Asset Management RFP

Page 1 of 17 13846 Conference Center Drive Apple Valley, CA 92308 MOJAVE WATER AGENCY Request for Proposal Mojave Water Agency (MWA) Infrastructure Asset Management Program (IAMP) Phase 2 – Program Advancement and CMMS Implementation Support Date Released: May 13, 2026 Proposal Submission Deadline: June 25, 2026, by 4:00 pm PDT Submit Proposals to: Theresa Murena, Mojave Water Agency Via https://www.bidnetdirect.com/california/mojavewateragency Page 2 of 17 TABLE OF CONTENTS I. INTRODUCTION ......................................................................................................... 4 A. General Information ............................................................................................... 4 B. RFP Schedule ........................................................................................................ 5 C. Agency Background and General Project Description ............................................... 6 II. NATURE OF SERVICES REQUIRED .............................................................................. 7 A. Approach and Focus Areas ..................................................................................... 7 B. Scope of Work to be Performed .............................................................................. 7 1. Continuation of Phase 1 Effort and Readiness for IAMP Implementation ................. 8 1.1 Asset Inventory and Data Collection .................................................................. 8 1.2 Criticality and Condition Assessment ................................................................ 8 1.3 Lifecycle Cost Modeling and Capital Planning ..................................................... 9 1.4 Program Implementation and Integration ........................................................... 9 1.5 Program Sustainment ....................................................................................... 9 1.6 Reporting ......................................................................................................... 9 2. Asset Management Implementation – CMMS Evaluation, Selection, and Implementation Support ...................................................................................... 10 2.1 CMMS Requirements Development ................................................................. 10 2.2 CMMS Vendor Procurement Support................................................................ 10 2.3 Agency’s Preliminary CMMS Priorities .............................................................. 11 2.4 CMMS Implementation Support ....................................................................... 12 2.5 Platform and Security Expectations ................................................................. 12 2.6 Data Migration and Integration ......................................................................... 12 2.7 Project Management ....................................................................................... 13 C. Responsibilities of the Agency .............................................................................. 13 III. PROPOSAL REQUIREMENTS ................................................................................... 13 A. General Requirements ......................................................................................... 13 B. Format for Technical Proposal .............................................................................. 14 C. Contents of Technical Proposal ............................................................................ 14 D. Contents of Cost Proposal ................................................................................... 15 IV. EVALUATION PROCEDURES ................................................................................... 16 A. Evaluation Criteria ............................................................................................... 16 Page 3 of 17 V. CONTRACTUAL AND INSURANCE REQUIREMENTS ................................................... 17 VI. EXTRA WORK ......................................................................................................... 17 VII. EXHIBITS ............................................................................................................... 17 Page 4 of 17 MOJAVE WATER AGENCY Request for Proposal Mojave Water Agency (MWA’s) Infrastructure Asset Management Program (IAMP) Phase 2 – Program Advancement and CMMS Implementation Support I. INTRODUCTION A. General Information The Mojave Water Agency (MWA or Agency) has completed Phase 1 of its Infrastructure Asset Management Program (IAMP), establishing the foundational framework for long-term asset stewardship. Phase 1 included defining levels of service, developing a limited asset inventory and data management framework, conducting criticality assessments, identifying “high level” lifecycle strategies, preparing financial projections, and producing key program documents, including the Asset Management Plan and Strategic Asset Management Plan. The Phase 1 reports will be provided to the selected consultant and will serve as the basis for the next phase of work. MWA seeks a qualified consultant to advance the IAMP in a structured and