RFP On-Call Land Surveying Services.pdf

Rev. 7/2025 - Pro. Services

Request for Proposal

No. SDD-070 / SPD126-SPDAD-6152

On-Call Land Surveying Services

San Bernardino County Department of Public Works – Special Districts

222 W. Hospitality Lane, 2nd Floor San Bernardino, CA, 92415-0450

November 2025

Department of Public Works – Special Districts

Request for Proposal On-Call Land Surveying

Services

No. SDD-070

SPD126-SPDAD-6152

I. INTRODUCTION

A. Purpose The San Bernardino County, Department of Public Works – Special Districts (Department), is seeking Proposals from interested and qualified consultants and companies to provide professional on-call land surveying services for San Bernardino County and all San Bernardino County Board Governed Special Districts, including all County Service Areas and their Zones, the Big Bear Valley Recreation and Park District and the Bloomington Recreation and Park District, (all entities collectively referred to herein as “County”).

The number of awards will be determined by the quality of the proposals received.

The County’s objective through its issuance of this Request for Proposals (RFP) is to establish a list of Consultants eligible to provide services pursuant to a County approved on-call contract. The County will negotiate with selected Consultants to enter not-to-exceed contracts of up to five (5) years duration. The Consultants will provide services for various projects on an as-needed basis. Multiple Consultants may be selected. For any contracts awarded as a result of this RFP, no minimum or maximum number of projects assigned to selected consultants can be guaranteed by the County. In addition, Consultants are not guaranteed to remain on the list in the event unsatisfactory work is performed on job assignments. The County reserves the right to exercise any of the termination provisions in this RFP and in the resulting contract.

The creation of the on-call list does not limit the Department’s right to obtain consultant services on any individual project in a different manner (e.g., the Department may issue a separate RFP for consultant services on an individual project). In such case, any consultant to this RFP can also submit a proposal in response to a separate RFP for consultant services on an individual project.

If an on-call contract is awarded, the Department will issue a Public Service Request (PSR) for specific work, assignments, and/or task orders, to the consultants on the on-call list. Once bids are received and evaluated, the Department will issue a task order to the most qualified consultant whose proposal best fits the specific scope of work. All work will be assigned and paid in accordance with the Fee Proposal Sheet(s) included in the on-call services contract. However, consultants may submit bids with rates lower than those listed in the contract.

Please refer to Section V, Scope of Work, and Section VI, Proposal Submission for additional information.

The following table lists the Attachments and Exhibits included in this RFP. The Attachments and Exhibits, referenced throughout, can be found within this RFP or available to download on ePro:

RFP ATTACHMENTS:

ATTACHMENT A – Cover Page ATTACHMENT B – Statement of Certification ATTACHMENT C – Licenses, Permits & Certifications ATTACHMENT D – Certification regarding Debarment of Suspension ATTACHMENT E – Cost/Fee Proposal ATTACHMENT F – References ATTACHMENT G – Employment of former County Officials ATTACHMENT H – Reserved ATTACHMENT I – Public Records Act Exemptions ATTACHMENT J – Indemnification & Insurance Requirement Affidavit ATTACHMENT K – Reserved ATTACHMENT L – Conflict of Interest and Political Reform Act Obligations ATTACHMENT M – Reserved ATTACHMENT N – Land Surveying Services Checklist

Special Districts

Request for Proposal On-Call Land Surveying

Services

No. SDD-070

RFP EXHIBITS:

EXHIBIT A – Prevailing Wage Requirements EXHIBIT B – Prevailing Wage Determinations EXHIBIT C – Location Maps EXHIBIT D – Authorized Personnel EXHIBIT E – Sample County Contract EXHIBIT F – Sample District Contract EXHIBIT G – Public Service Request Form

B. RFP Contact

All correspondence, including Proposals and questions (no bid questions), must be submitted to the person identified below (RFP Contact):

Department of Public Works – Special Districts Attn: Thalia Hernandez 222 W. Hospitality Lane, 2nd Floor San Bernardino, CA 92415-0450

(909) 386-8846 Phone

(909) 386-8839 Fax Thalia.Hernandez@dpw.sbcounty.gov

Proposals will not be accepted by email or facsimile (not bid questions). Proposals must be submitted electronically through the County Electronic Procurement Network (ePro). All Proposers must register with the ePro system prior to the date and time to submit the proposal or they will be disqualified.

C. Budget The County estimates a budget of $500,000 for the full contract term for each Contract awarded under this RFP.

D. Contract Term

Services to be provided under this Request for Proposals (RFP) are outlined under Section V, Scope of Work. The Contract period will be from March 24, 2026 through June 30, 2030.

E. Location of Services Location(s) where Services are to be provided, completed and managed are at various County locations throughout San Bernardino County, see Exhibit C – Location Maps.

