Landscape Design Assistance (Informal RFP)

West Basin Municipal Water District (West Basin), a Municipal Water District, is accepting proposals for Landscape Design Assistance. The selected Landscape Designer will be responsible for direct scheduling of landscape design consultations with the participants of this program, and the delivery of a completed and final landscape design package that meets the Metropolitan Water District’s (MWD’s) Turf Replacement Rebate Program requirements. West Basin is seeking to award a contract that will end June 30, 2027.

Background

The MWD’s Turf Replacement Rebate Program is open to all residents, Public Agencies, Homeowner Associations (HOAs), and Commercial, Industrial, and Institutional (CII) sites within West Basin’s service area (see map and web link below).

A primary goal of the program is to enable participants to use their new landscape designs to apply to MWD’s Regional Turf Replacement Rebate Program. Having a landscape design is required to apply for the rebate program, which can serve as a barrier to participation; therefore, by providing a free landscape design for the site, West Basin aims to encourage greater participation in MWD’s Turf Replacement Rebate Program.

Recent state law (AB 1572) will prohibit Public Agencies, Commercial, Industrial, and Institutional (CII), and Homeowners Association (HOA) entities from irrigating non-functional turf with potable water starting on January 1, 2027. The legislation will be phased in, beginning with Public Agencies on January 1, 2027, then CII on January 1, 2028, and HOAs on January 1, 2029. Public properties in disadvantaged communities (DAC) will have until January 1, 2031, to comply, contingent upon available state financial assistance or upon the availability of state funding for turf replacement.

Service Area Link:
https://www.westbasinca.gov/about-west-basin/what-we-do/service-area

Project Details

• Reference ID: RFP-TH-0133
• Department: Water Policy
• Department Head: Matthew Veeh (Manager of Water Policy)

Important Dates

• Questions Due: 2026-06-11T23:00:00.000Z

Evaluation Criteria

• Completeness & Quality of Proposal (10 pts)
• Respondent Qualifications, Capabilities, and Experience (20 pts)
• Professional Qualifications of Key Personnel (20 pts)
• Technical Approach and Methodology (20 pts)
• Sample Landscape Design for Residential and Public/Business Sites (20 pts)
• References (5 pts)
• Cost Proposal (5 pts)
• Small Business Enterprise Incentive Points (3 pts)
• Local business Enterprise Incentive Points (3 pts)
• Small and Local Subs Incentive Points (1 pts)
• Interview (10 pts)

Submission Requirements

• Proposal Response (required) —
  1. Executive Summary Letter
     
     This letter shall be a brief formal letter from Respondent that provides information regarding the firm and its ability to perform the requirements of this solicitation.  This letter must include the following information:  complete legal company name (as it should appear in a contract), address, contact person, telephone number, and e-mail address. This letter shall identify all materials and enclosures being forwarded in response to this solicitation. The letter must be signed by an individual authorized to bind the proposing entity or by the two corporate officers authorized to bind the proposing entity as set forth in the California Corporations Code.  A proposal submission with an unsigned Executive Summary Letter may result in the proposal being considered non-responsive. 
     
     
  2. Qualifications, Capabilities, and Experience
     
     Respondent shall provide a brief discussion of its qualifications and capabilities to perform work similar in nature to the services requested herein.  Respondent shall provide a brief discussion of its previous experience with engagements that are the same or similar in nature to the services requested herein.
     
     
  3. Key Personnel
     
     Respondent shall provide the names, resumes, and a statement of qualifications of key personnel who are expected to be assigned to this project and shall identify their specific responsibilities.
     
     In addition, Respondent shall submit a complete list of all subconsultants they intend to utilize in the provision of services requested in this solicitation.  Prevailing wages shall be paid to any subconsultant who provides labor on the project for which a prevailing wage classification has been established by the State of California Department of Industrial Relations.  The District reserves the right to request copies of certified payrolls and any other documentation necessary to verify the payment of prevailing wages and fringe benefits from subconsultants of any tier in accordance with the California Labor Code.
     
     
  4. Technical Approach and Methodology
     
     Respondent shall provide a discussion of ways to maximize benefits or services to West Basin as well as discuss objectives, recommendations and solutions.  Respondent shall provide a project schedule and timeline by task illustrating key deliverables. Respondent is encouraged to identify and recommend any improvements/enhancements for the proposed service, as well as highlight any other issues Respondent deems appropriate.
     
     

  5. Sample Landscape Design for Residential and Public/Business Sites 

     Respondent should provide a Sample Landscape Design for Residential and Public/Business Sites that demonstrates the firm’s design approach, technical capability, and understanding of site‑specific requirements.

  6. References 

     Respondent’ shall provide a minimum of three (3) references from different clients for engagements performed in the last five (5) years where the services provided were the same or similar nature to the services requested herein.  Respondent’s Reference Information should include:
     1. 1. Client’s name, contact person, contact person’s responsibility and relationship to the project, address, and telephone number.
        2. A description of the type and extent of the services provided by Respondent to the client.
        3. Names of key personnel on Respondent’s team that participated in named projects and their specific responsibilities. 
• Price Proposal (required) —

  Respondent shall submit a Price Proposal for the services requested in this solicitation. The Price Proposal shall be delineated by Task as identified in the Scope of Work. West Basin may accept and incorporate the submitted Price Proposal as part of the award/agreement process without further negotiation or, alternatively, may use it as the basis for negotiations.  Consequently, Respondents are encouraged to provide their best pricing terms. 