implementation-focused manner. The selected consultant shall assess and validate Phase 1 findings, identify gaps and improvement opportunities, and define next steps to further mature the program without duplicating prior efforts. Services will include refinement of asset management best practices, risk and criticality methodologies, the Agency’s long-range asset management framework, and support for the evaluation, selection, and implementation of a best-fit Computerized Maintenance Management System (CMMS) to support planning, operations, maintenance, and full lifecycle management. The CMMS selection is expected to involve a separate, vendor- focused procurement process that the selected consultant will help the Agency develop and manage. The objective of this phase is to transition from foundational planning to practical implementation and long-term program sustainability. The selected consultant will provide professional services to support advancement of MWA’s IAMP Phase 2 program through authorized Task Orders issued under a Professional Services Agreement (PSA). Task Orders will address both IAMP advancement and CMMS- related activities as the program progresses. Respondents to this RFP must demonstrate experience in the requested area of expertise and the ability to deliver high-quality professional services in a timely, efficient, and cost- conscious manner. There is no expressed or implied obligation for the Mojave Water Agency to reimburse responding firms for any expenses incurred in preparing proposals in response to this Page 5 of 17 request. Materials submitted by respondents are subject to public inspection under the California Public Records Act (Government Code Sec. 6250 et seq.), unless exempt. To be considered, electronic copies must be received by 4:00 P.M. PST on Thursday, June 25, 2026, through the BidNetDirect Portal (https://www.bidnetdirect.com/california/mojavewateragency). The Agency reserves the right to reject any or all proposals submitted. During the evaluation process, the Mojave Water Agency reserves the right, where it may serve the Agency’s best interest, to request additional information or clarification from firms, or to allow corrections of errors or omissions. At the discretion of the Mojave Water Agency, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. The Agency reserves the right to retain all proposals submitted and to use any idea(s) in a proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in the request for proposal, unless clearly and specifically noted in the proposal submitted and confirmed in the PSA between the Mojave Water Agency and the selected firm. Staff anticipates completing the review process and selecting a firm for recommendation to the Agency’s Board of Directors at the August 6, 2026 meeting for consideration and award of a Professional Services Agreement (PSA). Refer to the RFP schedule for additional details. The Agency reserves the right to reject any or all proposals, to waive any non- material irregularities or information in any proposal, and to accept or reject any items or combination of items. B. RFP Schedule Event Date Release of Request for Proposals May 13, 2026 Written Question Submission Deadline (4:00 pm PST) June 16, 2026 Proposals Due via BidNet (4:00 pm PST) June 25, 2026 Negotiation Period (if necessary) Early July 2026 Committee Presentation July 21, 2026 Board of Directors Presentation August 6, 2026 Notice of Selection / Agreement Execution August 2026 Page 6 of 17 C. Agency Background and General Project Description The Mojave Water Agency is a public agency that is one of twenty-nine State Water Project contracting agencies and is governed by a seven (7) member elected Board of Directors. It is located in the High Desert of San Bernardino County and serves nearly 5,000 square miles of the Mojave Desert. Day-to-day management of the MWA is delegated to the General Manager, who reports directly to the Board of Directors. The California State Legislature authorized the formation of the Mojave Water Agency (MWA) in 1959 for the purpose of managing declining groundwater levels in the Mojave Basin Area, El Mirage Basin, and Lucerne Basin. The Legislature’s act required the vote of the residents within the boundaries of the proposed agency, which would finalize the creation of the agency. With the vote of the people, MWA was formed on July 21, 1960. MWA was expanded by annexation in 1965 to include Johnson Valley and Morongo Basin areas. As a California local public agency, the Agency’s contracting and procurement activities are governed by applicable federal and state laws and regulations, including but not limited to the California Public Contract Code, California Government Code, California Water Code, applicable provisions of the California Civil Code, and relevant regulations, policies, and guidelines issued by the State of California. The Agency is also subject to applicable requirements related to competitive procurement, professional services contracting, public works contracting, ethical standards, and transparency, including but not limited to conflict-of-interest laws, equal opportunity and nondiscrimination requirements, and open government laws. The consultant