Bid Notice-Stateline Complete Streets.pdf

PLANNING/DESIGN FEASIBILITY SERVICES

FOR

STATELINE COMPLETE

STREETS PROJECT

City Project No. 301-50045

Lake Tahoe EIP Project No. 03.02.02.0096

RFP #2026-07-30

Proposals will be received until the hour of 12:00 PM August 28, 2026, by the office of the City of South Lake Tahoe Public Works

Department

REQUEST FOR PROPOSALS

TABLE OF CONTENTS

I. SUMMARY

II. SUBMITTAL PROCEDURES

III. INTRODUCTION

IV. BACKGROUND

V. DESCRIPTION OF WORK

VI. DELIVERABLES

VII. PROPOSAL CONTENT REQUIREMENTS

VIII. EVALUATION METHOD & CRITERIA

X. INQUIRIES

ATTACHMENTS

I. PROJECT AREA VICINITY MAP

II. PREVIOUS PLANNING EXHIBITS

III. DRAFT STATELINE AVENUE COMPLETE STREETS CONCEPTS

IV. STATELINE EROSION CONTROL PROJECT PLANS/MEMO

V. STATELINE AVENUE STORMDRAIN EXISTING CONDITION ASSESSMENT

VI. PARKING MANAGEMENT PLAN PRESENTATION

VII. SAMPLE PROFESSIONAL SERVICES AGREEMENT

I. SUMMARY

The City of South Lake Tahoe is requesting proposals from consultants for the feasibility and engineering services to support design of the Stateline Complete Streets Project. The location of this project is identified on the attached project area vicinity map (Attachment I).

Proposals are due on or before 8/28/2026, no later than 12:00 p.m. (Pacific Standard Time).

Proposals received after the deadline will not be accepted. Proposals must be submitted via PlanetBids on-line portal. Fax and Electronic mailed (e-mail) or hand-delivered submissions will not be accepted.

Read this RFP document carefully as the award will be given to the most “qualified or best value” Proposer responding to this RFP. The City of South Lake Tahoe reserves the right to accept or reject any or all proposals or to make no award at all, to extend the period for accepting proposals, to advertise the RFP at any time and to waive any minor irregularities in any proposals.

In the opinion of the City of South Lake Tahoe, this RFP is complete and without need of explanation. However, if you have questions, or should you need any clarifying information, please use the Q&A feature that is found within PlanetBids, where the RFP is posted.

Please note that no information given will be binding upon the City unless such information is issued in writing as an official addendum to this RFP.

TIMELINE OF CRITICAL DATES

Release of RFP 7/30/2026

Deadline for Question Submittal via PlanetBids 8/14/2026

RFP submittals DUE 8/28/2026

Selection Committee Review Period/Interviews 9/11/2026

Anticipated Award Date 11/3/2026

II. SUBMITTAL PROCEDURES

1. Register with the City

All Proposers must register through the Vendor Portal in the PlanetBids Vendor Portal to be entered in the City of South Lake Tahoe Vendor Database, which is required to submit a proposal. Proposers will be notified by the City of any addenda that may be issued to this Request for Proposal (RFP). Proposers must register in the City’s Vendor Database to be notified of such addenda.

To register, go to: https://pbsystem.planetbids.com/portal/14997/portal-home and follow the instructions applicable to Proposer. Following submission, Proposer will receive a confirmation message within 24 hours from the City. Proposers are solely responsible for maintaining up to date and accurate information in the Vendor Database.

2. Public Record

Proposals must be submitted through the Planetbids portal. Proposals shall not be e-mailed or faxed to the City. Proposals not received by the date and time specified in this RFP, will be rejected.

Documents submitted in response to this RFP will become the property of the City of South Lake Tahoe and will be regarded as public record under California Public Records Act under Government Code 6250 et seq., and subject to review or release to the public, excluding financial records marked “confidential” which shall be available for the Proposer to pick up following a review and selection of the firm(s).

3. Format Font, Type and Style: All proposals shall be single-sided and professionally prepared (no hand written proposals will be accepted). There are no requirements on font size, type or style requirements.

Not Bound: Proposals shall not be bound with anything other than a clip or staple to allow the City to make additional copies as needed. No comb binding or permanent binding is permitted.

