Bid Notice.pdf

RFP# 26-27-02 Page 1 of 46 Engineering Design Services for Public Building Parking Lot Improvements – Phase 2 Project

REQUEST FOR PROPOSALS

Engineering Design Services for

Public Building Parking Lot Improvements - Phase 2 Project

RFP No. 26-27-02

RFP release date: September 3, 2026

Procurement Contact Information:

Jungwoon Park Associate Engineer Department of Public Works, Design Division 1500 Warburton Avenue Santa Clara, CA 95050 Tel: (408) 615-3019 Email: jpark@SantaClaraCA.gov

Deadline for questions and objections: September 23, 2026 at 3:00 PM PT

Proposal due date/time/location: October 9, 2026 at 3:00 PM PT

RFP# 26-27-02 Page 2 of 46

TABLE OF CONTENTS

1 INTRODUCTION

2 OBJECTIVE OF THE RFP

3 TERM OF THE AGREEMENT

4 PROJECT SCHEDULE

5 COMPLETE RFP

6 PROCUREMENT TIMELINE

7 PROCUREMENT CONTACT

8 MANDATORY PRE-PROPOSAL CONFERENCE

9 HOW TO OBTAIN THIS RFP

10 PROCEDURE FOR SUBMITTING QUESTIONS

11 OBJECTIONS

12 DELIVERY OF PROPOSALS

13 PROPOSAL CONTENT

14 LATE PROPOSALS

15 SELECTION PROCESS AND EVALUATION CRITERIA

16 BASIS OF AWARD

17 PROTESTS

18 COLLUSION

19 GROUNDS FOR DISQUALIFICATION

20 NON-CONFORMING PROPOSAL

21 GRATUITIES

22 GENERAL INFORMATION

23 RIGHTS OF THE CITY OF SANTA CLARA

24 PUBLIC NATURE OF PROPOSAL MATERIAL

25 PREVAILING WAGE REQUIREMENTS

26 INSURANCE REQUIREMENTS

27 STATEMENT OF ECONOMIC INTERESTS

28 E-BUILDER IMPLEMENTATION REQUIREMENTS

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1 INTRODUCTION

The Public Works Department – Engineering, Design Division of the City of Santa Clara (City) is seeking proposals from qualified firms to provide engineering design services to prepare bid documents (plans, specifications, and engineer’s estimate - PS&E) for public works bidding of the Public Building Parking Lot Improvements – Phase 2 Project (Project). The requested engineering design services include preliminary engineering, preparation of construction bid documents, bidding and award support, and construction support. Further information regarding the proposed scope of services, as well as background information, is provided in Attachment A, Scope of Services.

The City’s anticipated cost for the Project is approximately $1.5 million, including design, construction, and miscellaneous costs. Budgets are subject to change based upon appropriations by the City Council and the City’s needs, but Proposers may assume the above Project cost for the purpose of this RFP.

This RFP shall also serve as establishing qualifications, and as prequalification, for additional services, agreements, or projects, of similar nature at the City’s discretion within the next five (5) year period following the release date of this solicitation. The City reserves the right to award additional or subsequent agreement(s) to any, none, or all of the Proposers based upon the information provided by Proposers in response to this solicitation.

2 OBJECTIVE OF THE RFP

The purpose of this solicitation is to select and enter into a professional services agreement with a qualified firm to provide design professional services to prepare the design and construction bid documents for the Public Building Parking Lot Improvements – Phase 2 Project.

This RFP shall also serve as establishing qualifications for City to evaluate, select and enter into design professional services agreement(s) for services for projects or activities of similar nature within the next five (5) year period following the release date of this solicitation, at the City’s discretion.

3 TERM OF THE AGREEMENT

The specific term (i.e. begin and end dates) for the agreement will be negotiated with the selected Proposer as needed to address the time necessary to complete the Scope of Services and to be consistent with the Proposer’s and Project schedules. The City anticipates that the duration of the agreement may be up to six (6) years to accommodate the design, construction, and post-construction phases of the Project.

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4 PROJECT SCHEDULE

The City has tentatively budgeted funding for the design phase of the project in FY 2026/27 and funding for the construction phase of the project in FY 2027/28. The City desires to prosecute the project as expeditiously as possible. The City therefore anticipates the following schedule and anticipated key project milestones:

• Design Consultant Notice-to-Proceed (NTP) By: January 2027

• Complete Final Bid Documents By: October 2027

• Construction Bidding & Award Complete By: February 2028

• Construction Start By: April 2028

The above milestones are for informational purposes only to inform the proposers of the City’s anticipated project schedule. The proposer shall submit their own proposed project schedule as described elsewhere in this RFP which will be considered as part of the evaluation criteria. Proposers are encouraged to provide a proposed project schedule that meets or advances City’s anticipated schedule.

5 COMPLETE RFP

The following table lists and briefly describes the additional attachments that comprise the entire document.

Attachment Title

A Scope of Services

B Cost Proposal

C Customer Reference Worksheet

D Proposer Certification Form

E Exemplar Agreement (including insurance requirements and Labor Compliance Addendum)

F Procurement and Contract Process Integrity and Conflict of Interest Guidelines

G Project Location Map

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6 PROCUREMENT TIMELINE

Below are estimated milestones for this procurement; however, the schedule may change at the discretion of the City.

