26-1065-06-925 Haven on the Hill Construction Management Page 1 of 29

HAVEN ON THE HILL

HOUSING PROJECT

CONSTRUCTION MANAGEMENT

REQUEST FOR PROPOSALS

26-1065-06-925

Submission Deadline: September 9, 2026, at 3:00 PM

CALAVERAS COUNTY

HEALTH AND HUMAN SERVICES AGENCY

Marcos Muñoz, Director

BEHAVIORAL HEALTH

Wendy Alt, Director

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TABLE OF CONTENTS

1. Introduction and Authority

2. Background and Purpose

3. Definitions

4. Project Background AND Requirements

5. Scope of Services

Preconstruction and Construction Startup

5.2. Construction Monitoring and Site Observation

5.3. Project Meetings and Coordination

5.4. Schedule Management

5.5. Phase 1 Completion and Occupancy Milestone

5.6. Requests for Information and Submittals

5.7. Change Management

5.8. Payment Application Review and Cost Control

5.9. Quality Control, Testing, and Inspections

5.10. Project Documentation and Reporting

5.11. Punch List, Completion, and Closeout

5.12. Key Deliverables

5.13. Consultant Authority and Limitations

5.14. Staffing and Availability

5.15. Coordination with County

5.16. Labor Compliance and PRevailing Wage Administration

Labor Compliance Deliverables

6. Staffing Plan and Level of Effort

6.1. Project Team

6.2. Construction Manager

6.3. On-Site Construction Oversight

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6.4. Labor Compliance Staffing

6.5. Level-of-Effort Schedule

6.6. Availability and Continuity

7. Cost Proposal

8. Services to be Provided by County

9. Proposal Submission Instructions

9.1. Minimum Submittal Requirements

9.2. Submittal Location

9.3. Submittal Due Date

9.4. Submittal Requirements

10. General Terms and Conditions

10.1. RFP Addenda

10.2. Communications and Questions

10.3. Pre-Contractual Expense

10.4. Conflict of Interest

10.5. Ownership of Deliverables

10.6. Late Submissions

10.7. Withdrawal of Proposals

10.8. Public Information and Records

10.9. Protest

10.10. Registration

10.11. Indemnification and Insurance Requirements

11. Proposal Evaluation and Selection

11.1. County Discretion and Evaluation Overview

11.2. Evaluation Criteria and Weights

11.3. Oral Presentations and Interviews

12. Selection Process Schedule

13. Award and Contract Information

13.1. Nondiscrimination

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13.2. Written Agreement

13.3. Term of Agreement

13.4. Incorporation

13.5. Time for Execution

13.6. No Assignment

13.7. Force Majeure

13.8. Insurance

13.9. Reservation of Rights

14. Attachments

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REQUEST FOR PROPOSALS

HAVEN ON THE HILL

1. INTRODUCTION AND AUTHORITY

Calaveras County Health and Human Services Agency (“County”) is seeking a qualified construction management firm (“Consultant”) to provide construction management, coordination, observation, documentation, and contract administration services for the County’s Haven on the Hill Behavioral Health

Supportive Housing Project located at 556 Toyon Drive, San Andreas, California.

The Project consists of the construction, remodeling, rehabilitation, accessibility improvements, site improvements, building system improvements, and related work identified in the County’s construction

Contract Documents and Invitation to Bid 26-1065-04-909 which can be viewed at https://www.publicpurchase.com/gems/buyer/home/home. The Project is being completed in phases, including a required Phase 1 completion and occupancy milestone, followed by completion of the remaining

Phase 2 work.

The Consultant shall act as the County’s construction management representative and shall assist the

County in monitoring and administering the construction contract. The Consultant shall not assume the responsibilities of the Contractor, architect, engineer, or other design professional and shall not direct the

Contractor's means, methods, techniques, sequences, procedures, or safety program.

The ideal Consultant shall also have experience working with, or in a County or local government agency delivering building accessibility and rehabilitation projects. It is expected that the ideal consultant shall represent the County and the County’s interests at all times while managing the project with minimal guidance from the County.

It is the intent of the County to select the most qualified individual or firm to provide the professional services described herein. However, the County reserves the right, at its sole discretion, to terminate the Request for Proposals (RFP) process or negotiation with a selected proposer and either perform the work with its staff or begin a new contractor selection process.

Proposers are advised that this is not a sealed bid or low bid process. The County intends to make an award using the evaluation criteria listed in this RFP to determine the proposer that will provide the best value to the County. Cost is a criterion that will be used for evaluation; however, technical factors are more important than cost, and cost will be considered in determining the most advantageous proposal, price and other factors considered.

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2. BACKGROUND AND PURPOSE

The Project generally consists of accessibility improvements to an existing County-leased residential facility, together with associated interior and exterior improvements, as more particularly described in the

Contract Documents.

This Request for Proposals process will be used by the County to select a vendor to enter into a

Professional Services Agreement with the County. The selected proposer will be expected to work closely with designated County staff, consultants, and contractors to ensure the timely implementation and performance of services that meet the identified scope and needs of the County.

