2025-26 Bridge Preventative Maintenance Program (Design Only).pdf

REQUEST FOR PROPOSALS

2025-26 Bridge Preventative Maintenance

Program (Design Only)

PROPOSAL # CIP-25-26-M0162

Federal Project Number: BPMP-5450(115)

TABLE OF CONTENTS

2025-26 Bridge Preventative Maintenance Program (Design Only)

City Project No. M0162 City of Santa Clarita, California

SECTION A

NOTICE INVITING PROPOSALS

PROPOSAL INSTRUCTIONS

DOCUMENT CHECKLIST

SECTION B

SCOPE OF WORK

RESPONSE FORMAT AND SELECTION CRITERIA

SECTION C

NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS

DESIGNATION OF SUBCONTRACTORS/SUBCONSULTANTS

REFERENCES

ACKNOWLEDGEMENT AND ACCEPTANCE OF SCOPE OF WORK

CITY OF SANTA CLARITA DISCLOSURE STATEMENT

EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT

NON-COLLUSION AFFIDAVIT

GOVERNMENT-WIDE DEBARMENT AND SUSPENSION (NONPROCUREMENT)

CERTIFICATIONS AND RESTRICTIONS ON LOBBYING

BUY AMERICA CERTIFICATIONS

SECTION D

SAMPLE PROFESSIONAL SERVICES AGREEMENT – STANDARD

SAMPLE PROFESSIONAL SERVICES AGREEMENT – PROVISION C (FEDERAL)

SUBCONTRACTOR & DBE CLAUSES

FRINGE BENEFIT STATEMENT

EXHIBIT 10-R

EXHIBIT A

BRIDGE INSPECTION REPORTS

EXHIBIT B

BPMP GUIDELINES FOR LOCAL AGENCIES

SECTION A

RFP Information & Instructions

CITY OF SANTA CLARITA REQUEST FOR PROPOSALS

Project Name: 2025-26 Bridge Preventative Maintenance Program (Design Only)

Proposal #: CIP-25-26-M0162

City Project Number: M0162

Federal Project Number:

Dates Published:

BPMP-5450(115)

June 26, 2026

Last Day for Questions: July 15, 2026 before 11:00 AM (PT)

Proposal Closing:

License(s) Required:

Project Description:

DBE Goal:

July 27, 2026 before 11:00 AM (PT)

Professional Civil Engineer licensed in the State of California

The objective of this RFP is to retain a qualified engineering consulting firm to provide professional engineering design services for the City’s 2025–26 Bridge Preventative Maintenance Program. The 2025–26 Bridge Preventative Maintenance Program is funded through federal bridge funding administered by Caltrans. The selected Consultant shall be responsible for delivering professional engineering services in compliance with all applicable federal, state, and local requirements governing federally funded consultant contracts.

No goal (Per the Interim Final Rule published by the Department of Transportation (DOT) on October 3, 2025 (Federal Register Number 47969), DBE participation goals are not applicable to this solicitation. Any forms or references to DBE requirements contained in this document do not apply to this bid and may be disregarded for purposes of evaluation and award)

Prevailing Wage: Yes

Bond Requirements: No

Contact Information: Jaclyn Abston| jabston@santaclarita.gov

Prevailing Wage Monitoring: This Project is subject to prevailing wage compliance monitoring and enforcement by the Department of Industrial Relations.

Required Contractor & Subcontractor Registration: Only proposals submitted by proposers (along with all listed subcontractors) that are currently registered and qualified to perform public work pursuant to Labor Code Section 1725.5 will be accepted.

mailto:jabston@santaclarita.gov

Specifications for this request for proposals (RFP) may be downloaded from the City’s Purchasing website at: www.bidnetdirect.com//cityofsantaclarita. Please refer to specifications for complete details and RFP requirements. The specifications in this notice shall be considered a part of any contract made pursuant thereto. A paper copy of the RFP documents is available upon request in the City Clerk’s office, suite 120.

RFP Questions must be submitted electronically via the BidNet “Question and Answer” tab.

Addenda, if issued by the CITY, will be transmitted on BidNet. Addenda must be digitally acknowledged via BidNet in addition to a printed and signed version submitted with the proposal response. If addenda are not signed and submitted with the proposal response, the submission may be deemed non-responsive and rejected.

PROPOSAL INSTRUCTIONS

2025-26 Bridge Preventative Maintenance Program (Design Only)

City of Santa Clarita, California

1. SUBMITTING PROPOSALS.

1.1. The response must be submitted on this form and include all forms provided or information requested or required by the scope of work or specifications, (uploaded via BidNet).

1.2. All documentation of unit pricing or other cost breakdowns as outlined in this proposal must be submitted to support the total proposed price.

1.3. Proposals/corrections received after the closing time will not be accepted. The City will not be responsible for proposals not properly or timely, uploaded. Upon award, all submissions become a matter of public record.

2. ADDENDA. The City will not accept responsibility for incomplete packages or missing addenda. It is the vendor’s responsibility to monitor BidNet for release of the addenda prior to submission of the quote to make certain the package is complete and all required addenda are included. This information will be available via BidNet. Vendors are cautioned against relying on verbal information in the preparation of proposal responses. All official information and guidance will be provided as part of this solicitation or written addenda. Addenda, if issued by the Agency, will be transmitted via BidNet. Addenda must be digitally acknowledged through BidNet in addition to a printed and signed version submitted with the proposal. If addenda are not signed and submitted with the proposal response, the proposal may be deemed non-responsive and rejected.