RFP released on BidNet Direct September 4, 2026

Deadline for Questions and Objections September 23, 2026 at 3 PM PT

Proposals Due October 9, 2026 at 3 PM PT

Evaluation of Proposals Complete by November 6, 2026

Interviews (if deemed necessary)* Week of November 9, 2026

Identification of Highest Ranked Proposer* Week of November 16, 2026

Agreement Negotiation and Finalization* Complete by December 7, 2026

City issues Award Recommendation* Complete by December 14, 2026

Contract Award* January 25, 2027

Notice to Proceed* February 8, 2027

The City reserves the right to add, remove or combine steps in the preceding timeline, and/or compress or extend the timeline as the City, in its sole discretion, sees fit. Items denoted with an asterisk (*) are tentative and subject to change

7 PROCUREMENT CONTACT

Contact Jungwoon Park

Phone Number (408) 615-3019

Address Public Works Department City of Santa Clara 1500 Warburton Avenue Santa Clara, CA 95054

Email jpark@santaclaraca.gov

8 MANDATORY PRE-PROPOSAL CONFERENCE

There is no pre-proposal conference for this requirement.

There is a non-mandatory pre-proposal conference for this requirement.

The non-mandatory pre-proposal conference will be held as follows:

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Date & Time: Monday, September 14, at 10:00 am Location: At the Public Parking Lot located at 1505 Warburton Avenue Santa Clara, CA 95050

There is a mandatory pre-proposal conference for this requirement.

9 HOW TO OBTAIN THIS RFP

9.1 This RFP may be downloaded from the Bidnet Direct e-Procurement system located at www.BidnetDirect.com. Respondents can also find a link at the City of Santa Clara website at www.santaclaraca.gov. At either website, follow the links to register for this online service. You may register for free either online or emailing Bidnet Direct Vendor Support at support@bidnet.com and telling the support representative that you are registering for City of Santa Clara bids.

9.2 All addenda and notices related to this procurement will be posted by the City on Bidnet Direct. In the event that this RFP is obtained through any means other than Bidnet Direct, the City will not be responsible for the completeness, accuracy, or timeliness of the final RFP document.

10 PROCEDURE FOR SUBMITTING QUESTIONS

Questions pertaining to this RFP should be submitted via Bidnet Direct. Please submit all questions by the deadline indicated in Section 6, “Procurement Timeline”. The City will provide a written response to all pertinent questions in the form of an Addendum.

Questions answered on Bidnet Direct shall be considered addenda to the RFP.

11 OBJECTIONS

Any objections as to the structure, content or distribution of this RFP must be submitted in writing to the procurement contact prior to the submission deadline for Questions and Objections. Objections must be as specific as possible, and identify the RFP section number and title, as well as a description and rationale for the objection.

12 DELIVERY OF PROPOSALS

12.1 Proposers must respond to this RFP by the due date and time listed in Section 6, “Procurement Timeline”.

12.2 The proposal must be in Times New Roman, Arial or similar, easily readable font. The size of the font cannot be any smaller than 11 and margins should be 1 inch or wider. There is no limit or maximum number of pages set for any of the

RFP# 26-27-02 Page 7 of 46 sections of the proposal; however, it is recommended to limit the total number of pages for the proposal to 20 pages, not including the Scope of Services section.

Proposers are encouraged to include only the information which is essential to an understanding and evaluation of the proposal, and should avoid generalized brochures, marketing materials, etc.

12.3 All proposals shall be submitted electronically through BidNet Direct.

The proposals shall include the following:

12.3.1 One pdf copy of the Proposal. Title the pdf “Proposal for Public Building Parking Lot Improvements – Phase 2 Project”

12.3.2 One pdf copy of the Cost Proposal. Title the pdf “Cost Proposal for Public Building Parking Lot Improvements – Phase 2 Project”.

It is the responsibility of Consultant to verify that the Proposal has been successfully received by the City.

13 PROPOSAL CONTENT

In order to expedite the evaluation process, each Proposal shall be organized in accordance with this section. Proposals that do not follow the specified format outlined below, or fail to provide the required documentation, may receive lower scores. In the event of any conflict between any of the Proposal documents, resolution thereof shall be in the City’s sole discretion. Proposals shall include the following information in the format indicated.

13.1 LETTER OF TRANSMITTAL / COMPANY PROFILE

13.1.1 Identify your firm and the proposal package being submitted. Include the following information.

13.1.2 Name, title, address, telephone number, and email address of the individual authorized to contractually bind the firm and be signed by the authorized individual. Also include the name and email address of the contact person for this RFP, if different.

13.1.3 Company profile: the company information, including years in business, names previously used, and other company affiliations; description of any anticipated changes of ownership or control of the company; mailing address of the Proposer’s principal place of business; mailing address of the office or offices in which the Project team will be located; number of permanent employees of the firm and of the office(s) from which the

RFP# 26-27-02 Page 8 of 46 work will be performed; and other general information that is deemed significant enough to be highlighted.

13.1.4 Address any pending or current litigation related to services provided by your firm, and any terminated contracts within the past five years with an explanation of the reasons for termination.

