Engineering Design Services for Red Hill Avenue Rehabilitation between Sycamore Avenue and Bryan Avenue.pdf

C I T Y O F T U S T I N

3 0 0 C e n t e n n i a l W a y T u s t i n , C a l i f o r n i a 9 2 7 8 0

R E Q U E S T F O R P R O P O S A L S for

Professional Consulting Services for the

Engineering Design Services for Red Hill Avenue Rehabilitation between Sycamore Avenue and Bryan Avenue (CIP No. 70261)

July 2026

PROPOSAL SUBMITTALS: Responses to the Request for Proposal (RFP) are to be submitted to:

Kyra Tao (Principal Transportation Engineer Public Works Department) City of Tustin

300 Centennial Way Tustin, California 92780 no later than 4:00 P. M. on August 17, 2026. The proposal shall be submitted electronically via Open Gov. Proposals received in OpenGov after the specified time will not be accepted.

Questions regarding this request will be limited to written form and shall be submitted via OpenGov. Verbal inquiries will not be accepted.

The fee proposal shall be uploaded as a separate file from the main proposal in OpenGov.

INDEX

SECTION PAGE

I. Introduction/Project Description #2 II. Schedule of Events #2 III. Instructions to Proposers #2 IV. Scope of Work #4 V. Proposal Requirements #15 VI. General Requirements #19 VII. Consultant Evaluation & Selection Process #21 VIII. Administration/Contract Requirements #22

ATTACHMENTS

Attachment A – Sample Consultant Services Agreement Attachment B – Non-Collusion Affidavit Attachment C – Non-Lobbying Certification Attachment D – Non-Discrimination Certification Attachment E – Debarment / Suspension Certification Attachment F – Bucknam Inspection Report Attachment G – CADD and PDF of Current Design http://intranet/CityForms/logos/CoT_Logo-2008.JPG

CITY OF TUSTIN

Engineering Design Services for Red Hill Avenue Improvements (CIP No. 70261) – RFP (2026) Page 2

I. INTRODUCTION / PROJECT DESCRIPTION

The City of Tustin is seeking professional engineering consulting services for the preparation of Plans, Specifications, and Estimate (PS&E) for the rehabilitation of Red Hill Avenue between Bryan Avenue and Sycamore Avenue. The project generally consists of pavement rehabilitation, ADA curb ramp improvements, traffic signal detection modifications, utility adjustments, signing and striping modifications, and implementation of new Class II bicycle lanes throughout the project corridor. Approximately thirty percent (30%) design has been prepared by City staff, including AutoCAD base files (Attachment G). The selected consultant shall review, validate, refine, and complete the design through final PS&E.

II. SCHEDULE OF EVENTS

July 6, 2026 Issuance of Request for Proposals July 20, 2026 Deadline for questions in OpenGov August 17, 2026 Proposals due in OpenGov September 16, 2026 Interview (if necessary) September 18, 2026 Selection process October 6, 2026 City Council Approval of Consultant Contract (est. date) October 20, 2026 Issuance of Notice to Proceed (est. date)

Note: Subject to change at the discretion of the City.

III. INSTRUCTIONS TO PROPOSERS

A. CITY RESPONSIBILITIES

The City will provide information in its possession relevant to preparation of required information in this RFP. The City will provide only the staff assistance and documentation specifically referred to herein.

B. PROPOSER RESPONSIBILITIES

Point of Contact: The selected proposer will assume responsibilities for all services in its proposal. The selected proposer shall identify a sole point of contact with the greatest knowledge concerning the required service operations and contractual matters, including payment of all charges resulting from the Agreement. Contact information such as email and phone number must be included into the proposal.

Evidence of Financial Capacity: Proposer may be requested to submit its most recent audited financial statement, evidencing proposer’s financial capacity to fully perform the required services, including provision of equipment and personnel expenses over a ninety (90) day period. If said financial statement does not reflect full ninety (90) day operational capacity, proposer may include a letter of credit as evidence of supplemental capacity.

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C. REQUEST FOR INFORMATION OR CLARIFICATION

All questions or requested clarifications shall be made only in writing to the Q&A section located in OpenGOV no fewer than five (5) calendar days prior to the date and time set for opening of proposals. No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP.

D. ADDENDA

Any changes in RFP from the date of release to date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted on OpenGOV. Addenda shall become part of the agreement documents.

E. LICENSES AND PERMITS

The selected proposer shall be required to obtain a City of Tustin Business license within ten (10) business days of selection and must provide a copy to the City’s project manager or designee prior to commencing any work in Tustin. Additionally, Proposer will be responsible for obtaining any licenses/permits required by the Scope of Work.

F. PRE-PROPOSAL MEETING

Should a pre-proposal meeting be scheduled, the date, time, and location is identified on the cover page of this RFP. The meeting will include discussion of the project scope and a question-and-answer session. It is highly recommended that the Proposer’s key team members attend this meeting. Significant interpretations or clarifications will be addressed via addenda to this RFP, as described above in “Section D: Addenda.”

