RFP27-4182TRAN - 2026 Pavement Management Program Update - Final.pdf

City of Carlsbad

Request for Proposals

Contract Administrator: Graham Jordan, Contract Administrator

Email: graham.jordan@carlsbadca.gov

Phone No.: 760-602-2462

FOR

2026 PAVEMENT MANAGEMENT PROGRAM UPDATE

RFP NO.: RFP27-4182TRAN

CONTRACT NO.: 6001

CLIENTDEPARTMENT: Transportation Engineering

COUNCIL DISTRICT: ALL

THIS CONTRACT IS SUBJECT TO THE FOLLOWING:

➢ PREVAILING WAGE RATES: STATE

PROPOSALS DUE:

5 p.m.

October 16, 2026

CITY OF CARLSBAD

PUBLIC WORKS

CONTRACTS ADMINISTRATION

1635 FARADAY AVENUE

CARLSBAD, CA 92008

ATTN: GRAHAM JORDAN

mailto:graham.jordan@carlsbadca.gov

TABLE OF CONTENTS

REQUEST FOR PROPOSALS

1. GENERAL INFORMATION

2. PROJECT DESCRIPTION

3. TIMING

INSTRUCTIONS TO PROPOSERS AND GENERAL CONDITIONS

1. ELECTRONIC FORMAT RECEIPT AND OPENING OF PROPOSALS

2. ELECTRONIC SUBMISSIONS CARRY FULL FORCE AND EFFECT

3. PROPOSALS ARE PUBLIC RECORDS

4. PRE-PROPOSAL ACTIVITIES

5. SCOPE OF SERVICES

6. PROPOSAL CONTENT REQUIREMENTS

7. SELECTION CRITERIA AND SCORING

ATTACHMENTS

A. CERTIFICATION OF PROPOSER

B. SAMPLE PROFESSIONAL SERVICES AGREEMENT

PUBLIC WORKS – REQUEST FOR PROPOSALS NO. RFP26-4182TRAN

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REQUEST FOR PROPOSALS

1. GENERAL INFORMATION:

1.1 The City of Carlsbad (City) is soliciting Consultant proposals to update the City’s pavement management database in accordance with the attached scope of work.

1.2 Currently, the City is using OpenGov’s pavement management software. The City migrated it’s previous Lucity pavement management software to OpenGov in 2025. OpenGov is integrated with ArcGIS via a nightly sync that associates the Pavement Segment layer managed in an ArcGIS Enterprise GeoDatabase and the Pavement Segment layer used in OpenGov. The Consultant should be experienced with citywide pavement condition surveys, OpenGov, Lucity pavement management software, and ArcGIS software applications.

1.3 The City of Carlsbad is requesting proposals from qualified firms to perform a citywide pavement condition assessment and update the pavement management database. The firm to be awarded the 2026 Pavement Management Program Update contract shall be known as the “Consultant”.

1.4 The City is also requesting add-on optional pricing for a concurrent automated traffic-sign retro-reflectivity study in accordance with the attached scope of work.

There are approximately 19,400 signs in the city’s inventory.

2. PROJECT DESCRIPTION: The inspected pavement condition index data (PCI) in the city’s

OpenGov pavement management database was obtained in 2020. Since that time, PCIscores are updated for streets which have been resurfaced based on the treatment type applied. The PCIs for street segments not improved are predicted using performance curves imported from Lucity.

The Consultant shall perform a citywide pavement condition assessment of approximately 351 centerline miles as shown in Table 1 below. The lengths estimated below include most Prime and Major Arterial streets that have pavement segments in each direction. The selected Consultant should have sufficient road-testing equipment, experience, capacity and qualified staff and shall perform a citywide pavement condition assessment in a timely manner.

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TABLE 1

Classification

Centerline Miles (approximate)

Includes bi-directional segments

Number of Pavement Segments

Local 255 3074

Alley 4 41

Collector 4 34

Secondary Arterial 41 267

Major Arterial 40 (includes bi-directional)

Prime Arterial 45 (includes bi-directional)

3. TIMING

Request for Proposals (RFP) Advertised September 11, 2006

Last day for Pre-Submittal Questions by 5 p.m. October 2, 2026

Q&A Addendum Posted October 7, 2026

Proposals due by 5 p.m. October 16, 2026

Notice of Project Award Distributed October 30, 2026

Award Meeting with Selected Consultant November 12, 2026

Awarded Consultant Scope and Fee due Date November 26, 2026

City Council Award of Contract December 8, 2026

Notice to Proceed December 9, 2026

Final Report and Project Completion December 17, 2027

The goal is to begin work on the project immediately after the City issues the notice to proceed, and to complete the project as efficiently as possible. The results of this work will be utilized in the budgeting and prioritization of pavement projects for the next fiscal year.

