Bid Notice.pdf

RFP # 27-001

Request for Proposals

MARSHLAND ROAD BAY TRAIL SEGMENT GAP CLOSURE

PROJECT

ENGINEERING AND SUPPORT SERVICES – PA&ED PHASE

Federal Project No. CML-5322 (069) City Project No. PWC 9133

Proposals due no later than:

2:00 PM ON TUESDAY OCTOBER 13, 2026

Request for Proposal Schedule

RFP Released

Requests for Clarifications by

Wednesday, September 16, 2026

Friday, September 25, 2026 by 2:00 pm

Responses to Questions

Proposals due to City

Friday, October 2, 2026

Tuesday, October 13, 2026 by 2:00 pm

Submit Proposals to:

www.bidnetdirect.com//cityoffremont

City of Fremont – Request for Proposals RFP #27-001, Marshland Road Bay Trail Segment Gap Closure (Engineering and Support Services – PA&ED Phase)

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REQUEST FOR PROPOSALS

MARSHLAND ROAD BAY TRAIL SEGMENT GAP CLOSURE PROJECT

(ENGINEERING AND SUPPORT SERVICES – PA&ED PHASE)

A. The CITY OF FREMONT (hereinafter "City") hereby requests proposals to provide engineering services for the Marshland Road Bay Trail Segment Gap Closure Project (hereinafter “Project”), and will receive proposals at www.bidnetdirect.com//cityoffremont, up to the hour of 2:00 P.M. on Tuesday, October 13, 2026.

If not already registered on the BidNet Direct website, please visit the link to register for City of Fremont access for free www.bidnetdirect.com//cityoffremont.

B. SCOPE OF SERVICES. The City has prepared an outline of “Scope of Services” which is attached as Exhibit “1” to the Request For Proposals (“RFP”), and generally includes:

engineering and support services, including project management and administration services.

C. REQUESTS FOR CLARIFICATION OF THE RFP. The sole point of contact for information pertaining to this RFP is www.bidnetdirect.com//cityoffremont.

Communication with City staff about the scope of services or anything else related to this RFP is forbidden. If any proposer has any question regarding the meaning of any part of this RFP, or finds discrepancies in or omissions from this RFP, the proposer shall submit questions through the City of Fremont’s online bidding provider at www.bidnetdirect.com//cityoffremont by September 25, 2026 no later than 2 p.m. All responses to questions will be posted on BidNet Direct.

D. SUBMITTAL OF PROPOSALS. The instructions for the submittal of proposals are set forth throughout this RFP. Generally, each proposal shall include a cover letter and exhibits, including but not limited to: Scope of Services, Billing Rates, Statement of Qualifications, and Terms of Service Agreement. Proposals shall be clearly stated:

RFP #27-001 MARSHLAND ROAD BAY TRAIL SEGMENT GAP CLOSURE PROJECT

(ENGINEERING AND SUPPORT SERVICES – PA&ED PHASE)

E. CITY’S REVIEW OF PROPOSALS. All responsive proposals shall be reviewed and evaluated by the City in order to determine which proposer best meets the City’s needs for this Project. The criteria by which the City shall evaluate proposals are set forth in this RFP. The City reserves the right to reject any and all proposals or waive any irregularities in any proposal or the proposal process. The City reserves the right to negotiate the terms of the Agreement for this Project with one or more proposers.

F. AWARD OF AGREEMENT. The City currently anticipates awarding an agreement for this

Project by approximately October 2026. No proposal or agreement for this Project shall be binding upon the City until the Agreement is signed by the Consultant and the City.

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INSTRUCTIONS

1. TIME AND PLACE OF DELIVERY OF PROPOSALS. It is the Proposer's responsibility alone to ensure that the proposal is received by the City’s Authorized Representative at the time and place identified on page 1 of this Request For Proposals (“RFP”).

2. PROPOSER’S SIGNATURE. An authorized representative of the Proposer shall sign the proposal on a cover letter which: (1) identifies this project by name and number; and (2) identifies the full legal name of the Proposer, along with name of contact person, address, phone number, fax number, and e-mail address; and (3) indicates Proposer’s willingness to comply with the procedures identified in this RFP, including an incorporation by reference of the exhibits identified below.

3. CONTENTS OF PROPOSAL. The Proposer shall include in its proposal, at a minimum, the information outlined in this section as well as RFP Exhibit “2” in a manner which demonstrates the Proposer's competence and qualifications for the satisfactory performance of the services identified in this RFP. The Proposer shall refer to RFP Exhibit “2” for proposal requirements. Applicable Federal and LAPM Forms as denoted by an asterisk in the attachments list at the end of this RFP shall be submitted with the proposal.

All Federal and LAPM Forms and billing rates will not be included in the page count. The proposal shall not exceed twenty (20) pages.

3(A). Scope of Services. The City has set forth on RFP Exhibit “1,” attached hereto and incorporated herein by reference, an outline of services which the City anticipates the successful proposer to perform. The outline of services set forth on RFP Exhibit “1” is presented for the primary purpose of allowing the City to compare proposals. The precise scope of services to be incorporated into the Service Agreement will be based upon RFP Exhibit “1” as well as Proposal Exhibit “E” to be prepared by Proposer as a part of the proposal (described below), and may be the subject of negotiations between the City and the successful proposer.

