Bid Notice.pdf

City of Coalinga Urban Forest Management Plan | RFQ 1

REQUEST FOR QUALIFICATIONS

FOR

CITY OF COALINGA URBAN FOREST MANAGEMENT PLAN

Funded by:

Inflation Reduction Act (IRA) and California Department of Forestry and Fire Protection Urban and Community

Forestry Program (CAL FIRE)

Federal Expenditure Authorization No. 8FG23416

Prepared By:

Tri City Engineering 4630 W. Jennifer Ave, Suite 101

Fresno, CA 93722-6415 www.tricityengineering.com

RFQ Issued: August 25th, 2026 SOQ’s Due: September 22nd, 2026

City of Coalinga Urban Forest Management Plan | RFQ 2

Table of Contents

INTRODUCTION

PROJECT DESCRIPTION AND BACKGROUND

DESCRIPTION

SCOPE OF SERVICES

PURPOSE OF WORKS AND REQUIRED SERVICES

CITYWIDE TREE INVENTORY AND MAINTENANCE PLAN

URBAN FOREST MANAGEMENT PLAN AND SOFTWARE MANAGEMENT

PREPARATION OF PLANTING OF 20 TREES

PROJECT MANAGEMENT AND CONSTRUCTION MANAGEMENT

TREE MAINTENANCE CONSULTATION

TASK ORDERS

GENERAL PERSONNEL REQUIREMENTS

DELIVERABLES

SCHEDULE

METHOD OF PAYMENT

MATERIALS TO BE PROVIDED BY THE CONSULTANT

APPENDIX A: SUBMITTAL REQUIREMENTS

INTRODUCTORY LETTER

CONSULTANT INFORMATION, QUALIFICATIONS & EXPERIENCE

ORGANIZATION AND APPROACH

SCOPE OF WORK

CONFLICT OF INTEREST STATEMENT

LITIGATION

CONTRACT AGREEMENT

FEDERAL-AID PROVISIONS

COST PROPOSAL

APPENDIX B: PROPOSAL EVALUATION

EVALUATION PROCESS

EVALUATION CRITERIA

COMPLETENESS OF RESPONSE (PASS/FAIL)

QUALIFICATIONS & EXPERIENCE (20 POINTS)

ORGANIZATION & APPROACH (15 POINTS)

SCOPE OF SERVICES TO BE PROVIDED (15 POINTS)

SCHEDULE OF WORK (10 POINTS)

CONFLICT OF INTEREST STATEMENT (PASS/FAIL)

City of Coalinga Urban Forest Management Plan | RFQ 3

REFERENCES (10 POINTS)

PRESENTATION BY TEAM (10 POINTS)

Q&A RESPONSE TO PANEL QUESTIONS (10 POINTS)

APPENDIX C: SAMPLE AGREEMENT

APPENDIX D: REQUIRED LOCAL ASSISTANCE EXHIBITS

EXHIBIT 12-G REQUIRED FEDERAL AID CONTRACT LANGUAGE

CITY OF COALINGA QUALITY ASSURANCE PROGRAM

SAMPLE COST PROPOSAL 1

NON-COLLUSION DECLARATION OF CONTRACTOR

BIDDER’S STATEMENT OF FINANCIAL RESPONSIBILITY, .........................................................................................- 64 -

MINORITY/FEMALE BUSINESS CERTIFICATION

EQUAL EMPLOYMENT OPPORTUNITY CERTIFICATION

CERTIFICATE OF NONSEGREGATED FACILITIES (BIDDERS/SUBCONTRACTORS)

DEBARMENT AND SUSPENSION CERTIFICATION

NONLOBBYING CERTIFICATION FOR FEDERAL-AID CONTRACTS (Exhibit 10-Q Nonlobbying)

CLEAN AIR AND WATER POLLUTION CONTROL CERTIFICATION

OPT OUT OF PAYMENT ADJUSTMENTS FOR PRICE INDEX FLUCTATIONS

EXHIBIT 9-L BIDDER’S/PROPOSER’S LIST

EXHIBIT 9-P PROMPT PAYMENT CERTIFICATION

APPENDIX E: CITY OF COALINGA MAP

CITY OF COALINGA LIMIT MAP

TREE PLANTING LOCATION

APPENDIX F: CALFIRE DOCUMENTS

MINIMUM DATA COLLECTION ATTRIBUTES FOR URBAN TREE INVENTORIES

CALFIRE PREPARATION OF PLANTING

City of Coalinga Urban Forest Management Plan | RFQ 4

INTRODUCTION

The City of Coalinga (“City”) is soliciting Statements of Qualifications (SOQs) from qualified professional consulting firms (“Consultant”) to provide comprehensive urban forestry services to conduct a Citywide tree inventory, prepare an Urban Forest Management Plan, and provide services associated with the planting of 20 trees throughout the City.

