Bid Notice.pdf

REQUEST FOR PROPOSAL

for

Professional Engineering Services

Acacia Roundabout Project

Issued: September 24, 2026

Due: October 22, 2026 at 4:00 PM PDT

Federal Project Number: CML 5142(039)

City Project Number: 26-09-01

City of Oroville Public Works Department

1735 Montgomery St., Oroville, CA 95965

City of Oroville Acacia Roundabout Project RFP

Tim Kaber, Director of Public Works / City Engineer: 530-538-2540

Table of Contents 1 Introduction

1.1 Purpose of the RFP

1.2 Background

1.3 Project Location

1.4 Tentative Selection Schedule

1.5 Scope of Work

1.6 RFP Contact Information

2 General Instructions

2.1 Proposal Submission Requirements

2.2 Proposal Format and Content

3 Cost Proposal

4 Consultant Selection Process

5 Evaluation Criteria

5.1 Evaluation Process

6 Legal and Contractual Information

6.1 Compliance with California Laws

6.2 Contract Terms and Conditions

6.3 Equal Opportunity and Non-Discrimination

6.4 Conflict of Interest

6.5 City Rights

6.6 Required Upon Successful Award of Bid:

ATTACHMENT A – Example Professional Services Agreement

ATTACHMENT B – EXHIBIT 10-Q Disclosure of Lobbying Activities

1 Introduction

1.1 Purpose of the RFP

The City of Oroville is requesting proposals from qualified firms (Proposer) to provide Professional

Engineering Services for the Acacia Roundabout Project. The City has received $1.0 Million in

Congestion Mitigation and Air Quality grant funds to begin the Project Approval and Environmental

Document Phase (PA&ED) of this project.

Depending on future local and grant funding additional phases will be needed.

1.2 Background

The intersection of Acacia Avenue, Orange Avenue, and Oro Dam Boulevard is a 5 leg intersection that has had many issues. The City of Oroville planned to construct a roundabout at this location following the construction of the Montgomery Roundabout in 2012, however due to public perception, land acquisition issues that plan was abandoned. The intersection was reconfigured multiple time with traffic signals, but issues remain. The City of Oroville is proposing to revive the plan to construct a roundabout at this location.

Services to be performed under this PSA may include, but are not limited to the following tasks:

• Project Management

• Surveys and Base Mapping

• CEQA & NEPA compliance

• Utility Relocation

• Right-of-Way Services (surveys, appraisals, negotiations, and escrow coordination)

• Coordination with Caltrans Local Assistance

• Final Design and PS&E development (30%, 60%, 90%, 100%, and RTL submittals)

Bidding and Construction Support

1.3 Project Location

This project is located at the intersection of Acacia Avenue, Orange Avenue, and Oro Dam Boulevard

East, approximately 2/3rds of a mile Northeast of State Route 162 within the City of Oroville Limits.

1.4 Tentative Selection Schedule

The following is a tentative selection schedule for this consultant procurement process. Any changes to deadlines for final questions or the submission date of the Proposal will be announced through an addendum to this RFP. The evaluation process timeline and other future dates are subject to change without notice.

Advertise RFP................................................................................................................September 24, 2026

Deadline for Questions................................................................................. 4:00 PM on October 15, 2026

Proposal Submission Date ........................................................................... 4:00 PM on October 22, 2026

Identify Top Ranked Proposer ..........................................................................Week of November 2, 2026

Negotiations and Contract Development ....................................................... Week of November 9, 2026

Contract Approval and Execution ............................................................................... November 17, 2026

1.5 Scope of Work

This RFP requires a full-service team with the understanding and ability to deliver a wide range of services including but not limited to project management, civil engineering services, environmental services, right-of-way services, landscape architectural services, cost estimation, topographic and boundary surveys, and modern roundabout design. The scope includes all work necessary to complete the Project Approval &

Environmental Document (PA&ED), Right-of-Way (ROW), and Plans, Specifications & Estimates (PS&E) phases, as well as support during bidding and construction.

All work products, including all digital materials, shall become the property of the City of Oroville and be delivered to the Department of Public Works - Engineering upon final submittal of the PS&E package.

The following summarizes the major tasks included in the scope of service for each phase of this project.

1.5.1 Project Approval & Environmental Document (PA&ED) Phase

Task 1: Project Management

Coordinate and manage all aspects of the project to ensure timely delivery and high-quality results.