3(A)(1). Based upon the City’s outline of services set forth on RFP Exhibit “1,” the Proposer shall prepare a complete description of the scope of services (to be labeled:

Proposal Exhibit “E”) which the Proposer intends to perform in order to achieve the Project Objectives. The Proposer may identify services in Proposal Exhibit “E” which differ from the outline of services in RFP Exhibit “1” if the Proposer believes the changes will assist the City in more efficiently and effectively achieving the City’s stated Project Objectives.

3(A)(2). The Proposer’s scope of services shall include, at a minimum, a description of the major components of services (or phases of service), a description of work product (or “deliverables”) to be provided by Proposer to the City, and the expected time of completion for each component.

3(B). Billing Rates. The Proposer shall prepare a schedule of billing rates (to be labeled:

Proposal Exhibit “K”) in which identifies:

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3(B)(1). A proposed rate and method of payment for all services to be performed by the Proposer, including hourly rates, and a description of any reimbursable charges.

3(B)(2). A total proposed “Not to Exceed” cost for the performance of all services described in the scope of services, Proposal Exhibit “E.”

3(B)(3). An estimated cost breakdown for each major component of service, with a cross-reference to each component of service identified in Proposal Exhibit “E.”

3(B)(4). Prevailing Wage Requirements. Certain tasks for this Project may be subject to the prevailing wage requirements applicable to the locality in which the Work is to be performed for each craft, classification or type of worker needed to perform the Work, including employer payments for health and welfare, pension, vacation, apprenticeship and similar purposes.

Rates. The prevailing rates are on file with the City Engineer and available online at http://www.dir.ca.gov/DLSR. Each Contractor and Subcontractor must pay no less than the specified rates to all workers employed to work on the Project. The schedule of per diem wages is based upon a working day of eight hours. The rate for holiday and overtime work must be at least time and one-half.

Compliance. The Contract will be subject to compliance monitoring and enforcement by the DIR, under Labor Code Section 1771.4.

Fremont Minimum Wage. This Contract may be subject to Fremont Municipal Code Chapter 5.30, Minimum Wage Ordinance, as amended from time to time. A summary of the requirements, entitled "Minimum Wage Requirements" can be viewed at:

https://www.codepublishing.com/CA/Fremont/#!/Fremont05/Fremont0530.html

The Minimum Wage Ordinance requires the payment of Minimum Wage for work done on any contract with the City.

Contractor acknowledges and represents that Contractor has read and understands the requirements and shall fully comply with all applicable requirements of the City’s Minimum Wage Ordinance. If requested by City, Contractor shall promptly provide any documents and information required by City to verify Contractor's compliance.

Contractor shall require applicable subcontractors to fully comply with the requirements of the Minimum Wage Ordinance and include these requirements in all subcontracts covered by Fremont Municipal Code Chapter 5.30.

Contractor's violation of the City’s Minimum Wage Ordinance constitutes a material breach of this Contract, for which the City may terminate the Contract and pursue all available legal and equitable remedies.

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For Services that constitute "Public Works" under California Labor Code Section 1720 et seq., if both State prevailing wage and City minimum wage requirements apply, Contractor shall pay the higher of the two rates.

3(C). Statement of Qualifications. The Proposer shall prepare a statement of qualifications (to be labeled: Proposal Exhibit “C”) which identifies:

3(C)(1). An identification of the size, stability, and capacity of Proposer’s organization, including, at a minimum, an identification of Proposer’s: (1) total number of years in operation, (2) total current number of employees, (3) number of office locations (including the location of each office), and (4) number of employees in the office location which is intended to provide the services described in Proposal Exhibit “E.”

3(C)(2). An identification of the Proposer’s experience performing services for projects of a similar size, scope, and complexity as the services required by this RFP, including an identification of: (1) the number of years Proposer has been performing similar services; and (2) the most recent projects for which the Proposer has performed similar services. The list of recent projects shall include the name, contact person, address, and phone number of each party for whom the service was provided, as well as a description of the service performed, the dollar amount of the contract, and the date of performance.

3(C)(3). A list of the Proposer's principals, employees, agents, and subconsultants which the Proposer intends to assign to this Project. This list shall include a summary of the qualifications (including education, training, licenses, and experience) of each individual; the approximate number of hours each will devote to the Project; and the type of work to be performed by each individual. The City will retain under its agreement with the successful Proposer the right of approval of all persons performing under the agreement.

3(D). Terms of Proposed Service Agreement. The Proposer shall prepare a document identifying the terms of the proposed Service Agreement between the City and Proposer (to be labeled: Proposal Exhibit “I”), including:

3(D)(1). Specifically identify any portions of the City's standard form Service Agreement (attached to this RFP) which the Proposer desires to amend (either by addition, deletion, or modification).

3(D)(2). Disclose any past, ongoing, or potential conflicts of interest which the Consultant may have as a result of performing the work for this Project.

3(D)(3). Identify Proposer’s ability to comply with the City’s insurance requirements. A copy of an insurance certificate, or a letter of intent to provide insurance from the issuing company (including a description of types of coverage and dollar amount limits) may be favorably considered.