A sample Professional Services Agreement is included as Attachment A.

The Project is funded through the Behavioral Health Bridge Housing Program (BHBH) and Behavioral

Health Services Act (BHSA) funds.

The Consultant shall comply with funding-source requirements incorporated into the Professional Services

Agreement.

3. DEFINITIONS

• County: The County of Calaveras.

• Vendor: A partnership, firm, corporation, or joint venture submitting a proposal to obtain a County contract.

• Consultant: A vendor who signs a contract with the County to perform construction management services.

• Contractor: A vendor who signs a contract with the County to perform construction services.

• Proposer: Any entity submitting a proposal under this RFP.

4. PROJECT BACKGROUND AND REQUIREMENTS

The Haven on the Hill Housing Project consists of modifications to an existing facility intended to improve accessibility and prepare the property for its intended programmatic use.

The Work includes modifications to exterior and interior portions of the facility, including accessible parking and routes of travel, building access, restroom facilities, kitchen and laundry areas, interior components, and associated building systems as shown or specified in the Contract Documents.

The Work also includes incidental demolition, repair, restoration, finishing, testing, cleanup, and other activities reasonably necessary to provide a complete and functional installation in accordance with the

Contract Documents.

The building will be vacant during construction of Phase 1. The Contractor shall nevertheless maintain site security and protect the existing facility and improvements throughout performance of the Work.

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The Consultant shall provide sufficient qualified personnel and resources to actively manage and monitor the Project and the Work from preconstruction/startup through construction, final completion, closeout, and resolution of outstanding construction matters.

5. SCOPE OF SERVICES

Services shall include, at a minimum, the following:

PRECONSTRUCTION AND CONSTRUCTION STARTUP

The Consultant shall:

A. Review the construction Contract Documents, plans, specifications, Project Manual, Bid Book, executed construction contract, addenda, and other applicable Project documents.

B. Become familiar with the Project scope, phasing requirements, schedule, budget, and

County expectations.

C. Identify apparent conflicts, omissions, coordination issues, constructability concerns, or other matters that may affect construction.

D. Participate in and assist the County with the preconstruction conference.

E. Review the Contractor's initial construction schedule, schedule of values, submittal schedule, and other required startup documents.

F. Establish procedures for project communications, document control, requests for information, submittals, change requests, payment applications, meeting documentation, and issue tracking.

G. Confirm that required permits, notices, insurance, bonds, and other preconstruction requirements identified in the Contract Documents have been addressed prior to commencement of applicable work.

H. Establish and maintain a comprehensive project management and document-control system accessible to the County.

5.2. CONSTRUCTION MONITORING AND SITE OBSERVATION

The Consultant shall provide regular on-site construction observation appropriate to the nature and status of the work.

The Consultant shall:

A. Observe construction activities and monitor general conformance with the Contract

Documents.

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B. Monitor workmanship, materials, installation, sequencing, and progress.

C. Document significant construction activities and conditions through written daily or site observation reports and photographs.

D. Promptly identify and report observed work that appears defective, incomplete, nonconforming, or inconsistent with the Contract Documents.

E. Track identified deficiencies through correction and closure.

F. Monitor the Contractor's staffing, subcontractor activity, equipment, and apparent progress relative to the approved construction schedule.

G. Coordinate with the County, Contractor, design professionals, inspectors, utilities, and other parties as necessary.

H. Monitor required testing and inspections and maintain documentation of results.

I. Notify the County promptly of conditions that may affect cost, schedule, quality, occupancy, funding requirements, or successful completion of the Project.

J. Maintain an organized photographic record documenting construction progress and significant concealed work prior to covering.

The Consultant's observation activities shall not relieve the Contractor of responsibility for construction quality, compliance with the Contract Documents, site safety, or the Contractor's means and methods.

5.3. PROJECT MEETINGS AND COORDINATION

The Consultant shall organize and facilitate regular construction progress meetings, anticipated to occur at least weekly during active construction unless otherwise approved by the County.

Responsibilities shall include:

• Preparing meeting agendas;

• Facilitating meetings;

• Preparing and distributing meeting minutes;

• Maintaining action-item and decision logs;

• Tracking outstanding issues to resolution;

• Coordinating communication among the County, Contractor, design professionals, inspectors, and other Project participants; and

• Elevating unresolved or time-sensitive matters to the County promptly.

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5.4. SCHEDULE MANAGEMENT

The Consultant shall actively monitor the Contractor's performance against contractual completion requirements, including the Phase 1 completion and occupancy milestone and final

Project completion.

The Consultant shall:

A. Review the Contractor's baseline and updated construction schedules.

B. Evaluate whether schedules adequately identify critical activities, sequencing, inspections, submittals, procurement activities, County decisions, Phase 1 completion, and final completion.

