Engineering and Design Services for Dearborn Street-Citrus Avenue and University Street-Colton Avenue Traffic Signal Projects.pdf

City of Redlands Municipal Utilities and Engineering Department

35 Cajon Street, Suite 15A

Redlands, CA 92373

Phone: 909-798-7698

Email: vmedina@cityofredlands.org www.redlands.gov

REQUEST FOR PROPOSALS (RFP):

Engineering and Design Services for Dearborn Street/Citrus Avenue and University Street/Colton Avenue Traffic Signal Projects

Project No. 20260721VN

Date Issued: June 25, 2026

Date Due: July 21, 2026, by 4:00 p.m. P.S.T.

Responses received and opened at:

Municipal Utilities and Engineering

35 Cajon Street, Suite 15A

Redlands, CA 92373 mailto:vmedina@cityofredlands.org

CALENDAR OF EVENTS / RFP TIMELINE

Listed below are the important dates and times by which the actions noted must be completed. All dates are subject to change by the Purchasing Manager. If the Purchasing Division finds it necessary to change any of these dates or times prior to the proposal due date, the change will be accomplished by addendum.

ACTION COMPLETION DATE

Issue RFP

Thursday, June 25, 2026

Last Day for Questions

Tuesday, July 14, 2026 by 2:00 pm

Published response to questions

Thursday, July 16, 2026 by 5:00 pm

Proposals Due

Tuesday, July 21, 2026 by 4:00pm

Evaluation Committee Meeting

TBD

Vendor Presentations

City Council Approval

1. INTRODUCTION

The City of Redlands (City) is inviting proposals from qualified professional engineering firms or team of firms specializing in the design of intersection traffic signal projects. The objective is to develop two comprehensive Plans, Specifications, and Estimates (PS&E) packages that meet Caltrans standards for the installation of traffic signals at the intersections of Dearborn

Street and Citrus Avenue, and University Street and Colton Avenue, respectively. Review the project carefully and submit your proposal in accordance with the instruction provided in the

Request for Proposals (RFP).

2. SCOPE OF SERVICES

The Proposer shall develop plans, specifications and estimates (PS&E) for the project adhering to Caltrans Standard Chapter 11 (Design Standards) and Chapter 12 (Plans Specifications and

Estimates) specifically. The project study areas are located at Dearborn Street and Citrus

Avenue, and University Street and Colton Avenue.

The scope of work that follows is intended as a guide only. The Proposer is advised to add any critical tasks or elements which may have been overlooked, or delete any extraneous tasks deemed not necessary to the success of the project:

Task 1 – Project Management. Each Proposer shall include Project Management as one of the work tasks. The following Project Management description is the minimum project management requirements and may be expanded upon by the Proposer:

The Proposer shall act as a manager of the Proposer’s team, including any Subconsultants. The

Proposer shall manage and coordinate all components of the Project and take a proactive role in keeping all tasks on schedule and on budget, and ensure timely completion of the design and evaluation. The Proposer shall give prior notice to the City and obtain acceptance from the City before performing work outside the contract work scope and budget.

The Proposer shall ensure full coordination with City staff and be responsive to any email and telephone discussions, in addition to the minimum meetings as listed throughout the scope of work. The Proposer shall be in contact with the City frequently enough to ensure a timely City review of deliverables. The Proposer is expected to work with all stakeholders in a responsible manner.

The Proposer shall organize one (1) kickoff meeting with City staff:

• Define project goals and objectives

• Outline project and management approach

• Identify roles and responsibilities

• Confirm scope and schedule

The Proposer shall attend monthly progress meetings to discuss budget, schedule, and project issues and status/progress. The progress meetings shall serve to resolve any questions or issues.

The Proposer shall record all meeting minutes and submit a copy of the minutes to the City within three (3) working days after each meeting. The Proposal shall describe the total assumed number of meetings and associated hours. The Proposer shall provide a presentation to City

Council and additional committees as requested by City staff.

Task 2 – Agency and Utility Coordination. The Proposer shall coordinate with utility companies to identify and address potential conflicts with existing utilities within the project area. This shall include coordination with Southern California Edison to provide power to both proposed signals, and upgrade utilities, as needed. The Proposer shall prepare an initial request for utility information such as atlas sheets, mapping, or as-built plans, and notify of the need to install planned facilities in the area of the project. Additionally, the Proposer shall develop utility relocation/adjustment plans and ensuring seamless coordination with utility stakeholders throughout the design and construction phases. The Proposer shall review utility information to determine the impact of the project on the various utilities, including making contact with each affected utility company to determine facilities that may interfere with proposed construction.