3. REQUEST FOR PROPOSAL QUESTIONS. Questions shall be submitted and responses provided electronically through the BidNet platform in accordance with the date and time shown on the “CITY

OF SANTA CLARITA NOTICE INVITING PROPOSALS.”

4. AWARDS.

4.1. The City reserves the right to waive any irregularity in any proposal.

4.2. This RFP does not commit the City to award a contract, or to pay any amount incurred in the preparation of the proposal. The City reserves the right to accept or reject all proposals received as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part or in its entirety. The City may require the selected consultant to participate in negotiations and to submit such technical, price, or other revisions of the proposal as may result from negotiations.

The City reserves the right to extend the time allotted for the proposal, and to request a best and final offer, should it be in its best interest to do so.

4.3. The proposal may be awarded in its entirety as proposed; however, the City reserves the right to award elements of the work, independently, and to do portions “in-house.” Additionally, the City reserves the right to award subsequent work on this project based on information presented in this proposal, without recourse to a separate or subsequent RFP process, should it be in its best interest to do so.

4.4. The City may make an award based on partial items unless the proposal submitted is marked “All or none.” Where detailed specifications and/or standards are provided the City considers them to be material and may accept or reject deviations. The list of proposals submitted will be posted on BidNet, normally within 24 hours.

4.5. Proposals and subsequent offers shall be effective/valid for a period of 120 days after the RFP due date. The City of Santa Clarita may request Proposers to extend the validity of proposals and offers for the City’s acceptance beyond the specified time period.

5. BRAND NAMES, ALTERNATIVES, OR EQUIVALENTS.

5.1. In the bid documents, the use of a specific manufacturer, brand or make does not restrict Bidders in their proposed solution. When brand names are used, it indicates the quality and utility of the article desired; thus, the bids submittal shall in all cases propose goods equal in quality and utility.

5.2. If Materials differing from stated specifications may be considered, provided such differences are clearly noted and described. The City shall make the final determination of compliance with the specifications. If proposing an alternative or equivalent product, the Bidder shall provide the cut sheet/spec sheet or detailed product description for the proposed product via email to purchasing@santa-clarita.com prior to the last day for questions. For each product proposed documentation provided must include a description reflecting the characteristics and level of quality that will satisfy the salient physical, functional, or performance characteristics of “equal” products specified in the solicitation. The proposal must clearly identify the item by brand name (if any), and make/model number, and may include descriptive literature such as illustrations, drawings, or a clear reference to previously furnished descriptive data or information available to the City. The proposal shall clearly describe any modifications the Bidder plans to make in a product to make it conform to the solicitation requirements.

5.3. The City has the option of accepting or rejecting any alternative or equivalent product. Exception is made on those items wherein identical supply has been determined a necessity and the notation NO SUBSTITUTE has been used in the specification section.

6. COOPERATIVE BIDDING. Other public agencies may be extended the opportunity to purchase off this solicitation with the agreement of the successful vendor(s) and the City. The lack of exception to this clause in vendor's response will be considered agreement. However, the City is not an agent of, partner to or representative of these outside agencies and is not obligated or liable for any action or debts that may arise out of such independently negotiated "piggy-back" procurements.

7. DELIVERY. Unless otherwise specified, delivery shall be D.D.P., the City of Santa Clarita, site of user division and contract delivery may begin no later than fifteen (15) calendar days from receipt of order.

8. INVOICES. Invoices will be forwarded to:

mailto:purchasing@santa-clarita.com

City of Santa Clarita

PW - CIP

Attn: Alan Lima 23920 Valencia Blvd. Ste. 295 Santa Clarita, CA 91355-2196

Invoices will reflect the purchase order # and goods or service delivered in accordance with the terms of the contract. Invoice processing begins on receipt of the material or invoice, whichever is later.

9. DEPARTMENT OF INDUSTRIAL RELATIONS REQUIREMENTS. No proposer or subcontractor/subconsultant may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section 1725.5 [with limited exceptions from this requirement for proposal purposes only under Labor Code Section 1771.1(a)]. No proposer or subcontractor/subconsultant may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code Section

1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

10. PREPARATION. All proposals and required forms must be uploaded as laid out in the BidNet General Attachments Section.

10.1. For hard copy submissions, proposals must be typed or written in black ink except signatures.

Errors may be crossed out and corrected in ink, then initialed in ink by the person signing the proposal. In compliance with Resolution 93-9, all hard copy proposals and attachments must be submitted double-sided on recycled paper.

11. REJECTION. The City reserves the right to reject any or all proposals and to waive any informality in any proposal. The City may reject the proposal of any vendor who has previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the proposal of a vendor who is not in a position to perform such a contract satisfactorily. The City may reject the proposal of any vendor who is in default of the payment of taxes, licenses or other monies due to the City of Santa Clarita.

12. PROPOSAL VALIDITY. All proposals, including all pricing, shall be effective/valid for a minimum period of 120 calendar days after the date of RFP closing. In the event a final contract has not been awarded within this period, the City reserves the right to negotiate extensions to this period.

