RFQ for On-Call Landscape Architect Services.docx

Contra Costa County

REQUEST FOR QUALIFICATIONS (RFQ)

FOR

ON-CALL LANDSCAPE ARCHITECTURE SERVICES

Solicitation #: RFP_F-Contr-0000000054 Release Date : April 10, 2025 Statement of Qualifications Due Date: May 02, 2025 No later than 3:00 P.M. PST

Contact: Des Gebre, Sr. Buyer

Contra Costa County Purchasing Services 40 Muir Road, 2nd floor Martinez, CA 94553

Table of Contents

Exhibit C – Anti-Collusion Statement

Exhibit D – CCC Business Opportunity Registration

Section I: Introduction

A. Purpose The Contra Costa County Public Works Department, Special Districts (County) is requesting a Statement of Qualifications (SOQ) from experienced and competent consultants to provide on-call landscape architect services as detailed in this RFQ under Section II, Scope of Work.

B. Background Contra Costa County (CCC) was founded in 1850 and is located in the north portion of the East Bay region, with its 19 cities and unincorporated areas. Most of the county’s population is located along the urban corridors of state highways 4 and 24 and interstates 80 and 680. CCC is comprised of 716 square miles of land and 88 square miles of waterway with an estimated population of 1,172,607. CCC also owns, operates, and maintains bridges, dams, 660 miles of road, and 150 miles of streams, channels and other drainage facilities as well as maintains 93 County buildings. The Public Works Department is one of the largest departments in the County with nineteen (19) divisions. For more information on the County of Contra Costa, visit our website at: http://www.contracosta.ca.gov/.

The Public Works Department, Engineering Services, Special Districts (County) is seeking consultants to provide On-Call Landscape Architect Services. During the term of the agreement, at the discretion of the County, task orders will be issued to selected Landscape Architect consultants with specific project information. Task order amounts will be based upon the project type. Typical Public Works projects include, but are not limited to, landscape improvements, park and landscaping improvements, play structure design and renovation, pedestrian bridge retrofit work or replacement, landscape mitigation, frontage improvements, and pedestrian lighting.

Based on the Evaluation Committee’s ranking of the Statement of Qualifications (SOQs), up to ten (10) consultants may be invited to interview. The County intends to select up to four (4) consultants to enter into negotiations for consulting services agreements (CSA) to provide On-Call Landscape Architect Services for three (3) years. The anticipated CSA payment limit will be up to $500,000.

C. Calendar of Events

D. Questions All questions regarding the RFQ will be accepted through the Bidnetdirect.com site only. The deadline for submitting questions for this RFQ is on or before April 25, 2025, no later than 3:00 PM PDT. All questions will be answered and disseminated to those registered on the Bidnetdirect.com website. Contact customer service if you need technical assistance with any part of the bid process; call 800-835-4603, Option 2.

E. Correspondence As of the issuance of this RFQ, consultants are specifically directed not to contact District or County personnel for meetings and conferences related to this RFQ. Failure to adhere to this policy may result in disqualification of the consultants.

F. Addenda Acknowledgement All consultants shall acknowledge receipt of any amendments to this RFQ by returning a signed hard copy with the SOQ. Failure to acknowledge receipt of any amendments may render the SOQ to be non-responsive. Changes to this RFQ shall be issued only by the County. See attachment A.

Section II: Scope of Services

The County intends to retain qualified and committed professional Landscape Architect consultants to be part of the landscape project team for on-call work from 2025-2028.

The Landscape Architect consultants chosen shall assist the County in managing, inspecting, and overseeing developer and County landscape projects and encroachment permits. The selected consultants shall provide staff that can perform the duties of a Landscape Plan Checker, Landscape Construction Field Inspector, Grounds and Facilities Inspector, and/or Playground Safety Inspector. On typical County landscape projects, the Landscape Architect Representative shall perform all landscape inspections.

Examples of other specific tasks and capabilities to be performed under this agreement shall include, but are not limited to:

· Knowledge and experience with central control irrigation systems and related components, such as satellite weather stations and radio relays.

· Compliance with the California State Water Efficient Landscape Law, AB 1881.

· Able to conduct community engagement and provide grant support.

· Review of landscape improvement plans, bond estimates, and technical specifications for conformance with the County Landscape Standards and Guidelines and all applicable codes and regulations. https://www.contracosta.ca.gov/2147/Landscape-Standards.

· Recommendations for necessary corrections to bring landscape plans into compliance with established standards and codes.

· Plan-checking and verification of projects to ensure consistency with As-Built Plans.

· Field reviews and inspections for new and existing frontage, median and park landscape improvements.

· Written comments indicating deficiencies and necessary corrections for compliance with accepted plans and specifications.