Task 3 – Preliminary Design/Engineering. The Proposer shall prepare and conduct the following for each of the two proposed intersections:

a. Design Survey

i. Perform research for survey information.

ii. Perform survey and conduct data collection.

iii. Obtain topographic feature locations for a complete and accurate representation of existing conditions within the public right-of-way.

iv. Obtain complete record drawings and other documents to show location of all utilities, location and dimensions of all sidewalks and driveways, location of all trees and landscaping which may be affected by the improvements; and

v. The survey and datum will be tied into the state plane coordinate system and City benchmark.

b. Field Review

i. Research and review base data documents including as-built improvement plans, utility information and other available record data; and

ii. Conduct a design review field meeting with City staff at 60% design completion to evaluate design recommendations against existing conditions. Meeting minutes shall be prepared and submitted to the City.

c. Traffic Analysis

All work identified herein shall be performed by a Professional Engineer or a Traffic

Engineer Registered in the State of California with an expertise in Traffic Engineering.

Prepare and submit a Traffic Analysis Report detailing the methodology, findings and conclusions supporting the following:

i. Complete an MUTCD signal warrant analysis for the intersection and make recommendations regarding signalization and coordination.

ii. AM, Noon and PM peak-hour manual turning movement counts at each approach of the intersection;

iii. Recommend turn pocket lengths;

iv. Recommend lane orientation for each approach of the intersection;

v. Provide signal timing sheets; and other pertinent design features.

vi. The Proposer shall prepare the Traffic Analysis Report at the commencement of the design phase.

Task 4 – Environmental Compliance. The consultant shall determine whether environmental work is required with this project or whether CEQA Categorical Exemption Section 15301(c) applies to this project. The Proposer shall prepare the adequate forms for both locations proposed.

Task 5 – Plans, Specifications, and Estimates (PS&E) Preparation. Upon approval of the preliminary plans and environmental documents, the Proposer shall develop the final plans, project specifications, and an estimate of construction costs for each project location individually. The PS&E shall follow the latest Caltrans, AASHTO, County, and City standards.

The Proposer shall develop detailed engineering plans for the installation of a traffic signal at

Dearborn Street and Citrus Avenue, and University Street and Colton Avenue. The design shall include detailed specifications for materials, construction methods, and special provisions necessary for the successful implementation of the upgrades.

Plans, specifications, and estimates shall be provided at levels of completion of approximately

60%, 90%, and 100% (Mylar). The City will provide review comments at the concept, 60% and

90% design stage. It is expected that 100% plans will be complete.

Plans shall conform to the City of Redlands Standard Plans, 2024 Greenbook or 2025 Caltrans

Standard Plans and shall be prepared utilizing AutoCAD software. All work identified herein shall be approved by a Professional Engineer registered within the State of California.

There shall be two sets of project plans for each location, respectively. Project plans shall include, but are not limited, to the following:

i. Title and construction detail sheets;

ii. Civil design plans. Plans shall include removals, existing and proposed improvements, utility base mapping, etc. Where necessary, the plans shall define limits of repairs to pavement, curb, gutter, sidewalk, ADA upgrades, etc. The plans shall be at a horizontal scale of 1"=20' or 1”=40’ where appropriate;

iii. Signing and striping plans at a horizontal scale of 1"=40'. Signing and striping plans shall be prepared and meet criteria established in the MUTCD, latest edition;

iv. Submit 60% and 90% completion plans for City's review and comments. Revise plans based on City comments; and

v. Submit 100% plans (mylars) and project specifications.

The Proposer shall prepare Technical Specifications to be used in conjunction with the City boilerplate specifications prepared and approved by the City for each location. The Proposer shall prepare all required Federal/State documents to be included in the specifications. All drawings and specifications shall be adequate and sufficient for the City to solicit bids for the award of the construction contract for said work.

The Proposer shall prepare quantity calculations and final construction cost estimates in accordance with City requirements to meet the established project budget for each location individually.

The PS&E shall include special provisions, standard notes, and typical sections necessary for the proper installation of the traffic signal at eat location. Detailed construction details, including signal locations, mounting details, and necessary wiring diagrams and electrical specifications.

