RFP 1008516 MLK Streetscape CMSS.pdf

City of Oakland

Elizabeth A. Lake, Acting City Administrator

REQUEST FOR PROPOSALS

for

MLK JR. WAY STREETSCAPE PROJECT

CONSTRUCTION MANAGEMENT

SUPPORT SERVICES (1008516)

Oakland Department of Transportation (OakDOT) Major Projects Division

250 Frank H. Ogawa Plaza, Suite 4344, Oakland, CA 94612 Project Manager: Beaver Boonsook

June 2026

RFP Project #1008516 MLK JR. WAY STREETSCAPE - CMSS June 2026 V.01.10.24

TABLE OF CONTENTS

SECTION

I Project Information

A. REQUEST FOR PROPOSALS NOTICE

B. INTRODUCTION

C. PROJECT REQUIREMENTS

D. SCOPE OF SERVICES

E. RFP TIMELINE

II Submittal Requirements

III Selection Process

A. PROPOSAL EVALUATION

B. INTERVIEW OF SHORT-LISTED FIRMS

C. CONTRACT NEGOTIATIONS

D. CONTRACT AWARD

IV Mandatory Policies and Programs

V Appendices Appendix A: Required Documents Appendix B: Sample Services Agreement Appendix C: Schedule Q –Insurance Requirements

SECTION I. Project Information

A. REQUEST FOR PROPOSALS (RFP) NOTICE

The City of Oakland, Department of Transportation (OakDOT), Major Projects Division is announcing a Request for Proposals (RFP) seeking professional service providers to provide construction management support services (CMSS), including special inspection, material testing and environmental monitoring services, for the construction of MLK Jr. Way Streetscape Project (City Project #1006954).

During the estimated construction duration, the CMSS Consultant Team (CMSS Consultant), consisting of a Prime Consultant, will be required on a full-time basis. Selected sub-consultants, special inspection, material testing, and environmental monitoring services related to the construction work will be contracted for and coordinated by the CMSS Consultant on an as-needed basis as part of this professional services agreement (Agreement). The CMSS Consultant shall provide one individual in their organization, a California licensed Professional Civil Engineer (PE), who shall act as Resident Engineer (RE) on behalf of the City and assume overall responsibility to monitor, coordinate, and oversee qualified member(s) on the team performing the minimum scope of services listed below in “Scope of Services” (Section D).

The CMSS Consultant will report to the designated City Construction Management staff and the City’s Project Manager in accordance with the City’s established communication protocol. The CMSS Consultant will serve as an extension of city Construction Management staff, providing CMSS as requested. The CMSS Consultant Team shall have requisite experience in providing services for the pre-construction, construction, project close-out, and post-construction phases of capital infrastructure projects.

Project bid book can be found in Attachment A. Relevant addenda from the project bid advertisement can be found in Attachment B.

Pre-Proposal Meeting: 10:00 AM, July 28, 2026 (Voluntary) The meeting will be held via Microsoft Teams only.

https://teams.microsoft.com Meeting ID: 257 132 965 793 497 Passcode: Jj334qh6

Questions Due: 2:00 PM, August 4, 2026, by email to CapitalContracts@oaklandca.gov and cc the Project Manager. When sending emails, please use the following naming convention:

“Project Number, Project Title”. It is the Contractor’s responsibility to ensure that the email is received by the Capital Contracts Division.

Addendum: Any addendum that materially changes the RFP solicitation shall be issued no less than 72 hours before the submittal deadline, unless the deadline is extended by said addendum.

https://teams.microsoft.com/ mailto:CapitalContracts@oaklandca.gov

Proposals Due: 2:00 PM, August 13, 2026. Proposals may either be uploaded into the City’s iSupplier online procurement system or may be mailed, or hand-delivered to the City Clerk at 1 Frank H. Ogawa Plaza, Room 101, Oakland, CA 94612 prior to the proposal due date and time.

Vendors must be registered with iSupplier to submit proposals online. New users should register at least three days prior to proposal deadline. Proposers may access iSupplier by going to the following web address.

https://www.oaklandca.gov/services/register-with-isupplier

If vendors choose to mail or hand deliver their proposal, it is the vendor’s responsibility to ensure that it is received by the City Clerk prior to the proposal due date and time. It is strongly encouraged to allow several additional days for mail processing. Late submissions may not be accepted and will be returned unopened.

Oakland-certified Local Business Requirement: 50% minimum Local and Small Local Business requirement. Firms unable to attend a voluntary pre-bid meeting are encouraged to contact DWES at dwes@oaklandca.gov to review the City’s Local and Small Local Business Enterprise (L/SLBE) program.

Contract Term and Amount: Three (3) years.

Contact Information:

Project Manager: Beaver Boonsook at bboonsook@oaklandca.gov or (510) 238-7166 Capital Contracts Division (CCD): capitalcontracts@oaklandca.gov Department of Workplace and Employment Standards (DWES): dwes@oaklandca.gov

RFP Documents: RFP documents are only available digitally and provided free of charge through the website listed below.

