Pavement_Mangement_Program_2027_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 (RFP 2026-05 for

Professional Consulting Services for the

Pavement Management Program Update September 2026

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

Samantha Moore

Assistant Engineer Public Works Department

City of Tustin 300 Centennial Way

Tustin, California 92780 no later than 4:00 P. M. on October 9, 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 #10 VI. General Requirements #12 VII. Consultant Evaluation & Selection Process #14

VIII. Administration/Contract Requirements #15

ATTACHMENTS

Attachment A – Sample Consultant Services Agreement

Attachment B – Non-Collusion Affidavit

C ITY OF TUSTIN

RFP (2026-05) PMP 2027

I. INTRODUCTION / PROJECT DESCRIPTION

The City desires to engage a professional consultant to prepare a Pavement Management Program, which shall comply with Orange County Transportation Authority (OCTA) guidelines. The project includes updating the pavement inventory, conducting ASTM/OCTA-compliant condition surveys, updating StreetSaver, completing QA/QC, developing funding scenarios and a seven-year M&R plan, and preparing all documents/data necessary for the City's 2027 M2 eligibility submittal.

II. SCHEDULE OF EVENTS

September 9, 2026 Issuance of Request for Proposals September 23, 2026 Deadline for questions in OpenGov

October 9, 2026 Proposals due in OpenGov October 31, 2026 Selection process November 17, 2026 City Council Approval of Consultant Contract (est. date)

December 1, 2026 Issuance of Notice to Proceed (est. date)

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

III. INSTRUCTIONS TO PROPOSERS

A. CITY RESPONSIBILITIES

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

B. PROPOSER RESPONSIBILITIES

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

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

C. REQUEST FOR INFORMATION OR CLARIFICATION

All questions or requests for clarification shall be submitted in writing through the Q&A section in OpenGov no later than the deadline identified in Section II, Schedule of Events.

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

The proposal should include the following tasks and fees and any additional tasks and fees deemed necessary by the Consultant shall be clearly identified in the proposal. Additionally, the City reserves the right to provide Notice To Proceed (NTP) for any, all or none of the following optional tasks:

Database

Task 1.1 – Pavement Database Update (Base Scope)

The functional classifications in the City's existing pavement database are based on Federal Highway Administration (FHWA) definitions. The City's Circulation Element, however, is based on OCTA's Master Plan of Arterial Highways (MPAH). The Consultant shall reconcile the pavement database classifications, particularly the arterial network, with the current City Circulation Element and OCTA MPAH designations.

The consultant shall update the StreetSaver inventory, including the following:

• Reconcile MPAH/local classifications with the current City Circulation Element and

OCTA MPAH;

• Add/delete the approximately 20 City-identified segments;

• Reconcile Branch ID/Section ID, street limits, functional classification, geometry and other database discrepancies;

• Incorporate City-provided pavement projects completed since the prior PMP; and

• Obtain City approval before changing section limits, classifications, geometry, or other material database attributes.

Optional Task 1.2 – City Limit Street Attribute Verification and Update

The Consultant shall reconcile the City’s StreetSaver pavement database with City-provided GIS, MicroStation, record drawings, available aerial imagery, and other information provided by the City to verify, at a minimum, segment limits, jurisdictional limits, length, pavement width, paved area, functional classification, and other applicable pavement attributes. The City has identified approximately 50 or fewer pavement segments along City limits for review under this optional task.

Where a roadway is shared with or partially located within an adjacent jurisdiction, the Consultant shall identify the portion of pavement attributable to the City of Tustin and document the basis used for determining the City-maintained pavement limits and quantities. Discrepancies or locations requiring City determination shall be identified and submitted to the City for review prior to modifying the database.

The Consultant shall update the StreetSaver database and corresponding GIS dataset following City approval and shall provide a summary of all revisions made under this task.

The City will provide available records for use in completing this task. Field verification shall be performed where the available records are insufficient to reasonably verify the pavement attributes.

Optional Task 1.2 shall not proceed without written Notice to Proceed from the City.

MPAH and Local Pavement Networks

Task 2.1 – Project Management and Administration

The Consultant shall monitor project progress and maintain project files. Other responsibilities include supervising and reviewing the inspection process for conformance with OCTA guidelines. The Consultant shall meet with City staff to review schedule, budget, project documents, project goals, format of deliverables and clarify responsibility of each party.