4. Submittal Deadline Response to this RFP is due on or before 8/28/2026 no later than 12:00 p.m. (Pacific Standard Time) through the PlanetBids Vendor Portal. Reponses received after the deadline will not be accepted; there are no exceptions. Fax and Electronic-mailed (e-mail) submission will not be accepted.

5. Selection Process A Selection Committee consisting of City Staff will evaluate the submitted proposals. Proposer(s) will be objectively evaluated based on their responses to the project scope outlined in this RFP. The written proposal should clearly demonstrate how the Proposer could best satisfy the requirements of the City. The Selection Committee will utilize the Evaluation Method and Criteria described on page 15-16 of this RFP to rate and rank each proposal.

If more information is needed following a review of the Proposals, the Selection Committee may invite one or more of the Proposers to a Selection Interview. Upon completion of interviews, (if needed) a recommendation by the Selection Committee to the City Manager/City Council will be made at that time and awarded in accordance with the City of South Lake Tahoe Procurement Policies & Procedures.

The City of South Lake Tahoe reserves the right to accept or reject any or all proposals or to make no award at all, to extend the period for accepting proposals, to advertise the RFP at any time and to waive any minor irregularities in any proposal.

6. Professional Services Agreement

The Professional Services Agreement with the selected Proposer will begin within 30 days of award of contract. The selected Proposer will be required to sign the City’s Standard Professional Services Agreement. A sample of this Agreement is attached hereto, and the City reserves the right to amend or edit this Agreement however it sees fit.

Consultants may request changes to the City’s standard Professional Services Agreement (PSA);

however, any proposed exceptions, revisions, or requested modifications must be clearly identified and included in the consultant’s proposal at the time of submittal. The City will consider, subject to City Attorney approval, consultant-requested exceptions to the standard PSA only if such exceptions are submitted with the proposal. Consultants should clearly list and explain any proposed contract changes or concerns in their proposal materials.

7. Reservations

a) The City reserves the right to reject any and all proposals, whether or not minimum qualifications are met, and to modify, postpone, or cancel this Request for Proposal, in whole or in part, or decide to award a contract to perform only some of the services outlined in this Request For Proposals, without liability, obligation, or commitment to any party, firm, or organization.

b) In addition, the City reserves the right to request and obtain additional information from any Proposer and to negotiate the final scope of services with the selected Proposer. The City is not liable for any costs incurred by Proposers prior to issuance of an agreement, contract or purchase order. Costs of developing the proposals, oral presentations or any other such expenses incurred by the Proposer in responding to the RFP are entirely the responsibility of the Proposer and shall not be reimbursed in any manner by the City of South Lake Tahoe.

c) Only the Mayor or the City Manager, after being duly authorized by the City Council, may execute the Agreement with the successful Proposer. Further, it is understood that respondents must independently evaluate the information in this RFP and that the City makes no guarantee of data accuracy.

d) The City reserves the right to waive or permit cure of minor informalities and/or insignificant mistakes such as matters of form rather than substance and to conduct discussions and negotiations with any qualified respondent in any manner deemed necessary by the City to serve its best interests. The City also reserves the right, based on its sole judgment and discretion, to award a contract based upon the written proposals it receives without conducting discussions, interviews or negotiations.

e) If, in the opinion of the City, a proposal contains false or misleading statements or references, it may be rejected without notice to Proposer.

f) The City reserves the right to obtain written clarification of any point in a Proposer's proposal or to obtain additional information necessary to properly evaluate a particular proposal. Failure of a Proposer to respond to such a request for additional information or clarification may result in rejection of the proposal.

g) The City reserves the right, without qualification, to select a Proposer for further discussions based solely on the content of the RFPs and relevant information obtained from others concerning the respondent's respective records of past performance.

h) Proposer agrees that any response submitted to this RFP will remain current and valid for a period of not less than 120 calendar days from the proposal due date.

8. Bidder’s Security

a) When deemed necessary, bidders’ security may be required. Bidders shall be entitled to return of bid security; provided however, that a successful bidder shall forfeit his or her bid security upon his or her refusal or failure to execute that contract within 10 days after receipt of contract.