The City intends to award a single contract for the requested services. Total amount payable to the Consultant shall not exceed $302,000 for a contract performance period.

All qualified firms interested in providing these services are invited to submit their Statement of Qualifications (SOQs). Interested firms shall submit a Letter of Interest to the City Engineer, Tri City Engineering, via email to info@tricityengineering.com requesting a copy of the RFQ. An electronic copy of the RFQ will be provided to the email address listed in the Letter of Interest.

The Consultant’s SOQs will be evaluated and ranked according to the criteria provided in Appendix B, “Proposal Evaluation,” of this RFQ.

Addenda to this RFQ, if issued, will be sent to all prospective Consultants the City has specifically e-mailed a copy of the RFQ to and will be posted on the City website at:

https://www.coalinga.com/Bids.aspx

It shall be the Consultant’s responsibility to obtain any addenda that may be issued.

The Consultant’s attention is directed to Appendix A, “Submittal Requirements.”

The SOQ submission shall be received by the City engineer prior to Tuesday, September 22nd at 2:00 PM. Submit one (1) electronic copy in PDF format of the Consultant’s SOQs to info@tricityengineering.com. SOQs shall be submitted with email subject as “City of Coalinga Urban Forest Management Plan”.

Submittals received after the time and date specified above will be considered nonresponsive and will be returned to the Consultant.

Any SOQ’s received prior to the time and date specified above may be withdrawn or modified by written request of the Consultant. To be considered, however, the modified submittal must be received prior to Tuesday, September 22nd.

Unsigned submittals or submittals signed by an individual not authorized to bind the prospective Consultant will be considered nonresponsive and rejected.

Any questions related to this RFQ shall be submitted in writing to the City engineer, via email at info@tricityengineering.com. Questions shall be submitted before 12:00 PM on Tuesday, September 8th.

Upon review of submitted SOQ’s, the Selection Committee will determine whether interviews are necessary to determine a Consultant selection. The City of Coalinga reserves the right to hold interviews or make a consultant selection based solely on the Statement of Qualifications received.

This RFQ does not commit the City to award a contract, to pay any costs incurred in the preparation of a proposal for this request, or to procure or contract for services. The City reserves the right to accept or reject any or all SOQs received as a result of this request, to negotiate with any qualified Consultant, or to modify or cancel in part or in its entirety the RFQ if it is in the best interests of the City to do so. The City also reserves the right and intends to award only one contract resulting from this RFQ. Furthermore, a contract award may not be made based solely on price.

The prospective Consultant is advised that should this RFQ result in recommendation for award of a contract, the contract will not be in force until it is approved and fully executed by the City.

All products used or developed in the execution of any contract resulting from this RFQ will remain in the public domain at the completion of the contract.

INTRODUCTION

City of Coalinga Urban Forest Management Plan | RFQ 5

PROJECT DESCRIPTION AND BACKGROUND

SCOPE OF SERVICES

The anticipated Consultant selection schedule is as follows:

RFQ Due 09/22/2026 RFQ Questions Due 09/08/2026 SOQ review and evaluation 09/28/2026-10/01/2026 Oral interviews (If applicable) 10/06/2026-10/07/2026 Consultant Ranking and Cost Negotiation 10/13/2026-10/15/2026 Council Consideration and Authorization 11/05/2026 Contract Award 11/09/2026-11/12/2026

PROJECT DESCRIPTION AND BACKGROUND

BACKGROUND

The City of Coalinga received funding through the U.S Department of Agriculture (USDA) Forest Service Urban and Community Forestry (UCF) Program through the Inflation Reduction Act (IRA) and administered through the California Department of Forestry and Fire Protection Urban and Community Forestry Program (CAL FIRE) to conduct a Citywide tree inventory, prepare an Urban Forest Management Plan, and prepare the planting of 20 trees. This will help advance the development of sustainable and accessible urban and community forests in California. This can be accomplished through expanding and improving the planting and management of trees and associated vegetation in communities.

DESCRIPTION

The City will select a Consultant to provide services to conduct a Citywide tree inventory, prepare an Urban Forest Management Plan, and prepare a site within the City of Coalinga for the planting of 20 trees. To achieve this, the Consultant shall provide a Citywide tree inventory, Maintenance Plan, Urban Forest Management Plan, Urban Forest Management Software, prepare the planting of 20 trees, provide project management and Construction Management, and maintain the newly planted trees.

The solicitation is not for specific projects, but for specific services. The services are to be rendered for the duration of the contract term.