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INSTRUCTION TO PROPOSERS AND GENERAL CONDITIONS

1. ELECTRONIC FORMAT RECEIPT AND OPENING OF PROPOSALS: Proposals will be received in electronic format (eBids) EXCLUSIVELY at the City of Carlsbad’s electronic bidding (eBidding) site, at:

https://www.carlsbadca.gov/departments/finance/contracting-purchasing and are due by the date and time shown on the cover of this solicitation.

1.1. PROPOSERS MUST BE PRE-REGISTERED with the City’s bidding system and possess a system-assigned Digital ID in order to submit and electronic proposal.

The City’s proposal/electronic bidding (eBidding) system will automatically track information submitted to the site including IP addresses, browsers being used and the URLs from which information was submitted. In addition, the city’s bidding system will keep a history of every login instance including the time of login, and other information about the user's computer configuration such as the operating system, browser type, version, and more. Because of these security features, Proposers who disable their browsers’ cookies will not be able to log in and use the City’s bidding system.

Upon entry of their proposal, the system will ensure that all required fields are entered. The system will not accept a proposal for which any required information is missing. This includes all essential documentation and supporting materials and forms requested or contained in these solicitation documents.

1.2. PROPOSALS REMAIN SEALED UNTIL DUE DATE AND TIME. eBids and eProposal’s are transmitted into the City’s bidding system via hypertext transfer protocol secure (https) mechanism using SSL 128-256-bit security certificates issued from Verisign/Thawte which encrypts data being transferred from client to server.

Proposals submitted prior to the Due Date and Time are not available for review by anyone other than the submitter, who will have until the Due Date and Time to change, rescind or retrieve its proposal should they desire to do so.

1.3. PROPOSALS MUST BE SUBMITTED BY DUE DATE AND TIME. Once the deadline is reached, no further submissions are accepted into the system. Once the Due Date and Time has passed, bidders, proposers, the general public, and City staff are able to immediately see the results online. City staff may then begin reviewing the submissions for responsiveness, compliance and other issues.

1.4. PROPOSALS MAY BE WITHDRAWN by the Proposer prior to, but not after, the time set as Due Date and Time.

1.4.1. Important Note: Submission of the electronic proposal into the system may not be instantaneous. Due to the speed and capabilities of the user’s http://www.carlsbadca.gov/services/depts/finance/contracting/bids.asp http://www.carlsbadca.gov/services/depts/finance/contracting/bids.asp

Project 6001 – 2026 Pavement Management Program Update P a g e | 6 internet service provider (ISP), bandwidth, computer hardware and other variables, it may take time for the proposer’s submission to upload and be received by the City’s eBidding system. It is the proposer’s sole responsibility to ensure their proposals are received on time by the City’s eBidding system. The City of Carlsbad is not responsible for proposals that do not arrive by the Due Date and Time.

2. ELECTRONIC SUBMISSIONS CARRY FULL FORCE AND EFFECT

The Proposer, by submitting their electronic proposal, agrees to and certifies under penalty of perjury under the laws of the State of California, that the certification, forms and affidavits submitted as part of this proposal are true and correct.

3. PROPOSALS ARE PUBLIC RECORDS: Upon receipt by the City, proposals shall become public records subject to public disclosure. It is the responsibility of the Proposer to clearly identify any confidential, proprietary, trade secret or otherwise legally privileged information contained within the proposal’s General references to sections of the California Public Records Act (PRA) will not suffice. If the Proposer does not provide applicable case law that clearly establishes that the requested information is exempt from the disclosure requirements of the PRA, the City shall be free to release the information when required in accordance with the PRA, pursuant to any other applicable law, or by order of any court or government agency, and the Proposer agrees to hold the City harmless for any such release of this information.

