Engineering Services for Mission Ave Sewer and Water Relocation.pdf

300 NORTH COAST HIGHWAY• OCEANSIDE, CA 92054 • TELEPHONE 760-435-5800 • FAX 760-435-5821

WATER UTILITIES DEPARTMENT

Request for Proposals for

ENGINEERING SERVICES FOR

Mission Ave Sewer and Water Relocation

Project Number: 908198625712

WRITTEN QUESTIONS SHALL BE DIRECTED TO:

https://www.bidnetdirect.com/california/cityofoceanside

RFP Timeline/Milestones Date Time Request for Proposals Advertised September 18, 2026 Mandatory Pre-Proposal Meeting (Virtual) October 6, 2026 2:00pm RFP Questions Due No Later Than October 13, 2026 2:00pm Final Addendum Issued by October 20, 2026 5:00pm Proposals Due No Later Than October 26, 2026 2:00pm Notification of Short List Interviews November 2, 2026 In-person Interviews November 4-5, 2026 Recommend award of contract to City Council December 16, 2026 Anticipated Notice to Proceed January 2027

September 18, 2026

PROJECT: Mission Ave Sewer and Water Relocation

The CITY of Oceanside (CITY) Water Utilities Department is requesting proposals from qualified engineering firms to analyze, design and prepare a complete, bid-ready package of construction documents for the Mission Ave Sewer and Water Relocation, and to provide engineering support services during bidding and construction. Additional items of work include project management and administration, data collection and review, preparation of a comprehensive flow study, alternative site evaluation, permitting, geotechnical services, surveying services, grant application assistance, and environmental services.

Consultants planning to respond to the RFP may review all documentation referenced herein and addenda on the website: www.bidnetdirect.com/california/cityofoceanside.

Attached to this solicitation is a copy of the City’s Professional Services Agreement that the selected firm will be expected to execute. Included in the agreement are the conditions under which the contract will be administered, along with the minimum insurance requirements. Should you have any objections to any portion of the agreement, your objections must be noted in the proposal at the time of submission. Firms who cannot meet the CITY’s minimum insurance requirements should not submit a proposal.

Also included for information is a copy of the form that will be used for evaluation of the proposals. A completed vendor packet is required of any vendor to the City, and one will be provided in the event that the proposing firm is not a current vendor.

IMPORTANT: Respondents are advised that to the extent the services and trades proposed are subject to prevailing wage laws in the State of California, the respondent shall be expected to comply with all applicable reporting requirements and laws, including, but not limited to, labor code sections 1720-1784.

A mandatory pre-proposal meeting will be held virtually on October 6, 2026, at 2:00pm.

Consultants shall join remotely via Teams Meeting; login and information for the pre-proposal meeting will be provided on the BidNet RFP posting. The meeting is being held to answer any questions you may have regarding the Project. Only those consultants attending the meeting will be allowed to submit proposals. Link to the Teams meeting is below:

https://teams.microsoft.com/meet/252188727758615?p=a0ICB6yknrHayYjoqx http://www.bidnetdirect.com/california/cityofoceanside https://teams.microsoft.com/meet/252188727758615?p=a0ICB6yknrHayYjoqx

September 18, 2026

Proposals are due no later than 2:00PM, October 26, 2026, and shall be submitted electronically to the City of Oceanside BidNet RFP posting for this project, located at https://www.bidnetdirect.com/california/cityofoceanside. The CITY is not responsible for technical difficulties which prevent or delay submittal of proposals.

Fee proposals should be uploaded as separate documents.

Sincerely, Mabel Uyeda, PE Water Engineering Manager

Cc: Aaron Cooley, Project Manager

TABLE OF CONTENTS

REQUEST FOR PROPOSALS

1. PROJECT INTRODUCTION

2. PROJECT OBJECTIVES

3. SCOPE OF WORK

INSTRUCTIONS AND GENERAL CONDITIONS

4. CITY RESPONSIBILITIES

5. PROPOSAL SUBMITTAL REQUIREMENTS AND CONDITIONS

6. CONDITIONS FOR PROPOSERS

ATTACHMENTS

A. FEASIBILITY STUDY

B. RECORD DRAWINGS

C. PROFESSIONAL SERVICES AGREEMENT

D. CONSULTANT SELECTION FORM

E. CITY OF OCEANSIDE VENDOR PACKET

Request for Proposal – Mission Ave Sewer and Water Relocation (908198625712)

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SECTION 1 – INTRODUCTION

The CITY of Oceanside is located in northern San Diego County with a population of approximately 178,000. Oceanside is located 83 miles south of the City of Los Angeles and just

35 miles north of the City of San Diego. The CITY’s service area is bordered by the Carlsbad

Municipal Water District to the south and Military Corps Base (MCB) Camp Pendleton to the north.

