Request for Proposals for Water Loss Control Program Design & Technical Services

The City of Santa Cruz Water Department (SCWD) is soliciting professional and technical services to assist with the update of its Water Loss Control Program. The focus of the scope of work is on conducting a thorough evaluation of the current regulatory environment with an emphasis on evaluating the feasibility of achieving the customized Water Loss Performance Standard by 2028 as defined by the California State Water Resources Control Board (SWRCB) per CA Water Code 10608.34 and Executive Orders B-37-16 and B-40-17 and California Senate Bill (SB) 555. SB 555 establishes Annual Reporting and Water Loss Standards for water service providers. 

Proposals must include the application of standardized principles and techniques as outlined in the American Water Works Association (AWWA) M36 standard: Water Audits and Loss Control Programs in addition to the integration of innovative tools and approaches to leveraging new technologies and related data now available to SCWD.  

The categorial and prioritized areas of focus and the related tasks shall be completed within calendar year 2026. Any work plans and related projects that require further professional and technical support may be evaluated and considered for continued, contractual support and implementation in Fiscal Year 2027 and 2028.

Background

 The City of Santa Cruz Water Department (SCWD) owns, operates and maintains a large public water system (i.e. 200+ connections) per SWRCB permit. The treated water distribution system is composed of 270 miles of water mains with approximately 25,000 service connections.

CWD produces approximately 2.6 billion gallons of water annually from local sources composed of both surface and ground water supplies.  

In 2015 and in accordance with California SWRCB and AWWA M36 standards, SCWD initiated the development of a Water Loss Control Program with an emphasis on enhancing the understanding of both the quantity and types of water loss occurring in the distribution system. In coordination with consultant support, the early phases of program development were designed to enhance water auditing methodology and data collection procedures with the goal of accomplishing Level 1 Validation certification per the 2016 Water Research Foundation Guidance Manual.

The consultant supported work on Water Loss Control Program development through 2019, resulting in a robust management program including annual routine activities and work plans that collectively contribute to significant improvements in data validity of the annual water audit and achieving a high level of confidence in the reported volumes of water losses.
Since 2020, multiple new technologies have been implemented at the utility level such as the completion of an Advanced Metering Infrastructure (AMI) meter replacement 
program and the implementation of an asset-based Computerized Maintenance Management System (CMMS). Additionally, other utility improvements are in process such as a billing system software replacement and the installation of a new treated water effluent master meter.

Project Details

• Reference ID: RFP No. WT-0243
• Department: Water
• Department Head: Heidi Luckenbach, P.E. (Water Director)

Important Dates

• Questions Due: 2026-04-18T00:00:00.000Z

Addenda

• Addendum #1 (released 2026-04-20T18:01:41.714Z) —

  Addendum No.1 is now available.

Evaluation Criteria

• Adherence to RFP Requirements (5 pts) —

  To be considered responsive, the proposal shall include the information detailed in this section. The proposer must provide information in the proposal in the same order as shown below. The proposal shall be separated into the subheadings referenced below.  Failure to provide this information may result in a proposal being considered non-responsive to requirements.

  Proposal Format

  Proposals should be organized as follows:

  • Cost Proposal: Provide a comprehensive cost proposal uploaded separately in the Procurement Portal. 

  • Written Technical Proposal

  • Optional Appendices or Exhibits: Proposers may include sample project information, sample reports, peer review reports, letters of recommendation, or other exhibits that may assist the City in favorably evaluating the proposal. Do not include generic marketing materials.

  • Proposals will be deemed non-responsive and removed from further consideration if the Proposal is not received in accordance with the terms of this RFP or the Proposer does not meet the basic minimum qualifications and proposal requirements set forth in this RFP.

  Proposals shall be typed, as concisely as possible, and shall not include any unnecessary promotional material. The Proposer shall provide the information required in this Evaluation Criteria section and comply with the maximum page limitations provided for each subsection of the proposal. The RFP Required Submittal Documents do not count toward applicable section page limits.

