Request_for_Qualifications_-_On-Call_Miscellaneous_Engineering_Design_and_Review_Services_(Addendum_#2_Revision).pdf

Request for Qualifications - On-Call Miscellaneous Engineering Design and Review Services #2026-RFQ-002

CITY OF BENSON, AZ

Project ID: 2026-RFQ-002

REQUEST FOR QUALIFICATIONS

PROJECT TITLE: REQUEST FOR QUALIFICATIONS - ON-CALL

MISCELLANEOUS ENGINEERING DESIGN AND REVIEW SERVICES

City of Benson

101 E. 6th Street

Benson, AZ 85602

RELEASE DATE: Wednesday, February 11, 2026

PRE-PROPOSAL CONFERENCE: Friday, February 20, 2026

DEADLINE FOR QUESTIONS: Wednesday, February 25, 2026 3:00 pm

RESPONSE TO QUESTIONS: Wednesday, March 4, 2026

RESPONSE DEADLINE: Wednesday, March 11, 2026 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Request for Qualifications - On-Call Miscellaneous Engineering Design and Review Services #2026-RFQ-002

Table Of Contents

1. Instructions to Responders

2. Scope of Work

3. Evaluation Requirements

4. Vendor Submissions

Request for Qualifications - On-Call Miscellaneous Engineering Design and Review Services #2026-RFQ-002

1. Instructions to Responders

1.1 Pre-submittal Conference

The date and time of a prospective pre-submittal conference, if applicable, is indicated on the cover page of this document. The purpose of this conference will be to clarify the contents of this solicitation in order to prevent any misunderstanding of the City's position. Any doubt as to the requirements of this solicitation or any apparent omission or discrepancy should be presented to the City at this conference.

The City will then determine the appropriate action necessary, if any, and may issue a written amendment to the solicitation. Oral statements or instructions will not constitute an amendment to this solicitation.

1.2 Online Submission

The CIty of Benson will only receive proposals from vendors that have registered on OpenGov at https://procurement.opengov.com/portal/bensonaz. Proposals and required documentation must be submitted through the online bidding portal. Hand-delivered hard copies will not be accepted or considered.

1.3 Inquires

Any questions regarding this solicitation or the resulting contract must be submitted through the online bidding system by the Question Submission Deadline. All questions will be reviewed by the Procurement Specialist and, if deemed appropriate, will be addressed either through a solicitation addendum or via the question-and-answer portal within the online bidding system. Responders may not rely on oral interpretations or clarifications of the solicitation. Only responses provided through the online bidding system or issued as a formal solicitation addendum shall be considered binding.

1.4 Addendum of Solicitation

Solicitation Addenda will be posted on the City’s online bidding website. Offeror is responsible for checking the online bidding website regularly for new solicitation addenda and must acknowledge each addendum to this solicitation in its submittal. Please note that vendors who have registered with OpenGov at https://procurement.opengov.com/portal/bensonaz will receive email notifications of solicitation addenda.

1.5 Contract Negotiations

At the completion of the evaluation process, the City may enter into negotiations with the top ranked Offeror to determine fees, and to negotiate any other portion of the Contract deemed by the City to be necessary. In the event that the City is not able to negotiate successfully with the top ranked Offeror, the City shall cease negotiations with that Offeror and either begin negotiations with the next ranked Offeror or may choose to cancel the solicitation in its entirety. In the event that the City is not able to negotiate successfully with the next ranked Offeror, the City shall cease negotiations with that Offeror and either begin negotiations with the third ranked Offeror or may choose to cancel the solicitation in its entirety.

Award shall be made by the Public Works Director to the Offeror whose submittal and subsequent negotiation is most advantageous to the City.

1.6 Award of Contract

Notwithstanding any other provision of the solicitation, the City reserves the right to:

(1) waive any immaterial defect or informality; or

(2) reject any or all offers, or portions thereof; or

(3) reissue the solicitation.

Request for Qualifications - On-Call Miscellaneous Engineering Design and Review Services #2026-RFQ-002

A response to this solicitation is an offer to enter into negotiations and contract with the City based upon the terms, conditions, and specifications contained in the City's solicitation. Submittals do not become contracts unless and until they are executed by the City. All of the terms and conditions of the solicitation shall be incorporated in the Contract, unless any of the terms and conditions are modified by a solicitation amendment, a contract amendment, or by mutually agreed terms and conditions in the final contract documents.

1.7 Familiarization of Scope of Work

Before signing a contract, each Offeror shall familiarize itself with the Scope of Work, laws, regulations and other factors affecting performance of work. It shall carefully correlate its observations with requirements of the solicitation and negotiated contract and otherwise satisfy itself as to the expense and difficulties attending the performance of the work. The signing of a Contract will constitute a representation of compliance by the Offeror. There will be no subsequent financial adjustment, other than that provided by the Contract, for lack of such familiarization.

1.8 Late Proposals

Late submittals shall not be considered.

1.9 Withdrawal of Submittal

At any time prior to a specified solicitation due time and date, an Offeror (or designated representative) may withdraw the proposal by submitting a written request stating the reason for withdrawal.

