City of Hanford Request for Qualifications On-Call Construction Management Services

CITY OF HANFORD

REQUEST FOR QUALIFICATIONS

No. 2027-06

ON-CALL CONSTRUCTION MANAGEMENT SERVICES

(3 YEAR CONTRACT)

SUBMITTAL DEADLINE:

AT OR BEFORE 2:00 P.M. LOCAL TIME ON

Wednesday, September 9, 2026

CITY OF HANFORD, CALIFORNIA

REQUEST FOR QUALIFICATIONS RFQ 2027-06

ON-CALL CONSTRUCTION MANAGEMENT SERVICES

PROPOSALS will be received electronically through BidNet Direct’s California Purchasing Group website below until 2:00 p.m. on Wednesday, September 9, 2026, for On-Call Construction Management Services, at which time they will be publicly opened digitally and posted for performing work in accordance with the Scope of Work for this project.

Proposer Teleconference: A non-mandatory, informational proposal teleconference has been scheduled for Wednesday, August 26, 2026 beginning at 10:00 a.m. To register for the teleconference, please email the attendee’s contact information to purchasing@hanfordca.gov and a link to the teleconference will be emailed to you. This meeting is an opportunity for interested proposers to ask questions regarding the project and the Request for Proposal requirements.

Contract documents may be obtained via download by registered users through the City’s BidNet website available at the following link: https://www.bidnetdirect.com/california/cityofhanford.

CONTRACT DURATION: The Consultant Agreement will have a performance period of three years, with the possibility of up to two additional one-year extensions by amendments. The contract shall not, in any case, exceed five years, including any amendments.

LICENSE REQUIREMENTS: Consultant is to be licensed in accordance with the California Business and Professions Code and possess current professional registration to perform work in the State of California. See section III for additional Department of Industrial Relations requirements applicable to this project.

CONTRACT BUDGET/NOT TO EXCEED AMOUNT: The total combined amount payable to the consultant for state and federally-funded projects shall not exceed $6,000,000 total for three years (up to $2,000,000 per year) without a signed amendment. Locally funded projects shall not count toward the total contract payable amount.

CONTRACT DOCUMENTS may be obtained via download by registered users through the City’s BidNet website available at the following link: https://www.bidnetdirect.com/california/cityofhanford.

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 of Hanford and Caltrans for any State or Federal contract requirements.

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

mailto:purchasing@hanford.city https://www.bidnetdirect.com/california/cityofhanford

PUBLIC WORKS CONTRACT: Notice is hereby given that this is a Public Works Project. Proposers must be registered with the California Department of Industrial Relations (DIR). In addition, consultants and subconsultants must be currently registered and qualified to perform public works pursuant to CLC section 1725.5 to be qualified to bid, be listed in a bid proposal, or perform any public work for the City. Proof of registration for each consultant and subconsultant is required to bid.

This project will be subject to all applicable State and Federal Wage Determinations for all trades. The wages are set forth in the General Prevailing Wage Rates for this project, available from the following websites:

http://www.dir.ca.gov.dlsr.PWD/index.htm and http://www.wdol.gov/dba.aspx#0.

Anticipated Trades for this contract include but are not limited to:

• Field Surveying/Inspection

• Construction Management

Consultants must comply with all State and Federal regulations applicable to this contract, including prevailing wages. Prevailing wages paid shall be the higher of the two agencies (State and Federal). Awarded contractor will be required to furnish electronic payroll records for project to the Labor Commissioner. The Contractor must ensure that employees and applicants for employment are not discriminated against because of their race, color, religion, sex or national origin.

USE OF SUBCONSULTANTS: The proposal may include subconsultants and should delineate the responsibilities of each of those participants within your proposal. However, the City will recognize the party legally signing the Bid Proposal as the prime consultant and contracting party, who as such, will assume ultimate responsibility for ensuring compliance with the specifications, terms and conditions of this request for qualifications.

THE CITY OF HANFORD AFFIRMATIVELY ENSURES that Minority Business Enterprises (MBE) and Disadvantaged Business Enterprises (DBE) will be afforded full opportunity to submit proposals in response to this notice. Individuals and/or entities submitting proposals to the City of Hanford 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 the 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.