  Resumes, if requested, shall be included as a separate attachment. Number every page sequentially beginning with the cover page, including any text, charts and graphic pages, including attachments and exhibits. If used, narrative pages shall be used sparingly and only where required to convey related information that cannot be accommodated. The proposal shall use Arial or a similar, easily readable font.  A minimum of 11-point font size and 1.25-line spacing is required for text. Narrow or condensed fonts are not permitted.  Font restrictions do not apply to attachments.  Different size fonts will be allowed for headings, charts, tables, and graphics and must be easily readable.

• Firm Background Information (10 pts) —

  This section must include the following (maximum 2 pages):

  1. Legal name, addresses, telephone numbers of the principal office (national headquarters) and local office.  Include the same information if services will be provided from additional locations.
  2. Year established and history.
  3. Business entity status (i.e., partnership, corporation, LLC).
  4. Indicate if Proposer has defaulted in its performance of an agreement or project during the past five (5) years which has led the other party to terminate the agreement and if so, the identity of the parties involved and the circumstances of the default or termination.
  5. Respond to the following:
     1. Explain any pending litigation, liens, or claims involving your organization.
     2. Has your company filed for bankruptcy in the last ten (10) years?
  6. Provide information about your company regarding environmental conservation practices or objectives, Green Business certifications, alternative fuel service vehicles, superior employee benefit policies, or other applicable policies that align with Sub-Section Environmental Conservation and Sustainable Living in Section Process Instructions.
• Firm Qualifications, Expertise, and Experience (10 pts) —

  In this section (maximum 5 pages), include the following:

  1. Describe the Proposer’s qualifications and experience working on similar, relevant, or related projects that were completed, as outlined in Section Preliminary Scope of Services.
  2. Describe how the Proposer (or Proposers if submitting a jointly prepared proposal) is organized to provide the required services as outlined in Section Preliminary Scope of Services.
  3. If utilizing any subconsultants and/or subcontractors, describe their qualifications working on similar, relevant, or related projects that were completed, as outlined in Section Preliminary Scope of Services.
  4. Provide a list of all services Proposer has performed for the City in the past three (3) years, include a description of the services, date of engagement(s), members of the proposed team that performed the services. Indicate if Proposer served as the prime contractor or as a subcontractor.
• Team Qualifications, Expertise, and Experience (10 pts) —

  In this section (maximum 5 pages), include the following:

  1. Provide the names, qualifications, certifications, and relevant technical experience of personnel and subcontractors of the proposed project team who will perform the services described in Section Preliminary Scope of Services.  Include details about their experience with similar projects with comparable magnitude. 
  2. Provide resumes for each member of the proposed project team and include the qualifications and experience suited to the proposed assignment. Include resumes as a separate attachment.

  If awarded the contract, the Proposer shall make every effort to ensure that the staff resources identified in the proposal will be available for the Project. If staff identified in the proposal are not available, the City reserves the right to review and approve alternate personnel.

• Technical Approach and Work Plan (15 pts) —
  1. Technical Approach: Describe your approach to completing Section Preliminary Scope of Services.  Identify deliverables and key decision points.  Provide comments regarding the proposed Section Preliminary Scope of Services.  This may be used as an opportunity to expand upon your team’s specific experience and expertise, and to outline any changes you believe would help achieve the Project’s goals and objectives.
  2. Work Plan:  Describe how the project team will fulfill the Section Preliminary Scope of Services.  Include a detailed project schedule in the Project Schedule Document.  Provide a matrix of personnel, tasks, and an estimated effort in hours. 

  The work plan shall include a process for delivery of the range of services outlined in Section Preliminary Scope of Services.  To the extent possible, the proposal shall reflect the roles and responsibilities of team members in the major tasks outlined in the Section Preliminary Scope of Services and strategies to accommodate the staffing needs for each task order. As appropriate, include tools and techniques you could use in addressing challenges and delivering services outlined in Section Preliminary Scope of Services.

