REQUEST FOR PROPOSAL (RFP)
To Provide Business Stormwater Inspections
for the City of Dublin, Alameda County
Responses Due:
12:00 Noon, FRIDAY, December 18, 2015
City of Dublin
Public Works Department
100 Civic Plaza
Dublin, CA 94568
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Request for Proposal
Business Stormwater Inspections
in the
City of Dublin, Alameda County
TABLE OF CONTENTS
1.
Project Description
2.
Scope of Services
3.
RFP Submittal Requirements
4.
Selection of Consultants
5.
Selection Process Dates
6.
List of Attachments
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SECTION 1 – PROJECT DESCRIPTION
Business Stormwater Inspections – The City of Dublin is located in the Tri-valley area just north of I580, west of the City of Livermore, east of I-580 and south of the City of San Ramon with a total
area of 14.59 square miles. The City is seeking the assistance of a Consultant in performing
Business Stormwater Inspections in accordance with Provision C4 (Industrial and Commercial Site
Controls) of the 2nd Municipal Regional Permit (MRP 2). The City has minimal industrial facilities.
Most businesses inspected include restaurants, automotive repair/service, light industrial and
retail.
It is anticipated that Consultant will be required to conduct a total of 120 to 150 first inspections
(see below Scope of Services) on a yearly basis. Out of these, it is expected that approximately 10 15% would require a second inspection and approximately 5% would require a third inspection.
The majority of inspections conducted include restaurants and automotive related businesses.
There is very little manufacturing and light industrial business in Dublin. Approximately 80% or
more of our inspections have a limited potential for pollutant discharge at the time of inspection.
As part of conducting inspections, selected Consultant will be required to set up appointments
with businesses at least a few days ahead of the inspection date and set an approximate time for
the inspection.
SECTION 2 – SCOPE OF SERVICES
City desires the Consultant to perform Business Stormwater Inspections for the City of Dublin as
per the MRP 2 (Provision C4, Industrial and Commercial Site Controls). The Consultant must be
well informed about Provision C4, Industrial and Commercial Site Controls, contained in the MRP 2.
The Consultant will be required to use the Alameda Countywide Clean Water Program (ACCWP)
Standard Stormwater Facility Inspection Report Form (SSFIR form). The Consultant shall be familiar
with and follow the City’ Enforcement Response Plan in the enforcement actions issued to facilities
with violations. The key tasks under this scope of services for conducting Business Stormwater
Inspections will include the following:
Inspection:
1. Set up appointments with businesses at least a few days ahead of the inspection date and
set an approximate time for the inspection.
a. Visit the business site and meet with Business representative. Ask questions to
ascertain Best Management Practices that are implemented by the business to
prevent stormwater pollution and explain the purpose for the inspection.
b. Fill out the SSFIR general information section (top 1/3 of Form).
c. Walk the entire perimeter of the facility and observe and fill out all “Areas of
Activity” on the SSFIR form. Provide information that would include:
i. Potential/Effectiveness/Actual Discharge for Pollutant Discharge and
Remarks section for each area
ii. Comments/Remarks/Requirements Section
iii. Priority for Re-Inspection and Enforcement sections
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d. If an active discharge is observed during the inspection, the Consultant shall take
the necessary steps to stop the discharge and immediately contact the City.
e. Consultant shall refer businesses to contact the City for additional questions
beyond the scope of the inspection.
f. When a business representative is NOT available for inspection, Consultant will
perform a visual inspection of the exterior and document observations on the SSFIR
form, then drop off or mail the unsigned 3rd copy to the business. Facility
Representative signature will be signed “not available” by Consultant, and the
report shall note that business was not available for consultation.
g. Distribute the appropriate BMP handouts provided by the City to business
owners/managers – there are three the City uses – (Automotive, Restaurant and
General), check box and note which were distributed to the business.
h. Sign the report as “Inspector” and have the Business manager sign the bottom of
the report. Give Business manager the back copy of the signed report (pink copy).
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i. All first inspections shall be completed no later than June 15 of each year.