The Proposer must include in Proposal, Attachment E – Fee Proposal Sheet(s), all transportation, lodging, and per diem costs sufficient to pay its personnel and travel to the aforementioned locations.

F. Assistance to Proposers with a Disability

Proposers with a disability may request accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the RFP Contact no later than ten (10) days prior to the Deadline for Proposals.

II. PROPOSAL TIMELINE

Release of RFP December 04, 2025

Proposal Conference December 18, 2025; 9:00 a.m.

Deadline for Submission of Questions January 08, 2026; 4:00 p.m.

Deadline for Proposals January 20, 2026; 3:00 p.m.

Special Districts

Request for Proposal On-Call Land Surveying

Services

No. SDD-070

Date for Tentative Contract Award March 2024

Proposal Conference:

A Proposal conference will be held:

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Questions regarding the contents of this RFP must be submitted in writing in ePro on or before the Deadline for Submission of Questions. All questions will be answered and both the question and answer will be posted as an Addendum to the RFP in ePro.

III. DEFINITIONS

Capitalized terms used in this RFP shall have the meanings given to them in the RFP and as defined below:

Board: The San Bernardino County Board of Supervisors, acting as the governing body of San Bernardino County and all Board governed County Service Areas, their Zones, and special districts that provide recreation and park facilities, including the Big Bear Valley Recreation and Park District and Bloomington Recreation and Park District.

Contract: The Contract between the County and the Proposer resulting from the award issued pursuant to this RFP to the successful Proposer.

Consultant: Any individual, company, firm, corporation, partnership or other organization to whom a contract award is made by the County.

County: San Bernardino County and the political subdivisions of San Bernardino County, governed by the Board of Supervisors/Directors and administered by the San Bernardino County Department of Public Works

– Special Districts, and that include all County Service Areas, their Zones, Big Bear Valley Recreation and Park District, and Bloomington Recreation and Park District.

Facilitator: A County Purchasing Department buyer or designated individual tasked with managing the processes of the evaluation panel.

Proposal: The offer to provide specific goods or services at specified prices and/or other conditions specified in the RFP.

Purchasing Agent: The Director of the County Purchasing Department.

Request For Proposal (RFP): The request for an offer from Proposers interested in providing the identified services sought to be procured by the County. The RFP specifies the evaluation factors to be used and contains or incorporates by reference contractual terms and conditions applicable to the procurement.

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Request for Proposal On-Call Land Surveying

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Services: The requested professional services described in this RFP.

Subcontractor: An individual, company, firm, corporation, partnership or other organization, not in the employment of or owned by Consultant who is performing services on behalf of Consultant under the Contract or under a separate contract with or on behalf of Consultant.

Unmanned Aerial Vehicle (UAV): An aircraft without a human pilot on board and a type of unmanned vehicle, commonly known as a drone.

IV. PROPOSAL CONDITIONS

A. Authorized Signatures

All proposals must be signed by an individual authorized to bind the Proposer to the provisions of the

RFP.

B. Term of Offer

Proposals shall remain open, valid and subject to acceptance anytime within nine (9) months after the Proposal submission.

C. Required Review Proposers should carefully review this RFP for defects and questionable or objectionable material.

Comments from Proposers concerning defects and objectionable material in this RFP must be made in writing and received by the RFP contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

This will allow issuance of any necessary amendments or addendums to the RFP. It will also help prevent the opening of a defective RFP and exposure of Proposals upon which an award could not be made.

Protests based on any omission or error, or on the content of this RFP, may be disallowed if not submitted in writing to the attention of the RFP Contact prior to the deadline for submission of questions identified in Section II or at least ten (10) calendar days before the Deadline for Proposals (whichever occurs last).

D. Incurred Costs

The County is not obligated to pay any costs incurred by Proposer in the preparation of a Proposal in response to this RFP. Proposers agree that all costs incurred in developing a Proposal are the Proposer’s responsibility.

E. Amendments/Addendums to RFP The County reserves the right to issue amendments or addendums to this RFP if the County considers that changes are necessary or additional information is needed.

Changes to a Proposal or withdrawal of a Proposal will only be allowed if a request is received prior to the Deadline for Proposals. No amendments or withdrawals will be accepted after the Deadline for Proposals.

F. Reserved

G. Right of Rejection Offers must comply with all of the terms of the RFP, and all applicable local, state, and federal laws, codes, and regulations. The County may reject as non-responsive any Proposal that does not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.

Further, the County may reject a Proposal from any entity that is a parent, affiliate, or subsidiary, or that is under common ownership, control, or management with any other entity submitting a Proposal in response to this RFP.

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A Proposer may not qualify the Proposal nor restrict the rights of the County. If Proposer does so, the Proposal may be determined to be a non-responsive counter-offer and the Proposal may be rejected.

No Proposal shall be rejected, however, if it contains a minor irregularity, defect or variation. If the irregularity, defect or variation is considered by the County to be immaterial or inconsequential, the County may choose to accept the Proposal.