The right is reserved by the city of Hanford to reject any or all proposals, to waive any irregularities or informalities not affected by law, to evaluate the proposals submitted and to award the contract according to the proposal which best serves the interest of 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.

http://www.dir.ca.gov.dlsr.pwd/index.htm http://www.wdol.gov/dba.aspx#0

TABLE OF CONTENTS

I. INTRODUCTION

A. Information B. City of Hanford Background C. Purpose, Objective, and Services Provided D. Timeline of Events

II. SCOPE OF WORK

A. Consultant Services B. City Responsibilities

III. SUBMITTAL REQUIREMENTS AND REQUIRED FEDERAL FORMS

A. Introductory Letter… B. Executive Summary

C. Consultant Information, Qualifications, and Experience D. Organization and Approach

E. Scope of Work…… F. Conflict of Interest Statement G. Litigation…………………………… H. Contract Agreement I. Federal Aid Provisions J. Cost Proposal…………………………………………………………………………….……….20 K. Escalation…………………………………………………………………………………….…..22 L. Required Federal Forms...………………………………………………………………….……22 M. Approval or Acceptance of Indirect Rates………………………………………………………23

IV. STATEMENT OF QUALIFICATIONS EVALUATION

A. Evaluation Process…………… B. Evaluation Critieria

V. EXAMINATION OF RFQ REQUIREMENTS

A. Withdrawal of Proposals B. Rejection of Proposals C. Award of Contract

VI. GENERAL CONDITIONS

A. Important Notice

B. Contracting Agency C. Legal Responsibilities D. Permits and Licenses E. Indemnification and Insurance F. Assignment of Contract G. Right to Require Performance H. Ethics in Public Contracting I. Russian Sanctions/Executive Order N-6-22 J. Equal Employment Opportunity K. Venue L. Protest Procedures M. Proprietary Information N. Incurring Costs

O. Cancellation Due to Unavailability of Funds P. Firearms Prohibited Q. Special Conditions…………………………………………………………………………….… 32

VII. Appendix A – Attachments.…………………………………………………………...……….…..34

1. Mini-RFP Example

2. Sample work order………

3. Forms to be submitted with Proposal……………………………….………………..……..….38-55

4. Sample Agreement………………………………………………………………...………………56

EXHIBITS (attached separately)

A. 10R: A&E Boilerplate Agreement Language B. LAPM Exhibit Forms

I. INTRODUCTION

A. INFORMATION

The City of Hanford is seeking qualified consulting firms to provide Construction Management (CM) services on an as-needed basis. The City intends to retain the services of up to four (4) consultants to perform construction management services for the City’s local, state, and federally funded projects for the duration of the agreement. The agreement shall extend for a three-year period, with the potential for two (2) one-year extensions. The response to this solicitation will be in the form of a Statement of Qualifications (SOQ).

It is the City’s intent to select up to four (4) consultants for these services. Based on the anticipated volume and variability of construction projects, selecting a limited number of firms ensures that each consultant receives a meaningful amount of work while maintaining competition and responsiveness.

The City recognizes that selecting too few firms may result in excessive workload and potential delays, while selecting too many firms may dilute work assignments and reduce efficiency.

Limiting the number of selected consultants will allow City staff and their contractors to establish effective working relationships with consultant teams, promoting consistency, efficiency, and quality across projects. Therefore, the City reserves the right to select up to four (4) consultants. The consultants selected will be those determined to be the most qualified based on the evaluation criteria outlined in this RFQ and who meet the minimum requirements. The City also reserves the right to select fewer than four (4) consultants if it is determined to be in the best interest of the City.

The selected consultants shall perform services on locally funded projects, as well as state and federally funded projects. The City of Hanford has adopted the procedures of the Caltrans Local Assistance Procedures Manual (LAPM) Chapter 10 – Consultant Selection for all applicable state and federally funded projects. When performing work on such projects, consultants shall comply with all applicable requirements of the Federal Highway Administration (FHWA), Caltrans, and the LAPM.

The total combined amount payable to any individual consultant for state and federally funded projects shall not exceed $6,000,000 over a three-year period (up to $2,000,000 per year) without a signed amendment. Locally funded projects shall not count toward this total. The Consultant Agreement will have a performance period of three (3) years, with the possibility of two (2) one-year extensions. Under no circumstances shall the total contract term exceed five (5) years, including any extensions.

All qualified firms interested in providing these services are invited to submit a Statement of Qualifications (SOQ). SOQs will be evaluated and ranked in accordance with the criteria set forth in the Statement of Qualifications Evaluation section of this RFQ.

B. CITY OF HANFORD BACKGROUND

Hanford is located West of State Highway 99 and along State Highway 198. The City’s population is approximately 60,000. The incorporated area covers approximately seventeen square miles. Hanford is the county seat of Kings County, located in the heart of California’s San Joaquin Valley between Stockton and Los Angeles. Agriculture is the predominant land use surrounding Hanford and is the leading contributor to the

City’s economy. Hanford 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.

