County_Surveyor_Services.pdf

County Surveyor Services

Request For Qualification (RFQ #2025-RFQ-Surveyor)

Tuolumne County

Public Works Department

Issued: Thursday, October 23, 2025

REQUEST FOR QUALIFICATION (RFQ No.

2025-RFQ-Surveyor)

COUNTY SURVEYOR SERVICES

Deadline for Submission of Proposals: Friday, November 14, RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/tuolumnecountyca

Table of Contents

1. Introduction

2. Scope of Work

3. Minimum Qualifications

4. Statement of Qualification Requirements

5. RFQ Process

6. Evaluation

7. Contract Information

Attachments:

A - County_Surveying_Services_Sample_Agreement

1. Introduction

1.1. Summary

By this Request for Qualifications (RFQ), the County of Tuolumne, through its Department of

Public Works (“County”), is soliciting Statements of Qualifications from licensed and qualified providers to furnish professional County Surveyor services. The Consultant shall perform all duties of the County Surveyor as required under California law. Such duties include, but are not limited to, the examination, certification, and approval of surveying maps and documents; the issuance of written instructions to the County and submitting surveyors; and ensuring compliance with the

California Professional Land Surveyors’ Act and the Subdivision Map Act. Responding firms must demonstrate substantial experience and expertise in applicable State and Federal requirements, including established procedures governing federally funded projects.

1.2. Background

Tuolumne County, located in the heart of California’s historic Mother Lode region along the western slope of the Sierra Nevada, is bordered by Calaveras, Mariposa, Stanislaus, Alpine, and

Mono Counties. Sonora, the County seat, is the only incorporated city. The County seeks professional County Surveyor services to support land development, public works, and compliance with State and Federal surveying requirements.

1.3. Contact Information

Blossom Scott-Heim

Director

2 S. Green Street

Sonora, CA 95370

Email: bscott-heim@co.tuolumne.ca.us

Phone: (209) 533-5904

Department:

Public Works Department

Department Head:

Blossom Scott-Heim

Public Works Director

1.4. Timeline

Release of Published RFQ October 23, 2025

Deadline for Receiving all Questions November 10, 2025, 5:00pm

Question Response Deadline November 13, 2025, 5:00pm mailto:bscott-heim@co.tuolumne.ca.us tel:(209)533-5904

Deadline for RFQ Responses to be

Received by County

November 14, 2025, 5:00pm

Review Committee evaluates November 18, 2025

Commencement of Negotiation Period November 24, 2025

Notice of Contract Award (Tentative) December 1, 2025

Deadline for Protests/Appeals

(Tentative)

December 8, 2025

Contract Executed (Tentative) December 16, 2025

2. Scope of Work

2.1. Overview

This RFQ seeks a Consultant to perform all necessary County Surveyor services for Tuolumne

County, including, but not limited to, the examination, certification, and approval of surveying maps and documents; issuance of written instructions; coordination with County staff; and provision of supportive surveying services in accordance with the laws, rules, regulations, policies, and procedures outlined in the Scope of Work.

Consultant is expected to perform all County Surveyor activities in accordance with the California

Professional Land Surveyors’ Act, the Subdivision Map Act, and all applicable Federal, State, and

Local laws, regulations, policies, and procedures.

The County is soliciting a Statement of Qualifications (SOQ) from interested firms with the intent of entering into a contract with one (1) Consultant for on-call County Surveyor services. The initial term of the contract shall be for a period of up to one (1) year, or until a permanent County Surveyor is hired, whichever occurs first. The contract may be extended by mutual agreement for successive one-year terms, for a total duration not to exceed five (5) years. No guarantee is made or implied as to the exact quantity of work that will be assigned. The quantity of work is dependent on County needs, funding availability, and the Consultant’s demonstrated expertise.

2.2. Examination, Certification, and Approval of Surveying Material

The Consultant shall be responsible for examining, certifying, and approving all surveying maps and documents prior to filing with the Tuolumne County Recorder’s Office. All approvals shall be performed in accordance with the California Professional Land Surveyor’s Act, the Subdivision

Map Act, and Tuolumne County procedures. Approval shall be evidenced by the County

Surveyor’s signature, seal, and date.