· Written reports that indicate site areas or contractor practices which have been neglected, need repair, renovation, alteration or increased service.

· Recommending general improvements to County-maintained parks and landscaped areas to best meet the needs of the local community.

· Recommending maintenance plans for county facilities based on limited budgets.

· Inspection, by a certified playground safety inspector, of various play areas to ensure conformance with all applicable laws, codes, and regulations and to identify possible hazards or deficiencies.

· Reports that indicate potential problems with play structures, suspected causes of each problem, and recommendations for corrective action.

· Coordination of play structure repairs/changes, re-inspection and preparation of a follow-up report.

· Assistance in updating the County Landscape Standards and Guidelines in the format specified by the County, while ensuring consistency with other Public Works documents and County Ordinances.

· Obtaining civil site surveys and providing design services for civil improvements such as drainage, pedestrian paths, minor concrete structures and miscellaneous improvements required as part of the overall landscape project. Coordination of landscape design with civil or electrical design components will be required to provide the County with a final design package.

· Assistance in preparing Master Plans and Landscape Elements.

· Landscape reviews as part of mitigation processes.

· Implementation of central control irrigation systems.

· Providing arborist services

Section III: Evaluation and Selection Process

A. Selection Process All SOQ’s received will be evaluated by a SOQ Review Committee. The following criteria, not listed in the order of importance, will be used to determine which agency qualifies and best meets the needs of the County. SOQ’s will be evaluated based on the following criteria:

1. Consultant’s previous experience in government setting as a landscape architects.

2. The consultant’s understanding, methodology and approach of the scope and range of services to be provided.

3. The qualifications (including education, training, certification, experience, and past performance) of the consultant and its agents, employees, and sub-consultants in completing projects of a similar type, size, and complexity.

4. Consultant’s staffing.

5. Client References on historical and on-going projects.

B. Interviews If needed, only Top ranked consultants will be invited for an interview. The Consultant’s project manager and key team members will attend the interview. The determination as to the need for interviews, the location, order, and schedule of the interviews will be at the sole discretion of the County. The evaluation interview panel may include representatives from the County and other agencies, but the specific composition of the panel will not be revealed prior to the interviews. The County will use the forced ranking system to evaluate the statements. The consultant must bear all costs incurred to attend. Interviews may be administered via MS Teams.

C. Award of Agreement If the County determines after further evaluation and negotiation, to award the Agreement, a Consulting Services Agreement shall be sent to the successful Consultant for the Consultant’s signature. No SOQ shall be binding upon the County until after the Agreement is signed by duly authorized representatives of both Consultant and the County.

D. SOQs are Public Records California Government Code Section 6250, the Public Records Act, defines a public record as any writing containing information relating to the conduct of the public’s business prepared, owned, used, or retained by any state or local agency regardless of physical form or characteristics. The Public Records Act provides that public records shall be disclosed upon request and that any resident has a right to inspect any public record, unless the document is exempted from disclosure.

Unless otherwise compelled by a court order, the County will not disclose any SOQ while the County conducts its deliberative process in accordance with the procedures identified in this RFQ. However, after the County either awards an agreement to a successful Consultant, or rejects all SOQs, the County shall consider each SOQ subject to the public disclosure requirements of the California Public Records Act. Each Responder is hereby informed that, upon submittal of its SOQ to the County in accordance with this RFQ, the SOQ becomes the property of Contra Costa County.

E. Protest

1. Protest Policy Any bidder or proposer who is aggrieved in connection with the solicitation or award of a contract may protest to the Purchasing Agent or designee. The protest shall be submitted in writing to the Purchasing Agent or designee, within five (5) business days after such aggrieved person or company knows or should have known of the facts giving rise thereto. Failure to submit a timely protest shall bar consideration of a protest.

2. Grounds for Protest The protest shall state all grounds claimed for the protest and include supporting documentation. Failure to clearly state the grounds for the protest and provide supporting documentation shall be deemed a waiver of all protest rights.

3. Protest Procedures In the event a dispute arises concerning the SOQ process prior to the award of the contract, the party wishing resolution of the dispute shall submit a request in writing to the attention of:

Cindy Shehorn, Purchasing Services Manager Contra Costa County Public Works Department 40 Muir Road, 2nd Floor Martinez CA, 94553

Section IV: Instructions to Responders

All responses to this RFQ shall include the following information, organized as separate sections of the SOQ. The SOQ should be concise and to the point.