1. iSupplier: https://www.oaklandca.gov/services/register-with-isupplier

2. City of Oakland’s Bids and Contract Opportunities https://apps.oaklandca.gov/ContractOpportunities/

Important Disclaimers and AB 2036 Compliance:

It is the responsibility of each prospective proposer to download and print all RFP documents, including any addenda, and to verify the completeness of their printed bid documents before submitting a bid. The City does not warrant, represent, or guarantee the accuracy or completeness of any RFP documents and/or information retrieved from other sources. The City is not responsible for any loss or damage including, but not limited to, time, money, or goodwill arising from errors, inaccuracies or omissions in any bid documents and/or information obtained from other sources. It is each prospective proposer’s responsibility to check these sites through to the close of bids for any applicable addenda or updates.

Asha Reed, City Clerk and Clerk of the City Council Newspaper publication date: July 17, 2026 https://www.oaklandca.gov/services/register-with-isupplier mailto:dwes@oaklandca.gov mailto:bboonsook@oaklandca.gov mailto:capitalcontracts@oaklandca.gov mailto:dwes@oaklandca.gov https://www.oaklandca.gov/services/register-with-isupplier https://apps.oaklandca.gov/ContractOpportunities/

B. INTRODUCTION

Description: The Martin Luther King Jr Way Streetscape Project (City Project #1006954) aims to improve pedestrian and bicycle safety in a high priority equity community in West Oakland, Old Oakland, and the Jack London district. The improvements will include:

• Install a new raised, two-way cycle track on Martin Luther King Jr. Way between 2nd Street and 14th Street to provide a safe and comfortable bike route for all ages. This cycle track will connect with several other existing and planned bike facilities connecting West Oakland, Old Oakland, Downtown, and the Jack London District.

• Install curb ramps and bulb-outs to improve pedestrian safety and accessibility for people with disabilities.

• Install high-visibility crosswalk markings and pedestrian lighting to increase visibility for pedestrians in crosswalks and improve pedestrian safety, particularly for pedestrians crossing under I-880.

• Plant new street trees to make the city more climate resilient by regulating extreme temperatures, sequestering carbon, and mitigating air pollution in the area.

• Install fiber optic cable between Embarcadero West and 7th Street to enable the expansion of OAK WiFi, a program that provides free internet to Oaklanders to help close the digital divide, and to improve traffic signal coordination along the corridor.

• New traffic signal mast arms, protected left turns, bike signals, and pedestrian countdown heads to increase traffic safety.

• Pavement full depth reconstruction between 2nd and 11th Street, and slurry seal treatment between 11th and 14th Street.

https://www.oaklandca.gov/topics/oakwifi

C. PROJECT REQUIREMENTS

The City of Oakland, Department of Transportation (OakDOT), Major Projects Division intends to contract with a qualified firm/joint venture to provide construction management support services (CMSS) for the MLK Jr. Way Streetscape Project.

During the estimated construction duration, the CMSS Consultant Team (CMSS Consultant), consisting of a Prime Consultant, will be required on a full-time basis. Selected sub-consultants, special inspection, material testing, and environmental monitoring services related to the construction work will be contracted for and coordinated by the CMSS Consultant on an as-needed basis as part of this professional services agreement (Agreement). The CMSS Consultant shall provide one individual in their organization, a California licensed Professional Civil Engineer (PE), who shall act as Resident Engineer (RE) on behalf of the City and assume overall responsibility to monitor, coordinate, and oversee qualified member(s) on the team performing the minimum scope of services listed below in “Scope of Services” (Section D).

The CMSS Consultant will report to the designated City Construction Management staff and the City’s Project Manager in accordance with the City’s established communication protocol. The CMSS Consultant will serve as an extension of city Construction Management staff, providing CMSS as requested. The CMSS Consultant Team shall have requisite experience in providing services for the pre-construction, construction, project close-out, and post-construction phases of capital infrastructure projects.

The Special Inspectors shall have a minimum of five years of increasing levels of public right-of-way improvement inspection experience and shall be capable of reading and understanding Traffic Control Plans (TCP) and be familiar with Manual of Uniform Traffic Control Devices (MUTCD). The individuals shall possess certifications that meet the minimum specification requirement from appropriate organizations such as International Code Council (ICC), International Conference of Building Officials (ICBO), American Concrete Institute (ACI), American Welding Society (AWS), American Association of State Highway and Transportation Officials (AASHTO), California Department of Transportation (CALTRANS), etc.

The material testing laboratory shall have the ability to satisfy the requirements of the City of Oakland, CALTRANS, the American Association of State Highway and Transportation Officials (AASHTO), and Federal Government. The laboratory shall meet all standards and requirements for material tests, licenses, reports, report analysis and recommendations. Lab personnel performing the testing shall be certified for Caltrans Test Methods (CTM). City personnel may physically inspect the test lab and equipment. The CMSS Consultant will be required to submit reports or critical evaluations regarding the testing or other related services.

Depending on the expertise of the selected CMSS Consultant, the City reserves the right to implement a different arrangement of assignments and responsibilities between City staff and the CMSS Consultant. Whenever the City determines that it would be in the best interests of the Project, the City reserves the right to: 1) use qualified City staff or other consultants to provide construction management services; 2) direct the CMSS Consultants to integrate qualified City staff into their team; or 3) add or subtract scope during the duration of the contract.

The proposal must clearly indicate the approach for providing construction management, special inspection, material testing, and environmental monitoring services under the general guidance of City staff for assignment with varying project hours and work shifts according with project needs. It is the CMSS Consultant’s responsibility through this proposal process to describe how the team will optimize the cost-effective and time-efficient use of personnel and sub-consultants.

