City of Holtville

Request for Proposals for

Grant Administration & Permit Processing Services

for the

Holtville Wetlands Project

March 16, 2017

Funding Provided by:

United States Bureau of ReclamationThrough the U.S. Department of the Interior Fish and Wildlife Coordination Act of 1934

Requested by:Nick Wells, City Manager

City of Holtville121 W Fifth Street

Holtville, California 92250

TABLE OF CONTENTS

Page

I. Procurement Statement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

II. Schedule of Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

III. Project Description . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

IV. Scope of Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

V. Responsibilities of the City . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

VI. Proposal Content and Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

VII. Project Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

VIII. Evaluation of Proposals . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

RFP-Grant Admin (2017'03) Page 3 of 7

I. PROCUREMENT STATEMENT

CITY OF HOLTVILLEREQUEST FOR PROPOSALS

forGrant Administration & Permit Processing Services

for the Holtville Wetlands Project

Funded by the United States Bureau of Reclamation

SUMISSION DEADLINE: Receipt up to, but no later than 4:00 p.m.,

(CD or USB Drive) of proposals must be received by the date and time specified above in a sealed package at:

Holtville City Hall121 West Fifth Street

Holtville, California 92250Attention: Nick Wells, City Manager

race, color, national origin, ancestry, sex, or religion will also be required.

for Proposals can be obtained on the Holtville.ca.gov website or at the address listed below:

Mr. Nicholas D. WellsCity Manager/Project Administrator

121 West Fifth StreetHoltville, California 92250Phone: (760) 356-4574

Questions can be directed to the City of Holtville Project Administrator listed below. Copies of the Request

Tuesday, April 04, 2017

To be considered for negotiation and award of a contract, five (5) paper copies and one (1) electronic copy

Any agreement entered into pursuant to this notice shall adhere to provisions of the State Labor Code of theState of California. Affirmative action to ensure against discrimination in employment practices on the basis of

NOTICE IS HEREBY GIVEN that the City of Holtville (hereinafter referred to as the “City”), acting by andthrough its City Council, is requesting PROPOSALS from qualified consulting professionals to provide GrantAdministration & Permit Processing Consulting Services for the above-listed project.

Funding for this project is provided by a $2,966,000 grant from the United States Bureau of Reclamation (“BoR”).Grant, acting through the Department of the Interior, pursuant to the Fish and Wildlife Coordination Act of 1934.

RFP-Grant Admin (2017'03) Page 4 of 7

II. SCHEDULE OF EVENTS

Issue Request for ProposalsProposal DueBid EvaluationCity Approves Agreement

Holtville City Council for final determination.

any proposals or in the proposal and selection process.

III. PROJECT DESCRIPTION

Irrigation District (IID), the County of Imperial, the Salton Sea Authority, local conservation group DesertWildlife Unlimited (501.3c) and BoR.

wetlands habitat.

procurement of required permits (all have expired) to move the Project forward.

IV. SCOPE OF WORK

with and include, but are not limited to:

• File Maintenance • Fund Draws• Periodic Grant Reporting • Staff Reports• Grant Budgeting • Meeting Attendance• Procurement Assistance • Coordination of Deliverables to BoR

primary point of contact for the project.

Proposals will be evaluated by a committee. It is the City’s intention to select the Consultant whose fee,qualifications and understanding of the project are deemed most advantageous to the City in accordancewith this Request for Proposals. The Selection Committee’s recommendation will be forwarded to the

The City reserves the right to reject any or all Proposals, or to waive any irregularities or informalities in

The Schedule of Events for the Environmental Consultant services procurement is as follows:

March 16, 2017April 4, 2017April 5, 2017April 10, 2017

The City of Holtville (“the City”) intends to construct a Wetland along the Alamo River west of Holtville,utilizing a $2,966,000 grant from the United States Bureau of Reclamation (“BoR”). The Holtville AlamoRiver Wetlands Project ("Project") has been a longtime collaboration between the City, the Imperial

In the early 2000's, BoR deeded 15 acres to the City of Holtville, IID deeded 16 acres, and the City, acting onof the Citizens Congressional Task Force, acquired the remaining acres of property needed to support the

the City was apprised of a potential funding opportunity and worked with the aforementioned stakeholders torevive the project and secure the funding. The existing design will require minimal design refinement, along

Project. The 57.71 acre Project is located on one of the 36 priority sites identified by the Task Force forquality improvement. The Task Force's mission is to improve water quality in the New and Alamo Rivers.These Wetlands will improve the water quality of the Alamo River, with a secondary benefit of creating

All engineering, environmental analysis, permitting and other work was completed by 2006 in anticipation ofconstruction funding, but that did not come to fruition with the nation's economic downturn. In February,

final submittal of all required documentation, as well as preparation of documentation for and attendanceto audits after project completion. Consultant shall provide a dedicated staff person to function as a

grant administrative tasks required of the City under the BoR Grant Assistance Agreement, incorporatedwith this RFP as Attachment "A." Consultant shall fulfill all grant terms and conditions in order to carryout the grant objectives. Specific terms and conditions required under this grant should be fully complied

These services will be required during the procurement phase, the performance phase, and through the

RFP-Grant Admin (2017'03) Page 5 of 7

separate RFPs.