Key activities include:

• Kickoff meeting within three (3) weeks of NTP

• Monthly Project Development Team (PDT) meetings

• Monthly progress reports detailing accomplishments, upcoming tasks, issues, and schedule updates

• Invoice tracking by task, showing contract balance, percent complete, and reimbursable expenses

• Implementation of a Quality Assurance/Quality Control (QA/QC) program throughout the project

Deliverables:

• Project schedule with monthly updates

• Meeting agendas, summaries, and action item logs

• Monthly progress reports and invoices

• Quality Management Plan

Task 2: Stakeholder Outreach and Coordination

Support the City with outreach to property owners, and communication with City Council.

Key activities include:

• Continued outreach with private property owners and applicable public agencies

• Attendance and support for one (1) City Council meeting presentation

Deliverables:

• Outreach meeting materials and notes

• Presentation graphics for public meetings

Task 3: Data Collection and Review

Assemble and evaluate all relevant data to inform design development.

Key activities include:

• Review of existing reports, maps, surveys, utility information, and prior studies

• Identification of additional needed documents not available from the City

Deliverables:

• Request list of reports and plans

• Copies of external records obtained by the Consultant

Task 4: Surveying and Base Mapping

Perform field investigations and prepare design-level topographic mapping per Department of Public

Works Survey Standards.

Key activities include:

• Visual field review of existing conditions and facilities

• Control surveys, ROW retracement, and boundary surveys

• Ordering and plotting preliminary title reports

• Full topographic survey with 1' contours and mapped utilities

• Preparation of digital surface models and base mapping

Deliverables:

• AutoCAD Civil 3D topographic base map with 3D surface

• Two-dimensional survey base map

• Original grade surface (TIN)

• Point files and survey notes

Task 5: Supplemental Design Information

Provide geotechnical and drainage studies, prepare a conceptual landscape plan, and develop the 30% design package.

Key activities include:

• Geotechnical investigation including coring, sampling, and pavement analysis

• Drainage Report and Water Quality Management Plan (WQMP)

• Risk assessment and stormwater compliance documentation

• Basis of Design Memo for 30% plan development

• Conceptual landscape design with placemaking elements and preliminary cost estimates

Deliverables:

• Draft and final geotechnical report

• Draft and final drainage report and WQMP

• Draft and final Basis of Design Memo

• 30% plans and engineer’s estimate

Task 6: Environmental Compliance

Complete all environmental documentation for CEQA and NEPA, including supporting technical studies.

Key activities include:

• Preparation of Cultural and Biological Resources Reports

• Preparation of Initial Study / Mitigated Negative Declaration (IS/MND)

• Tribal outreach (AB 52), noticing, and mitigation monitoring

• Coordination with Caltrans for NEPA compliance and PES submittal

Deliverables:

• Draft and final Cultural and Biological Resources Reports

• Administrative Draft and Final IS/MND

• CEQA notices and response to comments

• Mitigation Monitoring and Reporting Program (MMRP)

• NEPA documentation and PES

1.5.2 Right of Way (R/W) Phase

Task 7: Right-of-Way Services

Provide complete ROW acquisition support services in compliance with Caltrans LAPM Chapter 13.

Key activities include:

• Preparation of property owner exhibits and legal descriptions

• Preliminary Title Reports and appraisal coordination

• Just compensation valuations, offer packages, and acquisition support

• Escrow coordination and file documentation

• Preparation and delivery of the ROW Certification

Deliverables:

• Property owner exhibit(s)

• Signed and stamped plats and legal descriptions

• Preliminary title reports

• Appraisal and appraisal review reports

• Offer packages and acquisition documentation

• ROW Certification package

1.5.3 Plans, Specifications and Estimate (PS&E) Phase

Task 8: Utility Coordination

Identify, coordinate, and resolve utility conflicts in accordance with Caltrans guidelines.

Key activities include:

• Mapping existing utilities and issuing A, B, and C letters

• Hosting utility coordination meetings and site visits

• Preparing relocation notices and documentation for affected utilities

• Supporting ROW Certification with utility documentation

Deliverables:

• Utility information map (AutoCAD)

• A, B, and C letters

• Meeting agendas and notes

• Utility relocation documentation

1.5.4 Construction (CON) Phase

Task 9: Final Design

Prepare PS&E packages at 60%, 90%, and 100% design levels.

Key activities include:

• Incorporating City feedback from earlier design milestones

• Developing detailed plans, bid schedule, and unit price estimate

• Preparing special provisions in accordance with Caltrans and City standards

• Submitting final PS&E package for advertisement, including PS&E Certification if federally funded

Deliverables:

• 60% submittal (plans, estimate, response matrix)

• 90% submittal (plans, specifications, estimate, response matrix)

• 100% final PS&E submittal

Task 10: Bidding and Award Support

Assist the City during project advertisement and bid review.

