Inspector of Record (IOR) Services for Santa Barbara Veterans Memorial Building Heating_ Ventilation and Air Conditioning and Structural Improvements.pdf

Inspector of Record (IOR) Services Project 22024

REQUEST FOR QUALIFICATIONS AND PROPOSALS

FOR

Inspector of Record (IOR) Services for Project 22024

Santa Barbara Veterans Memorial Building Heating, Ventilation and Air Conditioning and Structural Improvements Project Address: 112 W Cabrillo Street, Santa Barbara, CA 93101

Publish Date: September 23, 2026 Submission Deadline: October 07, 2026

COUNTY OF SANTA BARBARA

SANTA BARBARA, CALIFORNIA

Santa Barbara County – General Services Department, Capital Projects

260 North San Antonio Rd.

Santa Barbara, CA 93110

TABLE OF CONTENTS

SECTION PAGE

1.0 INTRODUCTION

2.0 BACKGROUND

3.0 GOAL

4.0 SCOPE OF WORK

5.0 OTHER PROJECT CONSULTANTS

6.0 FEES AND TENTATIVE CONSTRUCTION BUDGET OUTLINE

7.0 TENTATIVE PROJECT SCHEDULE

8.0 PRE- SOQ CONFERENCE

9.0 Statement of Qualifications (SOQ) QUESTIONS

10.0 INSTRUCTIONS FOR PROPOSERS

11.0 SELECTION PROCESS TIMELINE

12.0 EVALUATION PROCESS

13.0 SELECTION PROCEDURE

14.0 ASSURANCE OF DESIGNATED PROJECT TEAM

15.0 GENERAL TERMS AND CONDITIONS

16.0 REJECTION OF SOQ’s

17.0 VALID OFFER

18.0 COUNTY RIGHTS

19.0 CONTRACT AWARD

20.0 CONFLICT OF INTEREST

21.0 PUBLIC RECORDS REQUEST

22.0 BUSINESS LICENSE REQUIREMENT

23.0 FEDERAL PROVISIONS

Attachment A:

Sample Contract, Terms and Conditions

Download from Public Purchase:

• A3 – 100% Construction Documents

• Anticipated Project Schedule

1.0 INTRODUCTION

The County of Santa Barbara General Services Department (“County”) is requesting a Statement of Qualifications (“SOQ”) and a separate, sealed Cost Proposal (collectively, the “Proposal”) from qualified firms or individuals for Inspector of Record (“IOR”) Services for the Santa Barbara Veterans Memorial Building Heating, Ventilation and Air Conditioning (HVAC) and Structural Improvements Project (Project). Any firm or individual hired by the County as a result of this Request for Qualifications and Proposals (“RFQ/P”) will be an independent contractor to provide services for this specific Project and will not be an employee of the County.

The purpose of this RFQ/P is to solicit responses so that the County may select from a range of firms or individual (“Proposers” and each a “Proposer”) for an Inspector of Record that best meet the County’s needs and requirements. The County urges all interested Proposers to carefully review the requirements of this RFQ/P. Written SOQs containing all non-cost information requested herein will serve as the primary basis for evaluation and ranking of Proposers. Following ranking, the County will open the sealed Cost Proposal only for the highest-ranked Proposer to negotiate final contract terms and compensation. All Proposals will be reviewed by the selection committee. The County reserves the right to conduct interviews at the County’s discretion. Each Proposer must thoroughly read ALL sections of this RFQ/P prior to submitting a proposal. The contracts and agreements described in this RFQ/P are non-negotiable.

2.0 BACKGROUND

The County is seeking the services of a qualified Inspector of Record firm or individual for the Project. Historically, Veterans Memorial Buildings were built throughout the 1920s and 1930s, in dedication to those who fought in World War I. The Santa Barbara Veterans Memorial Building was constructed in 1927 and is a City Landmark on the National Register of Historic Structures. The site is approximately 0.48 acres and is located on Santa Barbara’s waterfront. The facility serves as an important community resource for veterans, non-profit groups, and other residents.

The facility has been under County ownership for many decades and is under daily management by the Community Services Department’s Parks Division. The HVAC systems within the facility are reaching or beyond their useful life and require an upgrade or complete replacement. Currently, the main ballroom does not have air conditioning, which limits the possible programming of the space.

On April 14, 2026, General Services (GS) solicited proposals for General Construction services for the energy, electrical, and structural upgrades to the Santa Barbara Veterans Memorial Building.

On June 25, 2026, General Services received three construction proposals, in which Mesa Energy Systems, Inc. was the low bidder and subsequently awarded the construction contract by the Board of Supervisors.

3.0 PROJECT GOAL

The overall goal of this construction project is to upgrade the HVAC system to address the lack of heating and cooling within the building, repair/replacements of windows, remodeling the restroom to ADA standards, reinforcement of structural beams, and electrical panel upgrades, completion, and other related work as necessary for the construction of the Santa Barbara Veterans

Memorial Building.

4.0 SCOPE OF WORK

A qualified Inspector of Record services firm or individual shall provide the services detailed herein (“Services”) and identify any additional services necessary to ensure timely and cost-effective construction of the Project. The delivery method is Design-Bid-Build.

