REQUEST_FOR_PROPOSALS_FOR_CONTRACT_ADMINISTRATION_AND_CONSTRUCTION_INSPECTION_SERVICES_(CA_CI)_FOR:_INTERSECTION_IMPROVEMENTS_AT_LOS_ALISOS_MUIRLANDS_AND_BAKE_TOLEDO.pdf

REQUEST FOR PROPOSAL (RFP)

24TO8 (Los Alisos/Muirlands) 24T09 (Bake/Toledo)

REQUEST FOR PROPOSALS FOR CONTRACT ADMINISTRATION

AND CONSTRUCTION INSPECTION SERVICES (CA/CI) FOR:

INTERSECTION IMPROVEMENTS AT LOS ALISOS/MUIRLANDS

AND BAKE/TOLEDO

City of Lake Forest

100 Civic Center Dr.

Lake Forest, CA 92630

RELEASE DATE: September 29, 2026

DEADLINE FOR QUESTIONS: October 9, 2026

RESPONSE DEADLINE: October 20, 2026, 5:00 pm

Request for Proposal (RFP) #24TO8 (Los Alisos/Muirlands) 24T09 (Bake/Toledo) Title: REQUEST FOR PROPOSALS FOR CONTRACT ADMINISTRATION AND CONSTRUCTION INSPECTION SERVICES

(CA/CI) FOR: INTERSECTION IMPROVEMENTS AT LOS ALISOS/MUIRLANDS AND BAKE/TOLEDO

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/lakeforestca https://secure.procurenow.com/portal/lakeforestca

City of Lake Forest

REQUEST FOR PROPOSAL (RFP)

REQUEST FOR PROPOSALS FOR CONTRACT ADMINISTRATION AND

CONSTRUCTION INSPECTION SERVICES (CA/CI) FOR: INTERSECTION

IMPROVEMENTS AT LOS ALISOS/MUIRLANDS AND BAKE/TOLEDO

I. Introduction II. General Information

III. RFP - Proposal Requirements IV. Scope of Work V. Evaluation Details

VI. Evaluation Phases VII. General Provisions

VIII. Pricing Proposal IX. Vendor Questionnaire

Attachments:

A - LAKE FOREST_ MODEL Professional Consultant Services Documents 2022

B - Plans - Los Alisos_Muirlands Improvements

C - Plans - Bake_Toledo Improvements

1. Introduction

1.1. Summary

REQUEST FOR PROPOSALS FOR CONTRACT ADMINISTRATION AND CONSTRUCTION INSPECTION

SERVICES (CA/CI) FOR: INTERSECTION IMPROVEMENTS AT LOS ALISOS/MUIRLANDS AND BAKE/TOLEDO

Contract Administration and Construction Inspection Services (CA/CI) for Second Left-turn Lanes in All

Directions at Los Alisos and Muirlands; and Meadows Traffic Improvements: Bake/Toledo projects.

Second Left-turn Lanes in All Directions at Los Alisos and Muirlands

The purpose of this project is to construct street improvements to provide a second left-turn lane for all directions at the intersection of Los Alisos Blvd. and Muirlands Blvd. The proposed improvements include widening of northbound Muirlands; restriping of eastbound Los Alisos; removal of existing raised median and restriping of westbound Los Alisos; and construction of pedestrian bridges on the east and west side of Muirlands over the Aliso Creek drainage channel.

Meadows Traffic Improvements: Bake/Toledo

This project provides dual left-turn lanes for northbound Toledo Way, while maintaining the existing southbound Toledo Way bike lane and allowing for a northbound Toledo Way de-facto lane. The proposed improvements include widening of Toledo south of Bake on both sides; median modifications on eastbound Bake to lengthen the left turn pocket; traffic signal modifications; construction of a retaining wall on the west side of Toledo; and restriping.

1.2. Background

About the City

The City of Lake Forest is located in southern Orange County, California, in the area commonly referred to as the Saddleback Valley, with a population of approximately 85,000. It is the County's thirty-first city and the second largest city within the Saddleback Valley, encompassing 16.6 square miles. The City of

Lake Forest's fiscal year begins on July 1 and ends on June 30.

The City was incorporated in 1991, operates under the Council/Manager form of government and is considered a contract city. The five members of the City Council are elected by district. They serve staggered four-year terms, with the Mayor being selected annually from among the Council Members.

The Council meets on the first and third Tuesdays of each month.

City Hall is located at 100 Civic Center Drive, Lake Forest, California 92630. The telephone number is

(949) 461-3400, and the fax is (949) 461-3511. The City website address is http://www.lakeforestca.gov.

Project Description http://www.lakeforestca.gov/

The City is seeking Contract Administration and Construction Inspection (CA/CI) Services for the Second

Left-turn Lanes in All Directions at Los Alisos and Muirlands (24T08) Meadows Traffic Improvements:

Bake/Toledo (24T09) Project.

The services are expected to be completed within three years from contract award. The City anticipates awarding a contract with an initial term of February 1, 2027 to January 31, 2030. The City will have the option, at its sole discretion, to extend the agreement for up to two (2) additional one year terms. If the parties are unable to reach an agreement, the City, at its sole discretion, will not move forward with the renewal option and shall re-procure the work.