shall provide professional services to support the development, implementation, and long-term sustainment of MWA’s Infrastructure Asset Management Program (IAMP) for raw and potable water pipeline systems and associated infrastructure. Services will include planning, technical support, and implementation activities necessary to establish effective asset management practices and integrate them with MWA’s maintenance and operational processes. The scope will encompass pipeline systems and related facilities, including but not limited to pump stations, valve vaults, meter and control buildings, and other pipeline-associated structures, as well as buildings and structures that support pipeline operations and other assets essential to system functionality (information technology, buildings, vehicles, monitoring wells, etc.). The overall objectives of the program are to optimize asset performance and reliability in a manner that maximizes return on investment, extend the useful life of existing assets and the value delivered to customers, manage risk to ensure safety, regulatory compliance, and service continuity, and support strategic capital improvement and maintenance planning through data-driven decision-making. Page 7 of 17 II. NATURE OF SERVICES REQUIRED MWA recently completed Phase 1 of its Infrastructure Asset Management Program (IAMP), establishing the foundation for the Agency’s asset management program. The Agency seeks a qualified consultant to build upon this foundation and advance the IAMP in a structured and deliberate manner. The selected consultant will: 1. Assess the current state of the program using Phase 1 deliverables and coordination with Agency staff. 2. Validate prior findings to ensure completeness, accuracy, and applicability. 3. Identify gaps, risks, and opportunities for improvement. 4. Define actionable next steps to advance the program without duplicating prior work. 5. Guide asset management best practices, risk and criticality analyses, and long- term strategic planning. 6. Support the Agency in defining CMMS functional and technical requirements, evaluating available solutions, and managing a separate procurement process to select and implement a best-fit CMMS. A. Approach and Focus Areas Initial efforts will emphasize strengthening core elements of the IAMP, including: • Staff readiness, roles, and responsibilities for asset management activities. • Standardized workflows and consistent processes to ensure operational efficiency. • Reliable, accessible, and high-quality asset data to support decision-making. Once foundational elements are established, the consultant will support advanced program development, including: • Asset performance modeling and optimization. • Risk and criticality assessment refinement to prioritize investments and interventions. • Integration of methodologies and tools that enable data-driven planning and decision-making. • Development of CMMS requirements and evaluation criteria that utilizes the results of the IAMP assessment findings. All recommendations, methodologies, and tools must be transparent, maintainable, and adaptable, supporting long-term resilience, operational value, and sustainability. B. Scope of Work to be Performed The consultant shall provide professional services to develop, implement, and sustain an IAMP for raw and potable water pipelines and associated infrastructure, including: • Pipeline system that includes, but is not limited to, pump stations, valve vaults, meter/control buildings, and other pipeline-associated structures. Page 8 of 17 • Related buildings and structures supporting pipeline operations. • Other assets that are essential for the above. The overall objectives of the program are to: • Optimize asset performance and reliability in ways that maximize return on investment. • Extend useful life and maximize value provided to customers from existing assets. • Manage risk to ensure safety, regulatory compliance, and service continuity. • Support strategic capital and maintenance planning through data-driven decisions. T HE SCOPE OF WORK IS DIVIDED INTO TWO PRIMARY COMPONENTS: 1. Continuation of Phase 1 Effort and Readiness for IAMP Implementation The selected consultant will assess the current state of the program, review prior findings, identify gaps or additional requirements, and define next steps to advance the program without duplicating prior work. 1.1 Asset Inventory and Data Collection • Identify and document all anticipated data sources (e.g., SCADA, as-builts, GIS, spreadsheets, maintenance records, staff input, prior reports). • Develop a comprehensive inventory of pipelines and associated facilities, including size, material, age, condition, and location, verifying all buildings, pump stations, valve vaults, and other structures. • Evaluate, clean, reconcile, and validate collected data, resolving discrepancies, removing duplicates, and standardizing asset naming conventions and hierarchies. • Deliver a consolidated, clean, and verified asset data set suitable for system integration and long-term use. 1.2 Criticality and Condition Assessment • Develop or apply asset risk scoring methods, clarifying if the methodology will be provided by the selected