13.2 EXECUTIVE SUMMARY

Please include an executive summary that demonstrates your understanding of the Project, and how you will meet the Project schedule, goals, and objectives.

13.3 STATEMENT OF QUALIFICATIONS

Provide a detailed narrative demonstrating your expertise, capacity, experience, and approach to performing the work described in this RFP.

13.4 PROPOSED PROJECT TEAM

13.4.1 Provide the names, background information, and relevant experience of key staff that will be assigned to this Project. Provide the proposed Project management structure and identify the roles of each key staff proposed to be assigned to this Project, and the availability of the key staff.

13.4.2 Submit résumés for the Project Manager and technical lead(s).

13.4.3 If Proposer anticipates utilizing any subconsultant(s) to provide services under the contract, provide the name of the subconsultant, a description of the services that the subconsultant will perform, and a description of the subconsultant’s experience in performing the services.

13.4.4 The proposal shall clearly identify which services will be completed by the Proposer, and which services will be completed by subconsultants to the Proposer.

13.5 PROJECT APPROACH / PLAN

Provide a description of the plan and approach you will take to complete the Scope of Services. The Scope of Services provided in Attachment A is the anticipated Scope of Services necessary to meet the City’s objectives for the Project. The Proposer shall review the Scope of Services provided in Attachment A and the Proposer may include their own proposed Scope of Services that adds, deletes, or modifies services that the proposer deems necessary to meet the Project objectives. The Proposer’s edited Scope of Services shall be included in this Project Approach Section of their proposal or as an attachment to the Proposal.

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13.6 SCHEDULE

Provide the Project timeline for completing the Project including a start date, key milestone dates, and completion date. The Proposer is encouraged to reference significant tasks and schedules identified in Attachment A, Scope of Services.

13.7 COST PROPOSAL

Proposer shall submit a Cost Proposal according to the instructions included in Attachment B.

13.8 REQUIRED ATTACHMENTS

13.8.1 The following attachments must be completed and submitted with your proposal:

• Attachment B, Cost Proposal

• Attachment C, Customer Reference Worksheets—Provide three (3) client references. Complete the form providing a description of the work performed for the referenced customer as it relates to the work described in this RFP. Copy the form as appropriate to provide the required number of references

• Attachment D, Proposer Certification Form

• Attachment E, Exemplar Agreement - Proposer shall note any exceptions to the terms and conditions of the Exemplar Agreement.

If there are no exceptions, please return the first page of the Exemplar Agreement marked “No Exceptions”. Please note that any proposed exceptions will be reviewed by the City’s Attorney’s Office after selection of the highest ranked proposer during contract negotiations for approval or denial. Exceptions are strongly discouraged and may result in an unsuccessful negotiation if not accepted by the City Attorney’s Office. Excessive exceptions proposed may also result in lower proposal scores, or disqualification of proposal, in the sole discretion of the City.

14 LATE PROPOSALS

Late proposals shall be rejected and returned to the Proposer. This deadline is absolute, and proposals received after the due date and time shall not be considered. Proposers must select a method of delivery that ensures proposals will be delivered to the correct location by the due date and time.

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15 SELECTION PROCESS AND EVALUATION CRITERIA

15.1 PROPOSAL REVIEW AND EVALUATION

15.1.1 Proposals will be evaluated against the general criteria and weighted scores will be applied as described below in Section 15.4.

15.1.2 The City may seek written clarification from any or all proposers to better understand and evaluate the proposed solution. This process may not be used as an opportunity to submit missing documentation or to make substantive revisions to the original proposal.

15.1.3 The City reserves the right to rely on information from sources other than the information provided by the respondents.

15.2 COST PROPOSAL REVIEW AND EVALUATION

The Proposer’s cost proposal will not be considered in the selection process, and the selection of the highest ranked proposer will be based upon the evaluation criteria set forth in section 15.4, Evaluation Criteria. Upon selection of the highest ranked proposer, the highest ranked proposer’s cost proposal will be opened to begin negotiations. The goal of the negotiations will be to agree on a final agreement that delivers the City’s objective and a fair and reasonable cost to the City. If agreement cannot be reached, negotiations will be terminated and the City will proceed to negotiate with the next ranked consultant, and so on.

15.3 PRESENTATIONS / ORAL INTERVIEWS

Finalists (proposals determined to have scored in the competitive range) may be invited to present oral presentations for the purpose of introducing key members of the Project team and allowing the City to fully understand the Proposer’s ability to meet the evaluation criteria. Oral presentations will not be scored separately.

Instead, the City may modify proposal scores and resulting rankings based on the oral presentation.

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15.4 EVALUATION CRITERIA

Criteria Weight

Proposal Responsiveness Pass/Fail

Qualifications of Firm 20%

Qualifications of Key Staff and Availability 35%

Project Approach 30%

Project Schedule and Completion Date 15%

Total 100%

16 BASIS OF AWARD

16.1 Award will be based on the overall highest ranked proposer.

16.2 Should the selected proposer fail to provide post award documents as required, the City, in its sole discretion, may withdraw the award recommendation, and select the next highest ranked proposer for award.