A. Format Respondents shall submit statements of qualification (SOQ) which are concise and which specifically respond to all of the requested services as posted in this RFQ. Each SOQ shall be submitted with a cover letter signed by an authorized person and include the following documents:

1. Cover Letter – Signed by an authorized representative of the company

2. Executive Summary

3. SOQ – within a maximum of ten (10) pages, no smaller than 12-point font, describe specific capabilities, experience, approaches and proposed methodologies that demonstrate a clear understanding of the nature of the work to be performed as described in Section II under Scope of Service

4. Resume of key persons who will be assigned to the project

5. Statement of Qualification, Business Information – See Exhibit A

6. Customer References – See Exhibit B

7. Anti-Collusion Statement – See Exhibit C

8. Contra Costa County Business Opportunity Registration Form – See Exhibit D

9. Addenda Acknowledgement – See Attachment A

10. Staffing Plan

11. Federal, State, and local permits and licenses

12. Certificate of Insurance with Endorsement Letter

B. Statement Submission

a. Response to this RFQ MUST be submitted electronically through the Bidnetdirect.com web site – NO EXCEPTION

b. Late submittals WILL NOT be accepted – NO EXCEPTION

c. Facsimile submittals WILL NOT be accepted – NO EXCEPTION

C. Staffing List the staff anticipated to perform the services including disciplines and degrees, as appropriate. Indicate the qualifications, training, and experience of each team member.

D. Customer References Respondents shall provide a minimum of three (3) letters of references. Each letter must include the name of the firm, description of services provided, date(s) of services and contract amount for projects similar to the services requested in this RFQ. See Exhibit B.

E. Licenses and Permits Respondents shall possess all licenses, registrations and permits required by the State of California and the County of Contra Costa. Such licenses and permits are to be submitted to the County with the SOQ or prior to the contract signing date.

F. Response Expenses Respondents shall be fully responsible for all costs incurred in the development and submission of this RFQ.

G. Responder Responsibility The responder assumes sole responsibility for the complete effort required in submitting a SOQ in response to this RFQ. No special consideration will be given after SOQs have been submitted because of a responder’s failure to be knowledgeable as to all of the requirements of this RFQ.

H. Interpretation Should any discrepancies, omissions, or doubt as to their meaning be found in the RFQ specifications or requirements, the Respondent shall notify the County in writing through the Bidnetdirect.com website. The County will send written instructions or addenda to all participants in the RFQ process. The County shall not be responsible for oral interpretations.

I. Reservation The County reserves the right to do the following at any time and for its own convenience, at its sole discretion:

· To reject any and all SOQs without indicating any reasons for such rejection

· Terminate this RFQ and issue a new RFQ anytime thereafter

· Extend any or all deadlines specified in the RFQ, including deadlines for accepting SOQ by issuing an Addendum at any time prior to the deadline for receipt of responses to the RFQ

· Procure any services specified in the RFQ by other means

· Disqualify any Respondent on the basis of any real or perceived conflict of interest or evidence of collusion that is disclosed by the SOQ or other data available to the County. Such disqualification is at the sole discretion of the County

· Reject the SOQ of any Respondent that is in breach of or in default under any other agreement with the County

· Reject any Respondent deemed by the County to be non-responsive, unreliable, unqualified, or non-responsible

J. Truth and Accuracy of Representation False, misleading, incomplete, or deceptively unresponsive statements in connection with a SOQ shall be sufficient cause for rejection of the SOQ.

K. Sub-Contract and Assignment The Contract, if awarded, binds the heirs, successors, assigns and representatives of consultant. Prior written consent of the County, subject to any required state or federal approval, is required before the Contractor may enter into subcontracts for any work contemplated under the Contract, or before the Consultant may assign the Contract or monies due or to become due, by operation of law or otherwise.

L. Addenda No one is authorized to amend any of these documents in any respect by an oral statement or to make any representation or interpretation in conflict with their provisions. Any changes to these documents will be issued in writing via Addenda to be posted on the Bidnetdirecom.com website.

M. Addenda Acknowledgement All addenda shall include an acknowledgement of receipt that must be returned. The addenda must be signed and attached to the final response. Failure to attach any addendum may result in the rejection of the response. See Attachment A.

N. Non-Collusion By submitting a signed SOQ, Respondent certifies that there has been no collusion with any other respondents. Reasonable grounds for believing Respondent has an interest in more than one SOQ will result in rejection of all SOQs in which the Respondent has an interest. Any party to collusion may not be considered in future SOQs for the same or similar work. See Exhibit C attached.

A. Contra Costa County Business Opportunity Registration The CCC Business Opportunity Registration form must be signed and attached to the final response. Failure to attach the form may result in the rejection of the SOQ. See Exhibit D.