1.3. Contact Information

Eric Johnson

Principal Engineer

100 Civic Center Drive

Lake Forest, CA 92630

Email: ejohnson@lakeforestca.gov

Phone: (949) 461-3459

Department:

Public Works

1.4. Timeline

The following timeline shows the anticipated schedule for the RFP. The City expects, but does not guarantee, the the contract award will be made by the City Council on the date indicated below. All schedules and timelines are subject to related and required approvals.

Release Project Date September 29, 2026

Pre-proposal Requests for Clarification October 9, 2026, 5:00pm

Proposal Submission Deadline October 20, 2026, 5:00pm

Anticipated Council Date/City Manager

Approval

January 5, 2027

Anticipated Project Start January 12, 2027 mailto:ejohnson@lakeforestca.gov tel:(949)461-3459

2. General Information

2.1. GENERAL REQUIREMENTS

The City of Lake Forest ("City") seeks proposals ("Proposals") from qualified firms ("Respondents") for

REQUEST FOR PROPOSALS FOR CONTRACT ADMINISTRATION AND CONSTRUCTION INSPECTION

SERVICES (CA/CI) FOR: INTERSECTION IMPROVEMENTS AT LOS ALISOS/MUIRLANDS AND BAKE/TOLEDO.

Responses must conform with the requirements of this Request for Proposal ("RFP"). The City reserves the right to waive any irregularity in any proposal or to reject any proposal which does not comply with this RFP. Modifications to the RFP, including, but not limited to the scope of work, can be made only by written addendum issued by the City. Selection of the proposer will be made solely by the City on criteria determined by the City.

The successful Respondent will be required to enter into an Agreement (incorporated herein as

Attachment A) which will include the requirements of this RFP as well as other requirements. By submitting a Proposal, the Respondent agrees to all of the terms of the RFP and Agreement. The City reserves the right to reject any proposal(s) exceptions or changes to the Agreement or Request for

Proposal.

2.2. PROJECT DESCRIPTION

Project Description

The City is seeking Contract Administration and Construction Inspection (CA/CI) Services for the Second

Left-turn Lanes in All Directions at Los Alisos and Muirlands (24T08) Meadows Traffic Improvements:

Bake/Toledo (24T09) Project.

The services are expected to be completed within three years from contract award. The City anticipates awarding a contract with an initial term of February 1, 2027 to January 31, 2030. The City will have the option, at its sole discretion, to extend the agreement for up to two (2) additional one year terms. If the parties are unable to reach an agreement, the City, at its sole discretion, will not move forward with the renewal option and shall re-procure the work.

2.3. PRE-PROPOSAL MEETING

No Pre-Proposal Meeting

There will be no pre-proposal meeting for this RFP.

2.4. REQUESTS FOR CLARIFICATIONS

All questions, requests for interpretations or clarifications, either administrative or technical must be requested via the City's eProcurement Q&A feature.

All written questions will be answered in writing and conveyed to all interested firms. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received before 5:00 pm on Friday, October 9, 2026.

2.5. SCOPE OF REQUIRED SERVICES

Scope of Work

A detailed Scope of Work is provided under the Scope of Work section. The Respondent will be expected to fulfill, at a minimum, the services and technical requirements described in the Scope of Work. Upon final selection, the Scope of Work may be modified and refined during negotiations with the City.

Public Works Contractor Registration

If the scope of services to be provided include public works project as defined by Labor Code Section

1720, et seq. and 1770, et seq., then pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations. No proposal will be accepted nor any contract entered into without proof of the contractor's and subcontractors' current registration with the Department of Industrial Relations to perform public work. If awarded a Contract, the Respondent and its subcontractors, of any tier, shall maintain active registration with the

Department of Industrial Relations for the duration of the Project. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code sections 1725.5 and 1771.1.

https://procurement.opengov.com/portal/lakeforestca/projects/286721/document?section=2763786 https://procurement.opengov.com/portal/lakeforestca/projects/286721/document?section=2763786

3. RFP - Proposal Requirements

3.1. PROPOSAL CONTENT

Respondent's Proposal shall be clear, accurate, and comprehensive. Excessive or irrelevant materials will not be favorably received. The content and sequence of the information contained in each copy of the proposal shall be as follows:

1. Summary Sheet o Include a fully-completed copy of the Summary Sheet included with this RFP (To be completed as part of the Vendor Questionnaire).

2. Table of Contents o Include a clear identification of the material by section and by page number.

3. Letter of Transmittal o Identify Respondent's legal name and contact information, including corporate office and local office address, telephone number, fax number, web site address, and e-mail address.

o Summarize key elements of the proposal. The letter must stipulate that the cost proposal will remain valid for a period of at least 180 days. The letter shall be signed by an individual or individuals authorized to execute legal documents on behalf of the Respondent.

4. Key Personnel o Identify the names and specific qualifications, experience, and appropriate licenses held, if applicable, of the primary staff to be assigned to the project. Include a resume for all primary staff. Include any subconsultants which Respondent proposes to use for any portion of the services.

o Respondent shall also identify a Management Contact (Representative authorized to sign an agreement for your firm) and a Project Manager (person responsible for day-to-day management of he project). The successful Respondent may only change the Management

Contact, Project Manager, and other supporting staff and specialists with prior written permission of the City.