G. CITY RIGHT TO REJECT

The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any contract will be awarded pursuant to this RFP or otherwise.

The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any minor inconsistency, informality or technical defect in the proposal.

The City reserves the right to reject, replace, and approve any and all subconsultants. All subconsultant(s) shall be identified in response to this RFP. Subconsultants shall be the responsibility of the successful proposer and the City shall assume no liability of such subconsultants.

H. PROTEST PROCEDURES

Only respondents who have actually submitted a proposal may file a “protest” to an RFP with the City’s Public Works Department. In order for a Proposer’s protest to be considered valid, the protest must:

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1. Be filed in writing before 5:00 p.m. of the 5th business day following the posting of RFP

Results/Notice of Intent to Award on the City’s online bidding system;

2. Clearly identify the specific irregularity or accusation;

3. Clearly identify the specific City staff determination or recommendation being protested;

4. Specify, in detail, the grounds of the protest and the facts supporting the protest; and

5. Include all relevant, supporting documentation with the protest at time of filing.

If the protest does not comply with each of these requirements, it will be rejected as invalid. If the protest is valid, the City’s City Engineer or designated City staff member, shall review the basis of the protest and all relevant information. The decision from the City Engineer or his/her designee, is final and no further appeals will be considered.

IV. SCOPE OF WORK

A. PROJECT DESCRIPTION

The City of Tustin is seeking professional engineering consulting services for the preparation of Plans, Specifications, and Engineer’s Estimate (PS&E) for the Red Hill Avenue (Bryan Avenue to Sycamore Avenue) rehabilitation and improvement project.

The Consultant shall prepare a streamlined, bid-ready PS&E package appropriate for a 1.25-mile arterial rehabilitation project, preparing an efficient, concise, and bid-ready PS&E package while maintaining full compliance with City standards and federal funding requirements.

The project generally includes, but is not limited to, the following improvements:

• Pavement rehabilitation or reconstruction

• ADA curb ramp upgrades

• Design and implementation of new Class II bicycle lanes throughout the corridor, including lane reconfiguration, pavement marking modifications, signing, green conflict markings where appropriate, evaluation of lane transitions at intersections, and modifications to traffic signal detection, pavement markings, and associated roadway features necessary to accommodate the new bicycle facilities.

• Utility adjustments

• Traffic signal detection modifications, pavement markings, and signing necessary to accommodate the proposed roadway improvements and new bicycle facilities.

The City will retain responsibility for:

• NEPA clearance

• Federal authorization (E-76)

• ROW certification coordination with Caltrans

• Traffic Control Plans (TCP) to be prepared by contractor

The Consultant shall provide all supporting design documents necessary for the City to complete these processes.

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B. PROJECT MANAGEMENT AND COORDINATION

The Consultant shall be fully responsible for the overall management and coordination for the project, which may include, but is not limited to project development team meetings, liaison with affected agencies, and utility companies. Prepare progress report and schedule, securing permits for all field studies and any other required permits from other agencies.

Services shall include but are not limited to:

• Project kickoff meeting with City staff

• Preparation of project schedule

• Monthly coordination meetings

• Coordination with City departments and outside agencies

• Progress reporting and budget monitoring

Deliverables:

• Project schedule

• Monthly progress reports

• Meeting agendas and summaries

C. RECORDS RESEARCH AND EXISTING CONDITIONS

Research all information pertinent to the project including, but not limited to existing field condition, as-built plans and record drawings, right-of-way data and all future improvement plans adjacent to or affecting the project site. The selected Consultant shall identify all existing and proposed facilities within the project limits and potential conflicts.

Research shall include:

• Existing roadway plans and as-built drawings

• Existing traffic signal plans

• Storm drain maps

• Utility records

• Right-of-way maps

• Pavement management data

• Previous studies affecting the corridor

The Consultant shall identify potential constraints affecting the design.

The City has completed a topographic survey for the project corridor and will make the available survey files available to prospective consultants during the proposal period.

Proposers shall review the available survey information in preparing their proposals and determine whether supplemental survey or field verification is necessary to complete the design. Any anticipated supplemental survey shall be identified in the proposal and included in the Consultant's fee. Unless specifically identified in the proposal, the City will

Engineering Design Services for Red Hill Avenue Improvements (CIP No. 70261) – RFP (2026) Page 6 assume the Consultant considers the City-provided survey sufficient to complete the design based on the information reasonably available during the proposal period.

The Consultant shall also review the City-prepared preliminary design and AutoCAD files during proposal preparation and include in its proposal any additional effort it believes is necessary to validate, supplement, or refine the preliminary design.

• Existing conditions memorandum

D. WATER QUALITY AND LID

The Consultant shall prepare a Water Quality Management Plan (WQMP) in accordance with Orange County MS4 requirements.

The Consultant shall:

• Evaluate Low Impact Development (LID) strategies

• Perform infiltration feasibility analysis

• Coordinate with the City regarding BMP selection

• Prepare any required water quality documentation and incorporate BMP modifications, if required by the proposed improvements.