16.3 The City reserves the right to accept an offer in-full, or in-part, or to reject all offers.

17 PROTESTS

17.1 If an unsuccessful Proposer wants to dispute the award recommendation, the Protest must be submitted in writing to the contact listed below no later than ten

(10) calendar days after announcement of the successful Proposer, detailing the grounds, factual basis and providing all supporting information. Protests will not be considered for disputes of proposal requirements and specifications, which must be addressed in accordance with Sections 11 and 11. Failure to submit a timely written Protest to the contact listed below will bar consideration of the Protest.

17.2 The address for submitting protests is:

Email: engineering@santaclaraca.gov Public Works Department – Design Division Attention: Principal Engineer 1500 Warburton Avenue Santa Clara, CA 95050

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18 COLLUSION

By submitting a proposal, each Proposer represents and warrants that its proposal is genuine and made in the interest of or on behalf of any person named therein; that the Proposer has not directly induced or solicited any other person to submit a sham proposal or any other person to refrain from submitting a proposal; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a proposal.

19 GROUNDS FOR DISQUALIFICATION

All Proposers are expected to have read and understand Attachment F, Procurement and Contract Process Integrity and Conflict of Interest. Factors, such as, but not limited to, any of the following, may disqualify a proposal without further consideration:

19.1 Evidence of collusion, directly or indirectly, among Proposers in regard to the amount, terms or conditions of this proposal.

19.2 Any attempt to improperly influence any member of the evaluation team.

19.3 Existence of any lawsuit, unresolved contractual claim or dispute between Proposer and the City.

19.4 Evidence of incorrect information submitted as part of the proposal.

19.5 Evidence of Proposer’s inability to successfully complete the responsibilities and obligations of the proposal.

19.6 Proposer’s default under any previous agreement with the City.

20 NON-CONFORMING PROPOSAL

A proposal shall be prepared and submitted in accordance with the provisions of these RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non-acceptance of the proposal, at the sole discretion of the City.

21 GRATUITIES

No person shall offer, give or agree to give any the City employee any gratuity, discount or offer of employment in connection with the award of contract by the City. No City employee shall solicit, demand, accept or agree to accept from any other person a gratuity, discount or offer of employment in connection with the City contract.

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22 GENERAL INFORMATION

22.1 The successful Proposer will be required to enter into an agreement with terms and conditions in substantial conformity with Attachment E of this RFP.

22.2 All costs associated with responding to this request are to be borne by the Proposer.

22.3 It is the City’s policy that the selected firm shall not discriminate, in any way, against any person on the basis of race, sex, color, religion, religious creed, national origin, ancestry, age, gender, marital status, physical disability, mental disability, medical condition, genetic information, sexual orientation, gender expression, gender identity, military and veteran status, or ethnic background, in violation of federal, state or local law, in connection with or related to the performance of the City contracts.

23 RIGHTS OF THE CITY OF SANTA CLARA

23.1 This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in the preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:

23.1.1 Accept an offer in full, or in part, or to reject all offers.

23.1.2 Make the selection based on its sole discretion.

23.1.3 Reject any and all proposals.

23.1.4 Issue subsequent Requests for Proposals.

23.1.5 Postpone opening proposals for any reason.

23.1.6 Remedy errors in the Request for Proposals process.

23.1.7 Approve or disapprove the use of particular subconsultants.

23.1.8 Negotiate with any, all or none of the Proposers.

23.1.9 Accept other than the lowest offer.

23.1.10 Waive informalities and irregularities in the Proposals.

23.1.11 Enter into an agreement with another Proposer in the event the originally selected Proposer defaults or fails to execute an agreement with the City.

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23.1.12 An agreement shall not be binding or valid with the City unless and until it is approved by the City Council, if so required, and executed by authorized representatives of the City and of the Proposer.

23.1.13 Accept, reject, or require modifications to subconsultants listed or proposed for use for the project.

23.1.14 Award additional or subsequent agreement(s) to any, none, or all of the Proposers based upon the information provided by Proposers in response to this solicitation for additional services, agreements, or projects requiring similar services at the City’s discretion within the next five (5) year period following the release date of this solicitation.

24 PUBLIC NATURE OF PROPOSAL MATERIAL

24.1 Responses to this RFP become the exclusive property of the City. At such time as the City awards a contract, all proposals received in response to this RFP become a matter of public record and shall be regarded as public records, with the exception of those elements in each proposal which are defined by the Proposer as business or trade secrets and plainly marked as “Confidential,” “Trade Secret,” or “Proprietary.” The City shall not in any way be liable or responsible for the disclosure of any such proposal or portions thereof, if they are not plainly marked as “Confidential,” “Trade Secret,” or “Proprietary,” or if disclosure, in the City’s sole discretion, is required under the California Public Records Act as addressed below. Any proposal which contains language purporting to render all or significant portions of the proposal “Confidential,” “Trade Secret,” or “Proprietary” shall be regarded as non-responsive.

24.2 Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may determine, in its sole discretion, that the information that a Proposer submits is not a trade secret. If a request is made for information marked “Confidential,” “Trade Secret,” or “Proprietary,” the City shall provide the Proposer who submitted the information reasonable notice to allow the Proposer to seek protection from disclosure by a court of competent jurisdiction, at the Proposer's sole expense. If Proposer takes no such action after receiving the foregoing notice from the City, the City shall comply with the records request and is not required to defend against it.