Key activities include:

• Attending one (1) pre-bid meeting

• Responding to up to eight (8) bidder inquiries

• Preparing one (1) addendum as needed

• Reviewing bids for completeness and compiling results

Deliverables:

• Pre-bid meeting attendance and notes

• Responses to bidder questions

• Design revisions for one (1) addendum

• Bid summary and recommendation

Task 11: Construction Support Services

Provide design support during construction to address RFIs, submittals, and as-built drawings.

Key activities include:

• Attending pre-construction and weekly progress meetings (virtually)

• Responding to up to fifteen (15) submittals and ten (10) RFIs

• Providing consultation throughout construction

• Preparing Record Drawings based on contractor redlines

Deliverables:

• RFI responses

• Submittal review documentation

• Record drawings (PDF)

1.6 RFP Contact Information

The primary management contact with the City is Tim Kaber, Director of Public Works / City Engineer, 530-538-2540, tkaber@cityoforoville.org

2 General Instructions

2.1 Proposal Submission Requirements

2.1.1 Inquires and Addenda

All questions and inquiries related to this RFP must be submitted exclusively through Public Purchase at www.publicpurchase.com.

Direct contact with City departments or staff regarding this RFP is prohibited. Information provided by anyone other than the designated point of contact listed in Public Purchase may be invalid, and

Proposals based on such information may be deemed non-responsive.

If revisions to this RFP become necessary, addenda will be issued and posted on the RFP page through

Public Purchase. Proposers are responsible for monitoring the RFP page for addenda. Failure to retrieve and acknowledge addenda, as required, may result in the rejection of your Proposal.

Additional information about the City’s current solicitations can be found at:

https://www.orovilleca.gov/370/Current-Bids-and-RFPs

2.1.2 Minimum Qualifications

Proposers must meet the following minimum qualifications:

• The Proposer must have been in business for at least ten years providing similar professional services in northern California.

• Consultants must be engaged in Civil and/or Traffic Engineering services related to public capital improvement projects.

• The Proposer must have relevant experience delivering projects for local agencies.

• Key discipline leads must have appropriate professional licenses relevant to their proposed project roles.

• The Proposer's project manager must be available and committed to the contract.

2.1.3 Submission Instructions

Proposals must be hard copy submitted to:

City of Oroville

Attn: Tim Kaber, Director of Public Works

1735 Montgomery St.

Oroville, CA 95965

Subject: RFP for Engineering Services for the Acacia Roundabout Project

2.1.4 Submission Deadline

All proposals must be received by 4:00 PM PDT on October 22, 2026. Postmarks will not be accepted, and late proposals will not be considered.

2.1.5 Submission Format

Proposal shall be 8 ½” x 11” in size. Include three spiral-bound copies and one electronic copy PDF format on a USB flash drive

Submission Guidelines:

• Proposals received after the deadline will not be accepted or considered.

• The City is not responsible for Proposals that are incorrectly delivered or submitted.

• All proposals must remain valid for 120 days from the Proposal submission date for receipt of proposals.

Note: The City reserves the right to waive minor defects or irregularities in any/all PROPOSALs and will determine, at its sole discretion, the materiality of any such defect or irregularity. Proposers are responsible for all costs incurred in preparing and submitting their proposals. Additionally, Proposers must carefully review all RFP requirements and the sample standard agreement, as modifications to the agreement will not be permitted. Any exceptions must be clearly identified in the PROPOSAL cover letter.

2.1.6 Protest/Dispute

Firms that submitted a PROPOSAL but were not awarded a contract may request, in writing, a debriefing from the City of Oroville's Project Manager assigned to the project. If, after receiving a debriefing, a firm still feels aggrieved by the solicitation or contract award, it may submit a protest to:

Attn: Director of Public Works

City of Oroville, Public Works – Engineering

1735 Montgomery Street

Oroville, CA 95965

Protests must:

• Be submitted in writing and signed by an individual authorized to sign the firm's PROPOSAL.

• Include a clear statement of the reasons for the protest, citing the law, rule, regulation, or procedure upon which the protest is based.

The protest process does not permit introducing new information, such as the firm's capabilities, PROPOSAL characteristics, or pricing features not included in the original PROPOSAL.

To be considered, the protest must be submitted within five working (5) days of the date stated on the

Results Response Letter issued by the Department.

