On-Call Professional Design Services.pdf

REQUEST FOR PROPOSALS

RFP#2526-PW005

ON-CALL PROFESSIONAL DESIGN SERVICES

CITY OF REDONDO BEACH

PUBLIC WORKS DEPARTMENT

ENGINEERING SERVICES DIVISION

415 DIAMOND STREET, DOOR 2

REDONDO BEACH, CA 90277-0270

(310) 318-0661, FAX (310) 374-4828

ISSUED: MONDAY, AUGUST 31, 2026

RESPONSES DUE: THURSDAY, SEPTEMBER 24, 2026 AT 5:00 PM

ON-CALL PROFESSIONAL DESIGN SERVICES

Issuing Office: Public Works- Engineering Services Division

Date: Monday, August 31, 2026

SECTION ONE - INFORMATION FOR PROPOSERS

1.1. INTRODUCTION

The City of Redondo Beach (City) is soliciting proposals from qualified engineering, architecture and land surveying firms to perform on-call professional design services. The City anticipates awarding contracts to several firms over a multitude of design disciplines to allow expedited delivery of services as the City’s needs arise.

Selected consultants shall be contracted to provide on-call professional design services, including but not limited to, municipal and civil engineering, electrical engineering, mechanical engineering, harbor engineering, structural engineering, geotechnical engineering, traffic analysis and engineering, architecture, landscape architecture, surveying and mapping. Ancillary tasks related to design work such as field investigations, grant applications and management, regulatory permit applications and implementation, design review and plan check, assessment district engineering, right-of-way acquisition services, bid analysis and support, capital improvement program project management, construction management, materials testing and construction observation or inspection may also be included. Complete project information and a description of required services is located in Section Two.

1.2. SUBMISSION OF PROPOSAL

Proposals shall be submitted electronically via the City’s online purchasing portal which can be found at https://procurement.opengov.com/portal/redondo, by 5:00 pm (PST) on Thursday, September 24, 2026. Any proposal not received prior to the time set forth in this RFP (or an addendum) may be disqualified.

1.3. PROPOSAL FORMAT

The proposal submittal package shall include the proposal as a bookmarked PDF.

1.4. OPENING OF PROPOSALS

Proposals will be opened and evaluated by the assigned Evaluation Committee after the submittal deadline. The proposals will not be publicly read (Government Code Section 6250 et. seq.). Once a proposal has been submitted, it will not be returned.

1.5. RIGHT OF REJECTION BY CITY

The City of Redondo Beach expressly reserves the right, at its sole discretion, to reject any and all proposals and solicit new proposals with modified terms and conditions. In the event of any such rejection, the City shall not be liable for any costs incurred in connection with the preparation and submittal of a proposal. The City also reserves the right to waive any informalities in conjunction with the proposals.

https://procurement.opengov.com/portal/redondo

1.6. ACCEPTANCE OF PROPOSALS

Within sixty (60) days after the final submittal deadline for proposals, the City will act upon them. The highest-ranking firm or firms (as determined by the Evaluation Committee through review of written proposals) may be requested to submit additional information or participate in interviews (either online or in person). The City reserves the right to enter into negotiations to produce a Contract for Services with a single entity. The City reserves the right to terminate negotiations, without any cost to the City, in the event it deems progress toward a contract to be insufficient. In that event, negotiations may commence with the second highest ranking firm or team.

1.7. TERM OF WITHDRAWAL

All fee proposals shall be firm offers and may not be withdrawn for a period sixty (60) days following the date set forth in Subsection 1.2.

1.8. SELECTION PROCESS

The selection process will be informed by the following standards:

A. Adherence to Format A proposal should adhere to the format outlined in Section Three of this RFP in order to be evaluated by the City. Each response should be specifically addressed to the applicable section of the RFP.

B. Proposal Evaluation An Evaluation Committee will evaluate the proposals utilizing criteria listed in Subsection 1.9. The City may utilize the services of appropriate experts to assist in the evaluation process.

C. Oral Interview The City may, at its option, invite one or more of the highest-ranking firms or teams to make a verbal presentation to the Evaluation Committee to provide additional requested information or answer questions regarding the proposal.

1.9. EVALUATION CRITERIA

Attachment A contains a Discipline Checklist listing services the City may require. Each respondent shall identify on Attachment A any services it is prepared to offer at any time during the life of the contract and return Attachment A with their proposal. Evaluations of firms will be based in part of the disciplines being offered by a particular firm, in the context of the City’s anticipated needs.

Each proposal shall be evaluated on the basis of the proposer’s expertise, experience and training and the expertise of its key personnel along with prior contracting history, compatibility with the City’s anticipated engineering needs, compliance with the RFP requirements including the terms of the attached consulting agreement. Hourly rates of anticipated personnel may also be considered.