  Proposers shall address all major tasks outlined in Section Preliminary Scope of Services and as appropriate, suggest supplemental tasks/sub-tasks for incorporation into the final Section Preliminary Scope of Services.

• Technical Approach and Work Plan (15 pts) —
  1. Technical Approach: Describe your approach to completing Section Preliminary Scope of Services.  Identify deliverables and key decision points.  Provide comments regarding the proposed Section Preliminary Scope of Services.  This may be used as an opportunity to expand upon your team’s specific experience and expertise, and to outline any changes you believe would help achieve the Project’s goals and objectives.
  2. Work Plan:  The work plan shall reflect your understanding of the services applicable to the RFP and your experience and creativity in anticipating and addressing the challenges that may be encountered in providing the services outlined in Section Preliminary Scope of Services.

  The work plan shall include a process for delivery of the range of services outlined in Section Preliminary Scope of Services.  To the extent possible, the proposal shall reflect the roles and responsibilities of team members in the major tasks outlined in the Section Preliminary Scope of Services and strategies to accommodate the staffing needs for each task order. As appropriate, include tools and techniques you could use in addressing challenges and delivering services outlined in Section Preliminary Scope of Services.

  Proposers shall address all major tasks outlined in Section Preliminary Scope of Services and as appropriate, suggest supplemental tasks/sub-tasks for incorporation into the final Section Preliminary Scope of Services.

• Cost Proposal (20 pts) —

  Cost/Pricing is a factor in this selection. Proposers must complete and submit a Cost Proposal. It is the Proposer’s responsibility to state all costs to provide the services outlined in Section Preliminary Scope of Services. Costs shall include, but not be limited to, direct labor, overhead, fringe benefits, profit, subcontractors, other direct costs (ODC) such as materials, supplies, taxes, and travel.  A Proposer’s failure to submit a Cost Proposal will deem the submittal non-responsive. Include the Cost Proposal with the Electronic Response.

  The price will be evaluated in the following manner:

  1. The responsive proposal with the lowest price will be given the full weight of points assigned to the pricing criteria.
  2. Every other responsive proposal will be given points proportionately in relation to the lowest price. This point total will be calculated by dividing the lowest proposed price by the total proposed price of the proposal being evaluated with the result multiplied by the maximum weight for the price (100 %) to arrive at a price score of less than the full score for price.

  Example:                    Lowest Total Proposed Price                      Total %                Price
                                  Proposer’s Total Proposed Price      X          for Price       =      Score

   

• Cost Proposal (20 pts) —

  Cost/Pricing is a factor in this selection. Proposers must complete and submit a Cost Proposal.  It is the Proposer’s responsibility to state all costs to provide the services outlined in Section Preliminary Scope of Services. Costs shall include, but not be limited to, direct labor, overhead, fringe benefits, profit, subcontractors, other direct costs (ODC) such as materials, supplies, taxes, and travel.  A Proposer’s failure to submit a Cost Proposal will deem the submittal non-responsive. Include the Cost Proposal with the Electronic Response.

  The price will be evaluated in the following manner:

  This portion of the proposal will be evaluated based on the reasonableness of the proposed costs. Costs will be evaluated as compared to costs the City or other comparable public agencies have paid for similar services and with the industry’s standard and customary costs for the services.

• References (5 pts) —

  In this section (maximum 5 pages), provide the following:

  1. Three (3) Client References that provide former clients and representative projects undertaken in the last five (5) years which demonstrate relevant experience with the Project.
  2. For each project identified above, provide a project description, project costs, dates of engagement, project owner, and member(s) of the proposed team for this RFP that participated in the project, including any subcontractors that worked on the project. 
  3. For each reference, provide the name of the agency/firm, and contact person’s name, title, address, phone number, and email address.  Please ensure that the contact information is accurate for each reference.

  The City reserves the right to:

  • Check as many references that the City deems necessary.
  • Assess a Proposer’s past performance.
  • Contact references that the City determines are representative projects demonstrating experience relevant to this RFP.
  • Check any other reference(s) that might be indicated through the specified contacts or that result from communication with other entities involved with similar projects.
  • Include other industry sources and users of similar services known to the City.
  • Contact client references for only shortlisted Proposers.