4. PRE-PROPOSAL ACTIVITIES

4.1. Review City Standard Consultant Agreement

4.1.1. A sample copy of the city’s standard Professional Services Agreement is attached (Attachment “B”) for your review. Please do not respond to this RFP if you cannot agree to all terms of the City’s agreement. The City will not change or modify the hold harmless and liability clauses included in the agreement.

4.1.2. Consultant shall be required to comply with all requirements as stipulated in Attachment “B”, Agreement for Professional Services, including the following:

1. Compliance with prevailing wage law (as necessary) – Section 6

2. Compliance with insurance requirements – Section 12

3. Current City Business License – Section 13

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4.2. Submission of Questions

4.2.1. All questions related to this solicitation shall be submitted in writing via email to:

graham.jordan@carlsbadca.gov

4.2.2. Questions must be received by 5p.m. on October 2, 2026. Questions received after this time will not be considered.

4.2.3. Questions or clarifications deemed by the City to be material shall be answered via issuance of an addendum and posted to the City’s online bidding service by October 7, 2026.

4.2.4. Only questions answered by formal written addenda shall be binding. Oral and other interpretations or clarifications shall be without legal effect. It is the Proposer's responsibility to be informed of any Addenda that have been issued and to adjust its Proposal accordingly.

4.3. Revisions to the RFP

The City, at its option, may respond to any or all questions submitted in writing via the city’s eBidding web site in the form of an addendum. No other responses to questions, oral or written, shall be of any force or effect with respect to this solicitation.

Any changes to the Contract Documents through addendum are made effective as though originally issued with the RFP. The Proposer shall acknowledge the receipt of Addenda at the time of submission.

5. SCOPE OF SERVICES

5.1. Project Element 1 – Citywide Pavement Condition Assessment

The selected Consultant shall be responsible for developing a quality assurance/quality control (QA/QC) procedure to ensure the pavement condition data is accurate, reproducible and delivered as specified in this RFP. The Consultant shall provide a technical memorandum documenting the following: project schedule, QA/QC procedure, methodology for performing pavement condition assessment, and an example data delivery text file. The inspected PCI and contributing distresses shall be based on ASTM D6433 methods. After the City’s review and written approval of the methodology, the Consultant will be authorized to proceed with the citywide pavement condition assessment.

mailto:graham.jordan@carlsbadca.gov

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The Consultant may use a tool like Lucity or other software to calculate the Inspected PCI and other indices and ratings as required. Currently the City is not calculating an inspected PCI with OpenGov software. Staff have the ability to perform an inspection and calculate or update a PCI.

The Consultant should have sufficient equipment, experience, capacity and qualified staff and shall perform a citywide pavement condition assessment of every segment in the city in a timely manner. Pavement condition assessment shall include the distresses listed in this RFP. The City’s road network is segmented mostly block by block. Each segment to be inspected is defined in the Pavement Segments layer and will be provided by the City.

The Consultant shall use the City’s existing pavement segments to streamline the effort to combine the City’s historic data with the newly collected data. The Consultant shall identify and recommend the proper data collection methodology throughout the City.

The City is open to Consultant recommendations and using the latest technology for different pavement assessment methods. Consultants shall show their expertise in pavement distress collection and best practices for recommending treatments and budgets for a five-year plan with an eight-year projection.

5.2. Project Element 2 – Data Delivery

The City has defined pavement segments. Each segment has a unique Pavement Segment Identification Number. The City’s segmentation must be used. Any updates or changes to the segmentation require written approval from the City. In addition to the Pavement Segment ID, each segment will have a corresponding Task ID and Inspection ID generated by the City. These three numbers are needed by the City to load data into OpenGov software.

Currently there are approximately 3800 pavement segments. The City will provide a text file including one record for each inspection category for each segment. Staff will also provide an ArcGIS based file geodatabase with matching segments. Each segment has various attributes including functional classification, direction, width, length, pavement type and more. The Consultant will not need to update the file geodatabase. If edits are needed for any new or changed segments, the City will make those updates and if needed send a new file to the Consultant.

The unique Pavement Segment ID, Task ID and Inspection ID for each segment must be included for each record delivered. One text file shall be delivered with PCI and distress data and shall include one record for each Inspection ID and Condition Category.

Inspection ID’s are repeated for each Condition Category to be evaluated.

The file shall contain:

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Field 1: Inspection ID. The City will provide the Inspection ID for each Pavement Segment ID.

Field 2: Condition Category. The condition categories are listed below. Each will include the indexes and distress types described below.