C. Compare actual progress against scheduled progress.

D. Identify actual or potential delays and their apparent effect on Project milestones.

E. Require and review appropriate schedule updates and recovery plans in accordance with the construction contract.

F. Maintain an independent milestone and critical-issue tracker for the County.

G. Provide the County with timely notice of schedule risks and recommended corrective actions.

5.5. PHASE 1 COMPLETION AND OCCUPANCY MILESTONE

The Consultant shall give particular attention to the required Phase 1 completion and occupancy milestone.

The Consultant shall monitor and document completion of the Phase 1 requirements established by the construction Contract Documents, including applicable inspections and approvals, operational utilities and building systems, sanitary sewer work, roofing and building-envelope completion, heating and cooling, plumbing, electrical, fire/life-safety systems, accessibility improvements, and other work required for Phase 1 occupancy.

The Consultant shall:

A. Maintain a Phase 1 milestone checklist;

B. Track outstanding work, inspections, approvals, testing, corrections, and documentation necessary for Phase 1 completion;

C. Coordinate milestone inspections and walkthroughs;

D. Prepare and track Phase 1 punch-list items;

E. Verify completion or correction of identified items; and

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F. Provide the County with a written recommendation regarding whether the contractual requirements for the Phase 1 milestone have been satisfied.

Final acceptance or determination of contractual completion remains with the County.

5.6. REQUESTS FOR INFORMATION AND SUBMITTALS

The Consultant shall establish and maintain logs for RFIs, submittals, substitutions, shop drawings, product data, samples, and other construction documentation.

The Consultant shall:

• Review submissions for completeness and proper routing;

• Coordinate review by the appropriate architect, engineer, County representative, or other responsible party;

• Monitor response deadlines;

• Identify potential cost or schedule impacts;

• Track items through final disposition; and

• Maintain a complete record of submissions and responses.

The Consultant shall not perform professional architectural or engineering review requiring a licensed design professional unless such services are expressly included in the Consultant's contract and performed by appropriately licensed personnel.

5.7. CHANGE MANAGEMENT

The Consultant shall administer and maintain documentation concerning potential and approved changes to the construction contract.

Responsibilities shall include:

A. Maintaining a potential change and change-order log.

B. Reviewing Contractor requests for changes for completeness and contractual basis.

C. Reviewing proposed labor, material, equipment, subcontractor, overhead, markup, and other costs for reasonableness and compliance with the Contract Documents.

D. Evaluating potential schedule impacts.

E. Coordinating with design professionals when technical review is required.

F. Assisting the County in negotiating proposed changes when requested.

G. Preparing written recommendations regarding proposed changes.

H. Tracking approved change orders against the original contract amount, contingency, 26-1065-06-925 Haven on the Hill Construction Management Page 11 of 29 and current contract value.

I. Ensuring work associated with proposed changes is properly documented.

The Consultant shall have no authority to approve additional compensation, changes in contract time, or modifications to the construction contract unless expressly authorized in writing by the County.

5.8. PAYMENT APPLICATION REVIEW AND COST CONTROL

The Consultant shall review Contractor payment applications before recommending payment to the County.

Review shall include, as applicable:

• Comparison with actual observed progress;

• Verification against the approved schedule of values;

• Review of stored materials;

• Review of approved change orders;

• Verification of retention;

• Identification of disputed, incomplete, defective, or unsupported work;

• Review of supporting documentation required by the Contract Documents; and

• Confirmation of mathematical accuracy.

The Consultant shall provide a written recommendation to the County regarding each payment application and identify any amount recommended to be withheld or otherwise questioned.

The Consultant shall maintain a current Project cost report showing, at minimum, the original contract amount, approved changes, pending/proposed changes, payments, retention, remaining contract balance, and projected final construction cost.

5.9. QUALITY CONTROL, TESTING, AND INSPECTIONS

The Consultant shall coordinate and track inspections and testing required by the Contract

Documents and applicable regulatory authorities.

The Consultant shall:

A. Maintain inspection and testing records.

B. Track failed tests, correction notices, deficiencies, and required reinspection.

C. Coordinate with building officials, design professionals, special inspectors, testing laboratories, fire authorities, and other agencies or professionals as applicable.

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D. Monitor correction of deficiencies.

E. Identify required inspections sufficiently in advance to minimize avoidable construction delays.

5.10. PROJECT DOCUMENTATION AND REPORTING

The Consultant shall maintain complete and orderly Project records throughout construction.

At a minimum, records shall include:

• Construction schedules and updates;

• Daily/site observation reports;

• Progress photographs;

• Meeting agendas and minutes;

• RFI logs;

• Submittal logs;

• Change-order and potential-change logs;

• Payment records;

• Inspection and testing records;

• Punch lists and deficiency logs;

• Correspondence;

• Decision and action-item logs;

• Contractor notices;

• Cost reports;

• Phase 1 milestone documentation; and

• Closeout documentation.

The Consultant shall provide the County with a concise monthly construction management report summarizing Project status, work completed, upcoming activities, schedule status, budget status, change orders, pending changes, payment status, significant issues, decisions required from the County, photographs, and identified risks.

Significant issues affecting health or safety, Project cost, schedule, quality, contractual compliance, or occupancy shall be reported to the County immediately and shall not be deferred to the monthly report.