D. SCOPE OF SERVICES

The following describe the anticipated construction management support services and are intended to summarize the minimum scope of work needed and require general knowledge of construction within the City of Oakland. The proposer may modify the scope of services to be provided; however, all modifications shall be clearly identified in the proposal.

Task 1.0 – Project Management

• Maintain project controls system utilized by the City; Minimum features of this system include: change order and charge order request tracking and management, contract management, project and program dashboard, project reporting, project logs tracking RFIs/submittals, document management and archival, photo management, punch lists, and cost management.

• Provide functional integration with City data-based reporting systems and coordination with City staff in the implementation and maintenance of project controls systems

• Prepare monthly reports to detail pre-construction and construction activities; make recommendations to resolve project risks

• Monitor and report labor hours including budget tracking and analysis to prevent overspending. Reporting activities include budget-to-actuals, percentage of budget utilized, and review of remaining budget to ensure financial controls

• All documentation, reports, and project logs shall be readily accessible from remote devices (tablets, mobile devices, etc.) and support quick, consolidated downloading.

Task 2.0 – Pre-Construction Phase

• Plan, schedule, and conduct pre-job and pre-construction conferences; and take and distribute accurate and complete meeting minutes

• Prepare public notification as part of public outreach

• Develop Quality Assurance / Quality Control Plans to determine inspection standards that will be applied during construction

• Provide inspection services to assess and record pre-existing field conditions

Task 3.0 - Construction Phase

• Provide inspection services to monitor and inspect the methods, workmanship, and materials used by the Contractor to assure compliance with contract documents and all applicable codes and building permits

• Provide site observation and inspection service (this differs from special inspection services); maintain a daily inspection report of all construction activities including contractors, subcontractors, manpower, equipment, materials deliveries, weather, delays, and meeting minutes; and maintain a weekly report of construction activities

• Ensure temporary construction site compliance with the ADA and City requirements; Site observations must verify that temporary pedestrian routes are firm, stable, slip-resistant, and free of obstacles; Accessible paths and transit facilities for pedestrians and bicycles must be maintained per project requirements

• Maintain all photographic records of site and construction progress

• Review Contractor’s construction schedule for conformance to the contract specifications, sequence of work, task definition and duration, critical path activities, float; and review monthly schedule updates

• Coordinate construction activities, schedule, and logistics with all necessary regulatory agencies and stakeholders

• Process submittal, request for information, test reports, and other documents for transmittal to contractor; and maintain a master log of records for construction contract

• Review and process Contractor’s invoices, including preparation of Progress Payments

• Review, analyze, negotiate, and respond to all requests for change order and extensions of contract time; prepare cost estimate to verify contractor’s request for extra work, change order, and claim; prepare change order and all associated supporting documentation, including analysis of schedule and budget impact; and maintain a trend log to monitor all executed change orders, pending change orders, and potential claim

• Maintain documentation for any issue that may result in a claim for additional cost or time; perform time impact and cost analysis to recommend resolution to claim

• Manage projects consistent with the State’s General Construction Permit and local C.3 Stormwater permit

• Manage projects under purview/permit by other regulatory agencies (examples: U.S. Fish & Wildlife, Army Corps of Engineers, San Francisco Bay Conservation and Development Commission, Caltrans)

Task 4.0 - Contract Close-Out Phase

• Conduct final inspections and prepare final punch list

• Maintain copy of as-built drawings to verify Contractor’s as-built plans to be submitted;

and distribute as-built drawings to City stakeholders and Operations

• Prepare Contractor’s performance evaluation

• Compile warranty and operation and maintenance manuals

• Prepare change order to reconcile base contract and change order(s)

• Prepare final payment to close contract

• Review, analyze, and respond to Time Impact Analyses (TIAs) submitted by the contractor for delay claims, and prepare independent TIAs based on the City’s records and construction schedule to evaluate and defend against such claims (alternative bid item on an as-needed basis).

Task 5.0 - Special Inspection and Material Testing The scope of services to be provided for special inspection and material testing shall comply with the California Code of Regulations, and Caltrans Local Procedure Manual Exhibit 16-R. The selected primary firm shall have a Material Testing Laboratory certified with Caltrans TL0113. The inspector(s) and/or technician(s) will report to and work with City Staff and will perform services including, but not limited to, observation of the contractor’s operations to ensure conformance with applicable standards. Special inspection and material testing services in accordance with City of Oakland requirement include the following:

1. CAST-IN-PLACE CONCRETE AND REBAR

• Concrete mix design reviews

• Tagging and sampling rebar

• Rebar placement inspection

• Concrete batch plant inspection

• Concrete placement inspection

• Sampling concrete

• Prepare compression cylinders.

• Tensile and bend test

• Compression tests

2. MASONRY

• Grout mix design reviews.

• Sampling masonry block

• Tagging and sampling rebar

• Witness fabrication of masonry assemblages

• Grout batch plant inspection

• Masonry placement inspection

• Sampling mortar/grout

• Transporting samples

• Ferro scanning to locate rebar.