Minor irregularities may be waived by the Purchasing Agent when they are any of the following:

1. Do not affect responsiveness;

2. Are merely a matter of form or format;

3. Do not change the relative standing or otherwise prejudice other offers;

4. Do not change the meaning or scope of the RFP;

5. Are trivial, negligible, or immaterial in nature;

6. Do not reflect a material change in the work; or

7. Do not constitute a substantial reservation against a requirement or provision.

In such cases the Proposer will be notified of the deficiency in the Proposal and given an opportunity to correct the irregularity, defect or variation or the County may elect to waive the deficiency and accept the Proposal. The decision to provide a waiver shall in no way modify or compromise the overall purpose of the submittal, nor excuse the Proposer from compliance with all requirements if awarded a Contract.

This RFP does not commit the County to award a contract. The County reserves the right to reject any or all Proposals if it is in the best interest of the County to do so. The County also reserves the right to terminate this RFP process at any time.

H. Reserved

I. Clarification of Offers

In order to determine if a Proposal is reasonably susceptible for award, communications by the Facilitator for the evaluation panel are permitted with a Proposer to clarify uncertainties or eliminate confusion concerning the contents of a Proposal. Clarifications may not result in a material or substantive change to the Proposal. The evaluation by the panel may be adjusted as a result of a clarification under this section.

J. Public Records Act All Proposals and other material submitted become the property of the County and are subject to release according to the California Public Records Act (Government Code §7290.000). All Proposal information, including cost information, will be held in confidence during the evaluation and negotiation process.

Thereafter, Proposals are subject to becoming a non-exempt public record.

If a Proposer believes that any portion of its Proposal is exempt from public disclosure, it must indicate the specific portions believed to be confidential and not subject to disclosure on Attachment I - Public Records Act Exemptions. The Proposer also must include a brief description that sets out the reasons for exemption from disclosure. Each stated exemption must include a citation to supporting legal authority, including statutory authority or case law, to support exemption from the Public Records Act. Requested exemptions that do not meet the requirements of this section will not be considered.

The County will use reasonable means to ensure that such information is safeguarded, but will not be held liable for inadvertent disclosure of the information. Proposals marked “Confidential” in their entirety will not be honored, and the County might not deny public disclosure of any portion of Proposals so marked.

By submitting a Proposal with portions identified in Attachment I as “Confidential,” Proposer represents that it has a good faith belief that such portions are exempt from disclosure under the Public Records Act.

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Proposer may be requested to obtain legal protection from disclosure should a Public Records Act request be received. In the event the County does not disclose the information marked “Confidential,” Proposer agrees to reimburse the County for, and to indemnify, defend (with counsel approved by County) and hold harmless the County, its officers, employees, agents, and volunteers from and against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs and expenses, including without limitation, attorneys’ fees, expenses and court costs of any nature arising from or relating to the County’s non-disclosure of any such designated portions of a Proposal.

K. Employment of Former County Officials Information must be provided in Attachment G regarding former County Administrative Officials (as defined below) who are employed by or represent Proposer. The information provided must include a list of former County Administrative Officials who terminated County employment within the last five years and who are now officers, principals, partners, associates or members of Proposer and should also include the employment and/or representative capacity and the dates these individuals began employment with or representation of Proposer. For purposes of this section, “County Administrative Official” is defined as a member of the Board of Supervisors or such member’s staff, Chief Executive Officer or member of such officer’s staff, County department or group head, assistant department or group head, or any employee in the Exempt Group, Management Unit or Safety Management Unit.

Failure to provide this information may result in the Proposal being deemed non-responsive.

L. Iran Contracting Act of 2010 In accordance with Public Contract Code section 2204(a), the Proposer certifies that at the time the Proposal is submitted, the Proposer signing the Proposal is not identified on a list created pursuant to subdivision (b) of Public Contract Code section 2203 (https://www.dgs.ca.gov/PD/Resources/Page- Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses) as a person (as defined in Public Contract Code section 2202(e)) engaging in investment activities in Iran described in subdivision (a) of Public Contract Code section 2202.5, or as a person described in subdivision (b) of Public Contract Code section 2202.5, as applicable.

Proposers are cautioned that making a false certification may subject the Proposer to civil penalties, termination of an existing contract, and ineligibility to bid on a contract for a period of three (3) years in accordance with Public Contract Code section 2205. Proposer agrees that signing the Proposal shall constitute signature of this Certification.

M. Disclosure of Criminal and Civil Proceedings The County reserves the right to request the information described herein from the Proposer selected for Contract award. Failure to provide the information may result in a disqualification from the selection process and no award of Contract to the Proposer. The County also reserves the right to obtain the requested information by way of a background check performed by an investigative firm. The selected Proposer may also be requested to provide information to clarify initial responses. Negative information provided or discovered may result in disqualification from the selection process and no award of Contract.