The services of the IOR will be required from inception through completion of the construction phase, including project close-out. The County expects the IOR to protect the County’s interests and assist the Project Manager (“PM”) with keeping the Project on schedule and on budget. The IOR shall coordinate and communicate with County personnel, including, but not limited to, the Construction Manager General Services Department staff designee, Project Manager, General Contractor and Architect of Record, on all aspects of the Scope of Work and the Project from the effective date of the Agreement through final project closeout and regulatory acceptance.

Proposers should refer to Anticipated Project Schedule located in Public Purchase, for the estimated project duration and milestones.

The scope of work for the IOR on this Project includes the following:

General All of the services furnished by the IOR under the Agreement shall meet the professional standards and quality which prevail among inspection services firms of superior knowledge and skill engaged in similar works on projects throughout California under similar circumstances. All services performed by the IOR shall comply with all applicable federal, state, and local codes, statutes, rules, and regulations which are in force at the time such services are rendered, including regulations and guidelines for general practices of an IOR.

The IOR shall exercise best efforts to coordinate the activities of the County, such that the County may provide timely decisions to the construction contractors, CM, consultants and architects to reach mutually agreed upon decisions on matters affecting the progress of the Project work.

A qualified Inspector of Record will be able to provide the services listed to ensure timely and cost-effective completion of the Project.

The County expects the Proposer to adequately staff the Project with a fully qualified individual inspector as the job demands. The IOR shall perform all services provided, including but not limited to accepted testing procedures, in accordance with the Contract Documents, Title 24 of the California Code of Regulations (as amended), and all applicable State and local building codes and regulations. Including but not limited to furnishing all material, labor, equipment, and tools as necessary to perform IOR services.

Construction Phase These services include, but are not limited to:

A. All On-Site Inspection Services and Inspection-Related Activities: The Inspector’s inspection services shall consist of all on-site inspection services for the Project and all inspection-related activities relating thereto, including, but not limited to, the services set forth below. The IOR shall follow accepted industry practices and comply with all federal, state and local laws and ordinances applicable to the work.

B. Inspector’s Familiarity with Project Agreements: The IOR shall become suf�iciently acquainted with the Project and the agreements between the County and the Architect, Project Manager and Contractor, to allow for the inspector’s effective and productive interface between the County, the Architect, the Construction Manager, the Contractor and governmental inspectors representing local, state or federal agencies having jurisdiction of the Project.

C. Daily and Weekly Reports and Personnel Knowledge: Keep daily reports of all activities that take place on the site, document personnel observations, and take photographs documenting the requests for inspection and contractors work at the time of observations. A copy of these daily reports shall be filed weekly at the County’s Project Manager office and kept as a permanent record. The IOR shall prepare and issue weekly summary inspection reports.

D. Inspection Requests: The IOR will enforce the use of the County’s Inspection Request Form for all requested inspections by the Contractor. IOR shall also maintain a log of all inspections requested and performed. The IOR shall perform continuous inspection as requested by the contractor of the project during the work of construction in all stages of its progress. Such inspection shall be conducted based on personal knowledge of the work of construction and shall ensure that the approved plans and speci�ications are completely executed. Continuous inspection means complete inspection of every part of the work. Work such as concrete or brick work that can be inspected only as it is placed shall require the constant presence of the inspector. Other types of work that can be completely inspected after the work is installed may be carried out while the inspector is not present. In no case shall the inspector have or assume any duties that will prevent the inspector from providing continuous inspection.

E. Observation, Reporting Inconsistencies and Inspector’s Job Files: The IOR shall personally observe construction and logistical activities that take place on the site and shall provide written notice when those activities are not in conformance with the Contract Documents. The IOR shall maintain orderly job �iles at the Project site that include correspondence; reports of Project site conferences; minutes of job site meetings; shop drawings; reproductions of the original construction contract documents, including all addenda, change orders, and supplementary drawings and speci�ications issued subsequent to the award of the construction contract. The IOR shall have and maintain on the job at all times all codes and documents referred to in the plans and speci�ications for the Project.

F. Inspector’s Daily Records: The IOR shall maintain daily inspection reports and job �iles that are thorough, complete, orderly and deemed by the Inspector to be accurate and qualitative. Such reports shall record hours on the Project site, weather conditions, construction procedures, where performed and any deviations therefrom. Construction equipment and vehicles utilized, manpower assigned by the Contractor and subcontractors, equipment and materials delivered to the site, including IOR’s determination that they meet submittal and speci�ication requirements. Record of daily activities, verbal instructions and clari�ications of the work given to the Contractor; decisions that either clarify or deviate from the contract documents. General observations and speci�ic observations in detail as in the case of the Project test procedures and results; occurrences or conditions that might affect the construction budget or schedule. Any work or material in place that does not correspond with the drawings or speci�ications, as well as resulting action taken; telephone calls made of a substantial nature, including statements or commitments made during the call; and names of all visitors to the Project site, including agency representation and agents of the County. Said reports and/or job �iles shall be made immediately available to the Project Architect, the Project Manager, and the County upon request. Failure to provide these daily records shall constitute a material breach of contract and may be cause for termination of the agreement by the County.