V. RESPONSIBILITIES OF THE CITY

1.throughout the duration of the project.

2.

tasks. Separate invoices shall be submitted for specific project billings. 3. The City will not provide dedicated workplace facilities.4.

other consultants should the City determine it would be in the best interest of the City to do so.

VI. PROPOSAL CONTENT & INFORMATION

Proposal should be typed, organized and concise, yet comprehensive.

1. General Requirements

1. Project Cover Sheet.2. Table of Contents.3. Provide a cover letter.4.

regarding this project.5.

6.

respondent proposals.7.

sub-consultants that will be utilized.

2. Cost & Fees

1.

as needed.2. Submit itemized hourly fee schedule for additional services beyond the Scope of Work.3.

submittal of the proposal.

Provide a clear breakdown of costs by task including designated staff, hourly rateenvelope. Costs should be organized for full time hourly rates. Such hourly ratesshould be fully burdened or loaded, including full compensation for all employee

Costs and Fees must be provided within a separate sealed envelope within the

on billable hours is required. Also, detail what hourly rates for overtime will be used

taxes, overhead and profit. Billing rates shall include provision for normal office

consultant shall list a lump sum value for these additional expenses on the feeschedule spreadsheet. A "Not to Exceed" fee breakdown by task of the project based

costs, including but not limited to office rental, utilities, and insurance. Telephone,copies, reproduction and transportation are regarded as additional expenses. The

Design services, SWPPP preparation, field work and construction activities will be procured under

List any sub-consultants participating in the project. Describe the services to beperformed by the sub-consultants. Identify the qualifications and resumes of all

to this RFP. Include titles, addresses, license numbers, e-mail and phone number.The Consultant is representing itself as a qualified professional in providing thedescribed consulting services. The Consultant is to offer recommendations and

will have some applicable experience in similar projects that will be delineated in thecomments with respect to services to be performed. It is expected that the Consultant

to demonstrate an understanding of the Scope of Work and Agency requirements

Provide the name(s) of the primary and/or alternate individuals authorized to respond

The City will provide a designated City Project Administrator to review project specific items

The City reserves the right to perform any portion of the scope of work by City personnel or

The City will pay an agreed upon amount normally within 30 days after receipt of an invoice(s).Invoice(s) shall be submitted with a detailed accounting of staff hours attributed to specific

State the interpretation of the Consultant Services to be performed. The Consultant is

RFP-Grant Admin (2017'03) Page 6 of 7

VII. PROJECT BUDGET

Project Budget Line Item Budget

SWPPP (Preparation) $15,000

401 Permit (California RWQCB) 90,000

404 Permit (USACE) 2,500

Grading Permit (Imperial County) 5,000

Streambed Alteration Permit (DF&W) 5,000

Construction Contractor (TBD via RFP/Bid) $2,375,000

Contract SWPPP Construction 30,000

Contract Field Survey Work 96,500

Contract Biological Suney 20,000

Engineering Services: Specs/Bidding/CM Assistance 65,000

Professional Services Management, Admin, Reporting 30,000

Professional Services DWU: RFI during Construction 15,000

Access Road grading 217,000

TOTALS $2,966,000

VIII. EVALUATION OF PROPOSALS

The Proposals will be evaluated according to the following criteria and point system.

PROPOSAL EVALUATION CRITERIA1. Understanding of the Work to be Completed 20 points

2. Experience with Similar Kinds of Work 20 points

3. Familiarity with State and Federal Procedures 20 points

4. Consultant Fee 20 points

5. Demonstrated Technical Ability 20 points

Maximum Total Points 100 points

to the Holtville City Council for final determination.

the City deems qualified regardless of the Evaluation Committee's recommendation.

labeled CD or USB Flash Drive.