As with many cities in the Central Valley, Hanford is experiencing extensive growth in commercial and private developments. The city has approximately 1500 new homes planned in the next 5 years.

C. PURPOSE, OBJECTIVE AND SERVICES PROVIDED

The City of Hanford seeks multiple experienced firms to contract with for a three-year period, with the option for two (2) additional one-year extensions. These firms will provide Construction Management (CM) services on an as-needed basis. The consultants selected will be responsible for providing a range of construction management, inspection, and related services as specified in this solicitation. All services shall be performed in accordance with the City of Hanford’s standards and specifications, as well as all applicable local, state, and federal regulations.

Consultants shall utilize City-approved software and systems for document control, reporting, and coordination.

Any required platforms will be identified in individual Work Orders.

It is important to note that this solicitation is not for a specific project. Rather, it is intended to establish a pool of qualified consultants to provide on-call services throughout the duration of the contract. Work will be assigned on an as-needed basis, and no guarantee is made regarding the amount or frequency of work. The services provided will depend on the City’s needs during the contract period.

The City of Hanford anticipates executing contracts with up to four (4) on-call Construction Management consultants. The City is seeking firms with demonstrated experience in managing public works construction projects, including transportation, utilities, facilities, and other capital improvement projects. Firms may provide full-service construction management or specialize in areas such as resident engineering, inspection, scheduling, cost estimating, labor compliance, or project controls.

These contracts will support projects funded through local, state, and federal sources. Work will be authorized through individual Work Orders. For federally and state-funded projects, Work Orders may be issued through a competitive mini-Request for Proposals (mini-RFP) process among the selected consultants (refer to Appendix A, Attachment 1 for details).

The City does not guarantee a specific number or dollar amount of projects that will be assigned to any consultant. The total compensation for all projects awarded to any one consultant for state and federally funded work shall not exceed $6,000,000 over the three-year agreement (up to $2,000,000 per year) without a formal amendment. Locally funded projects may be excluded from this cap at the City’s discretion. This structure is intended to manage workload distribution while maintaining flexibility to meet the City’s operational needs.

D. TIMELINE OF EVENTS

Event Date of Event

RFP Available to the public August 12, 2026

Informational Proposal Conference @ 10:00 a.m. via TEAMS August 26, 2026

Deadline for questions at 4:00 p.m. September 2, 2026

Proposal submittal deadline: due no later than 2:00 p.m. September 9, 2026

Interviews/Presentations with short-listed firms September 23, 2026

Award of Contract @ City Council Meeting

October 2026

Contract Begins

November 2026

II. SCOPE OF WORK

A. CONSULTANT SERVICES

The City of Hanford’s does not currently have an on-call Construction Management services contract, and the City is seeking to establish a new on-call contract to support upcoming projects. The City delivers a variety of Capital Improvement Projects (CIP) annually, some of which are funded through state and federal sources, in addition to coordinating with private development projects. Due to the volume of work, regulatory requirements, and limited staffing resources, the City contracts with qualified consultants to provide construction management and inspection services.

The selected consultant shall provide professional Construction Management (CM), inspection, and related technical services on an as-needed basis. Services shall support the delivery of public works construction projects and ensure compliance with applicable local, state, and federal requirements.

The scope of Construction Management services includes:

1. Construction Management Services Professional services related to the management, administration, and oversight of construction projects, including coordination between the City, contractors, designers, and stakeholders.

2. Construction Phase Support Services Services associated with the construction, alteration, or repair of public infrastructure and facilities, including schedule monitoring, cost control, contract administration, and documentation.

3. Inspection and Quality Assurance Services Field inspection, materials coordination, and quality assurance/quality control (QA/QC) services to ensure that construction work complies with approved plans, specifications, and applicable standards.

4. Project Management Support Services Project controls, reporting, coordination, and administrative support services. Consultants providing services in a management support role shall complete and submit Exhibit 10-U, “Consultant in Management Support Role Conflict of Interest and Confidentiality Statement,” with the SOQ, as required.

5. Resident Engineer Support Services Professional engineering and administrative support services provided to assist the Resident Engineer in the oversight and administration of construction projects. Services may include field coordination, documentation, contract administration, progress tracking, submittal and RFI coordination, pay estimate review, change management support, construction records management, meeting coordination, and other activities necessary to facilitate successful project delivery.