G. Record Set of Documents: The IOR shall keep and have available on the Project jobsite a record set of all approved Contract Documents issued to or received by the IOR. IOR shall also keep a record of the approved Testing, Inspection and Observation Program and all �ield reports. The IOR shall review and verify the adequacy and accuracy of required As-Built drawings prepared by the Contractor, as outlined in the Construction Contract, and determine that such As-Built drawings are updated by the Contractor on a monthly basis prior to processing of Contractor’s monthly payment request.

H. Job Site Meetings: The IOR shall attend weekly meetings with the County’s CM Representative, the Architect, and the Contractor and shall keep a running log of corrective items for review. The IOR shall, as directed by the Architect, the County, or the Project Manager, attend meetings held at the Project site or the County facilities or other location identi�ied to the IOR by the County.

Such meetings shall include, but not limited to, billing meetings, speci�ication reviews, coordination, and progress.

I. Monthly Payment Requests: The IOR shall assist the County’s CM Representative with review of Contractor’s monthly Payment Requests. The IOR shall indicate whether amounts by the Contractor are, in the Inspector’s opinion, correct. The IOR’s approval of the pay requests shall be shown by signature of the Inspector on the payment request.

J. Deviations: The IOR shall notify the County’s CM Representative immediately of any deviations of the construction with the Construction Documents and keep the County’s CM Representative informed. IOR shall not direct the Contractor in any means or methods to complete the construction, nor direct or authorize the Contractor to make any changes to the approved construction documents. The IOR will document all observed deviations by preparing a Notice of Deviations/Resolutions of Deviations Form (form to be developed by County or by IOR and approved by County). The Inspector shall keep the County thoroughly informed as to the progress of the work by submitting required reports.

K. Safety: The IOR shall be aware of California Code of Regulations Title 8. The IOR will anticipate construction activities that may impact the project construction schedule.

L. Coordination: Review the comments from County, CM, Architect, other Jurisdictional Agencies, and Contractor to ensure complete and timely response to all items. Assist with the closeout signoffs and coordination with all agencies for Substantial and Final Occupancy.

M. Test Lab/Special Inspection Coordination: The IOR shall, if directed by the County or the Architect, shall oversee Special Inspections by specialty approved inspectors. The IOR shall manage coordination, scheduling, and timely reporting of results to the County, the Project Manager, and the Architect if required. The IOR shall keep on �ile and distribute copies (as required) of all special inspections and materials lab testing reports. The IOR shall coordinate with the Special Inspector to assure timeliness and completeness of Special Inspections and shall report to the County’s CM Representative any concerns as to the capabilities or timeliness of the special inspector service. The special inspection services are provided under a separate contract. These reports will include certi�ications, test results from materials, concrete mix designs, welding procedures, etc. The County may also require the IOR for any shop fabrication procedures that preclude the complete inspection of the work after assembly. If deemed necessary because of the special use of the materials or methods of construction.

N. De�iciency List: Upon written notice from the Contractor that work is substantially complete, the IOR shall compile a written list of all construction de�iciency items that have not been corrected or are not in conformance with the construction documents. IOR shall review corrective measures with the Contractor made pursuant to the de�iciency list and report �indings to the County’s CM and Architect.

O. Construction Schedule, Potential Delays in Substantial Completion: The IOR shall be alert to the construction schedule and to any conditions that may cause delay in substantial completion of the Project. Upon observing such conditions, the Inspector shall report the same immediately and, within one (1) calendar day of observing such conditions, con�irm the same in writing to the Architect, the Project Manager, and the County.

P. Occupancy of Facility: The IOR shall, in the event that the County should occupy the Project or any portion thereof prior to substantial completion of the Project by the Contractor, assist in the development of a punch list agreement between the County, the Project Manager, the Architect and the Contractor as to incomplete items and the general conditions of areas to be occupied by the County prior to substantial completion of the Project by the Contractor.

Q. Punch List Items and Final Inspection Statement: The IOR shall, after substantial completion or completion of a portion thereof, check each punch list item to ensure that it is corrected in accordance with the Construction Contract, plans and speci�ications. IOR shall issue a Final Inspection Statement when the project has been completed in accordance with the Contract Documents.

R. Construction Management Information System (CMIS): The IOR shall use the Contractor, Project Manager, or County provided CMIS system for all documentation, communication, scheduling, and other activities described in this RFP/Q.

5.0 OTHER CONSULTANTS

County may contract with separate consultants as necessary for related work. It is expected that the successful Proposer (referred to herein as the “Consultant”) will work with the County to coordinate any related scope of work.

6.0 FEES AND TENTATIVE CONSTRUCTION BUDGET OUTLINE

The selected Consultant will be required to submit billings monthly, based on the Professional Services Agreement between the Consultant and County.

Travel time required by the Consultant to reach the designated meeting place or County staff office shall be included in all quoted fees and shall not be billed separately. There shall be no reimbursable expenses on this project unless associated with additional services to be approved in writing, in advance, by the County.