13. LITIGATION WARRANTY. The bidding vendor, by bidding, warrants that the vendor is not currently involved in litigation or arbitration concerning the vendor’s performance concerning the same or similar service to be supplied pursuant to this RFP and that no judgments or awards have been made against bidding vendor on the basis of vendor’s performance in supplying the same or similar service, unless such fact is disclosed to the City in the responding proposal. Disclosure may not disqualify the bidding vendor. The City reserves the right to evaluate proposals on the basis of the facts surrounding such litigation or arbitration and to require the selected vendor to furnish the City with a surety bond executed by a surety company authorized to do business in the State of California and approved by the City of Santa Clarita in a sum equal to one hundred percent (100%) of the contract price conditional on the faithful performance by selected vendor of the contract in the event the contract is awarded to selected vendor, notwithstanding the litigation or arbitration.

14. BEST AND FINAL OFFER. The City may request Best and Final offers based upon improved understanding of the offers or changed Scope of Work. Based on the initial proposals, the pre-proposal meeting, and Best and Final offers, if requested, the panel will select the proposal which best fulfills the requirements and is the best value to the City. The City will negotiate with that seller to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of Proposals. Overall responsiveness to the Request for Proposals is an important factor in the evaluation process.

15. CONTRACTOR'S LICENSE. If requested and in accordance with the provisions of California Public Contract Code Section 3300, the successful vendor shall submit proof of a Professional Civil Engineer licensed in the State of California with proposal response. Failure to possess the specified license shall render the proposal as non-responsive and shall act as a bar to award the contract to any proposer not possessing said license at the time of award. As provided for in Section 22300 of the California Public Contract Code, the Contractor may substitute securities for monies withheld by the City to ensure performance under the contract.

16. FEDERAL PREVAILING WAGE. This is a federally funded project and the Davis Bacon Act will be enforced. The current General Decision of wage determinations issued by the United States Department of Labor is set forth at the following website address: https://beta.sam.gov/. If there is a difference between the prevailing wage rate determined by the Department of Labor and the prevailing wage rate predetermined by the Director of Industrial Relations for similar classifications of labor, the Contractor and its Subcontractors shall pay not less than the higher prevailing wage rate.

The Agency will not accept lower State prevailing wage rates not specifically included in the Federal prevailing wage determinations. This includes "helper" (or other classifications based on hours of experience) or any other classification not appearing in the Federal prevailing wage determinations.

Where Federal prevailing wage determinations do not contain the State prevailing wage rate determination otherwise available for use by the Contractor and Subcontractors, the Contractor and Subcontractors shall pay not less than the Federal prevailing wage rate which most closely approximates the duties of the employee(s) in question. The prevailing wage rate for any classification not listed by the Department of Labor or the Director of Industrial Relations, but which may be required to execute the Contract, shall be in accord with specified rates for similar or comparable classifications or for those performing similar or comparable duties, within the Agency's determinations.

17. SUBCONTRACTORS. For all projects, the vendor must list any subcontractors/subconsultants that will be used, the work to be performed by them, and total number of hours or percentage of time they will spend on the project.

Each proposer must submit with their proposal the following:

• The Full name of each subcontracting firm as required by Government Code, Sec. 4201, typed or legibly printed.

• The address of each firm.

https://beta.sam.gov/

• The telephone number at the place of business.

• Work to be performed by each subcontracting firm.

• Total approximate dollar amount of each subcontract.

Copies of subcontracts will be provided to the City Engineer upon their request.

18. TERMINATION. The City may terminate any purchase, service or contract with or without cause either verbally or in writing at any time without penalty.

The City of Santa Clarita’s “Terms and Conditions” is found on a separate attachment in BidNet.

DOCUMENTS CHECKLIST

2025-26 Bridge Preventative Maintenance Program (Design Only)

City Project No. M0162 City of Santa Clarita, California

In addition to the items requested for the proposal the following documents are required to be completed and submitted by the proposer.

The following documents must be provided by ALL proposers:

Uploaded via BidNet (see Section C) ❑ Response File ❑ Cost File (to be submitted separately from Response File) ❑ Notice to Proposers Regarding Contractual Requirements ❑ Designation of Subcontractors/Subconsultants ❑ References ❑ Acknowledgement and Acceptance of Scope of Work ❑ City of Santa Clarita Disclosure Statement ❑ Equal Opportunity/Affirmative Action Statement ❑ Non-Collusion Affidavit ❑ Government-Wide Debarment And Suspension (Nonprocurement) ❑ Certifications And Restrictions On Lobbying ❑ Buy America Certifications ❑ All signed addendums (if any)

The following documents must be provided by the AWARDEE ONLY (With Agreement) Delivered to City Hall, Attn: Alan Lima

❑ Professional Services Agreement ❑ Federal Provisions C ❑ Exhibit 10-R ❑ Insurance Required by Contract ❑ W-9 Form ❑ Fringe Benefit Statement

SECTION B

Solicitation Information

SCOPE OF WORK

2025-26 Bridge Preventative Maintenance Program (Design Only) City Project No. M0162

City of Santa Clarita, California

EVENT

Solicitation advertisement Last day for questions Return of proposals Evaluations of proposals Contract award Consultant Selection / Negotiation Caltrans Concurrence / authorization, as applicable City Council Award Notice to Proceed

DATE

June 26, 2026 July 15, 2026 July 27, 2026

July 27 - 31, 2026 August 25, 2026

August 2026 August 2026

August 25, 2026 August 26, 2026

*Dates are subject to change at the City’s discretion*

NOTICE INVITING PROPOSALS

The City of Santa Clarita (“City”) is requesting proposals from qualified engineering consulting firms (“Consultant”) to provide professional engineering design services for the 2025–26 Bridge Preventative Maintenance Program (BPMP).