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3(E). Applicable Federal a n d L A P M Forms. The proposer shall complete the applicable Federal and LAPM Forms listed as exhibits at the end of this RFP denoted by an asterisk.

4. CITY’S REVIEW OF PROPOSALS. After the proposals are received and opened by the

City, the City shall review and evaluate all proposals for responsiveness to the Request for Proposals in order to determine whether the Proposer possesses the qualifications necessary for the satisfactory performance of the services required. The City may also investigate qualifications of all Proposers to whom the award is contemplated, and the City may request clarifications of proposals directly from one or more Proposers. In reviewing the proposals, the City may consider the following and Exhibit “3”:

4(A). The qualifications (including education, training, licenses, experience, and past performance) of the Proposer and its agents, employees, and subconsultants in completing projects of a similar type, size, and complexity. The City may consider Proposer's timely and accurate completion of similar projects within budget.

4(B). The feasibility of the proposal based upon the methodology of the proposed scope of services and Proposer’s capability of developing innovative techniques.

4(C). Proposer’s understanding of the work to be completed based upon the clarity of the proposal and responsiveness to this RFP.

4(D). Proposer’s proposed changes to provisions of the Service Agreement.

4(E). Proposer’s familiarity with State and Federal Procedures.

4(F). Proposer’s financial responsibility.

4(G). Proposer’s familiarity with MTC and Caltrans requirements for project administration, invoicing, and reporting.

4(H). The City has prepared a description of the Selection Process and Criteria which is attached as Exhibit “3” to the Request for Proposals (“RFP”).

5. AWARD OF AGREEMENT. Upon completion of the review period, and evaluation and ranking of the proposers, the City shall notify those Proposers who will be considered for further evaluation and negotiation. All Proposers so notified, and if requested shall negotiate in good faith in accordance with direction from the City. Any delay caused by Proposer's failure to respond to direction from the City may lead to a rejection of the Proposal.

Following the City’s determination of the top ranked proposer, the top ranked proposer’s cost proposal - Billing Sheet will be opened and further negotiations with the proposer will be conducted. If the City and the highest ranked proposer are unable to negotiate an agreement the next highest ranked proposer will be contacted for negotiation. The City will repeat the process until a proposer is selected.

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5(A). If the City determines, after further evaluation and negotiation, to award the Agreement, a Service Agreement shall be sent to the successful Proposer for the Proposer's signature. No proposal shall be binding upon the City until after the Agreement is signed by duly authorized representatives of both Consultant and the City.

5(B). The City reserves the right to reject any or all proposals, and to waive any irregularity. The award of the Agreement, if made by the City, will be based upon a total review and analysis of each proposal.

6. COSTS ASSOCIATED WITH PROPOSAL PREPARATION ARE SERVICE PROVIDER

RESPONSIBILITY. All costs incurred by prospective proposers associated with the preparation of a response to this Request for Proposals and subsequent demonstrations, analyses, studies, responses to inquiries, travel for purposes of competing for and/or negotiating a contract with the City are the sole responsibility of the proposer.

7. COMPLIANCE WITH LAW AND STANDARD OF CARE. Consultant shall comply with all applicable federal, state, and local laws including any applicable legal requirement imposed by Executive Orders duly issued at the federal, state and local level, whether said laws are expressly stated in this Agreement. Consultant shall perform services under this Agreement using a standard of care equal to, or greater than, the degree of skill and diligence ordinarily used by reputable professionals, with a level of experience and training similar to consultant, performing under circumstances similar to those required by this Agreement.

8. PROTESTS AND APPEALS. Protests may be submitted only by a party that has submitted a bid or proposal in response to the contract solicitation. A subcontractor of a bidder or proposer may not submit a protest. A party may not rely on a protest submitted by another party but must timely pursue its own protest.

A protest that merely requests a re-evaluation of a proposal’s content will not be entertained.

Notice of Decision. After a decision to award a contract subject to these protest provisions has been made the City shall issue a notice of intent to award by posting the notice on the designated public bulletin boards and on the City’s bid results web page.

Time to Submit Protest. All protests must be submitted in writing to the purchasing division before 5:00 p.m. on the fifth business day after the date of posting of the City’s notice of intent to award. The protestor shall bear the risk of non-delivery within the time period specified above regardless of the method of delivery selected (facsimile, electronic mail, delivery service, United States mail service).

Form of Protest. All protests shall be in writing and shall contain a complete statement of:

the legal grounds for the protest; all the facts relevant to the protest; and the form of relief requested and the legal basis for such relief. All protests shall be accompanied by all

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9. DIR REGISTRATION. City may not accept a Proposal from, or enter into an Agreement with, a proposer without proof that the proposer is registered with the California Department of Industrial Relations (“DIR”) (if the requested work falls under the scope of prevailing wage laws) to perform public work under Labor Code Section 1725.5, subject to limited legal expectations.

10. ERRORS AND OMISSIONS. The proposer bears full responsibility for exclusions or errors in the proposals submitted. Upon proposal submittal, the City reserves the right to hold the proposer accountable and responsible for their submitted proposal. Failure to review or comprehend any portion of this proposal does not absolve the proposer of the responsibilities articulated herein.