Exhibit A: Statement of Qualification, Business Information

SECTION A____________________________________________________________________________ Business Name: __________________________________________ Phone #: ______________________ Address: _____________________________________________________________________________ City: __________________________________________________ State: ________ ZIP: _____________ Federal Tax ID #: ____________________________ Business License #: ___________________________

Business Status:

_____Non-Profit Corporation _____Corporation State of Incorporation: _________________________________ _____General Partnership _____Limited Partnership _____Sole Proprietorship Other: __________________________ Name and title of an Officer or owner authorized to sign this SOQ and any contract with the County that may result.

Name: __________________________________________________ Title: ________________________

SECTION B____________________________________________________________________________ Number of years in business under present business name: ____________________________________ Other Business Name(s): ________________________________________________________________ Number of years under prior name if any: __________________________________________________

SECTION C____________________________________________________________________________ Number of years of experience in providing required, equivalent, or related projects: _______________

SECTION D____________________________________________________________________________ Similar services/projects completed during the last five years?

Period Services $ Amount Paid Location Agency Name 1 - __________________________________________________________________________________ 2 - __________________________________________________________________________________ 3 - __________________________________________________________________________________ 4 - __________________________________________________________________________________ 5 - __________________________________________________________________________________

SECTION E____________________________________________________________________________ Have you, or your agency failed or refused to complete a contract? _____ YES ______ No If yes, explain: _________________________________________________________________________

SECTION F____________________________________________________________________________ Is your firm authorized to do business in the State of California? _____Yes ________No

SECTION G____________________________________________________________________________ Is your firm a State of California registered small business? ______Yes ______No

SECTION H____________________________________________________________________________ Is your firm local Business? ______Yes ______No

SECTION I_____________________________________________________________________________ Explain any litigation similar to the services requested by this SOQ involving you, or your agency, or any principal officer(s) thereof:

SECTION J___________________________________________________________________________ Has your company filed any written declaration for bankruptcy protection, a potential merger or acquisition, office closure, pending lawsuits, financial loss that might affect your ability to perform under the contract? _________ Yes _________ No (if yes, please explain): _______________________

SECTION K____________________________________________________________________________ License Provisions

SECTION L____________________________________________________________________________ List the names and titles of the key personnel who would be assigned to the Project.

SECTION M____________________________________________________________________________ List all required business and professional licenses that pertain to this Project:

License Number Type Expiration Date SECTION N____________________________________________________________________________ Do you and your agency agree to provide additional information as required by the County to make an informed determination of qualifications? ______Yes ______No

By signing this Statement of Experience, you are certifying that all information provided on this form and contained within your SOQ are true, and you acknowledge that if the SOQ contains any false statements, the County may declare any contract or agreement made as a result of the SOQ to be void.

Signature: ________________________________________________ Date: ______________________

Authorized Name: ____________________________________Title: _____________________________

Exhibit B: Customer References

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Government Agency:

Contact Person:

Address:

Tel. Number:

City, State, Zip:

Email Address:

Services Provided / Date(s) of Service:

Firm Name: _____________________________________________________________

Authorized Name: _______________________________ Title: ___________________

Authorized Signature: ____________________________ Date: __________________

Exhibit C: Anti-Collusion Statement

By signing this form, the Bidder agrees that this quote is made without any other understanding, agreement, or connection with any person, corporation, or firm submitting a quote for the same purpose and that the quote is in all respects fair and without collusion or fraud, IT IS AGREED BY THE UNDERSIGNED BIDDER, THAT THE SIGNING AND DELIVERY OF THE QUOTE REPRESENTS THE BIDDER'S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE FORGOING SPECIFICATIONS AND PROVISIONS, AND IF AWARDED, THIS CONTRACT WILL REPRESENT THE AGREEMENT BETWEEN THE BIDDER AND THE COUNTY.

NAME OF FIRM: ________________________________________________________________

[Sign in ink in the space provided below]

SIGNED BY: ____________________________________________________________________

TITLE: _________________________________________________________________________

ADDRESS: _____________________________________________________________________

CITY & STATE: __________________________________________________________________

TELEPHONE: __________________________________________________________________________

Exhibit D: CCC Business Opportunities Registration

Place Holder

See Attached

Attachment A: Addenda Acknowledgement

TO BE RETURNED WITH STATEMENT OF QUALIFICATIONS

RFQ No.: _______________ Title: ________________________________________________

ADDENDUM ACKNOWLEDGEMENT (Please initial for addendums received)

Company Name: ______________________________________________________________

Contact Name: _______________________________________________________________

Email Address: ____________________________________________ Phone No.: _________

Address:____________________________________________________________________

Authorized Signature: _________________________________________________________

Date: _______________________________________________________________________

Attachment B: CCC Terms and Conditions

Place Holder

See Attached

On-Call Landscape Architect Services 1 Solicitation No.: RFP_F-Contr-0000000054 image1.png