Field 3: NIndex. The distress value. Can be 100-10 or 1-10 depending on the distress.

Field 4: Not Inspected. (a yes or no value) this will be a 1 if not inspected.

Field 5: Task ID. The City will provide Task ID’s.

Field 6: Pavement Segment ID. The City will provide Pavement Segment ID’s.

A pavement condition index (PCI) shall be calculated and included for each pavement segment based on ASTM D6433 standards. The PCI shall be a value between 100 and 10.

For each Pavement Segment ID, Task ID and Inspection ID the following condition categories shall be evaluated and condition values created:

Condition Categories:

1. PCI Index – A value between 100 and 10

2. Surface Index - A value between 100 and 10

3. Ride Quality Index - A value between 100 and 10

4. Structural Index - A value between 100 and 10

5. Alligator Cracking – A value between 10 and 1

6. Longitudinal or Transverse– A value between 10 and 1

7. Edge Cracking– A value between 10 and 1

8. Distortion– A value between 10 and 1

9. Map Cracking– A value between 10 and 1

10. Raveling– A value between 10 and 1

11. Ride IRI– Measured Value

12. Patching– A value between 10 and 1

13. Bleeding– A value between 10 and 1

14. Potholes– A value between 10 and 1

15. Rutting– A value between 10 and 1

Note for Condition Categories evaluation: 10-1 with 10 showing no distresses

5.3. Project Element 3 – Run Pavement Management Scenarios/Model Runs

The Consultant shall utilize OpenGov and the city’s updated pavement management database to run several different pavement management scenarios. Prior to creating the various model runs, the Consultant shall leverage unit costs for various treatment types provided by the city. An alternative to leverage another pavement management software like Lucity will be accepted. In this case, performance curves, treatment types, impact of treatment type and unit costs provided by the city shall be used.

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The Consultant shall also evaluate and compare pavement rehabilitation methods that are appropriate for consideration under the CalRecycle Rubberized Pavement Grant Program, which include treatment strategies that incorporate rubberized asphalt products. If the Consultant determines that rubberized pavement rehabilitation methods are appropriate for the city’s pavement network, the Consultant shall identify and highlight a typical rehabilitation program utilizing rubberized asphalt concrete hot-mix or rubberized chip seal paving, including recommended treatment types, typical project limits, and specific streets or locations within the city where such treatments would be most appropriate.

The following are the minimum model scenarios to be run by the Consultant:

1. What is the average (weighted by area) PCI of the entire pavement network as of December 2027?

2. What funding will be necessary on an annual basis to maintain the existing average network PCI over the next eight years?

3. What is the projected PCI under current funding levels, by year, over the next five years for the entire pavement network? The city has budgeted the following for the for its pavement management program:

FY 26/27 FY 27/28 FY 28/29 FY 29/30 FY 30/31

$14.4M $11.5M $12.5M $13.2M $14.3M

For model runs beyond the budget year, inflate the FY 30/31 budget by 6% per year until the 8th year. This funding covers design, staff costs, construction management & inspection, public outreach, construction and contingencies.

4. What funding will be necessary on an annual basis to ensure an average pavement condition of 75, 80, 85, and 90 for the entire pavement network?

5. Provide an eight-year plan for road maintenance and rehabilitation (slurry seal, mill & overlay, reconstruction, etc.) based on current and projected budget, identifying street sections selected for treatment. Eight-year plan should be viewable as a map in ArcGIS.

6. Backlog by year of unfunded pavement rehabilitation, restoration, and reconstruction needs.

5.4. Project Element 4 – Summary Report and Project Documentation

Upon completion of Tasks 5.1 through 5.3 listed above, the Consultant shall provide a draft summary report detailing its findings, conclusions and recommended model scenarios. After review by the city, the Consultant shall make all necessary changes and submit a digital copy of the final report. All documents and data produced for this project will be considered property of the city.