The Proposer shall submit two (2) sets of full-size plan submittals at 60% and 90% completion milestones; one (1) full size Mylar set of 100% drawings; and USB containing bid package in

PDF, AutoCAD and Microsoft Word.

Task 6 – Traffic Signal Timing Sheet. The Proposer shall prepare Traffic Signal Timing Sheet to be used at time of construction to program the traffic signal for each location. Additionally, the Proposer shall provide other pertinent design features.

Task 7 – Project Advertisement Services. The Proposer shall provide support during the bidding process for both projects individually. Work includes, but is not limited to, the following:

i. Respond to questions during the project advertisement period, and log questions and responses. All communication shall be directed to the City for issuance to the bidders, at no time shall the Proposer respond directly to bidders;

ii. Prepare addenda, as necessary, with coordination and issuance by the City; and

iii. Attend and lead pre-bid meeting and site visits, along with City staff.

Task 8 – Construction Support Services. During the construction support phase, the Proposer shall review and prepare a response to contractor inquiries and requests for information (RFIs) and ensure contractor compliance with project specifications for both locations. All communication shall be directed to the City for issuance to the Contractor, at no time shall the

Proposer respond directly to the Contractor. The Proposer shall also review and evaluate contractor submittals, including construction schedules and material submittals, to facilitate smooth project execution.

Task 9 – Prepare Record Drawings (As-built). Within thirty (30) days following the completion and acceptance of the project, the Proposer shall furnish City with a complete set of revised original plans showing as-built conditions for both locations. Revisions shall be solely based on as-built information provided by the City's Project Manager and the

Contractor.

3. PROPOSAL FORMAT GUIDELINES

The submittal must follow the format described in this section. If the Proposer fails to provide the information the form requires, fails to return all of the forms, or fails to submit the required attachments, the City may treat the proposal as non-responsive. Respondents are encouraged to submit clear and concise responses to the RFP. The Proposals are limited to 20 single sided pages, (excluding cover page, table of contents, dividers and tabs, and resumes) arranged in the following manner:

A. Cover Page.

This is to be used as the first page of the submission. This form must be fully completed and signed by an authorized officer of the firm.

B. Executive Summary.

In a brief narrative, the Proposer shall describe the proposed approach and plans to meet the requirements of the RFP. The narrative should highlight the Proposer’s qualifications and experience. The intent of this narrative is to convey to the City that the Proposer understands the objective of the requested service, the nature of the work, and the level of effort necessary to successfully provide the defined services. The narrative should stipulate how the Proposer’s approach and plans to provide the services are appropriate to the tasks involved.

C. Approach and Methodology:

This section shall include a description of the Proposer’s understanding of the project and demonstrate the necessary resources to perform the intended services. At a minimum, the proposal shall include a statement acknowledging the Scope of Services, a description of proposed technical memoranda, and a description of the report deliverables. Proposer shall also include a schedule/timeline of the work.

The proposal shall include a discussion regarding the Proposer’s management approach, including coordination and monitoring of project schedule, cost, scope, communications, quality, resources, and other management issues that the Proposer feels should be addressed.

Emphasis should be placed on how the Proposer’s management approach will promote the project’s success. This section shall also include a description of the Proposer’s approach to quality control in the preparation of documents and other deliverables.

D. Firm Information/Organization.

The Proposer must identify the Account Manager who will be working directly with the City and engaged in managing the work. Resumes must be included which reference the individual’s qualifications and experience in managing similar projects. List relevant projects worked on, dates showing length of time spent on each project and the specific duties responsibilities for each project.

Identify the responsibilities of the key individuals, other than the Account Manager, who will be assigned to the proposed contract, and who will have major responsibilities for performance of the services required. Include resumes that list relevant projects worked on, dates showing length of time spent on each project and the specific duties and responsibilities for each project.

The City reserves the right to approve or disapprove any change to the successful Proposer’s

Account Manager. Personnel changes that impact the contract may result in the cancellation of the contract.

E. Staffing.

Provide a list of principals, including sub-contractors, with their qualifications. Upon award of contract, principals may not be changed without approval of the City. Describe firm’s support organization, accessibility and quality assurance methods for optimizing staff utilization.

