firms, as per Sections 6160 & 6161 of the Water Code
for compliance by the California Division of Safety of Dams (DSOD), to provide inundation maps
and emergency action plans (EAPs) for four (4) dams and their critical appurtenant structures.
Each proposal shall specify each and every item as set forth in the attached Scope of Work
(“SOW”). Any and all exceptions must be clearly stated in the proposal. Failure to set forth any
item in the SOW without taking exception may be grounds for rejection. The District reserves
the right to reject all proposals and to waive any informality.
The submittal must be presented at the following address no later than 2:00 p.m. on April 5,
2018:
Rancho Murieta Community Services District
Paul Siebensohn, Director of Field Operations
15160 Jackson Road
P.O. Box 1050 (if by mail)
Rancho Murieta, CA 95683

Inquiries may be submitted to Paul Siebensohn at: [email protected]
Proposal Submittal and Selection
1. All proposals must be received by mail via a recognized carrier, or hand delivered, no later
than 2:00 p.m. on April 5, 2018. Late proposals will not be considered. Facsimile
proposals will not be accepted.
Rancho Murieta Community Services District
P.O. Box 1050 (for postal delivery)
15160 Jackson Road (for hand delivery or special carrier)
Rancho Murieta, CA 95683
Attn: Paul Siebensohn
2. Cost of preparation of proposals will be borne by the proposer.
3. This request does not constitute an offer of employment or to contract for services.
RFP #2018-1001- Dam Inundation Mapping
Rancho Murieta Community Services District March 2018
4. The District reserves the right to reject any or all proposals, wholly or in part, received by
reason of this request.
5. All proposals submitted shall become District property.
6. All proposals shall remain firm for sixty (60) days following the closing date for receipt of
proposals.
7. The District reserves the right to award the contract to the firm who represents the proposal
which in the judgment of the District best accomplishes the desired results and shall include
but not be limited to a consideration of the professional service fee.
8. Selection will be made on the basis of the proposals submitted. Selection criteria will be
based on:
Selection Criteria Maximum Points
Experience of staff to be utilized 25
Experience & recommendations from previous Inundation 25
mapping
Schedule 10
Cost 40
Total possible points 100