• Preliminary WQMP

• Final WQMP

• Water quality calculations

• BMP construction details

E. TRAFFIC ENGINEERING

Tasks shall include:

• Signing and striping design

• Design of new Class II bicycle facilities.

• Pedestrian crossing improvements.

• Evaluation of existing traffic signal detection affected by the proposed lane configuration and preparation of modifications necessary to maintain proper signal operation.

• Preparation of traffic signal modification plans limited to pavement loop detector replacement, relocation, and associated striping revisions, where required.

• Review and modify signalized intersection pavement markings, stop bars, lane use arrows, bicycle lane transitions, and conflict area markings to ensure consistency with the proposed lane configuration and applicable City and California MUTCD standards.

• Traffic design plans

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F. ADA COMPLIANCE

The Consultant shall review and evaluate Attachment F – Bucknam Report and incorporate appropriate mitigation measures for all identified areas requiring rehabilitation into the project design. Verify field conditions for locations where curb ramp improvements are proposed.

G. PRELIMINARY ENGINEERING (30% DESIGN)

City-prepared preliminary design documents (approximately 30% complete) for the project, including AutoCAD roadway plan files, topographic survey, preliminary project limits, preliminary pavement rehabilitation recommendations, and preliminary ADA evaluations. The Consultant shall utilize these City-prepared documents as the basis for advancing the design and shall update the AutoCAD files throughout the design process.

The Consultant shall perform an independent engineering review of the City's preliminary design and shall not assume the preliminary design is complete or error free. Acceptance or use of the City's preliminary design shall not relieve the Consultant of its professional responsibility for the final design. The Consultant shall validate, refine, supplement, and complete the design as necessary to produce a complete, coordinated, and bid-ready PS&E package. This phase is intended to define the scope, identify constraints, confirm design assumptions, and provide a basis for City review and cost validation.

Tasks shall include, but are not limited to:

• Establishing horizontal and vertical project limits for pavement rehabilitation, including identification of treatment strategies (e.g., grind and overlay, full-depth reclamation, reconstruction).

• Evaluate the existing roadway cross section and verify existing roadway geometry, including travel lane widths, Class II bicycle lanes, turn lanes, medians, sidewalks, and transition areas. Develop preliminary typical sections and confirm that the proposed lane configuration complies with applicable City standards, the Caltrans Highway Design Manual, and current bicycle facility design guidance.

• Evaluating the impacts of the proposed lane reconfiguration on intersections, traffic signal detection, signing and striping, utility covers, drainage, bus stops, and driveway access, and incorporating necessary modifications into the design.

• Evaluating existing transit stop locations and identifying modifications necessary to maintain ADA accessibility and compatibility with the proposed bicycle facilities.

• Evaluating driveway connections and tie-ins to ensure compatibility with the proposed roadway improvements and ADA requirements.

• Verifying pavement recommendations, grind limits, reconstruction limits, and localized digouts.

• Identifying locations requiring ADA improvements in compliance with Americans with Disabilities Act, including curb ramps, detectable warning surfaces, and pedestrian access routes.

• Preparing conceptual layouts for curb ramp upgrades, including preliminary grading and drainage considerations.

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• Incorporating bicycle facility improvements consistent with applicable local and state guidelines, including lane reconfigurations or striping enhancements where feasible (including bike lane extension and green paint treatment).

• Evaluating bicycle lane transitions at intersections and project termini to provide a safe and continuous bicycle facility.

• Developing preliminary signing and striping concepts in accordance with California Manual on Uniform Traffic Control Devices.

• Identifying existing pavement markings requiring removal and developing proposed pavement marking layouts consistent with the new lane configuration.

• Identifying utility conflicts, drainage issues, and right-of-way constraints based on available information.

• Evaluating the location of utility covers, pull boxes, and similar appurtenances relative to the proposed travel lanes and bicycle facilities, and identifying adjustments where necessary.

• Evaluating drainage impacts resulting from roadway modifications and identifying any drainage improvements or adjustments necessary to maintain existing drainage patterns.

• Coordinating with the City to confirm design criteria, standards, and assumptions.

• Consultant shall coordinate with all affected utilities and prepare and maintain a

Utility Conflict Matrix identifying utility owner, facility, conflict, proposed resolution, responsible party, and anticipated schedule.

• Provide a brief Basis of Design memorandum summarizing key engineering decisions, assumptions, and rationale (~5 to 10 pages).

• Identify intersections requiring traffic signal modifications due to pavement rehabilitation, lane reconfiguration, or new bicycle facilities. The evaluation shall include vehicle detection, stop bar locations, lane assignments, signing and striping, and any other traffic signal features affected by the proposed improvements.