Section 10 (Item 8) outlines the Cost Proposal requirements for this project. All Cost Proposals shall be submitted in a separate file on the Public Purchase website. Cost Proposals are due at the same time as the RFQ/P submissions. Cost Proposals shall break down the project consistent with the scope of work presented and shall include all costs associated with the project. All costs shall be not-to-exceed.

7.0 ANTICIPATED PROJECT DELIVERY SCHEDULE

The following represents the anticipated schedule for the completion of the Contract Documents and start of inspection services for construction. All dates are subject to change.

Notice to Proceed IOR 10/16/2026 Construction Schedule 9/14/2026 to 2/17/2026

(180 days)

8.0 PRE-RFQ/P CONFERENCE / VENDOR REGISTRATION

There is no mandatory Pre-SOQ Conference required as part of this RFQ.

All firms providing a response to this RFQ/P are requested to register with the County Procurement Division prior to submittal. Proof of Department of Industrial Relations (DIR) registration will be required as part of the response to this RFQ/P.

9.0 RFQ/P QUESTIONS

This RFQ/P establishes the general specifications for the professional services needed and provides prospective Proposers with sufficient information to enable them to provide an acceptable response to this RFQ/P.

Any questions shall be submitted in writing via the Public Purchase website and must be received no later than 3:00 p.m. on October 02, 2026. For questions and inquiries regarding this RFQ/P submitted via Public Purchase, please reference “QUESTION – #22024 GS Capital Project: Inspector of Record (IOR) RFQ/P…” in the subject.

Answers will be provided as an addendum to this RFQ/P, posted on Public Purchase. It is the responsibility of each Proposer to inquire as to the existence and content of addenda and to acknowledge each as part of their RFQ/P submission.

Do not contact County departments or County staff directly. Information obtained by such means is invalid and Proposals which are submitted in accordance with such information may be declared non-responsive.

In the event that it becomes necessary to revise any part of this RFQ, written addenda will be issued.

Any Addendum to this RFQ/P is valid only if in writing and issued on Public Purchase. Verbal conversations or agreements with any officer, agent, or employee of County that modify any terms or obligations of this RFQ/P are invalid.

All addenda for this RFQ/P will be distributed via Public Purchase.

It is the Proposer’s sole responsibility to monitor Public Purchase for possible addenda to this RFQ/P.

Failure of Proposer to retrieve addenda shall not relieve him/her of the requirements contained therein. Additionally, failure of Proposer to return a signed addendum, when required, may be cause for rejection of his/her SOQ.

10.0 INSTRUCTIONS FOR PROPOSERS

Each Proposal submitted in response to this RFQ/P shall include the information described in this section. Failure to include all of the elements specified may be cause for rejection. Additional information may be provided but should be succinct and relevant to the goals of this RFQ/P. Excessive information will not be considered favorably.

General: The instructions below provide guidance for the preparation and submission of SOQs. Its purpose is to establish the requirements, format, and content of SOQs so that SOQs are complete, contain all essential information, and can be evaluated fairly.

Submission and Content of SOQs: All SOQs must be received by the proposal submission deadline as identified in Section 11.0 and submitted via Public Purchase.

SOQs shall be formatted so they can be printed in 8 ½” x 11” format; drawings may be formatted for 11” x 17” sizing. All documentation shall be in 11- or 12-point font.

All SOQs shall be submitted via Public Purchase. All SOQs will be valid for one hundred eighty (180) days.

All SOQs shall contain the following elements, in the order presented below. SOQs shall be divided into tabbed sections and should not exceed (27) twenty pages (each side of the page, if utilized is considered 2 pages – front and back).

1. Transmittal/Cover Letter (two pages, if necessary) with the following information:

• Title of this RFQ/P

• Name and Mailing Address of Firm (include physical location if mailing address is a P.O.

Box)

• Year the firm was established

• Type of organization of firm (partnership, corporation, etc.)

• Firm’s organizational structure, its constituent parts, and size variation of staff in the past five (5) years

• Name of contact person including title, address, email, and telephone number. This individual should be available by telephone or email to provide the location of the firm office that will be responsible for this project.

• A statement by the submitting firm requesting protection of proprietary information if necessary. All SOQs may be considered public information. Subsequent to award of this RFQ/P, all or part of any SOQ may be released to any person or firm who may request it.

Therefore, Proposers may request in their Cover Letter if any portion of their submittal should be treated as proprietary and not released as public information.

• Addenda Acknowledgement

2. Signatory Requirements (one page): In order to receive consideration, the Cover Letter must be signed by an officer empowered by the Proposer to sign such material and thereby commit the Proposer to the obligations contained in the RFQ/P response. Further, the signing and submission of a response shall indicate the intention of the Proposer to adhere to the provisions described in this RFQ/P and a commitment to enter into a binding contract.

Submittals shall be signed by one of the following representatives:

• If the Proposer is a partnership, submittal shall be signed in the firm name by a partner or the Attorney-In-Fact. If signed by the Attorney-In-Fact, there shall be attached to the SOQ a Power of Attorney evidencing authority to sign SOQ, dated the same date as the SOQ and executed by all partners of the firm.