9. Local Business Preference (applies to RFP’s over $50,000 only)

a) The City shall apply a five (5) percent discount to all local businesses which submit proposals for services for The City of South Lake Tahoe. The City shall evaluate the local business proposals as though the proposal had been submitted at a cost of five (5) percent lower than the cost submitted.

b) Local Business shall mean a business which maintains its principal place of business in a fixed office within the City of South Lake Tahoe and possesses a current South Lake Tahoe business license. To establish a principal place of business in South Lake Tahoe, a business must demonstrate the majority of its principals are based in the South Lake Tahoe office, and that it pays South Lake Tahoe payroll taxes on at least 51 percent of its total payroll.

III. INTRODUCTION

The City of South Lake Tahoe (City) is soliciting proposals from qualified consultants to advance conceptual planning and determine a feasible engineering design for the Stateline Complete Streets Project. The selected consultant or consultant team shall demonstrate the ability to perform all work necessary to complete the scope described in this Request for Proposals (RFP), including coordination with City staff, Caltrans, partner agencies, utilities, stakeholders, and the public.

The City hereby notifies all interested consultants that it will affirmatively ensure that, in any agreement entered into pursuant to this RFP, disadvantaged business enterprises (DBE) will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration of an award.

This project is funded in part through Caltrans Agreement No. 74A1730 under the Sustainable Transportation Planning Grant Program. Consultant procurement, selection, and contract administration shall comply with applicable federal and state requirements, the terms of the grant agreement, and applicable Caltrans local assistance requirements. The selected consultant shall be required to comply with applicable grant, invoicing, documentation, record retention, and nondiscrimination requirements. This is consistent with the grant agreement’s requirement that the City procure a consultant through an RFP process consistent with Caltrans standards and procedures for these projects.

The Stateline Complete Streets Project Area is identified on the attached Project Area Vicinity Map (Attachment 1). The complete streets design focus for this project is Stateline Avenue from U.S. Highway 50 to Lakeshore Boulevard. In addition, the circulation and parking management study shall address the broader circulation study zone shown on the vicinity map, including Stateline Avenue from U.S. Highway 50 to Lakeshore Boulevard, Pine Boulevard from Stateline Avenue to Park Avenue, and Park Avenue/Pine Boulevard from Lakeshore Boulevard to U.S.

Highway 50, including the bicycle and pedestrian connection along U.S. Highway 50 to Linear Park.

Several conceptual ideas for multimodal transportation improvements in the project area have already been developed through prior planning efforts, including the 2016 and 2018 Tahoe Regional Planning Agency Linking Tahoe Active Transportation Plans, the City of South Lake Tahoe Tourist Core Area Plan, and the TRPA Main Street Management Plan concepts. The scope for this project includes advancing two concepts that were developed in the first phase of the Study to incorporate, in whole or in part, elements of these prior efforts, as shown in Attachment 2. The goal is to identify a preferred feasible alternative for the circulation study zone and advance complete streets improvements within the Stateline Avenue study area to a 30 percent design level. This general scope is also consistent with the grant agreement, which calls for development of design alternatives, a final recommended alternative, and 30% design plans.

The scope shall include an alternative feasibility analysis to evaluate traffic circulation and volumes, parking management, mobility and ADA configurations, storm drain improvements, and utility coordination and improvements. The selected consultant will provide professional planning, engineering, multimodal analysis, public outreach, and documentation services necessary to develop project recommendations, evaluate design alternatives, prepare a 30 percent design plan for the final alternative, and produce the draft and final Stateline Complete Streets Study, consistent with the project objectives and tasks described in the RFP and grant agreement.

IV. BACKGROUND

The purpose of the Stateline Complete Streets Study is to identify and evaluate multimodal transportation improvements within the Stateline project area that enhance safety, mobility, and accessibility for people of all ages and abilities; address circulation and parking challenges;

promote community equity; and support environmental sustainability. Improvements will be developed and evaluated in light of existing physical, operational, right-of-way, utility, and environmental constraints. The Study will culminate in recommendations for a final design alternative and implementation approach for Complete Streets improvements.

The City of South Lake Tahoe is located along the south shore of Lake Tahoe in El Dorado County, California, within the Lake Tahoe Basin. The City has approximately 21,000 full-time residents and experiences substantial seasonal visitation, with as many as 200,000 visitors during peak summer weekends.