Plans shall include the following but not limited to:

1. Title Sheet o Project limits o CIP o Funding (placeholder for federal) o Location map (no separate sheet)

2. General Notes + Abbreviations + Legend o Construction notes o Applicable standards (Greenbook, CA MUTCD, City) o Abbreviations & symbols o Measurement/payment notes (if needed) Quantity / Summary Tables

3. Typical Sections o Standard arterial section o Any variation (bike lane, median, transitions) o Keep to 1–2 sheets max

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4. Layout (Plan Sheets) o Up to 10 sheets o Limits of work o Pavement rehab limits (grind/overlay vs reconstruction) o Spot repairs o Utility adjustments (lumped) o Curb ramp locations o Striping removal

5. ADA / Pedestrian Details & construction details

Details shall Include:

o Curb ramp layouts (dimensioned if needed) o Detectable warning details o Standard details reference o Pavement sections o Utility adjustment details o Minor concrete details o Tie-ins

6. Signing & Striping o Full striping layout o Sign locations + schedule o Legends & notes o Bike lane treatments (green zones)

7. Landscape & Irrigation (IF APPLICABLE)

Only if impacted:

o Restoration areas o Irrigation adjustments o Controller/line impacts (if any)

• 30% design plans (PDF format), including:

o Title sheet and project layout o Preliminary plan sheets showing limits of work o Typical sections o Demolition and Disposition Plans o Concept striping layout o Bike lane strategy (including green treatment locations) o Detail Sheets

• Preliminary engineer’s opinion of probable construction cost (with assumptions and contingencies clearly identified)

• Preparing draft project specifications tailored to the project (conforming to 2024 Green Book Standards).

• Basis of Design Memorandum

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H. INTERMEDIATE ENGINEERING (60% DESIGN)

The Consultant shall refine the design and prepare 60% plans incorporating City review comments and advancing all design elements to a level suitable for detailed review and inter-agency coordination.

Tasks shall include, but are not limited to:

• Incorporating and responding to all City comments from the 30% submittal.

• Advancing geometric design, including lane configurations, transitions, and tie-ins.

• Developing detailed curb ramp layouts with grading, spot elevations, and ADA-compliant slopes and landings (if applicable).

• Refining pavement structural sections based on geotechnical recommendations

(if available).

• Advancing signing and striping plans, including striping layouts, legends, and sign schedules.

• All known utility conflicts shall be resolved in the design or clearly accounted for in the plans and specifications.

• Coordinating with utility providers to address potential conflicts.

• Developing preliminary traffic control concepts for construction staging. The

Consultant shall NOT prepare Traffic Control Plans; however, the Consultant shall:

o Define construction constraints (lane closure limitations, hours, sequencing assumptions) o Identify critical staging considerations impacting design o Provide sufficient notes/specifications for contractor-prepared TCP

• Advancing drainage considerations, including identification of necessary improvements or adjustments.

• Performing internal quality control review prior to submittal.

• Complete the design of all required traffic signal modifications associated with the roadway improvements, including updates to vehicle detection, pavement markings, signal plans, and related appurtenances necessary to maintain proper traffic signal operation.

• 60% design plans (PDF format), including:

o Updated plan sheets with refined design details o ADA curb ramp detail sheets (if applicable) o Developed striping plans with lane configurations o Preliminary sign locations

• Updated engineer’s opinion of probable construction cost

• Comment response matrix addressing 30% review comments

• Advancing draft project specifications based on comments provided and/or towards final version (conforming to 2024 Green Book Standards). Consultant shall define design intent and constraints but shall not dictate contractor means and methods unless necessary for public safety or project performance.

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• Bid items shall be clearly measurable and constructable, consistent with plan callouts and specifications, and free of overlap or double payment potential.

• Utility Conflict Matrix (updated)

I. FINAL PLANS, SPECIFICATIONS AND ESTIMATE (PS&E)

The Consultant shall prepare complete, bid-ready Plans, Specifications, and Estimate (PS&E) documents suitable for advertisement and construction.

90% Submittal The 90% submittal shall represent a near-final set of documents suitable for comprehensive City review. No new design elements, scope changes, or major revisions shall be introduced at the 90% submittal unless specifically requested by the City.

Tasks shall include:

• Incorporating all previous comments and finalizing design elements.

• Completing all plan details, notes, and callouts.

• Finalizing quantity calculations and construction bid item breakdowns.

• Conducting a formal internal QA/QC review and documenting the process.

• Finalizing project specifications (conforming to 2024 Green Book

Standards).

• 90% plans (PDF format)

• Finalized project specifications (conforming to 2024 Green Book Standards) with bid definition clearly defined

• Engineer’s opinion of probable construction cost (including breakdown of all lump sum bid items)

• Detailed quantity calculations (in spreadsheet format)

• QA/QC documentation and checklist

• Fully dimensioned striping plans

• Complete sign schedule

• All markings tied to stationing or limits

100% Submittal (Final PS&E) The Consultant shall incorporate all final City comments and deliver signed, sealed, and complete PS&E documents.

Tasks shall include:

• Addressing all 90% review comments to the City’s satisfaction.

• Finalizing all contract documents for bidding and construction.

• Ensuring consistency between plans, specifications, and estimate.

• Signed and sealed final plans (PDF and native format)

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• Final project specifications (conforming to 2024 Green Book Standards).