• If the Proposer is a corporation, the submittal shall have the correct corporate name thereon and the actual signature of the authorized officer of the corporation written (not typed) below the corporate name. The title of the office held by the person signing for the corporation shall appear below the signature of the officer.

• If the Proposer is an individual doing business under a firm name, the submittal shall be signed in the name of the individual doing business under the proper firm's name and style.

3. Qualifications (five pages): A synopsis of each proposed team member's qualifications and experience with public or government projects of similar type and size as described in this RFQ/P, including length of service with the firm and resume. Include an organization chart of the proposed staff to be assigned to this project. For all sub-consultants to be used provide firm name, area of expertise, the names of individual staff assigned to this project and their role on the team.

4. Experience of Firm (five pages): A narrative of the firm's qualifying background and experience with public or government projects of similar type and size as described in this RFQ/P. Individual project descriptions, including scope, project budget and schedule are encouraged.

5. Proposed Work Plan, Time Schedule and Workload (three pages): Provide a work plan description addressing all scope of work tasks along with a proposed timeline schedule reflecting each task and its deliverables and identifying appropriate progress checkpoints along with draft or interim deliverables. Also provide a narrative of firm staffing size, current firm workload, and with consideration of the firm's current projects, confirm the firm's ability to perform the scope of work as described herein.

6. References for Past Performance (two pages): Provide a list of past performance and service.

Include three (3) references for whom the proposer has developed a comparable project.

Include project name, contact person, title, address, telephone number, email address as well as the contact person’s role in the project and which of the firm’s staff participated and their roles. For each reference listed, submit a brief summary of the scope of the services provided.

7. Deliverables (one page): Describe your firm's ability to provide deliverables in the required formats:

a. Drawings.

b. Word documents.

c. Spreadsheets.

d. Schedules.

e. Databases as necessary for compiling, storing and accessing the Project records in a commonly available format.

8. Cost Proposal (Cost Proposal not counted toward page count limit): Provide a total Cost

Proposal (not to exceed) for all services to be delivered, including a breakdown of costs itemized for each Task as defined in the Scope of Work. This Cost Proposal shall encompass the complete proposed project costs for meetings and project expenses for reproduction, postage, mileage, travel time and all related miscellaneous expenses. Also provide an hourly rate schedule for all assigned team members, including hourly rates for participation in public meetings. Cost Proposal shall be utilized to negotiate a contract for those services at a fair and reasonable fee with the best qualified firm.

The Cost Proposal shall be submitted in a separate file on Public Purchase. It shall be identified with the name of your firm, the name of this project, and "Sealed Cost Proposal".

9. Required Statements (one page per statement): Include statements of assurance regarding the following requirements:

• Non-substitution for the designated members of the proposed staff members and Sub-consultants without prior approval by County.

• Non-conflict of interest.

• Non-collusion affidavit.

• Statement listing of litigation and/or claims related to past projects for the past ten (10) years.

• Ability to fulfill the indemnification and insurance requirements contained in the Sample

Agreement for Services. Please note that actual certificates of insurance are not required as part of your submittal.

• Proof of DIR Registration and County Vendor Registration.

• Retention of SOQs. All SOQs will become the property of the County. SOQs shall not be returned to the Proposer.

11.0 ANTICIPATED PROCUREMENT SCHEDULE

The following represents the tentative schedule for this RFQ/P. All dates are subject to change.

RFQ/P Issuance September 23, 2026 Deadline for Final Questions October 02, 2026

SOQ Submission Deadline October 07, 2026 @ 3:00 pm

SOQ Evaluations October 07-08, 2026

Intent to Award October 15, 2026 Execute Contract and Issue Notice to Proceed October 16, 2026

12.0 EVALUATION PROCESS

SOQ’s will be evaluated by a selection committee, and the firms submitting the highest rated SOQs may be invited for interviews. The following evaluation criteria and rating schedule will be used to determine the firms that are most qualified. The County reserves the right to request clarifying information or conduct interviews to evaluate the criteria set forth below.

Evaluation Criteria Maximum

Possible Points

A.

Completeness of Proposal Submission-Proposals should describe comprehensive services based on the plans and specifications for the Santa Barbara Veterans Memorial Building HVAC and Structural Improvement Project and should respond to each of the items set forth in this RFQ/P.

B.

Personnel Experience and Qualifications- Evaluation of the list of personnel specifically assigned to the proposed project, including their qualifications, overall experience, and recent experience on projects of similar nature and complexity to the Santa Barbara Veterans Memorial Building

C.

Depth and Quality of Proposer’s Performance- Qualifying background and relevant experience of firm and sub-consultants on projects of similar nature and complexity as the proposed project; evaluation of client references (whether included in the SOQ or not); overall responsiveness to County’s solicitation.

D.

Technical/Management Approach- Evaluation of Proposer’s strategy towards construction completion of the project (work plan, time schedule, etc..) as specified on the plans and specifications for the Santa Barbara Veterans Memorial Building HVAC and Structural Improvements Project

E.

Availability- Evaluation of the workload of Proposer and the staffing to be assigned to the proposed project; time scheduled of the Proposer in relation to that of the project location of the offices or facilities from which the services are to be provided to County.

