Bid Notice.pdf

On-Call Professional Land Surveyor Services

RFP 26-27-20

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CITY OF VISALIA, CA

REQUEST FOR PROPOSALS

RFP NO. 26-27-20

ON-CALL PROFESSIONAL LAND SURVEYOR SERVICES

FOR VISALIA ENGINEERING DEVELOPMENT SERVICES DIVISION

(ANNUAL CONTRACT)

DESCRIPTION: The City of Visalia is seeking proposals from qualified consulting firms to perform professional land surveyor duties related to Engineering Development Services for the City of Visalia.

PROPOSER CONFERENCE: On Wednesday, October 28, 2026 an informational teleconference will be held via TEAMS beginning at 9:00am. Interested proposers are encouraged to participate. This is a time to ask questions about the project work and contract requirements. To obtain the link or call-in instructions, please email your contact information to purchasing@visalia.gov.

SUBMITTAL DEADLINE: One (1) unbound original, four (4) copies, and one digital copy on USB must be received no later than: 1:00 p.m. on Thursday, November 19, 2026.

SUBMITTAL INSTRUCTIONS:

Addressed to: Purchasing Division 707 W. Acequia Avenue, Visalia, CA 93291

From: Proposer’s Name & Mailing Address

Mark envelope: RFP No. 26-27-20 On-Call Professional Land Surveyor Services– Engineering Development Services

DELIVERY OF PROPOSALS: When sending the proposal via Fed Ex, UPS, etc., it is the responsibility of the Proposer to ensure that submittals are received during open office hours. Office Hours are 7:30am – 5:00pm Monday through Thursday. We are closed on Fridays and major holidays. Deliveries are not received when the office is closed.

The City utilizes an outside service for delivery and sorting incoming mail, and therefore, submitting proposals via U.S.

Mail is not recommended as there could be a delay in receiving by the deadline. Proposals must be received prior to the deadline. The City will not accept a postmark as evidence of delivery.

Emailed submittals will not be accepted. Proposals received after the time and date stated above shall be returned unopened to the proposer.

INQUIRIES: Questions/clarification of this RFP document should be addressed to the Purchasing Division (559) 713- 4334. To prevent misinterpretations, the Purchasing Division requests that all questions be addressed in writing via email to purchasing@visalia.gov. Questions may be asked at any time prior to, but no later than: Monday, November 2, 2026 at 4:00pm.

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CITY OF VISALIA, CALIFORNIA

REQUEST FOR PROPOSALS

RFP 26-27-20

SEALED PROPOSALS will be received by the Visalia Purchasing Division located at 707 West Acequia, Visalia, CA 93291, until 1:00 p.m. on Thursday, November 19, 2026 for:

ON-CALL PROFESSIONAL LAND SURVEYOR SERVICES

(Annual Contract)

An informational teleconference will be held via TEAMS on Wednesday, October 28, 2026 beginning at 9:00 a.m.

To preregister for this conference and obtain the link or call-in instructions, please email your contact information to purchasing@visalia.gov.

It is the City’s intent to select up to three (3) consultants for these services. Based on the yearly expected volume of work available, it is not beneficial to either the City or the Consultants to select more than 3 Consultants for these contracts. The City is concerned that having only one consultant may result in too large a workload, may cause potential delays in completion of assignments, and may cause a conflict of interest during the review process. If more than 3 consultants are selected, the amount of work assigned to each Consultant would be minimal. Limiting the number of selected consultants will also allow City staff and their contractors to establish more effective working relationships with the professional survey staff and will provide consistency on projects. Therefore, the City reserves the right to select up to three (3) Consultants.

Scope of Services and Contract documents may be obtained by emailing purchasing@visalia.gov or by telephoning the office of the Purchasing Division (559) 713-4334. Registered users of Bidnet may download the document by visiting our website: visalia.gov/purchasing and selecting current bids.

The City hereby affirmatively assures that Minority Business Enterprises and Disadvantaged Business Enterprises (DBE) will be afforded full opportunity to submit proposals in response to this notice. Individuals and/or entities submitting bids/proposals to the City of Visalia will not be discriminated against on the basis of race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, genetic information, marital status, gender, gender identity or expression, age, sexual orientation, or military and veteran status in any consideration leading to the award of contract.

No qualified disabled person shall, on the basis of disability, be excluded from participating in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity leading to the award of a contract.

Executive Order N-6-22 – Russia Sanctions - On March 4, 2022, Governor Gavin Newsom issued Executive Order N- 6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or if determined after contract execution, shall be grounds for termination by the State.

The right is reserved by the City of Visalia to reject any or all submittals, to waive any irregularities or informalities not affected by law, to evaluate the submittals and to award the contract(s) according to the proposal(s) which best serves the interests of said City.