  It is the responsibility of the Proposer to ensure the client reference contact person is available and willing to provide a reference within the timeframe stated in this section. The client reference score/weight shall have no bearing on any other evaluation criteria.

• References (5 pts) —

  In this section (maximum 5 pages), provide the following:

  1. Three (3) Client References that provide former clients and representative projects undertaken in the last five (5) years which demonstrate relevant experience with the Project.
  2. For each project identified above, provide a project description, project costs, dates of engagement, project owner, and member(s) of the proposed team for this RFP that participated in the project, including any subcontractors that worked on the project. 
  3. For each reference, provide the name of the agency/firm, and contact person’s name, title, address, phone number, and email address.  Please ensure that the contact information is accurate for each reference.

  The City reserves the right to:

  • Check as many references that the City deems necessary.
  • Assess a Proposer’s past performance.
  • Contact references that the City determines are representative projects demonstrating experience relevant to this RFP.
  • Check any other reference(s) that might be indicated through the specified contacts or that result from communication with other entities involved with similar projects.
  • Include other industry sources and users of similar services known to the City.
  • Contact client references for only shortlisted Proposers.

  It is the responsibility of the Proposer to ensure the client reference contact person is available and willing to provide a reference within the timeframe stated in this section. The client reference score/weight shall have no bearing on any other evaluation criteria.

• Project Understanding, Work Plan and Approach (10 pts) —

  Proposers invited for the interview and oral presentations are expected to have a clear understanding of Project goals and objectives, the scope of services, the Project and City background, and the Proposer’s role. Proposers must present their Project understanding, work plan, and approach effectively for achieving the Scope of Services on time and within budget.

• Quality of Presentation (10 pts) —

  Proposers invited to participate in the interview and oral presentations will be evaluated on their ability to effectively communicate the project understanding, work plan and approach, and the qualifications of subcontractors and personnel. The presentations should be informative and concise.

Submission Requirements

• Proposal Response (required) —

  By confirming, the proposer is affirming to the following: 

  The proposer, upon acceptance, agrees to furnish the following in accordance with the specifications and terms and conditions per City of Santa Cruz “Request for Proposals for Request for Proposals for Water Loss Control Program Design & Technical Services” at the prices indicated herein. 

  The proposer, under penalty of perjury, declares not to be a party with any other business to an agreement to propose a fixed or uniform price in connection with this proposal.

  The proposer declares under penalty of perjury that she/he is authorized to submit this proposal and bind the business or organization to the terms of this Proposal.

  The proposer recognizes the right of the City of Santa Cruz to reject any or all proposals received and to waive any informality or minor defects in proposals received.

  The proposer declares under penalty of perjury that the information contained in this Proposal and all accompanying documents are true and correct.

• Technical Proposal (required)
• Cost Proposal (required) —

  Proposers must complete and submit a Cost Proposal with their Proposal submittal by the Proposal Submittal Due date.  It is the Proposer’s responsibility to state all costs required to provide the services outlined in Section Preliminary Scope of Services. Costs shall include, but not be limited to, direct labor, overhead, fringe benefits, profit, subcontractor costs, and other direct costs (ODC) such as materials, supplies, taxes, and travel.  A Proposer’s failure to submit a Cost Proposal will deem the Proposal non-responsive.

• Non-Collusion Declaration (required) —

  By confirming, the proposer, the party making the foregoing proposal declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the Consultant has not directly or indirectly induced or solicited any other Consultant or Sub-Consultant to put in a false or sham proposal; and has not directly or indirectly colluded, conspired, connived, or agreed with any Consultant, Sub-Consultant or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the Consultant has not in any manner directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the Consultant or any other Consultant or Sub-Consultant, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other Consultant or Sub-Consultant, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the Consultant has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal.  