Services shall include professional engineering design, preparation of Plans, Specifications, and Estimates (PS&E), utility and agency coordination, bidding support, and post-design construction support services related to implementation of bridge preventative maintenance improvements at various bridge locations throughout the City.

This project is federally funded and administered through the California Department of Transportation (Caltrans). Consultant selection shall be conducted in accordance with applicable federal requirements, including the Brooks Act and the Caltrans Local Assistance Procedures Manual (LAPM).

Proposal submissions shall be made in accordance with the requirements set forth in this Request for Proposals.

Proposal Due Date:

July 27, 2026, at 11:00 am.

Questions:

Questions regarding this RFP shall be submitted through the City’s BidNet portal no later than July 15, 2026, at 11:00 am.

1. BACKGROUND

1.1 Project Background

The City of Santa Clarita maintains an inventory of vehicular bridges that are critical components of the City’s transportation infrastructure. To preserve the structural serviceability of these assets and extend their useful life, the City established a Bridge Preventative Maintenance Program (BPMP) focused on addressing qualifying preventative maintenance needs before deterioration progresses into major rehabilitation or replacement.

The 2025–26 Bridge Preventative Maintenance Program is funded through federal bridge funding administered by Caltrans. The selected Consultant shall be responsible for delivering professional engineering services in compliance with all applicable federal, state, and local requirements governing federally funded consultant contracts.

The City anticipates preventative maintenance improvements at approximately ten (10) bridge locations.

Final bridge locations may be adjusted based on project eligibility, funding limitations, Caltrans coordination, or updated inspection findings.

Representative bridge locations include, but may not be limited to:

• County/State Bridge No. 1938 / 53C0378 – Bouquet Canyon Rd over Santa Clara River

• County/State Bridge No. 2219 / 53C1028 – Sand Canyon Rd over Iron Canyon Creek

• County/State Bridge No. 3807 / 53C2170 – Copper Hill Drive over San Francisquito Creek

• County/State Bridge No. 4274 / 53C2316 – Magic Mountain Pkwy over Santa Clara River SF

• County/State Bridge No. 3516 / 53C1836 – Newhall Ranch Road over Bouquet Canyon Channel

• County/State Bridge No. 1578 / 53C1488R – Valencia Blvd N over Santa Clara River

• County/State Bridge No. 1932 / 53C0840 – Orchard Village Rd over Santa Clara River SF

• County/State Bridge No. 4273 / 53C2317 – Via Princessa over Railroad Ave

• County/State Bridge No. 3617 / 53C1999 – Whites Canyon Rd over Santa Clara River

• County/State Bridge No. 1134 / 53C1434 – Placerita Canyon Rd over Sand Canyon Wash

Bridge inspection reports, record drawings, and related background information will be provided by the City to the selected Consultant, as available.

2. OBJECTIVES

2.1 General Objective

The objective of this RFP is to retain a qualified engineering consulting firm to provide professional engineering design services for the City’s 2025–26 Bridge Preventative Maintenance Program.

2.2 Project Objectives

Consultant services shall support the following objectives:

2.2.1 Prepare complete, bid-ready Plans, Specifications, and Estimates (PS&E) for federally funded bridge preventative maintenance improvements.

2.2.2

Develop practical and constructible design solutions that address qualifying bridge maintenance needs identified through bridge inspection reports and field investigation.

2.2.3 Coordinate with City staff, Caltrans, utility providers, and other affected agencies as necessary to support project development.

2.2.4 Provide technical support during bidding and construction implementation to assist the City with design interpretation and resolution of field issues.

2.2.5 Deliver all services in accordance with applicable federal-aid requirements, including Caltrans Local Assistance procedures.

3. DEFINITIONS

3.1.1 BPMP

Bridge Preventative Maintenance Program.

3.1.2 BIR

Bridge Inspection Report.

3.1.3 Caltrans

California Department of Transportation.

3.1.4 City

City of Santa Clarita.

3.1.5 Consultant

The engineering consulting firm selected through this solicitation.

3.1.6 DBE

Disadvantaged Business Enterprise.

3.1.7 LAPM

Caltrans Local Assistance Procedures Manual.

3.1.8 PS&E

Plans, Specifications, and Estimates.

3.1.9 PDT

Project Development Team.

3.1.10 RFI

Request for Information.

3.1.11 CCO

Contract Change Order.

4. MINIMUM QUALIFICATIONS

4.1 General Qualifications

Prospective Consultants shall meet the following minimum qualifications:

4.1.1 Consultant shall demonstrate that it possesses adequate technical, managerial, and financial resources to successfully perform the required services, including the personnel, equipment, systems, and organizational capacity necessary to complete the project within the required timeframe.

4.1.2 Consultant shall demonstrate the necessary experience, technical qualifications, organizational capability, skills, and facilities to perform the required services, including management and coordination of any proposed subconsultants.

4.1.3 Consultant shall demonstrate the ability to meet the proposed project schedule and maintain a satisfactory record of contractual performance on similar assignments.