Publication Dates: 10/16/2026 & 10/21/2026 iii

TABLE OF CONTENTS

TITLE PAGE

I. Definitions II. Introduction

A. Information B. Background C. Purpose and Objective D. RFP/Agreement Schedule

III. Scope of Services A. Services of the Consultant B. City Responsibilities

IV. Proposal Content and Format Requirements A. General Information B. Proposed Project Approach C. Staff Qualifications and Related Experience D. Proposed Fee Structure and Schedules E. Conflict of Interest F. Required Documents

V. Consultant Selection Procedure A. Criteria and Weight B. Background Check C. Award of Contract

VI. General Conditions A. Important Notice B. Contracting Agency C. Legal Responsibilities D. Permits and Licenses E. Insurance

VII. Contract Requirements A. Withdrawal of Proposals B. Rejection of Proposals C. Evaluation/Award of Contract D. Proposal Pricing Guidelines E. Assignment of Contract F. Right to Require Performance G. Ethics in Public Contracting H. Equal Employment Opportunity I. Venue J. Proprietary Information K. Incurring Costs L. Firearms Prohibited M. Executive Order N-6-22 – Russia Sanctions

VIII. Attachments (To be submitted with proposal) ........................................................................ 15-20 Non-Collusion Affidavit Workers’ Compensation Insurance Certificate Americans with Disabilities Act Compliance Certificate Iran Contracting Act Drug-Free Workplace Certification Ownership Disclosure and California Levine Act Statement

Sample Professional Services Agreement (Do not submit with proposal)

I. DEFINITIONS

For the purposes of RFP No. 26-27-20, the following terms shall have the meanings indicated:

1. “City” means the City of Visalia

2. “City Council” means the Council of the City of Visalia

3. "Bidder", “Proposer”, "Vendor", "Supplier", “Consultant”, “Contractor” and “Sub-recipient” are used interchangeably throughout this invitation to mean the person, firm, or corporation or other entity submitting a proposal in response to the Request for Proposal.

4. “Bid” and “Proposal” are used interchangeably to mean an individual’s or entity’s offer in response to this Request for Proposals.

5. “RFP” means Request for Proposal No. 26-27-20.

II. INTRODUCTION

A. Information

The City of Visalia is requesting proposals from qualified and experienced consulting firms who can provide Professional Land Surveyor services to the Engineering Development Services Division within the Engineering and Building Department. The purpose is to establish a list of up to three (3) Consultants who are licensed and qualified to provide services and deliverables such as: final map review, grant of right of way review, easement document review, assist in the right of way acquisition process by reviewing and/or providing legal documents, legal description writing and execution, drafting services, and any other Professional Land Surveyor services as needed by the Department. Consultant services are to be performed by and under the direction of a Professional Land Surveyor registered within the State of California as responsible charge for the City.

Initial contract is for a 12-month period with options for four (4) annual renewals at the same terms upon mutual agreement between City and Consultant.

This Request for Proposals is being issued by the City of Visalia Purchasing Division. Unless otherwise directed, all communications regarding this Request for Proposals should be directed to the Purchasing Division, at (559) 713-4334 or via email at purchasing@visalia.gov.

Any revisions to the Request for Proposals will be issued and distributed as addenda. Proposers are specifically directed not to contact any other City personnel for meetings, conferences or technical discussions related to this Request for Proposal. Failure to adhere to this policy may be grounds for rejection of proposals.

In an effort to encourage local businesses to provide goods and services to the City, Council has enacted a local vendor preference policy. The local preference will apply to any business that has a business address within Tulare County for a minimum of six months. A Post Office Box will not be accepted as a business address. The City reserves the right to request proof of Tulare County address. Five (5) points (Local Vendor Preference Points) will be given to any Proposer who has a business address in Tulare County for the past six months.

B. Background

Visalia is the county seat of Tulare County, located in the heart of California’s San Joaquin Valley. The town was founded in 1852 and is the oldest City between Stockton and Los Angeles. The area that was settled and would become Visalia was noted for its numerous waterways flowing out of the Sierra Nevada range, which resulted in a vast oak woodland and grassland stretching from the foothills.

Visalia has maintained its position over the years as a regional center for retail, services, health care, and public education. Agriculture is the predominant land use surrounding Visalia and is the leading contributor to the City’s economy. Visalia continues to exhibit a strong small-town character and takes pride in its vibrant downtown which has remained the focal point and geographic center of the City. The City has grown into a 36-square-mile charter city with a population of approximately 148,000.

The City’s Engineering and Building Department is comprised of several divisions including Engineering Development Services, Engineering CIP Design, Traffic Safety and Building Safety. Collectively the department is responsible for processing all building permits and development related activities associated with final maps and improvement plan review. At present time the department is recruiting for a Professional Land Surveyor to perform all survey-related functions for the department.