The Director of Public Works will review the protest and issue a decision promptly. This process may involve consultation with the City Manager and/or the City Attorney, as appropriate. The protesting firm and any other affected firms will be notified of the decision in writing.

2.1.7 Public Record

PROPOSALs submitted in response to this RFP and any documents related to agreements entered into as a result become the exclusive property of the City and are subject to the California Public Records Act

(Government Code Section 6250 et seq.). The City’s use and disclosure of these records are governed by this Act.

If a proposer believes certain elements in their PROPOSAL are trade secrets (as defined in Civil Code

Section 3426.1(d)) or are otherwise exempt from disclosure by law, these elements must be marked as

"TRADE SECRET", "CONFIDENTIAL", or "PROPRIETARY". The City will make reasonable efforts to notify the Proposer if a request is made to disclose such documents. However, the City is not liable for disclosing any records, including those marked as confidential, if such disclosure is required by law or ordered by a court.

In the event of litigation regarding the disclosure of information the Proposer considers exempt, the City will act as a neutral stakeholder, holding the information until otherwise ordered by a court or other legal process. If the City is required to defend an action arising from a Public Records Act request for documents marked "TRADE SECRET", "CONFIDENTIAL", or "PROPRIETARY", the Proposer shall defend and indemnify the City from all liability, damages, costs, and expenses, including attorneys' fees.

To ensure confidentiality, proposers must place all "TRADE SECRET", "CONFIDENTIAL", or

"PROPRIETARY" documents in separate, sealed envelopes labeled accordingly. These envelopes must be included with the PROPOSAL submission. The City will not be responsible for the disclosure of any

"TRADE SECRET", "CONFIDENTIAL", or "PROPRIETARY” documents that are not submitted in sealed and marked envelopes. Once a contract is awarded, PROPOSAL documents, except for properly enclosed and marked documents, become available for public review.

2.1.8 Federal & California Prevailing Wage Requirements

Some of the services described in this RFP are classified as "public works" under California Labor Code

Section 1720 et seq. Depending on the scope of service, prevailing wage rates may apply for any on-site work performed by the consultant or subconsultants, including but not limited to:

• Land surveying (e.g., flag persons, survey party chief, rodman, or chainman)

• Materials sampling and testing (e.g., drilling rig operators, pile driving, or crane operators)

• Inspection work

• Soils or foundation investigations

• Environmental hazardous materials investigations

Consultants awarded a contract through this RFP are required to comply with all applicable prevailing wage laws and any relevant wage regulations for services under the contract.

For more information about California prevailing wages, refer to the California Department of Industrial

Relations (DIR) website:

• Prevailing Wage FAQ: www.dir.ca.gov/OPRL/FAQ_PrevailingWage.html

• Prevailing Wage Determination: www.dir.ca.gov/oprl/DPreWageDetermination.htm

The Federal minimum wage rates have been predetermined by the United States Secretary of Labor. A copy of the Federal minimum wage rates is not included in this RFP. They may be obtained online at:

https://sam.gov/content/wage-determinations

If there is a difference between the minimum wage rates predetermined by the Secretary of Labor and the general prevailing wage rates determined by the Director of the California Department of Industrial

Relations for similar classifications of labor, the consultant and subconsultants shall pay not less than the higher wage rate. The Department will not accept lower State wage rates not specifically included in the

Federal minimum wage determinations. This includes "helper" (or other classifications based on hours of experience) or any other classification not appearing in the Federal wage determinations. Where

Federal wage determinations do not contain the State wage rate determination otherwise available for use by the consultant and subconsultants, the consultant and subconsultants shall pay not less than the

Federal minimum wage rate, which most closely approximates the duties of the employees in question.

2.1.9 Department of Industrial Relations Requirements

The Proposer certifies by submitting this PROPOSAL that, to the best of their knowledge and belief, both the consultant and any subconsultants are currently registered with the Department of Industrial

Relations.

Proposers are advised to review Labor Code Section 1725.5, which stipulates that neither a consultant nor a subconsultant shall be eligible to submit a PROPOSAL or engage in the performance of any agreement subject to Labor Code Section 1720 et seq., unless they are currently registered and qualified to perform public work under Labor Code Section 1725.5. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

2.1.10 Pre-Award Audit

Consultant contracts will not be awarded to a proposer without adequate financial management and accounting systems as required by 48 CFR Part 16.301-3, 2 CFR Part 200, and 48 CFR Part 31.

