[Figure 1 insert your agency logo here]

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[agency name]

REQUEST FOR PROPOSALS

Contract [agency contract #]

[Name of Project]

[type of Services requested, ie. Preliminary Engineering Services]

Date Released: [Current date]

[agency name]

[agency address]

Proposals are due prior to 4:00 p.m., [date proposals are due]

TABLE OF CONTENTS

Accessibility note: This table of contents should be generated or refreshed using Word’s built-in table of contents feature after all headings are finalized, so heading navigation and page references remain accessible.

Request for Proposals

[name of project]

[Type of Services]

Introduction	3

Background	4

Scope of Work	6

Appendix A – Proposal Requirements	10

Appendix B – Proposal Evaluation	13

Appendix C – Project Schedule	17

Attachment 1 – Vicinity & Location Maps/Existing & Proposed Conditions Map/Photos

Attachment 2 – Sample Contract Agreement

Attachment 3 – Required Local Assistance Procedures Manual Exhibits

INTRODUCTION

The [agency name] is requesting proposals (RFP) for [type of AE] services.

The [name/type/location of project] will be funded with [Local, State, and Federal] dollars requiring the Consultant to follow all pertinent local, State, and Federal laws and regulations. The DBE goal for this project is [#%].

Total amount payable to the Consultant shall not exceed [$xxx] and with a performance period of the contract from the date approved by [Council/commission] to the [targeted phase or date] whichever is the lesser.

The proposals submitted in response to this RFP will be used as a basis for selecting the Consultant for this project. The Consultant’s proposal will be evaluated and ranked according to the criteria provided in Appendix B, “Evaluation Criteria,” of this RFP.

Addenda to this RFP, if issued, will be sent to all prospective Consultants the [local agency] has specifically e-mailed a copy of the RFP to and will be posted on the [local agency] website at:

[local agency website link to RFP]

It shall be the Consultant’s responsibility to check the [local agencies] website to obtain any addenda that may be issued.

The Consultant’s attention is directed to Appendix A, “Proposal Requirements.”

Submit five (5) hard copies and one (1) electronic copy in PDF format on a CD/DVD of the Consultant’s proposal. The hard copies and CD/DVD shall be mailed or submitted to the [local/agency address] prior to [4:00 p.m., due date]. Proposals shall be submitted in a sealed package clearly marked [“Name of Project – type of AE Services”] and addressed as follows:

[Local Agency contact; must be the agency Contract Administrator or designee

Engineering Division

Local agency name

Local agency street address

City, state, zip code]

Proposals received after the time and date specified above will be considered nonresponsive and will be returned to the Consultant.

Any proposals received prior to the time and date specified above may be withdrawn or modified by written request of the Consultant. To be considered, however, the modified Proposal must be received prior to 4:00 p.m., [same time and due date as listed above].

Unsigned proposals or proposals signed by an individual not authorized to bind the prospective Consultant will be considered nonresponsive and rejected.

This RFP does not commit the [local agency] to award a contract, to pay any costs incurred in the preparation of a proposal for this request, or to procure or contract for services. The [local agency] reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified Consultant, or to modify or cancel in part or in its entirety the RFP if it is in the best interests of the [local agency] to do so. Furthermore, a contract award may not be made based solely on price.

The prospective Consultant is advised that should this RFP result in recommendation for award of a contract, the contract will not be in force until it is approved and fully executed by the [local agency].

All products used or developed in the execution of any contract resulting from this RFP will remain in the public domain at the completion of the contract.

The anticipated consultant selection schedule is as follows:

Proposal review and evaluation: [date range]

Oral interviews: [date range, if any]

Cost Negotiation with first ranked consultant: [date range]

Contract Award and Notice to Proceed: [approx.. date]

Any questions related to this RFP shall be submitted in writing to the attention of [local agency contact] via email at localagency.com. Questions shall be submitted before 5:00 PM on [one week prior to due date].

No oral question or inquiry about this RFP/RFQ shall be accepted.

PROJECT DESCRIPTION AND BACKGROUND

Project description should include a detailed project location and limits. Project background includes project location history, funding type and solicitation. Include any background materials and links to previous PSR’s or publications. Please see example info below.