• Coring masonry

• Physical tests of masonry units

• Tensile and bend tests

• Composite prism compression tests

• Compression tests – mortar cylinders

• Compression tests – grout prisms

• Shear bond test of CMU cores

• Compression tests of CMU cores

3. STRUCTURAL STEEL

• Material identification

• Review welder certifications

• Shop welding inspection

• NDT shop welding

• Field welding inspection

• High strength bolting inspection.

• NDT field welding

• Metal deck/stud welding inspection

• Light gauge framing inspection

• Testing of high strength bolts, nuts, and washers

4. BASE PLATE GROUTING

• Non-shrink grout placement

• Sampling non-shrink grout

• Transporting samples

• Compression tests

5. ANCHOR BOLTS/EPOXIED DOWELS

• Proof load testing – tensions

• Proof load testing – torque

• Epoxy/dowel installation

6. SOILS

• Sampling soils

• Laboratory compaction curves, checkpoints, moisture/density, plasticity, gradation

• Verify materials below footing are adequate to achieve the design bearing capacity.

• Verify excavations are extended to proper depth and have reached proper material.

• Perform classification and testing of controlled filled materials.

• Verify use of proper testing materials, densities (compaction testing) and lift thickness.

• Prior to placement of controlled fill, observe subgrade and verify that the site has been prepared properly.

• R-value field sampling and laboratory testing

7. ASPHALT CONCRETE

• Plant inspection and sampling

• Asphalt mix design reviews.

• Field asphalt concrete sampling

• Laboratory gradation, asphalt concrete burns to determine oil content of samples, sand equivalent test.

• Cold asphalt in place testing and inspection

• Viscosity and air void determination

• Micro-resurfacing testing and inspection

• Field asphalt concrete compaction tests

• Max density test

(Optional) Task 6.0 - Project Control System Software

The City of Oakland is seeking to procure and implement a construction management Project Control System (PCS) software for the delivery of the project from the pre-construction phase through construction closeout. The software applications will be intended for the tracking of medium to large size capital construction projects.

The CMSS Consultant shall be responsible for furnishing all necessary resources for the procurement and implementation of the software. This includes, but is not limited to, the software licenses for the duration of the project and comprehensive training for City use and integration.

The CMSS Consultant must:

• Have a minimum of three (3) successful software system implementations on other projects, including one (1) for municipalities that are comparable in project budget.

• Have sufficient, competent, and skilled staff with experience performing the requested services in the software.

• Demonstrate how the PCS software will be used to document field activities, manage submittals and RFIs, track inspection results, and maintain clear communication with City staff. Describe the proposed technology solution and provide examples of utilizing the software and any modules beyond the base software.

• Describe unique aspects of the software solution in the marketplace.

The software should meet the following functionality:

• Project Management

a. RFI

b. Daily Log

c. Drawings

d. Submittals

e. Punch List

f. Schedule and sequencing

g. Meetings

h. Correspondence

i. Transmittals

j. Document Repository

• Quality and Safety

a. Inspections

b. Photos

• Project Financials

a. Change Orders

b. Budget

c. Invoice Management

• Analytics

a. Reporting – Project Data Extraction

• Access and filing

a. Allow remote access to all documents and reports

b. Support quick and consolidated files downloading for backup and storage purpose

The CMSS Consultant shall prepare and submit a separate, stand-alone, Vendor Cost Proposal which offers itemized pricing through the duration of the project, along with recurring costs, to satisfy the functionality requirements described above. See Section II.8.e - Cost Proposal and Hourly Billing Rates for submittal requirements related to this optional task.

E. RFP TIMELINE

The estimated overall timeline for this RFP is provided in the following table. The City of Oakland reserves the right, in its sole discretion, to modify, revise and change the schedule at any time.

The Consultant shall not be entitled for additional compensation if this timeline is not met or if the actual project’s schedule differs from this timeline.

ACTIVITY ESTIMATED TIMEFRAME

RFP Issued Week 0

Proposals due Week 3

Proposal evaluated Week 5

Interviews conducted (if necessary) Week 7

Negotiations concluded Week 10

SECTION II. Submittal Requirements Proposals shall be submitted electronically via iSupplier the City’s online procurement system or by mail, or hand-delivered to the City Clerk at 1 Frank H. Ogawa Plaza, Room 101, Oakland, CA 94612 before the proposal deadline specified in this RFP, subject to Addenda issued. Proposals not received by the deadline may not be considered for evaluation and award.

The proposal should be organized in the order in which the required elements are presented below. Elements to be included in the proposal are described below.

1. Transmittal or Cover Letter

a. To the attention of: Beaver Boonsook, Project Manager, Oakland Department of Transportation, 250 Frank Ogawa Plaza, Suite 4344, Oakland, CA 94612.

b. Signed by an officer of the prime consultant. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign.

c. IMPORTANT: Include a statement of acknowledgment of having received all addenda, if any are issued.