On the eastern side, the CITY’s service area is bounded by Rainbow Municipal Water District

(RMWD) and City of Vista. The CITY encompasses an area of approximately 42 square miles.

The Water Utilities Department is responsible for providing sewer services for all of the CITY’s residents.

The City owns and operates a 10-inch/14-inch domestic water pipeline along Mission Avenue, currently installed below an existing concrete trapezoidal storm drain channel. The pipeline varies in size and material, ranging from 10-inch Cast Iron (R-04006-015, 1958) east of Douglas Drive, to 14-inch Cement Mortar Lined and Coated Steel. In recent years, City Operations crews have repaired a rupture in the existing 10-inch Cast Iron pipeline, which required additional repairs to the concrete trapezoidal storm drain channel.

In the immediate vicinity of the existing water main, the City also owns and operates a 10-inch/12-inch sanitary sewer pipeline (S-297-S-299, 1961) along Mission Avenue, currently installed in an existing sewer easement traversing the Mission View Manors Mobile Home Park. Several sewer manholes are located either at the top of the existing concrete trapezoidal storm drain channel immediately adjacent to an existing screen wall or are covered by residents of the Mobile Home

Park whom have placed their home within or immediately adjacent to the existing easement.

Based on conversations with the Wastewater Collections Team, the current sewer main arrangement is nearly inaccessible and in poor condition due to the age of the line. Where the gravity sewer main connects to 2 existing 8-inch sewers, a ‘horseshoe’ connection was constructed. This appears to be constructed in an effort to avoid drop manholes and large diameter storm drain utility crossings. This connection is located within the Southwest Plaza shopping mall parking lot and according to Wastewater Collections Operators, results in several odor complaints by residents and shoppers.

SECTION 2 – PROJECT OBJECTIVES

Due to the age of the pipeline, and proximity to the trapezoidal channel, the City is considering abandoning the existing line and constructing a new polyvinyl chloride (PVC) pipeline within the roadway limits of Mission Avenue. The Project proposes to relocate approximately 3,800 linear feet of the existing 10-inch/14-inch water main from underneath an existing concrete trapezoidal storm drain channel located along the north side of Mission Avenue to within the roadway limits of Mission Avenue. The proposed water main is anticipated to connect to an existing 14-inch

Cement Mortar Lined and Coated Steel water main (W-01114-W-01706, 1953) at Mission

Avenue, east of El Camino Real, and extend easterly towards Parish Way to ultimately connect to an existing 8-inch Cast Iron water main (CT-00101-013, 1958).

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Due to the poor condition of the gravity sewer main, the difficulty Wastewater Operations has with accessing and maintaining the sewer main, and the odor issues at the horseshoe connection, the second part of the Project intends to relocate the existing gravity sewer main currently within an existing utility easement adjacent to and within the Mobile Home Park. The approximately 2,500 linear feet of sewer main research area will extend from an existing sewer connection east of El

Camino Real upstream to the current AutoZone Auto Parts (3975 Mission Avenue).

In addition:

• Review the feasibility study of the potential corrections and provide recommendations of any additional options that could be more cost effective. As of now, the City is considering

Alternative 1 of the feasibility report.

• Identify and apply for all permits needed to advance the project through design and obtain all permits necessary to begin construction. Note: The CITY will pay for all fees associated with permits, but it will be the Designer’s responsibility to identify all required permits and provide the necessary studies, documents, reports, forms and any other required information in order to successfully apply for and obtain the permits. Permits which are not available until a contractor is identified for construction must also be identified and advanced as far as possible prior to the contractor being identified. Once a contractor is identified during the bidding phase, the design consultant will provide support to obtain the permits in cooperation with the CITY and the contractor. A partial list of agencies requiring permits (including some permits) is provided below. It is important to note that this list may not include all agencies requiring permits and does not include all required permits, it is the consultant’s responsibility to determine all required permits for the project and provide all required documents for those permits. For all permits identified, prepare for at least two rounds of review and resubmittal based on review comments.

i. State

▪ State Water Resources Control Board (SWRCB)

▪ Regional Water Quality Control Board (RWQCB)

▪ California Department of Health Services (DHS)

▪ California Department of Industrial Relations Division of Occupational

Health and Safety (CAL-OSHA)

ii. Local

▪ CITY of Oceanside Development Services Department

• Prepare a complete design package which includes plans, specifications, contract documents, front ends, construction cost estimate, bid schedule, schedule of values, payment schedule, construction time estimate, and any other documents needed to develop a complete, bid ready package for the project.