SCOPE OF SERVICES

PURPOSE OF WORKS AND REQUIRED SERVICES

As the City advances development and implementation of its Urban Forest Management Plan, a variety of professional services are required to support planning, analysis, and implementation efforts. Many of these activities are funded through California Department of Forestry and Fire Protection Urban and Community Forestry Program (CAL FIRE).

The selected Consultant shall provide professional services, comply with all licensure required for tasks, and prepare deliverables necessary to support the Urban Forest Management Plan, including but not limited to tree inventory and assessment services, GIS mapping and data management, urban canopy analysis, planting preparations and maintenance recommendations, and other related tasks deemed necessary by the City for which the Consultant is qualified. These services will support the City’s efforts to establish, maintain, and expand a sustainable and resilient urban forest.

City of Coalinga Urban Forest Management Plan | RFQ 6

CITYWIDE TREE INVENTORY AND MAINTENANCE PLAN

The Consultant shall complete a Citywide tree inventory and assessment of all of City of Coalinga’s park and street trees. All inventory information shall be uploaded in the software.

Tasks may include but not limited to the following:

a. Bottom-to-top assessment of approximately, but not limited to 4,000 trees

b. Identifying/prioritizing future planting locations to achieve canopy goals

c. Tree assets

d. Assessment data

e. Health analysis of the overall tree

f. Mapping coordinates (latitude and longitude)

g. Tree and planting site location including:

a. Street name

b. Side of lot

c. Tree number

d. Block side information (On street, from street, and to street)

h. Physical location in relation to public Right of Way and/or public space (Distance and azimuth from buildings)

i. Tree identification

a. Genus

b. Species

j. Diameter, Stems, etc.

k. Condition per the rating system established by the International Society of Arboriculture (excellent

(100%), very good (90%), good (80%), fair (60%), poor (40%), critical (20%), or dead (0%)),

l. Maintenance needs

a. Removal

b. Pruning (Routine pruning/training pruning)

c. Stump removal

d. Tree planting

m. Required clearance

n. Hardscape damage (Damage to sidewalks and curbs by tree roots. Notes on potential fixes for the problem are encouraged), Grow space: tree lawn (T), well/pit (W), median (M), raised planter (P), open/unrestricted (O); island (I), unmaintained area (U))

o. Space size (narrowest dimension of the grow space)

p. Overhead utilities

q. Grow space

r. Inventory activities will include performing mapping and analysis of tree assets

s. Develop Greenhouse Gas Emission calculations based on the USDA Forest Service Urban Tree Carbon

Calculator tool or other approved tool to project the City’s urban forest emission savings over the next 40 years

a. Calculations will be completed every five years and presented to City Council

t. Other pertinent notes regarding disease damage, insect, mechanical damage, etc.

u. Maintenance plan shall include but not limited to:

a. Maintenance schedules

b. Watering

c. Disease and pests

d. Tree root protection

e. Staking

f. Mulching

g. Trunk guards

h. Tree installation

i. Pruning

The price shall include on-site contracted staffing, travel, per diem, and development of project deliverables, City of Coalinga Tree Inventory and Tree Maintenance Plan. The Consultant shall have all required licenses per the State of California. See Appendix E for City of Coalinga Limits and Appendix F for Minimum Data Collection

City of Coalinga Urban Forest Management Plan | RFQ 7

Attributes for Urban Tree Inventories per CAL FIRE Urban and Community Forestry Inflation Reduction Act Grant Guidelines. Copies of such materials must be furnished to CAL FIRE prior to finalization. Copies of such materials must be furnished to CAL FIRE prior to the project conclusion. Allow 30-60 days for review of materials.

URBAN FOREST MANAGEMENT PLAN AND SOFTWARE MANAGEMENT

The Consultant will develop the City of Coalinga Urban Forest Management Plan of 40-50 years with periodic reviews and Software Management services. The Consultant shall have all required licenses per the State of California.

Tasks may include but not limited to the following:

a. Plans

b. Develop tree protection ordinances

a. Protect, maintain, and expand the urban forest, landscape standards

b. Ordinance must be approved by CAL FIRE staff

c. Long term plan for canopy expansion

d. Evidence of long-term care for the trees must be shown

e. No Net Loss Policy and Tree Canopy goals

f. Customized tree/vegetation planting palette based on:

a. Water requirements

b. Carbon sequestration ability

c. Size

d. Growth rate

e. Native origin

f. Pallet shall be specific to:

i. Streets

ii. Parks

iii. Municipal areas

iv. Residences

g. Draft and final documents

h. Software requirements

a. Tree plotter or similar software

b. 3-year subscription

i. Core functionality

ii. Advanced data field set

iii. Statistics/Reporting

iv. Work history

v. Basic tree risk assessment

vi. Photo attachment capability

vii. Customer interactive map creation

viii. Onboarding

ix. Landing page

c. Ecosystem benefit calculator

d. City Training

i. Collaboration with the City’s Public Works

ii. Collaboration with the City’s IT Department

e. Facilitate software transfer between consultant and City

i. Schedule tree maintenance activities

j. Track ecological and monetary benefits

k. Include up-to-date best practices based on expertise and standards

l. Tree care industry guidelines

m. Arboricultural standards

n. Provide ecosystem benefits over the next 40 years

Urban forest management plan must be reviewed by CAL FIRE prior to finalization. Copies of such materials must