Consultant responsibilities shall include, but are not limited to, the following:

• Examine all submitted surveying materials for technical accuracy and compliance with statutory and County standards.

• Ensure that approved materials are returned with all necessary documentation for recordation.

• Certify and approve maps and documents, as evidenced by their signature and seal, and return documents to the Department of Public Works with proper certification and any relevant notes.

2.3. Applications Reviews and Processing

The Consultant shall provide clear and detailed written instructions and communications to the

Department of Public Works and the submitting applicants. These communications shall explain the steps required for approval or the reasons why submitted materials cannot be approved, ensuring that all parties understand County requirements.

Consultant responsibilities shall include, but are not limited to, the following:

• Issue written instructions that clearly explain approval requirements or deficiencies.

• Respond to inquiries from surveyors within the timeframes required by State law.

• Maintain documentation of all communications related to submitted surveying materials.

2.4. Coordination with County Staff

The Consultant shall collaborate with Tuolumne County staff to ensure proper review, handling, and processing of all surveying needs.

Consultant responsibilities shall include, but are not limited to, the following:

• Work closely with Public Works staff to ensure materials are processed efficiently and accurately.

• Provide technical supervision and support to lower-level staff to ensure effective performance and task completion.

2.5. Supportive Surveyor Services

In addition to reviewing and approving surveying documents, the Consultant shall provide supportive services to facilitate County operations, development activities, and public inquiries.

Consultant responsibilities may include, but are not limited to, the following:

• Review development applications and associated conditions of approval.

• Provide planning support related to land divisions and surveys.

• Review, approve, and index corner records.

• Coordinate recording responsibilities with the Tuolumne County Recorder’s Office.

• Staff the public counter for surveying-related inquiries, as requested.

• Review legal parcel issues, easement abandonments, and other land-related matters.

• Perform basic field work, as related to surveying on county propertys.

3. Minimum Qualifications

Applicant must hold an active Land Surveyor license. Applicant must provide evidence of extensive experience and demonstrate familiarity with applicable procedures, regulations, and standards. The Statement of Qualifications (SOQ) must include a detailed listing of current work commitments, guaranteeing the ability to perform services in a timely manner. Consultants practicing land surveying in Tuolumne County, or acting in responsible charge of a firm that does so, must include detailed information in their scope of services to address potential conflicts of interest. Any proposed changes to key personnel after contract award must receive County approval prior to implementation.

4. Statement of Qualification Requirements

Statement of Qualifications Format

SOQs are to be straightforward, clear, concise and responsive to the information requested. In order for SOQs to be considered complete, proposers must provide all requested information. The SOQ shall not exceed a total of ten (10) pages. Font size shall be at least 12 point. The ten (10) page limit does not include the cover letter, cover or divider pages (if any), table of contents, or resumes. SOQs shall not exceed 15 MB and must include the consultant’s name in the file name. Please limit your page size to 8.5” x 11” for ease of printing.

Please submit one (1) copy of your fee schedule as a separate electronic attachment.

Each proposer must submit their response online via the County's e-Procurement platform:

1. Statement of Qualifications*

A. Proposal Package RequirementsCover SheetThe cover sheet must be signed by an owner, corporate officer, or an agent authorized to act on behalf of the Consultant.

Failure to include a signed cover sheet with each SOQ may result in disqualification from the selection process.Transmittal Letter The Transmittal Letter should describe interest and commitment to the proposed services. 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 consultant selection process. The person authorized by the

Consultant to negotiate a contract with the County shall sign the cover letter.The

Transmittal Letter must be addressed to Blossom Scott-Heim, P.E., Director of Public

Works, County of Tuolumne, Department of Public Works, 2 South Green Street, Sonora, CA 95370. Consultant Profile This section should provide a brief description of the firm’s size, organizational structure, capacity and resources.Qualifications and