• Proposal Validity (required) —

  By clicking YES below, the Respondent agrees to the minimum proposal validity. Responses to this RFP shall be valid for a minimum of 90 days. Submissions not valid for at least 90 daysdays will be considered non-responsive.   

• Compliance with Insurance Requirements (required) —

  Insurance requirements are listed in the in the Sample Agreement. The District will request the actual Accord insurance form and associated documentation when recommendation for award is made. 
  
  By clicking YES below, the Respondent confirms their ability to provide the required insurance coverage and Accord insurance form.

• Minimum Requirement(s) Compliance (required) —

  In addition to demonstrating that it meets the minimum requirements, Respondent shall affirm that it meets the minimum requirement by confirming below to agree to the following statement:
  
  “I certify that I meet the minimum requirements of this solicitation.”
  
  Respondent’s Proposal may be deemed non-responsive if these minimum requirement(s) are not met. The minimum requirements are defined in the Scope of Services.

• Willingness to Provide Financial Statement (required) —

  If selected, Respondent may be requested to submit a complete financial statement for the two most recent years, prepared in accordance with generally accepted accounting principles.  The financial statement must include a balance sheet and income statement. 
  
  By clicking Yes below, Respondent indicates that they are prepared to substantiate all information provided.  Respondent must indicate herein Respondent’s willingness to provide this information.

• DIR Registration Verification (required) —

  Please provide your current California Department of Industrial Relations (DIR) Registration Number: 

• Subcontractor DIR Registration Verification —

  If applicable, provide your subcontractor(s) current California Department of Industrial Relations (DIR) Registration Number(s): 

• Small Business Enterprise Verification (required) —

  Do you qualify as Small Business Enterprise? 

  Small Business Enterprise (SBE): To be considered as a Small Business Enterprise and to encourage maximum participation, the District will accept a Vendor that meets and is certified to the Federal U.S. Small Business Administration (SBA) size standards, or the SBE standards set by the California Department of General Services (DGS). In addition, the District will accept a Vendor’s self-certification of any local agency within the State of California. All certifications are subject to verification. 
  
  If yes - respondent must attach documentation of Small Business certification.

• Upload SBE certification. (required)
• Local Business Enterprise Verification (required) —

  Do you qualify as Local Business Enterprise?

  Local Business Enterprise (LBE):  To be considered as a Local Business Enterprise, a Vendor must provide evidence, in the form of a business license, that the Vendor is located at a fixed commercial or residential address where administrative, clerical, professional or other productive work is performed relative to its commercial purpose.  The Vendor must be located either within the District’s service area or, within 25 miles of the District’s Carson headquarters for a minimum of one year.

  Please click HERE to determine if your firm is considered Local, under Small and Local Business Enterprise Program. 

  If yes - respondent must attach current copy of the firm's business license.

• Upload business license. (required)
• Sub(s) Small and Local Business Enterprise Verification (required) —

  Do you have a Sub Supplier, Subcontractor or Subconsultant that qualifies as SBE or LBE?

  Participation from either SBE or LBE Sub(s) qualify only if at least 30% of the total compensation paid by the District under the terms of the contract are allocated to and received by the SBE or LBE Sub(s).
  
  The Prime must include the Sub(s) services and compensation in its Price Form. 

  If yes - the Prime (respondent) must attach current copy of the Sub(s) business license and/or SBE certification.

• Upload Sub(s) business license and/or SBE certification. (required)
• Acceptance (required) —

  By clicking Yes below, I, on behalf of the Respondent submitting this Proposal, quotation, or bid acknowledge that I have read and understand the subject solicitation and all its attachments.  I further acknowledge that, by submission of a proposal, quotation, or bid in response to the subject solicitation, the Respondent accepts all the terms and conditions set forth in the subject solicitation and its attachments, including, but not limited to, the Sample Agreement or the Purchase Order Standard Terms and Conditions, except as specifically identified in an exception submitted concurrently therewith.

• How did you first hear about this project? (required)
• [FOR NEW VENDORS ONLY] Attach Company W-9
• [For New Vendor Only] Attach New Vendor Form —

  The New Vendor Form is located in the Attachments section, Attachment C. 

• Project Detail / Explanation (required) —

  Please provide a brief explanation as to the reason and/or purpose for this procurement.

• Proposal Validity (required) —

  Enter desired proposal validity 

• Vendor Pricing (required) —

  Choose Line Items if you would like to build an electronic pricing table in the software and utilize the low bid evaluation processes within OpenGov. 

  Choose Vendor Upload if you will allow the Vendor to upload their own formatted document for pricing. This option is typically used for best value evaluation. 

• Will you hold an Interview Phase? (required)
• How will you evaluate references? (required)
• Question for Contracts: Sample Agreement —

  ATTENTION QUESTION FOR CONTRACTS ONLY!

  Contracts will choose the correct sample agreement during review. 

• Question for Contracts: Professional Liability Insurance —

  ATTENTION QUESTION FOR CONTRACTS ONLY!

  Please do not change the answer to this question. Contracts will modify during the review of the solicitation. 

• Question for Contracts: Evaluation Criteria (required) —

  ATTENTION QUESTION FOR CONTRACTS ONLY!

  Please do not change the answer to this question. Contracts will modify during the review of the solicitation. 

  Note for Contracts - Please switch to NO during review process to hide the Evaluation Table. 

• Question for Contracts: Prevailing Wages and Labor Compliance Requirements? (required) —

  ATTENTION QUESTION FOR CONTRACTS ONLY!

Questions & Answers