The selected Proposer may be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees (as that term is defined herein), within the last ten years, has been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense arising directly or indirectly from the conduct of the firm’s business, or whether the firm, or any of it partners, principals, members, associates or key employees, has within the last ten years, been indicted on or had charges brought against it or them (if still pending) or convicted of any crime or offense involving financial misconduct or fraud. If the response is affirmative, the Proposer will be asked to describe any such indictments or charges (and the status thereof), convictions and the surrounding circumstances in detail.

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/List-of-Ineligible-Businesses

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In addition, the selected Proposer may also be asked to disclose whether the firm, or any of its partners, principals, members, associates or key employees, within the last ten years, has been the subject of legal proceedings as defined herein arising directly from the provision of services by the firm or those individuals. “Legal proceedings” means any civil actions filed in a court of competent jurisdiction, or any matters filed by an administrative or regulatory body with jurisdiction over the firm or the individuals. If the response is affirmative, the Proposer will be asked to describe any such legal proceedings (and the status and disposition thereof) and the surrounding circumstances in detail.

For purposes of this provision “key employees” includes any individuals providing direct service to the County. “Key employees” do not include clerical personnel providing service at the firm’s offices or locations.

N. Debarment and Suspension; California Secretary of State Business Entity Registration Proposer certifies in Attachment D that neither it nor its principals or subcontractors are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. (See Attachment D and the following United States General Services Administration’s System for Award Management website https://www.sam.gov). Proposer also certifies in Attachment D that if it or any of the subcontractors listed in the Proposal are business entities that must be registered with the California Secretary of State, they are registered and in good standing with the Secretary of State.

O. Unsatisfactory Performance

Proposer affirms that it has no record of unsatisfactory performance with the County in the twenty-four

(24) month period immediately preceding the date of issuance of this RFP.

P. Final Authority The final authority to award a contract(s) as a result of this RFP rests solely with the County Board of Supervisors, or as delegated by the Board of Supervisors.

Q. Department of Industrial Relations Registration Proposer must be registered with the Department of Industrial Relations as required by Senate Bill 854 (Chapter 28, Statutes of 2014) and Senate Bill 96 (Chapter 28, Statutes of 2017) to work on public works contracts as defined under the Labor Code.

R. Professional Land Surveyor License Proposer shall have a valid State of California Professional Land Surveyor license in the Project Manager’s or Project Surveyor’s (PM/PS) own name(s) (proof of valid licenses must be submitted with the Proposal).

Subconsultants must be appropriately licensed as applicable in their field of expertise. Proposers and their subconsultants must maintain valid applicable licenses during the entire term of the resulting Contract and any time work is being performed pursuant to a contract with the County/District.

S. Experience

Proposer and subconsultants shall have a minimum of five (5) continuous years of experience providing services outlined in this RFP.

T. References

Provide references of a minimum of three (3) other customers which Proposer contracted with, one (1) of which should be a government agency, involving the Proposer’s delivery of services within the last five (5) years that demonstrate the ability of the Proposer to provide professional services as outlined in this RFP.

All references must have names, titles, email address and phone numbers. Proposer shall provide the same number and type of references for each subconsultant identified in the proposal (submit a separate Attachment F for each subconsultant).

https://www.sam.gov/

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V. SCOPE OF WORK

A. BACKGROUND INFORMATION

The San Bernardino County Department of Public Works – Special Districts (Department) is seeking Proposals from interested and qualified Proposers to provide professional land surveying services in support of capital improvement and maintenance projects throughout the County and its Board governed Special Districts. Each year, the Department undertakes various public infrastructure projects including, but not limited to, roadway improvements, bridge replacements, park development, drainage enhancements, and utility upgrades.

San Bernardino County encompasses over 20,000 square miles and includes urban centers, mountainous terrain, deserts, and remote rural areas. The County’s size and geographic diversity require responsive, flexible, and technologically capable surveying services. The Department seeks to establish a list of approved on-call Consultants to provide licensed professional land surveying services on an as-needed basis for a wide range of projects. The number of Consultants selected will depend on the qualifications of Proposers and the needs of the Department.

Following this RFP process, the governing body of the County will authorize and approve contracts with one or more Consultants, each of whom may then be issued individual Requests for a Project Service Request (PSR) or task orders based on project-specific needs. No work shall commence without a written Notice to Proceed. The issuance of task orders will be governed by County procurement policies and California state law.

The Department provides municipal services across County Service Areas (CSAs), zones, Bloomington Recreation and Park District and the Big Bear Valley Recreation and Park District. These services include park and facility improvements, water and sewer systems, roads, street lighting, landscape maintenance, television translator services, cemeteries, animal parks, open space habitat management, and more. The selected Consultants may also provide services to other County departments, such as Regional Parks, Airports, Real Estate Services, and Flood Control, on joint or interdepartmental projects.

