Attachment_A_-_General_Contractor_On-Call_RFQ.docx

Professional Services Agreement City of Calabasas//Name of Consultant

REQUEST FOR PROPOSALS (RFQ)

for

GENERAL ENGINEERING (A) AND GENERAL BUILDING (B) LICENSED CONTRACTOR ON-CALL CONSTRUCTION SERVICES

ISSUED ON:

April 24, 2026

SUBMITTAL DEADLINE:

May 20, 2026 At 2:00pm

Curtis Castle, P.E.

Public Works Director

CITY OF CALABASAS

Public Works Department 100 Civic Center Way Calabasas, CA 91302 Telephone: (818) 224-1600 Facsimile: (818) 225-7338

Request for Qualifications (RFQ) for General Engineering (A) and General Building (B) Licensed Contractor On-Call Construction Services

Section A: Introduction

Purpose

The City of Calabasas Public Works Department is requesting proposals from general engineering (California A licensed) and general building (California B licensed) contractors to provide on-call construction services. These services will be on an as-needed basis. The City intends to award one or more contracts of a not-to-exceed construction budget of $1,000,000 to provide the requested services for a five-year term, with up to two one-year extensions. The services will be conducted under a contract with the City of Calabasas, hereafter refer to as “the City”. The licensed general contractor entity is hereafter referred to as “the Contractor”. Contracts will be issued on a task order basis with no guaranteed minimum value. The City reserves the right to reissue this RFQ at a later date and to add additional contractors to the initial list.

Qualified entities are invited to submit competitive sealed qualifications for consideration in accordance with this request. All proposals are due through the City's OpenGov Procurement portal. No late submittals will be accepted by the City.

Proposals will be evaluated based upon the following factors and weighting as follows: Qualifications of Firm and Experts Assigned (25%), Experience (20%), References (15%), Proximity to the City (15%), Approach & Methodology & Timeline (25%).

Submittal Requirements

Proposals must be submitted through the City of Calabasas OpenGov portal on or before 2:00 p.m. on May 20, 2026. Proposals received after the date and time specified will not be considered. All proposals are due through the City's OpenGov Procurement portal. Multiple consultants may be selected by the agency.

All questions, inquires, or requests for clarification regarding this RFQ shall be submitted through the City's OpenGov Procurement & Contract Management portal at https://procurement.opengov.com/portal/cityofcalabasas and all questions, inquiries, or requests for clarification shall be submitted prior to due date as reflected on Calendar of Events.

Proposals submitted to City must comply with and contain all of the information requested in this RFQ. The selected company must sign an agreement with the terms and conditions shown in the Professional Services Agreement, (Attachment C). Proposers are encouraged to promptly notify the City of any apparent inconsistencies or ambiguities found in the scope of services so that an appropriate amendment may be issued.

Inquiries & Schedule

All questions, inquires, or requests for clarification regarding this RFQ shall be submitted through the City's OpenGov Procurement & Contract Management portal at https://procurement.opengov.com/portal/cityofcalabasas and all questions, inquiries, or requests for clarification shall be submitted prior to due date as reflected on Calendar of Events. Proposers are specifically asked to refrain contacting any City Council members or personnel, other than specified personnel identified in this RFQ. A response from the City to all inquiries shall be posted on the City’s website no later than 2:00 p.m., May 13, 2026. Only questions submitted through this process can be relied upon.

The City shall not be held responsible for any oral instructions. If it becomes necessary to revise any part of this RFQ or if additional information is necessary to enable an exact interpretation of provisions of this request, an addendum will be issued through the City's OpenGov Procurement portal and all Consultants following this RFQ at https://procurement.opengov.com/portal/cityofcalabasas/projects/198055 will be automatically notified upon the posting of such addendum. It is the responsibility of the Consultant submitting a proposal to ensure that all addendums are received.

Sole responsibility rests with the Proposer to see that their response is received on time. Any inquiries received after due date and time will not be accepted.