2. Firm Profile: Experience and Qualifications (Suggested Limit - 2 pages)

a. The prime consultant and sub-consultants (if applicable) must be able to demonstrate expertise, experience, and the ability to provide the services and complete the tasks described in the Scope of Services. Include a brief description of the prime consultant firm (firm) and sub-consultant team (team), including number of employees and years in business, corporate qualifications, commitment, strength, and technical capabilities, as well as the firm’s overall approach and strategy accomplish the scopes of services to be provided.

b. Discuss how each consultant’s experience is relevant to the project. Highlight relevant experience with:

i. Capital infrastructure projects ($20+ million each)

ii. Projects constructed in highly-congested traffic areas, or urban settings in the public right of way

iii. Projects with on-going or overlapping construction priorities

c. Discuss your team's involvement in public right-of-way infrastructure within the last three years that will demonstrate the competence of the team to perform the work specified in this RFP. The consultant shall emphasize any experience in construction management, special inspection, material testing, and environmental monitoring services, Caltrans Standard Specifications, Caltrans Standard Plans, City of Oakland Quality Assurance Program Manual, Caltrans Local Agency Structure Representative Guidelines, Caltrans Quality Assurance Program (QAP) Manual, Caltrans Local Assistance Procedures Manual (LAPM), and Caltrans

Local Assistance Program Guidelines (LAPG). In addition, consultants are requested to describe similar agreements they have with other agencies or firms.

3. Project Team Organization and Teamwork (Suggested Limit - 3 pages)

a. Describe the roles and organization of your proposed team for this project.

Indicate the composition and number of project staff and experience of your firm/team as it relates to this project. Identify one prime individual as Project Manager to represent the entire CMSS Consultant Team, whose responsibility will be to direct, coordinate and control the entire CMSS Consultant team towards the successful delivery of the City’s projects.

b. Provide an organizational chart of the firm and team, including all Key Personnel and lead team members, including individuals who will be providing CM services in their Core Areas of Expertise as indicated. Correlate the team members’ positions on the Organizational Chart to the Scope of Services being provided.

c. Outline the organization and confirm commitments of the proposed CMSS Team and Key Personnel. State whether the expected resource projections will be handled by existing permanent staff or if additional staff will be hired.

d. The availability of the principal-in-charge, lead technical staff and technical support staff to commit to this contract should be numerically expressed as a percentage of work hours for that employee on a yearly basis.

e. Describe how the CMSS Consultant Team will interface with City staff, the A/E Team, and the General Contractor during each component of the project construction. Indicate if this team or portions of this team have previous experience working together and/or with the City in an integrated organization.

f. Indicate which scope of services, if any, the CMSS Consultant Team will not be providing and the reason, thus informing the City of the need to search for other consultants to complete the team.

4. Team Profile (Key/Lead Personnel) Profile (Suggested Limit - 3 pages)

a. Provide a summary of qualifications of the principal-in-charge and other lead technical staff who may be assigned to this project. Staff qualifications should include a brief description of relevant experience in the project areas and services listed in this RFP, proposed role, length of work experience, and any areas of expertise.

b. Highlight each member’s experience providing construction management support services on public right of way infrastructure projects. Clearly indicate the type of project and whether the project(s) were successful. Explain why they were or were not successful.

5. Overall Approach and Project Management (No Page Limit)

a. Overall approach for meeting goals and objectives of this RFP. Discuss how your approach would enhance or add value to the performance of your overall team.

Discuss how you have successfully implemented your approach on past projects.

b. Plan for assisting in reviewing and managing the contractor’s construction phasing and traffic control plans. Explain how you will ensure public and worker safety and maintain access for local businesses, pedestrians, bicyclists, and transit services throughout the project duration.

c. Outline your plan for coordinating with utility agencies, emergency service providers, adjacent property owners, business associations, and the general public. Other regional stakeholders may include Caltrans, AC Transit, Amtrak, BART, UPRR, and Port of Oakland. Describe methods your team will use to support effective communication and minimize impacts to key stakeholders and the community.

d. Approach in coordinating/managing construction and inspections with all participants (i.e. City, Consultants, CMSS Team, General Contractor). Discuss your team’s Project Inspection and QA/QC program (policies and procedures) in accordance with applicable City, Local, State, and Federal standards. Describe how your team will manage non-conformance issues and ensure timely corrective actions.

e. Plan for coordinating and managing all work activities to meet project milestones and deliverable due dates. Explain how your construction management team will monitor contractor progress, identify potential schedule or cost impacts, and implement mitigation strategies. Describe any tools or methodologies you use for schedule tracking, cost forecasting, and reporting.

f. Processes/measures for controlling cost and schedule, tracking delivery/performance and maximizing QA/QC. Demonstrate your approach and methodology for managing the cost and budget and providing accurate cost estimates for evaluating the contractor’s change order requests.

g. Processes for internal and external notification and resolution of technical conflicts and cost/schedule variances.

h. Special expertise to be provided for various services requested.

i. Approach for monitoring and reporting labor hours. Include description

(frequency, days after timesheet submittal) of PM’s access to reports on staff labor hours and other cost related items.

6. References (Suggested Limit - 3 pages)

a. List three (3) – five (5) reference projects for each firm – Prime consultant and sub-consultants must provide the following information:

i.Agency or company for which the work was performed;

ii.General description of the scope of work;

iii.Performance metrics and outcomes of the work performed;

iv.Project Construction Cost and Firm’s Contracted Amount;

v.Name and contact information of agency or company representative responsible for project delivery to contact as a reference.