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5.11. PUNCH LIST, COMPLETION, AND CLOSEOUT

The Consultant shall manage the construction closeout process for both the Phase 1 milestone and final Project completion.

Responsibilities shall include:

A. Coordinating substantial-completion inspections and walkthroughs.

B. Preparing or coordinating preparation of punch lists.

C. Monitoring and documenting completion of punch-list work.

D. Coordinating final inspections and required approvals.

E. Reviewing Contractor closeout submissions for completeness.

F. Tracking warranties, guarantees, operation and maintenance manuals, training, as-built/redline drawings, test reports, certificates, permits, releases, and other required closeout documents.

G. Assisting the County with determination of substantial completion, final completion, and final payment.

H. Providing a complete electronic Project record to the County at closeout.

5.12. KEY DELIVERABLES

At a minimum, the Consultant shall provide the following deliverables:

A. Project management and document-control plan;

B. Initial Contract Document/constructability review and issue list;

C. Baseline schedule review;

D. Weekly construction meeting agendas and minutes;

E. Regular site observation reports with photographs;

F. Current RFI, submittal, change, deficiency, inspection, action-item, and decision logs;

G. Monthly Project status reports;

H. Monthly updated Project cost report;

I. Payment application review and written payment recommendations;

J. Change-order evaluations and written recommendations;

K. Schedule reviews and identification of delay or milestone risks;

L. Phase 1 completion and occupancy milestone checklist and status reporting;

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M. Phase 1 punch list and completion recommendation;

N. Final Project punch list and completion tracking;

O. Closeout-document checklist;

P. Final construction management report; and

Q. Complete organized electronic Project records at Project closeout.

5.13. CONSULTANT AUTHORITY AND LIMITATIONS

The Consultant shall serve as an advisor and representative of the County within the authority established by the County.

Unless expressly authorized in writing, the Consultant shall not:

• Modify the construction contract;

• Authorize additional compensation;

• Approve change orders on behalf of the County;

• Extend contractual completion dates;

• Accept nonconforming work;

• Direct the Contractor's construction means or methods;

• Assume responsibility for construction-site safety;

• Perform architectural or engineering services requiring professional licensure; or

• Make commitments on behalf of the County outside the Consultant's delegated authority.

The Consultant shall promptly provide the County with sufficient information and recommendations to allow the County to make informed decisions concerning these matters.

5.14. STAFFING AND AVAILABILITY

The Consultant shall designate a qualified Construction Manager who will serve as the primary point of contact for the County throughout the Project.

The Consultant shall provide sufficient on-site presence during active construction to effectively observe and document the work and fulfill the requirements of this Scope of Work. The

Consultant shall identify in its proposal the anticipated level of on-site staffing, hours, personnel classifications, and approach to providing coverage during critical construction activities.

The Construction Manager shall be available to the County by telephone and email and shall promptly respond to urgent Project matters.

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Any replacement of key personnel identified in the Consultant's proposal shall require prior

County approval.

5.15. COORDINATION WITH COUNTY

The Consultant shall report to the County's designated Project Manager or other representative identified by the County. The Consultant shall keep the County informed of Project status and shall promptly elevate matters requiring County direction, approval, or intervention.

The County retains final authority regarding interpretation and administration of the County's contracts, approval of payments and change orders, acceptance of work, use of contingency, determination of contractual completion, and other decisions reserved to the County under the

Contract Documents.

5.16. LABOR COMPLIANCE AND PREVAILING WAGE ADMINISTRATION

The Consultant shall provide comprehensive labor compliance and prevailing wage administration services for the Project and shall serve as the County’s primary construction labor compliance representative. The Consultant shall monitor and document Contractor and subcontractor compliance with applicable California public works, prevailing wage, apprenticeship, and related labor requirements throughout the Project.

The Consultant shall be knowledgeable regarding applicable requirements of the California

Labor Code, California Code of Regulations, and requirements of the California Department of

Industrial Relations (“DIR”) applicable to public works projects.

The Consultant’s responsibilities shall include, at a minimum:

A. Preconstruction Labor Compliance Review: Prior to commencement of construction, review applicable labor compliance requirements with the Contractor and establish procedures and documentation requirements for Contractor and subcontractor compliance.

B. DIR Registration: Verify that the Contractor and all subcontractors performing work subject to registration requirements are properly registered with DIR and remain eligible to perform public works throughout their respective periods of performance.

C. Prevailing Wage Determinations: Identify and maintain the applicable prevailing wage determinations and monitor the Contractor's and subcontractors' use of appropriate worker classifications and wage rates.

D. Certified Payroll Records: Review certified payroll records and associated labor compliance documentation for completeness, consistency, and apparent compliance with applicable prevailing wage requirements.

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E. Payroll Reconciliation: Compare certified payroll information, as appropriate, against site observations, daily reports, worker classifications, subcontractor activity, and other available Project records to identify potential discrepancies.

F. Fringe Benefits: Review reported fringe-benefit payments, credits, or other documentation when necessary to evaluate compliance with applicable prevailing wage requirements.