By contracting these services, the City of Hanford aims to maintain regulatory compliance, ensure project quality, and efficiently manage project delivery.

Specific activities may include, but are not limited to:

Pre-Construction Services

• Review of plans, specifications, and estimates for constructability, clarity, and completeness

• Value engineering and cost-saving recommendations

• Independent Opinion of Probable Construction Cost (OPCC)

• Review of project schedules and phasing plans

• Identification of potential risks and conflicts

• Assistance with permit coordination and agency requirements

Bidding Phase Services

• Assistance with preparation of bid documents and front-end specifications

• Participation in pre-bid meetings and site walks

• Coordination and response to bidder questions (RFIs)

• Review of addenda

• Bid analysis and recommendation of award

Construction Management & Administration

• Overall project management and coordination with City staff, contractors, and stakeholders

• Administration of construction contracts in accordance with City standards and applicable regulations

• Monitoring contractor compliance with plans, specifications, and contract requirements

• Coordination with utility companies, railroads, and other agencies

• Facilitation of weekly construction meetings and preparation of meeting minutes

Construction Inspection Services

• Provision of Resident Engineer (RE) and/or construction inspectors

• Daily inspection of construction activities

• Documentation of work performed through daily reports

• Verification of quantities for payment

• Identification and documentation of non-conforming work

• Coordination of materials testing and special inspections

Project Controls and Reporting

• Review and monitoring of contractor schedules (CPM)

• Tracking of project budget, expenditures, and forecasts

• Preparation of weekly and monthly progress reports

• Maintenance of project records, logs, and documentation systems

• Photo and video documentation of construction progress

Contract Administration Services

• Submittal review and tracking

• Request for Information (RFI) management

• Change order review, negotiation, and documentation

• Preparation and review of progress payment recommendations

• Claims analysis and dispute resolution support

Labor Compliance (as applicable)

• Monitoring of certified payroll submissions

• Verification of prevailing wage compliance

• Coordination with DIR requirements and reporting

• Documentation and reporting of labor compliance activities

Public Outreach and Coordination (as applicable)

• Coordination with local businesses and stakeholders

• Preparation of construction notices and updates

• Support for public meetings and community engagement efforts

Project Closeout Services

• Punch list development and tracking

• Verification of project completion

• Coordination of final inspections and acceptance

• Review of record drawings (as-builts)

• Compilation of final project documentation

The proposing consultant shall provide information about the services available from their firm, along with past experience and references for such work. The consultant shall only perform work for which they are qualified and that is assigned in an authorized work order. This contract does not guarantee that a work order will be issued.

Consultants may be required to team up and work with other preselected consultants to complete projects.

Consultants shall fully cooperate and share information.

LOCATION OF WORK

Projects will take place within the City of Hanford. Coordination with Kings County, Caltrans, BN&SF Railway, SJV Railway, Union Pacific Railways, Rail Pros, Irrigation Districts, Utilities, and other relevant agencies will be necessary. Fieldwork, which may include night work or operations in remote areas within the City of Hanford, may also be required.

REQUIRED SERVICES

All work performed under this contract will require approval by the City of Hanford Contract Administrator and will be issued through a Work Order.

For work performed with Federal and/or State dollars, a Mini RFP will be requested from the prequalified On-Call Consultants to identify and refine the scope of services. The Mini RFP’s will be evaluated based on qualifications and scope approach. The cost will be based on the specified rates identified in the AGREEMENT and shall be quoted on a “Fixed Fee” or a “Not to Exceed” fee, including indirect cost expenses, for the specific project and to establish the completion date. The costs rate shall be identified in the individual RFP’s.

For work performed with local dollars, a proposal shall be requested from the Consultant to identify and refine the scope of services prior to issuing the Work Orders. The Work 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 and shall be quoted on a “Fixed Fee” or “Not to Exceed” amount. The Contract Administrator shall confer and negotiate with the consultant to establish the maximum fee, including expenses, for the specific project and to refine the scope and establish the completion date.

Pursuant to an authorized Work Order, the Consultant shall include and provide construction management Services within the geographical jurisdiction of this Contract set forth in “Location of Work” section, and all necessary personnel, material, transportation, lodging, instrumentation, and the specialized facilities and equipment necessary to satisfy all appropriate agencies and required to ensure compliance 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 of Hanford standards.

The potential projects may vary in scope and size and may encompass any type of improvement for the transportation system, city buildings, and city development including, but not limited to those listed in scope of services. 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 Work Order.