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Conflict of Interest

(Signed copy must be submitted with Proposal)

Each vendor must disclose any existing or potential conflict of interest relative to the performance of the contractual services as a result of this RFP/Bid. Any such relationship that might be perceived as or represent a conflict should be disclosed. By submitting a proposal in response to this RFP/Bid, vendors affirm that they have not given, nor intend to give at any time hereafter, any economic opportunity, future employment, gift, loan gratuity, special discount, trip, favor or service to a public servant or any employee or representative of same, in connection with this procurement. Any attempt to intentionally or unintentionally conceal or obfuscate a conflict of interest will automatically result in the disqualification of a vendor’s proposal. An award will not be made where a conflict of interest exists. The City will determine if a conflict of interest exists and whether it may reflect negatively on the City’s selection of a vendor. The City reserves the right to disqualify any vendor on grounds of actual or apparent conflict of interest.

Collusion

This is to certify that the undersigned bidder has neither directly nor indirectly entered into an agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with this proposal submitted this date to the City of Fremont.

All terms and conditions of this Request for Proposal have been thoroughly examined and are understood.

NAME OF BIDDER:

AUTHORIZED REPRESENTATIVE

SIGNATURE

TITLE

ADDRESS

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Public Records

(Signed copy must be submitted with Proposal) PROPOSALS ARE PUBLIC RECORDS. Each proposer is hereby informed that, upon submitting its proposal to the City in accordance with this RFP, the proposal is the property of the City.

Unless otherwise compelled by a court order, the City will not disclose any proposal while the City conducts its deliberative process in accordance with the procedures identified in this RFP. However, after the City either awards an agreement to a successful proposer, or the City rejects all proposals, the City shall consider each proposal subject to the public disclosure requirements of the California Public Records Act (California Government Code Sections 6250, et seq.), unless there is a legal exception to public disclosure.

If a proposer believes that any portion of its proposal is subject to a legal exception to public disclosure, the Proposer shall: (1) clearly mark the relevant portions of its proposal “Confidential”; and (2) upon request from the City, identify the legal basis for exception from disclosure under the Public Records Act; and (3) the Proposer shall defend, indemnify, and hold harmless the City regarding any claim by any third party for the public disclosure of the “Confidential” portion of the proposal.

Please check ONE (1) of the following:

☐ NO, I certify that none of the information included with this Proposal is considered confidential or proprietary.

☐ YES, I certify that this Proposal contains information considered confidential or proprietary and all such information is specifically identified within the proposal.

RFP #27-001, Marshland Road Bay Trail Segment Gap Closure (Engineering and Support Services – PA&ED Phase)

RFP EXHIBITS AND ATTACHMENTS:

Exhibit 1 – Scope of Services Exhibit 2 – Proposal Guidelines Exhibit 3 – Selection Process and Criteria Exhibit 4 – Sample (City Standard) Design Professional Services Agreement Exhibit 5 – A&E Sample Federal Contract Language (Exhibit 10-R) Exhibit 6 – Insurance Requirements Exhibit 7 – *Disclosure of Lobbying Activities (Exhibit 10-Q) Exhibit 8 – Sample Cost Proposal Exhibit 9 – *Bidder’s List of Subcontractors (Exhibit 12-B)

Attachment 1: Project Location Map Attachment 2: Approved Project Study Report (Dumbarton to Quarry Lakes Trail

Corridor) Attachment 3: LSA Memo for Statutory Exemption under CEQA (November 2021)

Notes: Documents noted with an * are applicable Federal and LAPM forms to be submitted with proposal.

Exhibit 5, “A&E Sample Federal Contract Language” contains required provisions that will be incorporated into Exhibit 4 before contract execution.

EXHIBIT 1

SCOPE OF SERVICES

PROJECT BACKGROUND

The Marshland Road Bay Trail Segment Gap Closure Project will advance a key segment of the Dumbarton Corridor active transportation network by closing a significant gap in the regional Bay Trail along Marshland Road. The proposed Marshland Road segment extends between the east end of the existing multipurpose path on the Dumbarton Bridge and the State Route 84 (SR 84) toll plaza and will ultimately connect to the Segment A portion of the Dumbarton to Quarry Lakes Trail that extends to the east through the City of Fremont

The City of Fremont is the project sponsor and implementing agency for the Marshland Road Bay Trail segment. Marshland Road is a two-lane undivided roadway entirely within Caltrans right of way, running parallel and adjacent to SR 84 and does not currently have bicycle or pedestrian facilities. Marshland Road currently serves as a low-volume access road to the Dumbarton Pier and other shoreline trails, with fewer than 300 vehicles per day. Although Marshland Road has very low level of vehicle traffic, it is a critical segment of the regional active transportation network along the Dumbarton transportation corridor, and it has been identified by MTC as a high-priority regional Bay Trail gap (ranked 33 out of 146 Bay Trail segments).

The Marshland Road Bay Trail segment was initially developed during the Project Initiation Document (PID) scoping phase as part of the overall Dumbarton Bridge to Quarry Lakes Trail project, which would implement an approximately 6.5-mile-long regional trail project along the SR84/Dumbarton/Decoto corridor extending from the Dumbarton Bridge bike path to the west to the Alameda Creek Regional Trail to the east.