• Final engineer’s opinion of probable construction cost

• Final quantity calculations

• Final bid schedule

• Final, bid-ready signing and striping plans

A complete PS&E package shall be considered acceptable when:

• No major scope gaps identified during bid phase

• Less than 10 RFIs related to design ambiguity

• No conflicting bid items vs plans/specs

• Quantities independently reproducible within ±5%

• Constructability issues minimized (no major redesign during construction)

Applicable Standards and Requirements All work shall conform to the latest editions of the following, as applicable:

• City of Tustin design standards, specifications, and standard plans

• Standard Specifications for Public Works Construction

• California Manual on Uniform Traffic Control Devices

• Americans with Disabilities Act and current accessibility guidelines

J. CONSTRUCTABILITY REVIEW

The Consultant shall conduct a formal constructability review required at 60% and refined at 90%.

The review shall evaluate:

• Construction staging

• Traffic control impacts

• Utility conflicts

• Construction sequencing

• Contractor access

• Constructability Review Memorandum

K. DESIGN QUALITY ASSURANCE / QUALITY CONTROL

The Consultant shall implement a Design Quality Management Plan (DQMP).

Internal reviews shall include:

• Independent design check

• Quantity verification

• Utility coordination verification

• ADA compliance verification

• Constructability review

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At the 60% and 90% milestones, the Consultant shall submit a QA/QC Certification Package including:

1. QA/QC checklist

2. Independent design check certification

3. Constructability review memorandum

4. Quantity verification documentation

5. Utility conflict verification

L. BID SUPPORT

Consultant shall assist during bid advertisement.

Tasks include:

• Responding to contractor RFIs

• Preparing addenda if necessary

• Attending pre-bid meeting if requested

M. CONSTRUCTION SUPPORT

Consultant shall provide limited support during construction.

Tasks include:

• Attend preconstruction meeting

• Respond to RFIs

• Review shop drawings and substitution requests related to the design

• Assist with design clarifications

N. RECORD DRAWINGS

Upon completion of construction, the Consultant shall prepare record drawings based on field-marked plans.

Deliverables:

• As-built drawings in AutoCAD

• Final PDF plan set

O. DESIGN RESPONSIBILITY

The Consultant shall be responsible for the accuracy and completeness of all plans, specifications, estimates, and supporting documents prepared under this Agreement.

Consultant shall deliver a clean, advertisement-ready package:

• Plans (PDF + CAD)

• Specifications (Word + PDF)

• Bid schedule (Excel)

• Engineer’s estimate

• Quantity backup

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Plans shall include:

• Title Sheet

• General Notes / Abbreviations / Legend / Quantity / Summary Tables

• Typical Sections

• Utility Adjustment Summary + disposition info

• Layout (Plan Sheets)

• ADA / Pedestrian Details / Construction Details

• Signing & Striping

• Landscape & Irrigation (if needed)

• Specs

• WQMP / Water Quality (if applicable)

The Consultant shall correct, at no additional cost to the City, any errors, omissions, or deficiencies in the design documents identified during the design, bidding, or construction phases.

Corrections shall be completed promptly to avoid delays to the project.

DESIGN PS&E SCHEDULE

Task Responsibility Target Notes

NPT City Oct 2026

30% Design Consultant March 2027 Substantial PS&E

60% PS&E

(ROW Check-In #1) City/Consultant/Caltrans ROW Sep 2027 ROW Certification with Caltrans

90% PS&E

(ROW Check-In #2) City/Consultant/Caltrans ROW Dec 2027 Substantially

Complete PS&E

Final PS&E City June 2028 Final PS&E

P. CLIENT PROVIDED DOCUMENTS AND INFORMATION

The City will provide available documents and information in its possession for the Consultant’s use, including but not limited to:

• Existing topographic survey data

• AutoCAD Civil 3D survey files

• City-prepared 30% roadway plan files

• Available record drawings, as-built plans, right-of-way information, utility records, traffic signal plans

• City standard specifications template

• Available project background information needed to support NEPA, E-76, and right-of-way certification.

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The City will retain responsibility for NEPA clearance, federal authorization, and right-of-way certification coordination with Caltrans. The Consultant shall provide supporting design documentation necessary for the City to complete those processes.

Q. ROW CERTIFICATION SUPPORT

• The City will be responsible for ROW Certification and coordination with Caltrans.

• The Consultant shall support the City’s ROW Certification process by providing accurate and complete design information at the 60% milestone to allow the City to initiate ROW certification. At a minimum, the Consultant shall ensure the following at 60%:

o All improvements are clearly shown within existing right-of-way limits o No permanent or temporary right-of-way impacts are introduced without prior City approval o Utility conflicts are identified and reflected in the plans o ADA improvements are fully depicted within existing right-of-way o Design limits and tie-ins are clearly defined o The 60% submittal shall be considered incomplete if the information necessary for the City to initiate ROW certification is not adequately provided.

o The project is anticipated to be constructed entirely within existing right-of-way. Any proposed deviation from this assumption must be identified by the Consultant at the 30% design stage.