TOTAL POSSIBLE POINTS 100

13.0 SELECTION PROCEDURE

Each Proposer should thoroughly review the Sample Contract, Terms and Conditions (Attachment A) and expect to execute the Contract in the form of the Sample Contract, Terms and Conditions without modifications or changes.

County staff will open SOQs following the submittal deadline. The only information that will be made available to the public at that time will be the names of the Proposers submitting SOQs. The contents of all SOQs, or any other medium that discloses any aspect of the SOQs, shall be held in strict confidence until the County releases a Notice of Intent to Award. SOQs will be reviewed for responsiveness. A selection committee will then evaluate SOQs in accordance with the above criteria.

The firm(s) submitting the highest rated SOQs may be invited for an interview. Interviews will be conducted solely at County's option. County reserves the right to select the most qualified firm solely on the content of the SOQ. If the County chooses to conduct interviews, the firm's proposed Project Manager shall represent the firm at the interview. After evaluation of the interviews, the Committee will recommend the firm with the most qualified firm, based on evaluation score and interview, for approval by the Board of Supervisors if needed.

The County expects to enter into contract negotiations with the top ranked Proposer during which time the County and Proposer will resolve any necessary issues that need to be addressed prior to entering into the PSA. Upon successful completion of such negotiations and discussions, the County and the selected Proposer shall enter into a Professional Services Agreement. If, in the sole judgment of the County, these negotiations are not successful, the County reserves the right to enter into negotiations with other Proposers, proceeding in the order of their initial ranking.

County reserves the right to make an award without further discussion of the Proposal with the Proposer. Therefore, the SOQ should be submitted initially on the most favorable terms that the firm or individual may propose.

County reserves the right to award a contract to the firm or individual who, in the sole judgment of

County, presents the most favorable response to this RFQ/P pursuant to the evaluation criteria indicated above.

County reserves the right to reject any or all SOQ’s, to waive minor irregularities in said RFQ/P, or to negotiate minor deviations with the successful firm.

In the case of differences between written words and figures in a SOQ, the amount stated in written words shall govern. In the case of a difference in unit price versus the extended figure, the unit price shall govern. County reserves the right to reject any and all SOQs, or to waive minor irregularities in said SOQs, or to negotiate minor deviations with the successful firm. County shall be the sole judge of the materiality of any such defect or irregularity.

Failure to comply with any of the requirements contained herein may result in disqualification. It is the responsibility of all Proposers to read ALL sections of this RFQ/P prior to submitting a response.

14.0 ASSURANCE OF DESIGNATED PROJECT TEAM

The Proposer shall assure that the designated staff, including sub-consultants, are used for the work described in this RFQ/P. Departure or reassignment of, or substitution for, any member of the proposed project team or sub-consultant(s) shall not be made without the prior written approval of the County.

15.0 GENERAL TERMS AND CONDITIONS

Protests and Appeals: The protest shall be submitted in writing to the Capital Division Chief within seven (7) calendar days after such aggrieved person or company knows, or should have known, of the facts giving rise thereto.

Standard Contract: Upon completion of the evaluation and recommendation for award, the selected Proposer, as the Consultant, will be required to execute an agreement substantially in the Form of Agreement (Attachment A). Proposers are advised to carefully review the attached Form of Agreement.

Each Proposer must specify all proposed exceptions, modifications, or amendments to Attachment A (Form of Agreement) by submitting a redlined version with its Proposal. Requested exemptions will not be scored as part of the qualification evaluation but will be considered during contract negotiations with the most qualified firm. If the County and the most qualified firm are unable to negotiate an acceptable agreement, the County reserves the right to terminate negotiations and proceed with the next most qualified firm.

Independent Contractor: At all times the Consultant shall represent himself/herself to be an independent contractor offering such services to the general public and shall not represent himself/herself, or his/her employees, to be an employee of the County. Therefore, the Consultant shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, etc., and agrees to indemnify, save, and hold County its officers, agents, and employees, harmless from and against, any and all loss, cost (including attorney fees), and damage of any kind related to such matters.

Non-Appropriation: County may terminate any resulting contract at the end of any fiscal year, June 30th, without further liability other than payment of debt incurred during such fiscal year, should funds not be appropriated by its governing body to continue services for which the contract was intended.

Non-Collusion: Firms submitting SOQs shall warrant that its offer is made without any previous understanding, agreement or connection with any person, firm or corporation submitting a separate

SOQ for the same project and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action. This condition shall not apply to SOQs which are submitted by firms who have partnered with others to submit a cooperative SOQ that clearly identifies a primary Consultant and the associated sub-consultant.

Indemnification and Insurance Requirements: County's standard indemnification and insurance requirements are provided as an exhibit in the Sample Contract, Terms and Conditions (see Exhibit D) and shall be required in any Contract.

16.0 REJECTION OF SOQs

Prospective Proposers interested in being considered must submit a SOQ in compliance with this notice. Failure to comply with any of the requirements contained herein may result in disqualification. It is the responsibility of all Proposers to read ALL sections of this RFQ/P prior to submitting a response. The County reserves the right to reject any or all SOQ’s, to waive minor irregularities in said SOQs, or to negotiate minor deviations with the successful firm.