F. References.

The information requested in this section should include at least three (3) references within the past five years that are similar in size and scope to demonstrate competence to perform these services.

City may contact the organizations and individuals.

Information shall include:

• The following information from the Client:

o Name o Project description o Project start and end dates o Project manager name, telephone, and electronic mail address

• Names of key staff that participated on named projects and their specific responsibilities

• A summary of the Proposer’s demonstrated capability, including length of time that the

Proposer has provided the services being requested in this RFP

Please note, references of local agencies are preferred.

G. Fee/Cost Proposal.

One fee proposal shall be submitted that includes two separate cost estimates, one for each project location. The fee proposal shall be provided in a sealed, separate envelope for each location.

The fee proposal shall include an estimate of labor hours to conduct and complete each task of the Scope of Services, broken out by each personnel classification that will be assigned to the project. A matrix format showing hours and charge rates per personnel classification

(management, engineering, technical, drafting, surveying, and support personnel) for each task shall be included. Compensation will be on a time and materials basis.

Compensation will be on a time and materials basis. The estimate shall include the following information:

• Hourly rate listing for those staff to be billed to the project.

• Estimated fee by task, including all fees associated to the task

• Types and estimated amount of direct (non‐labor) costs to be billed to the project

• Adjustments in rates predicted to occur during the project

• Allowable markups will be 5% on Subconsultants and other direct costs (ODCs). ODC’s shall not include meals or refreshments

• Provide a total cost for each individual location

4. EVALUATION CRITERIA

The City’s evaluation process is based upon the following criteria in evaluation and comparison of proposals submitted. The criteria listed are not necessarily all-inclusive.

- Understanding of scope of work and services 30%

- Technical approach and scope of work 30%

- Qualifications and experience of Staff 20%

- Work experience with other agencies 20%

The highest ranking firms may be short-listed and invited to an interview.

The City reserves the right to reject all proposals or to request and obtain, from one or more of the consulting firms submitting proposals, supplementary information as may be necessary for

City staff to analyze the proposals pursuant to the Proposer evaluation criteria contained here.

The distribution of this RFP does not bind the City to award an agreement. The City is not liable for costs incurred by the Proposer in preparing the proposal. The Proposer by submitting a response to this RFP waives all rights to protest or seek any legal remedies whatsoever regarding any aspect of this RFP.

The following is an outline of the procedures the City will use in the selection process:

1) City organizes the Screening and Evaluation Committee (Committee).

2) City sends out request for proposals to interested parties.

3) The Committee reviews the proposals submitted by the prospective consultants.

4) The Committee selects proposals, which qualify based on the qualifications

5) The Committee will determine and identify proposals that are qualified to perform the services and will rank the proposals based on their demonstrated competence and professional qualifications deemed necessary for the satisfactory performance of the services required. Vendors/firms with top ranking proposals may be selected for an interview.

6) If a contract cannot be successfully negotiated with the top rated vendor /firm, the negotiations with the designated vendor /firm may be determined in writing and negotiations may be started with the next highest rated vendor/firm. This process will continue until the negotiations are successfully concluded with a firm.

Note: As per City of Redlands’ Municipal Code 2.16.180A, award will be made based on qualification: PROFESSIONAL SERVICES. Landscaping, Engineering, Architectural, Surveying, And Construction Management: The retention of professional services for architectural, landscape architectural, engineering, land surveying or construction project management shall be on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required, and at fair and reasonable prices to the city, in accordance with section 4526 of the Government Code. A

Request for Proposal and/or Statement of Qualifications shall be prepared by the initiating city department, and proposal requests solicited, where practical, from at least three (3) professional services providers.

5. PROCESS FOR SUBMITTING PROPOSALS

A. Content of Proposal.

The proposal must be submitted using the format as indicated in the proposal format guidelines.

B. Number of Proposals.

Submit three copies of your proposal to allow for thorough evaluation and comparative analysis with a PDF copy on USB drive. Proposal should be 8½”x11” with removable bindings.

C. Submission of Proposals.

The proposal shall be signed by an authorized individual of the professional firm. Complete written proposals must be submitted in sealed envelopes, with a separate envelope for the Fee

Proposal no later than 4:00 p.m. PST on July 21, 2026. One fee proposal shall be submitted that includes separate cost estimates for each of the two project locations.