In 2024, Caltrans approved the Project Study Report-Project Development Support (PSR-PDS) document for the sections of the Dumbarton Bridge to Quarry Lakes Trail that are within Caltrans right of way, including the proposed trail segment along Marshland Road. Due to Marshland Road’s close proximity to the Bay, potential higher level of environmental analysis, and involvement with a number of regulatory agencies and stakeholders (including Caltrans, MTC, East Bay Regional Park District, U.S. Fish and Wildlife Service, BCDC, and Cargill), the Marshland Road trail segment was separated out from the rest of the Dumbarton Bridge to Quarry Lakes Trail project and is going through the Project Approval and Environmental (PA&ED) phase as a standalone project. Finally, Marshland Road presents unique design and environmental considerations due to its location within the Don Edwards San Francisco Bay National Wildlife Refuge, adjacent salt ponds, drainage constraints, high groundwater, existing utilities, and limited available roadway width.

The approved PSR-PDS identifies a 2.5 mile Class I trail alternative along the south side of Marshland Road that would require roadway widening into the adjacent salt pond and related safety improvements. However, the City desires to use the PA&ED phase to further evaluate and develop other lower cost design alternatives within the existing Marshland Road width given its low traffic volume and speeds, including but not limited to facilitating two-way traffic within a single vehicle lane and vehicle pull-outs plus a Class I trail option, and a Class III bicycle route with traffic calming measures along Marshland Road.

The PA&ED phase will provide the opportunity for the City, Caltrans, MTC, and project stakeholders to refine feasible alternatives, complete the required technical studies, evaluate environmental effects and permitting needs, and identify a final alternative for project design. The PA&ED phase for the Marshland Road segment is anticipated to begin in Fall 2026 and extend into summer 2028.

SCOPE OF WORK

The Consultant shall provide all necessary engineering and support services (including all associated project management and administration services) required for the Project Approval and Environmental Document (PA&ED) phase of work for the Marshland Road Bay Trail Segment Gap Closure Project, with the ultimate goal of obtaining a Caltrans approved Project Report (PR) and environmental clearance (both CEQA and NEPA) for the project.

Task 1 – Project Management/Administration

The Consultant shall provide project management for each task for the duration of the contract. All project documents, record keeping, publications, and invoices shall comply with various funding, stakeholder and regulatory agencies, including but not limited to City of Fremont, Caltrans (Project Development and Office of Local Assistance), Metropolitan Transportation Commission (MTC), Alameda County Transportation Commission (ACTC), applicable funding agreements, and federal regulations.

Management activities and deliverables shall consist of, but are not limited to:

Project Management and Control;

Quality Control/Quality Assurance;

General project administration;

Host, lead, and provide support for all project meetings, including a kick off meeting and Project Development Team (PDT) meetings and preparation of all meeting agendas and minutes needed;

Coordinate with all agency stakeholders including, but not limited to, Caltrans, Cargill, MTC, BCDC, Don Edwards San Francisco Bay National Wildlife Refuge and others;

Coordinate with other projects located along or adjacent to the Project corridor;

Provide project material for City website posting;

Prepare and submit monthly invoices;

Provide support as needed to City staff for various grant administration tasks, including preparation of all funding reimbursement requests and project progress reports to various funding agencies;

Manage contract costs and identify potential scope, schedule, or budget issues in a timely manner;

Develop and maintain a Project Management Plan, Quality Management Plan (subject to approval by Caltrans), cost estimate, project delivery schedule (using Microsoft Project) updated monthly; and

Maintain Project files in an agreed upon system, in accordance with Caltrans Uniform Filing System.

Task 2 – Data Collection and Geometric Refinements The Consultant shall collect and review existing information necessary to support preliminary engineering, preparation of the Project Report, environmental review, and regulatory permitting. The work shall include, but is not limited to, the following:

Obtain and review previous plans, reports, studies, and other documents related to the Project area;

Apply for and obtain a Caltrans Encroachment Permit for site investigations, topographic mapping, and other field activities, as required;

Coordinate with Caltrans to obtain existing records and reports, including as-built plans, right-of-way maps, and structure maintenance records;

Coordinate with utility companies to obtain available utility records and mapping;

Collect available geotechnical, hydrologic, hydraulic, traffic, environmental, and property records;

Conduct site visits to assess existing conditions, verify available information, and identify project constraints; and Obtain, review and revise geometric base files prepared during prior project development activities to reflect updated topographic mapping and changes associated with the recently completed State Route 84 Barrier Project.

Task 3 – Topographic Mapping and Surveying Support Services The Consultant shall provide topographic mapping and professional land surveying support necessary for the development of the Project alternatives and analysis. The work shall include, but is not limited to, the following:

Perform supplemental Global Positioning System (GPS) field surveys along Marshland Road where existing conditions have changed due to the adjacent State Route 84 Barrier Project;

Update the existing topographic and aerial base mapping to depict the recently constructed barrier wall and other relevant improvements; and

Perform property record research, boundary exhibit preparations, calculations, supplemental topographic surveys and project meetings with other project stakeholders, as needed.