All work must be performed in compliance with the California Professional Land Surveyors’ Act, the Subdivision Map Act, County Surveyor requirements, and all applicable federal, state, and local laws.

Proposers must have sufficient qualified personnel, including a licensed Professional Land Surveyor (PLS), and access to modern survey technologies including GNSS equipment, total stations, UAVs, and

LIDAR.

The Department reserves the right, at its discretion or for any reason, to skip or drop a Consultant from the on-call list.

B. PROJECT DESCRIPTION

Typical projects for the County include, but are not limited to:

• Roadway reconstruction and pavement rehabilitation.

• Road widening, realignment, and new construction.

• Pedestrian facilities (including ADA-compliant improvements).

• Drainage and flood control projects.

• Retaining wall, bridge, guardrail, and culvert design.

• Parks, trails, and recreational facilities.

• Utility infrastructure (water, sewer, storm drain)

• County boundary adjustments and new district formations.

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• Environmental mitigation and conservation areas.

Land Surveying tasks that will be provided under this on-call services Contract(s) in relation to these projects may include, but are not limited to, the following:

1. General Surveying Services

• Boundary and property surveys.

• Setting or verifying property corners.

• Legal description preparation and exhibits.

• Records of survey and corner record preparation.

• Easement and right-of-way identification and analysis.

2. Construction and Engineering Support

• Construction staking for roads, storm drains, sewer/water lines, utilities, etc.

• Quality control verification surveys.

• As-built surveys.

• Grading verification.

3. Aerial and Advanced Surveying Technologies

• UAV (drone) photogrammetry for topographic and volumetric surveys.

• LIDAR scans for terrain modeling and large-area coverage.

• Aerial base mapping integration with GIS.

4. Mapping and GIS Services

• Preparation of right-of-way maps and plats.

• GIS database development and integration with County systems.

• Conversion of survey data to County GIS schema.

• Presentation-quality mapping for public or Board use.

5. Monumentation and Preservation

• Install temporary/permanent monuments (per Caltrans and County standards).

• Conduct monument preservation and recovery surveys.

• Prepare monumentation reports.

6. Records Research and Analysis

• Title research, County Assessor/Recorder document review.

• Analysis of historical maps and field notes.

• Support for boundary dispute resolution or clarification.

7. Deliverables and Data Standards

• All digital data must be delivered in, PDF, AutoCAD Civil 3D and GIS-compatible formats.

• Elevations and coordinates shall be referenced to NAVD88 and NAD83 California Coordinate System (Zone V), or as specified by the Department.

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• All survey deliverables must be reviewed and signed by a licensed PLS before submittal.

• Survey reports and supporting documents must be indexed and organized per Department requirements.

8. Task Order and Approval Process

• Consultant shall only proceed with work after receiving a written Notice to Proceed from the Department.

• Each task order will include scope, deliverables, schedule, and compensation terms.

• No payment will be made for work performed without written authorization.

9. Additional Services

• Participation in community meetings, project briefings, or field visits upon request.

• Preparation of exhibits for public meetings, easement negotiations, or legal filings.

• Expert witness or litigation support related to land boundary issues.

C. ADDITIONAL REQUIREMENTS

1. Performance Expectations:

• Adhere to project schedules and deliverable deadlines

• Maintain open and timely communication with the Department

• Ensure internal quality control and accuracy of all submissions

• Provide sufficient staffing capacity for concurrent task orders

• Respond to County inquiries within specified timeframes

2. Required Qualifications:

• Licensed Professional Land Surveyor in the State of California

• FAA Part 107 certified drone operator (if UAV services are proposed)

• Evidence of insurance and firm qualifications as per RFP requirements

3. Project Service Request (PSR) Process:

• Consultants shall receive, via email, notification of PSR that will include specific information regarding a job.

• Proposers interested in providing the requested Services will submit a bid, prices bid at the time the job is scheduled for performance shall include all labor, equipment, services, fees, materials, and supplies, and permits required to perform Consultant’s obligations under an accepted job assignment. The Cost/Fee sheet will be sealed and submitted separately from bid.

• Bids shall be submitted to the County by email or to the address provided in the solicitation and by the deadline identified on the PSR.

• Bids that are not responsive to the PSR may be rejected.

• Bids must include a fully executed non-collusion declaration in the form identified in Public Contract Code Section 7106.

• If Bidder intends to subcontract any of the equipment, Bidder shall provide in the bid the name, location of the place of business, and the California Consultant license number of each subcontractor who will provide the equipment to the Consultant in excess of one-half of 1 percent of the Bidder’s total bid or $10,000, whichever is greater.

• Any Bidder submitting a bid may file a Bonding of the County’s proposed award of the project, provided that each and all of the following are complied with:

a. The bid protest is in writing.