1.10 Confidential Information

If a person believes that any portion of a submittal, offer, specification, protest, or correspondence contains information that should be withheld, then the Public Works Director should be so advised in writing. The City shall review all requests for confidentiality and provide a written determination. If the confidential request is denied, such information shall be disclosed as public information, unless the person utilizes the "Protest" provision.

1.11 Subconsultants

Except as otherwise provided in this Solicitation, Offeror must disclose in writing any sub-consultant to be utilized in performance of services herein. For each sub-consultant, detail on respective qualifications must be included.

1.12 Exceptions to Contract Provisions

A response to any Request for Qualifications is an offer to contract with the City based upon the contract provisions contained in the City's Request for Qualifications, including but not limited to, the specifications, scope of services and any terms and conditions. Offerors who wish to propose modifications to the contract provisions must clearly identify the proposed deviations and any proposed substitute language in their submittal. However, the provisions of the Request for Qualifications cannot be modified without the express written approval of the City Manager or his designee. Proposed modifications or exception to the indemnification language herein shall not be considered. If an offer is returned with modifications to the contract provisions that are not expressly approved in writing by the City Manager or his designee, the contract provisions contained in the City’s Request for Qualifications shall prevail.

1.13 Notice to Proceed

The Consultant agrees to render professional services promptly and diligently upon receipt of written notice to proceed with any or all of the services set forth herein.

TBA

2. Scope of Work

Request for Qualifications - On-Call Miscellaneous Engineering Design and Review Services #2026-RFQ-002

2.1. I. General

This scope of work provides for consultant engineering and drafting services on an "as needed" basis. All work shall be performed to City standards, or other standards approved by the City Engineer. Engineering work may include development review, development construction inspection roadway design, drainage design, miscellaneous design, electrical engineering design, preparation of plans and specifications, and review of other consulting engineers' work for the City.

2.2. II. Civil Engineering Services

The Consultant shall be expected to provide services within the civil engineering field, including but not limited to development review, development construction inspection, survey, right-of-way analysis, hydrologic and hydraulic analyses, drainage design, roadside design, utility coordination/design, water and wastewater system design and analysis and permitting support.

The Consultant may also be expected to prepare technical reports, either for justification or support of a project, such as design concept reports, drainage reports, traffic studies, environmental determination studies, water and wastewater reports, and documentation required for regulatory permitting.

2.3. III. Non-Civil Engineering Design

This contract may require the need for landscape, electrical, structural, and/or geotechnical services; however, the consultant shall not be required to include any of these specialties on the project team at this time. If and when it is determined that a specific project will require any or all of these services, the consultant will be asked to identify the sub consultant(s) for approval by the City Engineer’s Office.

2.4. IV. Response Time

The consultant shall provide a design fee for each miscellaneous design requested by the City, within ten (10) working days of notification. If necessary, each fee submittal shall be negotiated with the City's Engineer until a fair and equitable fee is arrived at. Because response time may be critical to the City, continued delays in response time shall be caused to terminate the contract.

2.5. V. Contract Amount/Duration

Contract duration shall be one (1) year from date of notice to proceed, with four (4) subsequent renewals (each being one (1) year in length). Individual projects assigned under this contract are not expected to exceed $150,000 and the total annual assignments are estimated at $300,000.

3. Evaluation Requirements

Screening Phase: The criteria for selecting firms under a one-step process and for screening firms in the two-step process is:

• Available Resources to Complete the Project (including evaluation of organizational chart)

• Firm Experience on Similar Projects

• Qualifications of the Firm

• Experience and Qualifications of Team (including project manager, project engineer and their backups)

• Past Performance (see below)

Past Performance shall be scored by the committee based upon all information from City Departments, Project Managers, outside agencies, and references provided by the consultant.

Points shall be assigned according to the above listed criteria. The firms will then be ranked and the City

Request for Qualifications - On-Call Miscellaneous Engineering Design and Review Services #2026-RFQ-002 may enter into negotiations with the top ranked firm as described in paragraph 5 of the “Instructions to Offerors” section of this solicitation for a one-step solicitation.

Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Evaluation and Shortlisting

COB invites interest firms to submit written Statements of Qualifications relating to Engineering Design and Review Services. A Committee will be selected to evaluate firms' qualifications and experience with similar projects. The firms determined to be best qualified will then be invited to enter into negotiations with the City. Submission Review:

All submitted proposals will undergo an evaluation based on the evaluation criteria specified in the solicitation document.

The scoring from this evaluation (as outlined in the solicitation) will be utilized solely for the purpose of developing a shortlist of firms. This shortlist will include firms that are considered most qualified based on their submitted proposals against the scoring criteria.

Pass / Fail 1 (100% of Total)

Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interview Phase

The City reserves the right to add a two-step process, the top raked firms will be invited to participate in the interview process. For those solicitations that will be a two-step evaluation process, the interview criteria will be established by the City and provided to the short-listed firms upon notification of their advancement to the second step.

N/A N/A

4. Vendor Submissions

1. Statement Of Qualifications *

The Statement of Qualifications should include the following:

A. Letter of Interest B. Qualifications of the Firm C. Resources to Complete the Projects C. Qualifications of the Team D. List of Past Project with Outcomes, and Timelines E. Letters of Recommendation (3 minimum) F. Past Performance

Request for Qualifications - On-Call Miscellaneous Engineering Design and Review Services #2026-RFQ-002

*Response required