Task 4 – Environmental Studies

Depending on the alternative identified in the approved final Project Report, the Project may qualify for a statutory exemption under CEQA pursuant to Senate Bill (SB) 288.

The Project is also anticipated to require a permit from the U.S. Army Corps of Engineers (USACE) under Section 404 of the Clean Water Act. The USACE is anticipated to serve as the NEPA lead agency and will determine the appropriate level of NEPA review through its regulatory permitting process. Environmental work shall be performed in accordance with applicable agency requirements and the latest guidance and templates on the Caltrans Standard Environmental Reference (SER) website. The work shall include, but is not limited to, the following:

Wetland Delineation;

Biological Assessment;

Section 404(b)(1) Alternatives Analysis;

Section 106 Cultural Study;

Additional Technical Studies such as Natural Environment Study, Initial Site

Assessment, Water Quality Study/Flood Plain Study, Community Impact Assessment, Visual Impact Assessment Memo, Air Quality Study Report, Cultural Resources (Archaeological Study Report/Historic Property Study Report) as needed;

Draft and Final Environmental Document; and Public Agency Meetings.

Task 5 – Project Approval The Consultant shall perform all work in support of the development and approval of the Project Report (PR), in accordance with the latest Caltrans Project Development Procedures Manual (PDPM), applicable design manuals and standards, and other Caltrans requirements. The work shall include, but is not limited to, the following:

Right of Way Data Sheets Storm Water Data Report (SWDR) Advanced Planning Studies (Structures) Preliminary Geotechnical Design Report (PGDR) Structures Preliminary Geotechnical Report (SPGR) Life-Cycle Cost Analysis Risk Register Pavement Memo Traffic Operation Analysis Report (TOAR) Traffic Management Plan Checklist Preliminary Drainage Design and Report Geometric Approval Drawings Alternative Cost Estimates Preliminary schedule Design Standard Decision Document (DSDD) Complete Streets Decision Document Draft PR

Final PR

PROJECT FUNDING

The project’s PA&ED phase is funded with $1 million RM3 funds approved by MTC in Fall 2025 and $1.5 million in OBAG 3 (federal) funds.

PROJECT SCHEDULE

The Consultant shall provide a project schedule for the PA&ED phase of work that facilitates the planned completion of the PA&ED phase by September 1, 2028.

EXHIBIT 2

PROPOSAL GUIDELINES

These guidelines are provided for standardizing the preparation and submission of Proposal/Proposals by all Consultants. The intent of these guidelines is to assist Consultants in preparation of their proposals, to simplify the review process, and to help assure consistency in format and content.

Proposals shall contain the following information in the order listed:

A. Introductory Letter

The introductory (or transmittal) letter shall be addressed to:

City of Fremont Purchasing Department 3300 Capitol Avenue, Building B Fremont, CA 94538

The letter shall be on Consultant letterhead and include the Consultant’s contact name, mailing address, telephone number, facsimile number, and email address. The letter will address the Consultant’s understanding of the services being requested and any other pertinent information the Consultant believes should be included. All addendums received must be acknowledged in the transmittal letter.

The letter shall be wet-signed in blue ink or electronically signed by the individual authorized to bind the Consultant to the proposal.

B. Executive Summary

C. Consultant Information, Qualifications & Experience

The City of Fremont will only consider submittals from consultants that demonstrate they have successfully completed comparable projects. These projects must illustrate the quality, type, and past performance of the project team. Submittals shall include a detailed description of a minimum of three (3) projects within the past five (5) years which include the following information:

1. Contracting agency

2. Contracting agency Project Manager

3. Contracting agency contact information

4. Contract amount

5. Funding source

6. Date of contract

7. Date of completion

8. Consultant Project Manager and contact information

9. Project Objective

10. Project Description

11. Project Outcome

D. Organization and Approach

1. Describe the roles and organization of your proposed team for this project.

Indicate the composition of subcontractors and number of project staff, facilities available and experience of your team as it relates to this project.

2. Describe your project and management approach. Provide a detailed description of how the team and scope of work will be managed.

3. Describe the roles of key individuals on the team. Provide resumes and references for all key team members. Resumes shall show relevant experience, for the Project’s Scope of Work, as well as the length of employment with the proposing Consultant. Key members, especially the Project Manager, shall have significant demonstrated experience with this type of project, and should be committed to stay with the project for the duration of the project.

E. Scope of Work

1. Include a detailed Scope of Work Statement describing all services to be provided.

2. Describe project deliverables for each phase of your work.

3. Describe your cost control and budgeting methodology for this project.

4. Provide responses to the following:

a. Describe the critical technical, environmental, permitting, stakeholder, and project-development issues anticipated during PA&ED and how your team will address them.

b. Describe critical potential construction issues associated with the project and how you will address these.

c. How cost and schedule could be minimized.

F. Work Schedule

Provide a detailed schedule for all phases of the project and the proposing Consultant’s services including time for reviews and approvals.