Example description: Clark Road is a principal arterial which connects upper and lower Paradise. Clark Road is the second most frequently traveled road in the Town of Paradise. Upper Clark Road is a narrow roadway with a reverse horizontal and vertical curve located at Cypress Road and Forest Service Lane. Coupled with high vehicle volumes and speeds this corridor presents a dangerous environment for drivers. The road has an existing two-lane cross section with multiple private and public road encroachments between Kimberly Lane and Adams Road.

The Town identified the Cypress Curve Realignment Project through a jurisdiction-wide collision analysis using the SafeTREC Transportation Injury Mapping System. Analysis of the Town's network shows a high concentration of collisions with severe injuries along Clark Road between Adams Road and Kimberly Lane. This segment includes two fatal collisions in a two year period within 1,000 feet of each other. Both fatal collisions included road departure.

The proposed project includes two countermeasures: improve horizontal alignment (flatten curves) and widen shoulders. Some minimal preliminary engineering began on this project in 2003. According to historical project files, required Right-of-Way has been acquired by the Town of Paradise to realign the horizontal curves from a compound/reverse curve to standard AASHTO horizontal curves. More information regarding specific countermeasures and requirements can be found by reviewing the Caltrans Local Road Safety Manual.

[It is optional to include the agency’s estimated total capital construction (and right of way capital) cost for the project.]

SCOPE OF WORK

General:

The [local agency] is interested in contracting with a Consultant that will conduct and coordinate specified tasks related to advancing the [name of project] to the [construction] phase.

The work shall comply with the requirements of all of the following without limitation, and shall apply to this RFP and any subsequent contract as though incorporated herein by reference:

Federal laws

State laws

Local laws

Rules and regulations of governing utility districts

Rules and regulations of other authorities with jurisdiction over the procurement of products

The Consultant shall comply with all insurance requirements of the [local agency], included in the sample contract in Attachment 2.

Services to be Provided:

The Consultant selected shall provide all services to complete [preliminary engineering, environmental and right-of-way (as necessary)] for the [name of project].

Specifically, the Consultant selected will be required to complete the following tasks:

Project Management – The [local agency contact] will serve as the contract manager and direct liaison between the Consultant and Caltrans District # Division of Local Assistance. The consultant shall be responsible for project management activities throughout the life of the contract and the scope of activities includes but is not limited to, coordinating and being responsible for scheduling meetings, managing the project schedule, preparing and distributing minutes, field reviews, tracking action items for the [local agency] and consultant sub-contractors, and preparing all submissions for the [local agency] to submit to Caltrans Local Assistance. Any modifications proposed to this solicitation are welcome provided they are innovative, advanced, and well thought out methodologies and shall be identified as optional and priced out separately in the sealed fee proposal.

Preliminary Engineering Studies – Develop general project locations and design concepts and related activities needed to establish the parameters for final design such as Geometrics, Hydraulics, Geotechnical, Bridge, Landscape Architecture, Traffic Operations, Electrical, ITS Elements, etc.

Surveys and Mapping – The Consultant shall be responsible for data collection, mapping and surveying necessary for preliminary engineering, design, cost estimates, right-of-way impacts, and the level of environmental clearance. The scope of comprehensive base mapping and surveying includes but is not limited to Control Surveys, Aerial Photogrammetry, Limited Design Level Topographic Surveys, Right-of-Way Retracement, and a Record of Survey.

Environmental Studies and Documentation – Complete the environmental review; including submitting the Caltrans Preliminary Environmental Study and preparing any required technical studies to complete the NEPA document. [local agency] staff will prepare the CEQA document.

Utility Coordination – Submit improvement plans to utility companies in accordance with their requirements. Coordinate utility relocations, including relocation of the utility poles, as needed.

Right of Way Phase & Determination – Consultant shall prepare Request for Authorization to advance project to Right of Way Phase using procedures outlined in the Caltrans Local Assistance Procedures Manual. When authorized, Consultant shall review right-of-way records and establish additional right-of-way along the entire alignment, if necessary.

Design – Design the improvements and prepare the plans, specifications, and estimates in accordance with Caltrans Standards and AASHTO Geometric Design guidelines to achieve project objectives. Consultant shall examine and present project alternatives, as necessary, which complete project goals within construction budget. PS&E shall be submitted to the [local agency] at 60%, 90%, and final contract documents.