5. Project Management/Schedule o Provide a conceptual plan for services to the City that you believe are appropriate for the

City. Indicate features, skills and/or services which distinguish your firm and make it the better choice for the City. Indicate how the resources of your firm (e.g., number and type of personnel allocated by hours) will be allocated for this project.

o Respondent shall provide an estimated work hour allocation for each project listed in the

"Scope of Work" and a project schedule as part of the Allocation of Resources.

6. Scope of Work o Provide a detailed scope of services which reflects the Scope of Work described in this RFP.

Proposals must address all items set forth in Scope of Work section. Additional information which, in your opinion, should be included must be clearly identified.

7. Experience

1. List of Representative Projects - List of representative projects undertaken by Respondent in the last 5 years demonstrating experience in each category of the project. Identify the names of organizations, and names and telephone numbers of persons who can be contacted with regard to the services you have provided.

2. Current City Contracts - Identify all previous and current contracts with the City of Lake

Forest. Include a contact name, description of services, and dates of services performed.

3. Terminated Contracts - List all public agencies (not to include the City of Lake Forest) for which contracts were terminated in the last three years. Show names of organizations and names and telephone numbers of persons who can be contacted. Firms may provide a brief explanation of the reason(s) for termination(s).

8. Certificate of Proposal o Include a fully-completed copy of the Certificate of Proposal included with this RFP (To be completed as part of the Vendor Questionnaire).

9. Cost Proposal o Include a detailed cost proposal for each phase of work inclusive of all hourly rates, anticipated travel, and other incidental costs and charges. The cost proposal shall be submitted in a separate, sealed manner and marked "Cost Proposal” with Respondents name and shall be submitted electronically using the Cost Proposal submission feature using the City’s eProcurement site as identified in the Proposal Format Instructions below . If requested, the successful Respondent may be required to submit an electronic copy of the cost proposal using the eProcurement site Pricing Table feature, MS Word, Excel, or other format acceptable to the City.

Proposal Format

Proposals shall be organized, tabbed, and numbered in the order presented above. Proposals must include page numbers for all pages in the proposal.

3.2. SUBMITTAL INSTRUCTIONS

Proposals must be received via the City's eProcurement Portal at https://procurement.opengov.com/portal/lakeforestca no later than 5:00 pm on Tuesday, October 20, 2026.

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

4. Scope of Work

4.1. Scope of Work

General Project Descriptions

The City is looking for Contract Administration and Construction Inspection ("CA/CI") services for two (2) CIP projects. The City reserves the right to select and award each project individually to a consulting firm or both projects to a single consulting firm. Therefore, the Consultant shall develop an independent proposal for

CA/CI services for each CIP project, as if they were standalone projects. The Consultant shall note that the evaluation of the cost proposal will be per project and not the cumulative cost proposal from both projects.

To assist with project understanding, the City has attached 95% plans for your use (please refer to the

Attachments section of this RFP). The Consultant shall use these plans to understand the intent of the project and what may be included as part of the final bid documents. The Consultant is responsible for providing a complete proposal for contract administration, construction management, and construction inspection for the listed projects below:

Project #1: Second Left-turn Lanes in All Directions at Los Alisos and Muirlands

Project #2: Meadows Traffic Improvements - Bake/Toledo

The main improvement for each of these projects includes the following, but are not limited to mobilization, demobilization and cleanup, surveying and monument preservation, traffic control and public notifications, traffic signing and striping, AC grind and overlay, AC removal and replacement, removal and replacement of

ADA ramps, sidewalks, curb and gutter, raised medians, hardscape median treatments, replacement adjustment of utilities, traffic signal upgrades, traffic detection loops, landscaping and irrigation modifications, water quality management plans, and other related improvements to complete these project as necessary.

It is the City’s intent to bid Project #1 and Project #2 as separate packages to be awarded as separate construction contracts. The construction contract for Project #1 is estimated to be approximately 300 working days. The construction contract for Project #2 is estimated to be approximately 60 working days. It is anticipated that the two projects will be constructed at separate times with some potential overlap. The order is undetermined at this time. The Pricing Proposal for each project includes a task for "Additional

Construction Duration" (Task 1.3) with an allowance of working days for CA/CI services to be used in the event additional working days are added to the construction contract by change order.

Project #2 may include resurfacing of Bake Parkway between Toledo Way and Cromwell. The Pricing Proposal for Project #2 includes a task (Task 1.4) to be utilized in the event this work is included in the construction contract.

It is anticipated that both projects will be completed within a 3-year timeframe, by the end of FY 2029-30.

Fee proposals should provide hourly rates for the current fiscal year and indicate any requested rate increases to take effect at the start of each subsequent fiscal year.

In addition, the City further defines the expectations for CA/CI services as follows:

Contract Administration

1. Perform a comprehensive review of available construction plans, specifications, and supporting documents during the final design preparation to evaluate completeness and constructability. Evaluate consistency between drawings, specifications, and contract documents. Identify conflicts, discrepancies, omissions, and ambiguities. Verify bid item quantity take-off amounts, ensure bid schedules and pay applications fully account for all items to be constructed or provided by the contractor, and ensure engineering design standards provided by the City's engineering design consultant meet current construction standards and methods. Provide a written report summarizing all findings and include recommendations for resolving identified constructability issues.