C. Purpose, Objective and Services to be Provided

The City of Visalia is requesting Proposals from qualified firms for on-call professional land surveyor services, on an as-needed basis. The consultant shall adhere to the conditions and specifications defined herein during the term of the contract and as directed by the Engineering and Building Director. The intent is for the City to obtain the services of one or more outside organizations (up to three) to perform the requested services, fulfilling the role of City Surveyor for various projects as needed. The selected firm(s) shall work seamlessly with City staff in the coordination of items, utilizing electronic file transfers, utilizing overnight currier services where necessary, and ensuring all projects meet required deadlines. Multiple contracts may be issued by the City based on the submittals and the City’s selection criteria.

The City’s objectives are for efficient, accurate and thorough review/design of necessary professional land surveyor services as required by the Engineering Development Services Division with the Engineering and Building Department. The Consultant shall be thorough in their review of all items, anticipating issues where necessary, logically communicating issues to the City, approaching the City with potential solutions to any identified concerns, and providing professional recommendations as necessary or requested by the City. It is expected that the consultant(s) will hold office hours to provide time for the City to consult on new and ongoing projects, as well as assist the public when deemed necessary by the City. See scope of services for additional information.

The initial contract is for a 12-month period with options for four (4) annual renewals at the same terms upon mutual agreement between City and Consultant. To ensure a balanced distribution of workload, projects will rotate among the consultants as much as possible. This approach aims to maximize their expertise and promote a collaborative work environment. By implementing this rotational system, we aim to optimize resource allocation and enhance project execution while managing the consultants' workload effectively.

The services to be provided by the Consultant include professional land surveyor services and are more detailed within the Scope of services of this RFP.

D. RFP/Agreement Schedule Event Date of Event RFP Available to the public ......................................................................................... ….10/16/2026 Non-Mandatory Teleconference, 9:00am ........................................................................ 10/28/2026 Deadline for questions, 4:00pm ...................................................................................... 11/02/2026 Proposals due no later than 1:00pm ................................................................................ 11/19/2026 Short list established and vendors notified ................................................................................. TBD Interviews/Presentations with short-listed vendors (if required) ................................................. TBD Award of Contract @ City Council Meeting ............................................................. .December 2026 Contract Begins ............................................................................................................ January 2027

Italicized items and dates are at the City’s option. The City reserves the right to award contract solely on the basis of proposal content.

III. SCOPE OF SERVICES

A. Services to be Provided by Consultant

In order to meet the needs of the department, the selected consultant(s) will be asked to provide City Surveyor services to the City through the review and approval of all facets of professional land surveying services. This scope of services includes, but may not be limited to, the following:

Document Review Consultant will be requested to perform thorough reviews of all submitted items listed further below as coordinated by City staff. This may include the review of multiple submittals as documents are corrected and resubmitted until such time as they are approved for final execution. Review comments are to be provided electronically to staff as markups on submitted documents with an accompanying correction letter. All work is to be completed within the specified timeframes provided further below. The scope of review items include, but may not be limited to, the following:

Final Subdivision and Parcel Maps, including technical review and stamping/signing maps that have been deemed technically correct

Lot Line Adjustments Legal descriptions for easements, grant deeds, quit claims deeds, and irrevocable offers of dedications Boundary/ALTA surveys Boundary dispute documents Letter of Map change (LOMC’s) boundary descriptions Elevation Certificates Corner Records Annexation Documents/Maps Certificates of Corrections Certificates of Compliance Right of way abandonments Other documents/item(s) requiring professional land surveyor review and acceptance, or documents/item(s) requested by the City for review

*All services must be accompanied by a summary letter from the consultant, signed and stamped by a licensed surveyor

City review times must be adhered to, detailed as follows:

Final subdivision, parcel maps, and boundary/ALTA surveys o All First Reviews: 21 Calendar Days o Second Reviews: 14 Calendar Days o All Subsequent Reviews: 7 Calendar Days

Lot Line Adjustments:

o All First Reviews: 14 Calendar Days

All other reference documents/items above:

o All First Reviews: 14 Calendar Days, unless otherwise approved by the City

Survey Document Preparation:

Consultants should be prepared to provide professional land survey services which include but are not limited to legal descriptions and exhibits related to:

Right Of Way Dedications Easements/Temporary Construction Easements Lot Line Adjustments

Other survey documents as required by City

Other work that occurs on occasion includes:

Assistance with parcels for sale or purchase.

Create lease site descriptions.

Create parcel descriptions for sale of City land.

Review of Title Reports for pending acquisitions and sale of City land.

Coordinate with private land developers, contractors, Caltrans, Tulare County representatives or other public entities regarding land surveying inquiries.