4.1.4 Consultant shall demonstrate relevant experience performing similar professional engineering services for public agency infrastructure projects.

4.1.5 Consultant shall demonstrate experience delivering federally funded bridge projects and familiarity with applicable consultant procurement requirements, project development procedures, and the most current Caltrans Local Assistance Procedures Manual (LAPM).

4.1.6 All engineering services shall be performed under the responsible charge of a Professional Civil Engineer licensed to practice in the State of California.

4.1.7 Consultant shall be otherwise qualified and eligible to receive contract award in accordance with all applicable federal, state, and local laws, regulations, and requirements.

5. SUPPLIER RESPONSIBILITIES

5.1 General Responsibilities

Consultant shall provide all professional engineering services, labor, supervision, coordination, technical expertise, documentation, equipment, and incidental services reasonably necessary to successfully complete the required services, whether or not each individual service is specifically identified herein.

Consultant shall perform all services in accordance with applicable federal, state, and local requirements, including current Caltrans standards and consultant procurement requirements associated with federally funded projects.

Consultant shall provide qualified personnel experienced in bridge engineering, federally funded project delivery, and construction support services.

5.2 Project Management

Consultant shall provide project management services throughout the duration of the assignment.

Responsibilities shall include:

5.2.1 Establish and maintain a Project Development Team (PDT) in coordination with the City.

5.2.2 Conduct a project kick-off meeting with City staff.

5.2.3 Prepare and maintain a project schedule identifying major milestones, deliverables, review periods, and coordination activities.

5.2.4 Coordinate project communications with City staff.

5.2.5 Prepare monthly progress reports summarizing completed work, upcoming activities, schedule status, pending issues, and required City actions.

5.2.6 Schedule, coordinate, and document project meetings, including preparation of meeting agendas and meeting minutes.

5.2.7 Maintain quality control procedures throughout design development.

5.2.8 Conduct monthly project coordination meetings unless otherwise directed by the City.

5.2.9 Consultant shall coordinate with affected agencies and stakeholders as necessary to support project delivery.

5.2.10 Consultant shall maintain a log documenting significant design changes incorporated into the approved plan set throughout project development and final design.

5.3 Design Services

Consultant shall provide all engineering design services necessary to prepare complete bid-ready construction documents.

Responsibilities shall include:

5.3.1 Document Review

Review available project information provided by the City, as applicable and available, including but not limited to:

• bridge inspection reports

• record drawings

• prior studies

• mapping

• utility information

• City standards

• applicable Caltrans requirements

Consultant shall prepare base plans for each bridge location using available as-built drawings, record drawings, and mapping information provided by the City and/or other available sources, including the Los Angeles County Department of Public Works, as applicable.

5.3.2 Field Investigation

Conduct field review and site reconnaissance to verify existing conditions, access constraints, maintenance needs, and constructability considerations.

5.3.3 Design Development

Prepare engineering design documents addressing preventative maintenance improvements at designated bridge locations.

Improvements shall be based on deficiencies and work recommendations identified in applicable Bridge Inspection Reports (BIRs), field verification, and BPMP eligibility requirements.

Consultant shall review and evaluate all deficiencies, observations, and recommended work items identified in the applicable Bridge Inspection Reports. Consultant shall identify which items are eligible for BPMP funding and which items are not eligible under current BPMP guidelines. Non-BPMP eligible items shall be documented and presented separately, together with recommendations and planning-level cost information, to assist the City in evaluating potential implementation through alternative funding sources.

Consultant shall clearly distinguish between participating and non-participating improvements throughout project development. Participating and non-participating improvements shall be separately identified within the plans, specifications, estimates, quantity calculations, and other supporting project documentation, as applicable. Consultant shall maintain separate quantities and cost information for each. As the design advances, the City may elect to direct the Consultant to segregate participating and non-participating improvements into separate plans, specifications, estimates, bid schedules, or bid packages to facilitate funding, bidding, and project delivery objectives.

Qualifying bridge preventative maintenance improvements may include, but are not limited to:

• deck preventative maintenance

• joint improvements

• concrete repair

• structural steel maintenance

• protective coating improvements

• limited approach transition improvements associated with eligible bridge preventative maintenance work

• incidental pavement marking modifications associated with implementation of eligible preventative maintenance work

• traffic control considerations

• incidental appurtenant improvements necessary to implement the project

Consultant shall prepare plans identifying rehabilitation and preventative maintenance work items, limits, and locations based on the “work recommended” sections of applicable bridge inspection reports and field verification. Improvements shall be detailed using appropriate construction notes and standard or project-specific details, as necessary.

5.3.4 Plans Preparation

Prepare complete construction plans suitable for bidding and construction.

5.3.5 Specifications Preparation

Prepare project-specific technical specifications consistent with City and Caltrans requirements.

5.3.6 Engineer’s Estimate

Prepare detailed construction cost estimates for each design phase submittal. Cost estimates shall clearly identify anticipated construction costs by individual bridge location and major work categories to support BPMP project administration, funding tracking, and bridge-specific expenditure accounting.

5.3.7 Design Reviews

Submit design packages at the following stages:

• 65% design

• 95% design

• 100% final design

Consultant shall address City review comments and incorporate revisions accordingly.