Once the top-ranked Proposer has been identified, the accuracy of their proposed costs and the adequacy of their financial management systems must be certified. The Proposer must submit a

Certification of Indirect Costs and Financial Management System (https://ig.dot.ca.gov/-

/media/igmedia/documents/fdr/ig_certification_indirect_costs_financial_management_system_v2.pdf) along with other financial documents outlined in the Financial Document Review Request Form

(https://ig.dot.ca.gov/-/media/ig-media/documents/fdr/ig_fdr_request_form.pdf). These documents must be submitted when requested after final contract costs have been negotiated.

If the proposal includes subconsultants, the Proposer must also submit supporting documents for each subconsultant.

The City will submit the Proposer's documents to Caltrans' Independent Office of Audit and

Investigations for acceptance or adjustment of the Indirect Cost Rate before contract execution.

Caltrans will conduct a pre-award audit, which is expected to take approximately 30 days to complete.

2.1.11 Disadvantaged Business Enterprise (DBE) Program

There is no DBE Goal for this project. However, Consultant or subconsultant shall take reasonable steps to ensure that DBEs have opportunities to participate in the contract (49 CFR 26). Consultant or subconsultant shall not discriminate on the basis of race, color, national origin, or sex.

2.1.12 Professional Services Agreement (PSA)

A Professional Services Agreement (PSA) will be executed by and between the City of Oroville and the successful proposer.

The sample Professional Services Agreement (PSA) for the proposer to review will be issued as an addendum at a later date. Proposed changes to the PSA will not be required at the time of proposal submission.

Proposers that move on to the interview phase shall submit any proposed changes to the PSA at the time of their respective interview.

2.1.13 Disclosure of Lobbying Activities

Proposers must complete and submit LAPM Exhibit 10-Q: Disclosure of Lobbying Activities (Attachment

B).

2.2 Proposal Format and Content

Responses to this RFP must provide the information below in the specified order. Failure to include all the required elements may result in disqualification. Additional information may be included but should be concise and relevant to the RFP's objectives. Excessive or irrelevant content may negatively affect evaluation.

The PROPOSAL must include the following sections in order:

2.2.1 Title Page

The Title Page (front cover) must identify the following:

• RFP Number and Project Title

• City Capital Project Number

• Federal Project Number

• Respondent firm's name and address

• Date of submission

2.2.2 Cover Letter

Submit a cover letter (maximum two pages) that includes the following:

• A statement expressing the firm's interest and commitment to providing the services requested.

• A reference to the RFP by number, title, and date.

• Contact details for the firm's designated representative, including name, title, email address, and phone number.

• A statement affirming that, by submitting a PROPOSAL:

o The firm agrees to all terms of this RFP, including all issued addenda (list by date/number), and commits to entering a binding contract with the City.

o The firm accepts the terms specified in Sample Service Provider Agreement

(Attachment A).

o Confirmation that the proposal will remain valid for at least 120 days from the

PROPOSAL submission date.

O A statement acknowledging that the submittal may be subject to public disclosure under the California Public Records Act. The proposer must indicate that none of the submittal is proprietary or specify which portions/pages are proprietary/confidential, citing the applicable exemptions under the Act.

Note:

• For partnerships: The PROPOSAL must be signed in the firm name by a partner or an attorney-in-fact. A Power-Of-Attorney must be attached to the PROPOSAL if signed by an attorney-in-fact.

• For corporations: The correct corporate name must be stated, with the authorized officer's handwritten signature beneath it. Include the officer's title.

• For sole proprietors or "doing business as" (dba) entities: The individual must sign using both their name and the firm's name.

2.2.3 Table of Contents

Include a table of contents listing all sections and page numbers.

2.2.4 Executive Summary

• Company Background: Provide a brief history of the firm, including office locations, services offered, relevant expertise, staff availability, and subconsultants (if applicable). Specify which services will be performed by the primary firm and which by subconsultants.

• Qualifications: Summarize the firm's qualifications, addressing each minimum qualification described in Section 2.1.2, Minimum Qualifications. Include additional relevant qualifications.

• Relevant Project Experience: Highlight similar projects completed by the firm, including project descriptions, funding sources, services rendered, and whether the project was completed on time and within budget.

2.2.5 Methodology Overview and Approach

Provide a detailed description of the firm's approach and methodology for completing the Scope of

Work of this RFP. This section should include:

• Implementation Plan:

o Detail the methods and controls the firm will use to manage this type of project.

o Describe the intended approach to soliciting and documenting input from internal and external stakeholders.

o Outline any specific project management strategies or techniques the firm will employ to ensure successful completion.