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b. The bid protest is submitted to and received by the Department of Public Works – Special Districts, 222 W. Hospitality Lane, 2nd Floor San Bernardino, CA 92415, before 4:00 pm of the third business day following the bid opening. Failure to timely submit a written protest shall constitute grounds for the County’s denial of the bid protest without consideration of the grounds stated in the bid protest and waiver of the right to protest.

Untimely protest will not be accepted or considered.

c. The written bid protest shall set forth, in detail, all grounds for the bid protest (including without limitations all facts, supporting documentation, legal authorities and argument in support of the ground for the bid protest), the form of relief required and the legal basis for such relief. Any grounds not set forth in the bid protest shall be deemed waived. All factual contentions must be supported by competent, admissible and credible evidence. Any bid protest not conforming to the foregoing shall be rejected as invalid.

If a valid protest is timely filed and complies with the above requirements, the Department Director shall review and evaluate the bid protest. All bidders, including the protesting bidder, shall have three (3) business days to respond to the Department and to provide any information requested by the Department. The Department shall respond to the protesting bidder and state the Department’s findings regarding the bid protest. The Department’s Director’s decision shall be final.

• For emergency projects, County reserves the right to contact any Consultant or vendor directly in order to promptly respond to such emergency.

• Services: Shall be approved by County staff with any mark up and a quote shall be submitted as soon as possible.

a. If required by law, Consultant shall submit certified payroll for employees charged with performing Consultant obligations under an accepted job assignment weekly and upon invoice.

b. Consultants in default of their Contract or an accepted job assignment, as determined by the County may:

i. Be disallowed from bidding on subsequent job assignments for a period of time.

ii. Have award of other accepted job assignments revoked.

iii. Have their on-call services contract cancelled.

VI. PROPOSAL SUBMISSION

A. General

1. All interested and qualified Proposers are invited to submit a Proposal for consideration. Submission of a Proposal indicates that the Proposer has read and understands the entire RFP, including all appendixes, attachments, exhibits, schedules, and addenda (as applicable) and that all concerns regarding the RFP have been resolved.

2. All proposals will be submitted via ePro only. Proposals must be received by the designated date and time. All proposers must register with the ePro system prior to the date and time to receive the proposal or they will be disqualified. Late or incomplete proposals will not be accepted.

System-related issues in ePro shall be directed to the Purchasing Department at (909) 387-2060. For procurement questions involving ePro, please contact the RFP Contact identified in Section I, Paragraph A - Purpose.

3. The Proposer acknowledges that its electronic signature is legally binding. Submittals in ePro will be opened from the system’s encrypted lock box after the deadline and evaluated as stated in this RFP.

4. The Proposer shall not include Attachment E, “Fee Proposal Sheet(s)”, as part of the proposal submittal, but instead shall upload Attachment E as a separate attachment, clearly labeled.

The proposal and Attachment E must be received (separately) on or before the Deadline for

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Proposals in the manner described in Section 1, Paragraph B. Failure to comply with this requirement shall disqualify the Proposer.

5. Proposals must be submitted in the format described below. Proposals are to be prepared in such a way as to provide a straightforward, concise description of capabilities to satisfy the requirements of this RFP.

6. Proposals must be completed in all respects as required in this section. A Proposal may not be considered if it is conditional or incomplete.

B. Proposal Format Responses to this RFP must be in the form of a Proposal package, which must be submitted in the following format:

1. Presentation

Each page, including attachments, must be clearly and consecutively numbered.

2. Cover Page Use Attachment A as the cover page.

This form must be fully completed and signed by an authorized officer of the Proposer.

3. Table of Contents All pages of the Proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the Table of Contents.

4. Statement of Certification

Include the following on Attachment B:

a. A statement that the offer made in the Proposal is firm and binding for nine (9) months from the

Deadline for Proposals.

b. A statement that all aspects of the Proposal, including cost, have been determined independently, without consultation with any other Proposer (competitor) for the purpose of restricting competition.

c. A statement that all declarations in the Proposal and attachments are true and that this shall constitute a warranty, the falsity of which will entitle the County to pursue any remedy by law.

d. A statement that the Proposer agrees that all aspects of the RFP and the Proposal submitted shall be binding if the Proposal is selected and a Contract awarded.

e. A statement that the Proposer agrees to provide the County with any other information the County determines is necessary for an accurate determination of the Proposer’s ability to perform the Services as proposed.

f. A statement that the Proposer, if selected will comply with all applicable rules, laws and regulations.

g. A statement that the Proposer has reviewed the RFP and General Contract Terms in their entirety and have no exceptions to any requirements, terms or conditions.

5. Statement of Experience and Qualifications

Include the following in this section of the Proposal:

a. Business name of the Proposer and type of legal entity such as corporation, partnership, etc. If

Proposer is a business entity that must be registered with the California Secretary of State, Proposer shall provide the County the entity number assigned to it by the Secretary of State.

b. Number of years the Proposer has been in business under the present business name, as well as related prior business names.