The outside of the package shall be prominently marked with the following identification:

“Engineering and Design Services for Dearborn Street/Citrus Avenue and University

Street/Colton Avenue Traffic Signal Projects, Project No. 20260721VN” together with the name and address of the submitter.

Proposals can be mailed, hand-delivered, or sent by courier:

Attn: Veronica Noriega

City of Redlands

Municipal Utilities and Engineering Department

35 Cajon Street, Suite 15A

Redlands, CA 92373

D. Conditions for Proposal Acceptance.

This RFP does not commit the City to award a contract or to pay any costs incurred for any services. The City, at its sole discretion, reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any qualified source, or to cancel this RFP in part or its entirety, and to waive minor irregularities in any proposal.

6. STANDARD TERMS AND CONDITIONS

Cost for Preparing Proposal. The cost for developing the proposal is the sole responsibility of the proposer. All proposals submitted become the property of the City of Redlands. Submitted proposals, including fee proposals, are subject to the California Public Records Act.

Sub-consultants/Subcontractors. Contractor shall submit a list of sub-consultants and subcontractors. No substitutions shall be made without prior written approval by the City.

Intangibles. Describe any significant or unique accomplishments or awards for work performed for similar agencies. Provide any additional information which may be relevant to the evaluation of your submission relative to the City’s project.

Litigation. Please list any past and/or pending litigation or disputes relating to the work described herein, that the firm has been involved in within the last five (5) years. List shall include project name, nature of litigation and outcome of litigation (if resolved).

Licenses. Firm shall submit proof of licensing as may be required by local, state, or federal agencies to perform the required work.

Proposal Forms:

• Proposal cover page

• Exceptions or Deviations Form.

• Proposer Certification/Addenda Acknowledgement form or No-Proposal Response.

• IRS W-9 Form.

7. INSURANCE REQUIREMENTS

A Certificate of Insurance will be furnished by the successful Contractor upon Notice of Award.

The certificate(s) shall be completed by the Contractor’s authorized agent and submitted to the

City’s Risk Management Department. The successful Contractor shall not commence any work in connection with the Agreement until it has obtained all of the following types of insurance and shall maintain such insurance for the duration of the Agreement. The Contractor shall secure the minimum insurance coverage described below, and such insurance shall be primary with respect to any insurance or self-insurance programs maintained by the City.

• Comprehensive Commercial General Liability. Contractor shall obtain, and maintain throughout the life of the Agreement, Comprehensive Commercial General Liability

Insurance in an amount of $1,000,000 per occurrence and $2,000,000 aggregate with an insurance carrier acceptable to the City and name the City as additional insured.

• Commercial Automobile Liability Insurance. Contractor shall obtain, and maintain throughout the life of the Agreement, Comprehensive Automobile Liability Insurance with minimum limits of $1,000,000, combined single limit for bodily injury liability and property damage liability and name the City as additional insured. This coverage shall include all owned vehicles, hired and non-owned vehicles, and employee non-ownership vehicles.

• Workers’ Compensation and Employer’s Liability Insurance. If applicable, the

Contractor shall obtain, and maintain throughout the life of the Agreement, Workers’

Compensation and Employer’s Liability Insurance in the amount that meets the statutory requirement and shall be in force with an insurance carrier acceptable to the City.

Contractor and any sub-consultants or subcontractors shall comply fully with the

California Workers’ Compensation Law.

• Professional Liability Insurance. If applicable, the Proposer shall obtain and maintain throughout the life of the Agreement Professional Liability Insurance in an amount of

$1,000,000 per claims made and $2,000,000 aggregate with an insurance carrier accepted to the City.

• The Contractor shall instruct their insurance broker to furnish properly executed certificates of insurance to the City.

o The name of the insured Contractor, the specified job by name and/or RFP number, the name of the insurer, the number of the policy, its effective date and its termination date.

o Certificates of insurance shall clearly evidence coverage required above.

o Certificates of insurance shall be submitted by the broker directly either via email

(insurance@cityofredlands.org) or US Mail to: City of Redlands, Risk Management

Division PO Box 3005 Redlands, CA 92373. The insurer will notify the City at least thirty (30) days prior to any material changes in provisions or cancellation of the policy.

The city reserves the right to modify the insurance requirements set forth at any time during the process of solicitation or subsequent thereto.