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5.5. Add-On Optional Project Element 5 – Sign Reflectivity Study

This work consists of furnishing all labor, equipment, software, data processing, and deliverables necessary to perform a concurrent automated traffic‑sign retro-reflectivity survey on all city‑maintained roadways. Surveys shall be performed in a single pass using a vehicle‑mounted, multi‑sensor data collection platform capable of simultaneously capturing:

• Geolocated traffic sign inventory

• Automated retro-reflectivity measurements meeting MUTCD minimums

• GIS‑referenced asset attribution

The Contractor shall collect, process, analyze, and deliver all data in accordance with the following requirements:

1. Traffic sign retro-reflectivity Data

a. Identify, locate, and classify all regulatory, warning, and guide signs

b. Measure sign retro-reflectivity using an FHWA‑accepted automated method

c. Flag signs below MUTCD minimum retro-reflectivity thresholds

d. Deliver a complete sign inventory with condition ratings

2. Data Integration & Deliverables

a. Merge pavement and sign datasets into a unified GIS geodatabase (Cartegraph)

b. Provide a web‑based viewer or equivalent digital platform for City staff

c. Submit final reports summarizing network condition, deficiencies, and QA/QC results. For QA/QC, a minimum of 1 percent of reflectivity results must be spot-checked/verified manually.

d. Provide a 5-year sign replacement plan recommendation based on a budget of $120,000 per year in CY2027 dollars.

Total Cost for this item shall include all data collection passes, processing, QA/QC, GIS (Cartegraph) integration, reporting, and delivery of all digital files.

6. PROPOSAL CONTENT REQUIREMENTS:

IMPORTANT NOTE: Submission of the electronic proposals into the system may not be instantaneous. Due to the speed and capabilities of the user’s internet service provider (ISP), bandwidth, computer hardware and other variables, it may take time for the bidder’s submission to upload and be received by the City’s eBidding system. It is the

Project 6001 – 2026 Pavement Management Program Update P a g e | 12 bidder’s sole responsibility to ensure that their bids are received on time by the City’s eBidding system. The City of Carlsbad is not responsible for bids that do not arrive by the required date and time.

Proposals shall be double-sided and no more than 20 sheets of paper excluding the cover, cover letter, team member’s resumes and other appendix contents.

6.1. Cover Letter and Contact Information – Provide a letter of transmittal signed by an individual authorized to bind the proposing entity stating the firm has read and will comply with all terms and conditions of the RFP. Include a brief description of the firm including the size of the organization, location of offices, years in business, organizational chart, and contact information for primary person in charge of this project. Maximum 2 pages.

6.2. Firm Experience – Include a description of specific projects similar to this project in scope and complexity. List the software that was used for each project. Describe your firm’s experience with pavement condition assessment and developing and updating pavement management programs. Include a brief overview of past projects with similar network size to the city’s, the proposed project team members’ involvement with those projects, the project cost, and the name and phone number of the project’s client who is knowledgeable about the project. The past projects list shall clearly demonstrate the relevant and necessary experience to complete this project.

6.3. Project Team – Provide the names and qualifications of the key individuals, including the project managers of subconsultants, if applicable, who will be responsible for coordination and completion of project tasks, their respective roles and the organizational structure of the team. This shall include also include a list of successful pavement management projects that each team member has worked on and their specific roles on those projects, a brief resume and relevant qualifications of key personnel. Resumes may be included in an appendix and will not be counted against the page limit.

It is expected that the project will be under the direction of a Registered Civil Engineer licensed in the State of California. The city’s evaluation of the project team will be based on the entire team. If your team is selected, the city will not allow changes in the team composition without proper justification by the Consultant and prior city approval.

6.4. Project Approach – Provide a summary of the proposed approach including a listing of the tasks to be completed. Provide a description of the methodology the Consultant will use to complete the Scope of Services as stated in this RFP. Explain in detail any innovative equipment or technology software that might be used on

Project 6001 – 2026 Pavement Management Program Update P a g e | 13 this project. Provide an overview of how the work would result in meeting the city’s needs in updating pavement management programs. Provide a description of how quality assurance, data collection, schedule, and cost control measures will be utilized to ensure the expeditious and efficient completion of the project tasks.

All project elements shall be addressed in the Consultant’s proposed project approach.

The approach to the work plan shall be of such detail to demonstrate the Consultant’s ability to accomplish project objectives. In this section, the Proposer is to include:

• Innovative and successful approaches

• Quality control measures

• Strategy, phasing and process for completing the assessment and program update. Consultant is encouraged to propose enhancements or procedural or technical innovations to the Scope of Services that do not materially deviate from the objectives or required content of the project

• Provide a list of deliverables for each project objective

6.5. Project Schedule – Based on the proposed scope of services, provide a project schedule that details the order of tasks. Provide a brief description of how schedule and cost control measures will be utilized to ensure the expeditious and efficient completion of the project tasks. All project elements shall be addressed in the proposed project schedule.