2. For businesses that have potential stormwater violations, Consultant will let the Business
manager know at the end of the first inspection that the Business has violation(s) that need
to be addressed. Consultant will show the Business manager all violations and/or concerns.
Consultant will give Business up to 10 business days to correct the violations (depending
on the severity of issues, and potential for material to enter the storm drain - for example,
a potential rain event requires that the re-inspection occur before the rain starts).
Consultant will inform the Business manager of the expected date of re-inspection.
Consultant will take pictures of any potential problem areas, document number of pictures
taken for a site and note that on the SSFIR form. Consultant will notify the City by the 3rd
business day of the week following inspection of all businesses that require a re-inspection.
Re-Inspection:
1. Consultant will email the City weekly (within 3 business days of the week following the
inspection) a “re-inspection spreadsheet” list of all businesses that require a re-inspection.
2. The City will inform the Consultant within 3 business days following the submittal of “reinspection spreadsheet” if the re-inspection will be conducted by the City or the
Consultant.
3. If the inspection is determined to be done by the Consultant, it will perform the reinspections within the appropriate timeframe (generally within 10 business days of the
previous inspection). The list will include a description of why a re-inspection is required,
and will include pictures taken of all potential and actual violations.
4. At the re-inspection, Consultant will take the original SSFIR form for reference and use the
form to make comments on whether the business has made the appropriate
corrections/changes. Consultant will take pictures of the areas that were a problem at
initial inspection, and email them to the City with the next weekly report. If the Consultant
feels that the business is now in compliance and all potential and actual violations have
been corrected, then the business inspection is considered complete.
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5. If re-inspection is required due to serious violation, Consultant will notify City staff
immediately, and City staff will visit site to determine what action, if any, needs to be
taken. City staff will notify Consultant if Consultant will be responsible for reinspection.
All re-inspections must be completed no later than June 30th of each year.
Post Inspection Reporting to City:
Send weekly excel reports (every week inspections are done) electronically to the City (by the 3rd
day of the following business week), which shall include the following:
1. Excel Workbook weekly tab including:
Name of business/address/business type/phone #/date of inspection and inspection
results (using a code number – see a./b./c.)
a. Inspection complete (no follow-up necessary).
b. Re-inspection – include estimated date that re-inspection will occur and
note why re-inspection is required (when complete, use new column for
re-inspection date and results code).
c. 2nd Re-inspection – if a 2nd/3rd re-inspection is required – add new
columns with date of each re-inspection and results code.
2. Include electronic copy of Inspection Report Form and pictures taken for sites that will
require a re-inspection as an attachment to the weekly report, noting which
business/address the pictures are for. Picture format should include a date/time notation.
Include an electronic copy of inspection with added notes each time a reinspection is required.
Deliverables:
Consultant will provide the following:
1. Consulting firm contact information (email, phone #, address) for key staff.
2. Weekly (when inspections are performed) - scan and email front page of Completed SSFIR
to City staff (Clean Water liaison), including pictures taken of sites that require a reinspection. Business name/date/time of picture should be included in file name.
3. Weekly reports with pictures are due to City (via email) by the 3rd day of the week following
inspections, as described above under “Post Inspection Reporting to City”.
4. Monthly - return completed duplicate originals of all inspections to City (via United States
Post Office), along with a monthly updated spreadsheet of inspection status by email to
City – include 1st/2nd/3rd inspection notes, # of pics taken for re-inspection reports.
Monthly report will be due by the 15th of the following month to the City via email;
hardcopy of duplicate originals due by 20th of the following month.
5. Inspection notes – comment on problems/potential issues/resolutions.
City of Dublin will provide the following:
1. Excel Spreadsheet of businesses to be inspected each year.
2. Preferred format of inspection spreadsheet.
3. City Staff Contact information (email, phone #) for key staff.
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4. BMP brochures to hand out to businesses.
5. SSFIR forms.
SECTION 3 - RFP SUBMITTAL REQUIREMENTS
The following information should be provided as part of your proposal:
Please prepare and organize your Proposal based on the requirements provided below. Any other
information you would like to include should be placed in a separated section at the back of your
Proposal. Please note however that the RFP submittal is limited to 15 pages maximum (excluding
resumes and Schedule of Fees), and should be submitted on 8 ½ x 11 paper, in 12-point font.