City of Coalinga Urban Forest Management Plan | RFQ 8 be furnished to CAL FIRE prior to project conclusion. Copies of such materials must be furnished to CAL FIRE prior to project conclusion. Allow 30-60 days for review of materials.

PREPARATION OF PLANTING OF 20 TREES

The Consultant shall only prepare the site for the planting of the trees. The City will implement a public and educational outreach program that encourages community participation by providing residents with opportunities to assist in tree planting activities.

Tasks may include but not limited to the following:

a. Planting preparation of 15 Chinese Pistache trees of 15 gallons each

b. Planting preparation of 5 Live Oak Trees of 15 gallons each

c. Soil amendments

d. Mulch

e. Starter packs to optimize tree establishment

f. Stakes

g. Ties

h. Arbor guards

i. Irrigation bubblers/connectors/lines installation

The price shall include overhead, equipment mobilization and demobilization, worker safety, traffic control, construction surveying, site prep, and irrigation expansion construction to ensure establishment of new trees. The Consultant shall have all required licenses per the State of California. See Appendix E for tree planting locations and Appendix F for CAL FIRE Standards for preparation of tree planting.

PROJECT MANAGEMENT AND CONSTRUCTION MANAGEMENT

The Consultant shall be responsible for overall project management, including coordination and management of project contractors, subconsultants, and associated project activities. The Consultant shall possess and maintain all licenses, certifications, and professional qualifications required by the State of California to perform and execute the services described herein throughout the duration of the project.

Tasks may include but not limited to the following:

a. Overhead functions required to support project delivery

b. Consultant management

c. Topographic survey

d. Environmental studies

e. Design services

f. Construction management

g. Record keeping

h. Event management

TREE MAINTENANCE CONSULTATION

The Consultant shall provide care and maintenance of grant-funded trees for the grant period.

Tasks may include but not limited to the following:

a. Best practices of tree care and maintenance

The city will care for the trees the required 3 years following the grant period and beyond. The Consultant shall have all required licenses per the State of California.

TASK ORDERS

All work performed under this contract will require approval by the City Contract Administrator and issued through a Task Order. A task order shall be requested from the consultant to identify and refine the scope of services prior to the City issuing the task order. The task order shall identify and refine the scope of services for any specific project.

City of Coalinga Urban Forest Management Plan | RFQ 9

The task order shall detail the tasks required for particular projects, schedule, and projected costs. The costs will be based on the specified rates of compensation in the contract. The Contract Administrator shall confer with the consultant to establish the maximum fee, including expenses, for the specific project and the completion date.

Pursuant to an authorized Task Order, the Consultant shall conduct a Citywide tree inventory, prepare an Urban Forest Management Plan, and preparation of planting of 20 trees services necessary to satisfy all required compliances with all applicable Federal, State, and Local statutes, laws, codes, regulations, policies, procedures, ordinances, standards, specifications, performance standards, and guidelines, applicable to the Consultant's services and work product. The Consultant is responsible for supplying and providing all necessary equipment and protective clothing in accordance with City standards.

The potential site may vary in scope and size. The project location, project limits, purpose, expected results, project deliverables, period of performance, project schedule, and scope of work to be performed shall be described in each Task Order per consultant and subconsultant.

The Consultant shall only perform work that is assigned in an authorized Task Order. Work shall not begin until the Task Order has been approved by the Contract Administrator. Some work, however, may require Consultant personnel to mobilize within 24-hour of notifications. Once the work begins, the work shall be performed diligently until all required work has been completed to the satisfaction of the Contract Administrator. The Consultant may direct its employees to work overtime to meet Task Order schedules at the request of the Contract Administrator.

All overtime shall be pre-approved by the Contract Administrator. Overtime shall be worked only when directed in writing by the Contract Administrator and specifically required by the Task Order, and shall only be paid to persons covered by the Fair Labor Standards Act. The City shall not reimburse the Consultant for per diem costs beyond approved proposal, unless preapproved by the Contract Administrator.

The Consultant shall maintain a set of project files that shall be provided to the City upon request. The Consultant shall have the ability to respond in a timely and cost-efficient manner to City requests.