Stateline Avenue, Lakeshore Boulevard, Park Avenue, and Pine Boulevard are all part of the Tourist Core located within the City of South Lake Tahoe. As identified in the City of South Lake Tahoe Tourist Core Area Plan, this area is of special importance in the Tahoe Basin for several reasons, including its role as the center of tourist services and recreation access, its location spanning the Nevada-California state line, and its historic concentration of the highest density of services. One of the goals of the Tourist Core is to promote the area as a pedestrian-and transit-oriented, mixed-use activity center and gateway to an outdoor recreational destination.

The Stateline Complete Streets Study seeks to identify, evaluate, and recommend improvements for Stateline Avenue and support overall planning efforts for the larger circulation study zone (Highway 50 → Stateline Avenue → Lakeshore Boulevard → Park Avenue → Highway 50, including the connection on Pine Boulevard from Stateline Avenue to Park Avenue) to provide safer pedestrian, bicycle, scooter, transit, and vehicle access from the Tourist Core to the lake.

Informal parking on erodible, non-stabilized shoulders and the lack of sidewalks and paths create unsafe pedestrian conflicts and contribute sediment to Lake Tahoe.

Aging and/or deficient stormwater and utility infrastructure along Stateline Avenue must also be addressed as part of the project. Existing storm drains, sanitary sewers, gas mains, waterlines, hydrants, utility poles, and associated infrastructure upgrades and replacement needs are expected to require coordination with relevant utility providers, including SW Gas, Liberty Utilities, AT&T, Charter-Spectrum, STPUD, and Lakeside Park Water, during the feasibility analysis and preliminary design phase of the Study.

In 2008, the City completed a Drainage Master Plan that evaluated drainage needs and identified potential solutions for areas lacking drainage infrastructure in the project area. In 2009, a condition assessment of the existing storm drain in Stateline Avenue, constructed in 1996 as part of the Stateline Erosion Control Project, was completed. The pipe and outfall structure at the shore of Lake Tahoe are aging and have exhibited signs of failure.

The project area has a history of parking management challenges. Although paid parking was studied for the Stateline area, paid parking is not currently in effect, and the area remains in need of manageable and feasible parking solutions.

Public outreach early and throughout the planning process is essential to public acceptance of potential design concepts that may affect vehicular circulation, bicycle and pedestrian access, and parking management. The project area also includes structures and private improvements encroaching into the right-of-way that may affect the feasibility of complete streets improvements.

V. DESCRIPTION OF WORK

The work shall include all tasks necessary to complete the Stateline Complete Streets Study in accordance with Caltrans Agreement No. 74A1730. Services shall include, but are not limited to:

• Project management and coordination

• Public outreach and stakeholder engagement

• Existing conditions review

• Multimodal transportation analysis

• Circulation and parking analysis

• Development and evaluation of design alternatives

• Preparation of project recommendations

• Identification of potential implementation funding sources

• Support for a temporary built environment demonstration

• Development of a 30% design plans for the final alternative

• Preparation of the draft and final Stateline Complete Streets Study

• Presentation of the final Study to the Planning Commission and City Council.

The successful consultant/team will be responsible for organizing and conducting meetings with the project team, advisory group, stakeholders, partner agencies, utility providers, and the public;

coordinating with applicable agencies and utility providers; and completing all milestone submittals on time and within budget. The consultant shall designate one project manager who will serve as the primary point of contact for the City and be responsible for overall project coordination and quality control of all work products.

The selected consultant will analyze and document existing transportation system conditions, actively engage in the public outreach process, provide recommendations that incorporate input from the community and partner agencies, and prepare the study document. Core components of the Study shall include:

• A detailed summary of current conditions.

• Collaboration with key stakeholders and extensive community outreach.

• An evaluation of required multimodal transportation improvements.

• Implementation recommendations outlining short-term and long-term improvements, including cost estimates and potential funding sources, as applicable.

The Study and related design work shall be prepared in accordance with the City’s Public Improvement and Engineering Standards (PIES), California Department of Transportation Standard Specifications and Standard Plans (current edition), City Code, and TRPA Code of Ordinances, as applicable. Consultant responses to the RFP shall include a complete project scope of work, project schedule, and corresponding detailed list of proposed deliverables. The proposed scope of work shall reflect the consultant’s understanding of the work necessary to complete the Stateline Complete Streets Study and prepare a 30% design plan for the final alternative.