Experience This section should state the Consultant's qualifications and previous experience on similar projects. Indicate the name as well as the roles and responsibilities of each key member of the team. Include an organization chart, and resumes for each key team member (resumes can be included in the appendix) and indicate the experience each member of the team has with the assigned duties.Relevant Experience Provide a description of services completed over the last five years. This section should also include a listing of past specific assignments demonstrating experience in the services specified in this RFQ, preferably on behalf of or for public sector clients within the State of California. Descriptions of completed projects, as current as possible, should be submitted. For each referenced project, proposers must list: (1) the dates and a description of the services that were provided; (2) the names and responsibilities of the team members involved with the referenced work, including key subcontractors; (3) for each client agency, the name, address, and telephone number of a contact person who would be most familiar with the services provided; and (4) indicate if and how the project schedule and budget were met.Understanding and Approach Please write a brief narrative description of the general approach the consultant would use to provide the requested services. The narrative must include the consultant’s overall strategy for scheduling work, a schedule of milestones for meeting project deadlines, and a description of quality control measures. In addition, specifically describe your approach to working as part of a team with County staff.References Provide at least three references (names and current phone numbers) from recent work (previous 3 years) that required similar services.

*Response required

2. Fee Schedule* The fee schedule shall include hourly rates inclusive of base salary, fringe benefits, overhead, profit, and any other operational expenses. The schedule shall also include all flatrate fees with a description of how they are determined, where applicable. The fee schedule will not be considered in the evaluation of any SOQ.

*Response required

5. RFQ Process

5.1. Submittal of Proposals

Proposals must be received electronically, no later than 5:00 pm on Friday, November 14, 2025.

Proposals are to be submitted electronically using the County’s e-Procurement platform:

https://procurement.opengov.com/portal/tuolumnecountyca.

Proposals will be received only as instructed above, and must be received before 5:00 pm on

Friday, November 14, 2025. Proposals shall not be submitted via hard copy, (hand delivered or mailed), facsimile, nor via email. It is the sole responsibility of the proposer to properly upload its proposal so that it is received by the time and date required. Any proposal received after said time and/or date or in any other format other than as instructed herein, cannot be considered and will not be accepted. The County’s e-Procurement Platform records the time stamp for every proposal submitted properly in the system. Once a proposal is submitted in the e-procurement platform, the

Proposer will receive an email confirmation, and the proposal status will also show as “submitted.”

5.2. Submitter's Questions

Questions regarding the RFQ must be submitted to the County by 5:00 pm on Monday, November 10, 2025, exclusively through the County’s e-Procurement platform, in the Q&A tab.

Except for questions that might render the award of this contract invalid, the County will not respond to any questions submitted after this time. The County will use an addendum to the RFQ to post any questions received, along with written responses, on the County e-Procurement platform, https://procurement.opengov.com/portal/tuolumnecountyca. It is the responsibility of the proposers to check the County website to review the questions and responses. Any oral responses to questions are not binding on the County.

5.3. Cost of Developing the Proposal

All costs incurred in the preparation of a proposal are the responsibility of each proposer and will not be reimbursed by the County.

5.4. Proposal Terms and Conditions

It is the responsibility of each proposer to be familiar with all of the specifications, terms and conditions of the RFQ. By the submission of a proposal, the proposer certifies that if awarded a contract, proposer will make no claim against the County based upon ignorance of or misunderstanding of the specifications.

Each proposer shall submit its proposal with the understanding that the proposal will become a part of the official file on this matter and shall be subject to disclosure, if requested by a member of the public, following the completion of negotiations.

By submitting a proposal, each proposer certifies that all statements in this proposal are true. This constitutes a warranty, the falsity of which shall include the right, at the County’s option, of declaring any contract made, as a result thereof, null and void. Proposals shall be completed, executed, and submitted in accordance with the instructions of this RFQ. If a proposal is not submitted in the format specified in this RFQ, it may be rejected, unless the County determines that the nonconformity is either a minor irregularity or that the defect or variation in the proposal is immaterial or inconsequential. The County may give the proposer an opportunity to cure any deficiency resulting from a minor irregularity or an immaterial or inconsequential defect, or

County may waive such deficiency, whichever is most advantageous to the County.