7. Local and Small Local Business Enterprise Program (L/SLBE)

50% Local Business Enterprise Program Compliance

The City of Oakland has adopted a Local and Small Local Business Enterprise Program (L/SLBE). The City’s current L/SLBE Program guidelines may be accessed via the following link:

https://www.oaklandca.gov/files/assets/city/v/1/workplace-employment-standards/documents/city-of-oakland-local-small-local-business-program-1-6-2025.pdf

a. Proposing firms or teams must demonstrate compliance with the City’s Local and Small Local Business Enterprise Program. Submit a completed Schedule E to summarize the project team and submit a copy of any LBE, SLBE or VSLBE certifications, if applicable.

b. At the time of submittal of Schedule E (for professional services), some L/SLBE-participation must be proposed in order to satisfy the requirement at time of submission. If zero participation is presented, the proposal will not be accepted. If the proposal with minimum participation is selected, the proposer shall be able to adjust up in order to meet the 50% requirement. If the Prime Firm is not an Oakland-Certified local business (LBE, SLBE, VSLBE) the firm must achieve a minimum of 25% SLBE or 12.50% VSLBE participation. The 50% L/SLBE requirement must be met. Further Schedule E (Project Consultant Team) needs to include the dollar amount and/or percentage of all participating firms and must always total 100%.

c. The Prime Consultant or Project Team must reflect compliance with the City’s Local and Small Local Business Enterprise Program. We encourage all firms to include a ‘core team’ of consultants; such as Surveying, Cost Estimating, Civil Engineering, Community Engagement, and Irrigation Design, to meet the City’s Local Business Enterprise Program, and demonstrate a true intent to utilize the listed sub-consultants. Please refer to the ‘Policies and Programs’ section of this RFQ for additional information.

d. List firm and sub-consultants with individual addresses, telephone numbers, and areas of expertise. Briefly describe the project responsibility of each team member. Identify which consultants are Local Business Enterprises (LBE), Small Local Business Enterprise (SLBE), and Very Small Local Business Enterprise (VSLBE).

Additionally, for LBEs/SLBEs/VSLBEs, submit a copy of current business license and date established in Oakland. At a minimum, teams shall complete and submit Schedule E as a summary sheet showing your project team.

8. Cost Proposal and Hourly Billing Rates

a. The prime consultant shall provide a cost proposal to accomplish each task as a separate attachment (electronic) or in a separate sealed envelope (mail). The prime consultant may propose time and materials and/or fixed-cost estimates.

i. If the cost proposal is based on hourly rates, the prime consultant and sub-consultants shall provide a complete list of all staff hourly rates of the positions that would be invoiced, i.e., Principal, Project Manager, Outreach https://www.oaklandca.gov/files/assets/city/v/1/workplace-employment-standards/documents/city-of-oakland-local-small-local-business-program-1-6-2025.pdf https://www.oaklandca.gov/files/assets/city/v/1/workplace-employment-standards/documents/city-of-oakland-local-small-local-business-program-1-6-2025.pdf

Staff, Administrative Support, etc. Hourly rates shall be itemized and all-inclusive, i.e., base salary, fringe benefits, overhead, indirect cost surcharges, profit, etc.

b. The prime consultant shall provide a monthly invoice with supporting documentation that shows the hours billed to specific tasks executed and services provided if the task is based on time and materials or reference to the deliverable completed if the task is based on a fixed price as determined in the scope of work.

c. Mark-up on all reimbursable expenses, i.e., sub-consultant fee, printing, production costs, photography, equipment rental, mailing/postage, use of vehicle, software procurement, materials acquisition, etc., shall be individually negotiated and shall be subject to the City’s approval, but may not in any case exceed 10%.

d. The contract amount will be a maximum not-to-exceed amount. During the three

(3) year contract term, there is no provision for hourly billing rate increases or adjustments. If an amendment to extend the contract expiration becomes necessary, hourly billing rate increases/adjustments may be permitted in accordance with the annual increase stipulated each July 1 by the City’s Living Wage Ordinance (Chapter 2.28 of the Oakland Municipal Code).

e. (Optional Task 7.0 – Project Control System (PCS) Software)

(Separate, Submitted in Excel) – Proposers shall prepare and submit a separate, stand-alone, Vendor Cost Proposal for PCS Software with itemized pricing through completion of the project, along with recurring annual costs, for all aspects of the project including, but not limited to, the following costs:

- “Software as a service” license with software assurance

- Implementation fees

- Annual Support Costs

- Software integration

- Data conversion

- Training

9. Forms Due with Proposal

(see Appendix A for forms and Section IV for information)

a. Schedule E - Project Consultant Team Listing

b. Schedule I – Sanctuary City Contracting and Investment Ordinance

c. Schedule O - Campaign Contribution Limits

d. Schedule W – Border Wall Prohibition

e. Schedule Z - Debarment and Suspension Form

10. Optional Schedule(s)/Form(s) due with Proposal

(See Appendix A for form and Section IV.I.3.d.ii for information)

a. Schedule E-2 – Oakland Workforce Verification

SECTION III. Selection Process

A. PROPOSAL EVALUATION

The following evaluation criteria will be used in evaluating and rating the proposals submitted by proposers.