8. EXAMINATION OF PROPOSAL DOCUMENTS

• Each vendor shall carefully examine the Specifications and other applicable documents, and inform himself/herself thoroughly regarding any and all conditions and requirements that may in any manner affect cost, progress or performance of the work to be performed under the Contract. Ignorance on the part of the Contractor will in no way relieve him/her of the obligations and responsibilities assumed under the

Contract. Should a vendor find discrepancies or ambiguities in, or omissions from the

Specifications, or should he/she be in doubt as to their meaning, he/she shall at once notify the City, by email to vmedina@cityofredlands.org.

9. INTERPRETATIONS, CLARIFICATIONS AND ADDENDA

No oral interpretations will be made to any vendor as to the meaning of the Proposal Documents.

Any inquiry or request for interpretation received by the City before the indicated due date will be given consideration. Post all questions online at eProcurement system at https://www.redlands.gov/bids-and-requests-proposal/. Answers will be provided posted at the city website, eProcurement system: https://www.redlands.gov/bids-and-requests-proposal/

The City reserves the right to amend this RFP prior to the proposal due date. Addenda or addendum will be sent published on the City’s website, eProcurement system at https://www.redlands.gov/bids-and-requests-proposal/. In case any Proposer fails to acknowledge receipt of such addenda or addendum, his/her proposal will nevertheless be construed as though it had been received and acknowledged and the submission of his/her

Proposal will constitute acknowledgment of the receipt of same. All addenda are a part of the

Proposal Documents and each Proposer will be bound by such addenda, whether or not received mailto:insurance@cityofredlands.org mailto:vmedina@cityofredlands.org.

https://www.redlands.gov/bids-and-requests-proposal/ https://www.redlands.gov/bids-and-requests-proposal/ https://www.redlands.gov/bids-and-requests-proposal/ by him/her. It is the responsibility of each Proposer to verify that he/she has received all addenda issued before Proposals are opened.

• In the case of unit price items, the quantities of work to be done and materials to be furnished under this Proposal/Contract are to be considered as approximate only and are to be used solely for the comparison of Proposals received. The City and its

Consultants do not expressly or by implication represent that the actual quantities involved will correspond exactly therewith; nor shall the Proposer plead misunderstanding or deception because of such estimate or quantities of work performed or material furnished in accordance with the Specifications and other proposal documents, and it is understood that the quantities may be increased or diminished as provided herein without in any way invalidating any of the unit or lump sum prices proposal.

10. CHANGES / MODIFICATIONS

The City reserves the right to order changes in the scope of work and resulting contract. The successful Proposer has the right to request an equitable price adjustment in cases where modifications to the contract under the authority of this clause result in increased costs to the contractor. Price adjustments will be based on the unit prices proposed by the Contractor in response to this solicitation. Any contract resulting from this solicitation may be modified upon written and mutual consent of both parties.

11. GOVERNING LAWS AND REGULATIONS

The Proposer is required to be familiar with and shall be responsible for complying with the

City’s Purchasing Policies and Procedures, City resolutions, City rules, all federal, state and local laws, ordinances, rules and professional standards or regulations that in any manner affect this solicitation, the selection process, protests, award of contract, contract management or any other activity associated with this solicitation and the subsequent work required of the successful

Proposer.

12. PREVAILING WAGES

When applicable, the City is subject to the State of California prevailing wage laws as set forth in California Labor Code Section 1770 et seq. The contractor is responsible for determining the appropriate Department of Industrial Relations (DIR) classification for the various employees and subcontractors used for a particular project or service. The rates for each classification are posted on the DIR website at http://www.dir.ca.gov/DIR databases.html. All contractors performing work for the City are responsible for abiding by all applicable prevailing wage laws, and must furnish the City with Certified Payroll Records upon request.

13. BLACK OUT PERIOD

The blackout period is defined as between the time the submittals for an Invitation to Bid, Request for Proposals, Request for Qualifications or the Invitation to Negotiate, as applicable, http://www.dir.ca.gov/DIR%20databases.html http://www.dir.ca.gov/DIR%20databases.html are issued by the City’s Purchasing Division and the time the City Council awards the contract.

During this black out period, any attempt to influence the thinking of City staff or officials for or against a specific cause related to a solicitation for goods or services, in person, by mail, by facsimile, by telephone, by electronic mail, or by any other means of communication, may result in disqualification of their award and/or contract. This does not apply to pre-solicitation conferences, oral presentations before the evaluation committee, contract negotiations, or communications with staff not concerning this solicitation.

