First_Street_Corridor_Study_RFP.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

First Street Multimodal Corridor Study August 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 October 6, 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 #4

VI. General Requirements #8

VII. Consultant Evaluation & Selection Process #10

VIII. Administration/Contract Requirements #12

ATTACHMENTS

Attachment A – Scope of Work and Minimum Qualifications

Attachment B – Sample Consultant Services Agreement

Attachment C – Non-Collusion Affidavit

Attachment D – Non-Lobbying Certification

Attachment E – Non-Discrimination Certification

Attachment F – Debarment / Suspension Certification

Attachment G – Santa Ana Project Documents http://intranet/CityForms/logos/CoT_Logo-2008.JPG

C ITY OF TUSTIN

First Street Multimodal Corridor Study – RFP (2026)

I. INTRODUCTION / PROJECT DESCRIPTION

The City of Tustin is requesting proposals and looking for an experienced, qualified engineering/planning firm with ample experience with similar projects to complete the First

Street Multimodal Corridor Study. We encourage proposals to include innovative approach methodologies and/or added value to the base scope.

This project is federally funded and built upon prior planning efforts funded through SCAG's

Regional Early Action Planning (REAP 2.0) program for the First Street corridor. The First Street

Multimodal Corridor Study will look at options to enhance transportation along First Street by assessing the feasibility of various infrastructure improvements through robust community outreach efforts, field data analyses, design, and environmental clearance. The study will evaluate pedestrian, bicycle, and transit improvements that promote the safety and transportation goals included in the City’s General Plan Mobility Element.

II. SCHEDULE OF EVENTS

August 20, 2026 Issuance of Request for Proposals

September 14, 2026 Deadline for questions in OpenGov

October 6, 2026 Proposals due in OpenGov

November 9, 2026 Selection process

Week of November 16 2026

Consultant interviews and contract negotiations (if applicable)

December 2026 City Council Approval of Consultant Contract (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.

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:

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

See Attachment A for Scope of Work and Minimum Qualifications

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 30 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,

• 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.

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

b. Non-Lobbying Certification

c. Non-Discrimination Certification

d. Debarment and Suspension Certification (for federally funded projects)

• 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 Consultant shall implement QA/QC procedures for all technical memoranda, analyses, maps, conceptual exhibits, cost estimates, and draft/final Action Plan documents.

• 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 Format (PDF, Word, Excel, GIS, etc…) o Anticipated submittal schedule and review milestones 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:

• 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

3. Federal Certifications:

Proposers shall submit the federal certification forms included as Attachments

C through F. Required certifications include the Certification Regarding

Debarment, Suspension, Ineligibility, and Voluntary Exclusion and the

Certification Regarding Lobbying.

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 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 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.

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, 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. Any exceptions, deviations, or inability to meet the insurance requirements must be clearly identified in the proposal. 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.

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 B. The consultant shall carefully review the agreement, 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 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 responsible representative 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)

Technical experience and demonstrated competence in providing Vision Zero planning, Comprehensive Safety Action Plans, transportation safety analyses, community engagement, and related services. The firm's organizational capacity, availability of technical resources, quality assurance/quality control procedures, and ability to successfully deliver projects of similar scope and complexity, including projects that advanced into implementation or funding, will be considered.

b. Staffing and Organization (30 points)

Qualifications, availability, and relevant experience of project staff, particularly “key personnel", especially the Project Manager, including their relevant past experience.

Key personnel's level of involvement in performing related work cited in "

Qualifications of Personnel" section; adequacy of labor commitment; vision zero related experience; community engagement experience; and demonstrated success delivering similar projects. Continuity of key personnel and clarity of assigned roles and responsibilities.

c. Overview and Approach (20 points)

Depth of Proposer’s understanding of the City’s requirements and overall understanding of Vision Zero Planning Project development requirements as outlined in this RFP. Evaluation will consider the technical approach, methodology, project controls, schedule, QA/QC procedures, implementation readiness, and ability to produce practical and actionable recommendations.

d. Public Outreach Experience (20 points)

Demonstrated experience in strategically engaging stakeholders and incorporating community input into the planning process, particularly underserved populations, vulnerable roadway users, schools, and community-based organizations.

e. Client References (10 points)

Consultant's responsiveness, technical competence, communication, schedule adherence, budget management, quality of work products, and ability to deliver actionable recommendations

Proposal cost/fee to be submitted as a separate file. The proposed fee schedule and any cost proposals for specific scope of services items will be evaluated based on reasonableness of the proposed rates or costs. Rates and costs will be evaluated on those that the City or other comparable public agencies have paid for similar services, and in accordance with what is to be considered with the industry’s standard and customary rates and costs for the services.

Selections by the City shall be based on demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required and shall not be awarded solely based on hourly rates and/or services cost. Selections will be made to ensure that such services are engaged based on demonstrated experience and qualifications at fair and reasonable rates/prices to the City.

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 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.