Prep

/Per

mits

Cons

truct

ion

Phas

e

submitted in any proposals or in the proposal and selection process. The City also reserves the right to

Submit five (5) copies in Portable Document Format (PDF) and one (1) electronic PDF copy on a clearly

request additional information for clarification. The City Council reserves the right to select any consultant

A Committee will review and evaluate the proposals. It is the City’s intention to select the Consultantwhose fee, qualifications and understanding of the project are deemed most advantageous to the City inaccordance with this Request for Proposals. The Selection Committee's recommendation will be forwarded

RFP-Grant Admin (2017'03) Page 7 of 7

the City. Forward questions to the City of Holtville Contract Administrator at the following address:

Mr. Nicholas D. WellsCity Manager/ Project Administrator 121 West Fifth StreetHoltville, CA 92250Phone: (760) 356-4574Email: NWells@Holtville.ca.gov

Any modifications to this solicitation will be issued by the City Project Administrator as a written addendum.

after the proposals are submitted to the City of Holtville.

solicitation should this be in the best interest of the City to do so.

response to this proposal. Sub-consultants shall not be allowed to be engaged by the primary contractor

This RFP does not commit the City of Holtville to award a contract or pay any costs associated withpreparation of a Proposal. The City reserves the right to cancel, in part or in its entirety, this

Clarification desired by a proposer shall be requested in writing or by emailing a minimum of 72 hours priorto the RFP submission date. Oral explanation or instructions shall not be considered binding on behalf of

Any sub-consultant participating in this project is to be listed within the contents of this consultant’s

Exhibit A

Bureau of ReclamationAssistance Agreeement

Bureau of Reclamation Fonn, RF-120 02-2016

Grant Agreement Between

Bureau of Reclamation And

City of Holtville For

Holtville-Alamo River Wetlands Construction Project

I. OVERVIEW AND SCHEDULE

1. AUTHORITY

This Grant Agreement (Agreement) is entered into between the United States of America, acting through the Department of the Interior, Bureau of Reclamation, hereinafter referred to as "Reclamation," and City of Holtville, hereinafter referred to as the "Recipient", "Grantee," or "City" pursuant to Fish and Wildlife Coordination Act of 1934 as delegated by Departmental Manual (OM) 255 1.1 B . The following section, provided in full text, authorizes Reclamation to award this financial assistance agreement:

I. I Delegation. Subject to the exceptions in Section 1.2, the Commissioner of Reclamation (Commissioner) is delegated the authority of the Assistant Secretary- Water and Science to:

B. Take the following actions, either directly or by providing financial assistance to non-Federal parties, pursuant to the Conservation of Wild Life, Fish and Game Act of March I 0, 1934 (Pub. L. 73-121; 48 Stat. 401) as amended by the Fish and Wildlife Coordination Act of August 14, 1946 (Pub. L. 85-624; 72 Stat. 563; 16 U.S.C. 661-666c); Section 5 ofthe Endangered Species Act of 1973, December 28, 1973 (Pub. L. 93-205; 87 Stat. 884; 16 U .S.C. 1534); and

Section 7(a) of the Fish and Wildlife Coordination Act of 1956, August 8, 1956 (70 Stat. 1122; 16 U.S.C. 742f(a)), regarding the construction and/or continued operation and maintenance of any Federal reclamation project:

(I) plan, design, and construct, including acquiring lands or interest therein as needed for:

(a) fish passage and screening facilities at any non-Federal water diversion or storage project; or

(b) projects to create or improve instream habitat.

(2) acquire or lease water or water rights from willing sellers or lessors; or

(3) monitor and evaluate the effect of Reclamation actions on Endangered Species Act-listed species.

Agreement No. Rl6AP00046 5

Bureau of Reclamation Form, RF-120 02-2016

2. PUBLIC PURPOSE OF SUPPORT OR STIMULATION

The wetlands project will improve water quality in the Alamo River and create valuable wetland habitat for species. This Project will support selenium reduction drought resiliency through creation of high quality habitat for fish and wildlife species, such as the endangered Yuma Ridgeway Rail as well as other rails, including the elusive Black Rail.

Secondary benefits of this Project will be the creation of valuable treatment wetlands that will also provide for wildlife habitat and a public recreation area.

3. BACKGROUND AND OBJECTIVES

The Holtville-Alamo River Wetlands Construction Project (Project) has been a long-time collaboration among the City of Holtville, the Imperial Irrigation District (IID), the County of Imperial, the Salton Sea Authority (SSA), the local wildlife conservation group Desert Wildlife Unlimited (501.3c), and Reclamation. In the early 2000's, Reclamation deeded 15 acres to the City of Holtville, IID deeded 16 acres, and the City of Holtville added the remaining acres for the 57.71 acre Project site. All engineering, environmental analysis, permitting, and other work was completed by 2006 in anticipation of construction funding, which did not come to fruition with the nation's economic downturn. The Holtville-Alamo Wetlands project is located within the city limits of Holtville, California. Holtville is a small, rural community with an estimated population of just under 7,000. Holtville is located in the southeastern portion oflmperial County, California. The Holtville community is known for the unique history of the Alamo River, which originates approximately two miles south of the U.S./Mexican border and flows northward, crossing the City before feeding into the Sonny Bono Salton Sea National Wildlife Refuge Complex.