14. FISCAL YEAR FUNDING APPROPRIATION

Unless otherwise provided by law, a contract for supplies or services may be entered into for any period of time deemed to be in the best interests of the City, provided the term of the contract and conditions of renewal or extension, if any, are included in the solicitation and funds are available for the fiscal period at the time of the contract. Payment and performance obligations for succeeding fiscal periods shall be subject to appropriation by the City of funds thereafter.

When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the contract shall be cancelled and the contractor shall be entitled to reimbursement for the reasonable value of any nonrecurring cost incurred but not advertised in the price of the supplied or services delivered under the contract or otherwise recoverable.

15. PAYMENTS

Payments shall be made 30 days from the receipt of invoice, and follow all City policies promulgated thereby.

16. BUSINESS LICENSES

The successful proposer will be required to obtain a City of Redlands business license prior to commencement of work.

17. INDEMNIFICATION

The successful Proposer must fully indemnify the City. Such indemnification will be documented in the contract documents.

18. RIGHT OF REJECTION

The City of Redlands reserves the right to reject any and/or all proposals, reserve the right to waive any informalities or irregularities in the proposal or examination process, reserve the right to select low proposal per item, and reserve the right to award proposals and/or contracts in the best interest of the City.

19. REFERENCE TERMS

Any headings in this document are for the purposes of reference only and shall not limit or otherwise affect the meaning thereof. Any reference to gender shall be construed to include all genders, firms, partnerships and corporations. References in the singular shall be construed to include the plural and references in the plural shall be construed to include the singular. Any reference to the “City” or the “City of Redlands” shall be construed to refer to the City for which the solicitation was issued and the City shall be the legislative authority for all matters concerning this solicitation or the resulting contract(s).

20. RIGHT TO AUDIT RECORDS

The City shall be entitled to audit the books and records of the Contractor or any sub- contractor to the extent that such books and records relate to the performance of the Agreement or any sub-contract to the Agreement. Such books and records shall be maintained by the Contractor for a period of ten (10) years from the date of final payment under the Agreement and by the sub-contractor for a period of ten (10) years from the date of final payment under the sub-contract unless a shorter period is otherwise authorized in writing.

21. ADDITIONAL TERMS AND CONDITIONS

No additional terms and conditions included with the proposal response shall be evaluated or considered and any and all such additional terms and conditions shall have no force and effect and are inapplicable to this proposal. If submitted either purposefully through intent or design or inadvertently appearing separately in transmitting letters, specifications, literature, price lists or warranties, it is understood and agreed the general and special conditions in this solicitation are the only conditions applicable to this proposal and the Proposer’s authorized signature affixed to the proposal attests to this.

22. PROPRIETARY INFORMATION

Responses to this Request for Proposals, upon receipt by the City, become public records. If any proposer believes that any portion of all of the response is confidential and proprietary, proposer shall clearly assert such exception and the specific legal authority of the asserted exemption.

Such designation of an item as a trade secret may be challenged in court by any person. By the proposer’s designation of material submitted to the City as a “trade secret”, the proposer agrees to hold harmless the City for any award to a plaintiff for damages, costs or attorney’s fees and for costs and attorney’s fees incurred by the City by reason of any legal action challenging the proposer’s “trade secret” claim.

23. ADDITIONAL SERVICES/PURCHASES BY OTHER PUBLIC AGENCIES

The Proposer by submitting a proposal acknowledges that other public agencies may seek to

“Piggy-Back” under the same terms and conditions during the effective period of any resulting contract services and/or purchases being offered in this proposal/bid for the same prices and/or terms being proposed. The successful Proposer has the option to agree or disagree to allow contract Piggy-Backs on a case-by-case basis. Before a public agency is allowed to Piggy-Back any contract, the agency must first obtain the Proposer’s approval. Without the Proposer’s approval, the seeking agency cannot Piggy-Back.

PROPOSAL DOCUMENTS:

PROPOSAL COVER PAGE

Name of Firm, Entity or Organization:

Federal Employer Identification Number (EIN):

State of California License Number (If Applicable):

Name of Contact Person:

Title:

E-Mail Address:

Mailing Address:

Street Address (if different):

City, State, Zip:

Telephone: Fax:

Organizational Structure – Please Check One:

Corporation Partnership Proprietorship Joint Venture Other

If Corporation:

Date of Incorporation: State of Incorporation:

States Registered in as Foreign Corporation:

Authorized Signature:

Print Name:

Signature:

Title:

Phone:

This document must be completed and returned with your Submittal.