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SECTION 3 – SCOPE OF WORK

The Consultant will provide the CITY with all information needed for the complete design and bid package of the Mission Ave Sewer and Water Relocation Project and will meet all objectives as described in “Section 2. Project Objectives” of this RFP.

The Consultant is responsible for developing a program approach and written scope of work that they believe best meets the CITY’s needs based on their expertise, proven processes, and prior experience. The following presents the Scope of Work on a task-by-task basis. The Consultant is encouraged to expand the description of the required level of service for each task as needed.

In order to facilitate comparisons of proposals, please utilize the major task headings listed below and make sure they match the cost breakdown included in your proposal. Feel free to provide breakdowns of effort under the major task headings (and associated descriptive information) as needed to better define your proposed scope of services. At a minimum, the scope of work will include the following task items:

Task 1 – Project Management and Administration

The selected Consultant will organize, coordinate and communicate with CITY Staff in order to effectively manage the Project and solicit input from the various departments and agencies having knowledge of the CITY's sewer assets. This may include members of the CITY's Engineering, Operations, IT/GIS and Planning Departments. The CITY will determine the setting of the meeting

(virtual or in-person). At a minimum, the Consultant’s project manager and project engineer shall attend each meeting. Task 1 includes the following:

• Kick-off Meeting

• Recurring Project and Progress Meetings (Bi-Weekly to Weekly Depending on the Phase of the Project)

• Milestone deliverable meetings

• Monthly Invoices, Project Summaries and Schedule Updates

• General Project Oversight

• Project Management Controls

• Quality Assurance/Quality Control Plan and Project Reviews

Deliverables:

Meeting Minutes, Invoices, Schedules, Progress Reports.

Task 2 – Data Collection and Review

Preliminary investigations shall include all efforts necessary to document existing site conditions required to complete the design of project. These efforts are anticipated to include but shall not be limited to (1) data collection and review, (2) field visits, and (3) utility coordination.

• Data Collection & Review – The Consultant shall collect and review data for the project, including but not limited to record drawings, master plan documents, maps, operational data, CITY standard drawings and specifications, and utility as-builts for use in design and engineering of the Project.

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• Field Visits – The Consultant shall perform field visits of the site to review site conditions and discuss the project and project objectives with CITY operations and other members of the Water Utilities Staff.

• Utility Coordination –The Consultant shall coordinate with all utilities in the project area to determine potential subsurface utilities that may impact work. Coordination shall include but is not limited to as-built review (combined with the data collection task) and survey verification of horizontal alignment of surface features (combined with surveying and mapping task). This task also includes identifying all utility service connections that will be required for the project.

• Potholing – If required to determine the recommended site location, exploratory potholes shall be performed to identify major utility conflicts. Consultant shall assume up to 15 potholes during the Data Collection and Review Phase. Consultant may submit optional task item for any additional potholes, including unit pricing and justification, subject to CITY approval prior to authorization.

Technical memo identifying all utilities and any conflicts that will need to be addressed during construction, including an approach for addressing each utility that will be affected by the construction of the Project.

Task 3 – Permitting

Task 3 consists of the following:

• Consultant will identify any and all required permits needed to complete all portions of the scope of work contained in this RFP, as well as any permits required to complete the construction of the project.

• The selected consultant will provide all required documentation for permits needed to complete the design and construction of the project. The CITY understands that certain permits may not be obtained until a contractor is awarded the construction of the project, and as such the consultant should plan to delay the application of these permits but should plan to prepare all required documentation and complete all forms to the fullest extent prior to the contractor being identified. Once the contractor is identified, the consultant shall plan to continue to work with the CITY and contractor to obtain any remaining required permits.

• Consultant will obtain all required permits needed to complete the design and construction of the project. This includes but is not limited to any CITY, State or Federal permits, including any permits related to environmental requirements.

Any reporting, investigations, studies, correspondence, documentation and forms required in order to obtain the necessary permits to complete the Project through construction. Coordination with any agencies including CITY, State and Federal agencies, also including any environmental agencies in order to obtain all required permits.