  I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

• Optional Piggybacking Clause: Do you agree to extend pricing to other public agencies under this agreement. (required) —

  Indicate whether your business will extend the pricing, terms and conditions of this bid to other government agencies, if you are the successful proposer. Your business would be required to make this contract available to interested agencies. Interested government agencies may enter into their own contract with the successful Contractor. They may negotiate minor changes in terms and conditions.

  Will your business extend the same prices, terms and conditions to other public agencies?

• LOCAL PREFERENCE CERTIFICATION —

  Local Businesses and Locally Owned Businesses must submit this certification with each bid or proposal in order to receive the 2% and additional 4% preference applied during the evaluation of any competitive process for goods, supplies, equipment, materials, services, or professional services.

  Local Businesses

  To qualify for the 2% local business preference, a business must meet the following criteria:

• Does the business have an office with at least one employee located in the City of Santa Cruz? (required)
• Business Address: (required)
• Is the business current in the payment of all taxes, charges, assessments, or fees owed to the City of Santa Cruz? (required)
• Does the business hold a valid City of Santa Cruz business license? (required)
• DBA/license number: (required)
• Locally Owned Businesses —

  To qualify for an additional 4% locally owned business preference, a business must meet the above requirements for a local business and at least 50% of the business’ owners must live in the County of Santa Cruz. 

  To qualify for the locally owned business preference, list all of the business’ owners and their county of residence. 

  • Owner Name, County
• By submitting information for Local Preference, I represent that I qualify as a (check all that apply): (required)
• I understand that by submitting false information or failing to disclose material information in order to qualify for the preference my business will be 1) required to pay the city any difference between the contract amount and what the city’s cost would have been if the contract had been properly awarded, and 2) prohibited from bidding on any city contract or receiving any city contract for a period of three years of the discovery of facts supporting the same. (required)
• EMERGENCY RESOURCE AGREEMENT —

  In previous disasters, many organizations have responded enthusiastically to the City’s requests for supplies and services needed to protect the health, safety, and property of the Santa Cruz public. The information on this list allows us to quickly locate desperately needed resources. Because many businesses give us their nighttime phone numbers, we are able to obtain crucial supplies and services after normal business hours.

  If you are interested in being a part of this list, please take a few minutes to fill out the form below, review the categories, and check any that apply. 

  We urge you to provide the manager’s or owner’s home address and phone number. Having information on how to contact a firm after hours greatly improves our emergency response. This information is kept confidential and used only in the event of serious life-threatening emergencies.

• Please provide manager's or owner's name, home address, email address and phone number
• By confirming this agreement, the vendor agrees to charge the City of Santa Cruz a rate that is fair market value. The vendor also agrees to provide the City of Santa Cruz with all available supplies, materials, equipment and/or services on a priority basis.
• Emergency Resource List —

  Please download the below documents, complete, and upload.

• Acknowledgment of Addenda and Question and Answer (required) —

  In order to submit a proposal, the vendor acknowledges that they have read all addenda, and questions and answers posted for this solicitation. 

• California Levine Act Disclosure Statement —

  As a party to a proceeding, you are required to comply with the following Levine Act Disclosure Statement:

  California Government Code Section 84308, commonly referred to as the "Levine Act," prohibits City Officers (as defined below) from participating in any action concerning a license, permit, other entitlement for use, franchise, or contract (collectively “license, permit, or contract”) if they accept, solicit, or direct contribution(s) from a party, participant, and its agent(s), totaling more than $500 within the twelve (12) months prior to the proceeding, while a proceeding is pending, and for twelve (12) months following the date of a final decision in a proceeding.