MAX

POINTS

EVALUATION CRITERIA

FIRM PROFILES: EXPERIENCE AND QUALIFICATIONS

PROJECT TEAM ORGANIZATION AND TEAMWORK

TEAM (KEY/LEAD PERSONNEL) PROFILE

OVERALL APPROACH AND PROJECT MANAGEMENT

CLIENT REFERENCES FROM RELEVANT PROJECTS

POSSIBLE RFP CRITERIA POINTS

*Up to a maximum of 12.5 L/SLBE program participation points are assessed by the Department of Workplace and Employment Standards (DWES) for compliance with the program and eligibility with preference points. These points are considered in final scoring after the proposer is deemed responsive to the program.

Additional information on the City of Oakland Local/Small Local Business Enterprise Program is available here: https://www.oaklandca.gov/files/assets/city/v/1/workplace-employment-standards/documents/city-of-oakland-local-small-local-business-program-1-6-2025.pdf

The City reserves the right to select consultants based solely on the proposals and not conduct oral interviews. The City desires to receive and evaluate at least three (3) proposals for this contract and reserves the right to re-advertise if the condition is not met.

B. INTERVIEW OF SHORT-LISTED FIRMS

The City may develop a “short list” of proposers to be considered for further evaluation, possibly including oral interviews. The short-listed proposers will be notified in writing whether interviews will be held and provided with information on the interview format. Participation in the interview is mandatory. Short-listed teams will present their experience and approach to the project, followed by a question and answer session by the evaluation committee.

https://www.oaklandca.gov/files/assets/city/v/1/workplace-employment-standards/documents/city-of-oakland-local-small-local-business-program-1-6-2025.pdf https://www.oaklandca.gov/files/assets/city/v/1/workplace-employment-standards/documents/city-of-oakland-local-small-local-business-program-1-6-2025.pdf

If the City conducts oral interviews of the short-listed firms the interviews will be weighted as 60% and proposals 40% of the overall ranking; the maximum final number of points or score assigned will not exceed 100 points.

It is anticipated that the interviews will be conducted within ten (10) working days of notification.

Proposers are encouraged to plan their schedules accordingly to ensure that key staff will be available for the interview. However, the City, in its sole discretion, may modify, revise and/or change interview days, times and notification duration

C. CONTRACT NEGOTIATIONS

1. All RFP responses become the property of the City.

2. The RFP does not commit the City to award an agreement or to pay any cost incurred in the preparation of the proposal.

3. The completion of the interview process will result in the firms being numerically ranked.

The City will initiate contract negotiations in order of the ranking. Should the City and a firm not be able to reach an agreement as to contract terms within a reasonable time frame, the City may terminate negotiation at the City’s sole discretion.

4. The City reserves the right to negotiate the final scope of services and will not be bound by the scope of services presented in the RFP nor by the scope of services in the consultant’s proposal.

5. The City reserves the unqualified right without liability or commitment to any party, firm, or organization, whether or not minimum requirements are met:

a. to evaluate each proposal and to accept or reject any or all proposals received;

b. to modify, suspend, or terminate at its sole discretion any and all aspects of the RFP and/or RFP process, to obtain further information from any and all consultant teams, and to waive any defects as to form or content of the RFP or any responses by any consultant teams obligation;

c. to reject any or all proposals and to suggest that individual members of teams collaborate to form new consultant teams; and

d. to require a service provider to participate in negotiations and submit technical information or other revisions to the service provider’s qualifications as may result from negotiations.

6. In finalizing the scope of services, the City may request that the consultant add, delete, or replace sub-consultants. Such changes will be bound to the City’s LBE/SLBE requirements.

7. The contract amount (including reimbursable expenses) will be a maximum not-to-exceed amount on the tasks described in Section I and the cost proposal or proposed billing rates submitted under Section II, or lesser rates mandated by the City. Reimbursable expenses are subject to prior approval of the City. The amount for such expenses will be included in the maximum not-to-exceed amount. Firms will be required to maintain their billing rates for this period. Should the term of the Agreement need to be extended, rate increases may be allowed at that time.

D. CONTRACT AWARD

1. Upon successful completion of the negotiations, City staff will seek City Council authorization to award a professional services agreement to the selected Proposer.

2. Upon authorization to award the contract by the City Council, the City may proceed with the contract award and contract execution processes.

3. All documents and information submitted to the City of Oakland in response to an RFP are public records pursuant to California Government Code, Sections 6254, et seq. and City of Oakland Sunshine Ordinance, Oakland Municipal Code Chapter 2.20. The City shall disclose such documents and information upon request by any member of the public, absent a mandatory duty to withhold or a discretionary exemption that the City may choose to exercise. The City shall not in any way be liable or responsible for any disclosures of documents or information made pursuant to a request under the Public Records Act or the City of Oakland Sunshine Ordinance.

4. The selected consulting firm shall be required to maintain auditable records, documents, and papers for inspection by authorized local, state and federal representatives.

Therefore, the consulting team may be required to undergo an evaluation to demonstrate that the firm uses recognized accounting and financial procedures.

5. A&E Services Agreement Please review the sample services agreement included in the Appendices. The City strongly advises against requesting any modifications to its terms and conditions.

Submittal of a proposal shall demonstrate the consultant’s review, understanding and acceptance of the terms of this agreement. Requests to modify agreement terms may result in rescission of contract offer.