Task 2.2 - Pavement Condition Surveys and OCTA QA/QC

Task 1.1 shall be substantially completed and the pavement inventory approved by City staff for purposes of commencing the pavement condition survey.

Collect and record pavement distress data in accordance with the current applicable version of ASTM D6433 and the OCTA Countywide Pavement Management Plan

Guidelines effective April 2026, including any subsequent OCTA clarification applicable to the 2027 PMP submittal.

Input pavement distress data into the City’s database and calculate Pavement Condition Index (PCI) for each segment utilizing the StreetSaver software. The consultant shall keep a log of any discrepancies between the database information (i.e. surface type, etc.) and actual field conditions, and shall coordinate with City staff to correct the database as necessary. The Consultant shall identify and investigate pavement sections exhibiting significant or anomalous PCI changes compared with the most recent prior inspection, including sections meeting OCTA's criteria for reinspection. The Consultant shall document the reason for significant changes where reasonably determinable, including pavement rehabilitation, maintenance treatment, database correction, section modification, or actual pavement deterioration.

The Consultant shall implement the OCTA-required QA/QC procedures for pavement condition surveys, including independent reinspection of at least five percent (5%) of pavement sections by personnel other than those who performed the original inspection.

Reinspection sections shall be representative of the City's functional classifications, pavement surface types, pavement conditions, inspectors, and geographic areas and shall include sections exhibiting significant unexplained changes in PCI. Reinspections and acceptance criteria shall comply with the current OCTA Countywide Pavement

Management Plan Guidelines. The Consultant shall document the results and any corrective actions in the final QA/QC Plan/Report. At least one pavement inspector assigned to the project shall be currently prequalified/calibrated by OCTA in accordance with the Countywide Pavement Management Plan Guidelines. The Consultant shall identify all proposed pavement inspectors and their OCTA prequalification status in its proposal.

Pavement Condition Survey Data: Electronic field data collection is acceptable provided the Consultant clearly defines its data collection, upload, validation, and verification methodology. The Consultant shall provide the City with all pavement condition survey data collected under this Agreement, including raw distress data, field inspection records, photographs or other field documentation collected as part of the survey, QA/QC reinspection records and results, and corrected/final inspection data.

Electronic data shall be provided in its native format and, where applicable, in a commonly accessible format suitable for City review and archival. All such data shall become the property of the City upon delivery.

Field Safety and Traffic Control: The Consultant shall be solely responsible for the means and methods used to safely perform all field inspection activities, including compliance with applicable safety requirements and the provision of all necessary personnel, personal protective equipment (PPE), vehicles, equipment, warning devices, and traffic control. The Consultant shall evaluate field conditions and provide traffic control or other protective measures as necessary for the safe performance of the work. All costs associated with field safety and traffic control shall be included in the Consultant’s fee.

Task 2.3 – StreetSaver Database Customization and City Reporting

To monitor the progress of various maintenance and rehabilitation (M&R) treatments, the database shall add a customized field tracking the details of treatment types (e.g., 2-inch ARHM over 3/8-inch ARAM over 2-inch AC over native material).

Additionally, the Consultant shall coordinate with the City and, as necessary, the City's

StreetSaver service provider to prepare a customized report containing the following fields, which currently exist in the database but are not available together in a single report:

• Street ID

• Section ID

• Street name

• Limits (Beg. Location and End Location)

• Measurement (length, width, area)

• Number of lanes

• Facility functional class (major arterial, primary arterial, local, etc…)

• Neighborhood info (Just for local residential streets)

• PCI

• Surface type (AC, etc…)

• Last construction date

• Latest treatment type (associated with last construction date)

Task 2.4 - Pavement Analysis, Funding Scenarios and Seven-Year M&R Plan

The City will provide the list of completed streets over the past two fiscal years to be updated in the database and the list of streets planned for repair over the next seven fiscal years for the budgetary analysis.

The Consultant shall review the City's existing pavement maintenance and rehabilitation treatment types, unit costs, and applicable StreetSaver decision-tree/modeling assumptions with City staff and recommend updates, as appropriate, prior to performing the funding and budget scenario analyses. City-approved treatment types, unit costs, and modeling assumptions shall be used in the final analyses.