25 PREVAILING WAGE REQUIREMENTS

25.1 Use of contractors, and all applicable subcontractors which are required to pay prevailing wages, requires registration with the State of California, Department of Industrial Relations (DIR) through the Public Works Contractor Registration Program (PWC Registration) before bidding, being awarded, or performing work on public works projects in California. The Proposer and any subconsultants

RFP# 26-27-02 Page 15 of 46 included in the proposal shall be registered with the DIR prior to submitting its proposal if its proposal includes providing services subject to prevailing wages.

This includes those performing surveying work, material testing, inspection, trucking, boring, potholing, concrete deliveries and temporary service companies who provide workers to prevailing wage contractors. The proposer may be deemed non-responsive if not registered as noted.

25.2 The City has determined that the services described in this solicitation constitute a “Public Work”, and are subject to the payment of not less than prevailing wages under California Labor Code Section 1770 et seq. The Director of the Department of Industrial Relations has ascertained the general prevailing rate of per diem wages and the rates for overtime and holiday work in the locality in which the services are to be performed for each craft, classification or type of worker needed to perform the services under the contract. Copies are on file with and available upon request from the Office of the Clerk of the Board of Supervisors or at http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm.

25.2.1 The following work is anticipated by the City to potentially become performed during the course of services under the agreement and would be subject to prevailing wage requirements. If the Proposer proposes to perform the work or subconsultants to perform this work, or any other work subject to prevailing wage requirements, it and applicable subconsultants must register with the Department of Industrial Relations prior to submitting its proposal as noted in section 25.3.

• Field Surveyor;

• Field Soils and Materials Tester;

• Laborer (Utility Potholing).

25.3 Labor Code Compliance. Contractor must conform to the provisions of Labor Code sections 1720 through 1815, and all applicable provisions of California Code of Regulations found in Title 8, Chapter 8, Subchapter 3, Articles 1-7.

Contractor agrees to include prevailing wage requirements in its contracts for the Project.

25.4 Requirements in Subcontracts. Contractor shall require its contractors to include prevailing wage requirements in all subcontracts funded by this Agreement.

Subcontracts shall include all prevailing wage requirements set forth in Contractor’s contracts.

25.5 Each consultant and every lower-tier subconsultant will be required to submit certified payrolls and labor compliance documentations electronically via the software LCPtracker. Consultant shall cause all subconsultants to include the provision that all subconsultants submit certified payrolls and labor compliance documentation electronically via LCPtracker. Electronic submission will be a

RFP# 26-27-02 Page 16 of 46 web-based system, accessed on the World Wide Web by a web browser. Each consultant user will be given a Log-On identification and password to access the City’s reporting system. Access will be coordinated by a City representative.

25.6 Consultant shall comply with the Labor Compliance / Prevailing Wage requirements stated herein (refer also to Exhibit E of the exemplar agreement).

26 INSURANCE REQUIREMENTS

26.1 The selected Proposer(s), at Proposer’s sole cost and expense and for the full term of the Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in Attachment E, Exhibit C.

26.2 Certificate of Insurance, as required, shall be provided to the City within 10 days of the notice of award. Failure to provide the required Certificate of Insurance may result in withdrawal of the Award, and award to the next highest ranked proposer.

27 STATEMENT OF ECONOMIC INTERESTS

Due to the nature of the Services to be performed, and if they are designated positions required to file by the City of Santa Clara Conflict of Interest Code, designated employees of consultant shall promptly file a Statement of Economic Interests (Form

700) upon commencement of the Agreement in accordance with California Government Code section 87200, et seq.

28 E-BUILDER IMPLEMENTATION REQUIREMENTS

The City is currently using the e-Builder software platform for project management of City projects, and Consultant will be required to utilize the program for the project(s) and construction contract(s) administered under the agreement.

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ATTACHMENT A

SCOPE OF SERVICES

The Services to be performed for the City of Santa Clara (City) by a qualified consulting firm (Consultant) under this Agreement are set forth below.

I. GENERAL

Objective

City’s Objective is for Consultant to provide all design professional services necessary to design the Public Building Parking Lot Improvements – Phase 2 Project (Project) to support of City’s improvement of the exiting public parking lot(s), as contemplated in City’s Request for Proposals (RFP), Consultant’s response to the RFP (Proposal), and as described herein this Agreement.

This Scope of Services is anticipated as necessary to meet City’s objectives.

Consultant and City agree that this Scope of Services incorporates Consultant’s professional qualifications and experience and will meet City’s objectives.

Background and Project

City desires to perform pavement rehabilitation with ancillary improvements at the public parking lot located near 1505 Warburton Avenue, Santa Clara, CA 95050. The parking lot serves the Triton Museum, Santa Clara City Hall, multiple City-owned historic houses, Rotary Park, and the general public. Over time, the asphalt pavement has deteriorated due to age, weathering, environmental exposure, and repeated vehicular traffic. Existing pavement deficiencies include loose gravel, surface cracking, localized depressions, and other signs of pavement deterioration. In addition, existing pavement striping and markings have faded or become partially worn, reducing the visibility of parking stalls and traffic circulation.