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Task 4 – Geotechnical Services The Consultant shall perform geotechnical engineering for the selected project site. Borings for sitework shall be included as part of the Consultant’s proposal. Supplemental borings may be needed for areas where alternative construction methods, such as trenchless technologies, and/or geologic hazards or conditions dictate. A right‑of‑way permit shall be required for all geotechnical field activities conducted within public streets or City‑controlled right‑of‑way, and the Consultant shall be responsible for applying for and obtaining the permit through the City of Oceanside prior to performing borings, potholing, or other subsurface investigation work. The Consultant is responsible for exercising the appropriate level of engineering judgment to select the appropriate amount of borings needed for specific sites or alignments, based on a professional assessment of anticipated subsurface conditions, project risks, trench excavation requirements, groundwater considerations, pavement restoration needs, corrosion potential, and any trenchless construction methods under review. The geotechnical engineering shall include but not necessarily be limited to: (1) review background data; (2) site reconnaissance; (3) coordination with underground service alert; (4) potholing at boring locations; (5) subsurface investigation (borings); (6) groundwater and soil laboratory testing; (7) faulting, seismicity, and other geologic hazards; and (8) engineering evaluations and recommendations needed to design pipelines, temporary construction, and other improvements. The Consultant’s proposal shall include a clear basis‑of‑design narrative explaining how the recommended geotechnical investigation will inform design decisions related to trench stability, bedding and backfill selection, groundwater control, corrosion mitigation, and pavement section design.

Consultant shall provide a draft geotechnical report for CITY review, and final geotechnical report.

Task 5 - Site Topographic Survey Surveying shall include provision of topography at a minimum of 1-foot contours and identifying surface utility features. Aerial photogrammetry and supplemental field survey methods shall be used. Mapping shall include preparation of a base map inclusive of topography, orthophotography, surface features, landscaping, survey monuments, traffic striping, boundary (property line, right-of-way, easement) and subsurface utilities collected in U.S. Survey Feet.

Survey will be prepared per CITY specified horizontal and vertical datum, based on ties to CITY survey control network monuments.

Surveying and mapping files shall be provided in PDF and AutoCAD format at a scaled of 1” = 20’.

Task 6 – Hydraulic Analysis The Consultant shall prepare hydraulic calculations (no modeling software required) using agency approved flow generation factors from the existing Master Plan, documented existing EDUs, and Manning’s equation analysis for all gravity sewer mains incorporating applicable peaking factors.

Analysis shall also evaluate future buildout conditions, including all known planned or entitled developments, to confirm capacity adequacy under projected flows and identify any downstream constraints. The Consultant’s proposal shall include a clear basis‑of‑design narrative explaining how the hydraulic analysis will inform design decisions for both utility systems, including capacity evaluation, velocity criteria, slope and depth/cover requirements for the gravity sewer, and pressure, velocity, and head‑loss considerations for the potable water system.

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Consultant shall provide a draft hydraulic analysis report for CITY review, and final hydraulic analysis report.

Task 7 - Preliminary Design Report (PDR)

The Consultant shall prepare a Preliminary Design Report (PDR) to summarize the findings of all preliminary investigations (Task 2 – Task 4) and identify the preliminary design criteria required for detailed design. The PDR is a critical component of this project. The PDR shall provide a concise, definitive description of the alternatives evaluated and the facilities recommended for detailed design. The PDR shall include a presentation of design criteria, summary descriptions of major systems, preliminary drawings (30%), and supporting information. The PDR will establish the technical framework for moving forward into the 60% project construction plans and specifications. The PDR shall address the following key project elements:

• Provide analysis and design justification for proposed 30% water and sewer pipeline alignments, and propose construction recommendations.

• Identify and summarize all permitting, code, and regulatory requirements.

• Identify construction sequencing requirements.

• Identify risks and long-lead materials.

• Prepare preliminary sheet index and associated drawings for 30% design.

• Prepare the table of contents (TOC) for all required specifications.

• Prepare a preliminary cost estimate and tie it to Association for the Advancement of Cost

Engineering (AACE) Cost Index.

• Prepare a preliminary construction schedule.

The proposer is encouraged to identify creative ideas for further consideration. The design shall include optimized solutions for all challenges identified in the data collection and review and evaluation phases of the Project. Consultant shall prepare an engineer’s estimate of probable costs (EEOPC), which shall identify the major elements of the project, as well as overall soft costs such as, engineering, construction management, inspection, monitoring, administration, contingencies and methodology, and escalation costs for the duration of the project. Consultant shall prepare an engineer’s estimate of probable construction time at this point which should include the time from construction bid award through the completion of the project, including time needed for procurement of long lead time equipment and materials.