• Client Satisfaction:

o Clearly explain the steps the firm will take to meet client expectations and ensure all requirements of the Scope of Work are fulfilled.

• Task Timelines:

o Provide the typical timeline for responding to a client’s request and typical duration to complete those tasks.

2.2.6 Staffing Plan and Organizational Chart

• Provide a detailed staffing plan that shows anticipated staffing for the duration of the contract.

Identify all positions and responsibilities for each team member.

• An organizational chart showing the structure and responsibilities of the firm.

• Brief resumes (1-2 pages) for key personnel, including education, certifications, relevant experience, and availability.

2.2.7 References

Provide at least three client references from the past ten years involving projects with similar scope, including:

• Client name and current contact information.

• Project description and the role of team members in each project.

3 Cost Proposal Provide a detailed cost proposal that includes the following:

• Schedule of Rates:

o Submit fixed hourly, daily, weekly, or monthly rates for each class of employee engaged directly in the work.

o Include a breakdown of the following for each rate, except for sole proprietors: ▪

Hourly rate ▪ Direct salary costs

▪ Fringe benefits

▪ Indirect costs ▪ Net fee (profit)

• Other Direct Costs:

o Specify any additional direct costs, such as travel and equipment rentals, if these are not already captured in the indirect cost rate.

o Ensure the proposal includes all proposed staff and reimbursable services required to complete task orders under this contract, with rates applicable through the next five fiscal years.

• Prevailing Wage Work:

o Any services qualifying as prevailing wage work must be identified and separated from other work in the cost proposal.

• Proposal Formatting and Submission:

o Format the schedule according to Sample Cost Proposals (Attachment B).

o All cost proposals must be signed and dated by an authorized officer of the firm, as specified in Section 4.2, Cover Letter.

o Cost proposals are due at the same time as the PROPOSAL submission.

• Per Diem and Mileage Reimbursement:

o Unit cost for per diem expenses and mileage reimbursement must align with the current rates set by the State of California. The current mileage rate can be found at the following link:

http://www.calhr.ca.gov/employees/pages/travelreimbursements.aspx

4 Consultant Selection Process The City intends to select the firm that best demonstrates the qualifications, understanding of the project scope, and ability to achieve the desired results. This decision will be made at the sole discretion of the City. The firm(s) submitting the highest-ranked PROPOSALs may be invited for interviews.

A&E contract services will be selected based on demonstrated competence and professional qualifications. Cost will not be a factor in the evaluation process. Negotiations will begin with the most qualified consultant. If the City determines that the proposed price is not fair and reasonable, negotiations shall be formally terminated, and the City will proceed to negotiate with the second most qualified consultant.

If negotiations with the second firm are unsuccessful, the City will continue the process with the third most qualified consultant, and so on, until a fair and reasonable price is agreed upon (California

Government Code, Chapter 10, Sections 4525 through 4529.5).

5 Evaluation Criteria

5.1 Evaluation Process

All proposals will be evaluated by a City Selection Committee (Committee). The Committee may be composed of City 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 made through the City 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’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 and if any additional information that may be required to be submitted.

Consultants invited to interviews will be required to submit cost proposals and proposed Professional

Service Agreement changes in sealed envelopes during the interview. 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 at the conclusion of the procurement process. Upon acceptance of a cost proposal and successful contract negotiations, staff will recommend a contract be awarded.

5.1.1 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.

Rating Scale

0 Not Acceptable Non-responsive, fails to meet RFP specifications. The approach has no probability of success. For mandatory requirements, 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.

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

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

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

No. Written Evaluation Criteria Weight

1 Completeness of Response Pass/Fail

2 Qualifications & Experience 20

3 Organization & Approach 20

4 Scope of Services to be Provided 15

5 Schedule of Work 10

6 Conflict of Interest Statement Pass/Fail

7 References 10

Subtotal: 75

No. Interview Evaluation Criteria Weight

8 Presentation by Team 10

9 Q&A Response to panel questions 15

Subtotal: 25

TOTAL: 100

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. Responses that are rated a

Fail and are not considered may be picked up at the delivery location within 14 calendar days of contract award and/or the completion of the competitive process.

2) Qualifications & Experience (20 points)

A. Relevant experience, specific qualifications, and technical expertise of the firm and subconsultants to conduct traffic engineering services on both federal and nonfederal-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

1) Proposes adequate and appropriate disciplines of project team.

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

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

C. Project and Management Approach

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

2) Team successfully addresses Site Planning and Programming efforts.

3) 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

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

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

E. Working Relationship with the City

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

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

3) Proposal responds to need to assist City during the project.