The consultant shall only perform work that is assigned in an authorized Work Order and an award of a contract does not guarantee any Work Orders will be issued. Work shall not begin until the Work Order has been approved by the Contract Administrator.

GENERAL PERSONNEL REQUIREMENTS

The Consultant’s personnel shall be capable, competent, and experienced in performing the types of work required under this Contract with minimal supervision. Personnel skill levels shall be appropriate for the assigned classifications, as identified in the Consultant’s Cost Proposal and consistent with the complexity of the Work Order tasks. All personnel shall be knowledgeable of and comply with applicable Federal, State, and Local laws, regulations, and standards.

The Consultant shall designate a Contract Manager who shall serve as the primary point of contact for the City. The Contract Manager shall have a minimum of ten (10) years of demonstrated experience acceptable to the City in construction management (or related field), including construction means and methods, resident engineering, project management, contract administration, and coordination of materials testing and geotechnical services. The Contract Manager shall be employed by the Consultant or its Subconsultant at the time services are performed.

If a Work Order includes services that constitute the practice of engineering, land surveying, or architecture, such services shall be performed by or under the responsible charge of a professional licensed in the State of California, as required by law.

Other personnel, including but not limited to Resident Engineers, Inspectors, Office Engineers, field technicians, and laboratory personnel, shall meet the minimum qualifications required for the assigned Work Orders. The City’s prior written approval is required for all personnel not identified in the Consultant’s proposal or cost schedule prior to performing services under this Contract.

The Consultant shall be responsible for providing fully trained and qualified personnel to perform the work efficiently. The City may request specific training for Consultant personnel. When pre-approved by the City, compensation will be limited to actual labor time for training; all other associated costs, including travel and training fees, shall be the responsibility of the Consultant. Training of City staff is not included under this Contract unless specifically authorized.

For assignments requiring extended field presence, the Consultant shall make reasonable efforts to provide locally based personnel or relocate staff as appropriate to ensure continuity and efficiency.

Consultant personnel assigned to a Work Order shall remain assigned for the duration of that assignment unless otherwise approved by the City. Personnel shall be available at the initiation of each Work Order and throughout the duration of the assignment until completion and acceptance by the City.

For each Work Order, the Consultant shall identify proposed personnel, their roles, and their qualifications. The Consultant shall provide resumes and documentation of certifications for all proposed personnel upon request. Such information shall be submitted within one (2) weeks of the City’s request.

The City reserves the right to review and approve all personnel assigned to the Contract and may conduct interviews to verify qualifications and experience. The City’s decision regarding the acceptability of personnel shall be final.

The City shall evaluate the performance of Consultant personnel and the quality of work provided. The City reserves the right to require the removal and replacement of any personnel whose performance is determined to be unsatisfactory or who does not meet the required qualifications. Replacement personnel shall meet all Contract requirements and shall be subject to prior written approval by the City. Costs associated with unapproved personnel shall not be reimbursed.

The Consultant shall not remove or replace key personnel assigned to the Contract or to any Work Order without prior written approval from the City. Unauthorized personnel changes may be considered a breach of Contract and may result in termination.

Following approval of personnel for a Work Order, no substitutions or additions shall be made without prior written approval from the City.

1. Ensuring that deliverables are clearly defined, acceptance tested and that criteria are specific, measurable, attainable, realistic and time-bound; and that the deliverables satisfy the acceptance tests and criteria.

2. Supervising, reviewing, monitoring, training, and directing the Consultant’s and Sub-Consultants’ personnel.

3. Assigning qualified personnel to complete the required Work Order work as specified on an “as-needed” basis in coordination with the City Contract Manager.

4. Administering personnel actions for Consultant personnel and ensuring appropriate actions taken for Subconsultant personnel.

5. Maintaining and submitting organized project files for record tracking and auditing.

6. Developing, organizing, facilitating, and attending scheduled coordination meetings, and preparation and distribution of meeting minutes.

7. Implementing and maintaining quality control procedures to manage conflicts, insure product accuracy, and identify critical reviews and milestones.

8. Assuring that all applicable safety measures are in place.

9. Providing invoices in a timely manner and providing monthly Contract expenditures.

10. Reviewing invoices for accuracy and completion before billing to City.

11. Managing Subconsultants.

12. Managing overall budget for Contract and provide report to the City Contract Manager.

13. Monitoring and maintaining required DBE involvement.

14. Ensuring compliance with the provisions in this Contract and all specific Work Order requirements.

15. Monitor the health and safety of personnel working in a hazardous environment in accordance with all applicable Federal, State, and Local regulations.