GENERAL PERSONNEL REQUIREMENTS

The Consultant Project Manager shall have a documented minimum of 5 years of demonstrated experience acceptable to the City in management and delivery of State and Federally funded projects.

The Consultant is required to submit a written request and obtain the City’s Contract Administrator’s prior written approval for any substitutions, additions, alterations, or modifications to the Consultant’s originally proposed personnel and project organization, as depicted on the Consultant’s Organization Chart or the Consultant’s cost proposals. The substitute personnel shall have the same job classification as set forth herein or in the Consultant’s Cost Proposal not exceed the billing rate, and meet or exceed the qualifications and experience level of the previously assigned personnel, at no additional cost to the City. The substitute personnel shall have significant experience in the work involving a similar transportation or water resources facility for at a minimum two (2) previous projects, unless otherwise approved by the City’s Contract Administrator.

DELIVERABLES

As agreed upon by the City and Consultant in a Task Order for each service.

SCHEDULE

As agreed upon by the City and Consultant in a Task Order for each service.

METHOD OF PAYMENT

Consultant shall be paid based on specific item of work performed (cost per unit of work) and on the Specific Rates of Compensation for this contract and for the amount as agreed upon by the City and Consultant in a Task Order for the project. Consultant shall submit requests for monthly progress payments.

City of Coalinga Urban Forest Management Plan | RFQ 10

MATERIALS TO BE PROVIDED BY THE CONSULTANT

Unless otherwise specified, the Consultant shall provide all materials to complete the required work in accordance with the delivery schedule and cost estimate outlined in each Task Order.

City of Coalinga Urban Forest Management Plan | RFQ 11

APPENDIX A: SUBMITTAL REQUIREMENTS

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

SOQ’s shall contain the following information in the order listed:

INTRODUCTORY LETTER

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

4630 W. Jennifer, Suite #101 Fresno, CA 93722

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

The letter shall be signed by the individual authorized to bind the Consultant to the proposal. By signing, the signee named is authorized to do so for the listed company, as listed on the Bidders Information section and by electronically signing, the business named expressly agrees to execute this contract electronically and each signature signifies as a legally bound e-signature per the U.S. Electronic Signature and Records Association Act and Uniform Electronic Transitions Act.

CONSULTANT INFORMATION, QUALIFICATIONS & EXPERIENCE

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

• Contracting agency

• Contracting agency Project Manager

• Contracting agency contact information

• Contract amount

• Funding source

• Date of contract

• Date of completion

• Consultant Project Manager and contact information

• Project Objective

• Project Description

• Project Outcome

Describe and list demonstrated experience on projects funded by State and/or Federal funds.

ORGANIZATION AND APPROACH

1. Describe the roles and organization of your proposed team for this project. Indicate the composition of subconsultants/subcontractors and number of project staff, facilities available and experience of your team as it relates to this project.

2. Describe your project and management approach.

APPENDIX A: SUBMITTAL REQUIREMENTS

City of Coalinga Urban Forest Management Plan | RFQ 12

3. Describe the roles of key individuals on the team. Provide resumes and references for all key team members.

Resumes shall show relevant experience, for the Project’s Scope of Work, as well as the length of employment with the proposing Consultant. Key members, especially the Project Manager, shall have significant demonstrated experience with this type of project, and should be committed to stay with the project for the duration of the project.

4. Demonstrate that the Consultant’s project manager and project staff have sufficient availability and/or that Consultant has sufficient resources to timely coordinate and deliver this federally-aided project.

SCOPE OF WORK

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

2. Describe project deliverables for each phase of your work and all consultants providing those deliverables.

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

CONFLICT OF INTEREST STATEMENT

Throughout the term of the awarded contract, any person, firm or subsidiary thereof who may provide, has provided or is currently providing Design Engineering Services and/or Construction Engineering Services under a contractual relationship with a construction contractor(s) on any City project to be completed under this contract must disclose the contractual relationship, the dates and the nature of the services. The prime consultant and its subconsultants shall also disclose any financial or business relationship with the construction contractor(s) who are working on the projects that are assigned for material Quality Assurance services through task orders on the contract.

Similar to the disclosures regarding contractors, all firms are also required to disclose throughout the term of the awarded contract, any Design Engineering services including claim services, Lead Project Management services and Construction Engineering Services provided to all other clients on any City project to be completed under this contract.

In addition to the disclosures, the Consultant shall also provide possible mitigation efforts, if any, to eliminate or avoid any actual or perceived conflicts of interest.

The Consultant shall ensure that there is no conflict before providing services to any construction contractor on any of the City projects to be completed under this contract. The submitted documentation will be used for determining potential conflicts of interest. The City will use this documentation to determine whether the firm may work on specific projects.