Consultant shall deliver one electronic copy (smart PDF format) of the 30% drawings and a draft

Preliminary Design Report for review. The consultant will also schedule a PDR Review Workshop with key Project team members within the CITY to present the findings. Upon review and incorporation of comments from the CITY, the consultant shall provide a final PDR and obtain approval prior to proceeding with the 60% Design level.

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Task 8 – Environmental Services The consultant shall prepare the necessary site-specific environmental technical reports, CEQA documents, and obtain necessary environmental permits and approvals. A CEQA exemption is anticipated for the Project, and the Consultant shall prepare a CEQA exemption memorandum identifying the applicable exemption and any required project design features. Separate technical studies, including biological and cultural/archaeological assessments, shall be performed to document existing environmental conditions and to support the exemption determination. The consultant is responsible for determining the level of CEQA analysis needed, preparing all studies, and receiving all required CITY, state and federal approvals as applicable. Biological, archeological, and cultural studies will need to be prepared for the full extent of the proposed project area, as well as any additional analysis to support an MND. All AB-52 tribal cultural resource outreach, if required, and coordination shall be completed by the consultant in the preparation of the cultural studies. If the Consultant anticipates that additional environmental analysis may be required, such work shall be identified in the proposal as an optional task item with justification and associated cost.

CEQA exemption, supporting memo, and supporting studies shall be submitted with the 60% and

90% submittals. Any subsequent CITY comments or design revisions should be included in the

100% submittal.

Task 9 – Design Services

• Design shall include preparation of full plans, specifications, and engineering calculations

(PS&E), supplementary reports, engineer’s estimate of probable costs (EEOPC), engineer’s estimate of probable construction time, and a complete set of contract documents conforming to the CITY’s standard front-end template which includes a complete schedule of bid items and bid item descriptions. Design shall include but is not limited to all drawings and specifications required for construction. Design shall conform to all Federal, State, and CITY of Oceanside requirements. CITY Standard Specifications and Drawings shall be utilized and shall be supplemented by additional specifications and drawings where no CITY document governs. Consultant shall utilize the CITY’s computer aided drafting (CAD) standards for preparation of drawings, and shall prepare all drawings using the latest version of Civil3D. Requirements for preliminary and final design are discussed below:

• Task 9.1 Outside Utility Agency Coordination – Consultant shall perform all coordination necessary with outside utility agencies impacted by the Project. This includes identifying all utilities with facilities in the project area, initiating coordination to confirm agency requirements, and obtaining current standards, design criteria, and submittal procedures. Consultant shall prepare and submit complete plan check packages to each affected outside utility agency, including all drawings, technical information, and supporting documentation required for agency review and approval, and shall track comments, facilitate responses, and incorporate all required revisions into the Project design.

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• Task 9.2 Potholing – Consultant shall perform the necessary potholing required for design and identification of all underground utilities. Consultant shall create a detailed potholing plan to locate and map underground utilities and structures during the design phase, before construction. This includes assessing the site, reviewing existing utility maps, and designing precise potholing locations, depths, and methods. The design plan shall ensure safety and compliance with all applicable regulations. A right-of-way permit shall be required for all potholing activities conducted within public streets or

City-controlled right-of-way, and the Consultant shall be responsible for applying for and obtaining the permit through the City of Oceanside prior to performing any field work.

• Task 9.3 Monument Preservation - Consultant shall identify, locate, and show all survey monuments within and adjacent to the project limits, including monuments that may be buried, obscured, previously destroyed, or unrestored. The Consultant shall incorporate all City of Oceanside monument preservation requirements into the design documents and shall clearly depict and call out all monument protection, disturbance, and restoration obligations required during construction. The Consultant shall reference all applicable regulatory requirements, including Section 8771 of the California Business and

Professions Code and Greenbook Section 400‑2, to ensure that both the Consultant and

Contractor understand the full extent of monument preservation responsibilities as part of the Project. A right‑of‑way permit shall be required for any monument investigation, exposure, or preservation activities occurring within public streets or City‑controlled right‑of‑way, and the Consultant shall be responsible for applying for and obtaining the permit through the City of Oceanside prior to performing such work.