G. Worker Classifications: Review classifications reported for workers performing

Project work and identify apparent misclassification or use of classifications inconsistent with observed work.

H. Overtime: Monitor reported work hours and payroll documentation for compliance with applicable overtime requirements.

I. Apprenticeship Compliance: Monitor and document compliance with applicable

California apprenticeship requirements, including required notices, requests for dispatch, apprentice utilization, training-fund contributions, and related documentation.

J. Subcontractor Monitoring: Maintain a current list of subcontractors and lower-tier subcontractors performing work on the Project and monitor applicable labor compliance documentation for each.

K. Site Interviews: Conduct worker interviews or other field verification when appropriate to verify worker identity, classification, hours, wages, employer, and work performed.

Document interviews and reconcile identified discrepancies with payroll records.

L. Labor Compliance Tracking: Maintain a labor compliance log identifying payroll submissions, reviews, deficiencies, corrective actions, outstanding documentation, and resolution status.

M. Deficiency Notices: Promptly notify the County and Contractor in writing of apparent labor compliance deficiencies and identify documentation, explanation, restitution, or other corrective action required.

N. Corrective Action: Track identified deficiencies through resolution and review documentation submitted by the Contractor or subcontractor to demonstrate correction.

O. Potential Underpayment: Identify suspected wage underpayments or other labor violations and assist the County in determining appropriate next steps, including calculation or documentation of potential restitution when applicable.

P. Payment Recommendations: Prior to recommending approval of Contractor payment applications, identify unresolved labor compliance deficiencies that may

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Documents.

Q. DIR Coordination: Assist the County with inquiries, complaints, audits, investigations, or requests for information from DIR or other agencies concerning Project labor compliance.

R. Record Retention: Maintain complete and organized labor compliance records throughout the Project and provide such records to the County upon request and at

Project closeout.

S. Final Labor Compliance Review: Prior to recommending final payment, confirm that required labor compliance documentation has been received and reviewed and identify any unresolved labor compliance issues.

LABOR COMPLIANCE DELIVERABLES

The Consultant shall provide and maintain, at a minimum:

• Contractor and subcontractor DIR registration verification;

• Applicable prevailing wage determinations;

• Contractor/subcontractor labor compliance roster;

• Certified payroll review records;

• Certified payroll deficiency notices and resolution documentation;

• Worker interview records, when conducted;

• Apprenticeship compliance documentation and tracking;

• Training-fund documentation, as applicable;

• Labor compliance issue and deficiency log;

• Documentation of wage restitution or corrective action, if applicable;

• Labor compliance status incorporated into monthly Project reporting;

• Documentation supporting any recommended withholding associated with labor compliance; and

• Final labor compliance file and closeout certification or written status report identifying any unresolved matters.

The Consultant shall promptly elevate suspected material violations, repeated noncompliance, unresolved wage deficiencies, or other significant labor compliance matters

26-1065-06-925 Haven on the Hill Construction Management Page 18 of 29 to the County. The Consultant shall not independently waive labor compliance requirements, compromise claims, authorize restitution settlements, or make binding determinations on behalf of the County unless expressly authorized by the County.

6. STAFFING PLAN AND LEVEL OF EFFORT

The County seeks a Construction Management team capable of providing active, hands-on oversight throughout the Project. Proposers shall provide a detailed staffing and level-of-effort plan demonstrating how the proposed team will fulfill the Scope of Work throughout preconstruction, active construction, Phase

1 completion and occupancy, Phase 2 construction, final completion, and Project closeout.

At a minimum, the proposal shall include the following:

6.1. PROJECT TEAM

Identify all key personnel proposed for the Project, including, as applicable:

• Principal/Principal-in-Charge;

• Construction Manager;

• Resident Engineer or Construction Inspector;

• Labor Compliance Specialist;

• Project Administrator/Document Control personnel;

• Cost estimator/change-order review personnel; and

• Other technical specialists proposed by the firm.

For each individual, identify:

• Name and title;

• Proposed Project role;

• Relevant licenses, certifications, and qualifications;

• Relevant public works and construction management experience;

• Experience with projects of comparable size and complexity;

• Experience with California prevailing wage and public works requirements, where applicable;

• Specific responsibilities under this Scope of Work; and

• Percentage of the individual's anticipated Project involvement.

Resumes for key personnel shall be included with the proposal.

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6.2. CONSTRUCTION MANAGER

The Proposer shall identify one individual who will serve as the County's primary Construction

Manager and point of contact.

The proposed Construction Manager shall have demonstrated experience managing public construction projects and coordinating contractors, design professionals, inspectors, public agencies, project schedules, costs, changes, payment applications, construction documentation, and project closeout.

The proposal shall clearly identify the Construction Manager's anticipated on-site and off-site commitment to this Project.

6.3. ON-SITE CONSTRUCTION OVERSIGHT

The County expects meaningful on-site construction management presence during active construction.