Provide or review documents for the annexation of parcels into the City of Visalia Review and/or complete Elevation Certificates Consultants shall be prepared to assist the City with boundary and right of way research.

o Based on researched item(s), Consultant may be requested to provide exhibit(s), memo(s), or other items summarizing the result of research.

General Requirements & Responsibilities

The Consultant(s) shall have a responsible, licensed professional surveyor in the State of California.

The Surveyor shall be prepared to stamp and sign documents requiring the services of a Professional Land Surveyor, and the consultant shall remain the surveyor of record and in responsible charge of assigned projects/tasks.

In performing the work identified within this RFP, the Consultant shall utilize all necessary reference materials and documents to ensure a complete review of the requested item. Obtaining reference materials and documents is the responsibility of the consultant. Consultants will provide documents to the City needed to complete research on survey services.

The Consultant(s) shall provide qualified personnel for each work task assigned and shall cooperate with the City and Contractor(s) as necessary in the performance of services. If the City determines that qualified personnel have not been provided, the City has the right to ask that the consultant replace the personnel. If the consultant is unable to make a qualified replacement to the satisfaction of the City, the City has the right to remove that Consultant from the project. The review of technical documents shall be performed only by the licensed surveyor of record, unless otherwise approved by the City.

Consultant should be prepared and capable of providing review services for multiple projects submitted simultaneously.

All reviewed documents shall include markups on submitted documents with accompanying correction letters, all in PDF digital format.

At the request, and as determined by the City, Consultants with active projects serving the

Department will attend weekly office hours to consult on active work tasks/projects, answer City Staff questions regarding upcoming projects or survey needs and assist with public inquiries. City Staff reserves the right to cancel meetings. Meetings are expected to be one (1) hour each week. Meeting date and time to be set by City Staff and may occasionally be held via Microsoft Teams at the direction of the City. Additional time may be requested by the City with advanced notice given to the consultant(s).

Office hours may be conducted via Teams or in person at City Hall East. The City retains the right to request meetings in person if required/desired.

General Guidance and Recommendations The consultant(s) shall provide responses to questions that City staff/personnel have regarding survey requirements. The consultant shall provide guidance and/or recommendations on matters that may pertain to the legality of the survey. This includes but is not limited to right-of-way concerns, property boundary determination, issues/concerns that arise during the City’s Site Plan review process, and questions regarding typical municipal surveying services. See also general requirements and responsibilities.

Final Approval and Execution At the time of document approval, completion and execution, the Consultant will be responsible for providing the final review, design, signature, and professional CA PLS stamp as required upon applicable documents on behalf of the City as responsible charge. Where necessary and as directed by the City, the consultant shall be prepared to mail documents overnight through typical currier services if necessary. Consultants shall dispatch executed documents in person or by mail within 24 hours of receiving the final document, unless otherwise agreed upon with the City.

The services listed above are the minimum required. The City reserves the right to request other services that are required or typically completed by a Professional Land Surveyor.

Limits on Consultants Authority

The Consultant(s) may not release, revoke, alter, or enlarge on requirements of the Contract Documents.

Consultant(s) may not approve or accept any portion of the Work.

Consultant(s) may not assume the duties of the Contractor.

Consultant(s) have no authority to stop the Work.

B. Billing

All correspondence including billing shall be routed through the assigned City Project Manager or the Department representative as directed by the City. Invoices submitted directly to the City’s Finance department shall be rejected. Payment Progress Reports shall, at a minimum, include the following information:

1. Date Issued.

2. Project Title and Number.

3. Name of Inspector (if applicable)

4. Date and time of survey (if applicable)

5. Location in the Project and project station number (if applicable)

6. Type of work

7. Date(s) of work performed

8. Proposers should provide a comprehensive/itemized, summary of work, as the City will not include compensation for items not addressed. Itemization must reflect the consultants proposed fee schedule.

C. City Responsibilities

1. Compensate the consultant as provided in the contract agreement.

2. Provide "City Project Managers" who will represent the City and who will work with the Consultant in carrying out the provisions of the RFP. The Consultant shall communicate with the City Project Managers who will provide the following services:

Set up file transfer system to be used by Consultant and City.

Collect documents submitted to the City for review and provide to the Consultant for review. As noted under general requirements and responsibilities; it will be the responsibility of the consultant to procure necessary reference documents to complete work task(s).

Collect documents provided by the Consultant so that they may be distributed back to applicants for corrections and/or final execution.

Act as coordinator between Consultant and other City representatives.

Process invoices submitted by Consultant

IV. PROPOSAL CONTENT AND FORMAT REQUIREMENTS

The following are proposal requirements. Respondents are requested to organize their proposal into sections with tabs corresponding to the listed selection criteria as follows. You must answer the following questions in the same sequence as below. A screening committee will evaluate the completeness of the response to the RFP.

A. General Information

Firm name, address, telephone number, and email address.