4) Scope of Services to be Provided (15 points)

A. Detailed Scope of Services to be Provided

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

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

B. Project Deliverables

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

C. Cost Control and Budgeting Methodology

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

2) 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’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 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) 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.

8) Presentation by Team (10 points)

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

9) Q&A Response to Panel Questions (15 points)

C. Proposer provides responses to various interview panel questions.

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

3 Organization &

Approach

4 Scope of

Services to be

Provided

5 Schedule of

Work

6 Conflict of Interest

Statement

N/A Pass/Fail Pass/Fail

7 References 10

8 Presentation by

Team

9 Q&A Response to Panel

Questions

TOTAL: 100

6 Legal and Contractual Information Submission of a proposal indicates acceptance by the vendor of the conditions contained in this request for proposals unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the City and the vendor selected.

6.1 Compliance with California Laws

The selected vendor must comply with all applicable California laws and regulations.

6.2 Contract Terms and Conditions

A sample professional services agreement will be provided at a later date by addendum. The final contract will include terms and conditions agreed upon during negotiations.

6.3 Equal Opportunity and Non-Discrimination

The City of Oroville is an equal opportunity employer and requires all vendors to adhere to non-discrimination policies.

6.4 Conflict of Interest

Vendors must disclose any potential conflicts of interest.

6.5 City Rights

The City may investigate the qualifications of any individual or firm under consideration, require confirmation of information furnished and require additional evidence of qualifications to perform the services described in this RFP. The City also reserves certain rights, including, but not limited to, the following:

• Reject any or all of the proposals

• Issue subsequent RFPs

• Cancel the entire RFP

• Remedy technical errors in the RFP process

• Seek the assistance of outside technical experts in qualification or proposal evaluation

• Approve or disapprove the use of particular subcontractors

• Establish a short list of firms eligible for discussions after review of the RFP

• Negotiate with any, all, or none of the firms

• Solicit best and final offers from all or some of the firms

• Award a contract to one or more firms

• Waive informalities and irregularities in the RFP

• Award without discussion

• Add additional related work to the RFP

• Delete items from the RFP

6.6 Required Upon Successful Award of Bid:

• Professional Services Agreement

• City of Oroville Business License

• Vendor W-9

Attachment A: Sample Professional Services Agreement

Sample Professional Services Agreement to be released for review at a later date.

Please see section 2.1.12 for more details.

Attachment B:

LAPM EXHIBIT 10-Q DISCLOSURE OF LOBBYING ACTIVITIES

B ----

Local Assistance Procedures Manual EXHBIT 10-Q Disclosure of Lobbying Activities

EXHIBIT 10-Q DISCLOSURE OF LOBBYING ACTIVITIES

COMPLETE THIS FORM TO DISCLOSE LOBBYING ACTIVITIES PURSUANT TO 31 U.S.C. 1352

1. Type of Federal Action: 2. Status of Federal Action: 3. Report Type:

a. contract a. bid/offer/application a. initial

b. grant b. initial award b. material change

c. cooperative agreement c. post-award

d. loan For Material Change Only:

e. loan guarantee year ____ quarter _________

f. loan insurance date of last report __________

4. Name and Address of Reporting Entity 5. If Reporting Entity in No. 4 is Subawardee, Enter Name and Address of Prime:

Prime Subawardee

Tier _______ , if known

Congressional District, if known Congressional District, if known

6. Federal Department/Agency: 7. Federal Program Name/Description:

CFDA Number, if applicable ____________________

8. Federal Action Number, if known: 9. Award Amount, if known:

10. Name and Address of Lobby Entity 11. Individuals Performing Services

(If individual, last name, first name, MI) (including address if different from No. 10)

(last name, first name, MI)

(attach Continuation Sheet(s) if necessary)

12. Amount of Payment (check all that apply) 14. Type of Payment (check all that apply)

$ _____________ actual planned a. retainer

b. one-time fee

13. Form of Payment (check all that apply): c. commission

a. cash d. contingent fee

b. in-kind; specify: nature _______________ e deferred

Value _____________ f. other, specify _________________________

15. Brief Description of Services Performed or to be performed and Date(s) of Service, including officer(s), employee(s), or member(s) contacted, for Payment Indicated in Item 12:

(attach Continuation Sheet(s) if necessary)

16. Continuation Sheet(s) attached: Yes No

17. Information requested through this form is authorized by Title

31 U.S.C. Section 1352. This disclosure of lobbying reliance was placed by the tier above when his transaction was made or entered into. This disclosure is required pursuant to 31 U.S.C.