The tasks presented below represent the City’s current understanding of the work required to complete the Study. Consultants are encouraged to identify any supplemental tasks they deem necessary for successful completion of the scope of work, subject to City approval.

Task 0 – Project Management The consultant shall provide overall project management, schedule control, quality control, coordination with City staff, and regular progress reporting throughout the project. Regular project team meetings will be conducted to maintain clear communication and ensure steady progress on all tasks.

Deliverables:

• Project schedule and progress reports

• Meeting notes, agendas and summaries

• Invoices and supporting documentation

Task 1 – Advisory Group The City, in coordination with the consultant, will form an advisory group to provide project guidance and will convene at least three times during the projects duration. The advisory group will identify key stakeholders for engagement, highlight important considerations, and provide relevant background on the community’s conditions, history and needs. Additionally, the group will develop strategies to ensure inclusive community engagement and maximize participation at public events.

Deliverables:

• List of Advisory Group members

• Meeting agendas, presentation materials and post-meeting summaries

Task 2 – Existing Conditions Review and Technical Analysis The consultant shall review and compile available background materials and technical information, including prior planning efforts, right-of-way information, circulation and parking information, utility information, and other relevant planning and engineering documents. The consultant shall document existing multimodal transportation conditions and identify opportunities and constraints affecting Complete Streets improvements within the study area.

Deliverables:

• Existing Conditions Report

• Opportunities and Constraints Summary

Task 3 – Public Outreach and Stakeholder Engagement The consultant shall support and facilitate public and stakeholder engagement in coordination with the City and advisory group. This task shall include preparation of outreach materials, facilitation of two (2) community workshops, development of a community survey and documentation of public input, a Walk, Bike, Micromobility audit, and support for engagement with partner agencies, businesses, property owners, and other stakeholders.

Deliverables:

• Agendas, meeting notes, outreach materials

• Public Participation Plan

• Participation lists/sign-in sheets

• Community survey materials and survey results summary

• Walk, bike, and micromobility audit, list of comments and summary

• Community pop-up event materials, information boards and comment summary

• Community Workshop #1 PowerPoint and/or information board materials and comment summary

• Community Workshop #2 PowerPoint and/or information board materials and comment summary

Task 4 – Temporary Built Environment Demonstration The consultant shall support the City in development and evaluation of a temporary built environment demonstration of the selected alternative, as directed by the City. Temporary materials, such as cones or paint, will be used to create the proposed improvements and observe its impact on traffic flow and multimodal usability. The demonstration shall be used to assess safety, feasibility, and effectiveness and to inform refinement of the final alternative and 30% design.

Deliverables:

• Temporary Demonstration Project Plans

• List of comments

Task 5 – Draft and Final Stateline Complete Streets Study

Based on survey results, community and stakeholder feedback, the multimodal audit, demonstration projects, and the pop-up event, the consultant shall develop design alternatives for Complete Streets improvements on Stateline Avenue, Lakeshore Boulevard, and Park Avenue. The consultant shall also prepare a prioritized list of infrastructure improvements to address active transportation gaps;

improve conditions for walking, bicycling, and transit use; enhance mobility and accessibility for people of all ages and abilities; address safety concerns; and promote equity. These alternatives shall be presented at the Community Workshops.

The consultant shall conduct the necessary analysis to evaluate the potential impacts of the alternatives, identify potential funding sources for future implementation, and prepare planning-level cost estimates for the recommended strategies and infrastructure improvements.

The consultant shall document the project findings in a draft Study, including relevant text, tables, graphics, and appendices. The draft Study shall be submitted for review by the project team, Caltrans staff, the advisory group, and the public.

Based on comments received, the consultant shall revise the draft Study and prepare a final design alternative and corresponding final Study recommendations. Upon selection of the final design alternative, the consultant shall prepare a 30% design plans establishing the project scope, alignment, and key features. The 30% design shall include a preliminary set of drawings and documents sufficient to define the basic engineering framework and inform the next phase of design development, including consideration of safety, accessibility, right-of-way constraints, utilities, and environmental factors.

The final Stateline Complete Streets Study shall include recommendations for implementation of the final design alternative and be documented with appropriate text, tables, graphics, and appendices.