Account Representative or other person to contact for clarification of any item contained in the proposal. Include telephone number, and email address if different from above.

Specify type of organization (individual, partnership or corporation) and if applicable indicate whether you are:

a. Small Business.

b. Disadvantaged Business.

c. Minority and/or Women-Owned Business.

Personnel of the Proposer’s Firm must be identified in the proposal with their background and the firm must give assurances of continuity of its personnel. A contact person needs to be identified.

Provide surety information for all sureties – General and Automobile Liability, E/O and Worker’s Compensation.

References and Referrals

B. Proposed Project Approach Summarize your approach and understanding of the project and any special considerations of which the City of Visalia should be aware. Indicate clearly, the levels of participation you will expect from City of Visalia staff in the fulfillment of the contract. The contents of this section shall be determined by the proposer, but should demonstrate an understanding of the special characteristics of the project.

Exceptions to the requirements of the RFP should be clearly delineated in this section.

In addition, you are invited to include a maximum of two (2) pages of information not included, nor requested in this RFP, if you feel it may be useful and applicable to this project. The information in this section will aid the City in the refinement of the scope of services during contract negotiations.

C. Staff Qualifications and Related Experience

1. Staff Qualifications and Experience

This section should demonstrate the qualifications of all professional personnel to be assigned to this project by providing resumes/experience summaries describing their education, credentials, related experience and their proposed roles for this contract. The Proposal must clearly identify the Consultants project lead and main point of contact for all work. Note: Consultant may not substitute any member of the project team without prior written approval of the City.

If your firm intends to subcontract any of the services required under this RFP it should be discussed in this section. Detailed information for each subcontractor must be provided. Note: No work may be subcontracted, nor assigned, without prior written approval of the City of Visalia.

2. Related Experience

Include descriptive information concerning the experience of the firm. Include information about previous projects and services that might be comparable, including the size and type of projects and the scope of services provided. Provide references for the three (3) most comparable projects for which your firm has provided, or currently is providing, similar services.

List the projects/services in reverse chronological order and provide the following information for each:

Name of project/service and project location

Brief description (type of construction, functional components, special design considerations)

Name of owner

Name of owner's contact person and telephone number (contact person, who, at the time of RFP submittal, will be employed by the owner)

Your firm's specific involvement (i.e., engineer, sub-consultant, etc.)

Status of completion

D. Proposed Fee Structure and Schedules

The proposed fee structure shall be provided under separate, sealed cover as a part of the RFP submittal and shall be included on the USB drive in a separate folder marked “fees”. Do not include fees in the four (4) copies of the proposal.

Provide proposed fees and cost information for all services to be provided in the following format:

Proposers should review the requirements of this RFP and address all services in their fee schedule that might reasonably be expected to support the Engineering and Building Department.

The fee schedule submitted shall be valid for one year until the next year’s contract renewal. The proposed fee structure and schedule shall clearly show hourly rates for each classification of employee that will be employed on the project including administrative staff and coordinators.

Fees should include all overhead costs as the City of Visalia will not pay for work not covered under the hourly costs. This includes charges related to providing administration, coordination, equipment, report preparation and providing documents. Charges related to providing administration, coordination, equipment, report preparation and providing documents should be included in the hourly costs for staff providing these services. Proposers should endeavor to provide a comprehensive fee schedule, as the City will not include compensation in the contract for items not addressed.

The fee proposal submitted under separate, sealed cover, along with the proposed project approach, will be used as a basis for any contract negotiations. The actual scope of services and fees included in the contract may be negotiated and may vary to satisfy the City’s actual needs.

To reiterate, City expects Consultants to provide hourly rates for each classification of employee.

These fees should include any and all overhead costs and other services.

1. The Proposed Fee structure and schedule shall be based on an hourly fee structure.

2. The Proposed Hourly Rate Fee Structure shall be submitted to the City’s Purchasing

Division with Consultant’s proposal, in a separate, sealed envelope, and shall be included on the USB drive in a separate folder marked “fees”. Proposed fees will remain unopened during the proposal review period. After all proposals have been reviewed, the interviews have been completed (if held), and the most qualified consultants have been selected, the City shall open the fee schedules from the top three ranked consultants to begin the negotiation process.

3. The Consultant’s submitted hourly fee schedule shall accurately reflect rates for a potential 12-month agreement period.

4. Consultant must identify all key employees and/or classifications to be billed.

5. The City will not provide reimbursement for Consultant expenses related to lodging, or meals that may be associated with travel to or from the City of Visalia. The cost of performing work in the City shall be the responsibility of the Consultant.

6. The final scope of services may differ from those presented in this RFP, due to mutually beneficial concessions agreed to through the negotiation process.