EXCEPTIONS OR DEVIATIONS TO SPECIFICATIONS

Note: Proposer must sign the appropriate statement below as applicable.

( ) Proposer understands and agrees to all terms, conditions, requirements and specifications stated herein.

Firm:

( ) Proposer takes exceptions to terms, conditions, requirements or specifications stated herein. (Proposer must itemize each exception below and return with the Proposal

Form.)

Firm:

Proposer should note that any exceptions taken from the stated terms and/or specifications may, but not necessarily will be cause for their submittal to be deemed “non-responsive”, risking rejecting of the submittal.

Attached are additional pages.

This document must be completed and returned with your Submittal

PROPOSER’S CERTIFICATION

Submit To: City of Redlands

Municipal Utilities and Engineering Department 35 Cajon Street, Suite 15A

Redlands, CA 92373 Phone 909-798-7584

Fax 909-798-7670

CITY OF REDLANDS

REQUEST FOR PROPOSAL (RFP) CERTIFICATION

AND ADDENDA ACKNOWLEDGMENT

DUE DATE: July 21, 2026

DUE TIME:

4:00pm

Engineering and Design Services for Dearborn Street/Citrus Avenue and University Street/Colton Avenue Traffic Signal Projects, Project No. 20260721VN

TITLE:

VENDOR NAME: PHONE NUMBER:

VENDOR MAILING ADDRESS: FAX NUMBER:

CITY/STATE/ZIP: E-MAIL ADDRESS:

“I, the undersigned, certify that I have reviewed the addenda listed below (list all addenda received to date). I understand that timely commencement will be considered in award of this RFP and that cancellation of award will be considered if commencement time is not met, and that untimely commencement may be cause for assessment of liquidated damages claims. I further certify that the services will meet or exceed the RFP requirements. I, the undersigned, declare that I have carefully examined the RFP, specifications, terms and conditions as applicable for this Request, and that I am thoroughly familiar with all provisions and the quality and type of coverage and services specified. I further declare that I have not divulged, discussed, or compared this RFP with any other Offer or and have not colluded with any offerors or parties to an RFP whatsoever for any fraudulent purpose.”

Addendum # Addendum # Addendum # Addendum #

“I certify that this quote is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting an RFP for the same material, supplies, equipment or services and is in all respects fair and without collusion or fraud. I agree to abide by all conditions of this RFP and certify that I am authorized to sign this response and that the offer is in compliance with all requirements of the RFP, including but not limited to certification requirements. In conducting offe rs with an agency for the City of Redlands respondent agrees that if this proposal is accepted, the respondent will convey, sell, assign, or transfer to the City all rights, title and interest in and to all causes of action it may now or hereafter acquire under the anti-trust laws of the United States for price fixing relating to the particular commodities or services purchased or acquired by the City. At the City’s discretion, such assignment shall be made and become effective at the time the purchasing agency renders final payment to the respondent.”

Authorized Agent Name, Title (Print) Authorized Signature Date

This form must be completed and returned with your Submittal

NO-PROPOSAL RESPONSE

City of Redlands Statement of “No Proposal”

If you do not intend to submit a proposal for this project, please complete and return this form prior to date shown for receipt of proposals to: vmedina@cityofredlands.org

We, the undersigned, have declined to submit a proposal on your Engineering and Design

Services for Dearborn Street/Citrus Avenue and University Street/Colton Avenue Traffic

Signal Projects, Project No. 20260721VN for the following reasons:

Specifications are too “tight”, i.e. geared toward one brand or manufacturer only

(please explain reason below)

Insufficient time to respond to Request for Proposals.

We do not offer this product/s or equivalent.

Remove us from your bidders’ list for this commodity or service.

Our product schedule would not permit us to perform to specifications.

Unable to meet specifications.

Unable to meet insurance requirements.

Specifications unclear (please explain below).

Competition restricted by pre-approved owner standards.

Other (please specify below).

Remarks:

Company Name:

Address:

Signature and Title:

Telephone Number Date mailto:vmedina@cityofredlands.org