Proposal Format
A qualifying proposal must address all of the following points:
1. Project Title
2. Applicant or Firm Name, address, contact information (including phone and email of project
engineer) and website
3. Firm Qualifications
a. Type of organization, size, professional registration and affiliations.
b. Experience with hydrology and with inundation mapping.
RFP #2018-1001- Dam Inundation Mapping
Rancho Murieta Community Services District March 2018
c. Names and qualifications of personnel to be assigned to this project, including registered
engineer who will stamp the inundation maps.
d. Outline of recent projects completed that are directly related to this project that are
similar in subject matter and scope. Proposer is required to demonstrate specific project
expertise relating to the requirements of this RFP.
e. Client references from recent related projects including name, address, email, and
phone number of individual to contact for reference.
4. Understanding of and Approach to the Project
a. Summary of approach to be taken.
b. Description of the organization and staffing to be used for the project.
c. Indication of information and level of participation the proposer will require from District
staff.
d. Provide a realistic schedule for performing and completing the proposed work. The
District desires the work to be completed no later than October 11, 2018, if possible.
e. Provide evidence of acknowledgment and understanding that the services will be
provided under and subject to the terms and conditions of the District’s Standard
Services Agreement (Attachment 1). If the proposer is unable to execute the District’s
standard agreement, suggested modifications to the standard agreement must be
detailed in the proposal. The District will consider any proposed deviations to the
standard agreement in the evaluation of the proposal.
5. Insurance
a. Provide a summary of the firm’s insurance coverage. Summary should include a
statement that the proposer’s insurance meets or exceeds the District’s requirements.
Minimum limits and types of insurance that are required to be maintained throughout the
term of the project are identified in Attachment 1.
6. Fees
a. Provide a detailed breakdown of the level of effort and cost anticipated for each task and
subtask identified in the SOW.
RFP #2018-1001- Dam Inundation Mapping
Rancho Murieta Community Services District March 2018
Section 1 – General Information
1.1 Purpose
The District is seeking proposals from interested and qualified engineering professional firms to
perform required services in accordance with the requirements defined in this Request for
Proposal (the “RFP”).
The overall objective of this RFP is to ensure the District is in compliance with the requirements
per Sections 6160 & 6161 of the California Water Code, enforced by the California Division of
Safety of Dams (DSOD) to provide inundation maps and emergency action plans (EAPs) for
four (4) District dams and their critical appurtenant structures. Inundation maps and EAPs will
be created and submitted on behalf of the District, including submittals and communications to
ensure compliance with the requirements set forth in Water Code Sections 6160 & 6161.
(Attachment 2 – text of regulation). Although dams that are classified as “significant” are not
due until later than those classified as “high”, the District is requiring that all submittals to DSOD
are completed by the end of this calendar year (2018).
All services must be provided by the Vendor; subcontracting will not be allowed.
1.2 Rancho Murieta Community Services District Background
The Rancho Murieta Community Services District was formed in 1982 by State Government
Code 61000 to provide essential services in Rancho Murieta. The District provides water,
wastewater, drainage, solid waste and Security services to the Rancho Murieta community.
The District encompasses 3,500 acres, five and a half square miles. Land uses included in the
approved master plan call for residential development on 1,981 acres of single-family residences,
townhouses, apartments, and mobile homes for a total of 5,189 units. Current estimates indicate
Rancho Murieta has over 2,500 households with a population of approximately 5,800 persons.
1.3 Dam Descriptions
The District’s Dams to be included in this study are summarized in the table below.
Dam Name Location ID # Height Impound Current
(County) (feet) Elevation HazardClassification
(feet)
Calero Sacramento 1450-3 52’ 280.0’ High
Chesbro Sacramento 1450-2 76’ 262.86’ Significant
Clementia Sacramento 1450-4 27’ 187.00’ High
Michigan Sacramento 1450-5 15’ 163.0’ Significant
Bar No. 1
RFP #2018-1001- Dam Inundation Mapping
Rancho Murieta Community Services District March 2018
Potable Reservoir Storage Capacity
Reservoirs Total
Description Units
Calero Chesbro Clementia Combined
Surface Area When Full Acres 118 46 70 234
Total Volume at Full
acre-ft 2,872 1,244 1,007 5,123
Capacity1
Dead Storage acre-ft 300 50 50 400
Useable Volume2 acre-ft 2,572 1,194 957 4,723
1 Estimated volume with flashboards without freeboard (top of reservoir at maximum capacity)
2 Total volume minus dead storage
At spillways:
Calero: 2,622.5 acre feet 854.5 million gallons Surface acre feet: 110
Chesbro: 1,130.7 acre feet 368.4 million gallons Surface acre feet: 62
Clementia: 907.1 acre feet 295 million gallons Surface acre feet: 71
Total 4,660.3 1,517.9