7. Fees shall clearly identify all services that the Consultant is proposing to provide for the assigned project.

8. Consultant needs to keep in mind that some work may occur during extended workdays or on the weekend and will need to address this appropriately in their fee schedules.

E. Conflict of Interest

Disclose any financial, business or other relationship with the City or any member of the City staff that may have an impact on the outcome of the project.

List current clients who may have a financial interest in the outcome of the project.

Due to the nature of the services being requested it is expected that the Consultant may also be submitting projects to the City for review that are not associated with this RFP. In all cases of this occurrence, it is imperative that the Consultant clearly identify and decline all services identified in this RFP. Consultant shall immediately disclose all possibilities for conflict of interest during the performance of their services under this RFP.

F. Required Documents:

Complete and submit the following forms with your proposal:

Non-Collusion Affidavit (Page 15) Workers’ Compensation Insurance Certificate (Page 16) Americans with Disabilities Act Compliance Certificate (Page 17) Iran Contracting Act (Page 18) Drug-Free Workplace Certification (Page 19) Ownership Disclosure and California Levine Act Statement (Page 20) Sign and submit all addenda issued for this RFP.

V. CONSULTANT SELECTION PROCEDURE

Selection of the successful proposal(s) shall be generally based on the information provided by the Consultant in response to the Request for Proposals and any subsequent interviews that may be conducted.

Consultant interviews will be held solely at the option and discretion of the City of Visalia.

The process for selection shall occur in the following sequence:

Review Proposals.

Establish a “short list” of three or more firms.

Interview “short-listed” firms (at the option and discretion of the City).

Identify best qualified firm(s), review, and negotiate fee schedules.

City staff recommend award of the contract(s) to the City Council.

City develops the final contract(s).

A Project Selection Committee, as deemed necessary, may be formed to evaluate the proposals and to make recommendations to the Visalia City Council. Composition and creation of this committee, should one be formed, is at the sole discretion of the City. Names of the Committee members, should one be formed, will not be released prior to the time for interviews.

The Committee will review the proposals for format to ensure conformance with the requirements of the RFP and may select finalists to interview with the Committee as a part of the Committee's evaluation process.

The City does not guarantee that an interview will take place, thus reserving the right to select a consultant based solely on the information provided in the proposals received in response to the RFP. Should an interview take place, the key personnel responsible for fulfilling the requirements of the project shall be required to be present for the interview.

A. Criteria and Weight of Criteria The Committee will address the following criteria in evaluation of the proposals in order to gauge the ability of a consultant to perform the contract as specified. The same general criteria will be used to judge both the statement of Proposals and the interview presentation, should the City choose to conduct interviews with short-listed firms. Additionally, 5 points (Local Vendor Preference Points) will be given to any Proposer who has a business address in Tulare County for the past six months (see Section II, Introduction).

Criteria Explanation Weight/Points Merit of Proposals Submittal / Presentation

Thoroughness of Proposal submitted (required content addressed, certifications/forms included)

Knowledge and Expertise of Personnel/Firm

Capability of personnel Firm Qualifications Adequacy of Staff to perform the work Knowledge of Local Conditions (project work in

Tulare County) Ability to meet City Schedule

Understanding of Project Knowledge of project, requirements

Record of Past Performance References Ability to work effectively with City staff, other public agencies and related parties.

Demonstrated ability to complete work tasks within project timelines and budget.

Local Vendor Preference Proposers with a Tulare County Business address as specified in Section II

Total Points Possible 100

Prior to the award of contract, the City must be assured that the proposer(s) selected has all of the resources required to successfully perform under the contract. This includes, but is not limited to, personnel with the skills required, equipment/materials and financial resources sufficient to provide services called for under this contract. If, during the evaluation process, the City is unable to assure itself of the proposer’s ability to perform under the contract, if awarded, the City has the option of requesting from the proposer any information that the City deems necessary to determine the proposer’s capabilities. If such information is required, the proposer will be notified and will be permitted seven (7) working days to submit the requested information.

B. Background Check The City reserves the right to conduct a background inquiry of each proposer which may include the collection of appropriate criminal history information, contractual and business associations and practices, employment histories and reputation in the business community. By submitting a proposal to the City, the proposer consents to such an inquiry and agrees to make available to the City such books and records as the City deems necessary to conduct the inquiry.

C. Award of Contract The successful firm(s) will be required to execute a contract with the City of Visalia. A Draft Agreement has been included in this RFP to alert proposers to the provisions generally found in City contracts. The Draft Agreement may be altered from the enclosed form at the discretion of the City and without notice to consultant prior to award of contract. The City does not guarantee that the Final Agreement will duplicate the enclosed Draft Agreement.