5.3.8 Traffic Coordination

Consultant shall coordinate with City traffic staff regarding allowable lane closures, traffic handling requirements, and work hour restrictions affecting project implementation.

5.4 Utility and Agency Coordination

Consultant shall coordinate with affected utility providers and external agencies as necessary to support project delivery.

Responsibilities shall include, as applicable:

5.4.1 Identification of utility conflicts.

5.4.2 Preparation of technical exhibits or design information required for utility coordination.

5.4.3 Coordination support with Caltrans and other reviewing agencies.

5.4.4 Technical support related to right-of-way or permitting coordination, as applicable.

5.5 Bidding Support

Consultant shall provide technical support during bidding.

Responsibilities shall include:

5.5.1 Respond to bidder technical questions.

5.5.2 Review proposed substitutions or clarification requests.

5.5.3 Assist the City in preparation of addenda, if required.

5.5.4 Provide timely design clarifications to support bid administration.

5.6 Construction Support Services

Consultant shall provide post-design construction support services, as requested by the City, necessary to support implementation of the project and resolution of design-related construction issues.

Responsibilities shall include, as requested by the City:

5.6.1 Attend construction meetings, as requested.

5.6.2 Review and respond to design-related Requests for Information (RFIs) within three (3) working days unless otherwise approved by the City.

5.6.3 Review shop drawings, product data, and design-related submittals.

5.6.4 Provide design interpretation and clarification.

5.6.5 Review field conditions affecting design intent.

5.6.6 Assist the City with evaluation of contractor change requests related to design issues.

5.6.7 Provide technical input regarding CCO evaluation when requested.

5.6.8 Prepare revised drawings or sketches when necessary to address field conditions.

5.6.9 Assist with preparation of final record drawings (as-builts) incorporating contractor redlines and approved field changes. Final record drawing deliverables shall be provided in AutoCAD and PDF formats, as required by the City.

5.6.10 Consultant shall participate in final inspection activities and assist the City with preparation of punch list items related to design and construction completion.

5.7 Professional Requirements

5.7.1 All engineering work shall be performed under the responsible charge of appropriately licensed professionals.

5.7.2 Consultant personnel shall possess relevant qualifications and demonstrated experience with similar federally funded infrastructure projects.

5.7.3 Consultant shall maintain quality assurance and quality control procedures sufficient to ensure accurate and complete deliverables.

6. DELIVERABLES

6.1 General Deliverables

Consultant shall provide all deliverables necessary to complete the required services in a professional, accurate, and timely manner.

All deliverables shall be complete, internally quality controlled, and suitable for City review and use.

6.1.1 Ownership of Deliverables

All reports, plans, specifications, calculations, technical memoranda, exhibits, electronic files, and other deliverables prepared under this agreement shall become the property of the City, subject to applicable law and the terms of the Professional Services Agreement.

6.2 Project Management Deliverables

Consultant shall provide the following project management deliverables:

6.2.1 Project Schedule

A project schedule identifying key milestones, review periods, coordination activities, and deliverable due dates.

6.2.2 Monthly Progress Reports

Monthly written progress reports summarizing:

• work completed during the reporting period

• work planned for the upcoming reporting period

• schedule status

• outstanding issues

• required City actions

• budget status, if requested

6.2.3 Meeting Agendas and Minutes

Meeting agendas and meeting minutes for project meetings coordinated by Consultant.

6.3 Design Deliverables

Consultant shall provide the following design deliverables:

6.3.1 Existing Conditions Review

Documentation summarizing field observations, design assumptions, and identified constraints, if requested by the City.

6.3.2 Preliminary Design Submittal (65%)

A complete 65% design package including:

• plans

• draft technical specifications

• preliminary engineer’s estimate

• design assumptions

• identified issues requiring City direction

6.3.3 Pre-Final Design Submittal (95%)

A complete 95% design package including:

• updated plans

• draft technical specifications

• updated engineer’s estimate

• response to prior City review comments

6.3.4 Final Design Submittal (100%)

A complete final design package suitable for advertisement including:

• signed and stamped plans

• final technical specifications

• final engineer’s estimate

• final design calculations, if required

• response matrix addressing City review comments

6.3.5 Bridge Specific Cost Estimates

Consultant shall provide bridge-specific construction cost estimates identifying anticipated costs associated with each bridge location included in the BPMP project list.

Consultant shall separately identify participating and non-participating improvements, where applicable.

6.4 Coordination Deliverables

Consultant shall provide coordination support documentation as required, including:

6.4.1 Utility conflict exhibits.

6.4.2 Technical correspondence supporting agency coordination.

6.4.3 Supporting documentation required for project approvals within Consultant’s scope.

6.5 Bid Support Deliverables

Consultant shall provide the following bidding support deliverables:

6.5.1 Written responses to bidder technical questions.

6.5.2 Draft addendum technical content, if required.

6.5.3 Technical clarifications necessary to support the City’s bid administration process.

6.6 Construction Support Deliverables

Consultant shall provide construction support deliverables corresponding to construction support services requested by the City.

6.6.1 Written responses to RFIs.

6.6.2 Submittal review comments.

6.6.3 Technical memoranda regarding design interpretation.

6.6.4

Revised sketches, exhibits, or design details required to address field conditions.