The County cannot accept proposals from any individual who is currently employed with the

County of Tuolumne (California Government Code §29708).

5.5. Successful Proposal as Part of Contract Services

Proposals received in response to this solicitation, at the County’s discretion, may be incorporated into the awarded contract and may serve as basic terms and conditions for the ultimate contract. Therefore, proposers are advised that, if successful, they will be held responsible for levels of services proposed at the funding levels quoted. The County reserves the right to negotiate modifications or revisions to any awarded contract.

5.6. Evaluation of Proposals

See #Evaluation

5.7. Other Requirements

In order to contract with the County of Tuolumne, a proposer must meet the following requirements:

• Make available to the County its federal Tax Identification Number (TIN) or Social

Security Number (SSN).

• Comply with all Federal, State and local rules, regulations and policies, including but not limited to:

o Standard contract language of the County; and, o Insurance coverage to include worker’s compensation, general liability, auto liability and professional liability, unless waived by the County.

• Meet the requirements for audit of its expenditures if required in the above documents.

5.8. Non-Discrimination

Non-Discrimination: The Contractor selected through this RFQ shall provide services without discrimination based on race, creed, color, ethnic or linguistic identification, gender or sexual preference, disability or handicap or any other basis prohibited by law.

5.9. Protest/Appeal Process

The following procedure is provided in the event that a proposer wishes to protest the RFQ process or appeal the recommendation to award a contract for RFQ once the Notices of Award/Non-Award have been issued.

https://secure.procurenow.com/portaluolumnecountyca/projects/21659?section=167785

Any protest must be submitted in writing to Public Works Department, 2 S. Green Street, Sonora, CA 95370, Attention: Blossom Scott-Heim

The protest must be submitted before time of the tenth (10th) business day following the date of the Notice of Award.

The protest must contain a complete statement of the basis for the protest. The protest must include the name, address, telephone number and e-mail address of the person representing the protesting party.

The procedure and time limits are mandatory and are the proposer’s sole and exclusive remedy in the event of a bid protest.

Proposer’s failure to comply with these procedures shall constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.

Upon receipt of written protest/appeal, the Public Works Director will review and provide an opportunity to settle the protest/appeal by mutual agreement, will schedule a meeting to discuss or issue a written response to advise of an appeal/protest decision within five (5) business days of receipt of the appeal/protest.

5.10. Public Records Access

Proposers should be aware that submitted proposals are subject to the California Public Records

Act and may be disclosed to members of the public upon request. It is the responsibility of the proposers to clearly identify information in their proposals that they consider to be confidential under the California Public Records Act. To the extent that the County agrees with that designation, such information will be held in confidence whenever possible. All other information will be considered public.

All information regarding the proposals will be held as confidential until such time as the Review

Committee has completed its evaluation and, or if, contract negotiations are complete.

6. Evaluation

The objective is to perform a thorough and fair evaluation of submitted proposals and facilitate the selection of a consultant that best satisfies the County’s requirements. The following describes the evaluation process and associated components.

A. Selection Process:

1. The County shall name, for the purpose of evaluating the proposals for this RFQ, a

Review Committee composed of representatives from the County. The County may also elect to include qualified representatives from other agencies or entities as part of the Review Committee.

2. Proposal documentation requirements set forth in this RFQ are designed to provide guidance to proposers concerning the type of information that will be used by the

Review Committee. Proposers shall be prepared to respond to requests by the Review

Committee for additional items deemed necessary to assist in the evaluation process.

B. Evaluation Criteria & Scoring:

1. The Review Committee shall be responsible for performing the evaluations of each proposal. Each member of the Committee shall rate the proposers separately. The scores of each of the Committee members shall then be averaged to provide a total score for each of the proposers. The proposals shall be evaluated on the following categories and the maximum weight possible for each category is listed below.