6.6. Rate Schedule and Fee Proposal – Provide a rate and fee schedule that includes hourly bill rates for each member of the project team and list per mile travel costs and all other direct or indirect costs, including costs for material and subcontracted services. The rate and fee schedule will be used as the basis of fee negotiation for the selected Consultant and will be valid for the duration of the project. Provide a not-to-exceed fee proposal for the project including 1) an estimate of hours and position for the Consultant team members (and sub-consultant, if any) and fee for each task proposed in the scope of work, and 2) budget for reimbursable expenses. The rate and fee schedule and a not-to-exceed fee proposal for the Scope of Work shall be submitted on letterhead in a separate, PDF file with your firm name identified on the outside.

6.7. Additional Information – The City of Carlsbad has outlined the requirements of this RFP in as much detail as is currently known. Proposers may add relevant information not requested in this RFP, but the information should be in addition to, not instead of, the requested information and format.

6.8. Appendix (include the following documents at the end of proposal)

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6.8.1. A complete resume for each project team member.

6.8.2 ATTACHMENT A CERTIFICATION OF PROPOSER – Complete, sign, and date the CERTIFICATION OF PROPOSER enclosed with this RFP.

7. SELECTION CRITERIA AND SCORING

The ideal Consultant shall have a history of successfully completing recent scope-relevant projects, experience with pavement condition assessment programs and projects and a proven team of subconsultants with a shared work history.

Proposal packages will be reviewed and ranked by a city selection committee. Selection will be based on the contents provided in the previous sections. After discussion and ranking by the selection committee and depending on the number of proposals received, up to three firms may be invited for presentation and interview by the city. If the city selects this approach, sufficient time will be given to the firms to prepare an appropriate presentation and to coordinate schedules.

Ultimately one firm will be selected to negotiate a detailed project scope and fee. The Consultant selected will be asked to enter into negotiations for the pavement condition assessment services contract. If a fee cannot be agreed upon with the highest-ranking firm, the city will terminate negotiations and enter negotiations with the next highest-ranking firm.

Please note that the city reserves the right to take any or no action based on responses to this request for proposal, including the acceptance or rejection of proposals and the inclusion and deletion of any combination of the work items for the project.

The city reserves the right to reject any or all submittals for any reason and seek re-advertisement or take other actions.

The City of Carlsbad reserves the right to retain all proposals and to use any ideas in a submittal regardless of whether that submittal is selected. By submitting a Proposal, the firm is providing a guarantee to the city that, if chosen, they will be able to provide the proposed services during the period of time discussed in this RFP. There is no expressed or implied obligation for the city to reimburse responding firms for any expenses incurred in preparing submittals in response to this request. Submittals (including accompanying materials) will become the property of the city. Submittals will be held in confidence to the extent permitted by law. After award of a contract or after rejection of all submittals, the submittal will be public records subject to disclosure under the California Public Records Act (Government Code Section 6250 et seq.).

A Proposer is eligible for award of service contracts by the city so long as the contract in question does not create an actual, potential, or apparent financial or organizational

Project 6001 – 2026 Pavement Management Program Update P a g e | 15 conflict of interest. A prohibited organizational conflict of interest exists when a Proposer is or may be unable to render impartial, objective assistance or advice to the city of Carlsbad or where a proposer would receive an unfair competitive advantage. Proposers that have a conflict of interest due to performing work for the city are ineligible to submit their Proposal. A process for determining whether a Proposer has a conflict is set forth in the Carlsbad Municipal Code Section 1.14. Ineligible firms include the prime Proposer, its subcontractors, and affiliates of either. An affiliate is a firm that is subject to the control of the same persons through joint ownership or otherwise.

Thank you for your interest in providing your services to the City of Carlsbad.

Graham Jordan Contract Administrator graham.jordan@carlsbadca.gov 760-602-2462

Attachments: A – Certification of Proposer B – Sample Agreement for Professional Services

ATTACHMENT “A”

CERTIFICATION OF PROPOSER

I certify that I have read this Request for Proposals for the 2026 Pavement Condition Assessment Update and the instructions for submitting a Proposal. I further certify that I must submit the firm’s Proposal in response to this request and that I am authorized to commit the firm to the Proposal submitted.