Interested Consultants are requested to submit two (2) bound copies, one (1) unbound copy, and
one (1) electronic copy in Portable Document Format (PDF) on CD, DVD, or USB thumb drive
media, of their Proposal as follows:
1.
2.
3.
4.
5.
6.
7.
8.
Provide a statement of the Consultant’s understanding of the project and the requested
scope of services to be provided. (Limit to two pages.)
State the qualifications and experience of the firm/individual(s) and areas of specialization
or particular expertise in Business Clean Water Inspections, the California Regional Water
Quality Control Board (RWQCB) and the San Francisco Bay Municipal Regional Stormwater
Permit (MRP).
Provide at least three references (names and current phone numbers) from recent work
(previous five years) on similar projects.
Provide a preliminary schedule for the proposed work.
Provide resumes for each individual.
Provide a list of any sub consultants to be assigned to the project.
Provide confirmation of your firm’s ability to meet the City’s Standard Consulting
Agreement and insurance requirements. Exceptions to the Agreement and insurance
requirements shall be specifically noted in the Proposal.
Schedule of Fees: In a separate sealed envelope, provide one (1) copy of the Fee for
performance of the scope of services, including a budget of hours for all team members
and major project task.
Responses to this Request for Proposal must be submitted no later than 12:00 noon on Friday,
December 18, 2015. The entire Proposal (excluding resumes and Schedule of Fees) is limited to a
maximum of 15 pages. The submittals should be addressed as follows:
Obaid Khan
Transportation and Operations Manager
Public Works Department
City of Dublin
100 Civic Plaza
Dublin, California 94568
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Proposals submitted after the stated deadline will not be accepted for consideration.
City’s Standard Consultant Agreement
Attachment 1 provides the standard City of Dublin Consultant Agreement. Any modifications to
this agreement must be submitted along with the proposal.
SECTION 4 - SELECTION OF CONSULTANTS
The Proposals will be evaluated and scored (maximum of 100 points) using the following criteria:
1.
2.
3.
4.
Qualifications and specific experience of key project team members.
Quality and completeness of the proposal.
Experience with engagement of similar scope and complexity.
Satisfaction of City on previous projects with Consultant.
Selection Process
The City reserves the right to make the selection based on its sole discretion. City Staff will
evaluate the proposals provided in response to this RFP.
The City reserves the right to reject any or all proposals. The City reserves the right to award a
contract to the Consultant (s) that the City feels best meets the requirements of the RFP. The City
reserves the right to reject any and all proposals prior to execution of the Agreement, with no
penalty to the City.
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SECTION 5 - SELECTION PROCESS DATES
November 20, 2015
Request for Proposal issued.
December 18, 2015
Proposals due no later than 12:00 noon, Friday, December 18, 2015
at the offices of the City of Dublin, Public Works Department, 100
Civic Plaza, Dublin, CA 94568.
Late submittals will not be accepted.
January 13, 2016
Consultant Interviews. City reserves the right to select a consultant
based on the review of the Proposals without conducting an
interview. If interviews are conducted, a few selected Consultants
may be required to participate in the interview.
January 15, 2016
Consultant Selected
All requests, questions or other communications regarding this RFP shall be made in writing to the
City of Dublin via email or U.S. Mail, and must be received by 12:00 noon, Friday, December 18,
2015. Address all communication to Obaid Khan, Transportation and Operations Manager. To
ensure written requests are received and answered in a timely manner, email correspondence is
preferred.
Obaid Khan, Transportation and Operations Manager
City of Dublin – Public Works
100 Civic Plaza
Dublin, CA 94568
(925) 833-6630
Obaid.khan@dublin.ca.gov
SECTION 6 – List of Attachments
Attachment 1 - Standard Consulting Services Agreement -11 20 15
Attachment 2 - Standard Stormwater Facility Inspection Report Form (SSFIR)
Attachment 3 - City of Dublin – Spill & Discharge Response Plan
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