2. Assist the City in securing bids, preparing necessary addenda, answering bidders’ questions, providing analysis of bid results, and furnishing a recommendation on the award of construction contract.

3. Upon award of the construction contract and issuance of the Notice to Procure, provide comprehensive oversight of the Contractor’s procurement activities for materials and equipment. Review and track submittals to verify compliance with the contract documents. Review and monitor the Contractor's procurement schedule and procurement log, with focus on long-lead and critical path materials and equipment. The Pricing Proposal for each project includes a task titled "Extended Procurement Period" with an allowance of working days for CA/CI services to be used in the event the construction start date is delayed due to long-lead procurement times for materials and equipment.

4. Prepare special concerns to be presented at preconstruction conference. Determine requirements, and identify any necessary permits from City, various utility companies, state and federal agencies as required to construct and operate the improvements up front prior to preconstruction conference. Prior to commencement of construction, assist the City in preparing a notice to utilities identifying the impact of the project on their utilities and for any relocation required.

5. Hold preconstruction conference, present special project requirements, and prepare minutes. This will include the preparation of an agenda and reviewing/commenting on the Contractor’s schedule, including an Initial 4-week look-ahead schedule.

6. Provide contract administration for proper enforcement of the contract plans and specifications. This will include, but is not limited to, assisting the City in reviewing bonds and insurance to verify compliance with specifications, verifying that the contractor has obtained all the required permits for the construction of the project, reviewing submitted certified payroll records (CPRs) for compliance with the applicable wage rates.

7. Provide labor compliance services to ensure that all labor compliance regulations are thoroughly adhered to in accordance with the requirements set forth by the Department of Industrial Relations (DIR).

Monitor, document, and verify compliance with prevailing wage laws, certified payroll reporting, and other relevant labor regulations to ensure that the project meets all state labor standards. This will include regular reviews and audits of contractor submissions to maintain full compliance throughout the project's duration.

8. Provide engineering support, as needed, to make as-built revisions to the original plans.

9. Provide the necessary consulting services required to coordinate the efforts between the City and Contractor. Maintain a correspondence, information, and document tracking system to ensure that correspondence requiring responses, requests, and submittals are answered in a timely manner and that project files are maintained in an orderly manner.

10. Administer, review and track Requests for Information (RFI’s), Requests for Clarifications (RFC’s), and shop drawings.

11. Review and recommend approval of progress payment requests to City. Prior to the Notice to Proceed, the contractor will submit for approval by the City a schedule of values for all lump sum items. The consultant’s construction management staff and contractor shall meet after the agreed upon cut-off date to review and verify quantities of work completed this period. Once agreed upon, the contractor shall submit an invoice for work completed. The consultant shall then initiate the progress pay procedures.

12. For Federally Funded projects, the work will be in accordance with Caltrans' Construction Oversight Information Notices (COIN) including No. 1: Keeping Adequate Construction Records; COIN No. 2: FHWA Risk Management Plan for Recovery Act Projects; COIN No. 3 Quality Assurance Program (QAP); COIN No. 4 Do Not Use Local Hiring Preferences; COIN No.10 Frequently Observed Deficiencies in Contract Administration;

COIN No 11: Administration of Contract Time, and any other applicable construction related COIN publications.

13. Attend meetings with the Contractor and Inspector at the site, as needed, to maintain continuity for control on overall progress of the work.

14. Provide necessary coordination with other agencies, including submitting permit applications and other potential grant application documents and documentation as well.

15. Consult with City regarding disposition of Contract Change Orders (CCO’s) and Stop Notices. All contract change orders must be issued by the City’s Project Manager or authorized representative. The consultant has no authority to issue Change Orders. Owner-initiated changes will be initiated by the City. The consultant shall negotiate and document cost increases or credits with the contractor and assess schedule impact. All Stop Notices must be immediately reported to the City’s Project Manager.

16. Provide labor compliance services to ensure that all labor compliance regulations are thoroughly adhered to in accordance with the requirements set forth by the Department of Industrial Relations (DIR). Monitor, document, and verify compliance with prevailing wage laws, certified payroll reporting, and other relevant labor regulations to ensure that the project meets all state labor standards. This includes regular reviews and audits of contractor submissions to maintain full compliance throughout the project’s duration.

17. Review the Contractor’s initial and updated construction schedules for compliance with the contract documents and verify that the schedules accurately represent the scope of work. Monitor the overall project schedule and provide the City with monthly schedule progress reports. Prepare weekly statement of working days documenting the construction progress, time of completion, delays, and time extensions.

18. Assist the City in maintaining a good relationship with the public. Answer citizen inquiries and complaints for the City relating to the project.

19. Coordinate the schedules and response of other City consultants or contractors (designers, surveyors, and materials testing laboratories) to ensure that the project proceeds on schedule.

20. Coordinate construction with adjacent businesses or residences to ensure that they are afforded access to their property at all times, and to enforce the working hour and noise restrictions provided in the specifications.

21. Enforce the provisions of the specifications that require contractor to post or distribute public notices. Enforce the requirement for re-noticing when construction schedules change.