Coordination with Adjacent Properties – Coordinate with adjacent property to establish driveway locations and other modifications required in front of their property such as fence relocations, mailbox relocation, or tree removal.

Construction Phase Authorization – Consultant shall prepare Request for Authorization to advance project to Construction using procedures outlined in the Caltrans Local Assistance Procedures Manual.

Bid Process – Provide an electronic copy of the final approved plans and specifications, a mylar copy of the final approved plans, and a hard copy of the final approved specifications. The electronic copy of the plans shall be provided as both AutoCAD files and PDF files, and the electronic copy of the specifications shall be provided in both Microsoft Word format and PDF format. [local agency] will be responsible for making copies of contract documents and will distribute to plan rooms and contractors. Consultant shall respond to questions that arise during the bid phase and prepare addendums which will be distributed by the [local agency] as necessary.

Contract Term – Contract amendments are required to modify the terms of the original contract for changes such as extra time, added work, or increased costs and must be done prior to expiration of the original contract. Only work within the original advertised scope of services shall be added by amendment to the contract.

Method of Payment – Lump Sum Fee (or optional Actual Cost Plus Fixed Fee). The consultant performs the services stated in the contract for an agreed amount as compensation, including a net fee or profit.

Consultant shall identify in proposal if there are any other items that they anticipate will need to be addressed in order to obtain an encroachment permit from Caltrans.

Minimum Qualifications of Personnel – The Consultant shall meet the appropriate minimum qualifications as required by this contract.

Equipment Requirements - The Consultant shall have and provide adequate office equipment and supplies to complete the work required by this Contract. Consultant shall have and provide adequate field tools, instruments, equipment, materials, supplies, and safety equipment to complete the required field work and that meet or exceed Caltrans Specifications per the Caltrans Manuals.

General/Design/Environmental/Surveying/Other Standards -

Quality Control/Assurance Measures – Implementing and maintaining quality control procedures to manage conflicts, insure product accuracy, and identify critical reviews and milestones. Also, provide knowledge, experience, and familiarity Quality Control and Quality Assurance (QC/QA) for California Test Methods and laboratory.

Materials to be provided by the Agency - Unless otherwise specified in this Contract, the Consultant shall provide all materials to complete the required work in accordance with the delivery schedule and cost estimate outlined in each Task Order. Materials (if deemed applicable, necessary, and when available from the [agency]) that may be furnished or made available by the [agency] and where listed in the individual Task Orders and this Contract, are for the Consultant’s use only, shall be returned at the end of the Contract.

Work to be performed by the Agency -

Conflict of Interest Requirements - Throughout the term of the awarded contract, any person, firm or subsidiary thereof who may provide, has provided or is currently providing Design Engineering Services and/or Construction Engineering Services under a contractual relationship with a construction contractor(s) on any local project listed in this Scope of Work must disclose the contractual relationship, the dates and the nature of the services. The prime consultant and its subconsultants shall also disclose any financial or business relationship with the construction contractor(s) who are working on the projects that are assigned for material Quality Assurance services through task orders on the contract.

Similar to the disclosures regarding contractors, all firms are also required to disclose throughout the term of the awarded contract, any Design Engineering services including claim services, Lead Project Management services and Construction Engineering Services provided to all other clients on any local project listed in this Scope of Work.

In addition to the disclosures, the Consultant shall also provide possible mitigation efforts, if any, to eliminate or avoid any actual or perceived conflicts of interest.

The Consultant shall ensure that there is no conflict before providing services to any construction contractor on any of the agency’s projects’ listed in this Scope of Work. The submitted documentation will be used for determining potential conflicts of interest.

If a Consultant discovers a conflict during the execution of an assigned task order, the Consultant must immediately notify the Contract Manager regarding the conflicts of interest. The Contract Manager may terminate the Task Order involving the conflict of interest and may obtain the conflicted services in any way allowed by law. Failure by the Consultant to notify the Contract Manager may be grounds for termination of the contract.

Some examples of conflict of interest are the following:

•	Certified Materials Tester(s) or Plant Inspector(s) from the same company that performs Quality Control for the Contractor and Quality Assurance for the [local agency] on the same project.