1.10. INTERPRETATIONS

All questions regarding the meaning or intent of the information provided in this RFP, including procedure, specifications, and Contract provisions, shall be submitted to the City’s online procurement portal, which can be found at https://procurement.opengov.com/portal/redondo, no later than shown below, in writing https://procurement.opengov.com/portal/redondo

(e-mail acceptable) no later than Monday, September 14, 2026. Questions that result in a significant interpretation of, or change in, the RFP will be made by the City issuing an addendum to all recipients of the RFP, and acknowledgement of any such addendum(s), shall be a part of the proposal. The City will not be responsible for any informal interpretation of the RFP.

1.11. ACCEPTANCE OF TERMS AND CONDITIONS/SPECIFICATIONS

The proposal submitted will be the basis for the Consultant Agreement. Submission of a proposal shall constitute acknowledgement and acceptance of all the terms and conditions contained in this RFP, including Attachments, Exhibits and Addenda, unless otherwise specified in the proposal. A sample copy of the Consultant Agreement is included as Attachment B.

1.12. PUBLIC RECORDS ACT

Responses to this RFP become the exclusive property of the City of Redondo Beach. At such time as the Public Works Department recommends a contractor to the City Council and said staff report appears on the City Council agenda, all proposals shall be treated as public records and shall be subject to the Public Records Act.

1.13. COST OF PREPARATION OF PROPOSAL

Proposer is responsible for all costs incurred in the preparation and the submittal of the proposal.

1.14. OBTAINING DATA

It shall be the contractor’s sole responsibility to research and obtain all data necessary to complete work in a timely manner. The City will make available any data in its possession relevant to the project upon the contractor’s request.

1.15. PERMITS AND RESPONSIBILITIES

Prior to commencing work or performing any phase of work, contractor shall, at its own expense, obtain a City of Redondo Beach business license. Information on the cost of a business license can be obtained from the City Financial Services Department, (310) 318- 0603.

1.16. INSURANCE, ENDORSEMENTS, CERTIFICATE & FAIR EMPLOYMENT ACT

Prior to commencing work or performing any phase of work, contractor will be required, at its own expense, to provide the City with certificates of insurance and each with a separate endorsement for coverage. Additionally, Contractor agrees to comply with California Labor Law requirements. The specifics of said requirements are delineated in the Consultant Agreement (Attachment B).

1.17. NONDISCRIMINATION

The consultant, with regard to the work performed by it during the contract, will be required to agree not to discriminate on the grounds of race, color, creed, religion, sex, marital status, age, handicap, national origin, or ancestry in any activity pursuant to this agreement.

SECTION TWO - PROJECT INFORMATION/SCOPE OF WORK

2.1. INTRODUCTION

The City of Redondo Beach (City) is located on the western edge of Los Angeles County, approximately 23 miles southwest of downtown Los Angeles. The City is a coastal community with approximately 2.5 miles of beach frontage that encompasses approximately 6.3 gross square miles of residential, commercial, mixed-use, open space, and industrial land uses. The topography of the City is characterized by a series of peaks and valleys while the primary land use is residential.

2.2. PROJECT BACKGROUND

The City is seeking California licensed and qualified architecture, land surveying and engineering consultants to provide as-needed professional design services for disciplines including, but not limited to, architecture, landscape architecture, municipal and civil engineering, construction engineering, electrical engineering, mechanical engineering, harbor engineering, structural design, geotechnical engineering, traffic analysis and engineering, surveying and mapping. Ancillary tasks related to design work such as field investigation, grant applications and management, regulatory permit applications and implementation, design review and plan check, assessment district engineering, right-of-way acquisition services, bid analysis and support, capital improvement program project management, construction management, materials testing and construction observation or inspection may also be included. The consultant should have significant experience in these services relating to the needs of public agencies, and have a thorough knowledge and proficiency in appropriate standards and procedures related to their area of specialty.

The successful firm shall provide a Project Manager to oversee the assigned tasks, sign and stamp design submittals as appropriate, and be the primary point of contact with the City. The Project Manager must be a registered professional in the State of California, according to the services provided and have at least seven years of experience in providing these services.

2.3. PROJECT SCOPE

The Consultant is expected to diligently undertake and perform work on each assigned task as outlined and required. The City will request each task via e-mail and may discuss the requirements, timeframe, expectations and deliverable further via phone or meeting.

The City may request a not-to-exceed cost for some tasks. The Consultant shall devote the number of staff with expertise and level of effort necessary to perform and complete work on each individual task to meet these expectations. All work done shall be performed to the highest professional standards and will reflect the thoroughness, attention to detail and professional expertise expected in the field of engineering, architecture and land surveying.