The project team shall submit both hard copies and electronic copies of the final document, with credit to Caltrans for its financial contribution on the cover.

Core Components of 30% Design Plans:

• Site and Civil Plans: Show property boundaries, existing and proposed topography, rough grading, and general access and alignment.

• Systems and Utilities: Identify major equipment locations, primary utility alignments, and essential process flows.

• Basis of Design Memo: Explain the core design criteria, codes, and science-based risk analysis.

• Preliminary Estimates: Provides early cost estimates and major equipment lists to secure stakeholder review and budget alignment.

• Drawn at 1” = 50’ scale

Deliverables:

• Project recommendations and design alternatives summary

• 30% Design Plans of Final Alternative

• Draft Stateline Complete Streets Study, list of comments (project team and public)

• Final Stateline Complete Streets Study (bound and digital copies) due April 3, 2028.

Task 6 – Planning Commission and City Council Review/Final Approval

The consultant shall assist the City in presenting the final Stateline Complete Streets Study to the South Lake Tahoe Planning Commission and City Council. City staff, in coordination with the consultant, will prepare the staff report, resolution for approval, and presentation of the final Stateline Complete Streets Study.

Deliverables:

• Planning Commission presentation and materials

• City Council presentation and materials

This project is funded through Caltrans Agreement No. 74A1730. Consultant procurement, selection, and contract administration shall comply with applicable federal and state requirements, the terms of the grant agreement, and applicable provisions of the Caltrans Local Assistance Procedures Manual (LAPM). The selected consultant shall be required to comply with all applicable grant, invoicing, documentation, record retention, and nondiscrimination requirements.

VI. DELIVERABLES

Deliverables shall include, at a minimum, the following:

• Project schedule

• Meeting agendas and summaries

• Progress reports and supporting invoice documentation, as required

• Existing Conditions Report

• Opportunities and Constraints Summary

• Public Participation Plan

• Community survey materials and survey summary

• Walk, bike, and micromobility audit summary

• Community pop-up event materials and comment summary

• Community Workshop #1 materials and comment summary

• Community Workshop #2 materials and comment summary

• Project Recommendations and Design Alternatives Summary

A. Cover Letter (0-10 points)

B. Executive Summary (0-15 points)

• Funding source summary

• Planning-level cost estimates, if applicable

• Temporary Demonstration Project Plans

• List of comments from the temporary demonstration

• 30% Design Plans of Final Alternative

• Engineer’s estimate

• Draft Stateline Complete Streets Study

• Comment matrix or list of comments

• Final Stateline Complete Streets Study

• Planning Commission presentation and materials

• City Council presentation and materials

Unless otherwise approved by the City, interim graphic deliverables, including report figures, maps, alternatives, and draft design drawings, shall be submitted in the following formats:

• Administrative draft: one electronic copy in PDF format

• External draft: one full-size hard copy and one electronic copy in PDF format

• Final document: one full-size hard copy and one electronic copy in PDF format

The 30% design drawings shall be delivered in both PDF and CAD format. Reports and studies shall be submitted in MS Word and PDF format. Final reports shall be submitted in both electronic and hard-copy formats. The final Stateline Complete Streets Study shall acknowledge Caltrans’ financial contribution on the cover.

VII. PROPOSAL CONTENT REQUIREMENTS

Proposal Requirements – Submittals shall not exceed 30 pages. The limit does not include project team resumes, project schedule, table of contents or cover page(s). All proposals must include the following information and shall be organized as described below.

The cover letter shall be addressed to Mohammad Qureshi, Director of Public Works, and, at a minimum, shall contain the following:

• Identification of Firm, including name, address, and telephone number

• Name, title, address, telephone number, and email address of the contact person during the period of proposal evaluation

• A statement that the proposal shall remain valid for a period of not less than 120 calendar days from the date of submittal

• Signature of a person authorized to bind the Firm to the terms of the proposal

C. Company History, Background and Experience (0-25 points)

D. Scope of Work/Implementation (0-40 points)

E. Project Budget (Sealed Envelope – Required) (0 points)

Provide a concise narrative demonstrating the Proposer’s understanding of the project, the nature of the required services, the key issues affecting the study area, and the level of effort necessary to successfully complete the Stateline Complete Streets Study.