•	Providing services to construction contractor’s subcontractors, fabricators, equipment installer, material suppliers and other firms associated with the projects listed in the Contract can be a potential conflict of interest when such contractor teams are identified.

Project Schedule – In order to assess duration and resources, the project planning and scheduling of tasks should be done using a Gantt chart.

APPENDIX A – PROPOSAL REQUIREMENTS

These guidelines are provided for standardizing the preparation and submission of Proposal/Proposals by all Consultants. The intent of these guidelines is to assist Consultants in preparation of their proposals, to simplify the review process, and to help assure consistency in format and content.

Proposals shall contain the following information in the order listed:

Introductory Letter

The introductory (or transmittal) letter shall be addressed to:

[local agency contact

Address]

The letter shall be on Consultant letterhead and include the Consultant’s contact name, mailing address, telephone number, facsimile number, and email address. The letter will address the Consultant’s understanding of the services being requested and any other pertinent information the Consultant believes should be included. All addendums received must be acknowledged in the transmittal letter.

The letter shall be wet-signed in blue ink by the individual authorized to bind the Consultant to the proposal.

Executive Summary

Consultant Information, Qualifications & Experience

The [local agency] will only consider submittals from Consultants that demonstrate they have successfully completed comparable projects. These projects must illustrate the quality, type, and past performance of the project team. Submittals shall include a detailed description of a minimum of three (3) projects within the past five (5) years which include the following information:

Contracting agency

Contracting agency Project Manager

Contracting agency contact information

Contract amount

Funding source

Date of contract

Date of completion

Consultant Project Manager and contact information

Project Objective

Project Description

Project Outcome

Organization and Approach

Describe the roles and organization of your proposed team for this project. Indicate the composition of subcontractors and number of project staff, facilities available and experience of your team as it relates to this project.

Describe your project and management approach. Provide a detailed description of how the team and scope of work will be managed.

Describe the roles of key individuals on the team. Provide resumes and references for all key team members. Resumes shall show relevant experience, for the Project’s Scope of Work, as well as the length of employment with the proposing Consultant. Key members, especially the Project Manager, shall have significant demonstrated experience with this type of project, and should be committed to stay with the project for the duration of the project.

Scope of Work

Include a detailed Scope of Work Statement describing all services to be provided.

Describe project deliverables for each phase of your work.

Describe your cost control and budgeting methodology for this project.

Provide responses to the following:

Describe critical engineering design issues associated with the project and how you will address these.

Describe critical environmental issues and how you will address these.

How cost and schedule could be minimized.

Schedule of Work

Provide a detailed schedule for all phases of the project and the proposing Consultant’s services including time for reviews and approvals. The schedule shall meet the Project Schedule shown in Appendix C, however, expedited schedules are preferred with justification for timeline feasibility.

Conflict of Interest Statement

The proposing Consultant shall disclose any financial, business or other relationship with the [local agency] that may have an impact upon the outcome of the contract or the construction project. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract or the construction project that will follow. The proposing Consultant shall disclose any financial interest or relationship with any construction company that might submit a bid on the construction project.

Litigation

Indicate if the proposing Consultant was involved with any litigation in connection with prior projects. If yes, briefly describe the nature of the litigation and the result.

Contract Agreement

Indicate if the proposing Consultant has any issues or needed changes to the proposed contract agreement included as Attachment 2.

The Consultant shall provide a brief statement affirming that the proposal terms shall remain in effect for ninety (90) days following the date proposal submittals are due.

A contract will not be awarded to a consultant without an adequate financial management and accounting system as required by 48 CFR Part 31 and 2 CFR Part 200.

Federal-Aid Provisions

The proposing Consultant’s services are federally funded, which necessitate compliance with additional requirements. Special attention is directed to Attachment 3 – Local Assistance Procedures Manual Exhibit (LAPM) 10-I, Notice to Proposers DBE Information. The proposing Consultant shall complete and submit the following forms with the proposal to be considered responsive. These forms and instructions are provided for the proposer in Attachment 3.

Local Agency Proposer DBE Commitment (Consultant Contracts); (LAPM 10-O1). The local agency’s current contract DBE Goal is [#%].