Two feet (2’) of stop-logs may be installed in each reservoir after April 15th of each year and
must be removed by October 1st of each year, per DWR-DSOD Certificates of Approval.
Michigan Bar Dam 1 impounds secondary treated wastewater in two (2) reservoirs with a total
capacity of 767 acre-feet. As these are wastewater storage reservoirs, per a Waste Discharge
requirement with the State Water Resources Control Board, the District must maintain a
minimum of two feet (2’) of free board in each reservoir.
Attachment 3 contains a map of each Dam site.
Attachment 4 contains capacity curves and as-built elevations as they relate to volumes.
Attachment 5 – HDR Dam Failure Inundation Study – Calero and Clementia 1997 (sans maps
which are unavailable)
Complete as-built drawings and local topographic information are available upon request.
1.4 Right of Rejection
The District reserves the right to reject any and all proposals received as a result of this request.
The District will not pay for any information contained in the proposals obtained from
participating firms. The District is not liable for costs incurred by firms prior to issuance of a
contract.
1.5 How to Submit Proposals
Proposal shall be submitted in a sealed envelope, clearly marked on the outside with the Project
Name and RFP number. The proposed fee for completion of the work described in this request
RFP #2018-1001- Dam Inundation Mapping
Rancho Murieta Community Services District March 2018
shall be enclosed in a separately sealed envelope within the submittal envelope. All proposals
must be received no later than 2:00 p.m. on April 5, 2018. Late proposals will not be
considered. Facsimile proposals will not be accepted.
Please mail or hand-deliver proposals to:
Rancho Murieta Community Services District
P.O. Box 1050 (for postal delivery)
15160 Jackson Road (for hand delivery or special carrier)
Rancho Murieta, CA 95683
Attn: Paul Siebensohn
Once submitted, the proposals and any supplementary documents become the property of the
District.
1.6 Proposed Timing of Acceptance of Proposal and Award of Contract
The District anticipates making a recommendation of the successful proposal to the District’s Board
of Directors at the April 18, 2018 regular board meeting. However, this date may be extended to
the June 20, 2018 regular board meeting at the District’s discretion.
1.7 Inquiries
Each proposer is expected to exercise their best professional independent judgment in
analyzing the requirements of this RFP and DSOD requirements to ascertain whether additional
clarification is necessary or desirable before responding. If there are any discrepancies in,
omissions to, or questions about the information provided in the RFP or by any other source; a
request must be submitted via email to request clarification, interpretation or correction by the
date listed in the Schedule, Section 1.8. Questions can be emailed as follows:
Email: [email protected]
1.8 Anticipated Schedule
Date Time Event
March 16, 2018 RFP Issue Date
March 28, 2018 2:00 p.m. Deadline for Questions
March 30, 2018 4:00 p.m. Answers Posted to District Web Site
April 5, 2018 2:00 p.m. Proposal Due Date
April 18, 2018 Anticipated Award Date
April 20, 2018 Anticipated Notice to Proceed
October 11, 2018 Submit all necessary information to DSOD
RFP #2018-1001- Dam Inundation Mapping
Rancho Murieta Community Services District March 2018
Note: The above dates are subject to change at the District’s discretion.
1.9 The terms and conditions of the District’s Standard Services Agreement shall be
applicable to this project (Attachment 1). If the proposer is unable to execute the District’s
standard agreement, suggested modifications to the standard agreement must be detailed in
the proposal. The District will consider any proposed deviations to the standard agreement in
the evaluation of the proposal.
RFP #2018-1001- Dam Inundation Mapping
Rancho Murieta Community Services District March 2018
Section 2 – Scope of Work
The selected firm will be required to perform all services and work to complete the DSOD
requirements for the Dam Inundation Mapping and EAPs. Any task or subtask that you assume
is to be accomplished by District staff or with the assistance of District staff should be identified
and include the approximate level of District participation expected.
The District assumes that, at a minimum, the following services will be required. If the consultant
identifies areas of concern not mentioned in this request, these should be described in the
consultant’s proposal and included in the cost estimate.
1. Develop and submit Inundation maps for each District Dam classified as either High or
Significant and then submit to the DSOD for initial review and acknowledgment letter. If
DSOD does not initially approve, provide resubmittals as necessary until approved by
DSOD.
2. If initial review requires it, resolve any comments from DSOD and revise maps if
necessary for a final submittal to DSOD.
3. Once DSOD issues approval letter, prepare and submit Emergency Action Plans (EAPs)
as required for each dam to Cal OES.
4. Preparation of required notices and filings for each site.
5. Consultant shall be available for a “kick off” meeting with District staff and, if needed,
discussions with DSOD. The cost estimate shall include the “kick-off” meeting and
review/status discussions.
RFP #2018-1001- Dam Inundation Mapping
Rancho Murieta Community Services District March 2018
Section 3 – Deliverables
3.1 Five (5) bound copies of draft and final reports.
3.2 One (1) CD for each draft and final report.
3.3 One (1) electronic copy of each draft and final report in Microsoft Word/Excel and PDF
format.
3.4 All required filings and notices.

Section 4 – Criteria for Evaluation
The District will evaluate proposals based on but not limited to the following criteria:
4.1 Understanding of the Scope of Work to be performed
A. Demonstrated understanding of the project objectives.
B. Consultant’s approach to accomplishing the scope of work.
C. Timetable and costs for completing the scope of work. Consideration will be
given to demonstrated ability of completing the work in a timely manner.

4.2 Consultant’s Methods and Procedures Used
A. Consultant’s general approach to evaluating the site specific needs for DSOD
compliance.

4.3 Management, Personnel and Experience
A. Qualifications of each consultant assigned to the project.
B. Experience and performance on projects of a similar nature.
C. Information obtained from reference checks.

4.4 Cost Estimates
A. Are professionals and nonprofessionals used appropriately by task?
B. What quality of product will be delivered for the fee?
C. Are the cost estimates reasonable for the work product proposed?
The District will evaluate all proposals received before the submittal deadline and select a
consultant based on the contents of the proposal. A recommendation from District staff will be
presented to the District Board of Directors for consideration and final approval.
RFP #2018-1001- Dam Inundation Mapping
Rancho Murieta Community Services District March 2018
ATTACHMENT 1
Standard Services Agreement