As part of City's ongoing infrastructure maintenance program, City implements pavement rehabilitation projects to preserve public assets, extend the useful life of public facilities, and reduce long-term maintenance costs. The Public Building Parking Lot Improvements – Phase 2 Project is one of these efforts and is intended to improve the condition, functionality, and long-term serviceability of the existing parking lot.

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Baseline Solution and Assumptions

The information provided by City in the RFP, Consultant’s response to the RFP, and this Agreement constitutes the Baseline Solution provided in this Scope of Services as a guideline to develop the Scope of Services and Schedule of Fees for the project.

The Baseline Solution is further defined as inclusive of all design services for the construction work necessary to fully implement the pavement treatments, inclusive of all ancillary work such as asphalt dig outs, concrete curb ramps and other ADA path of travel compliance, pavement striping and markings, signage, utility cover adjustments, and other similar ancillary work customary to a parking lot pavement maintenance and rehabilitation project administered by City.

The anticipated Project consists of pavement maintenance and rehabilitation improvements within the existing Triton Museum parking lot and associated pedestrian areas. The Project is intended to rehabilitate the existing parking lot pavement and address associated improvements necessary to provide a functional, accessible, and code-compliant parking facility.

The assumed scope of construction work anticipated for the Project, which is considered the Baseline Solution for the purposes of this Scope of Services and Schedule of Fees that requires Consultant design services, includes the following (approximated):

• Approximately 98,000 Sqft of Resurfacing or Sealing

• Approximately 1,450 LF of Curb, Gutter, and 3,200 Sqft of Sidewalk

Replacement

• Approximately 6 ADA Curb Ramps

• Approximately 3 to 4 Bioretention Areas or 4,500 Sqft landscape areas

• Parking Stall Restriping and Signing

The final disposition of specific pavement treatments and ancillary improvements to be maintained and rehabilitated in the Project will be further refined and determined through the course of services dependent upon services provided by Consultant. City reserves the right to add, delete, modify, or change the work, including areas of the site or other site(s) to be designed under the project throughout the course of services based upon City’s needs.

Should there be deviations from the Baseline Solution that results in Services or fees being materially or significantly different than represented for the Baseline Solution, the Scope of Services and Schedule of Fees shall be addressed by City and Consultant in writing prior to Consultant proceeding with any Services deviating from the Baseline Solution.

In the case of discrepancy or ambiguity for the Baseline Solution, the following order

RFP# 26-27-02 Page 19 of 46 of precedence shall prevail:

1. This Scope of Services and Schedule of Fees

2. Information generated between City and Consultant in preparing this Scope of

Services and Schedule of Fees

3. Consultant's Proposal

4. City's Request for Proposals

Description of Services

Consultant is expected to provide complete, professional, high-quality Services and products; to consult City personnel, and others who are involved with the Project; and to provide the expertise, guidance, advice, and assistance in accomplishing the objective.

Below is a general description of the services to be provided by Consultant deemed necessary to meet the Project Objective under the Agreement; however, it is the responsibility of Consultant to independently assess the Project and provide any such services as deemed necessary to meet the Objective for the Project. Consultant shall:

1) Perform all design professional engineering services in accordance with the City of Santa Clara municipal code, City Standard Plans and Specifications, City Parks and Recreation Standard Specifications and Details, American Disability Act (ADA) Design Guidelines, Caltrans Standards insofar as they are applicable, CalOHSA, latest building and fire codes, Municipal Regional Permit, Construction General Permit, other applicable codes and standards, and other applicable codes and standards within the standard of care recommended by Consultant.

City shall have the right to review all drawings, specifications, and other documents and electronic records relating to such services.

2) Perform detailed site assessment and investigation for the design of the parking lot including pavement rehabilitation, striping, signage, and ADA compliance.

3) Review all existing as-builts and data, as available.

4) Perform any necessary geotechnical or materials engineering assessments to design the pavement structural section or pavement rehabilitation approach.

5) Perform any necessary sampling to characterize off-hauling materials for proper disposal locations that may become required during construction.

6) Identify potential traffic, construction staging, and noise issues that may potentially affect adjacent residents or the public and include provisions within the construction contract to mitigate potential disruption and impacts.

7) Coordinate with internal City and non-City entities using City’s Notice to Intent to

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Construct forms, or similar process at Consultant’s discretion, to obtain existing utility mapping for the area. Consultant shall be responsible for ascertaining which utilities have presence at the site(s) in order to obtain the maps.

8) Identify any potential CEQA and environmental impacts based on the proposed improvements.

9) Based on the field investigations, prepare construction plans showing:

a. Any existing infrastructure including utilities that have potential conflicts with the Project.

b. All existing manholes, catch basins, utility covers, cabinets, pull boxes, poles, structures, or other surface features.

c. All existing utility wires, conduits, and pipes.

d. All landscaping, trees, and irrigation pipes and valve covers.

10) Recommend potholes if necessary to positively locate potential utility conflicts.

11) Incorporate lessons learned from previous similar projects.