DBE Information - Good Faith Effort (LAPM 15-H) – Required only if DBE goal is not achieved. It is recommended that proposer prepare and submit a GFE irrespective of meeting the DBE goal.

Disclosure of Lobbying Activities (LAPM 10-Q)

Upon award and through completion of the project, the successful proposing Consultant will be required to follow applicable federal-aid requirements and shall complete and submit with the agreement the following forms at the time of award:

Local Agency Proposer DBE Information (Consultant Contracts) (LAPM 10-02)

Any other relevant forms required during the project.

Consultant shall demonstrate familiarity of providing services for federally funded projects and has clear understanding of requirements/needs to facilitate the project through Caltrans Local Assistance and Local Assistance Procedures Manual.

Cost Proposal

The consultant performs the services stated in the contract for an agreed amount as compensation, including a net fee or profit.

In order to assure that the [local agency] is able to acquire professional services based on the criteria set forth in the Brooks Act and Government Code 4526, the proposal shall include a cost proposal for each service of the proposal. Proposing Consultants will be required to submit certified payroll records, as required. Cost proposal shall be submitted in a separate sealed envelope from the proposal. The cost proposal is confidential and will be unsealed after all proposals have been reviewed, and most qualified consultant has been selected. Reference sample cost estimate in Attachment 3 LAPM 10-H, Example #1. Consultant shall prepare a Lump Sum Fee estimate with progress payments at defined milestones/tasks.

Selected Consultant shall comply with Chapter 10.X of the Local Assistance Procedures Manual regarding the A&E Consultant Contract Audit and Review process.

APPENDIX B – PROPOSAL EVALUATION

Evaluation Process

All proposals will be evaluated by a [local agency] Selection Committee (Committee). The Committee may be composed of [local agency] staff and other parties that may have expertise or experience in the services described herein. The Committee will review the submittals and will rank the proposers. The evaluation of the proposals shall be within the sole judgment and discretion of the Committee. All contacts during the evaluation phase shall be through the [local agency] Contract Administrator/Project Manager only. Proposers shall neither contact nor lobby evaluators during the evaluation process. Attempts by Proposer to contact members of the Committee may jeopardize the integrity of the evaluation and selection process and risk possible disqualification of Proposer.

The Committee will evaluate each proposal meeting the qualification requirements set forth in this RFP. Proposers should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments may be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the [local agency’s] requirements as set forth in this RFP.

The selection process will include oral interviews. The consultant will be notified of the time and place of oral interviews and if any additional information that may be required to be submitted.

Consultants invited to interviews will be required to submit cost proposals in sealed envelopes during the interview. Upon completion of the evaluation and selection process, only the cost proposal from the most qualified consultant will be opened to begin cost negotiations. All unopened cost proposals will be returned at the conclusion of procurement process. Upon acceptance of a cost proposal and successful contract negotiations, staff will recommend a contract be awarded.

Evaluation Criteria

Proposals will be evaluated according to each Evaluation Criteria, and scored on a zero to five point rating. The scores for all the Evaluation Criteria will then be multiplied according to their assigned weight to arrive at a weighted score for each proposal. A proposal with a high weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The final maximum score for any project is five hundred (500) points.

Rating scale for proposal evaluation
Score	Rating	Description
0	Not Acceptable	Non-responsive; fails to meet RFP specifications. The approach has no probability of success. For mandatory requirements, this score will result in disqualification.
1	Poor	Below average; falls short of expectations and has a low probability of achieving project objectives.
2	Fair	Has a reasonable probability of success, although some objectives may not be met.
3	Average	Acceptable; achieves all objectives in a reasonable fashion under the RFP specifications.
4	Above Average/Good	Has a very good probability of success and achieves all objectives under the RFP requirements and expectations.
5	Excellent/Exceptional	Exceeds expectations, is clearly superior to the expected norm, and has an excellent probability of success.