16. Knowledge, experience, and familiarity with prevailing wage issues and requirements in State of

California.

17. Provide knowledge, experience, and familiarity Quality Control and Quality Assurance (QC/QA) for California Test Methods and laboratory.

18. Experience and capable in the review of the test reports within a reasonable time frame of the completion of the tests to avoid delay of the field construction operation.

DELIVERABLES

The Consultant shall provide the City with all deliverables identified in the applicable Work Order, including, but not limited to, reports, meeting minutes, schedules, inspection documentation, construction records, correspondence logs, pay estimate documentation, change order documentation, field reports, quality assurance/quality control (QA/QC) documentation, project status reports, and other construction management deliverables required for the successful administration of the project. Unless otherwise specified in the Work Order, all final deliverables shall be provided in both electronic and, where required, hard copy format. Deliverables requiring professional certification or approval shall bear the appropriate original signature and professional seal, as applicable. The Consultant shall maintain complete and organized project records throughout the duration of each assignment and shall provide all final project documentation, electronic files, databases, photographs, logs, and other relevant records to the City upon completion of the Work Order or upon request by the City. Additional deliverables, reporting requirements, file formats, and documentation standards may be established for individual projects and shall be identified in the applicable Work Order. All reports, documents, records, electronic files, photographs, databases, and other work products prepared under this Agreement shall become the property of the City of Hanford upon completion of the Work Order or payment for the services performed, whichever occurs first

SCHEDULE

Schedule of work shall be as agreed upon between the City of Hanford and Consultant in a Work Order for each project.

METHOD OF PAYMENT AND ESCALATION

Not to exceed contract amount:

The Consultant shall be paid based on the approved specific rates of compensation from the approved Cost Proposal (Exhibit 10H-2) and Fee Schedule in the Agreement. All prices, fees, and wages shall be firm against any increase for one (1) year after the acceptance of the Agreement by the City. For subsequent periods, it shall be the Consultants responsibility to 1) notify the City in advance of ANY changes in prices, and 2) submit a request for a rate increase. The City reserves the right to accept or reject the request for increases prior to the renewal option period. If the cost increase is approved, prices will remain firm for a minimum of one (1) year from the date of increase. Prevailing wage rates associated with Local, State, or Federal prevailing wages, shall be automatically increased and paid per the current posted prevailing wage rates required by law. Each individual Work Order shall state a maximum, Not to Exceed, total fee for the project. The project costs will be billed to the City at the hourly rates per this agreement, and total cost shall not be exceeded without an approved and executed change order between the City of Hanford and the Consultant.

Time and Materials:

Services shall be performed on a Time and Materials basis.

Work Orders based on a Fixed Fee shall be invoiced on a percent complete basis.

OTHER SERVICES

The Consultant may be requested to provide additional construction management, resident engineering, inspection, project controls, administrative, technical, or other professional services necessary to support the City in the delivery of public works, transportation, utility, facilities, and capital improvement projects on an as-needed basis. Such services may include specialized expertise or supplemental staffing not specifically identified elsewhere in this RFQ but determined by the City to be necessary for the successful completion of a project. Compensation for these services shall be based on the Consultant's approved schedule of rates and fees, as negotiated and authorized by the Contract Administrator through an approved Work Order.

GENERAL REQUIREMENTS

1. The Consultant shall begin the required work within two (2) working days after receiving a fully executed Work Order and the issuance of the Notice to Proceed (NTP) from the City Contract Manager to the Consultant Contract Manager or on the date specified in the Work Order. 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 City Contract Manager or City designee.

2. The work shall not be performed when conditions prevent a safe and efficient operation, and shall only be performed with written authorization by the City.

3. The Consultant Contract Manager may direct the Consultant’s employees to work overtime to meet Work Order schedules at the request of the City Contract Manager. All overtime shall be pre-approved by the City Contract Manager. Overtime shall be worked only when directed in writing by the City Contract Manager and specifically required by the Work Order, and shall only be paid to persons covered by the Fair Labor Standards Act.

4. All Consultant personnel are required to sign a confidentiality and nondisclosure agreement.

The City of Hanford shall not reimburse the Consultant for costs to relocate its personnel to the service area of this Contract, nor shall the City pay for travel time to the work location. The City shall not reimburse the Consultant for per diem costs, unless preapproved by the City Contract Manager. The City shall not reimburse the Consultant for out-of-state travel without prior written approval from the City Contract Manager.