22. Coordinate with public utilities and other public agencies to resolve construction questions, scheduling conflicts, or safety issues.

23. Coordinate with the contractor to ensure that Storm Water Pollution Prevention Plans, Water Quality control measures, and air pollution measures are effectively and consistently implemented.

24. At the completion of the project, coordinate inspection of the work to determine if any work is incomplete. Prepare a punch list of the incomplete work and provide to the Contractor and City. Coordinate subsequent inspections to confirm that incomplete work has been completed satisfactorily.

25. At the completion of the project, turn over all documents including final redline as-builts. A final project report will be prepared summarizing the project and performance of the contractor.

Construction Inspection

1. Provide daily field observation during construction monitoring the general progress of the work to determine if the work is proceeding in accordance with the contract documents.

2. Inspect the location, line, grade of the facilities that are constructed.

3. Maintain accurate records of the quantities of materials that are constructed.

4. Maintain accurate records of the project schedule, days worked by contractor, and working days lost to weather or similar delays.

5. Maintain accurate records of the equipment on the job; and the idle or working time of the equipment.

6. Maintain accurate records or accidents or claims that are related to the construction.

7. For Federally Funded projects, the work will be in accordance with Caltrans' Construction Oversight Information Notices (COIN) including No. 1: Keeping Adequate Construction Records; COIN No. 2: FHWA Risk Management Plan for Recovery Act Projects; COIN No. 3 Quality Assurance Program (QAP); COIN No. 4 Do Not Use Local Hiring Preferences; COIN No.10 Frequently Observed Deficiencies in Contract Administration;

COIN No 11: Administration of Contract Time, and any other applicable construction related COIN publications.

8. Coordinate contractor requests for interpretation of the plans and / or specifications in a manner that will document the resolution of questions and keep the project on schedule.

9. As required by the project specifications or funding conduct labor compliance interviews.

10. Review and monitor all traffic control and public safety plans for compliance with all safety laws and regulations. Review all detour, lane closures, temporary access, signing, delineation, and traffic control plans. Inspector will enforce traffic control safety requirements in and around construction zones.

11. Review pedestrian and handicap facilities potentially impacted by the project to ensure that pedestrian traffic and handicap traffic is safely and reasonably afforded access through the project.

12. Through independent inspections ensure that the contractor maintains traffic control, pedestrian access, and storm runoff at all times (during weekends, holidays, and storms).

13. Ensure that the contractor protects its worksite from pedestrians and motorists at all times and nighttime traffic controls are secured at the end of each workday. Whenever trench plates are used on the roadway, the inspector shall ensure that the trench plates are properly ramped and secured to the pavement at the end of each workday.

14. Enforce water quality best management practices, storm water pollution prevention plans, and water quality management plans at all times.

15. Meet with Contractor at the beginning of each workday and review proposed work plans, including specific details that may affect progress.

16. Review actual Contractor performance throughout working days and discuss discrepancies with the Contractor as they occur.

17. Maintain copies of all permits needed to construct the project and enforce all special requirements of each permit.

18. Assist City in maintaining good relations with residents and businesses in the surrounding neighborhood. Respond to citizen complaints and inquiries regarding the project and ensure residents impacted by construction are informed of the project’s progress and potential impacts.

19. Review construction schedules and enforce requirements for updating schedules and maintaining appropriate progress of the work.

20. Evaluate work in progress and give a weekly status report to the City for the City’s use in determining any effect of scheduling delays and any needed enforcement or corrective action.

21. Maintain field file bound workbooks during construction, including quantities constructed, daily and weekly reports, working-day reports, change order documentation, and other documentation and photographs.

22. Review, evaluate, and discuss with the City all requests for changes of work, including costs involved, and prepare change orders.

23. Maintain detailed records of workers and hours, and equipment and materials utilized under force account change orders.

24. Review and recommend approval of progress payments.

25. Recommend and schedule, with the City and applicable agencies, the final inspection.

26. Provide a final report summarizing all issues for project closeout. The report will document final inspections and the final punch lists of items to be completed and verify that all items on the final punch lists have been completed or corrected. The consultant shall assist the City in following up on defective work performed by contractor covered by warranties. The contractor will provide a follow up report to City following final inspection stating that the installation of improvements was completed in accordance with the plans and specifications and provide necessary data for City acceptance of the project.

5. Evaluation Details

5.1. Evaluation Criteria

Selection Committee comprised of City staff will evaluate and rank the proposals. Proposals will be evaluated according to the Evaluation Phases.

5.2. Respondent Presentations/Interviews

The City may, at its discretion, invite a shortlist of Respondents to participate in a panel interview to be held at the City. To be considered for an interview, a Respondent must receive an average score of 60 points (60%) or higher on the qualitative proposal portion of the evaluation. The City may require that

Respondents prepare a presentation as part of the interview. No Respondent shall be entitled to or otherwise guaranteed an interview.

5.3. Contract Award

If awarded, the contract will be awarded on the basis of the evaluation criteria set forth herein. The City reserves the right to reject all proposals and to contract for services in the manner that most benefits the City including awarding more than one contract if desired.