The Evaluation Criteria Summary and their respective weights are as follows:

Written evaluation criteria and weight
No.	Written Evaluation Criteria	Weight
1	Completeness of Response	Pass/Fail
2	Qualifications & Experience	20
3	Organization & Approach	15
4	Scope of Services to be Provided	15
5	Schedule of Work	10
6	Conflict of Interest Statement	Pass/Fail
7	Local Presence	5
8	References	10
Subtotal	75

Interview evaluation criteria and weight
No.	Interview Evaluation Criteria	Weight
9	Presentation by Team	10
10	Q&A Response to Panel Questions	15
Subtotal	25
Total	100

Completeness of Response (Pass/Fail)

Responses to this RFP must be complete. Responses that do not include the proposal content requirements identified within this RFP and subsequent addenda and do not address each of the items listed below will be considered incomplete, be rated a Fail in the Evaluation Criteria and will receive no further consideration. Responses that are rated a Fail and are not considered may be picked up at the delivery location within 14 calendar days of contract award and/or the completion of the competitive process.

Qualifications & Experience (20 points)

Relevant experience, specific qualifications, and technical expertise of the firm and sub-consultants to conduct traffic engineering services on both federal and nonfederal-aid projects.

Organization & Approach (15 points)

Describes familiarity of project and demonstrates understanding of work completed to date and project objectives moving forward

Roles and Organization of Proposed Team

Proposes adequate and appropriate disciplines of project team.

Some or all of team members have previously worked together on similar project(s).

Overall organization of the team is relevant to [local agency] needs.

Project and Management Approach

Team is managed by an individual with appropriate experience in similar projects. This person’s time is appropriately committed to the project.

Team successfully addresses Site Planning and Programming efforts.

Project team and management approach responds to project issues. Team structure provides adequate capability to perform both volume and quality of needed work within project schedule milestones.

Roles of Key Individuals on the Team

Proposed team members, as demonstrated by enclosed resumes, have relevant experience for their role in the project.

Key positions required to execute the project team’s responsibilities are appropriately staffed.

Working Relationship with [local agency]

Team and its leaders have experience working in the public sector and knowledge of public sector procurement process.

Team leadership understands the nature of public sector work and its decision-making process.

Proposal responds to need to assist [local agency] during the project.

Scope of Services to be Provided (15 points)

Detailed Scope of Services to be Provided

Proposed scope of services is appropriate for all phases of the work.

Scope addresses all known project needs and appears achievable in the timeframes set forth in the project schedule.

Project Deliverables

Deliverables are appropriate to schedule and scope set forth in above requirements.

Cost Control and Budgeting Methodology

Proposer has a system or process for managing cost and budget.

Evidence of successful budget management for a similar project.

Schedule of Work (10 points)

Schedule shows completion of the work within or preferably prior to the [local agency] overall time limits as specified in Appendix C.

The schedule serves as a project timeline, stating all major milestones and required submittals for project management and Federal-Aid compliance.

The schedule addresses all knowable phases of the project, in accordance with the general requirements of this RFP.

Conflict of Interest Statement (Pass/Fail)

Discloses any financial, business or other relationship with the [local agency] that may have an impact upon the outcome of the contract or the construction project.

Lists current clients who may have a financial interest in the outcome of this contract or the construction project that will follow.

Discloses any financial interest or relationship with any construction company that might submit a bid on the construction project.

Local Presence (5 points)

A statement addressing firm’s ability to establish an office within the County or surrounding area.

References (10 points)

Provide as reference the name of at least three (3) agencies you currently or have previously consulted for in the past three (3) years.

Presentation by Team (10 points)

Team presentation conveying project understanding, communication skills, innovative ideas, critical issues and solutions.

Q&A Response to Panel Questions (15 points)

Proposer provides responses to various interview panel questions.

Weighted scores for each Proposal will be assigned utilizing the table below:

Weighted proposal scoring worksheet
No.	Evaluation Criteria	Rating (0–5)	Weight	Score
1	Completeness of Response	N/A	Pass/Fail	Pass/Fail
2	Qualifications & Experience	20
3	Organization & Approach	15
4	Scope of Services to be Provided	15
5	Schedule of Work	10
6	Conflict of Interest Statement	N/A	Pass/Fail	Pass/Fail
7	Local Presence	5
8	References	10
9	Presentation by Team	10
10	Q&A Response to Panel Questions	15
Total	100

APPENDIX C – RFP & PROJECT SCHEDULE

Project Schedule – A Gantt chart should be used for evaluations to compare project deliverables, cost, and time frames and can be done in Excel.