   

  “City Officers” include any City elected or appointed officer, their alternates, and any candidate for elective office. “City Officers” are listed at the following sites:

  • City Council and Mayor: cityofsantacruz.com/government/city-council/councilmembers
  • Candidates for elective City offices: cityofsantacruz.com/government/city-departments/city-clerk/elections/candidates
  • Board and Commissioners with certain decision-making powers: cityofsantacruz.com/government/advisory-bodies, including:

   

  • • Arts Commission
    • Board of Building Appeals
    • Children’s Fund Oversight Committee
    • Downtown Commission
    • Historic Preservation Commission
    • Parks & Recreation Commission
    • Planning Commission
    • Sister Cities Committee
    • Transportation and Public Works Commission
    • Water Commission
    • Zoning Administrator

   

   

  As a party to a proceeding, you are also required to provide the information below concerning your contributions to City Officers. This form is to be submitted to the City of Santa Cruz as soon as practicable, but before the proceeding itself, and is a public record. If you have any questions about this form, please contact your City representative for assistance.

   

  You must submit a supplemental form if you make any new reportable contribution(s) while the contract, license, permit, or other entitlement is being considered by the City of Santa Cruz.

   

  Answering “YES” to any of the questions in this Section does not preclude the City of Santa Cruz from awarding a license, permit, or contract to you or your organization or taking any subsequent action related to said license, permit, or contract. It does, however, preclude any identified City Officers from participating in any actions related to this license, permit, or contract, unless the identified City Officers return the contribution within 30 days of discovery. (Gov. Code § 84308(d); FPPC Reg. 18438.7.)

   

  In determining whether a contribution has exceeded $500, the contributions of an agent shall not be aggregated with contributions from a party or participant. (Gov. Code § 84308(g).)

• Have you or your organization, or any agent on behalf of you or your organization (except for uncompensated officers of a nonprofit organization), made any contributions totaling more than $500 to any City Officers (as defined above) in the 12 months preceding the date of the submission of your proposals or the anticipated date of any City Council, Board, or Commission action related to this license, permit, or contract? (required) —

  Note that, with respect to elected officers, contributions only count if the elected officer or the body of which they are a member has authority to make a decision or recommendation in the proceeding.

• If yes, please identify the City Officer(s) Name, Payee Name, Payment Date, and Payment Amount in the field below. (required)
• Do you or your organization, or any agent on behalf of you or your organization (except for uncompensated officers of a nonprofit organization), anticipate or plan to make any contribution totaling more than $500 to any City Officers (as defined above) during or in the 12 months following any City Council, Board, or Commission action related to this license, permit, or contract? (required) —

  Note that, with respect to elected officers, contributions only count if the elected officer or the body of which they are a member has authority to make a decision or recommendation in the proceeding.

   

• If yes, please identify the City Officer(s) Name, Payee Name, Payment Date, and Payment Amount in the field below. (required)
• Will this solicitation result in a contract or only PO? (required)
• Pre-Proposal Meeting (required) —

  Please make sure to reflect the option choose below in your Introduction Section Timeline by clicking on "Edit Timeline" 

• Initial Term of the Contract (required)
• Are "Prevailing Wages and Labor Compliance" applicable for this project? (required)
• Will Local Preference apply to this project? (required) —

  Local Preference does not apply to: 

  • Purchases under the informal threshold ($10K)
  • Construction projects.
  • Urgent purchases necessary to protect public health, welfare or safety. 
  • Purchases funded by outside agencies (Federal) that prohibit the use of preferences.
  • Professional services requests for proposals where price is not considered in the selection (RFQu)
• Is "Emergency Resource Agreement" applicable to this project? (required)
• Is "Living Wage" applicable to this project? (required) —

  Every contract for services to the City for $10,000 or more is subject to the City’s Living Wage Ordinance number 2000-25.

• Are "Liquidated Damages" applicable to this project (required) —

  Liquidated Damages are applicable for PW- non Construction, &  Construction Projects 

• Amount of Liquidated Damages per day (required) —

  You will need to use a standard calculation to determine this number, based on a reasonable estimate of damages you will incur daily if the Project is delayed.

• Evaluation Process
• Are you doing Oral Presentations? (required)
• Is pricing a factor of Evaluation? (required) —

  If you are soliciting for an Architectural, Engineering, or Design Services contract, you cannot include pricing as a factor.

• Type of Cost Evaluation (Recommend Option 1) (required)
• Is the work plan for on-call services? (required)

Questions & Answers