VI. GENERAL CONDITIONS

A. Important Notice The City of Visalia will not be responsible for oral interpretations given by any City employee, representative, or others. Proposers are cautioned that any statements made that materially change any portion of the proposal documents shall not be relied upon unless subsequently ratified by a formal written amendment to the proposal document. The issuance of a written addendum is the only official method whereby interpretation, clarification, or additional information can be given. If any addenda are issued to this Request for Proposals, the City will attempt to notify all prospective vendors who have secured same. However, it will be the responsibility of each vendor, prior to submitting their proposal, to contact the Purchasing Division, located at 707 W. Acequia, Visalia, CA 93291, (559) 713-4334 to determine if addendums were issued and to make such addendum a part of the proposal.

B. Contracting Agency The contract resulting from this Request for Proposals will be administered by the City of Visalia Finance and Technology Department, Purchasing Division.

C. Legal Responsibilities All proposals must be submitted, filed, made, and executed in accordance with State of California and Federal laws relating to proposals for contracts of this nature whether the same or expressly referred to herein or not. By submitting a proposal, Consultant certifies that he or she will comply with all Federal laws and requirements, including but not limited to Equal Employment Opportunity, Disadvantaged Business Enterprise, Labor Protection and other laws and regulations applicable to contracts utilizing Federal funds.

D. Permits and Licenses

1. Business Tax Certificate Possession of a City of Visalia Business Tax Certificate is not required to submit a proposal in response to this invitation. However, Consultant shall be required to possess, at his/her own expense, a valid and current City of Visalia Business Tax Certificate, prior to commencing work.

Fee is based on gross receipts for all business transactions in the City of Visalia. For additional information, contact the City of Visalia at (559) 713-4326.

2. Professional License

Consultant is to be licensed in accordance with the California Business and Professions Code and is to possess current professional registration and be licensed to perform work in the State of California.

3. Permits

Consultant shall be required to obtain and maintain at his/her own expense, any and all permits, licenses and certifications issued by any federal, state or local governmental agency, pertaining to, and necessary for providing the services required in this Request for Proposals .

E. Insurance Indemnification and Insurance As respects acts, errors, or omissions in the performance of services, CONSULTANT agrees to indemnify and hold harmless CITY, its elected and appointed officers, employees, and CITY designated volunteers from and against any and all claims, demands, losses, defense costs, liability or consequential damages arising directly out of CONSULTANT’s negligent acts, errors or omissions in the performance of his/her services under the terms of this Agreement; except to the extent those arise out of the negligence of CITY.

CITY agrees to indemnify and hold harmless CONSULTANT, its officers, employees, and designated volunteers from and against any and all losses, defense costs, liability or consequential damages to the extent arising out of CITY’S negligent acts, errors or omissions in the performance of this Agreement.

As respects all acts or omissions which do not arise directly out of the performance of services, including but not limited to those acts or omissions normally covered by general and automobile liability insurance, CONSULTANT agrees to indemnify, defend (at CITY’s option), and hold harmless CITY, its elected and appointed officers, agents, employees, representatives, and volunteers from and against any and all claims, demands, defense costs, liability, or consequential damages of any kind or nature arising out of or in connection with CONSULTANT’s (or CONSULTANT’s subconsultants, if any) performance or failure to perform, under the terms of this Agreement; except to the extent those which arise out of the negligence of

CITY.

Without limiting CITY’s right to indemnification, it is agreed that CONSULTANT shall secure prior to commencing any activities under this Agreement, and maintain during the term of this Agreement, insurance coverage as follows:

Workers’ Compensation insurance as required by California statutes.

Professional Liability insurance coverage, in an amount not less than One Million Dollars

($1,000,000).

Commercial general liability insurance with a combined single limit of not less than One Million Dollars ($1,000,000) per occurrence. Such insurance shall include coverage for Premises and Operations, Contractual Liability, Personal Injury Liability, Products and Completed Operations Liability, Broad Form Property Damage (if applicable), Independent Contractor’s Liability (if applicable).

Comprehensive Automobile Liability coverage with a combined single limit of not less than One

Million Dollars ($1,000,000) per occurrence. Such insurance shall include coverage for owned, hired, and non-owned automobiles and shall be provided by a business automobile policy.

Each insurance policy required by this Agreement shall contain the following clause:

“This insurance shall not be canceled, limited in scope or coverage, or non-renewed until after thirty

(30) days prior written notice has been given to the City Clerk, City of Visalia, 707 W. Acequia, Visalia, CA 93291, with the exception of cancellation for non-payment of premium, in which case ten (10) days’ notice shall be given”

In addition, the Commercial general liability and comprehensive automobile liability policies required by this Agreement shall contain the following clauses:

“It is agreed that any insurance maintained by the City of Visalia shall apply in excess of and not contribute with insurance provided by this policy.”

“The City of Visalia, its officers, agents, employees, representatives and volunteers are added as additional insureds as respects operations and activities of, or on behalf of the named insured, performed under contract with the City of Visalia.”