firm or co-developed with Agency staff to customize the Agency's needs. • Conduct a criticality assessment to rank assets by operational impact, risk, and replacement priority based on operational commitments provided by the Agency. • Perform field inspections and condition assessments of pipelines and structures. • Evaluate structural, mechanical, and operational performance for each asset. • Estimate remaining useful life and performance trends for prioritized assets. Page 9 of 17 1.3 Lifecycle Cost Modeling and Capital Planning • Develop lifecycle cost models for pipeline and facility assets, including projected maintenance, rehabilitation, and replacement costs. • Provide capital planning and forecasting, including short-term and long-term replacement and rehabilitation schedules. • Recommend maintenance strategies to optimize performance and minimize the total cost of ownership. 1.4 Program Implementation and Integration • Review and support improvement of work management processes in the field, including use of work orders, redlines, photos, parts usage, lock-out/tag-out steps, and standard operating procedures (SOP) checklists. • Develop clear governance, procedures, and standards for the Agency’s Enterprise GIS system, including documented processes for maintaining and updating asset data. • Ensure seamless integration of the asset inventory with existing GIS systems and the to-be-procured CMMS. • Develop Key Performance Indicator (KPI) dashboards and reporting tools to monitor asset condition, performance, and risk. • Provide training and documentation to Agency staff on program use and maintenance. 1.5 Program Sustainment • Define program ownership, specifying responsible departments and staff for adding, modifying, and maintaining asset records. • Provide procedures for ongoing updates and maintenance of the asset database to ensure long-term sustainability and accountability. • Offer ongoing program support, validation, and continuous improvement recommendations. • Provide advisory support for the periodic re-evaluation of asset criticality, condition, and lifecycle planning during the term of the professional services agreement, and for up to two additional years thereafter, if approved by the Agency. 1.6 Reporting • Deliver detailed reports summarizing asset inventory, condition assessments, criticality rankings, lifecycle costs, and maintenance recommendations. Page 10 of 17 • Provide recommendations for capital improvements, preventive maintenance, and risk mitigation based on operational commitments provided by the Agency. • Generate dashboards and visualizations to support management or governing board decision-making. 2. Asset Management Implementation – CMMS Evaluation, Selection, and Implementation Support The selected consultant will support the Agency in evaluating, selecting, acquiring, and implementing a Computerized Maintenance Management System (CMMS) to manage water infrastructure assets and other assets that provide a supporting role in various departments of the agency (such as buildings, vehicles monitoring wells, information technology, etc.) enabling cost-effective, proactive decisions for asset creation, maintenance, operation, rehabilitation, and disposal. The consultant is not expected to propose or provide a specific CMMS product as part of this RFP. Rather, the consultant’s role is to guide the Agency through a structured CMMS selection and implementation process, which is anticipated to include a separate vendor-focused procurement. 2.1 CMMS Requirements Development Working collaboratively with Agency staff, the consultant shall: • Conduct a needs assessment to document current workflows, pain points, and system requirements across maintenance, operations, and asset management functions. • Develop detailed CMMS functional and technical requirements, building on the Agency’s preliminary priorities described in Section 2.3 below. • Define evaluation criteria and a scoring methodology for assessing CMMS vendor proposals. • Prepare a CMMS Requirements Specification document for an RFP advertisement to select a CMMS vendor. 2.2 CMMS Vendor Procurement Support The consultant shall support the Agency in conducting a separate, competitive procurement process for a CMMS vendor. This is expected to include: • Drafting or assisting the Agency in drafting a CMMS vendor Request for Proposal (RFP) or similar solicitation document. • Supporting the Agency in evaluating vendor proposals, conducting product demonstrations, and checking references. • Providing a written recommendation to the Agency identifying the best-fit CMMS solution, including justification based on the evaluation criteria. • Assisting with contract negotiation support as requested by the Agency, including attending interviews of the proposers. Page 11 of 17 2.3 Agency’s Preliminary CMMS Priorities The Agency has identified the following preliminary functional and technical priorities for a CMMS. These are provided to give proposers context regarding the Agency’s expectations and are not intended as final specifications. The selected consultant will refine and expand these into detailed requirements in collaboration with Agency staff. • Core Asset Management: Hierarchical asset inventory supporting both linear assets (pipelines, valves, meters) and vertical assets (pump stations, tanks, buildings); asset attributes including material, age, condition, criticality, and remaining useful life; full lifecycle history tracking. • Preventive Maintenance and Work Management: PM templates and scheduling (time-based, usage-based, condition-based); versioned SOPs and PM libraries; work order creation, assignment, scheduling, and close-out; mobile field application with offline capability; time, labor, and material tracking. • GIS Integration: Native integration with Esri ArcGIS; GIS as system of record for linear asset geometry; map-based work order creation; two-way sync of asset attributes. • Risk, Criticality, and Asset Performance: Configurable criticality scoring (likelihood × consequence); asset health indices; failure mode tracking; predictive analytics capabilities (native or integrated). • Capital Planning: Asset replacement cost tracking with inflation factors; rehabilitation vs. replacement scenario modeling; multi-year capital forecasting; integration with CIP processes. • Regulatory and California-Specific Compliance: Support for Title 22/DDW documentation, AWWA M36/SB 555 water loss tracking, America’s Water Infrastructure Act ( AWIA) risk and resilience documentation, and public records readiness (CPRA/SB 272). • Safety and EHS: Lock-out/tag-out workflows, job hazard analysis templates, confined space permit workflows, safety checklists embedded in work orders. • Reporting and Analytics: Configurable dashboards and KPIs (Mean Time Between Failures (MTBF), Mean Time To Restore/Repair (MTTR), Preventive Maintenance (PM) compliance); risk and renewal prioritization reports; custom report builder or Business Intelligence (BI) tool integration. • Integration and Architecture: Open, documented APIs; integration with Tyler ERP PRO 10 (financial system), SCADA/telemetry, and document management; cloud- based/SaaS deployment preferred with unlimited users. Page 12 of 17 • Data Governance and Security: Role-based access control; MFA/SSO support; audit logs; data retention configuration; data export tools for legal and regulatory requests. 2.4 CMMS Implementation Support Following vendor selection, the consultant shall support the Agency through CMMS implementation, including: • Overseeing data migration from existing systems (GIS, Excel-based tracking, legacy records) into the new CMMS. • Supporting system configuration, integration with Agency systems (GIS, ERP, SCADA), and user acceptance testing. • Developing and delivering a training program for Agency staff (planners, field crews, supervisors, and administrators). • Providing implementation quality assurance, including verification that the deployed system meets the requirements specification. • Proposed solutions shall integrate with MWA’s existing backup system strategy and/or include a recommended backup and recovery strategy implementation plan. 2.5 Platform and Security Expectations • Cloud-based solutions with unlimited users are preferred; client/server platforms may be considered. • Applications must be downloadable via App Store, Play Store, or Windows Installer. • Offline capability is required for field operations. • Security must meet regulatory and audit standards, preferably including role-level permissions, Microsoft Active Directory integration, and single sign-on capability. • Support versioning for standard operating procedures and preventive maintenance libraries, and approval of workflows. • Should be compatible with the Agency’s SCADA system. 2.6 Data Migration and Integration • Migrate existing in-house data, including Excel-based tracking of meter readings and pipeline maintenance. • Ensure data integrity and support open, real-time integration using modern Microsoft platforms and standards (SQL 2019+, Microsoft 365, .NET, APIs, XML, Web Services, SOA). Page 13 of 17 2.7 Project Management A dedicated Project Manager shall oversee both the continuation of the Phase 1 effort and readiness for IAMP implementation, and the CMMS evaluation, selection, and implementation process. The Project Manager will maintain a detailed schedule with milestones and interdependencies, coordinate meetings, and track project status, issues, risks, and resource needs. The expectation is that this engagement will position the Agency to achieve a fully integrated, sustainable, and resilient asset management program, supporting data-driven decision-making, operational efficiency, and long-term infrastructure value. C. Responsibilities of the Agency • The Agency will provide overall direction and project oversight, ensuring that all services align with Agency policies, procedures, and objectives. • The Agency will handle administrative arrangements related to the project, including coordinating meetings, providing access to relevant policies, and reviewing deliverables. • The Agency will compensate the selected firm in accordance with the terms and conditions of the final Professional Services Agreement (PSA), including invoicing and payment provisions. III. PROPOSAL REQUIREMENTS A. General Requirements All inquiries related to this Request for Proposal and the subject