The City of Hanford shall not incur costs beyond the funding commitments in the Contract and each Work Order.

If the Consultant anticipates that funding for work will be insufficient to complete work, the Consultant shall promptly notify the City Contract Manager. Costs beyond the approved Work Order Not to Exceed amount shall not be paid without an executed Change Order between the City of Hanford and the Consultant.

The Consultant may claim reimbursement for providing equipment or supplies. However, such claimed costs shall be in compliance with 48 Code of Federal Regulation (CFR), Chapter 1, Part 31 (Federal Acquisition Regulation - FAR cost principles) and 2 CFR, Part 200, and be consistent with the Consultant's company-wide allocation policies and charging practices with all clients including federal government, state governments, local agencies, and private clients.

The Consultant shall have and provide adequate office equipment and supplies to complete the work required by this Contract. Such equipment and supplies shall include, but not be limited to, the following:

a. Office Supplies.

b. Computers with appropriate software, printers, plotters, fax machines, calculators, data collectors and their necessary attachments and accessories.

c. Minimum version 2018 AutoCAD Civil3D (and/or other Autodesk products)

d. BlueBeam

e. Data processing systems, software packages, reference materials, or other tools, including hardware and software, used in providing transportation engineering deliverables. This includes, but not be limited to, the following:

i. Microsoft Office Software (including, but not limited to, Word, Excel, PowerPoint, MSProjects, etc.).

ii. Adobe Acrobat Professional version 5 or later.

iii. Recording test data.

iv. Calculating test results.

The Consultant shall provide all necessary tools, instruments, equipment, materials, supplies, and safety equipment required to perform the work identified in each Work Order and this Contract accurately, efficiently, and safely.

The Consultant’s personnel shall be fully trained in the use of such necessary tools, instruments, equipment, materials, supplies, and safety equipment. The Consultant shall not be reimbursed separately for tools of the trade, which may include, but not be limited to, the above-mentioned equipment.

If the Consultant fails to submit the required analytical results, plans, designs, specifications, estimates, notes, calculations, analysis, reports, graphics, drawings, visual simulations, studies, product, data, manuals, details, deliverables, backup documents, other documents, and other items required by this Contract and any approved Work Order, the City shall have the right to withhold payment and/or terminate this Contract in accordance with the termination provisions of this Contract. If the Contract is terminated, the Consultant shall, at the City’s request, return all materials to the City that were recovered or developed by the Consultant under the Contract including, but not limited to, photos, field notes, computer data files, maps, artifact collections, catalogs, analytical results, plans, designs, specifications, estimates, notes, calculations, analysis, reports, graphics, drawings, visual simulations, studies, product, data, manuals, details, deliverables, backup documents, other documents, and other items required by this Contract.

MATERIALS TO BE PROVIDED BY THE CONSULTANT

Unless otherwise specified in this Agreement or the applicable Work Order, the Consultant shall furnish all personnel, equipment, materials, software, transportation, communications equipment, office supplies, safety equipment, and other resources necessary to perform the required services in accordance with the approved Work Order, schedule, and applicable standards.

The City of Hanford shall not compensate the Consultant for work or deliverables that fail to conform to the requirements of this Agreement or the applicable Work Order. Any deficient or nonconforming work shall be corrected by the Consultant at its sole expense and at no additional cost to the City.

All project records, reports, field documentation, inspection records, photographs, correspondence, meeting minutes, schedules, cost records, databases, electronic files, and other work products prepared or obtained by the Consultant in connection with services performed under this Agreement shall become the property of the City of Hanford. Upon completion of each Work Order, or upon request by the City, the Consultant shall provide all applicable project records and electronic files in formats acceptable to the City.

STATE & LOCAL REQUIREMENTS

The successful Proposer shall obtain the following permits necessary for any City projects requiring services listed within this RFP:

A. City of Hanford

1. Business License

a. Proposer and all Subcontractors performing work under this project shall be required to secure and maintain a current City Business License during work on any part of the project.

B. State Water Resources Control Board (SWRCB)

1. Projects disturbing soil area (DSA) less than 1 acre; are not subject to SWRCB General Construction Permit requirements. No SWPPP or WPCP will be required on such projects.

Pursuant to Labor Code section 1771.4, all Proposers are hereby notified that this project is subject to compliance monitoring and enforcement by the Department of Industrial Relations for any field work performed.