The Proposer shall describe:

• The anticipated frequency of site visits and on-site coverage;

• Estimated hours per week of on-site construction management or inspection;

• Which proposed personnel will provide on-site coverage;

• How coverage will change based upon the type and intensity of construction activity;

• How the firm will provide coverage during critical work, inspections, testing, concealed work, milestone activities, and punch-list work; and

• How the firm will respond when conditions require an unscheduled or expedited site visit.

The County does not prescribe a fixed number of on-site hours per week. Proposers are expected to recommend a level of effort sufficient to effectively perform the Scope of Work and shall explain the basis for the proposed level of coverage.

6.4. LABOR COMPLIANCE STAFFING

The Proposer shall identify the individual(s) responsible for labor compliance and prevailing wage administration.

The proposal shall describe the proposed personnel's experience with:

• California public works prevailing wage requirements;

• Certified payroll review;

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• Worker classifications and wage determinations;

• Apprenticeship requirements;

• Worker interviews;

• Identification and resolution of payroll discrepancies;

• Wage restitution and withholding issues; and

• DIR processes and requirements.

The proposal shall clearly identify whether labor compliance services will be performed by the

Proposer's employees or by a subcontracted consultant.

6.5. LEVEL-OF-EFFORT SCHEDULE

The Proposer shall provide an estimated level-of-effort schedule showing anticipated hours by personnel classification for, at minimum:

• Preconstruction/startup;

• Active Phase 1 construction;

• Phase 1 completion and occupancy;

• Phase 2 construction;

• Final completion and punch list;

• Project closeout; and

• Labor compliance administration.

The level-of-effort schedule shall identify anticipated on-site hours separately from off-site/administrative hours for construction management and inspection personnel.

The County recognizes that actual construction activity may fluctuate. The staffing plan shall therefore represent the Proposer's reasonable estimate of the resources necessary to successfully perform the Scope of Work.

6.6. AVAILABILITY AND CONTINUITY

The Proposer shall describe its ability to maintain the proposed staffing throughout the Project and its process for providing backup coverage during vacations, illness, staffing changes, or other absences.

Key personnel identified in the successful proposal shall not be replaced without prior County approval. Any proposed replacement shall possess qualifications and experience equal to or greater than those of the individual being replaced.

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7. COST PROPOSAL

The Proposer shall submit a detailed cost proposal supporting its proposed level of effort.

The cost proposal shall include:

A. A total Not-to-Exceed (NTE) amount for completion of the Scope of Work;

B. Estimated hours by personnel and/or labor classification;

C. Billing rate for each proposed personnel classification;

D. Estimated cost by Project phase;

E. Labor compliance costs, whether included within general staffing or separately identified;

F. Anticipated reimbursable expenses, if any;

G. Any proposed travel or mileage charges;

H. Any subcontracted consultant costs; and

I. Any assumptions used in developing the proposed fee.

J. Billing rates shall be fully burdened and shall include all ordinary overhead, administrative costs, equipment, software, communications, and other costs necessary to perform the services unless a specific reimbursable expense is expressly identified in the proposal and accepted by the County.

K. The Proposer shall identify any assumptions regarding construction duration or level of effort that could materially affect the proposed NTE amount.

L. The County will not consider the proposed NTE amount alone in evaluating cost. The County may evaluate the reasonableness of the proposed staffing, hours, personnel mix, on-site coverage, labor compliance resources, and overall level of effort in determining the value of the proposal.

The successful Consultant shall not exceed the contracted NTE amount without prior written authorization from the County. Changes in staffing, hours, or allocation of effort shall not automatically entitle the

Consultant to an increase in compensation.

8. SERVICES TO BE PROVIDED BY COUNTY

With the exception of the following items, the Consultant shall provide all necessary resources and services to execute the scope of work summarized in Section 5. In coordination with the selected Consultant, the

County will:

The County will serve as Contract Administrator for the project.

The County will provide access to relevant County information and records as permitted by law.

The County will provide approvals and direction necessary for timely performance.

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The County will provide other required services that cannot, by law, be performed by the Consultant.

If the Consultant requests the County provide services or information not specifically indicated above, those requests must be clearly stated in its Proposal.

9. PROPOSAL SUBMISSION INSTRUCTIONS

9.1. MINIMUM SUBMITTAL REQUIREMENTS

The Proposal shall be limited to specific discussion of and response to the elements outlined in this RFP. The intent of this process is to encourage a response which allows the County to evaluate the Proposer’s understanding of the scope of the proposed project and experience and qualifications applicable to providing the services required.

Complete Submittals shall consist of the following elements:

A. Transmittal Letter

B. Statement of Qualifications

C. Resumes of Key Personnel

D. Similar Program Experience of Proposer and Key Personnel

E. Technical Proposal, including Proposer’s understanding of scope of work

F. Organization Chart

G. Cost Proposal, submitted in a separate electronic file

H. Licenses and Certifications

9.2. SUBMITTAL LOCATION

Proposals must be submitted via the Public Purchase website at:

www.publicpurchase.com/gems/calaverasco,ca/buyer/public/home under the RFP described herein.