• Task 9.4 Final Design – Consultant shall prepare full plans, specifications, engineering calculations (PS&E), an engineer’s estimate of probable costs (EEOPC) and construction time, and a complete set of front ends conforming to the CITY’s standard front end template which includes a complete set of bid items for contractors to bid on as well as a complete schedule of values and schedule of payment description for each bid item at the following design stages: 60%, 90%, 100%, and final submittal. Deliverables for each stage of design shall include six (6) full size sets of plans, two (2) paper sets of the technical specifications, a cost estimate in electronic format, estimate of construction time in electronic format, and smart PDF copies of each document as well as electronic copies of the working files in their original format (Word, Excel, AutoCAD, etc.). Smart PDF copies of the specifications shall have bookmarks at each specification section and shall be word searchable. Smart PDF copies of the drawings shall have bookmarks, at a minimum, at the beginning of each discipline (i.e. General, Civil). Final plans shall adequately convey the design for public bidding and construction and are anticipated to include, but not be limited to the following:

➢ General – General sheets are anticipated to include, but shall not be limited to: title sheet, notes, abbreviations, legends, sheet index or key map; cathodic protection, hydraulic profile, traffic control; and construction staging areas.

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➢ Civil – Civil sheets are anticipated to include, but shall not be limited to: site plans;

demolition plans; grading plans; pipeline plans and profiles; hydraulic profiles;

sewer bypass plans; civil details; trenchless construction details; trenchless instrument tables and details; instrumentation plans; street resurfacing plans; and other special construction.

The above list of plans shall not be considered complete, and the consultant shall include in it scope all plans required to define the work. The consultant shall provide construction costs estimates based on the 60%, 90%, and 100% design. Costs shall be broken down by the major project elements, and special construction costs as well as overall soft costs such as, engineering, construction management, inspection, monitoring, administration, contingencies and methodology, and escalation costs for the duration of the project. Consultant shall prepare an engineer’s estimate of probable construction time based on the 60%, 90%, and 100% design, which should include the time from construction bid award through the completion of the project, including time needed for procurement of long lead time equipment and materials.

The final design submittal shall include full size 24” x 26” electronic plans, technical specifications in both PDF and Word format, electronic submission of engineer’s estimate of probable cost, PDF and MPP format submittal of construction time estimates, a complete set of front ends, and an electronic copy of all final documents in both their original format (AutoCAD, Excel, and/or Word) and in smart PDF format.

Task 10 – Assistance During Bidding

The Consultant shall provide assistance during the bidding period to resolve technical issues and provide interpretations or clarifications on the Contract Documents. The Consultant shall:

• Field all inquiries and correspondence from potential bidders.

• Respond to written questions submitted.

• Prepare addenda during bid phase.

• Attend the bid opening, tabulate and review the bids for responsiveness and conformance with contract documents, contact contractor references identified in the “Experience” section of the bid documents, and prepare a bid evaluation summary.

Deliverables under this task will include responses to Requests for Information (RFIs) during bidding, the preparation of revised plans, specifications, front ends, estimates, schedules, and any bid documents and the preparation of addenda identifying all changes including a written description of all changes. Since the number of RFIs received and subsequently the number of addenda issued is directly related to the quality and completeness of the design and the bid documents prepared by the consultant, the consultant shall not limit the number of RFI responses and addenda to be prepared during this task, rather the consultant shall list that all

RFIs and addenda received during the bidding phase, as related to the documents prepared and provided by the consultant, shall be addressed by the consultant.

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Task 11 – Engineer’s Support Services During Construction

The Consultant shall provide the following services during construction:

• Attend a pre-construction site meeting and additional site meetings associated with construction. The Consultant shall attend all site meetings required in order to bring the project to completion. The consultant shall also attend the bi-weekly/weekly CITY team meetings and contractor progress meetings. The frequency of these meetings will be based on the phase of the construction of the project. Coordinate with the City to provide requested information to SDGE and other utility agencies as required during construction.

• Review of submittals/shop drawings submitted by the contractor. The proposer shall assume that the number of submittal reviews required will align with the submittal list prepared by the designer and shall include reviews of initial submittals, resubmittals, and “or equal” substitution requests.

• Review and coordinate with the CITY and respond to Contractor RFIs. Since the number of RFIs received and subsequently the number of responses needed is directly related to the quality and completeness of the design and the bid documents prepared by the consultant, the consultant shall not limit the number of RFI responses to be prepared during construction. However, the consultant can provide an assumption on the total number of RFIs responses provided on items not related to the project design/documentation, which would include items like changes in conditions which are out of the designers control, unknown conditions encountered during construction, and other changes in site or design conditions that could not have reasonably been addressed as part of the design.