G. Conflict of Interest Statement

The proposing Consultant shall disclose any financial, business or other relationship with the City of Fremont that may have an impact upon the outcome of the contract or the construction project. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract or the construction project that will follow. The proposing Consultant shall disclose any financial interest or relationship with any construction company that might submit a bid on the construction project. The page titled “Conflict of Interest” shall be signed and returned with the consultant’s proposal.

H. Litigation

Indicate if the proposing Consultant was involved with any litigation in connection with prior projects. If yes, briefly describe the nature of the litigation and the result.

I. Contract Agreement

Indicate if the proposing Consultant has any issues or needed changes to the proposed contract agreement included as Exhibit 4.

The Consultant shall provide a brief statement affirming that the proposal terms shall remain in effect for ninety (90) days following the date proposal submittals are due.

A contract will not be awarded to a consultant without an adequate financial management and accounting system as required by 48 CFR Part 31 and 2 CFR Part 200.

J. Federal-Aid Provisions

The proposing Consultant’s services are federally funded, which necessitate compliance with additional requirements. The proposing Consultant shall complete and submit the following forms with the proposal to be considered responsive.

These forms and instructions are provided for the proposer in Exhibit 7 and Exhibit 9.

Disclosure of Lobbying Activities (LAPM 10-Q) Bidder’s List of Subcontractors (LAPM 12-B)

Upon award and through completion of the project, the successful proposing Consultant will be required to follow applicable federal-aid requirements and shall complete and submit with the agreement the following forms at the time of award:

Any other relevant forms required during the project.

Consultant shall demonstrate familiarity of providing services for federally funded projects and has clear understanding of requirements/needs to facilitate the project through Caltrans Local Assistance and Local Assistance Procedures Manual.

K. Cost Proposal

The consultant performs the services stated in the contract for an agreed amount as compensation, including a net fee or profit.

In order to assure that the City of Fremont is able to acquire professional services based on the criteria set forth in the Brooks Act and Government Code 4526, the proposal shall include a cost proposal for each service of the proposal. Proposing Consultants will be required to submit certified payroll records, as required. Cost proposal shall be submitted online via Bidnet at www.bidnetdirect.com//cityoffremont.

The cost proposal is not part of the proposal evaluation process. Proposals will be evaluated based on Section 4 of Instructions. Consultant shall prepare a Cost-Plus- Fixed Fee estimate with progress payments at defined milestones/tasks.

Selected Consultant shall comply with Chapter 10.1.3 of the Local Assistance Procedures Manual regarding the A&E Consultant Contract Audit and Review process.

EXHIBIT 3

SELECTION PROCESS AND CRITERIA

Evaluation Process

All proposals will be evaluated by the City of Fremont’s Selection Committee (Committee). The Committee may be composed of City of Fremont staff and other parties that may have expertise or experience in the services described herein. The Committee will review the submittals and will rank the proposers. The evaluation of the proposals shall be within the sole judgment and discretion of the Committee. All contacts during the evaluation phase shall be through the City of Fremont’s Contract Administrator/Project Manager only. Proposers shall neither contact nor lobby evaluators during the evaluation process. Attempts by Proposer to contact members of the Committee may jeopardize the integrity of the evaluation and selection process and risk possible disqualification of Proposer.

The Committee will evaluate each proposal meeting the qualification requirements set forth in this RFP. Proposers should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments may be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the City of Fremont’s requirements as set forth in this RFP.

The selection process will include oral interviews. The consultant will be notified of the time and place of oral interviews (may be virtual) and of any additional information that may be required to be submitted.

Upon completion of the evaluation and selection process, only the cost proposal from the most qualified consultant will be opened to begin cost negotiations. All unopened cost proposals will be returned or disposed of at the conclusion of procurement process.

Upon acceptance of a cost proposal and successful contract negotiations, staff will recommend a contract be awarded.

Evaluation Criteria

Proposals will be evaluated according to each Evaluation Criteria and scored on a zero to five point rating. The scores for all the Evaluation Criteria will then be multiplied according to their assigned weight to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred (500) points.

The Evaluation Criteria Summary and their respective weights are as follows:

1. Completeness of Response (Pass/Fail)

a. Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration.

2. Qualifications & Experience (20 points)

a. Relevant experience, specific qualifications, and technical expertise of the firm and subconsultants in performing services similar to those identified in RFP Exhibit 1 on federal and non-federal-aid projects.

3. Organization & Approach (20 points)

a. Describes familiarity of project and demonstrates understanding of work completed to date and project objectives moving forward

b. Roles and Organization of Proposed Team

i. Proposes adequate and appropriate disciplines of project team.

ii. Some or all of team members have previously worked together on similar project(s).

iii. Overall organization of the team is relevant to City of Fremont’s needs.

c. Project and Management Approach

i. Team is managed by an individual with appropriate experience in similar projects. This person’s time is appropriately committed to the project.

ii. Team successfully addresses project development, alternatives analysis, environmental and permitting coordination, and Caltrans PA&ED requirements.

iii. Project team and management approach responds to project issues. Team structure provides adequate capability to perform both volume and quality of needed work within project schedule milestones.

d. Roles of Key Individuals on the Team

i. Proposed team members, as demonstrated by enclosed resumes, have relevant experience for their role in the project.

ii. Key positions required to execute the project team’s responsibilities are appropriately staffed.

e. Working Relationship with City of Fremont

i. Team and its leaders have experience working in the public sector and knowledge of public sector procurement process.

ii. Team leadership understands the nature of public sector work and its decision-making process.

iii. Proposal responds to need to assist City of Fremont during the project.