The Consultant shall research and obtain all relevant and available records for improvement plans, surveys, official drawings, utility information/records and any other appropriate information to aide in the completion of each task. The Consultant agrees to engage sufficient and appropriate staff, under the direct supervision of a single Project Manager, to perform as-requested services including, but not limited to, the following:

a. Attend task-related meetings at Redondo Beach City Hall and/or field locations within Redondo Beach with City Staff.

b. Engage sub-consultants as needed to complete tasks assigned by the City.

c. Review project scope to provide input to the City as appropriate to ensure consistency with City, County and State codes, standards, regulations, ordinances, policies and statutes.

d. Provide monthly invoices with specific tasks and/or activity accounting of hours billed including costs advanced by the consultant, and any other information, as requested.

2.4. PROJECT DURATION AND BUDGET

The term of the agreement is anticipated to commence in late 2026 and terminate in December 2028. The maximum potential contract amount is $200,000. Consultants may be awarded tasks up to a value of $200,000 during the term of the contract. Consultants may also be awarded no tasks and receive no payment during the term of the contract.

2.5. SCHEDULE OF PERFORMANCE

The implementation schedule of this solicitation is as follows:

ITEM DUE DATE:

Issue Request for Proposal Monday, August 31, 2026

Written Questions Due Monday, September 14, 2026 by 5:00 pm

PST

Proposals Due Thursday, September 24, 2026 by 5:00 pm PST

Consultant Selection and Contract Negotiation

Thursday, October 29, 2026

Award Contract December 2026

Request Task Proposals and Assign Tasks

December 2026 to December 2028

The above schedule is for information purposes only and is subject to change at the City’s discretion.

SECTION THREE - REQUIRED PROPOSAL FORMAT

3.1. PROPOSAL INCLUSIONS

The proposal submitted through the City’s online procurement portal shall include:

1. Letter of Transmittal. 1-page letter of transmittal signed by an officer of the firm, binding the proposer to all of the commitments made in the submittal. The letter shall include name, address and phone number of the person authorized to represent the proposer and shall include the following Statement:

I HAVE READ, UNDERSTOOD, AND AGREED TO ALL STATEMENTS IN

THIS REQUEST FOR PROPOSAL AS WELL AS TO THE TERMS,

CONDITIONS, AND ATTACHMENTS REFERENCED AND

ACKNOWLEDGE RECEIPT OF ALL ADDENDA AND AMENDMENTS.

2. Statement of Qualifications. Summary of the relevant experience, work history, training, education and special certifications of the team who will be performing the professional services contemplated under this RFP. The summary shall also include the office location of key personnel proposed to work on this contract. Relevant experience can include your company’s overall experience, experience with similar contracts and the experience of individuals on your proposed team.

3. Quality Assurance/Quality Control. Maximum 1 page brief description of the consultant’s approach to implement a Quality Control Plan. Describe the major elements and steps of the quality assurance/quality control (QA/QC) program and procedures that will be followed.

4. References. Each proposal must include at least 3 public agency references going back not more than five (5) years from the issuance of this RFP in which the proposer was engaged to perform tasks similar to those anticipated under this RFP.

The references should include the name, title and contact information of the public agency officer or employee responsible for overseeing the proposer’s work.

5. Fee Proposal. No specific fee proposal is requested. However, the consultant shall provide a fee schedule for proposed labor to perform the various services proposed. The fee schedule shall include the hourly rate for each personnel category and any other additional charges to complete the services required of this contract. The City may use the fee schedule in the selection process and reserves the right to negotiate the final schedule of any selected consultant. The negotiated fee schedule shall be effective for the entire term of the contract.

6. Discipline Checklist. Complete and return the Discipline Checklist included with the RFP (Attachment A). The Discipline Checklist will inform the City about which design disciplines the proposer is offering and legally qualified to perform.

The proposal shall be provided in an 8-1/2" x 11" format and must not exceed the following page lengths:

Letter of Transmittal One (1) page Text (Items 2-5) Fifteen (15) pages Discipline Checklist One (1) page

All proposals shall be submitted through the City’s Online Procurement Portal.

SECTION FOUR - ATTACHMENTS LISTING

Refer to RFP Packet and Attachments for additional attachments that are included in this

RFP:

• Attachment A - Discipline Checklist

• Attachment B - Sample Consultant Agreement

PROPOSER QUESTIONNAIRE

1. PROPOSAL UPLOAD*

Please upload your COMPLETE Proposal here formatted in the manner required by this

RFP.

*Response required

2. AUTHORITY TO SUBMIT*

Proposer confirms their authority (and has uploaded necessary documentation proving such) to execute this Proposal in its entirety as submitted and enter into a contract on behalf of the Company Name stated in said Proposal.

☐ Please confirm

*Response required