5.4. Protests

In order to be considered, a protest must satisfy the following requirements: Protests based on the content of the RFP shall be submitted to the City Representative no later than ten (10) calendar days prior to the scheduled proposal submittal deadline. If necessary, the proposal submittal deadline may be extended pending a resolution of the protest.

Any respondent protesting the recommended award on any ground not based upon the content of the request for proposals must file a protest with the City within three (3) calendar days after the issuance of a notice of recommendation for award. Any protest shall contain a full and complete written statement specifying in detail the grounds of the protest and the facts supporting the protest.

The procedure and time limits set forth in this section are mandatory and are the sole and exclusive remedy in the event of a protest of this procurement. Failure to comply with these protest procedures shall constitute a failure to exhaust administrative remedies and a waiver of any right to further pursue the protest, including filing a Government Code Claim or legal proceedings.

6. Evaluation Phases

EVALUATION PROCEDURES

1. Selection Committee o Proposals submitted will be evaluated by a Selection Committee, appointed by the City

Manager.

2. Review of Proposals o The Selection Committee will use a weighted point formula during the review process to individually score Project Proposals, as outlined in the “Project Proposal Evaluation

Criteria” and the Evaluation Phases below. The Selection Committee will then be convened to review and discuss these evaluations and combine the individual scores to arrive at an average composite Project Proposal score for each firm. Firms that do not meet “Mandatory

Elements” listed in Section C1 below will be eliminated from further consideration.

o After the composite Project Proposal score for each firm has been established based upon the “Qualitative Evaluation” criteria listed in Section C2, the Selection Committee may request oral presentations from those firms with a minimum average score of 60 points

(60%). The Selection Committee may also schedule a site visit, if applicable. The oral presentation will be evaluated based upon the “Oral Presentation/Interview Evaluation” criteria listed in Section C3. The sealed Cost Proposal of firms receiving a minimum average score of 60 points on the qualitative review will be opened to ensure that the Cost Proposal is reasonable. A summary of all Project Proposals, qualifying on the basis of the qualitative review, interview, and Cost Proposal evaluation as calculated in Section C4 will be submitted to the City Council for final determination.

3. Project Evaluation Criteria - Proposals will be evaluated using three (3) sets of criteria.

1. Mandatory Elements (Pass/Fail)

▪ Firms meeting the mandatory elements will have their proposals evaluated and scored. The following represent the principal selection criteria which will be considered during the evaluation process.

2. Qualifying Proposal Evaluation (Pass/Fail; Maximum Points = 100, Minimum average of 60% of points or 60 points required to proceed to Interview)

▪ In order to be considered for an oral interview/presentation the proposer must achieve at least a minimum average of 60 points from the Qualitative Evaluation. Scores are calculated using weighted criteria.

3. Presentation/Interview Evaluation (Maximum Points =160, 80%) and Cost Proposal

Evaluation (Maximum Points = 40, 20%)

▪ During the evaluation process, the Selection Committee may request oral presentations from firms with a minimum average score of 60 points (60%). Oral presentations will provide firms with an opportunity to answer any questions the Selection Committee may have on a firm’s Project Proposal. The oral presentation will be scored using weighted criteria.

▪ At the conclusion of each of the interviews, the Purchasing Coordinator shall offer each interviewed firm the opportunity to submit a “revised” cost proposal. The intent of this step is not to require the Project Manager to enter into contract negotiations but rather is intended to provide each firm an opportunity to refine its cost proposal subsequent to oral presentations. Each firm will have three to five (3-5) calendar days from the date of the interview to submit a “revised” cost proposal, or indicate in writing that its original cost proposal is to be opened and reviewed.

▪ The interview process is a valuable tool to assess the communication skills and professional demeanor of proposed project personnel. The interview score is arrived at independently from the qualitative proposal score and the two may differ significantly.

The interview portion allows staff greater flexibility to choose a qualified firm with strong communication skills and technical expertise.

4. Rating Definitions o The rating scale establishes standards by which points are assigned to the proposals and oral interviews and it ensures the Selection Committees evaluate each proposal with consistency.

o The following table is a rating scale that is utilized based on a 0-10 scale:

5. Final Selection o The Selection Committee scoring will be provided to the Department Director. The firm must fully execute the Agreement prior to staff recommendation of the contract award to

City Council. The City, through the Department Director, reserves the right to negotiate the price, terms, and scope of work with the successful proposer prior to making a recommendation to the City Council.

6.1. Mandatory Elements

No. Evaluation Criteria Scoring Method Weight (Points)

1. The firm is independent and properly licensed to practice in California.

Pass / Fail 1

(25% of Total)

2. The firm has no scope conflict with regard to any other work performed by the firm for the

City.

Pass / Fail 1 (25% of Total)

3. The firm adheres to the instructions in this

RFP on preparing and submitting the proposal.

Pass / Fail 1 (25% of Total)

4. The firm included a Letter of Transmittal in the Project Proposal.

Pass / Fail 1

(25% of Total)

6.2. Qualifying Technical Proposal Evaluation

No

Evaluation Criteria Scoring

Metho d

Weight

(Points

1. Key Personnel

1. The quality of the firm’s professional personnel assigned to the engagement and the quality of the firm’s management support personnel to be available for technical consultation.