The successful proposer shall maintain the insurance for the life of the contract. Endorsements are to be received and approved by the City before work commences. Should contractor cease to have insurance as required during any time, all work by contractor pursuant to this agreement shall cease until insurance acceptable to the City is provided.

VII. EXAMINATION OF CONTRACT REQUIREMENTS AND ACCEPTANCE OF

PROPOSAL CONTENT

Before submitting a proposal, proposer’s must satisfy themselves by personal examination of the proposal requirements and other contract documents, and by any other means as they may believe necessary, as to the actual conditions, requirements, and difficulties under which the work must be performed and to verify any representations made by the City of Visalia, upon which the offeror will rely.

The submission of a proposal shall be considered conclusive evidence that the proposer has carefully investigated all conditions that affect, or may at some future date affect the performance of services covered by this solicitation, and is satisfied as to the character, quality, and quantities of work to be performed and as to the requirements of the proposal. Submission of a proposal shall also be evidence that the proposer is familiar with directives that in any way affect prosecution of the work or persons engaged or employed in the work.

No proposer shall at any time after submission of a proposal make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for satisfactory performance under the contract. If the proposer receives an award as a result of this Request for Proposals, failure to have made such investigations and examinations will in no way relieve the proposer from its obligations to comply in every detail with all provisions and requirements of the contract documents, nor will a plea of ignorance of such conditions and requirements be accepted as a basis for claim whatsoever by the proposer for additional compensation. Any errors, omissions, or discrepancies found in the specifications or other contract documents shall be called to the attention of the City and clarified prior to the submission of proposals.

Should the proposer feel there has been a supplemental or oral modification, it shall be his responsibility to verify said modification in writing prior to submission of the proposal.

The contents of the proposal of the successful proposer shall become contractual obligations if procurement action ensues. Failure to accept these obligations in a contractual agreement shall result in cancellation of award.

A. Withdrawal of Proposals Any proposal may be withdrawn at any time prior to the time fixed in the public notice for the receipt of proposals, only by written request for the withdrawal of the proposal filed with the Purchasing Division. The request shall be executed by the proposer or his duly authorized representative. The withdrawal of a proposal does not prejudice the right of the proposer to file a new proposal. No proposal may be withdrawn after the time fixed in the public notice for the receipt of proposals.

B. Rejection of Proposals Failure to meet the requirements of the RFP may be cause for rejection of the proposal. The City may reject the proposal if it is deemed incomplete, contains irregularities of any kind or is offered conditionally. The City reserves the right to reject any and all proposals without cause.

The proposal is to be prepared in such a way as to provide a straightforward, concise delineation of the information requested. Proposals which contain false or misleading statements, or which do not support an attribute or condition claimed by the proposer, may be cause for rejection of the proposal. If, in the opinion of the City, such information was intended to mislead the City in its evaluation of the proposal, it will be cause for rejection of the proposal.

C. Evaluation/Award of Contract Evaluation and selection of proposals will be based on the information called for in this RFP. Brochures or other promotional presentations beyond that sufficient to submit a complete and effective proposal are not desired. Elaborate artwork, expensive paper or binders, and expensive visuals are not necessary.

Proposals will be evaluated by the Selection Committee. This committee may consist of representatives of the user department, members of the community, the Purchasing Division, and may include a representative knowledgeable in engineering services from outside of the community. In connection with its evaluation, the City may, at its option, invite one or more proposers to make an oral presentation to the Selection Committee.

During these interviews, the proposers will be allowed to present such evidence as may be appropriate in order that the Committee can correctly analyze all materials and documentation submitted as a part of the proposals.

The award, if made, will be made within ninety (90) days from the RFP closing date. Proposer agrees and so stipulates in submitting this proposal, as though stated therein, and in any subsequent award of contract that:

1. Proposer is an independent contractor, not an employee, agent, or officer of the City.

2. Contract, should it be awarded, shall be interpreted, construed, and given effect in all respects according to the laws of the State of California.

3. Should proposer be awarded contract, proposer shall not assign contract, or any part thereof, or any moneys due or to become due thereunder, without prior consent of the City.

4. Proposer shall indemnify and hold harmless the City, its officers, officials, employees, and agents from and against all claims, damages, losses, and expenses caused in whole or in part by any negligent act or omission of the proposer, its consultants, subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, except where caused by the active negligence, sole negligence, or willful misconduct by the City.

5. Proposer shall hold the City harmless from liability of any nature or kind, including cost and expenses for infringement or use of any copyrighted composition, secret process, patented or unpatented invention, article or appliance furnished or used in connection with the contract.

6. Proposer warrants that no gratuities, in the form of gifts, entertainment, or otherwise, were offered or given by the proposer, to any officer or employee of the City with a view toward securing the contract or securing favorable…