RFQ REQUIREMENTS:

All proposals shall include the following information. Missing, disorganized or incomplete proposals shall not be considered.

1. Cover letter: This shall identify the applicant’s name, address, telephone number, email address and a concise description of key provisions of the proposal, key personnel, price and any other relevant information the applicant believes would make them the best incumbent for the job.
2. Statement of Qualifications: This section shall thoroughly demonstrate how the applicant’s experience, training, and education relates to the scope of work by detailing similar services and/or projects. Additionally, the applicant should include the District’s desired knowledge, training and experience detailed below:

Desired knowledge, training, and experience:

• Community Service Districts’ general principles
• Government (city, county, state or special district) management
• Public administration
• Agenda and staff report preparation
• Water and wastewater operations
• Budgeting/financial management
• Government procurement services
• County operations and permitting
• California Coastal Commissions permitting
• State and Federal grant processes
• Development/building processes
• Ordinance enforcement
• Brown Act
• Public Records Act
• Project management

      iii. Rates & Costs: This section should include:

1. A proposed approach, method or technique for providing District services.
2. Identification of key personnel that would be assigned to provide administrative services.
3. An itemized list of cost estimates for rates or costs, equipment costs, hourly/salary rates for all professional, technical, and support staff (including applicant), vendor/consultant preferences, and other proposed charges.

     iv. Three professional references: References should include the name, title, organization, address and telephone number for an individual who can attest to the applicant’s work or project history.

SELECTION CRITERIA AND SUBMITTAL PROCESS:

1. Evaluations of each RFQ will be performed by a committee of individuals to be selected by the Board. Each submission will be ranked based on the selection committee’s evaluation of content and completeness and ability to meet the District’s objectives and provide best value. In the event of close ranking, a shortlist interview may be performed.  All selected prospective consultants will be contacted with specific information as to the location and time of interviews.
2. The District will identify the firm that best meets the needs of the District and enter contract negotiations with the highest ranked firm. Contracts must be executed within 30 days of offer (or other agreed to time frame, on a case-by-case basis) or negotiations will be terminated and the offer to contract will be rescinded.  Should the District fail to reach an agreement with the top ranked firm, the District may enter negotiations with the next highest rated firm and so on.
3. All requirements for the RFQ are to be submitted in a sealed envelope to the District on or before 5:00 p.m. on August, 3, 2023, with the fee estimate in a separate sealed envelope. Responses to this RFQ received after the stated deadline will not be accepted. The time of delivery shall be definitively determined by the time- stamping clock located in the San Simeon Community Services District.  It is the prospective consultant’s sole responsibility to see that its proposal is received in proper time, and prospective consultants assume all risks arising out of the means of delivery.  Any submittal received after the deadline will be returned unopened.

All responses must be completed as required, signed by an officer of the firm who is authorized to enter into a binding agreement with the District on behalf of the firm, and must be received at the place and time designated above.

All applicants are encouraged to conduct a site visit to obtain all the information necessary to prepare an accurate bid.  The cost of visiting the site shall be borne by the applicant.  Requests to conduct a site visit can be made by emailing: ktiwana@sansimeoncsd.org. Site visits will be scheduled, and additional information will be provided thereafter based on the level of interest from prospective applicants.

REQUIRED INSURANCE:

Following award and execution of contract, the selected consultant shall have insurance carrier(s) issue direct to San Simeon Community Services District, certificates of insurance for the following coverage:

1. Worker’s compensation as prescribed by law.
2. Comprehensive general liability, including umbrella coverage of $2,000,000.
3. Vehicle liability coverage (for bodily injury and property damage, combined single limit) of not less than $1,000,000.
4. Employer’s liability (covers criminal or fraudulent acts of employees) of $2,000,000.

Service provider affirms the above referenced insurance shall be maintained in force throughout the term of the agreement. The insurance provided by the services provider will be primary and noncontributory. San Simeon, its Board of members, agents, and attorneys, must be named as additional insureds under the general liability, vehicle liability, and employer’s liability policies. Each insurance policy required by the professional services provider must contain a provision that no termination, cancellation, or change of coverage can be made without thirty (30) days’ notice to San Simeon Community Services District. Insurance required by agreement will be satisfactory only if issued by companies admitted to do business in California, rated B+ or better in the most recent edition of Best’s Key Rating Guide, and only if they are of financial category class VII or better.

GENERAL RFQ DISCLAIMERS:

1. EQUAL OPPORTUNITY CLAUSE. Prospective consultants shall ensure against discrimination in employment practices based on State and Federal laws and regulations. The District hereby ensures that minority business enterprises will be afforded full opportunity to submit RFQs in response to this notice and will not be discriminated against based on requirements of State and Federal laws and regulations.
2. EQUAL OPPORTUNITY EMPLOYMENT COMPLIANCE. Consultant shall certify that it has sought out and considered minority business enterprises for those portions of the work to be subcontracted and has fully documented such actions that said documentation is open to inspection, and that said action will remain in effect for the life of any contract awarded hereto.

Furthermore, the prospective consultant shall certify that all steps will be taken to meet all equal employment opportunity requirements of the contract documents.  Consultant shall certify that in all previous contracts or subcontracts, all reports which may have been due under the requirements of any agency, State, or Federal equal employment opportunity orders have been satisfactorily filed, and that no such reports are currently outstanding.

iii. LEGAL RESPONSIBILITIES. All RFQs must be submitted, filed, made, and executed in accordance with State and Federal laws relating to RFQs for contracts of this nature whether the same or expressly referred to herein or not. Any company submitting a proposal will, by such action, thereby agree to each and all terms, conditions, provisions, and requirements set forth, contemplated, and referred to in the RFQ, and other contract documents, and to full compliance therewith.

iv. NON-COLLUSION AFFIDAVIT. Proposer shall declare that the only person or parties interested in its proposal as principals are those named therein; that no officer, agent, or employee of the District is personally interested, directly or indirectly, in its proposal; and that its proposal is in all respects fair and without collusion or fraud.

v. RESERVATION OF RIGHTS. The District reserves, in its sole discretion, the right to reject any and all RFQ submissions, including the right to postpone or delay the RFQ process at any time, or to decline to award the agreement to any of the prospective consultants.  The District shall not be obligated to respond to any proposal submitted, nor be legally bound in any manner by the submission of the proposal.  Further, the District reserves the right to waive any immaterial irregularities in an RFQ. Finally, the District reserves the right to reject any RFQ that is determined to contain false, misleading, or materially incomplete information.

vi. CONFLICT OF INTEREST. The District prohibits participation from any prospective consultant who has or will have a financial or business relationship with any District employee, Board Member, or Consultant or Professional services provider contracted with the District. Any prospective consultant selected will be required to adhere to the provisions set forth in Government Code section 1090 and comply with all applicable State and Federal laws pertaining to California’s Political Reform Act. If selected, the prospective consultant may be required to complete a Statement of Economic Interest (Form 700) in accord with the Fair Political Practices Commission.