• Assist the CITY and/or Construction Manager with startup, testing, and commissioning support.

• Assist the CITY and/or CM with the project closeout, perform a final walk-through, and assist with developing a punch list.

• Prepare project record drawings. Provide 1 full size (24”x36”) hard copy of record drawings, and electronic PDF copy, and all electronic drawing files.

SECTION 4 – CITY RESPONSIBILITIES

The CITY will provide the following data, access, services or resources:

• Record Drawings

• Feasibility Study

• Access to Site and Facilities

• Contact Information of Stakeholders

• A list of known developments (Entitlement and Active)

• Relevant planning department documentation

• Access to the CITY’s GIS data

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SECTION 5 – PROPOSAL SUBMITTAL REQUIREMENTS AND CONDITIONS

Parties interested in submitting proposals for this project must respond with all of the information requested below. The consultant’s proposal will be considered only if all of this information is provided:

5.1 Date and Time of Receipt

Proposals are due no later than the date and time indicated on the RFP cover letter, and shall be submitted electronically to the City of Oceanside BidNet RFP posting for this project, located at www.bidnetdirect.com/california/cityofoceanside. Fee proposals should be uploaded as separate documents.

5.2 Proposal Formatting

Proposals shall be concise, well organized, and demonstrate the consultant’s qualifications and experience applicable to the Project. Each proposal shall be limited to 25 one-sided pages, exclusive of resumes, dividers, front and back cover, and proposed fee and rate schedule. Type size and margins for text pages should be in keeping with accepted standard formats for desktop publishing and word processing and should result in no more than 500 words per page. Proposals that exceed the page or word count per page limitation may not be considered. The proposals will be distributed to a selection committee for their evaluation.

5.3 Proposal Content

Proposals shall include, at a minimum, the following content:

5.3.1 Firm Overview:

The firm overview shall include the Consultant’s name, Corporate and local office address, telephone number, number of employees in local office, and the contact person for the proposal.

5.3.2 Experience and Technical Competence:

Provide a list of relevant experience for which your firm has provided lift station engineering design and construction services in the past five years. Include only projects that were led by the proposed project manager, and similar in scope as described in this RFP. Indicate the role(s) of each project team candidate in the projects listed. Include contact names and telephone numbers for each reference owner/agency for a minimum of three (3) projects.

5.3.3 Project Understanding and Approach:

Provide a discussion of your understanding of what the project objectives are and how they may be amplified. A discussion of your firm’s approach and philosophy to providing planning and design services. Consultant should list likely required permits and associated risks/hurdles and provide an explanation of how they recommend working through them. Include a discussion of your firm’s project-specific approach to successfully assessing the key project elements. Identify additional services recommended and included above and beyond those listed in the RFP.

http://www.bidnetdirect.com/california/cityofoceanside

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5.3.4 Project Organization and Key Personnel:

Provide the names of the individuals being proposed as the consultant project team. Provide team organization, including individual staff assignments, and their relationship to the tasks.

Include a detailed introduction of the project manager, with a summary of their education, experience, certifications, state licensure, and area of expertise. Provide a summary of subconsultants and their role(s) on the Project. Consultant shall provide a statement that assigned personnel substitutions will not occur without prior CITY approval. Provide resumes as an appendix with applicable experience of staffing candidates for the Project team only. In addition, indicate what each candidate’s current availability is and how their availability conforms to the CITY’s schedule to complete the Project.

5.3.5 Fee Proposal:

Provide an estimated total budget, including contingency (not to exceed 5%), with a breakdown of fees and staff hours by task. The budget, rate and fee schedule shall be submitted as a separate project proposal fee document, which will be used as the basis of fee negotiation for the selected consultant and will be valid for the duration of the project. The fee will not be the basis of selection for the successful firm; however, it will be reviewed to ensure that the firm understands the project. The Consultant’s fee breakdown must align with the proposed task narratives. In addition, the Consultant must breakdown the specialty design services and identify any subcontracted work. Sub-consultant mark-up is not to exceed 10%.

5.3.6 Schedule:

Provide a comprehensive project schedule showing proposed order of tasks, project milestones, including submissions at PDR (30%), 60%, 90% and 100%. Allow three weeks for CITY review at each milestone. Consultant shall prepare a planning level construction schedule and include permitting for submission in this proposal.

5.3.7 Written Scope of Work and List of Deliverables:

Provide a written scope of work, organized by task, including work to be performed and deliverables/work products to be submitted. The CITY anticipates attaching this document as an attachment to the Professional Services Agreement (PSA) with the selected Consultant.