If a Consultant discovers a conflict during the execution of an assigned task order, the Consultant must immediately notify the Contract Administrator regarding the conflicts of interest. The Contract Administrator may terminate the Task Order involving the conflict of interest and City may obtain the conflicted services in any way allowed by law. Failure by the Consultant to notify the Contract Administrator may be grounds for termination of the contract.

LITIGATION

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

CONTRACT AGREEMENT

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

City of Coalinga Urban Forest Management Plan | RFQ 13

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

A contract will not be awarded to a consultant without an adequate financial management and accounting system as required by 49 CFR Part 18, 48 CFR Part 31, and 2 CFR Part 200.

FEDERAL-AID PROVISIONS

The proposing Consultant’s services are Federally funded, which necessitate compliance with Federal requirements.

Special attention is directed to Appendix D – Federal Required Forms. The proposing Consultant shall complete and submit the following forms with the proposal to be considered responsive. These forms and instructions are provided for the proposer in Appendix D.

REQUIRED FEDERAL AID CONTRACTED PROVISIONS

• Exhibit 12-G Required Federal Aid Contract Language

• City of Coalinga Quality Assurance Program

• City of Coalinga Acceptance Testing

• Materials Requiring a Buy America Certification

• Construction Materials Accepted by a Certificate of Compliance

• De Minimis Cost Waiver Calculation Worksheet (optional)

• A De Minimis Cost waiver can waive the application of Buy America requirements for manufactured products and construction materials under a single project when the total cost of non-compliant manufactured products and construction materials is no more than the lesser of $1,000,000 or 5 percent of the total applicable costs for the project.

• Worksheet available in an Excel only, please request file from City Engineer.

DOCUMENTS TO BE SUBMITTED WITH RFQ

• Sample Cost Proposal 1

• Non-collusion Affidavit

• Bidder’s Statement of Financial Responsibility

• Minority/Female Business Certification

• Equal Employment Opportunity Certification

• Certificate of Nonsegregated Facilities

• Debarment and Suspension Certification

• Nonlobbying Certification & Disclosure of Lobbying Activities (Exhibit 10-Q)

• Clean Air and Water Pollution Control Certification

• Opt Out of Payment Adjustments for Price Index Fluctuations

• Exhibit 9-L Bidder’s List of Subcontractors

• Exhibit 9-P Prompt Payment Certification

• Upon award and through completion of the contract, the successful proposing Consultant will be required to follow applicable federal-aid requirements and shall complete and submit with the agreement.

• Any other relevant forms required during the project.

This solicitation is financed in whole or in part with Federal funds and therefore subject to Title 49, Code of Federal Regulations, Part 26. The following Forms/documents must be completed and submitted as a part of the bid document or submitted at the appropriate time shortly after the bid opening as noted. Due to the suspension of the DBE and ACDBE Programs pursuant to the IFR published on October 3, 2025, this project will not include DBE contract goals, and no participation will be credited toward overall DBE goals. However, exhibits still require submission of the following forms; all DBE-related sections within these forms shall be left blank.

Reference “Statement of Qualifications Submittal Requirements” for detailed information and references to the required forms. Required forms will be made part of the agreement.

City of Coalinga Urban Forest Management Plan | RFQ 14

Federal and/or State prevailing wage rates may apply. This requirement, if applicable, will be specified in the Consultant Agreement.

Title VI of the Civil Rights Act of 1964: The Consultant agrees to comply with all the requirements imposed by Title VI of the Civil Rights Act of 1964 (49 USC 2000D) and the regulations of the U.S. Department of Transportation issued thereunder in 49 CFR Part 21.

Equal Employment Opportunity: In connection with the performance of the contract, the Consultant shall not discriminate against any employee or applicant for employment because of race, color, age, creed, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

Cost Principles, Financial Management and Accounting System Requirements: Contract Cost Principles and Procedures, 48 CFR, Federal Acquisitions Regulation Systems (FAR), Chapter 1, Part 31.000 et seq., shall be used to determine the cost allow ability of individual items. The overhead rate shall be established by an audit by a cognizant government agency or independent CPA firm.

All firms submitting SOQs (prime consultants, joint ventures and subconsultants) must have internal control systems in place that meet Federal requirements for accounting. These systems must comply with requirements of 48 CFR 31, “Federal Acquisition Regulations, Contract Cost Principles and Procedures,” 23 CFR 172, “Administration of Negotiated Contracts”, and 49 CFR, Part 18, “Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments”.

A contract WILL NOT be awarded to a consultant without an adequate financial management and accounting system as required by 48 CFR Part 16.301-3, 49 CFR Part 18, and 48 CFR Part 31.