Forecast future PCI values for each segment and create OCTA-required budget scenarios for each network utilizing the StreetSaver software. The consultant shall coordinate with City staff to develop a seven-year maintenance & rehabilitation strategy

(including but not limited to selecting segments, treatment type, costs, and year of implementation). Analysis shall include, at a minimum, existing/expected funding, funding required to maintain the existing average network PCI, and funding required to improve the average network PCI. For each applicable scenario, the Consultant shall report projected annual PCI for the entire network, MPAH network, and local street network, together with the corresponding annual backlog. The seven-year plan shall be reviewed and approved by City staff prior to incorporation into the final PMP.

Task 2.5 - Draft/Final PMP and OCTA M2 Eligibility Submittal

The Consultant shall prepare Draft and Final Pavement Management Program reports and all other required OCTA submittal items in accordance with applicable OCTA guidelines. The PMP shall include, at a minimum, the methods, findings, recommendations, analyses, and other information developed under the tasks described herein and required for the City's 2027 M2 eligibility submittal.

General Requirements

• All work shall be performed in conformance with the City and OCTA’s policies, procedures, and standards.

• The Consultant has total responsibility for the accuracy and completeness of all inspections performed and documents prepared. The documents furnished under the Agreement shall be of a quality acceptable to the City. The criteria for acceptance shall be a product of neat appearance, well organized, and technically and grammatically correct. The Consultant shall incorporate and respond to reasonable City and OCTA review comments necessary to complete and obtain acceptance of the required deliverables. The Consultant shall not limit its fee proposal to a predetermined number of review cycles.

Project Deliverables

The Consultant shall prepare all documents and electronic files required for the City's 2027 M2

PMP eligibility submittal to OCTA in accordance with the Countywide Pavement Management

Plan Guidelines effective April 2026. Deliverables shall include, at a minimum:

• Updated StreetSaver database;

• If Optional Task 1.2 is authorized, City-limit street attribute verification summary and associated updated StreetSaver/GIS records;

• OCTA PMP Agency Submittal Template;

• PMP Certification form ready for City signature;

• Draft and Final PMP;

• QA/QC Plan and documentation of required reinspections;

• Seven-Year Road Maintenance and Rehabilitation Plan;

• pavement management data files in spreadsheet format;

• GIS pavement dataset meeting OCTA format, projection, metadata and attribute requirements;

• all required supporting tables, calculations and electronic files; and

• responses/revisions necessary to address City and OCTA comments through acceptance of the 2027 PMP submittal.

Project Schedule and Milestones

• Kickoff Meeting & Notice To Proceed December 1, 2026

• City Approves Base Database Update Week of Dec 14, 2026

• Complete inspection & submit inspection data for review Week of Mar 1, 2027

• Complete Budgetary Analysis Week of Mar 29, 2027

• Submit Draft Pavement Management Report Week of April 26, 2027

• Complete Final Pavement Report May 10, 2027

• City Council Approve PMP Report June 1, 2027

• City Submit PMP Report to OCTA June 30, 2027

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 be organized and presented in a neat and logical format and contain information 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 fifteen (15) total pages. The 15-page limit includes the technical approach/work plan, project schedule, organization chart, deliverables matrix, and other proposal narrative or exhibits. Front and back covers, section dividers, resumes of key personnel, and City-required forms/certifications are excluded from the 15-page limit. The fee proposal shall be submitted separately and is also excluded from the 15-page limit. Font size shall be a minimum 11-point Arial. Proposal exhibits shall be a maximum of 11” x 17”.

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 (Attachment B)

• 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 the accuracy and quality of project deliverables and achievement of the City's quality objectives.

• 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 weeks of Notice to Proceed to confirm the Scope of Services.

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

o All anticipated deliverables by task 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. A brief description of the roles and responsibilities of all key staff and subconsultants identified in the team organization shall also 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).

• Consultant contract amount for the services provided.

This section shall include 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. FEE PROPOSAL

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

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

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

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

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.

The fee proposal shall clearly identify and separately itemize fees for each base scope task and optional task identified in the Scope of Work. Optional Task 1.2 shall be priced separately from the base scope, including applicable labor hours, billing classifications, subconsultant costs, and other costs. The City reserves the right to authorize Optional Task 1.2 separately by written Notice to Proceed. Inclusion of pricing for an optional task does not constitute authorization to perform such work.