4. Scope of Services to be Provided (20 points)

a. Detailed Scope of Services to be Provided

i. Proposed scope of services is appropriate for all phases of the work.

ii. Scope addresses all known project needs and appears achievable in the timeframes set forth in the project schedule.

b. Project Deliverables

i. Deliverables are appropriate to schedule and scope set forth in above requirements.

c. Cost Control and Budgeting Methodology

i. Proposer has a system or process for managing cost and budget.

ii. Evidence of successful budget management for a similar project.

5. Schedule of Work (10 points)

a. Schedule shows completion of the work within or preferably prior to the

City of Fremont’s overall time limits.

b. The schedule serves as a project timeline, stating all major milestones and required submittals for project management and Federal-Aid compliance.

c. The schedule addresses all knowable phases of the project, in accordance with the general requirements of this RFP.

6. Conflict of Interest Statement (Pass/Fail)

a. Discloses any financial, business or other relationship with the City of Fremont that may have an impact upon the outcome of the contract or the construction project.

b. Lists current clients who may have a financial interest in the outcome of this contract or the construction project that will follow.

c. Discloses any financial interest or relationship with any construction company that might submit a bid on the construction project.

7. Local Presence (5 points)

a. A statement addressing firm’s ability to establish an office within the

County or surrounding area.

8. References (10 points)

a. Provide as reference the name of at least three (3) agencies you currently or have previously consulted for in the past three (3) years.

9. Presentation by Team (5 points)

a. Team presentation conveying project understanding, communication skills, innovative ideas, critical issues and solutions.

10. Q&A Response to Panel Questions (10 points)

a. Proposer provides responses to various interview panel questions.

Rating Scale for each Proposal will be assigned utilizing the table below:

Rating Scale

Not

Acceptable

Non-responsive, fails to meet RFP specifications. The approach has no probability of success. For mandatory requirement this score will result in disqualification of proposal.

1 Poor Below average, falls short of expectations, is substandard to that which is the average or expected norm, has a low probability of success in achieving project objectives per RFP.

2 Fair Has a reasonable probability of success, however, some objectives may not be met.

3 Average

Acceptable, achieves all objectives in a reasonable fashion per RFP specification. This will be the baseline score for each item with adjustments based on interpretation of proposal by Evaluation Committee members.

Above

Average/Good

Very good probability of success, better than that which is average or expected as the norm. Achieves all objectives per RFP requirements and expectations.

Excellent/

Exceptional

Exceeds expectations, very innovative, clearly superior to that which is average or expected as the norm. Excellent probability of success and in achieving all objectives and meeting RFP specification.

Weighted scores for each Proposal will be assigned utilizing the table below:

No. Evaluation Criteria Rating (0-5)

Weight Score (Rating * Weight)

1 Completeness of Response N/A Pass/Fail Pass/Fail 2 Qualifications & Experience 20 3 Organization & Approach 20 4 Scope of Services to be Provided 20 5 Schedule of Work 10 6 Conflict of Interest Statement N/A Pass/Fail Pass/Fail 7 Local Presence 5 8 References 10 9 Presentation by Team 5

10 Q&A Response to Panel Questions 10 Total: 100

EXHIBIT 4

[CITY STANDARD] DESIGN PROFESSIONAL SERVICES

AGREEMENT

This Agreement is made by and between the City of Fremont, a municipal corporation (City), and ________________________ [INSERT FULL LEGAL NAME, I.E., LLC, PARTNERSHIP, CORPORATION] (Consultant). City and Consultant may be individually referred to as a “party” and collectively as the “parties.”

RECITALS

A. City requested a proposal from Consultant to perform the services generally including: _________________________________ [INSERT GENERAL

DESCRIPTION].

B. In response, Consultant submitted a proposal, and, after negotiations agreed to provide the services described in Exhibit A (Scope of Work) in return for the compensation described in the Agreement and in Exhibit B (Compensation).

C. In reliance upon Consultant’s representations regarding its qualifications, as set forth in Exhibit C (Qualifications), City finds that Consultant has demonstrated the requisite qualifications, experience, training, and expertise to perform the services.

NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS AND

CONDITIONS IDENTIFIED HEREIN, THE PARTIES AGREE AS FOLLOWS:

1. SERVICES. Consultant shall perform the services described in Exhibit A, attached and incorporated by reference (Services), in accordance with the terms and conditions of the Agreement.

2. TERM. The Agreement commences on the date last signed by the parties and ends on _______________, unless terminated earlier or extended as provided in the Agreement.

3. TIME FOR PERFORMANCE. Time is of the essence and Consultant shall complete the Services within the term of the Agreement in accordance with the timing requirements set forth herein and in Exhibit A (or any attachment to Exhibit A, such as a schedule of performance). Any Services for which times for performance are not specified shall be commenced and completed in a reasonably prompt and timely manner based upon the circumstances and City direction.