CALENDAR OF EVENTS**

**All dates are subject to change.

Section B: Scope & Proposal Contents

Scope of Services

The scope of work is to provide on-call general construction services for emergency repairs, traffic control assistance, and small-scale operational repairs to the City of Calabasas Public Works Department in accordance with all provisions within this RFQ. The general scope of work includes but is not limited to repairing potholes, concrete repairs, minor retaining wall repairs, debris removal, emergency erosion control, mechanical repairs for the City, HVAC emergency repairs, elevator emergency repairs, small-scale paving repairs, emergency sidewalk repairs, trenching, utility repairs, traffic control assistance, painting and/or striping repairs, and emergency plumbing repairs. The successful firm must have experience with the processes, procedures, ordinances and permitting, including plan check and review for conformance with conditions of approval along with local and other applicable (City, County, State and Federal) ordinances and standards that are necessary to provide these services and complete the assigned projects. They must be located within 120 miles of the City, and should be able to provide varied services to the City on short notice. They City will allow sub-contractors for any of the above work as long as the prime contractor is a general A or B California licensed Contractor.

Public Right-of-Way Work (note this is not an all-inclusive list)

· Repair of potholes and other small-scale pavement failures

· Concrete repairs and ADA corrections

· Utility repairs including trenching and shoring if required

· Slope stabilization and erosion control and repair

· Landslide stabilization and repair

· V-ditch cleaning, repair, and replacement

· Localized storm drain cleaning, repair and replacement and other storm drain work

· Minor retaining wall construction and repair

· Foundation construction for signs, monuments, and art work

· Minor concrete flatwork

· Debris removal, hauling and disposal

· Asphalt concrete repair and paving

· Guardrail repair and replacement

Work Related to City-owned Buildings, Parks, and other Structures (note this is not an all-inclusive list)

· Minor structural repairs or improvements such as repair to foundations, repair to damage from floods or fire, minor upgrades or maintenance to Community Centers or other City Buildings or structures in parks

· Replacement of building glazing

· Replacement of interior glass and windows, doors, thresholds

· Repair and replacement of exterior doors, including locks and access controls

· Building plumbing repairs

· Building electrical repairs

· Minor roofing repairs

· Building flooring and carpeting repairs and replacement

· Heating, Venting, and Cooling (HVAC) repair

· Painting (interior and exterior)

· Elevator repair

For all work in the public right-of-way, the Contractor must provide their own traffic control in accordance with applicable laws including the California Manual on Uniform Traffic Control Devices (CA MUTCD) and the Work Area Traffic Control Handbook (WATCH). The City will not provide any traffic control or construction equipment.

In order to qualify for selection, the proposer(s) need to meet the following minimum requirements:

1. The firm must have 5 references for any variety of general contracting services defined in the project scope.

2. The ability to be on-site and have repairs initiated within 24 hours of notice, or ideally faster.

3. Strong understanding of public agency procedures and permitting processes at the state and federal levels.

Proposal Requirements

1. Letter of Introduction

a. A letter of introduction signed by an authorized signatory of the organization.

b. Provide name, address and phone number of the primary contact and of the key staff be responsible for coordinating work through the City.

c. Any qualifying statements or comments regarding the Consultant’s proposal or the information provided in the RFQ. State the interpretation of work being performed. State a positive commitment to perform the work in the manner, time frame and a basic summary and understanding of the project.

d. If submitting as a team, note all the sub-contractors that will work with the prime contractor for the full scope of work. If selected, the Prime Contractor will be able to adjust sub-contractors during the project duration with the approval of the City.

e. Include the name and resume of the individual leading the team.

2. Firm information and Qualification

a. Number of years the firm(s) has been in business.

b. Location of principal office that will be responsible for the implementation of this contract, and distance from the City of Calabasas.

c. Provide the number of employees of the company.

d. Identify the qualifications and resumes of all individuals who will be associated with this service. Include professional registration and affiliations.

e. Registration with DIR.

f. Summarize specific experience and qualifications for similar projects. List at least five (5) references with name of organization, job title, addresses and telephone numbers.

3. Professional Services Fees

a. Applicants are not required to submit itemized fees schedules. However, applicants may submit any fee schedules they wish.

b. Prevailing wage will apply to all work.

c. List the distance from the Contractors office or location where the Contractor stores their equipment.

d. If sub-consultants are to be utilized, identify the mark-up that is proposed. The actual mark-up may be negotiated upon request from either the City or Contractor.

Proposals received after the time established for receiving proposals shall not be considered. The City will not be responsible for any expenses incurred by any Proposer in the development of a response to this Request for Qualifications or any other activities associated with this procurement including but not limited to any onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided, submitted, or given to the City and/or its representatives. Further, the City reserves the right to reject any and all proposals and to determine which proposal is, in the City's judgment, the most responsive and responsible proposal. The City also reserves the right to waive any informality in any proposal and to delete certain items listed in the proposal as set forth therein. This RFQ does not commit the City to pay any costs incurred in the preparation of this proposal.