of the Request for Proposal must be submitted to the BidNetDirect Portal (https://www.bidnetdirect.com/california/mojavewateragency) prior to the question submission deadline. Proposer questions should clearly identify the relevant section of the RFP and page number(s) related to the question being asked. All questions and answers will be posted in the form of an addendum. The Agency will not respond to verbal or direct email inquiries. The Agency will not be responsible for missed notifications. Firms are encouraged to register early with BidNetDirect to ensure access to all RFP documents and updates. Submission of Proposal. Proposals must be submitted through the BidNetDirect portal to the Mojave Water Agency by 4:00 p.m. PST on Thursday, June 25, 2026, for a proposal to be considered. Please leave ample time to contact BidNetDirect for technical difficulties regarding submission. Page 14 of 17 Please contact BidNetDirect (https://www.bidnetdirect.com/) for any technical difficulties regarding the use of the product. Each proposer is solely responsible for the timely submission of their proposal before or on the proposal’s due date. B. Format for Technical Proposal 1. Title Page showing the request for proposals subject; the firm’s name; the name, address and telephone number of the contact person; and the date of the proposal. 2. Table of Contents identifying the materials submitted by section and page number. Cross-referencing to section and page number in the RFP would be helpful. 3. Signed Transmittal Letter briefly stating the Proposer’s understanding of the work to be done; the commitment to perform the work within the time period; and the name(s) of the person(s) authorized to represent the Proposer, title, address, and telephone number. 4. Detailed Proposal following the order set forth in Section C below. C. Contents of Technical Proposal The Technical Proposal shall demonstrate the qualifications, competence, and capacity of the firm and key personnel to perform the professional services requested in this Request for Proposal. It should also describe an approach that meets the requirements of this Request for Proposal. The substance of the proposal shall carry more weight than the form or manner of presentation, and it should be prepared simply and economically. The Technical Proposal shall address all requirements outlined in this Request for Proposal, excluding any cost or pricing. All cost information shall be submitted separately from the Technical Proposal as Envelope 2 – Pricing. Inclusion of cost information in the Technical Proposal may result in the proposal being deemed non-responsive. Proposals must include the following: 1. Cover letter: A principal of the Firm authorized to commit the Firm to the proposal must sign the letter. The cover letter should include the firm’s contact information and a brief statement confirming the firm’s ability to perform all services described in this RFP. 2. Introduction: Briefly describe the Firm or team, including history, general capabilities, financial strength, and area of practice. No more than one (1) page per Firm. 3. Approach: Present the Firm’s understanding of the key issues and its overall approach to both IAMP advancement and CMMS evaluation, selection, and implementation support. The proposal shall describe the methodology the Firm would use to develop CMMS requirements, conduct a vendor evaluation, and support a separate CMMS procurement. Indicate what participation, data, and products will be requested from the Agency. Limit to five (5) pages. Page 15 of 17 4. Staffing Plan: Describe the Firm’s key project team members, the qualifications of each team member for their assigned task, and the Firm’s project management program. Limit to eight (8) pages. 5. Experience: Present the Firm’s experience directly applicable to the project, including experience with CMMS evaluation and implementation for water utilities. Limit to five (5) pages. 6. References: Provide at least five (5) references for similar or related projects. Include a contact person, their telephone number and a brief description of the work performed. 7. Resumes: Provide resumes of all key staff members. Identify those staff that would have primary responsibility for project management and development. D. Contents of Cost Proposal MWA has included funding in the proposed Fiscal Year 2026/27 budget, subject to Board approval by June 2026, for the initial Task Order project work and for a qualified consultant to build upon the established Phase 1 Infrastructure Asset Management Plan (IAMP) foundation and advance the IAMP in a structured and deliberate manner. The Agency intends to enter into a Professional Services Agreement (PSA) for an initial term of one (1) year. Upon execution, the PSA may be renewable annually for up to a maximum total term of five (5) years. Any renewals shall be subject to a mutual written agreement between MWA and the selected firm. MWA reserves the right to terminate the agreement for services for any reason, in accordance with the terms of the PSA. 1. Total All-Inclusive Maximum Price The cost proposal shall contain all pricing information necessary to perform the services described in this Request for Proposal. The total all-inclusive maximum price shall include all direct and indirect costs, including all out-of-pocket subconsultants’ expenses. The Agency will not be responsible for any costs incurred by the Firm in preparing or submitting the Technical Proposal or the Cost Proposal. Such costs shall not be included in the Cost Proposal. 