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c. Statement that the Proposer does not have any commitments or potential commitments that may impact the Proposer’s ability to perform the Contract, if awarded.

6. Licenses, Permits, and/or Certifications

Provide copies of all licenses, permits and/or certifications in Attachment C as required under Section X. TERMS AND CONDITIONS Paragraph A, 21.

Consultant shall have a valid State of California Professional Land Surveyor license in the Project Manager’s or Project Surveyor’s (PM/PS) own name(s) (proof of valid licenses must be submitted with the proposal). Subconsultants must be appropriately licensed as applicable in their field of expertise.

Proposers and their subconsultants must maintain valid applicable licenses during the entire term of the resulting agreement and any time work is being performed pursuant to a contract with the County/District.

Proposer will notify County/District immediately of loss or suspension of any such licenses, permits and/or certifications. Failure to maintain required licenses, permits and/or certifications may result in immediate termination of this Agreement.

The Services requested under this RFP include “public works” and “maintenance” services as defined in the California Labor Code. Under Labor Code section 1725.5 Consultant must be registered with the Department of Industrial Relations (DIR) at the time Consultant submits a Proposal. Include Consultant’s DIR registration number on Attachment C and the DIR registration number of all subcontractors who may be performing “public works” and “maintenance” Services if a Contract is awarded to Proposer.

7. Reserved

8. Project Team Organization Chart

Provide an organization chart illustrating the project team, and clearly show the organization of the team and the hierarchy of the members. It must include:

a. Organizational framework for the proposed project team.

b. Company name and staff name for each role identified in the chart.

c. Resumes of key personnel, including qualifications, education and project experience

Any change of key personnel during the contract period must be with persons of similar qualifications, education and project experience and must be approved by the County.

9. Proposal Description The Proposal should include the following:

a. A brief synopsis of the Proposer’s understanding of the County’s needs and how the Proposer plans to meet them.

b. A detailed statement of the proposed Services.

c. An explanation of any assumptions or constraints.

10. Reserved

11. Certification Regarding Debarment or Suspension

Complete Attachment D.

12. Cost/Fee Proposal Complete proposed pricing on Attachment E and enclose it in a separately sealed and labeled envelope to be submitted as part of the Proposal.

13. References

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Provide three (3) references from other entities, preferably public agencies, of same or similar size as the County, with whom you have established a contract on a project of this nature. Provide Contact Name, Address, Phone Number, email, and dates Services were provided on Attachment F.

14. Former County Officials Complete Attachment G

15. Exceptions to RFP There will be no exceptions to this RFP.

16. Public Records Act Exemptions Complete Attachment I – Public Records Act Exemptions if applicable.

17. Indemnification and Insurance Requirements Affidavit Submit evidence of ability to insure as stated in Section X, Paragraph B – Indemnification and Insurance Requirements. Proposer must complete and submit Attachment J – Indemnification and Insurance Requirements Affidavit, and ensure the form is complete, including the signature from Proposer’s insurance broker/agent.

18. Conflict of Interest Complete Attachment L – Conflict of Interest and Political Reform Act Obligations.

VII. EVALUATION

Proposals will be subject to an Initial Review to confirm responsiveness, by determining whether each Proposal includes the stipulated content, required certifications or licensing, etc., and is presented in the required format, in order for the Proposal to advance for evaluation. Any reasonable person reviewing for responsiveness must be able to ascertain that the Proposal meets these requirements.

The evaluation process includes the following categories, and may include additional specific criteria.

Likewise, the listed considerations are possible considerations, and may not be the only factors involved in the evaluation.

A. QUALIFICATIONS AND EXPERIENCE

Weight: 45% Considerations:

• Proposer background and reputation

• Qualifications of the project team

• Experience with publicly bid projects

• Experience with similar services and entities

B. TECHNICAL REVIEW

Weight: 40% Considerations:

• Statement of understanding of the County’s needs

• Work plan

• Technical specifications and functionality

• Quality control

• Adequacy of support staff and subcontractors

• Risk management

• Value-added aspects

D. REFERENCES

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Weight: 15% Considerations:

• Demonstrated knowledge and expertise

• Quality of interactions

• Likelihood of continued use

The County may, at its sole discretion, create a shortlist of Proposals for further evaluation; require an oral interview, presentation, or demonstration; and utilize outside experts to assist in the evaluation process.

The County will establish an evaluation panel with responsibility for reviewing all Proposals and conducting the qualifications evaluation. A Facilitator will manage the integrity of the qualifications evaluation process and will not be a voting member of the evaluation panel. An initial meeting will be scheduled and held with the evaluation panel members, wherein the Facilitator will distribute all relevant documents to the evaluators including the RFP, evaluation criteria, and evaluation instructions.