Signature Typed or Printed Name

Title Company

Telephone Address

Fax Address

Date

If you are submitting a Proposal as a corporation, please provide your corporate seal here:

City Attorney Approved Version 10/23/2025

ATTACHMENT “B”

AGREEMENT FOR (INSERT TYPE OF PROFESSIONAL SERVICES) SERVICES

(NAME OF CONTRACTOR)

THIS AGREEMENT (“Agreement”) is made and entered into as of the ______________ day of _________________________, 20___, by and between the City of Carlsbad, California, a municipal corporation ("City") and ______________________________, a _______________, ("Contractor").

RECITALS

A. City requires the professional services of a consultant that is experienced in

B. Contractor has the necessary experience in providing professional services and advice related to ___________________________.

C. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work.

NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained in this Agreement, City and Contractor agree as follows:

1. SCOPE OF WORK

City retains Contractor to perform, and Contractor agrees to render, those services ("Services") that are defined in attached Exhibit "A", which is incorporated by this reference in accordance with this Agreement’s terms and conditions.

2. STANDARD OF PERFORMANCE

While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California area and will use reasonable diligence and best judgment while exercising its professional skill and expertise.

3. TERM

The term of this Agreement will be effective for a period of ______ (__) year(s) from the date first above written. The City Manager may amend the Agreement to extend it for ______ (__) additional ______ (__) year(s) periods or parts of a year. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement.

4. TIME IS OF THE ESSENCE

Time is of the essence for each and every provision of this Agreement.

5. COMPENSATION

The total fee payable for the Services to be performed during the initial Agreement term shall not exceed ____________ dollars ($_________). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. If City elects to extend the Agreement, the amount shall not exceed ________________________________________ dollars ($_________) per Agreement year.

Payment terms are Net 30 unless otherwise provided in Exhibit “A” or agreed to in writing by the parties. City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A".

Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".

6. PUBLIC WORKS

6.1 Prevailing Wage Rates. Any construction, alteration, demolition, repair, and maintenance work, including work performed during design and preconstruction such as inspection and land surveying work, cumulatively exceeding $1,000 and performed under this Agreement constitute “public works” under California Labor Code section 1720 et seq. and are subject to state prevailing wage laws. The general prevailing rate of wages, for each craft or type of worker needed to execute the contract, shall be those as determined by the Director of Industrial Relations pursuant to the Section 1770, 1773 and 1773.1 of the California Labor Code. Pursuant to Section 1773.2 of the California Labor code, a current copy of applicable wage rates is on file in the office of the City Engineer. Contractor shall not pay less than the said specified prevailing rates of wages to all such workers employed by Contractor in the execution of the Agreement.

Contractor and any subcontractors shall comply with Section 1776 of the California Labor Code, which generally requires keeping accurate payroll records, verifying and certifying payroll records, and making them available for inspection. Contractor shall require any subcontractors to comply with Section 1776.

6.2 DIR Registration. California Labor Code section 1725.5 requires Contractor and any subcontractor or subconsultant performing any public work under this Agreement to be currently registered with the California Department of Industrial Relations (DIR), as specified in Labor Code section 1725.5. Labor Code section 1771.1 provides that a contractor or subcontractor/subconsultant shall not be qualified to engage in the performance of any contract for public work, unless currently registered and qualified to perform public work pursuant to Labor Code section 1725.5. Prior to the performance of public work by any subcontractor or subconsultant under this Agreement, Contractor must furnish City with the subcontractor or subconsultant's current DIR registration number.

7. CONSTRUCTION MANAGEMENT SOFTWARE

Procore Project Management and Collaboration System. This project may utilize City’s Procore (www.procore.com) online project management and document control platform. The intent of utilizing Procore is to reduce cost and schedule risk, improve quality and safety, and maintain a healthy team dynamic by improving information flow, reducing non-productive activities, reducing rework and decreasing turnaround times. Contractor is required to create a free web-http://www.procore.com/ based Procore user account(s) and utilize web-based training / tutorials (as needed) to become familiar with the system. Unless the City Engineer approves otherwise, Contractor shall process all project documents through Procore because this platform will be used to submit, track, distribute and collaborate on project. If unfamiliar or not otherwise trained with Procore, Contractor and applicable team members shall complete a free training certification course located at http://learn.procore.com/procore-certification-subcontractor. Contractor is responsible for obtaining Contractor’s own Procore support, as needed, either through the online training or reaching out to the Procore support team. It will be the responsibility of Contractor to regularly check Procore and review updated documents as they are added. There will be no cost to Contractor for use of Procore.