12) Evaluate existing site and constraints, including access.

13) Provide full engineering design services including, but not limited to, surveying, geotechnical, structural, civil, and stormwater as applicable.

14) Support City through all required permitting processes, including coordination with

City’s building official or Building Department, Fire Department, regulatory agencies, utility companies, environmental authorities, and other applicable jurisdictions.

15) Design to comply with City’s solid waste requirements.

16) Submit a plan of work for City’s review and approval prior to proceeding with any field work that involves subsurface excavation and/or coring.

17) Provide Americans with Disabilities Act (ADA) compliance design for related improvements. Accessible path of travel shall be provided from parking stalls to entrance of the facility or facilities.

18) Provide all necessary calculations required by building codes, including calculations required for the Project.

19) Identify lead times for specialty equipment and materials in order to facilitate the

RFP# 26-27-02 Page 21 of 46 project schedule. Determine needs and facilitate orders as soon as possible.

Consultant shall be required to contact applicable manufacturers and contractors to obtain accurate lead time for specialty equipment and materials.

20) Conform to the latest Municipal Regional Permit and State General Construction

Permit, as applicable, for stormwater compliance.

II. RESPONSIBILITIES OF CITY

City will provide the following information and support regarding Project if available and applicable:

• Record drawings, if available.

• City’s Standard Details, Specifications, Benchmark, and Design Criteria.

• Storm Drain (SD), Sanitary Sewer (SS), Electric, Fiber, Water and Recycled

Water Block Book Maps, if available.

• Geographic Information System (GIS) data including land parcels, street centerlines, City sanitary sewers, City storm drains, and aerial photographic tiles, if available.

• Payment of permit application fees with other City internal departments, if required.

• Filing a categorical exception under the California Environmental Quality Act, if applicable. Consultant shall review the information provided by City to verify completeness and identify any missing information that is necessary for design.

III. BASIC SCOPE OF SERVICES

The Basic Scope of Services includes professional services required to design and prepare bid documents (plans, specifications, and engineer’s estimate or PS&E) for public works bidding of the Project. The following Tasks shall be completed by Consultant.

Project Management

Consultant shall:

1.1 Manage its employees, subconsultants and overall Project activities consistent with the direction from City in order to meet the Project schedule and budget.

Manage subconsultants, maintain schedule and budget, anticipate and mitigate potential design issues and delays and coordinate and update City on the overall progress of the Project.

1.2 Submit a work plan to City for review and approval prior to performing any field work involving subsurface excavation and/or coring.

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1.3 Organize and attend Project meetings with City to discuss Project progress, decisions, and direction and to coordinate activities. Meetings shall be held at key Project milestones and shall include, but are not limited to:

1.3.1 Kick-off Meeting

1.3.2 Preliminary/Evaluation Meeting

1.3.3 65% Design Review Meeting

1.3.4 95% Design Review Meeting

1.3.5 100% Design Review Meeting

1.3.6 Applicable construction related meetings

1.3.7 Any other meetings identified in this Agreement or as needed to implement the Project.

Meetings shall be budgeted for and invoiced under each respective Task or activity requiring a meeting and not as a project management. Preparation for meetings shall be considered as included in the Task or activity for which the meeting is involved. A kick-off meeting shall be conducted with designated City staff prior to beginning work to review anticipated Tasks and schedule, review available information and needs, and address any outstanding questions regarding the Project moving forward raised by City or Consultant. During the course of Services while there is active work on the Project, Consultant shall schedule and attend brief bi-weekly (every other week) conference calls with City. The purpose of the bi-weekly conference calls will be to keep City appraised on the Project's progress and address any issues that may arise during the course of Services.

1.4 Coordinate with City, design team members, consultants, utility companies, other government agencies, and other affected parties as required throughout the duration of the Project as well as the Quality Assurance/Quality Control (QA/QC) activities for Project deliverables.

1.5 Prepare, monitor, and update progress schedule in MS Project format beginning at the kickoff meeting and ending at contract award for the last submittal package. Schedule shall show significant milestones for the Project.

Consultant shall notify City if there are delays or potential delays in any phase of the Project. In such cases, Consultant shall make up the schedule in subsequent phases of the Project or provide information to City substantiating a request for time extension (which may not be approved). The schedule shall be always maintained and shall be updated each time progress and milestones are achieved and/or changed.

1.6 Provide progress reports, no less frequent than monthly.

1.7 Stakeholder Coordination: Consultant shall coordinate with Project stakeholders as needed to inform each stakeholder of the Project work and incorporate any necessary accommodations into the final submittal documents.

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1.8 Provide Review/Plan Check Log (Response Matrix) summarizing comments received from various City Departments/Divisions and agencies. Response Matrix shall include, but not be limited to, commenting department/division or agency, comments, response to comments, action items, and person responsible for follow-up. Consultant shall be responsible for resolving comments from each commenter and shall identify to City any comments that cannot be resolved to have final discussion and resolution. Submit Response Matrix in electronic format with each route of plan check submittal.

1.9 Conduct QC reviews in accordance with its QA Program guidelines. Consultant shall provide a copy of its QA Program guidelines and shall provide a QC report at the end of each Task. Time spent for QA-QC reviews for specific deliverables shall be budgeted and billed under each respective task requiring QA-QC review and not as Project Management.