V. PROPOSAL REQUIREMENTS

Although the City requires no specific format, this section is intended to provide guidelines to the consultant regarding features that the City will look for and expect to be included in the proposal.

A. CONTENT & FORMAT

The City requests that proposals submitted be organized and presented in a neat and logical format and are relevant to these services. Consultant’s proposals shall be clear, accurate, and comprehensive. Excessive or irrelevant material will not be favorably received.

The Proposal shall be limited to a maximum of 15 double-sided pages (excluding front and back covers, section dividers and attachments such as resumes, forms). Font size shall be minimum 11-point Arial. Proposal exhibits shall be maximum 11” x 17”. The purpose of these restrictions is to minimize the costs of proposal preparation and to ensure that the response to the RFP is fully relevant to the project.

The proposal should include the following:

• Page numbering,

• Approach and understanding of the work to be performed, Engineering Design Services for Red Hill Avenue Improvements (CIP No. 70261) – RFP (2026) Page 16

• Team Organization including an organization diagram and time commitment of key staff,

• Statement of Qualifications including descriptions of similar projects by key staff to be assigned during the term of the contract,

• Brief resumes of key staff,

• Schedule of Hourly Rates and fees uploaded as a separate file from the main proposal in OpenGov,

• Three references of agencies previously contracted with, providing the same or similar services.

B. APPROACH

A description of the firm’s approach and work program to meet the City’s objectives shall be included. It should explain the technical approach, methodology, and specific tasks and activities that will be performed to address the specific issues and work items. Consultants should clearly identify any assumptions regarding the City-prepared preliminary design, survey, or existing information that materially affect their proposed scope or fee.

Information shall include:

• Progress Reporting: Consultant will supervise, coordinate, monitor and review the project for conformance with standards, policies, and procedures. Monthly progress reports will also be provided to document the progress of the project.

Progress reports must align with invoices. The City may reject invoices not supported by an acceptable progress report. Failure to provide an acceptable progress report may result in delayed or withheld payment.

Progress report should include:

o Work completed by task o Percentage complete by task vs. budget o Updated schedule with critical path o Budget status (hours used vs. planned) o Upcoming work (next 30 days) o Issues / risks impacting scope, schedule, or budget

• Project Controls: Consultant shall prepare a detailed project schedule (MS

Project or equivalent) within 2 weeks of Notice to Proceed. The schedule shall identify all tasks, milestones, and critical path and shall be updated monthly throughout the project duration. Describe the firm’s ability to control costs and provide accurate and timely invoices through internal control measures; to monitor and stay within budget; to monitor schedule and review times and describe the techniques used to complete projects within the proposed time frames.

• Proposal Certifications

a. Non-Collusion Affidavit (Attachment B)

b. Non-Lobbying Certification (Attachment C)

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c. Non-Discrimination Certification (Attachment D)

d. Debarment and Suspension Certification (Attachment E)

• Quality Assurance/Quality Control (QA/QC): Describe the firm’s QA/QC processes that will be adhered to during the term of the agreement.

Consultant must implement and maintain QA/QC procedures to ensure project’s products accuracy, and to ensure that the City's quality goals are met. Consultant shall perform a formal constructability review at the 90% design stage and provide written certification that plans are coordinated and buildable.

• Subconsultant Control: All subconsultants shall be identified in proposal. City written approval will be required for any changes

• Implementation Phase: A project kickoff meeting will be conducted within 2-3 weeks of Notice to Proceed to confirm the Scope of Services and design parameters. Status meetings will be conducted throughout the duration of the project to track the overall project and facilitate the flow of information between the City and consultant.

• Deliverables Matrix: the proposal shall include a deliverables matrix that identifies:

o All anticipated deliverables by task o Submittal milestones: 30%, 60%, 90% and 100%.

o Format (PDF, CAD, Word, etc…) o Responsible team member

C. TEAM ORGANIZATION

The purpose of this section is to describe the organization of the project team including subconsultants and key staff. A project manager and an alternate project manager who will be the prime contact and be responsible for coordinating all activities with the City should be included. An organization diagram shall be submitted showing all key team members and illustrating the relationship between the City, the project manager, key staff, and subconsultants. There also should be a brief description of the role and responsibilities of all key staff and subconsultants identified in the team organization also should be included.

D. STATEMENT OF QUALIFICATIONS

The information provided in this section should describe the qualifications of the firm and key staff in performing projects within the past five years that are similar in scope and size to demonstrate competence to perform these services. The projects listed should be those that the key staff named for this project were responsible for performing. Information shall include:

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

• The client’s name, contact person, addresses, and telephone numbers.

• A brief description of type and extent of services provided.

• Completion dates (estimated, if not yet completed).

• Total costs of the projects.

There should be included in the section brief resumes of key personnel who will provide these services demonstrating their qualifications and experience. Resumes should highlight education, relevant experience, licenses, and specific responsibilities for services described.

E. FEDERAL FUNDING REQUIREMENTS

Failure to comply to the following guidelines may result in termination and/or ineligibility for federal reimbursement.