The County may reject a SOQ if it is conditional, incomplete, contains irregularities, or reflects inordinately high-cost rates. County may waive immaterial and/or minor deviations and/or irregularities in a SOQ. County shall be the sole judge of the materiality of any such defect, deviation, and/or irregularity. Waiver of an immaterial/minor deviation shall in no way modify the RFQ/P documents or excuse the proposing firm/team from full compliance with the contract requirements if the prospective Proposer is awarded the contract.

17.0 VALID OFFER

SOQs shall remain valid for one hundred eighty (180) days from the due date. The County reserves the right to negotiate with the successful Proposer any additional terms or conditions not contained in their SOQ which are in the best interest of the County or to otherwise revise the scope of this RFQ/P.

This RFQ/P does not constitute a contract or an offer of employment. The cost of preparation of SOQ’s shall be the obligation of the Proposer. All SOQs, whether accepted or rejected, shall become the property of the County and will not be returned. Unnecessarily elaborate responses, enclosures, and specialized binding are not desired.

18.0 COUNTY’S RIGHTS

The County reserves the right to:

1. Request clarification of any submitted information.

2. Waive any irregularity or immaterial deviation in any SOQ.

3. Not enter into any agreement.

4. Not to select any Proposer.

5. Cancel this process at any time.

6. Amend this process at any time.

7. Interview Proposers prior to award.

8. To request additional information during an interview.

Waiver of an immaterial deviation shall in no way modify the RFQ/P documents or excuse the proposing firm/team from full compliance with the contract requirements if the prospective Proposer is awarded the contract.

19.0 CONTRACT AWARD

Award shall be recommended to the Proposer whose proposal best meets the needs of the County.

The County reserves the right to reject any or all SOQs, and to solicit additional Statements of Qualifications if deemed in the best interest of the County to do so. The decision of the County shall be final in making such determination.

The successful Proposer will receive written notification of the award, along with instructions for finalizing the agreement documents.

Response and selection of a SOQ will not necessarily result in a contract with the County of Santa Barbara. SOQ opening does not constitute awarding of a contract. Contract award is by action of the Santa Barbara County and is not in force until fully executed.

20.0 CONFLICT OF INTEREST

Proposers warrant and covenant that no official or employee of the County, or any business entity in which an official of the County has an interest, has been employed or retained to solicit or aid in the procuring of the resulting agreement, nor that any such person will be employed in the performance of such agreement without immediate divulgence of such fact to the County. Proposer’s SOQ shall contain a statement to the effect that the Proposer is not currently committed to another project that would constitute a conflicting interest with the Project defined in this RFQ/P.

21.0 PUBLIC RECORDS REQUEST

All SOQ’s and materials submitted shall become property of the County and will not be returned. All responses, including the accepted SOQ and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 - 6270, “California Public Records Act”. Proprietary material must be clearly marked as such. Pricing and service elements of the successful SOQ are not considered proprietary information. Proposers who indiscriminately identify all or most of their SOQ as confidential or proprietary without justification may be deemed unresponsive.

The County will treat all information submitted in a SOQ as available for public inspection once the County has selected a consultant. If you believe that you have a legally justifiable basis under the California Public Records Act (Government Code section 6250 et. seq.) for protecting the confidentiality of any information contained within your SOQ, you must identify any such information, together with the legal basis of your claim in your SOQ and present such information separately as part of your response package.

The final determination as to whether the County will assert your claim of confidentiality on your behalf shall be at the sole discretion of the County. If the County makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

Upon receipt of a request for disclosure pursuant to the California Public Records Act for information that is set apart and marked as proprietary, the County will notify you of the request for disclosure.

You shall have sole responsibility for the defense of the proprietary designation of such information.

Failure to respond to the notice and enter into an agreement with County providing for the defense of and complete indemnification and reimbursement for all costs incurred by the County in any legal action to compel the disclosure of such information, shall constitute a complete waiver of any rights regarding the information designated proprietary and such information will be disclosed by County pursuant to applicable procedures under the California Public Records Act.

22.0 BUSINESS LICENSE REQUIREMENT

It is unlawful for any person to furnish supplies or services or transact any kind of business in the unincorporated territory of Santa Barbara County without possessing a County business license unless exempt under County Code Sec. 22-73. Contact the Tax Collector’s Office at 105 East Anapamu St, Santa Barbara, 93101, or phone (805) 568-2920, for further information.

It is not a requirement to possess a county business license at the time of SOQ submittal. Successful Proposers shall be required to possess a County business license to award a contract.

23.0 FEDERAL PROVISIONS

Disadvantaged Business Enterprise (DBE) Policy It is the policy of Federally Funded Projects that minority and women-owned business enterprises (hereby referred to as DBEs) as defined in 49 CFR Part 26 shall have the maximum opportunity to participate in the performance of contracts financed in whole or in part with federal funds.