1.10 Invoicing and Contract Administration: Consultant administrative staff time spent preparing invoices for Services complete shall be considered as included in the overhead of Consultant’s basic hourly rates and shall not be billed.

Additionally, addressing administrative issues regarding the professional Services agreement, such as preparing additional Services requests or budget modifications, shall also be considered as included in the overhead of Consultant’s basic hourly rates and shall not be billed.

1.11 City Project Management Software: City at the time of this Agreement employs the use of internet-based e-builder project management software. Consultant shall cooperate with City and use the software as directed by City, including submitting invoices via the software.

1.12 Payment for all services related to Project Management shall be included in the various tasks identified in Exhibit B, Schedule of Fees and not invoiced as a separate task.

Deliverables:

1. Progress schedules in MS Project format (submitted electronically as an 11” x

17” PDF format and in native MS Project format).

2. QA Program guidelines and QC reports for each Task (PDF format).

3. Meeting agendas, preparation materials, and meeting minutes for each Project meeting (PDF format).

4. Progress reports and invoices (PDF format).

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TASK 1: PRELIMINARY ENGINEERING AND EVALUATION

1.1 Field Assessment & Preliminary Engineering

1.1.1 Collect and review reports, data, maps, as-built drawings for the parking lot and surrounding areas, as necessary to support Project designs. Consultant shall review the information provided by City to verify completeness and identify any missing information that is necessary for design. For information that is required for non-City maintained facilities, Consultant shall contact the appropriate owner to obtain information, as needed.

1.1.2 As-built drawings, City-owned utility maps, and easement maps will be provided by City upon request and as-available.

1.1.3 Perform all necessary assessments and investigations to determine the existing conditions and propose recommendations to City for the improvements. Review if there are feasible rehabilitation alternatives based on constructability, expected service life, maintenance, life cycle costs, and project constraints.

1.1.4 Assess the existing pavement conditions, including cross slopes and conforms, etc. Identify and mark pavement failure areas on the ground, then record them in drawings. Pavement coring shall be performed in adequate quantity and locations to determine exiting pavement section thickness and condition. The number and locations of cores shall be as proposed by Consultant to support design development. Consultant shall submit a plan of work for City’s review and approval prior to proceeding with any field work that involves subsurface excavation and/or coring.

1.1.5 Recommend appropriate pavement maintenance and rehabilitation, which may include patching, slurry seal, cape seal, and/or asphalt overlay, as appropriate based on field conditions, pavement distress, and life-cycle cost analysis.

1.1.6 Assess curb and adjacent pavement areas uplifted due to exiting tree root intrusion (following tree removal assumed to be performed by others) and recommend repair measures, including removal and replacement of damaged curb and pavement sections as necessary. Repairs shall ensure proper drainage and provide smooth transitions consistent with City standards and applicable ADA requirements.

1.1.7 Evaluate exiting drainage facilities, including catch basins, inlets, and gutter flow lines, etc., and ensure they function with proposed pavement improvements. Existing drainage patterns shall be maintained with positive drainage and no ponding. Rim elevations of existing drainage facilities, including catch basins and inlets, shall be adjusted to match proposed finished grades. Any necessary modifications shall be coordinated with grading, RFP# 26-27-02 Page 25 of 46 pavement, applicable ADA and Municipal Regional Permit (MRP) C.3 requirements.

1.1.8 Assess existing driveway and parking space conditions, including driveway width, and stall dimensions (width and length), and verify whether the number of parking spaces, including ADA-compliant parking spaces, complies with applicable regulatory requirements. Evaluate parking demands and overall vehicle circulation efficiency. Consultant shall consider emergency vehicle access requirements when evaluating and designing driveway aisle width.

Parking demands shall be based upon visual observation and available information and the collection of traffic data or counts is not included in this Scope of Services.

1.1.9 Evaluate existing pavement delineation and prepare pavement delineation plans for the Project. The delineation shall include re-striping of existing parking stalls, accessible parking spaces and drive aisles, curb markings, directional arrows, signage locations, and pedestrian pathways, with refinements as necessary to meet current ADA requirements and applicable City standards.

1.1.10 Evaluate existing accessibility features within the project area, including accessible parking stalls, access aisles, curb ramps, accessible routes between parking areas and building entrances, including the sidewalk from the parking lot along Warburton Ave to the Triton Museum entrance, pedestrian pathways, slopes, cross slopes, and other applicable Americans with Disabilities Act (ADA) requirements.

1.1.11 Prepare signage plans for updates required to support proposed improvements. This includes replacement, relocation, or addition of regulatory, directional, interpretive and ADA-related signage, fire lane markings/ signage, as needed to comply with current City standards and applicable regulations.

1.1.12 Perform field investigation of other existing infrastructure that may be affected by the Project, including existing wires, conduits, trees, landscaped areas, irrigation systems, and other site features not identified above. Document and incorporate applicable findings into the project plans.

1.1.13 Identify necessary ancillary utilities work required to support the proposed improvements, utility appurtenances, including adjustment to finished grades, minor relocations, and protection-in-place measures.