2. Manner of Payment Progress payment will be made on the basis of hours of work completed during the course of the engagement, not to exceed the amount specified in the firm’s proposal and subsequent PSA. Interim billings may be submitted for services performed as costs are incurred. However, the Agency will not make final payment of the total amount due under the terms of the contract until it has accepted the final work products. 3. Rate Schedule A rate schedule for work is to be provided in a separate electronic “envelope” under “Mojave Water Agency (MWA) Infrastructure Asset Management Program (IAMP) Phase 2 – Page 16 of 17 Program Advancement and CMMS Implementation Support” at: https://www.bidnetdirect.com/california/mojavewateragency. Provide an all-in, fully burdened, hourly rate for each project team member proposed to work on the Agency’s projects. It is expected that the indicated hourly rates will remain in effect for the duration of the PSA unless otherwise specified and approved by MWA. The hourly rates on the rate sheet shall include any other rates or fees, such as markups (i.e., MWA will not pay markup for subconsultants, subcontractors, equipment, etc., in excess of 10%). Any other rates to be potentially incurred by the Agency shall be included, such as other direct costs (e.g., mileage, equipment, consumables, etc.). Include in this rate sheet a note indicating any escalation of rates, if applicable, for future years. Consultant commits that the individuals (or sub-consultant) listed on the rate schedule will perform the work unless a substitution is expressly approved by MWA. The Agency will not be responsible for expenses incurred in preparing and submitting the proposal or the sealed fee submittal. Such costs should not be included in the proposal or fee submittal. IV. EVALUATION PROCEDURES A. Evaluation Criteria Agency Staff will evaluate submitted proposals and make a recommendation to the Board for approval. During the evaluation process, the Agency reserves the right to request additional information from proposers or to allow correction of errors or omissions where it may serve the Agency’s best interest. The Agency intends to select a Firm based on demonstrated competence, qualifications, and overall value. Proposals will be evaluated according to the following criteria: Evaluation Criteria Points Qualifications of the team and relevant experience of the firm 5 Specific qualifications, experience, and skillset of the assigned personnel 25 Project understanding, proposed approach, and innovation 20 Suitability of the proposed solution 10 Similar experience with California public agencies / References 20 Work Plan / Scope of Work: clarity and completeness of the proposal 15 Cost Proposal 5 Although price will be taken into account during the evaluation, it will not be the controlling factor in the award decision. Once the proposals have been reviewed for the technical evaluation, the cost proposals from firms that meet those requirements may be evaluated Page 17 of 17 and assigned a score as part of the overall assessment. The Agency reserves the right to negotiate fees with the highest-ranked firm based on both its qualifications and proposed cost. Oral Presentation: During the evaluation process, the Agency may, at its discretion, request anyone or all firms to make oral presentations. Such presentations will provide firms with an opportunity to answer any questions there may be on the firm’s proposal. Not all firms will be asked to make such oral presentations. V. CONTRACTUAL AND INSURANCE REQUIREMENTS The successful Firm will be required to indemnify and hold harmless the Mojave Water Agency, its Board of Directors, officers, employees, and agents from all liabilities arising from any activities undertaken by the Firm or its subcontractors in connection with the performance of services under this proposal. The Agency’s Standard Professional Services Agreement outlines all contractual, insurance, and indemnification requirements applicable to this work. Firms are responsible for reviewing the agreement prior to submitting a proposal. Any proposed exceptions or modifications to the agreement must be clearly identified in the proposal submittal. Requests for modification will not be considered after staff recommendation of award to Committee. VI. EXTRA WORK During the term of the agreement, the Agency may request that the Firm perform extra work as needed. “Extra Work” refers to any work determined by the Agency to be necessary for proper completion of the project, but which was not reasonably anticipated at the time of this RFP. The Firm shall not perform any extra work without prior written authorization from the Agency’s Project Manager or designated representative. VII. EXHIBITS Exhibit A – Mojave Water Agency Professional Services Agreement Exhibit B – Insurance Requirements