2. After an initial review and evaluation of each SOQ, the consultants submitting the highest-rated SOQs may be invited to interviews prior to final selection to further elaborate on their SOQs. The County reserves the right to award a contract without holding interviews if the written SOQs provide a clear preference on the basis of the criteria described.

C. Award:

Award will be made to the qualified proposer whose proposal will be most advantageous to the

County, with price and all other factors considered. The County will negotiate with the highest ranked proposer to develop the scope of work and contract for mutual satisfaction.

If the County cannot successfully negotiate a contract with the highest ranked proposer, the County will terminate negotiations and begin negotiations with the next highest ranked proposer.

Proposers will receive mailed/e-mailed Award/Non-Award notification(s), which will include the name of the proposer to be awarded this contract.

Proposers are advised County reserves the following prerogatives:

• To reject any or all proposals;

• To consider historic information and fact, whether gained from the proposer’s proposal or any other source, in the evaluation process; and

• The proposer is cautioned that it is the proposer’s sole responsibility to submit information related to the evaluation categories and the County is under no obligation to solicit such information if it is not included with the proposal. Failure of the individual or firm to submit such information may cause an adverse impact on the evaluation of the proposal.

Completeness Review

No. Evaluation Criteria Scoring Method Weight (Points)

1. Completeness of SOQ Pass / Fail 100 (100% of Total)

SOQ Review

No. Evaluation Criteria Scoring Method Weight (Points)

1. Relevant Experience 0-100 Points 20 (20% of Total)

2. Approach 0-100 Points 40 (40% of Total)

3. Professional In Charge Qualifications 0-100 Points 20 (20% of Total)

4. Reliable Performance 0-100 Points 20 (20% of Total)

7. Contract Information

7.1. Sample Agreement

A sample Agreement is attached to this RFQ, which details all standard terms and conditions required by the County of Tuolumne.

7.2. Initial Term

The term of the initial contract awarded under this RFQ will be for a period of up to one (1) year, or until a permanent County Surveyor is hired, whichever occurs first. .

7.3. Extension Option

By mutual agreement, this contract may be extended for four (1) year extensions, under the following circumstances:

• The County receives adequate funding to extend program operations;

• The Contractor has achieved demonstrable success by meeting all of the contract’s service requirements;

• The County continues to need the services purchased under this RFQ;

• The Contractor is willing and able to modify the services provided to best meet the needs of the program as determined by the County.

7.4. Termination

The contract will be subject to termination by either party upon Thirty (30) days' written notice of intent to terminate. The County may terminate the contract at any time, without written notice, upon a material breach of contract by the Contractor.

7.5. Funding Availability

It is mutually agreed that if the County budget of the current year and/or any subsequent years covered under this Agreement does not appropriate sufficient funds for the program, this

Agreement shall be of no further force and effect. In this event, the County shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this

Agreement and Contractor shall not be obligated to perform any provisions of this Agreement.

Contractor’s assumption of risk of possible non-appropriation is part of the consideration for this

Agreement. County budget decisions are subject to the discretion of the Board of Supervisors.

If funding for any fiscal year is reduced or deleted by the County budget for purposes of this program, the County shall have the option to either cancel this Agreement with no liability occurring to the County, or offer an Agreement amendment to Contractor to reflect the reduced amount.

7.6. Insurance

1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.

2. Insurance must be maintained, and evidence of insurance must be provided, for at least five (5) years after completion of the contract of work.

3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Contractor must purchase "extended reporting" coverage for a minimum of five (5) years after completion of work.

7.7. Hold Harmless

Contactor shall hold harmless, defend and indemnify County and its officers, officials, employees and volunteers from and against any and all liability, loss, damage, expense, costs (including without limitation costs and fees of litigation) of every nature arising out of or in connection with

Contractor's performance of work hereunder or its failure to comply with any of its obligations contained in the agreement, except such loss or damage which was caused by the sole negligence or willful misconduct of the County.

If such indemnification becomes necessary, the County Counsel for the County shall have the absolute right and discretion to approve or disapprove of any and all counsel employed to defend the County. This indemnification clause shall survive the termination or expiration of this

Agreement.