COST PROPOSAL

In order to assure that the City is able to acquire professional services based on the criteria set forth in the Brooks Act and Government Code 4526, the SOQ shall include the Consultant’s Specific Rates of Compensation for this contract. The Specific Rates of Compensation shall be provided on the attached Sample Cost Proposal Form 1 – Cost- Plus-Fixed Fee or Lump Sum or Firm Fixed Price Contracts On-call Contracts (Appendix D) and submitted in a separate sealed envelope from the SOQ. The Consultant’s Fixed Fees are confidential and shall remain sealed. Upon completion of the Consultant selection process, only the cost proposal from the selected Consultant shall be opened. All other (unopened) cost proposals shall be returned in accordance with Appendix B.

City of Coalinga Urban Forest Management Plan | RFQ 15

APPENDIX B: PROPOSAL EVALUATION

EVALUATION PROCESS

All submittals will be evaluated by the City Selection 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 SOQ’s shall be within the sole judgment and discretion of the Committee. All contacts during the evaluation phase shall be 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 submittal meeting the qualification requirements set forth in this RFQ. Proposers should bear in mind that any submittal 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 RFQ.

The selection process may 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. In the event that the City receives no more than one SOQ, the City may opt to not conduct an oral 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.

EVALUATION CRITERIA

SOQ’s 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 RFQ specifications. The approach has no probability of success. For mandatory requirement this score will result in disqualification of proposal.

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

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

Average

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

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

Excellent/Exceptional

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

APPENDIX B: PROPOSAL EVALUATION

City of Coalinga Urban Forest Management Plan | RFQ 16

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 15

4 Scope of Services to be Provided 15

5 Schedule of Work 10

6 Conflict of Interest Statement Pass/Fail

7 Local Presence 5

8 References 10

Subtotal: 75

No. Interview Evaluation Criteria Weight

9 Presentation by team 10

10 Q&A Response to panel questions 15

Subtotal: 25

Total: 100

COMPLETENESS OF RESPONSE (PASS/FAIL)

Responses to this RFQ must be complete. Responses that do not include the proposal content requirements identified within this RFQ 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.

QUALIFICATIONS & EXPERIENCE (20 POINTS)

Relevant experience, specific qualifications, and technical expertise of the firm and sub-consultants to conduct traffic engineering services on both federal and nonfederal-aid projects.

ORGANIZATION & APPROACH (15 POINTS)

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

2. Roles and Organization of Proposed Team

a. Proposes adequate and appropriate disciplines of project team.

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

City of Coalinga Urban Forest Management Plan | RFQ 17

c. Overall organization of the team is relevant to City of Coalinga needs.

3. Project and Management Approach

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

b. Team successfully addresses Site Planning and Programming efforts.

c. 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.

4. Roles of Key Individuals on the Team

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

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

5. Working Relationship with City of Coalinga.

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

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

c. Proposal responds to need to assist City of Coalinga during the project.

SCOPE OF SERVICES TO BE PROVIDED (15 POINTS)

1. Detailed Scope of Services to be Provided

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

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

2. Project Deliverables

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

3. Cost Control and Budgeting Methodology

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

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

SCHEDULE OF WORK (10 POINTS)

1. Schedule shows completion of the work.

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

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

RFQ.

CONFLICT OF INTEREST STATEMENT (PASS/FAIL)

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

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

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

REFERENCES (10 POINTS)

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

City of Coalinga Urban Forest Management Plan | RFQ 18

PRESENTATION BY TEAM (10 POINTS)

Team presentation conveying project understanding, communication skills, innovative ideas, critical issues and solutions. Points related to an oral interview will only available if an interview is deemed necessary.

Q&A RESPONSE TO PANEL QUESTIONS (10 POINTS)

Proposer provides responses to various interview panel questions. Points related to an oral interview will only available if an interview is deemed necessary.

City of Coalinga Urban Forest Management Plan | RFQ 19

APPENDIX C: SAMPLE AGREEMENT

This Agreement for Professional Services (“Agreement”) is made and entered into this [DAY] day of [MONTH YEAR], by and between the City of Coalinga, a Municipal Corporation (“City”), and [COMPANY] (“Provider”).

RECITALS

A. Provider represents to City that they are specially trained, experienced, licensed and competent to perform the services which will be required by this Agreement; and

B. Provider represents to City that they possess the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein.

C. City desires to retain Provider to render the services as set forth in this Agreement, as Exhibit B.

NOW THEREFORE, in consideration of the mutual covenants set forth herein for such other good and valuable consideration, the receipt and adequacy of which is hereby acknowledged, the parties hereto agree as follows:

1. Retention of Provider. Subject to the terms and conditions set forth herein, City retains Provider to perform the services identified in this Agreement, as an independent contractor and Provider hereby accepts this independent contractor appointment.