F. 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.

G. 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 selected Consultant shall comply with the insurance requirements contained in the City's standard Consultant Services Agreement included as Attachment A.

Proposers shall carefully review the insurance requirements prior to submitting a proposal. Any requested exceptions to the insurance requirements shall be clearly identified in the proposal. The selected Consultant shall provide all required certificates, endorsements, and other evidence of insurance prior to execution of the

Agreement.

B. STANDARD FORM OF AGREEMENT

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

C. DISCLAIMER

This RFP does not commit the City to award a contract, or to pay any costs incurred in the preparation of the proposal. The City reserves the right to extend the due date for the proposal, to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified consultant, or to cancel this RFP in part or in its entirety. The City may require the selected consultant to participate in negotiations 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. Relevant Firm/Team Experience (20 points) Evaluation may include, but is not limited to:

• Demonstrated recent experience preparing municipal Pavement Management Plans, with preference for experience involving OCTA Measure M2 or comparable pavement-management requirements;

• Demonstrated experience preparing PMPs compliant with OCTA Measure M2 requirements and Countywide Pavement Management Plan Guidelines;

• Demonstrated experience with StreetSaver, ASTM D6433 pavement condition surveys, pavement database management, GIS pavement data, and pavement funding/modeling analyses;

• Successful completion of comparable assignments resulting in agency and/or OCTA acceptance;

• Experience maintaining and reconciling pavement inventories, roadway geometry, section limits, and pavement attributes.

b. Understanding, Technical Approach and Work Plan (40 points) Evaluation may include, but is not limited to:

• Understanding of the City's objectives, existing pavement database, 2027 M2 eligibility requirements, and project schedule;

• Technical methodology for pavement inventory/database review and reconciliation;

• Methodology for ASTM D6433 pavement condition surveys and integration of field data into StreetSaver;

• Approach to OCTA-required QA/QC, independent reinspections, anomalous PCI review, and correction of inconsistent data;

• Approach to developing realistic pavement deterioration projections, treatment strategies, funding scenarios, backlog analysis, and the seven-year M&R program;

• Approach to reconciling StreetSaver, GIS, and other City pavement records;

• Understanding of the optional City-limit roadway attribute verification task;

• Approach to preparation of all OCTA-required M2 eligibility documents, data files, and resolution of City/OCTA comments through acceptance;

• Effectiveness and practicality of project controls, coordination, progress reporting, and quality control;

• Identification of project-specific risks, assumptions, and proposed solutions.

c. Qualifications and Experience of the project manager and other key individuals (25 points) Evaluation may include, but is not limited to:

• Relevant experience of the proposed project manager and key technical staff on comparable PMP assignments;

• Experience with StreetSaver, ASTM D6433, OCTA PMP requirements, GIS/database management, and pavement M&R analysis;

• Qualifications and OCTA prequalification/calibration status of proposed pavement inspectors;

• Demonstrated involvement of the proposed personnel on the representative projects cited in the proposal;

• Clearly defined roles and responsibilities;

• Adequacy of staffing and commitment of key personnel to meet the City's schedule;

• Ability of the project manager to coordinate field inspection, database, GIS, analysis, reporting, and OCTA submittal activities.

d. Schedule of Delivery (5 points) Evaluation may include, but is not limited to:

• Demonstrated ability to complete field inspections, QA/QC, database updates, analysis and PMP preparation within the City's milestone dates;

• Reasonableness of sequencing and allocation of staff/resources;

• Identification of critical-path activities and schedule risks;

• Ability to provide timely revisions necessary for OCTA acceptance.

e. Reference Checks (10 points) Evaluation may include, but is not limited to:

• Quality, accuracy and completeness of pavement inspection/database work;

• Ability to meet agency/OCTA requirements with minimal corrective work;

• Quality and usefulness of pavement recommendations and reports;

• Responsiveness and communication;

• Performance relative to scope, schedule and budget;

• Willingness of the reference agency to retain the consultant again.

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

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

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

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

VIII. ADMINISTRATIVE / CONTRACT REQUIREMENTS

A. THE CITY OF TUSTIN’S RIGHTS TO PROPOSALS

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