It is recommended that Contractor provide mobile access for Windows, iOS located at https://apps.apple.com/us/app/procore-construction-management/id374930542 or Android devices located at https://play.google.com/store/apps/details?id=com.procore.activities with the Procore App installed to at least one on-site individual to provide real-time access to current posted drawings, specifications, requests for information, submittals, schedules, change orders, project documents, as well as any deficient observations or punch list items. Providing mobile access will improve communication, efficiency, and productivity for all parties. The use of Procore for project management does not relieve Contractor of any other requirements as may be specified in this Agreement.

8. STATUS OF CONTRACTOR

Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under the control of City only as to the result to be accomplished but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes.

The payment made to Contractor pursuant to this Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City’s election, City may deduct the indemnification amount from any balance owing to Contractor.

9. SUBCONTRACTING

Contractor will not subcontract any portion of the Services without prior written approval of City.

If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly http://learn.procore.com/procore-certification-subcontractor https://apps.apple.com/us/app/procore-construction-management/id374930542 https://play.google.com/store/apps/details?id=com.procore.activities employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City.

10. OTHER CONTRACTORS

City reserves the right to employ other Contractors in connection with the Services.

11. INDEMNIFICATION

Contractor agrees to defend (with counsel approved by City), indemnify, and hold harmless City and its officers, elected and appointed officials, employees and volunteers from and against all claims, damages, losses and expenses including attorney’s fees arising out of the performance of the work described in this Agreement caused by any willful misconduct or negligent act or omission of Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.

If Contractor’s obligation to defend, indemnify, and/or hold harmless arises out of Contractor’s performance as a “design professional” (as that term is defined under California Civil Code Section 2782.8), then, and only to the extent required by California Civil Code Section 2782.8, which is fully incorporated in this Agreement, Contractor’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of Contractor, and, upon Contractor obtaining a final adjudication by a court of competent jurisdiction. Contractor’s liability for such claim, including the cost to defend, shall not exceed Contractor’s proportionate percentage of fault.

The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or makes to or on behalf of an injured employee under City’s self-administered workers’ compensation program is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement.

12. INSURANCE

Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor’s agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California’s List of Approved Surplus Line Insurers (LASLI) with a rating in the latest Best’s Key Rating Guide of at least “A:X”; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.

12.1 Coverage and Limits. Contractor will maintain the types of coverages and minimum limits indicated below, unless Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agreement. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to City as an additional insured.

12.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an “occurrence” basis, including personal and advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.

12.1.2 Automobile Liability. (If the use of an automobile is involved for Contractor's work for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.

12.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this.

12.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work.

12.2 Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions:

12.2.1 City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to City.

12.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage.

12.2.3 If Contractor maintains higher limits than the minimums shown above, City requires and will be entitled to coverage for the higher limits maintained by Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage will be available to City.

12.2.4 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement.

12.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City.

12.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement.

12.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete and certified copies of any or all required insurance policies and endorsements.

13. BUSINESS LICENSE

Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time.

14. ACCOUNTING RECORDS

Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of four

(4) years from the date of final payment under this Agreement.

15. OWNERSHIP OF DOCUMENTS

All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor’s records.

16. COPYRIGHTS

Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City.

17. NOTICES

The name of the persons who are authorized to give written notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement are:

For City: For Contractor:

Name Name

Title Title Project Manager

Dept Address

CITY OF CARLSBAD

Address Phone

Email

Phone

Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address.

18. CONFLICT OF INTEREST

Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. Contractor shall report investments or interests as required in the City of Carlsbad Conflict of Interest Code.

Yes ☐ No ☐

If yes, list the contact information below for all individuals required to file:

Name Email Phone Number

19. GENERAL COMPLIANCE WITH LAWS

Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations.

Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement.

20. SEVERABILITY

If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect.

21. CALIFORNIA AIR RESOURCES BOARD (CARB) ADVANCED CLEAN FLEETS REGULATIONS

Contractor’s vehicles with a gross vehicle weight rating greater than 8,500 lbs.