2. Scope of Services. The Provider shall perform professional services, in accordance with all the provisions of this Agreement. The Scope of Work is attached here to as Exhibit A. Provider estimates that at $[AMOUNT], they can provide the City with services. Provider shall correct any and all errors and/or omissions, which arise out of Provider’s negligence or intentional misconduct, in the performance of the Services and any documents resulting therefrom even though City has accepted said Services or documents. Provider shall make such corrections upon City’s request and at no cost or expense to City.

3. Time of Performance. This agreement shall remain in effect until [DATE]. Contract time of completion for individual projects will be agreed upon before assignment of each project to Provider. Services designated in the scope of work shall be completed on agreed date unless prior written approval for a time extension has been granted by Sean Brewer.

4. Compensation. Compensation to be paid to Provider shall be in accordance with the fee schedule, Exhibit A, subject to the Prevailing Wage Requirements which are available at the office of the Public Works Director.

An estimate for cost of services for each project shall be submitted to the Public Works Director before commencement of work. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to the City at the time of payment. An increase in the fee schedule will be allowed at the beginning of year three of this agreement and when the Prevailing Wage for services included in this agreement increases by the same amount approved for increase by the Department of Industrial Relations.

5. Method of Payment. Provider shall submit monthly billings to City describing the work performed during the preceding month. Provider’s bills shall include a brief description of the Services performed and the date the Services were performed the number of hours spent and by whom, and a description of any reimbursable expenditures. City shall pay Provider no later than 60 days after the date of submittal of a complete invoice for completed tasks and approval of the invoice by City staff.

6. Extra Work. At any time during the term of this Agreement, City may request that Provider perform Extra Work. As used herein, “Extra Work” means any work which is determined by City to be necessary for the proper completion of the Services, but which the parties did not include in the Scope of Work. Extra work will

APPENDIX C: SAMPLE AGREEMENT

City of Coalinga Urban Forest Management Plan | RFQ 20 be performed on an hourly basis under the Provider’s most current hourly fee schedule. Provider shall not perform, nor be compensated for Extra Work without written authorization from City.

7. Termination. This Agreement may be terminated by the City immediately and without notice for cause or by City without cause upon ten (10) days’ written notice of termination to Provider. Upon termination, Provider shall be entitled to compensation for Services performed up to the effective date of termination, unless this Agreement is terminated for cause, in which case, City may withhold compensation due Provider in order to reimburse City for any losses, damages or expenses caused by Provider’s default under this Agreement.

8. Equal Opportunity Employment. Provider represents that it is an equal opportunity employer and it shall not discriminate against any sub provider, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Provider shall also comply with all relevant provisions of City’s programs or guidelines currently in effect as identified and provided to Provider by City.

9. Insurance Requirements.

a. Provider, at Provider’s own cost and expense, shall procure and maintain, for the duration of this Agreement, the following insurance policies.

i. Workers Compensation Coverage. As required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with a limit of no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per accident for bodily injury or disease.

ii. General Liability Coverage. Insurance Services Office (ISO) Form CG 0001, including products and completed operations, with limits of no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per occurrence for bodily injury, personal injury, and property damage. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be TWO MILLION AND NO/100 DOLLARS ($2,000,000), twice the required occurrence limit.

iii. Automobile Liability Coverage. ISO Form Number CA 0001 covering any auto

(Code 1), with a limit no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per accident for bodily injury and property damage.

iv. Professional Liability Coverage. Contractor will maintain Professional Liability coverage with limits no less than ONE MILLION AND NO/100 DOLLARS ($1,000,000) per occurrence or claim, and TWO MILLION AND NO/100 DOLLARS ($2,000,000) policy aggregate.

If Provider maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by Provider.

Provider’s insurance policies shall be “occurrence” policies and not “claims-made” coverage except for Professional Liability Coverage.

Provider may maintain an Umbrella policy in conjunction with the insurance policies referenced above. In such case, Provider shall be deemed to have satisfied the insurance requirements of this contract as long as: (i) the coverage limits of the Umbrella policy and of the underlying liability policy(ies), when combined, satisfy each of the per occurrence and aggregate requirements identified in this subsection a.; and (ii) coverage under the Umbrella policy is as broad as and includes all incidents and events covered by the underlying insurance that it supplements.

Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require Provider to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. Alternatively, City of Coalinga Urban Forest Management Plan | RFQ 21 the City may require Provider to provide a financial guarantee satisfactory to the City guaranteeing payment of losses and related investigations, claim administration, and defense expenses within the retention.

The policies are to contain, or be endorsed to contain, the following provisions:

i. The City and its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL and automobile liability policies with respect to liability arising out of work or operations performed by or on behalf of Provider including materials, parts, or equipment furnished in connection with such work or operations; products used by Provider; or automobiles owned, leased, hired or…