1. Federal Aid Contract Provisions:

Proposers are advised that this project is federally funded and they shall comply with all federal requirements in the Agreement, including but not limited to 2 CFR Part 200 (Uniform Guidance), NEPA support documentation, Audit cooperation (Caltrans, FHWA, etc..).

2. Caltrans Attachments:

Please reference Caltrans Local Assistance Procedure Manual, Consultant Selection, Chapter 10, for further instructions and guidelines pertaining to the completion of these forms: https://dot.ca.gov/-/media/dot-media/programs/local-assistance/documents/lapm/ch10.pdf

F. FEE PROPOSAL

Compensation for services provided shall be based upon the consultant’s detailed fee proposal to furnish the services detailed in their proposal.

A Fee Proposal shall be submitted in a separate file from the main proposal in OpenGov.

A work program together with a breakdown of labor hours by employee billing classification together with the cost of non-labor and subconsultant services shall be included with the fee proposal. The labor breakdown shall be compiled based upon a listing of work tasks that correlates with the consultant’s defined scope of work for the project proposal. This information will be used by the City staff to evaluate the reasonableness of the fee proposal and may be used in negotiating the final fee amounts for the contract agreement.

Fees will not be used to determine the ranking of the consultants.

https://dot.ca.gov/-/media/dot-media/programs/local-assistance/documents/lapm/ch10.pdf https://dot.ca.gov/-/media/dot-media/programs/local-assistance/documents/lapm/ch10.pdf

Engineering Design Services for Red Hill Avenue Improvements (CIP No. 70261) – RFP (2026) Page 19

The City will negotiate the final fee with the top ranked consultant.

Reimbursable expenses shall not be allowed unless negotiated prior to a contract.

Price escalations during the contract term are disfavored and will not be allowed unless negotiated prior to execution of contract.

Although no public meetings are anticipated, the fee proposal shall include a unit cost for a public meeting (eg, $/public meeting) in the event a meeting will be required.

The consultant shall prepare progress billings, reflective of the project schedule and the scope of work completed, by line item and description.

G. ASSUMPTIONS AND EXCEPTIONS

The proposal shall clearly identify any assumptions, exclusions, or exceptions to the Scope of Work, schedule, Consultant Services Agreement, or requirements of this RFP.

If no assumptions or exceptions are taken, the proposal shall include a statement to that effect. The City reserves the right to accept, reject, or negotiate any proposed assumptions or exceptions. Undisclosed assumptions may not be considered during contract negotiation. Assumptions or exceptions that materially affect scope, schedule, or cost may result in reduced evaluation scoring.

H. STATEMENT OF OFFER & SIGNATURE

The Proposal shall contain a statement that the proposals are a firm offer for a 90-day period and signed by an individual authorized to act on behalf of the firm.

VI. GENERAL REQUIREMENTS

A. INSURANCE REQUIREMENTS

The consultant shall furnish proof of the required insurance coverage prior to execution of the agreement. If the proposer is unable or unwilling to comply with any of the insurance requirements set forth in this RFP, the proposer shall clearly identify the specific exception and provide a proposed alternative for the City's consideration. The minimum insurance coverage and limits set forth herein shall be maintained for the duration of the project unless otherwise approved in writing by the City. These minimum levels of coverage are required to be maintained for the duration of the project:

1. General Liability and Automobile Liability Coverage - $1,000,000 per occurrence for bodily injury and property damage. If Commercial General Liability Insurance or other form with a general limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

Engineering Design Services for Red Hill Avenue Improvements (CIP No. 70261) – RFP (2026) Page 20

2. Professional Liability Coverage - $1,000,000 per occurrence (note: A “claims made” policy is acceptable). If consultant provides “claims made” coverage, consultant shall also agree in writing to either:

a. Purchase Tail Insurance in the amount required by the resulting agreement to cover claims made within five years of completion of consultant’s services under the agreement.

b. Maintain professional liability insurance coverage with the same carrier, or with an equivalent carrier in the amount required by the resulting agreement five years after completion of consultant’s services under this agreement.

The consultant shall provide written evidence of either form by executing the attached letter agreement (Attachment B) on consultant letterhead.

3. Worker’s Compensation Coverage - State statutory limits.

Deductibles, Self-Insurance Retentions, or Similar Forms of Coverage Limitations or

Modifications, must be declared to and approved by the City of Tustin.

The consultant is encouraged to contact its insurance carriers during the proposal stage to ensure that the insurance requirements can be met if selected for negotiation of a contract agreement.

The City shall be named as Additional Insured and no policy may be modified or cancelled prior to thirty (30) days written notice.

Certificates of insurance and insurer endorsements evidencing the required insurance shall be provided.

B. STANDARD FORM OF AGREEMENT

The consultant will enter into an agreement with the City based upon the contents of the RFP and the consultant’s proposal. The City’s standard form of agreement is included as Attachment A. The consultant shall carefully review the agreement and insurance requirements and include with the proposal a description of any exceptions requested to the standard contract. If there are no exceptions, a statement to that effect shall be included in the proposal.