Modifications/Withdrawals of Proposals Modifications will be accepted by the City, and binding upon the responding company, where the modification is:

1. Received by the City through an OpenGov submittal prior to deadline;

2. Signed by the same individual who signed the original submittal.

At any time prior to the scheduled closing time for receipt of RFQ submittals, any responding Consultant may withdraw their submittal, by sending an email with the subject “Withdraw” and the name of the responding consultant and signed by the same individual who signed the original submittal.

Proposal Evaluation All timely proposals will be reviewed by the City of Calabasas. The City of Calabasas reserves the right to award the contract to the firms who present the proposal which, in the judgment of the City of Calabasas, best accomplish the desired results, and shall include, but not be limited to, consideration of the professional service fee.

The City will be the sole determiner of suitability to the City's needs. Proposals will be rated according to the requirements listed above, including completeness and understanding of the City's needs, conformance to the requirements and prior experience with similar scope of work. The proposal will be reviewed by an evaluation committee to determine if it meets the proposal requirements. Failure to meet the requirements of the Request for Proposals may be cause for rejection of the proposal. The evaluation committee will make a recommendation of the Consultant for a contract to be awarded by the City Council. The City reserves the right to reject any or all proposals and to determine which proposal is, in the City’s judgment, the most responsive.

Contractors are solely responsible for conducting their own independent research and other work necessary for the preparation of proposals, negotiation of agreements, and the subsequent delivery of services pursuant to any agreement. In no event may Contractors rely on any oral statement.

Should the Contractor find discrepancies in, or omissions from, this RFQ and related documents, or should the Contractor be in doubt as to meaning, the Contractor shall immediately notify the City’s designated representative and, if the point in question is not clearly set forth, a written addendum or bulletin of instructions will be made available on the City’s openGov portal at: https://procurement.opengov.com/portal/cityofcalabasas . Each person requesting an interpretation will be responsible for the delivery of such requests to the City’s designated representative in writing as outlined in this RFQ. The City will not be bound by, or responsible for, any explanation or interpretation of the proposed documents other than those given in writing.

Selection for Award References may be contacted and interviews may be scheduled. The City therefore requires each Consultant to submit a proposal clearly addressing all of the requirements outlined in this RFQ. Once a preliminary selection has been made by the City, the selected Consultant may be asked to provide a revised staffing table with hourly rates and costs, subject to negotiation.

Should any Contractor have concerns about meeting any requirements of this RFQ, the Contractor should submit questions to the City of Calabasas OpenGov portal.

Contract Period The initial contract term will be for five (5) years from Effective Execution Date with an option by the City to extend up to two (2) additional years. The City shall have the right, in its sole and absolute discretion, to terminate the Agreement at any time. If the City exercises its right to terminate the Agreement, the Agreement shall cease to exist. Refer to Attachment B for general proposal terms and conditions.

Intent It is the intent of the City to award the contract one or more qualified, responsible Proposers as detailed in the scope of services, and with consideration of the potential costs for services. The City will negotiate with the Proposers deemed most qualified by the City to address the specific services to be provided, the time and order of services, staffing, areas of responsibility and proposed fee structure, including the amount and method of payment. The City reserves the right to reject any/all bids at its sole discretion.

Confidential Matters All data and information gathered by the Proposer and its agents, including this RFQ and all supplemental information shall be treated by the Proposer and its agents as confidential. The Proposer and its agents shall not disclose or communicate the aforesaid matters to a third party or use them in advertising, propaganda, and/or in another job or jobs, unless written consent is obtained from the City.

Information Provided by the City Proposers are solely responsible for conducting their own independent research and other work necessary for the preparation of proposals, negotiation of agreements, and the subsequent delivery of services pursuant to any agreement. In no event may Proposers rely on any oral statement.

Should the Proposer find discrepancies in, or omissions from, this RFQ and related documents, or should the Proposer be in doubt as to meaning, the Proposer shall immediately notify the City’s designated representative and, if the point in question is not clearly set forth, a written addendum or bulletin of instructions will be made available on the City’s OpenGov page at: https://procurement.opengov.com/portal/cityofcalabasas . Each person requesting an interpretation will be responsible for the delivery of such requests to the City’s designated representative in writing as outlined in this RFQ. The City will not be bound by, or responsible for, any explanation or interpretation of the proposed documents other than those given in writing.

The City will not compensate Contractors for the cost of preparing a response to this RFQ.

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