6.6.5 Technical support documentation related to design-related change requests or CCO review.

6.6.6 Final record drawing updates incorporating approved contractor redlines, if requested.

7. SCHEDULE / TIMELINES

7.1 Project Schedule

Consultant shall propose a project schedule demonstrating the ability to complete required services within the City’s desired timeframe.

The proposed schedule shall include:

• design milestones

• review periods

• agency coordination durations

• bid support timing

• anticipated construction support availability

8. REPORTS AND MEETINGS

8.1 Required Reports

Consultant shall provide the following reports:

8.1.1 Monthly Progress Reports

Frequency: Monthly

Purpose: Project tracking, schedule monitoring, issue identification, and coordination.

8.1.2 Technical Memoranda

Frequency: As needed

Purpose: Document design assumptions, technical recommendations, or project decisions.

8.2 Required Meetings

Consultant shall attend and support the following meetings:

8.2.1 Kick-Off Meeting

Purpose: Project initiation and scope confirmation.

Participants: City staff and Consultant team.

8.2.2 Design Review Meetings

Purpose: Review design progress, comments, and technical issues.

Frequency: As needed.

8.2.3 Coordination Meetings

Purpose: Agency, utility, or project coordination.

Frequency: As required.

8.2.4 Construction Support Meetings

Purpose: Resolve design-related construction issues.

Frequency: As requested by the City.

9. CITY RESPONSIBILITIES

9.1 General Responsibilities

The City shall provide reasonable support necessary for Consultant performance.

9.2 City Responsibilities

City responsibilities include, as applicable:

9.2.1 Providing available background information, including:

• bridge inspection reports

• record drawings

• mapping

• prior project documentation

• available utility information

9.2.2 Providing project management oversight.

9.2.3 Reviewing Consultant deliverables and providing comments within reasonable timeframes.

9.2.4 Coordinating internal City review.

9.2.5 Supporting Caltrans coordination as required.

9.2.6 Managing procurement, contract administration, and construction contracting activities.

10. EXHIBITS

10.1 Exhibits

• Exhibit A – Bridge Inspection Reports

• Exhibit B – BPMP Guidelines for Local Agencies

RESPONSE FORMAT AND SELECTION CRITERIA

2025-26 Bridge Preventative Maintenance Program (Design Only)

City Project No. M0162 City of Santa Clarita, California

11. RESPONSE FORMAT

Consultants shall organize proposals in the format described below.

Failure to follow the required proposal format may result in reduced evaluation scoring, disqualification, or proposal rejection.

11.1 Response File

11.1.1 Introduction

Provide a general introduction describing the Consultant’s understanding of the project and overall approach.

11.1.2 Firm Qualifications and Relevant Experience

Provide:

• firm qualifications

• relevant bridge engineering experience

• federally funded project experience

• Caltrans LAPM familiarity

• experience delivering similar projects

11.1.3 References

Provide at least three (3) references for similar projects completed within the past five years.

Include:

• client name

• project description

• contact person

• title

• phone number

• email address

11.1.4 Plan of Study / Scope of Work

Describe the proposed technical approach.

The response shall use the following format:

TASK

SUBTASK

OUTPUT

11.1.5 Schedule

Provide a proposed project schedule identifying:

• milestones

• review periods

• deliverables

• coordination milestones

11.1.6 Program Management

Describe the Consultant’s internal project management approach.

Include:

• communication methods

• quality control procedures

• issue tracking

• schedule management

• understanding of federally funded labor compliance requirements

11.1.7 Personnel

Identify:

• Project Manager

• lead engineers

• support staff

• specialty staff

Include resumes.

11.1.8 Subconsultants

List proposed subconsultants and responsibilities.

11.2 Cost Proposal

Cost proposal shall be submitted separately.

Cost proposal shall:

• identify task-level costs

• identify labor classifications

• include billing rates

• include direct costs

• include fee

• identify anticipated design cost by individual bridge location, including task-level effort allocations where applicable

Cost proposals shall not be included in the technical proposal.

Any requested exceptions to the City’s Professional Services Agreement must be identified and submitted to the City for review prior to proposal submission. Consultants that submit a proposal without identifying and obtaining City review of requested exceptions will be deemed to have accepted the City’s standard agreement terms and conditions.

Proposals shall remain valid for one hundred and twenty (120) calendar days following the proposal due date. The proposed fee shall represent the Consultant’s not-to-exceed offer for the services described, subject to contract negotiation and final agreement.

Cost proposal shall include all services identified in the Scope of Work, including construction support services.

12. SELECTION CRITERIA

Consultant selection shall be conducted in accordance with applicable qualifications-based federal consultant procurement requirements. Selection shall be qualifications-based.

12.1 Evaluation Criteria (Total 100 points)

12.1.1 Qualifications and Relevant Experience

Evaluation factors include:

• bridge engineering experience

• federally funded project experience

• Caltrans familiarity

• comparable project delivery

Weight: 30 points

12.1.2 Technical Approach / Scope Understanding

Evaluation factors include:

• understanding of project needs

• soundness of proposed approach

• constructability awareness

• problem-solving capability

Weight: 25 points

12.1.3 Project Management and Staffing

Evaluation factors include:

• project organization

• qualifications of key staff

• quality control approach

• responsiveness

Weight: 20 points

12.1.4 Schedule / Availability

Evaluation factors include:

• ability to meet City schedule

• staff availability

• realistic timeline

Weight: 15 points

12.1.5 References

Evaluation factors include:

• client satisfaction

• demonstrated performance

• successful delivery history

Weight: 10 points

13. CONSULTANT SELECTION PROCESS

The City will evaluate proposals and determine the most qualified Consultant.