6. Insurance Requirements The awarded consultant will be required to provide proof of insurance in accordance with Schedule Q prior to execution of a contract. (see Appendices)

7. Business Tax Certificate The consultant awarded this contract shall obtain or provide proof of having a current City of Oakland Business Tax Certificate prior to contract execution, and shall maintain a current tax certificate for the duration of the contract.

SECTION IV. Mandatory Policies and Programs

<<< Schedules E, I, O, W and Z shall be submitted with the proposal. Schedule E-2 is optional. >>>

All other Schedules referenced below are not required with the proposal. These schedules will only be required of the contractor receiving the award and will be provided during the contract execution phase. These Schedules, policies, programs, and ordinances referenced in this section are available at:

https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and-schedules

Please carefully review all the terms and conditions described below. The City shall award contracts only to firms that can achieve full compliance.

A. General Information

“Contractor”, “Consultant”, “Firm”, “Prime Consultant” and “Proposer” are defined as professional services consultant.

The RFQ does not commit the City to award a contract or to pay any cost incurred in the preparation of the proposal.

The City reserves the sole right to evaluate each proposal and to accept or reject any or all proposals received as a result of the RFP process.

The City reserves the unqualified right to modify, suspend, or terminate at its sole discretion any and all aspects of the RFP and/or RFQ process, to obtain further information from any and all Contractor teams, and to waive any defects as to form or content of the RFP or any responses by any contractor teams.

The City may require a service provider to participate in negotiations and submit technical information or other revisions to the service provider’s qualifications as may result from negotiations.

This Agreement is subject to the attached Sample Professional Service Agreement.

The successful proposer selected for this service shall obtain or provide proof of having a current City of Oakland Business Tax Certificate.

https://www.oaklandca.gov/documents/contracts-and-compliance-forms-and-schedules

B. Prevailing Wage

Applicable to contracts that consist of California prevailing wage classification scope of work.

For more information contact the Contract Compliance Officer listed on this RFP or email the Department of Workplace & Employment Standards at slbe@oaklandca.gov.

The City has adopted State of California Prevailing Wage rates for its public works projects over $1,000.00 as per Special Provisions Section 7-2.2.

This project is subject to State of California Labor Code Sections 1770-1781, 1813, and 1815 requiring the payment of prevailing wages, the training of apprentices, and compliance with other applicable requirements. The City shall provide upon request copies of the prevailing rate of per diem wages to be paid to all applicable workers. The City shall make available prevailing wage rate determinations to all interested parties upon reasonable request during normal business hours. Additionally, the contractor shall have a copy of the prevailing wage determinations posted in a conspicuous place at each job site. Prevailing wage information may also be obtained via the internet at: www.dir.ca.gov.

As a condition to receiving progress payments, final payment, and payment of retention on any and all projects on which the payment of prevailing wages is required, the contractor shall have provided to the City, along with its request for payment, all applicable and necessary certified payrolls and other required documents for the time period covering such payment request. The City shall withhold any portion of a payment, including the entire payment amount until certified payroll forms and other required compliance monitoring documents are properly submitted. In the event that certified payroll forms do not comply with the requirements of Labor Code Section 1720 et seq., or wage violations are identified by the City, the City may continue to hold sufficient funds to cover estimated wages and penalties under the contract.

Weekly Certified Payroll: Contractors are required to submit weekly certified payroll documents five days after each pay period to the City and will be monitored/audited for compliance. The City will investigate discrepancies in the audit as well as prevailing wage claims and may request further documentation or proof of compliance. If the City determines that Contractor has failed to pay any of its employees the appropriate prevailing wage rate, findings will be reported to the Department of Labor and/or the difference between the amount paid and the amount owed for prevailing wages from any amount owed contractor will be withheld until such time as the payment dispute is fully and finally resolved.

Electronic Payroll Submittals: The prime contractor and all subcontractors shall submit all certified payrolls via the LCPtracker System, in accordance with the City of Oakland’s Local and Small Local Business Enterprise Program. The monthly service charge for Prime contractors is $197.00 per month for contracts less than 5 million dollars and $357.00 per month for contracts greater than mailto:slbe@oaklandca.gov

C. Pre-Proposal Meeting Information Section I.A. Request for Proposals Notice and legal advertisement will indicate whether a pre-proposal meeting is scheduled, and if it is voluntary or mandatory. If attendance is mandatory, Prime Proposers who fail to attend the pre-proposal meeting are disqualified from submitting a proposal/statement of qualifications. Topics discussed at the meeting may include, but are not limited to, general or technical project information, compliance requirements for programs such as the City’s Local/Small Local Business Enterprise Program, Disadvantaged Business Enterprise provisions, or supplemental HUD funding provisions, the Local Employment Program, the Oakland Apprenticeship Workforce Development Partnership System, Prompt Payment Ordinance, Equal Benefits Ordinance, Border Wall Prohibition, minimum wage ordinance, living wage ordinance, and prevailing wages.

D. RFQ/RFP Documents and Addenda RFQ/RFP Documents and Addenda are available in digital format only and provided free of charge through two websites listed below. Sign-in sheets for pre-proposal/submittal meetings will also be uploaded to these two websites. Hard copies are NOT available for purchase from the City. Courtesy notifications of contracting opportunities advertised in the newspaper are emailed only to vendors properly registered with either portal listed below.

1. iSupplier System (City’s official site):

Registration in iSupplier, the City’s payment and procurement system, is…