After the initial meeting, evaluators will independently review and score the Proposals. The evaluation panel will then convene again to discuss the individual scores to resolve questions and to discuss the basis for individual scores, but not for the evaluators to agree upon scoring. At the end of this discussion, each evaluator will be given an option to revise his/her scores.

Evaluators will make independent determinations for scores, including review and understanding of any additional information obtained by the group discussion. In the event a score is revised, the evaluator will document the new score and provide comments to support the revision.

If clarifying information is needed at any point, the Facilitator will contact Proposer(s) to obtain the necessary information. The Facilitator will then provide the information to the evaluation panel electronically or verbally, as appropriate.

If the qualifications evaluation process includes components such as oral interviews, product demonstration, and/or site visits, the Facilitator will coordinate those with evaluators. Individual scoring and any subsequent evaluation panel meetings with respect to such components must be conducted.

Once all scorings are finalized and documented, the Facilitator will create a final qualifications evaluation scoring worksheet and rank the proposals first, second, third, etc.

Following the qualifications evaluation and ranking of the proposals, the Facilitator will open all fee proposals.

The ranking of the proposals will not be altered once the fee proposals have been opened. However, the fee proposals will be used during negotiations with the selected Proposer(s).

VIII. NEGOTIATIONS AND NOTICE OF INTENT TO AWARD

The County may require the potential Proposer(s) selected to participate in negotiations. This may include cost, technical, or other clarifications needed to make a decision.

A. Contract Negotiation

After selection, negotiations may be conducted with the Proposer(s) of the highest-ranked Proposal(s).

Negotiations, if held, shall be within the scope of work in the request for Proposals.

If the contract negotiations take place in San Bernardino County, California, the Proposer will be responsible for its travel and per diem expenses of its personnel.

B. Failure to Negotiate

If the selected Proposer:

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1. Fails to provide the information required to begin negotiations in a timely manner; or

2. Fails to negotiate in good faith; or

3. Indicates it cannot perform the Contract within the budgeted funds available for the services; or

4. If the Proposer and the County, after a good faith effort, simply cannot come to terms;

Then the County may terminate negotiations with the Proposer initially selected and commence negotiations with the next highest ranked Proposer.

C. Notice of Intent to Award (NOIA) – Proposer Notification of Selection

After the completion of Contract negotiations a written or electronic Notice of Intent to Award (NOIA) and denial letters (or a copy of the NOIA) will be issued to all Proposers. The issuance date of the NOIA is the date the NOIA was delivered by email or into the care of the United States Postal Service for delivery to the Proposer.

D. Reserved

E. Award

A Contract will be awarded based on a competitive selection of Proposals received. The contents of the Proposal of the successful Proposer will become contractual obligations and failure to accept these obligations in a Contract may result in cancellation of the award.

IX. APPEAL AND AWARD

In the event a dispute arises concerning the Proposal process prior to the award of the Contract, the Proposer raising the dispute shall submit a request for resolution in writing to the Purchasing Agent. Proposer may appeal the recommended award or denial of award (Protest), provided the Protest:

1. Is submitted in writing.

2. Is submitted within ten (10) calendar days of the issuance date of the NOIA.

A Protest can only be brought on the following grounds:

1. Failure of the County to follow the selection procedures and adhere to requirements specified in the RFP or any addenda or amendments.

2. Violation of conflict of interest as provided by California Government Code Section 87100 et seq.

3. Violation of State or Federal law.

Protests will not be accepted for any other reasons than those stated above. All Protests must be sent to:

Pete Mendoza, Director

Purchasing Department 777 E. Rialto Avenue San Bernardino, CA 92415-0760

Upon receipt of the formal Protest, the Purchasing Agent, or his/her designee, will attempt to resolve the Protest. A Protest shall be disallowed when, in the judgment of the Purchasing Agent it has been submitted:

(1) as a delay tactic; (2) for the purpose of posturing the Proposer advantageously for future procurement;

(3) in a form that deviates from the one prescribed; (4) without adequate factual basis or merit; or (5) in an untimely manner.

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The Purchasing Agent shall make a decision concerning the appeal, and notify the Proposer submitting the Protest, within a reasonable timeframe prior to the tentatively scheduled date for awarding the Contract. The decision of the Purchasing Agent shall be deemed final.

Alternatively, at the Purchasing Agent’s discretion, an Appeal Panel consisting of five (5) members appointed by the Purchasing Agent shall hear the Protest. The Proposer will be provided reasonable notice of the time, date and location of the hearing. In the event that a protesting Proposer does not appear at the Protest hearing as scheduled, the Protest will be disallowed.

The hearing is informal, in that it is not subject to the strict rules of evidence or procedure, and live witnesses, if any, will not be sworn. All relevant evidence is admissible, including hearsay.