2. References relative to personnel assigned to the engagement.

0-10

Points

(20% of

Total)

2. Project Management/Schedule

1. Firms allocation of resources to the project and project schedule.

2. Project management tools/resources utilized by the firm to ensure accurate and timely delivery of project.

(15% of

3. Scope of Services

1. Understanding of work to be done and detailed scope of work.

2. Appropriateness of services to the requirements of the City.

3. Distinguishing features, skills and/or services.

(40% of

4. Experience

1. The firm’s past experience and performance on comparable private/government engagements.

2. Firm’s statement on why it believes itself to be best qualified.

(15% of

5. Proposal Quality

1. Firm’s thoroughness and accuracy in the proposal document including presentation of information, grammar, spelling, and other errors.

(10% of

6.3. Presentation/ Interview Evaluation and Cost Proposal Evaluation

No

Evaluation Criteria Scoring

Metho d

Weigh t

(Points

1. Vendor’s Communication

1. Ability of firm’s assigned team to clearly communicate information to the Selection

Committee.

2. Interpersonal communication between firm members and the Selection Committee.

3. Vendor team thoroughly and completely answers questions asked by the Selection

Committee.

(16% of

2. Project Understanding

1. Demonstration of understanding of the project by key personnel.

2. Demonstration of relevant experience to RFP requirements beyond the written proposal.

(20%

3. Technical Knowledge

1. Demonstration and communication of technical understanding of the required services related to the project.

2. Demonstrate ability to convey technical information without use of jargon or overly specialized language.

3. Assigned vendor staff has sufficient subject matter knowledge to complete project.

(16%

4. Key Personnel

1. Communication and interpersonal skills of key personnel including thoroughness in answering questions and demonstration of problem solving skills.

2. Attendance of key personnel assigned to the project at the interview.

(20%

5. Meeting Preparation

1. Firm’s preparedness to answer questions and present relevant information.

2. Research of the City or the project.

3. Adhering to meeting timeline instructions, good time management of interview.

(8% of

6. Cost Proposal Evaluation

The Cost Proposal, either the originally submitted proposal or “revised” proposal, is opened for each firm who has received an average score of at least 60 points after the qualitative review and participated in the oral presentation. The Cost Proposal is valued at 40 points for the firm with the lowest responsive cost. The remaining firms will earn a percentage of the 40 available points based on their cost relationship to the lowest cost proposal. This is calculated by dividing the lowest cost proposal by the cost of the proposal being rated, and then multiplying the results by the maximum points. The result is the awarded points. Cost proposals remain confidential and are not disclosed to proposers during the proposal process.

The Purchasing Coordinator calculates the points for the cost proposal which are included in the final point summary provided to the Department Director to recommend a vendor for contract award.

Points

Based

(20%

7. General Provisions

7.1. Amendments to RFP

The City reserves the right to amend the RFP or issue to all Respondents a Notice of Addendum to answer questions for clarification.

7.2. No Commitment to Award

Issuance of this RFP and receipt of proposals does not commit the City to award a contract. The City expressly reserves the right to postpone the RFP process for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Respondent concurrently, or to cancel all or part of this RFP.

7.3. Right to Request Additional Information

During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from proposers, or to allow corrections of errors or omissions. At the discretion of the City, firms submitting proposals may be requested to make oral presentations as part of the evaluation process.

7.4. Amendments to Proposals

Unless specifically requested by the City, no amendment, addendum or modification will be accepted after the deadline stated herein for receiving Proposals. Respondent may modify or amend its Proposal only if the City receives the amendment prior to the deadline stated herein for receiving Proposals.

7.5. Non-Responsive Proposals

A Proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the

Proposal.

7.6. Late Proposals

The City expects proposals to be submitted via the City's eProcurement Portal at:

https://procurement.opengov.com/portal/lakeforestca. However, the Ctiy will not be responsible for

Proposals that are delinquent, lost, incorrectly marked, sent to an address other than that given herein, or sent by mail or courier service and not signed for by the City.

7.7. Costs for Preparing

The City will not compensate any Respondent for the cost of preparing any Proposal, and all materials submitted with a Proposal shall become the property of the City. The City will retain all Proposals submitted and may use any idea in a Proposal regardless of whether that Proposal is selected.

7.8. Alternative Proposals

Only one final proposal is to be submitted by each Proposer. Multiple proposals will result in rejection of all proposals submitted by the Respondent.

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

7.9. Public Documents

All Proposals and all evaluation and/or scoring sheets shall be available for public inspection at the conclusion of the selection process.

7.10. No Exceptions

Submission of a Proposal constitutes acceptance by Respondent of the conditions contained in this RFP and the Professional Services Agreement (attached as Attachment A), should Respondent be selected.

7.11. Conflict of Interest

By submitting a Proposal, the Respondent declares and warrants that no elected or appointed official, officer or employee of the City has been or shall be compensated, directly or indirectly, in connection with the award of the Agreement or any work for the proposed project. For the term of the Agreement, no elected or appointed official, officer or employee of the City, during the term of his/her service with the City and for two (2) years following his/her termination of office or employment with the City, shall have any direct interest in the Agreement, or obtain any present, anticipated or future material benefit arising therefrom.