1352. This information will be reported to Congress semiannually and will be available for public inspection. Any person who fails to file the required disclosure shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

Signature: ________________________________________

Print Name: _______________________________________

Title: ____________________________________________

Telephone No.: ____________________ Date:___________

Authorized for Local Reproduction

Federal Use Only: Standard Form - LLL

Standard Form LLL Rev. 04-28-06

Distribution: Orig- Local Agency Project Files

LPP 13-01 May 8, 2013

Local Assistance Procedures Manual EXHBIT 10-Q Disclosure of Lobbying Activities

INSTRUCTIONS FOR COMPLETING EXHIBIT 10-Q DISCLOSURE OF LOBBYING ACTIVITIES

This disclosure form shall be completed by the reporting entity, whether subawardee or prime federal recipient at the initiation or receipt of covered federal action or a material change to previous filing pursuant to title 31 U.S.C. Section 1352.

The filing of a form is required for such payment or agreement to make payment to lobbying entity for influencing or attempting to influence an officer or employee of any agency, a Member of Congress an officer or employee of Congress or an employee of a Member of Congress in connection with a covered federal action. Attach a continuation sheet for additional information if the space on the form is inadequate. Complete all items that apply for both the initial filing and material change report. Refer to the implementing guidance published by the Office of Management and Budget for additional information.

1. Identify the type of covered federal action for which lobbying activity is or has been secured to influence, the outcome of a covered federal action.

2. Identify the status of the covered federal action.

3. Identify the appropriate classification of this report. If this is a follow-up report caused by a material change to the information previously reported, enter the year and quarter in which the change occurred. Enter the date of the last, previously submitted report by this reporting entity for this covered federal action.

4. Enter the full name, address, city, state, and zip code of the reporting entity. Include Congressional District if known. Check the appropriate classification of the reporting entity that designates if it is or expects to be a prime or subaward recipient. Identify the tier of the subawardee, e.g., the first subawardee of the prime is the first tier. Subawards include but are not limited to:

subcontracts, subgrants, and contract awards under grants.

5. If the organization filing the report in Item 4 checks "Subawardee" then enter the full name, address, city, state, and zip code of the prime federal recipient. Include Congressional District, if known.

6. Enter the name of the federal agency making the award or loan commitment. Include at least one organization level below agency name, if known. For example, Department of Transportation, United States Coast Guard.

7. Enter the federal program name or description for the covered federal action (item 1). If known, enter the full Catalog of Federal Domestic Assistance (CFDA) number for grants, cooperative agreements, loans and loan commitments.

8. Enter the most appropriate federal identifying number available for the federal action identification in item 1 (e.g., Request for Proposal (RFP) number, Invitation for Bid (IFB) number, grant announcement number, the contract grant. or loan award number, the application/proposal control number assigned by the federal agency). Include prefixes, e.g., "RFP-DE-90-001."

9. For a covered federal action where there has been an award or loan commitment by the Federal agency, enter the federal amount of the award/loan commitments for the prime entity identified in item 4 or 5.

10. Enter the full name, address, city, state, and zip code of the lobbying entity engaged by the reporting entity identified in Item 4 to influence the covered federal action.

11. Enter the full names of the individual(s) performing services and include full address if different from 10 (a). Enter Last Name, First Name and Middle Initial (Ml).

12. Enter the amount of compensation paid or reasonably expected to be paid by the reporting entity (Item 4) to the lobbying entity (Item 10). Indicate whether the payment has been made (actual) or will be made (planned). Check all boxes that apply. If this is a material change report, enter the cumulative amount of payment made or planned to be made.

13. Check all boxes that apply. If payment is made through an in-kind contribution, specify the nature and value of the in-kind payment.

14. Check all boxes that apply. If other, specify nature.

15. Provide a specific and detailed description of the services that the lobbyist has performed or will be expected to perform and the date(s) of any services rendered. Include all preparatory and related activity not just time spent in actual contact with federal officials. Identify the federal officer(s) or employee(s) contacted or the officer(s) employee(s) or Member(s) of Congress that were contacted.

16. Check whether or not a continuation sheet(s) is attached.

17. The certifying official shall sign and date the form, and print his/her name title and telephone number.

Public reporting burden for this collection of information is estimated to average 30-minutes per response, including time for reviewing instruction, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. Send comments regarding the burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Office of Management and Budget, Paperwork Reduction Project (0348-0046), Washington, D.C. 20503. SF-

LLL-Instructions Rev. 06-04

LPP 13-01 May 8, 2013