B. CITY RESPONSIBILITIES

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

2. Provide first-line supervision and ongoing project management to the consultant.

3. Provide a lead "City Representative", who will represent the City and who will work with the Vendor in conducting the provisions of the RFP. The City representative shall communicate with the Consultant to will provide the following services:

A. Provide information consisting of relevant materials and reports from the City’s files and databases for the purpose of minimizing background research costs charged by the consultant.

B. Examine documents submitted to the City by developers and render timely decisions pertaining thereto.

C. Give prompt consideration and responses to all matters submitted by the Consultant for approval to the end that there will be no substantial delays in the developer's program of work.

D. Process invoices submitted.

E. Provide Consultant with information, maps, and other documentation necessary for completion of consultant’s work.

F. Function as coordinator between Consultant and other City representatives.

G. Actively participate with the Consultant in presentation of material in all public forums, workshops, meetings, and hearings.

H. Provide the City Attorney with legal review.

I. Prepare and distribute project notices, including any such notices applicable with City project. Project noticing will include legal advertisements, mailed notices to interested persons, and news blasts through City maintained media.

III. SUBMITTAL REQUIREMENTS AND REQUIRED FEDERAL FORMS

The following are proposal requirements. Respondents are requested to organize their proposal into sections with tabs corresponding to the listed selection criteria as follows. A screening committee will evaluate the completeness of the response to the RFQ.

The procedure to enable download and upload of documents at City’s Bidnet Website, copy and paste the provided URL link https://www.bidnetdirect.com/california/cityofhanford into your internet browser to visit the City of Hanford proposal online Website. Click the “Register Now” tab and as the process begins, select California Purchasing Group, Limited Package (no fee required), enter your basic company information, Advance Profile select (not now); after registration completion, anticipate a Bidnet email notice to activate your company’s newly registered account. If further assistance is needed, contact Bidnet Vendor Support at 1-800-835-4603, Option 2 to receive assistance for all issues and questions.

These guidelines are provided for standardizing the preparation and submission of Statement of Qualifications (SOQ’s) by all Consultants. The intent of these guidelines is to assist Consultants in preparation of their qualifications, 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:

A. INTRODUCTORY LETTER

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

Attn.: Jaklin Hart, Associate Engineer City of Hanford Utilities and Engineering Department 900 S. 10th Avenue Hanford, CA 93230

The letter shall be on the consultants letterhead and include the consultant’s contact name, mailing address, telephone 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 issued addendums received must be acknowledged in the transmittal letter.

B. EXECUTIVE SUMMARY

The Executive Summary shall include your company overview, your company’s short-term and long-term goals, information on your services, sales targets, expense budgets, marketing plan, and a list including each member of your management team.

C. CONSULTANT INFORMATION, QUALIFICATIONS, AND EXPERIENCE

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

1. Contracting agency

2. Contracting agency Project Manager

3. Contracting agency contact information

4. Contract amount

5. Funding source

6. Date of contract

7. Date of completion

8. Consultant Project Manager and contact information

9. Project Objective

10. Project Description

11. Project Outcome

D. ORGANIZATION AND APPROACH

1. Describe the roles and organization of your proposed team for this contract. Indicate the composition of subconsultants, if used, and the number of project staff, facilities available, and experience of your team as it relates to potential projects.

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

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

4. If proposing for potential Consultant in Management Position, describe your construction project management approach and services. In addition, fill out form 10-U: Consultant in Management Position Conflict of Interest Statement.

E. SCOPE OF WORK

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

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

3. Describe your cost control and budgeting methodology for projects.

F. 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 listed in this Scope of Work 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 work orders on the contract. Consultants shall not be permitted to plan check any products submitted by the consultant for the City to review.

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 listed in this Scope of Work.

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 or design contractor on any of the Department’s projects listed in this Scope of Work. 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 work order, the Consultant must immediately notify the City Contract Manager regarding the conflicts of interest. The City Contract Manager may terminate the Work Order involving the conflict of interest and the City may obtain the conflicted services in any way allowed by law. Failure by the Consultant to notify City Contract Manager may be grounds for termination of the contract.

Some examples of conflict of interest are the following:

1. Providing services to construction contractor’s, subcontractors, owners, developers, fabricators, equipment installers, material suppliers and other firms associated with the projects listed in the Contract can be a potential conflict of interest when such contractor teams are identified.

G. 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.

H. CONTRACT AGREEMENT

Indicate if the proposing Consultant has any issues or needed changes to the proposed contract agreement included as Appendix “A”, Attachment 2, “Sample On-Call Construction Management Services Consultant Contract Agreement”.

The Consultant shall provide a brief statement affirming that the SOQ 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…