7.12. Confidential Information

Those elements of each Proposal that are trade secrets, as the term is defined in Civil Code Section

3426.1(d) or otherwise exempt by law from disclosure and which are prominently marked as TRADE

SECRET, CONFIDENTIAL or PROPRIETARY may not be subject to disclosure ("Proprietary Information").

This may include private financial information about a Respondent, but does not include the proposed price submitted as part of the Proposal. The City will refrain from releasing Respondent's Proprietary

Information unless the City's legal counsel determines that the release of the Proprietary Information is required by the California Public Records Act or other applicable state or federal law, or order of a court of competent jurisdiction, in which case the City shall notify Respondent of its intention to release

Proprietary Information. Respondent shall have five (5) working days after receipt of such notice to give

City written notice of Respondent's objection to the City's release of Proprietary Information.

Respondent shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information.

8. Pricing Proposal

PROJECT #1: CA/CI SERVICES FOR SECOND LEFT-TURN LANES IN ALL DIRECTIONS AT LOS ALISOS AND

MUIRLANDS

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Task 1.0 - Preliminary Construction

Phase - Constructability review, Bidding, Pre-con meeting, Procurement, and Administration -

Fixed Fee

1 EA

2 Task 1.1 - Extended Procurement

Period (3 months) - Not-to-Exceed Fee

1 NTE

3 Task 1.2 - Project CA/CI - Anticipated

Construction Duration 300 Working

Days - Not-to-Exceed Fee

1 NTE

4 Task 1.3 - Project CA/CI - Additional

Construction Duration 75 Working

Days - Not-to-Exceed Fee

1 NTE

5 Task 1.4 - Project Close-out and

Documentation Transfer - Fixed Fee

1 EA

6 Task 1.5 - One-year Warranty

Inspection - Fixed Fee

1 EA

TOTAL

PROJECT #2: CA/CI SERVICES FOR MEADOWS TRAFFIC IMPROVEMENTS: BAKE/TOLEDO

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Task 1.0 - Preliminary Construction

Phase - Constructability review, Bidding, Pre-con meeting, Procurement, and Administration -

Fixed Fee

1 EA

2 Task 1.1 - Extended Procurement

Period (3 months) - Not-to-Exceed Fee

1 NTE

Line Item Description Quantity Unit of

Measure Unit Cost Total

3 Task 1.2 - Project CA/CI - Anticipated

Construction Duration 60 Working

Days - Not-to-Exceed Fee

1 NTE

4 Task 1.3 - Project CA/CI - Additional

Construction Duration 20 Working

Days - Not-to-Exceed Fee

1 NTE

5 Task 1.4 - Project CA/CI - Bake

Parkway Resurfacing - Anticipated

Duration 20 Working Days - Not-to-

Exceed Fee

1 NTE

6 Task 1.5 - Project Close-out and

Documentation Transfer - Fixed Fee

1 EA

7 Task 1.6 - One-year Warranty

Inspection - Fixed Fee

1 EA

TOTAL

9. Vendor Questionnaire

9.1. Technical Proposal *

Please upload your Technical Proposal WITHOUT ANY cost information.

*Response required

9.2. Cost Proposal *

Please upload your Cost Proposal here.

*Response required

9.3. Proposer Summary Information

Please complete the following questions to submit key information about your business and relevant to your proposal submission.

9.3.1. Business Name*

Include complete business name including DBA name

*Response required

9.3.2. Business Firm Parent or Ownership*

Please include the name of the parent company and list any relevant ownership information.

It is also appropriate to list the structure of your business and state of incorporation ( e.g. a California sole-proprietorship, a Minnesota corporation, a Florida Limited Partnership, etc.)

*Response required

9.3.3. Business Address*

Please include your primary place of business.

*Response required

9.3.4. Business Telephone Number*

*Response required

9.3.5. Business Fax Number

9.3.6. Number of Years in Existence*

*Response required

9.3.7. Management Contact*

Please provide the full name and title of the person responsible for direct contact with the City and the services required for this Request for Proposals.

*Response required

9.3.8. Management Contact Email*

*Response required

9.3.9. Management Contact Telephone Number*

9.3.10. Management Contact Fax

9.3.11. Project Manager*

Please provide the full name and title of the person responsible for day-to-day services in this Request for Proposals.

*Response required

9.3.12. Project Manager Email*

*Response required

9.3.13. Project Manager Telephone Number*

*Response required

9.3.14. Project Manager Fax

9.3.15. Types of Services Performed by the Business*

Please provide a brief description for the type of services performed by the business entity.

*Response required

9.4. Confirmation and Certifications

Please complete the following required certifications below to complete your proposal submission.

9.4.1. Certification of Proposal to the City of Lake Forest *

1. The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), dated and issued Tuesday, September 29, 2026, and to be bound by the terms and conditions of the RFP.

2. This firm has carefully reviewed its proposal and understands and agrees that the City is not responsible for any errors or omissions on the part of the proposer and that the proposer is responsible for them.

3. It is understood and agreed that the City reserves the right to accept or reject any or all proposals and to waive any informality or irregularity in any proposal received by the City.

4. The proposal includes all of the commentary, figures and data required by the Request for Proposal, dated and issued Tuesday, September 29, 2026, including any…