Proposals will be received only through Public Purchase and must be received by the time indicated. The Vendor is solely responsible for delivery of the proposal by the time and date required. No proposal will be received after the date and time indicated or other than through the method stated above.

Cost proposals shall be submitted as a separate document from the proposal and uploaded to Public Purchase separately.

9.3. SUBMITTAL DUE DATE

Proposals shall be received no later than 3:00 PM on Wednesday, September 9, 2026.

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9.4. SUBMITTAL REQUIREMENTS

A successful respondent is one whose response complies with all requirements of the RFP which include:

9.4.1. Transmittal Letter

The proposal shall be transmitted with a cover letter describing the Vendors’ interest and commitment to the proposed services. The letter shall state that the proposal shall remain valid for at least ninety (90) calendar days following the proposal submission deadline and should include the name, title, address, telephone number, and e-mail address of the individual to whom correspondence and other contacts should be directed during the selection process.

The person authorized by the proposer to negotiate a contract with the County shall sign the transmittal letter. The submission of a Proposal by a corporation must be signed with the legal name of the corporation by a person legally authorized to bind the corporation in the matter. The name of each person signing shall be typed or printed below the signature.

9.4.2. Statement of Qualifications

The proposal shall provide the qualifications and experience of both the proposer and key personnel that will be designated to perform the work. Emphasize key staff’s specific qualifications and experience from past projects or programs similar to this project or program. Once selection has been made, replacement of designated key staff will not be permitted without notifying the County and receiving County approval.

9.4.3. Technical Proposal

The proposal shall clearly convey the Vendor’s understanding of the nature of the work, including aspects and regulatory requirements. This section should not only show your understanding of the work and required deliverables, but also the unique qualities that set you or your organization apart.

• Approach: Proposals shall present detailed approaches conducive to the scope of work. The proposal shall provide the Vendors’ proposed approach to providing the requested services and a management plan for providing the requested services.

• Scope of Work: The proposal shall describe how the Proposer will perform the Scope of Services identified in Section 5, including its proposed approach to each major task and required deliverable. Any recommended additions or modifications shall be clearly identified as provided below.

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• Additions or Exceptions: Additional tasks the Vendor recommends or deems necessary shall be clearly identified. The proposal shall include a single and separate section titled “Additions or Exceptions to the County’s Request for

Proposals” containing a complete and detailed description of all exceptions to the provisions and conditions of this RFP upon which the Vendor’s proposal is contingent.

9.4.4. Cost Proposal

A separate cost proposal shall be submitted as part of the Proposal to Public Purchase.

The cost proposal shall indicate the total cost of required services with subtotals provided, at a minimum, for each major activity group, as well as an hourly rate sheet.

Work Breakdown Structure (WBS): A cost proposal indicating the number of anticipated hours at the hourly billing rate of the team member performing work for each task. This form of the cost proposal should clearly reflect the scope of work.

The level of detail shall be sufficient to provide adequate justification of the proposed total cost and provide a stable basis for negotiating a contract. Any contract resulting from this solicitation will specify a strict maximum, not to exceed contract limit.

9.4.5. Licenses and Certifications

Proposer shall possess and maintain all necessary licenses, permits, certificates and credentials required by law. Failure to maintain required credentials shall be deemed a breach of the Agreement and constitutes grounds for termination.

9.4.6. Levine Act Statement

Proposer shall complete and submit with proposal a Levine Act Statement.

10. GENERAL TERMS AND CONDITIONS

10.1. RFP ADDENDA

Any changes to the RFP requirements will be made by written addenda issued by the County and shall be considered part of the RFP.

10.2. COMMUNICATIONS AND QUESTIONS

No prior, current, or post award verbal conversations or agreements with any officer, agent, or employee of the County will affect or modify any terms or obligations of the RFP or any contract resulting from this RFP.

Questions shall be submitted via Public Purchase:

https://www.publicpurchase.com/gems/calaverasco,ca/buyer/public/home

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The County reserves the right not to answer inquiries. If the County answers inquiries, the inquiry and response shall be distributed to all proposers who have not withdrawn.

Communication of any kind by a proposer with any member of the County Board of Supervisors intended to influence selection before a contract is formally awarded will result in disqualification.

10.3. PRE-CONTRACTUAL EXPENSE

Pre-contractual expenses are defined as expenses incurred by proposers in preparing and submitting a proposal, negotiations with the County, and other expenses incurred prior to award.

In any event, the County will not be liable for any pre-contractual expenses incurred by any proposer. Proposers shall not include any such expenses as part of the price proposed. The

County shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this solicitation.

10.4. CONFLICT OF INTEREST

It is expressly understood that the Consultant named in any contract entered into with the

County is acting as an independent contractor and not as an agent or employee of the County.

Prospective consultant warrants and covenants that no official or employee of the County, or any business entity in which an official of the County has an interest, has been employed or retained to solicit or aid in procuring the resulting agreement, nor that any such person will be employed in the performance of such agreement without immediate disclosure to the County.