Describe the Company’s history and organizational structure, including the size of the company, location of office(s) and years in business. Provide resumes for project team members. Also include the Firm’s background, experience, and capacity to undertake the project/services for the City of South Lake Tahoe in conformity with the requirements of the RFP.

Describe the Consultant’s general approach to managing the services to be provided, including the methodology to be followed and specific plans to manage, control, and supervise the work in order to ensure satisfactory performance. In developing the work plan, reference shall be made to the specific requirements noted in the Description of Work.

Proposers shall provide:

• A detailed scope of work and task-by-task approach aligned with this RFP

• A project schedule showing major milestones, including existing conditions review, outreach activities, alternatives development, temporary demonstration, 30% design, draft study, final study, and Planning Commission/City Council presentations to be completed by April 3, 2028.

• A deliverables list tied to each task

• A public outreach approach

• A description of quality control and project coordination procedures

• Identification of assumptions, constraints, and key coordination needs with partner agencies and utility providers

• A description of the Consultant’s familiarity with and ability to comply with applicable

Caltrans grant agreement and LAPM requirements, including documentation, invoicing, record retention, and contract administration requirements.

Provide a description of the project cost and/or fees itemized according to the RFP proposal. The total all-inclusive maximum price to be bid is to contain all direct and indirect costs, including all out-of-pocket expenses. The City of South Lake Tahoe will not be responsible for the expenses incurred in preparing and submitting the proposal. The Company shall present all costs, fees, taxes, and charges based on achievement of deliverables, which should be outlined in the Company’s cost proposal.

The Consultant must submit a cost proposal in a separate, sealed envelope as part of their RFP submission. The cost proposal will not be part of the selection criteria and will only be opened after consultant is selected. Clearly mark the exterior of the envelope as follows:

F. Description of Recent Projects/References (0-10 points)

SEALED Project Budget RFP No. 2026-07-30

Stateline Avenue Complete Streets Project [Proposer Firm Name]

CONFIDENTIAL

Deliver the sealed Project Budget envelope to:

Department of Public Works City of South Lake Tahoe Attn: Emily Dougherty, Associate Transportation Planner 1740 D Street South Lake Tahoe, CA 96150

The sealed Project Budget must be received by the same deadline as the electronic technical proposal.

Provide a description of accounts/agreements of a similar nature including at least three (3) recent client references with names and telephone numbers, contact persons.

VIII. EVALUATION METHOD & CRITERIA

Proposals will first be reviewed for responsiveness to the requirements. If any information is missing from the required content, the proposal may be deemed non-responsive and returned to proposer and any further review is subject to the City’s discretion (see Reservations, page 4).

The Selection Committee will make a recommendation based on the criteria in this Proposal to award the contract/agreement to a selected Proposer. The City may conduct interviews as described on pages 3-4 under Selection Process.

Evaluation Criteria

Recommendations for selection will be based on the following weighted criteria, for a total of 100 possible points:

Criteria Points

A. Cover Letter 10

B. Executive Summary 15

C. Company History, Background & Experience 25

D. Scope of Work/Implementation 40

E. Project Budget 0

F. Description of Recent Projects/References 10

Evaluation and Fee Negotiation Process: The City will evaluate and rank all timely proposals solely on Items

A–D & F using the criteria in Section VIII. Item E will remain sealed and unopened until the City has identified the highest-ranked proposer(s) based on qualifications, approach, and experience.

After selection of the top-ranked firm, the City will open the sealed cost proposal for only the selected firm and may negotiate the proposed fee, scope details, and contract terms. This process allows the City to select the most qualified consultant first and then negotiate a fair and reasonable fee consistent with professional services procurement best practices. If negotiations are unsuccessful, the City may proceed to the next-ranked firm.

X. INQUIRIES

Please direct all inquiries regarding this Request for Proposals through the City of South Lake Tahoe PlanetBids webpage for this Project. All questions and requests for clarification will be addressed through PlanetBids.

If a consultant is unable to access PlanetBids for technical reasons, the consultant may contact:

Emily Dougherty Associate Transportation Planner City of South Lake Tahoe 1740 D. Street South Lake Tahoe, CA 96150 Phone: (530) 542-6070 Email: edougherty@cityofslt.gov