DBE Obligation The recipient or its subcontractor agrees to ensure that DBEs have the maximum opportunity to participate in the performance of contracts and subcontracts financed in whole or in part with federal funds provided under this agreement. In this regard, all recipients or subcontractors shall take all necessary and reasonable steps in accordance with 49 CFR Part 26 to ensure that DBEs have the maximum opportunity to compete for and perform contracts. Recipients and their subcontractors shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of federally assisted contracts.

Title VI of the Civil Rights Act of 1964 The contractor agrees to comply with all the requirements imposed by Title VI of the Civil Rights Act of 1964 (49 USC 2000(d)) and the regulations of the U.S. Department of Transportation issued there under in 49 CFR Part 21.

Equal Employment Opportunity In connection with the performance of the contract, the contractor shall not discriminate against any employee or applicant for employment because of race, color, age, creed, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship.

Americans with Disabilities Act (ADA) Provisions To comply with the nondiscrimination requirements of the Americans with Disabilities Act (ADA), it is the policy of the County to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications of the procurement process, you may contact the County representative listed in this RFQ/P. In order to ensure the SOQ is in compliance with federal ADA guidelines;

Proposers should review the federal ADA guidelines.

Failure to comply with any of the requirements contained herein may result in disqualification. It is the responsibility of all Proposers to read ALL sections of this RFQ/P prior to submitting a response.

Inspector of Record (IOR) Services for Project 22024

Attachment A : Form of Agreement

PROFESSIONAL SERVICES AGREEMENT

Between

THE COUNTY OF SANTA BARBARA

And

(Consultant)

For

Inspector of Record (IOR) Services for Project PRJ-000268-22024 Santa Barbara Veterans Memorial Building

PROJECT NUMBER: 22024

PSA with:

Date:

Project # 22024

TABLE OF CONTENTS

PART TITLE PAGE

1 RECITALS

2 PROJECT AUTHORIZATION, TERM, MAXIMUM COMPENSATION

3 OWNER'S RESPONSIBILITIES

4 PROJECT SCOPE OF WORK (SOW)…

5 CONSULTANT'S RESPONSIBILITIES, SERVICES, AND DELIVERABLES

6 CONSULTANT'S SCHEDULE 4

7 INDEMINIFICATION & INSURANCE……

8 REPRESENTATION BY COUNSEL

9 HAZARDOUS MATERIALS

10 COMPENSATION & PAYMENT

11 TERM & TERMINATION

12 DISPUTE RESOLUTION

13 MISCELLANEOUS PROVISIONS

14 NOTICES

15 LIMITS OF AGREEMENT

16 EXHIBITS AND ATTACHMENTS

END TABLE OF CONTENTS

PSA with:

Project # 22024

Inspector of Record (IOR) Services Project 21055

LIST OF EXHIBITS

EXHIBIT TITLE PAGE

A CONSULTANT'S SCOPE OF WORK & HOURLY RATES ........................................ A1

B CONSULTANT'S STAFF & SUBCONSULTANTS ..................................................... B1

C CONSULTANT’S COMPENSATION ......................................................................... C1

D INDEMNIFICATION AND INSURANCE REQUIREMENTS ....................................... D1

E NOTICES ................................................................................................................. E1

LIST OF ATTACHMENTS

ITEM TITLE PAGE

1 ATTACHMENT 1: [Specify the applicable RFQ/P by date and project #] .................... F1

2 ATTACHMENT 2: \ Statement of Qualifications.......................................................... F2

END LIST OF EXHIBITS AND ATTACHMENTS

PROFESSIONAL SERVICES AGREEMENT

FOR

INSPECTOR OF RECORD (IOR) SERVICES

This Professional Services Agreement (“Agreement”) is entered into by and between THE COUNTY OF SANTA BARBARA ("Owner" or “County”) and [ ], a [insert entity type (e.g., corporation) and state of formation] ("Consultant" or “Contractor” and, together with County, collectively, the “Parties” and each individually a “Party”).

PART 1 - RECITALS

1.01 WHEREAS, this Professional Services Agreement ("PSA" or “Agreement”) sets forth the terms and conditions pursuant to which Consultant, as a professional, will provide professional planning consulting services to Owner in connection with [insert description of the project] (“Project”); and

1.02 WHEREAS, Consultant was selected by means of the County’s qualifications-based selection process, and represents itself as a professional having the requisite qualifications, licenses and agrees to perform the Services defined herein.

NOW, THEREFORE, Owner and Consultant agree as follows:

PART 2 - PROJECT AUTHORIZATION, TERM AND MAXIMUM COMPENSATION

2.01 Agreement For Services

A. This PSA sets forth the terms and conditions pursuant to which Consultant, as a professional, will provide services to the County as set forth herein ("Services").

2.02 Maximum Compensation

A. The sum of all payments made to Consultant pursuant to this PSA for the performance of the

Services specified in the SOW and Attachment 1 shall not exceed [ ] dollars ($ ) (“Base Contract Amount”). The sum of all payments made to Consultant for the performance of Supplemental Services performed pursuant to a duly executed Change Order in accordance with Part 10.03 below shall not exceed the Supplemental Services Amount set forth in Section 1.c of Exhibit C, attached hereto (“Supplemental Services Amount”).