Improvement of water quality has been the prime objective of Federal law through the Clean Water Act, California State law through Potter-Cologne Water Quality Control Act, and more recently through the California Regional Water Quality Control Board with the implementation of Total Maximum Daily Loads (TMDLs). A local project, the New River Wetlands, overseen by the Citizens Congressional Task Force on the New River (Task Force or NRTF), has demonstrated the efficacy of using wetlands to decrease amounts of nitrogen and sediment in river and agricultural drain water.

The (City) has partnered with the Task Force to design and build a treatment wetland. In the mid-2000's, the City acted on behalf of the Citizens Congressional Task Force as a purchasing and processing agent to garner the property needed to suppo11 the Project. The 57-acre wetland site is located on one of the 36 priority sites identified by the Task Force for water quality improvement. The Task Force's mission is to improve water quality in the New and Alamo Rivers. This wetland will improve the water quality of the Alamo River. A secondary benefit of this project will be the creation of valuable wetlands habitat. The estimated time to complete the construction of the Project is July 2018. With the implementation of this project, all of the partners involved will obtain substantial benefits.

Agreement No. RI 6AP00046 6

Bureau of Reclamation Form, RF-120 02-2016

6.2 Reclamation Responsibilities

6.2.1 Reclamation will monitor and provide Federal oversight of activities performed under this Agreement. Monitoring and oversight includes review and approval of financial status and performance repo11s, payment requests, and any other deliverables identified as part of the SOW. Additional monitoring activities may include site visits, conference calls, and other on-site and off-site monitoring activities. At the Recipient's request, Reclamation may also provide technical assistance to the Recipient in support of the SOW and objectives of this Agreement.

7. BUDGET

7.1 Budget Estimate. The following is the estimated budget for this Agreement. As Federal financial assistance agreements are cost-reimbursable, the budget provided is for estimation purposes only. Final costs incurred under the budget categories listed may be either higher or lower than the estimated costs. All costs incurred by the Recipient under this agreement must be in accordance with any pre-award clarifications conducted between the Recipient and Reclamation, as well as with the terms and conditions of this agreement. Final determination of the allowability, allocability, or reasonableness of costs incurred under this agreement is the responsibility of the Grants Officer. Recipients are encouraged to direct any questions regarding allowability, allocability or reasonableness of costs to the Grants Officer for review prior to incurrence of the costs in question.

COMPUI'ATION BUDGEr ITEM DESCRIPTION TOTAL COST

Price/Rate Unit Quantity Reclamation

CONTRACI'UAU CONSTRUCTION - Explain any contracts or sub-Agreements that will be awarded, why needed. faplain contractor qualifications and how the contractor will be selected.

Construction Contract (Contractor TBD \ia Bids) $2,375,000.00 LUMP s 2,375,000.00 $ 2,375,000.00

Contract SWPPP Construction $30,000.00 LUMP 1 $ 30,000.00 $ 30,000.00

Contract Field SuneyWork $%,500.00 LUMP $ 96,500.00 $ 96,500.00

Contract Biological Suney $20,000.00 LUMP s 20,000.00 $ 20,000.00

Engineering Ser\ices: Specs/Bidding/CMAssiistance $65,000.00 LUMP I s 65,000.00 $ 65,000.00

(The Holt Group \ia City Umbrella Agreement)

Professional Ser\ices Management, Admin, Reporting (Holt $30,000.00 LUMP 1 s 30,000.00 $ 30,000.00

Groull under Professional Senices Contract)

Professional Ser\ices DWU: RH during Construction $15,000.00 LUMP $ 15,000.00 $ 15,000.00

Access Road grading $217,000.00 LUMP $ 217,000.00 $ 217,000.00

Construction Contingencies (l 0%) REMOVED ~JJ+,~00.00

Subtotal s 2,848,500.00 $ 2,848,500.00

OTHER- List any other cost elements necessary for your project; such as extra reporting, or contingencies in a construction contract.

SWPPP (Preparation) $15,000.00 LUMP I S 15,000.00 $ 15,000.00

401 Permit (CaRWQCB) $90,000.00 LUMP I S 90,000.00 $ 90,000.00

404 Permit (USACE) $2,500.00 LUMP I $ 2,500.00 $ 2,500.00

Grading Permit (Imperial County) $5,000.00 LUMP $ 5,000.00 $ 5,000.00

StreambedAlteration Permit(DF&W) $5,000.00 LUMP $ 5,000.00 $ 5,000.00

Subtotal $ 117,500.00 S ll 7,500.00

TOTAL DIRECT COSTS: $ 2,966,000 $ 2,966,000

INDIRECT COSTS -

None for this Agreement

ITOTAL ESTIMAH]) PROJECT/ ACTIVITY COSTS: 11 s 2.966,000.00 I s 2,966,000.00

Agreement No. RI 6AP00046 10

Exhibit B

Conceptual MapAugust, 2005