Evaluation panel members and County staff participating in the procurement will be required to certify absence of conflict of interest prior to reviewing proposals.

10.5. OWNERSHIP OF DELIVERABLES

The County will own all products delivered through this RFP process and any resulting contract and may distribute such products within its organization and to the public as it sees fit, subject to applicable law.

10.6. LATE SUBMISSIONS

Any submission received after the due date and time specified in this RFP will not be considered.

10.7. WITHDRAWAL OF PROPOSALS

Any proposer may withdraw its proposal prior to the proposal submission deadline, by written request submitted via email to MKsenzulak@CalaverasCounty.Gov.

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10.8. PUBLIC INFORMATION AND RECORDS

Until execution of the contract with the successful proposer, cost proposals will be treated as confidential to the extent permitted by law. Staff shall make a recommendation for award at a regularly scheduled public meeting of the Board of Supervisors.

Proposals are subject to disclosure pursuant to the California Public Records Act. Proposers are responsible for clearly marking trade secret or confidential commercial information;

however, the County makes no guarantee such information will be withheld if requested under law.

10.9. PROTEST

Any proposer who wishes to protest award shall submit written justification to the Health and

Human Services Agency Compliance Officer no more than five calendar days after issuance of the notice of intent to award.

Proposal protests are to be delivered to HHSACompliance@CalaverasCounty.Gov or to the following address:

Calaveras Health and Human Services Agency Compliance Office Attention: Director of Health and Human Services 891 Mountain Ranch Road San Andreas, CA 95249

Protests must be based on material procedural error, material misrepresentation, or undisclosed conflict of interest. Economic considerations alone shall not be used as the basis for protest.

Failure to timely protest constitutes waiver of protest rights.

Protests that do not clearly state specific factual and legal grounds for the protest may be rejected without further review.

The Director of Health and Human Services shall respond in writing prior to the public meeting at which the agreement is proposed to be awarded. Any aggrieved proposer may bring final appeal to the Board of Supervisors at the meeting where award is recommended.

10.10. REGISTRATION

All proposers must be registered to do business in the State of California by the Secretary of

State (unless individual/sole proprietor) and obtain a Calaveras County Business License.

Failure to have registered agent for service of process on file with the Secretary of State shall result in automatic disqualification.

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10.11. INDEMNIFICATION AND INSURANCE REQUIREMENTS

Indemnification and insurance requirements included in the Sample Professional Services

Agreement are requirements of any contract awarded and are non-negotiable.

11. PROPOSAL EVALUATION AND SELECTION

11.1. COUNTY DISCRETION AND EVALUATION OVERVIEW

The County reserves the sole right to judge the contents of proposals. A review and selection panel made up of County staff will evaluate proposals. Proposers may be contacted and asked for further information or clarification.

11.2. EVALUATION CRITERIA AND WEIGHTS

Scoring shall be consistent with the following criteria and weights:

CRITERIA WEIGHT

Understanding of Project and proposed approach 20

Experience with comparable public construction projects 20

Qualifications and experience of proposed key personnel 15

Staffing plan, level of effort, and on-site coverage 15

Labor compliance/prevailing wage experience and approach 10

Technical capability/project controls 5

Cost and overall value 15

TOTAL 100

Evaluation criteria and their relative weights are set forth above and will be applied as written.

Proposals will be evaluated solely in accordance with the criteria and weights identified in this

RFP.

11.3. ORAL PRESENTATIONS AND INTERVIEWS

Vendors may be required to make an oral presentation and interview before final selection is made.

12. SELECTION PROCESS SCHEDULE

The County intends to progress in this procurement in a series of orderly steps. The schedule is subject to change at the discretion of the County. The County will provide sufficient advance notice to proposers in the event of schedule changes.

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TASK APPROXIMATE DATE

Issuance of Request for Proposals August 24, 2026

Deadline for Inquiries September 4, 2026

RFP Submission Deadline 3:00 PM on September 9, 2026

Oral Presentations / Interviews By Phone or Zoom as needed

Intent to Award Contract Released September 15, 2026

Board of Supervisors Contract Approval and Award (Tentative) October 13, 2026

Approximate Contract Start Date (Tentative) October 13, 2026

All questions must be submitted prior to the questions deadline via Public Purchase.

13. AWARD AND CONTRACT INFORMATION

13.1. NONDISCRIMINATION

The County hereby notifies all proposers that it will affirmatively ensure that minority business enterprises will be afforded full opportunity to submit proposals in response to this invitation, and that no proposer shall be discriminated against on the grounds of age, race, color, sex, religion, creed, national origin, marital status, political affiliation, or disability.

The Vendor agrees that should it be awarded a contract, the Vendor shall not discriminate against any person who performs work thereunder because of age, race, color, sex, religion, creed, national origin, marital status, political affiliation, or disability.

13.2. WRITTEN AGREEMENT

The agreement resulting from this RFP shall be the County’s standard Professional Services

Agreement, a sample copy of which is attached as Attachment A. Except for indemnification, insurance, and venue or dispute resolution…