• 5.3.7.1 Evaluation Criteria

Proposals will be evaluated based upon the following:

➢ A comprehensive and understandable Scope of Work that includes all of the

Project goals per the requirements listed in “Section 3 Scope of Work” of this

RFP.

➢ Expertise in performing the Scope of Work.

➢ The quality of performance on similar past projects, including those on which the proposed team has worked together.

➢ The ability to meet time schedules and complete the work within established budgets.

➢ The firm’s history and resource capacity to perform the requested service.

➢ The experience and qualifications of assigned personnel.

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• 5.3.7.2 Proposal Evaluation and Selection

The proposals will be distributed to a selection committee for their evaluation. The CITY may choose up to three firms to be short-listed for interviews. If the CITY chooses to short-list firms for interviews, each consultant will be notified if they are or are not invited for an interview. Key members of the Consultant’s proposed project team are to be present during the interview. It is the intent of the CITY to interview primarily those individuals who will actually be performing the work. The CITY’s determination to short-list firms will depend on the number and quality of proposals received. The CITY may elect to award the project without short-listing firms.

Questions related to this RFP should be submitted on the website:

www.bidnetdirect.com/california/cityofoceanside by the date and time stipulated in the cover letter schedule. Responses to any questions that may affect the proposal will be provided to all RFP recipients in the form of an addendum.

SECTION 6 – CONDITIONS FOR PROPOSERS

6.1 Rights of the CITY

The CITY may investigate the qualifications of any Proposer under consideration, may require confirmation of information furnished by a Proposer, and may require additional evidence of qualifications to perform the work described in the RFP. CITY reserves the right, in its sole and absolute discretion to take any of the following actions:

• Reject any or all Proposals and issue a new RFP.

• Cancel, modify, withdraw, or extend the RFP.

• Issue Addenda, supplements, and modifications to this RFP.

• Modify the RFP process (with appropriate notice to Proposers).

• Appoint a selection committee and evaluation teams to review Proposals and seek the assistance of outside technical experts in the Proposal evaluations.

• Approve or disapprove the use of particular Subcontractors and/or substitutions and/or changes in Proposals.

• Revise and modify, at any time before the Proposal due date, the factors it will consider in evaluating Proposals and to otherwise revise or expand its evaluation methodology. If such revisions or modifications are made, Agency will provide an Addendum to all registered Proposers setting forth the changes to the evaluation criteria or methodology.

• The CITY may extend the Proposal due date if such changes are deemed by the CITY, in its sole discretion, to be material and substantive.

• Hold meetings and exchange correspondence with the Proposers responding to this RFP to seek an improved understanding and evaluation of the Proposals.

• If individual Proposer informational meetings are held, all Proposers submitting a responsive Proposal shall be afforded an opportunity to participate in an individual

Proposer informational meeting.

• Seek or obtain data from any source that has the potential to improve the understanding and evaluation of the Proposals.

• Waive weaknesses, informalities, and minor irregularities in Proposals.

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• Reject the Proposal from any team that changes its Proposal after the submittal due date and time without following the procedures of this Proposal and without CITY written approval.

• Enter into contract negotiations with the selected Proposer.

• Cancel award and end negotiations with selected firm if fee cannot be agreed upon, and enter into contract negotiations with the next highest rated Proposer.

• Award or remove optional scope items from the contract.

6.2 Changes to the RFP

This RFP is subject to revision via written addenda, which will be provided on the website:

www.bidnetdirect.com/california/cityofoceanside.

6.3 Professional Agreement

Attached as Attachment E for your information is a copy of the CITY’s Professional Agreement that the selected firm will be expected to execute. Included in the agreement are the conditions under which the contract will be administered, along with the minimum insurance requirements.

Should you have any objections to any portion of the agreement, your objections must be noted in the proposal at the time of submission. Firms who cannot meet the CITY’s minimum insurance requirements should not submit a proposal.

All vendors with the CITY of Oceanside must complete a vendor registration packet and meet the CITY’s minimum insurance requirements, not subject to waiver.

Attached as Attachment F for information is a copy of the form that will be used for evaluation and the CITY’s vendor application packet. A current CITY of Oceanside Vendor Packet is attached for your information.

SECTION 7 – ATTACHMENTS

• Attachment A – Record Drawings

• Attachment B – Feasibility Study

• Attachment C – Professional Services Agreement

• Attachment D– Consultant Selection Form

• Attachment E – City of Oceanside Vendor Packet