C. DISCLAIMER

This RFP does not commit the City to award a contract, or to pay any costs incurred in the preparation of the proposal. The City reserves the right to extend the due date for the proposal, to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part or in its entirety. The City may require the selected consultant to participate in negotiations

Engineering Design Services for Red Hill Avenue Improvements (CIP No. 70261) – RFP (2026) Page 21 and to submit such technical, fee, or other revisions of their proposals as may result from negotiations.

D. ASSIGNED REPRESENTATIVES

The City will assign a representative responsible to administer the contract, and to assist the consultant in obtaining information. The consultant also shall assign a responsible representative (project manager) and an alternate, who shall be identified in the proposal. The consultant’s representative will remain in responsible charge of the consultant’s duties from the notice-to-proceed through project completion. If the consultant’s primary representative should be unable to continue with the project, then the alternative representative identified in the proposal shall become the project manager. The City’s representative shall first approve any substitution of representatives or subconsultants identified in the proposal in writing.

The City reserves the right to review and approve/disapprove all key staff and subconsultant substitution or removal and may consider such changes not approved to be a breach of contract.

E. CITY BUSINESS LICENSE

A city business license will be required of the consultant and any subconsultants for services under this agreement.

VII. CONSULTANT EVALUATION & SELECTION PROCESS

The City’s consultant evaluation and selection process is based upon Qualifications Based Selection (QBS) for professional services.

The following criteria will be used in evaluating the proposals using a point value system (100 points) based upon the weighting indicated below:

a. Qualification and Experience of Firm (20 points) Evaluation may include, but is not limited to:

• Demonstrated experience with similar projects in scope, complexity, and funding source;

• Successful delivery of projects for public agencies;

• Familiarity with applicable City, Caltrans, OCTA, or other agency requirements;

• Availability of in-house resources necessary to complete the work.

b. Approach and Work Plan (including project controls and QA/QC processes) (30 points) Evaluation may include, but is not limited to:

• Demonstrated understanding of the project objectives and challenges;

• Completeness and practicality of the proposed work plan and methodology;

• Effectiveness of project controls, including schedule management, progress reporting, and coordination procedures;

• Adequacy of the consultant's quality assurance and quality control processes;

Engineering Design Services for Red Hill Avenue Improvements (CIP No. 70261) – RFP (2026) Page 22

• Identification of assumptions, constraints, and proposed strategies to address project risks.

c. Qualifications and Experience of the project manager and other key individuals (30 points) Evaluation may include, but is not limited to:

• Relevant experience and technical expertise of the proposed project manager and key staff;

• Successful delivery of similar projects;

• Demonstrated ability to manage scope, schedule, budget, and stakeholder coordination;

• Appropriateness of staff assignments and level of involvement in the project.

d. Schedule of Delivery (10 points) Evaluation may include, but is not limited to:

• Reasonableness and completeness of the proposed schedule;

• Ability to meet the City's desired project timeline;

• Identification of critical milestones and strategies to address potential schedule impacts.

e. Reference Checks (10 points)

Evaluation may include, but is not limited to:

• Overall satisfaction of previous clients;

• Quality and timeliness of work performed;

• Responsiveness and communication throughout the project;

• Ability to manage scope, schedule, and budget;

• Willingness of the reference agency to work with the consultant again.

The City may elect to interview a short list of qualified firms or to interview only the top-rated firm based upon the proposals submitted for the project.

The City staff will negotiate a contract with the best qualified firm for the desired consulting services. Should the City staff be unable to negotiate a satisfactory contract with the firm considered to be the most qualified, negotiations with that firm shall be formally terminated.

Negotiations will then be undertaken with the next most qualified firm. Failing accord with the second most qualified firm, the City staff will terminate negotiations and continue the negotiation process with the next most qualified firms in order of their evaluation ranking until an agreement is reached and a firm is selected and an agreement is executed.

Additional information related to the consultant selection process will be made available in the future once the City has executed this contract. Please refrain from making any verbal inquires or requests for a formal debriefing related to the subject RFP until the City of Tustin completes the ongoing contract process.

VIII. ADMINISTRATIVE / CONTRACT REQUIREMENTS

A. THE CITY OF TUSTIN’S RIGHTS TO PROPOSALS

All proposals, upon submission to the City of Tustin shall become its property for use as deemed appropriate. By submitting a proposal, the offer covenants not to make any

Engineering Design Services for Red Hill Avenue Improvements (CIP No. 70261) – RFP (2026) Page 23 claim for or have any right to damages because of any misinterpretation or misunderstanding of the specification, or because of any misinformation or lack of information.

The City of Tustin has the following prerogatives with regard to proposals submitted:

• to accept or reject any or all proposals;

• to correct any arithmetic errors in any or all proposals submitted;

• to utilize any or all the ideas from proposals submitted;

• to change the proposal’s due date upon appropriate notification;

• to adopt any or all of an offeror’s proposal; and

• to negotiate modifications to the scope and fee with selected offeror prior to contract award.