The City may:

• request clarifications

• conduct discussions

• request supplemental information

During the selection process, the evaluation panel may wish to interview bidders with scores above a natural break. Should an interview process take place, the results of the interview will be added to the original score of the proposal.

The City reserves the right to select based solely on written proposals.

Following selection, the City will negotiate a fair and reasonable fee with the highest-ranked Consultant.

The selected firm will be notified of the City's decision. If a contractual agreement cannot be reached with the first selection, the City may elect to negotiate with other qualified participating firms. All respondents to the request will be notified of the results of the selection process.

The City may require the highest-ranked Consultant to submit technical, price, or other proposal revisions as part of contract negotiations.

14. DBE REQUIREMENTS

Per the Interim Final Rule published by the Department of Transportation (DOT) on October 3, 2025, Federal Register Number 47969), DBE participation goals are not applicable to this solicitation. Any forms or references to DBE requirements contained in this document do not apply to this bid and may be disregarded for purposes of evaluation and award.

Consultant shall comply with all applicable federal, Caltrans, and City requirements associated with this solicitation. Any certifications, forms, or documentation required by applicable regulations or the City at the time of contract award shall be completed and submitted by the selected Consultant.

Consultant shall comply with applicable requirements of 49 CFR Part 26 in the administration of federally assisted contracts. Failure to comply with applicable DBE requirements may constitute a material breach of contract.

15. FEDERAL REQUIREMENTS

This project is federally funded.

Consultant shall comply with all applicable:

• Brooks Act requirements

• Caltrans LAPM requirements

• federal consultant contracting requirements

• applicable state and local regulations

Federal project-specific contract provisions have been incorporated into the City’s Professional Services Agreement. Consultant shall review and comply with all applicable federal contract requirements associated with federally funded projects.

16. LABOR COMPLIANCE

Consultant shall comply with all applicable federal, state, and local labor compliance requirements associated with federally funded projects, including applicable prevailing wage requirements and related reporting obligations, as required by law.

Consultant shall demonstrate familiarity with applicable labor compliance requirements associated with federally funded transportation projects.

17. INSURANCE REQUIREMENTS

Selected Consultant shall maintain insurance coverage as required by the City’s Professional Services Agreement.

Certificates and endorsements shall be required prior to contract execution.

18. PROPOSAL SUBMISSION REQUIREMENTS

Consultants shall submit proposals by the deadline stated in this RFP.

Late proposals will not be accepted.

Questions shall be submitted through BidNet only.

19. CITY RIGHTS / RESERVATIONS

The City reserves the right to reject any or all proposals, waive minor irregularities or informalities, request clarifications or supplemental information, cancel or reissue this solicitation, revise the solicitation schedule, negotiate with the highest-ranked Consultant, terminate negotiations and proceed to the next-ranked Consultant, award all or portions of the requested services, perform portions of the work using City staff or separate consultants, and otherwise act in the City’s best interest.

Submission of a proposal does not obligate the City to award a contract or reimburse any costs incurred in preparation of a proposal.

SECTION C

Forms

NOTICE TO PROPOSERS REGARDING CONTRACTUAL REQUIREMENTS

2025-26 Bridge Preventative Maintenance Program (Design Only)

1. SUMMARY OF CONTRACTUAL REQUIRMENTS

a. A contract is required for any service performed on behalf of the City of Santa Clarita (City).

b. By submitting a proposal, you have reviewed the sample contract documents contained within this request for proposals and agree to be bound by the requirements set forth.

c. Questions and requests for modification of these terms must be negotiated and approved prior to proposal submission and are at the full discretion of the City.

2. SUMMARY OF INDEMNITY AND INSURANCE REQUIREMENTS

a. These are the Indemnity and Insurance Requirements for Contractors providing services or supplies to

City of Santa Clarita (City). By agreeing to perform the work or submitting a proposal, you verify that you comply with and agree to be bound by these requirements. If any additional Contract documents are executed, the actual Indemnity language and Insurance Requirements may include additional provisions as deemed appropriate by City’s Purchasing Agent.

b. You should check with your Insurance advisors to verify compliance and determine if additional coverage or limits may be needed to adequately insure your obligations under this agreement. These are the minimum required and do not in any way represent or imply that such coverage is sufficient to adequately cover the Contractor’s liability under this agreement. The full coverage and limits afforded under Contractor’s policies of Insurance shall be available to Buyer and these Insurance Requirements shall not in any way act to reduce coverage that is broader or includes higher limits than those required.

The Insurance obligations under this agreement shall be: 1—all the Insurance coverage and limits carried by or available to the Contractor; or 2—the minimum Insurance requirements shown in this agreement, whichever is greater. Any insurance proceeds in excess of the specified minimum limits and coverage required, which are applicable to a given loss, shall be available to City.

c. Contractor shall furnish the City with original Certificates of Insurance including all required amendatory endorsements and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. City reserves the right to require full-certified copies of all

Insurance coverage and endorsements.

3. INDEMNIFICATION

a. To the fullest extent permitted by law, CONSULTANT shall defend (with legal counsel…