062111 Lakeport City Council - Workshop Packet

8/6/2019 062111 Lakeport City Council - Workshop Packet

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CITY OF LAKEPORT

LOCAL VENDOR PREFERENCE POLICY

Policy No. 2010-01Adopted February 16, 2010

In recognition of the financial advantages accruing to the City by the award of contracts to localvendors, the City of Lakeport hereby establishes a local vendor preference.

1. City personnel are directed to use their best efforts to purchase goods, services, and suppliesfrom local vendors whenever possible and consistent with the terms of this policy.

2. All informal and formal invitations to bid are to be evaluated with a ten percent (10%)preference for local vendors. A bid/proposal received from a local vendor will be tabulated asif it were ten percent (10%) higher than the figure actually set forth in the bid/proposal. Thevendor must claim local vendor preference to be considered.

3. Local vendor will be approved as such when:a. It conducts business in an office with a physical location within the City of Lakeport or

within the sphere of influence of the City of Lakeport;

b. Holds a valid business license issued by the City of Lakeport; andc. The business has been conducted in such a manner for not less than twelve (12) monthsprior to being able to receive the preference.Said vendor will be asked to verify the local business address and how many years the businesshas been operated at that location.

4. For purposes of contracts for professional services and Request for Proposals, the City shallaward a contract to the most qualified responsible and responsive proposer, after consideringthe demonstrated competence and professional qualifications of all proposers. The dollaramount of the proposal shall be considered but the award need not be made to the lowestdollar proposal. Unless otherwise specified by law ten (10) additional points shall be awarded

to the proposer who submits the lowest estimated project cost and ten (10) additional pointsfor any local vendor as defined above.

5. The following are exempt from this local vendor policya. Those contracts which State Law or other law or regulation precludes this local preference.b. Public Works Construction projects.


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6. To qualify as a local vendor the vendor shall submit with its bid/proposal or have on file withthe City Clerk a completed City of Lakeport affidavit that documents the following: thebusiness has a facility with a City of Lakeport address, the business will attribute any sales taxfrom the sale to the City of Lakeport, and the business has had a City of Lakeport businesslicense for at least one year prior to the opening of the bid/proposal.


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REQUEST FOR PROPOSALS

FOR

ENGINEERING SERVICES

FOR

THE DESIGN OF A WATER MAIN EXTENSIONON

PARALLEL DRIVE

IN

LAKEPORT, CALIFORNIA

BACKGROUND

Mendocino College recently acquired property on Parallel Drive for the construction of a new LakeCenter. Construction of the new campus will require the installation of additional infrastructure to providewater beyond the limits of the current city facilities. The improvements will consist of construction of a

new water main in Parallel Drive to the southern limits of 2565 Parallel Drive, the future site of theMendocino College Lake Center. This main line extension should be consistent with the 2008 WaterMaster Plan with the understanding that the City wishes to continue to use a 14 diameter pipe along theroute versus the 12 diameter pipe indicated in the Water Master Plan.

For design purposes, field survey work will be required. The City maintains an extensive GIS database ofour existing utilities which will be available for consultant use. Environmental clearance for the project willbe obtained by City Community Development Department staff. The environmental document isanticipated to be a Categorical Exclusion.

Funding for this project is currently 50% City of Lakeport funding and 50% funding from the College. Acopy of the design memorandum prepared by City staff is attached as Exhibit B.

SCOPE OF WORK AND SCHEDULE

The Lakeport Department of Public Works is seeking the services of a qualified engineering consultant tocomplete the following scope of work tasks:

1. Perform field surveys and mapping. Prepare final construction plans and specifications to beready for advertising for bid.

2. May provide construction support services during the construction phase; these services mayinclude testing and inspection. Contract administration will be provided by the City. The feeestimate for these services should be separate from the design tasks in the cost proposal.

3. Provide coordination with utility companies for facility adjustment and relocation.

4. Determine right-of-way requirements, if any, and prepare legal descriptions and exhibit mapsfor right-of-way acquisitions. The City will assist in obtaining right-of-way, rights-of-entry andtemporary construction easements.

5. Provide a detailed cost estimate at the completion of the design.

6. Provide assistance to the City with the bidding process by answering questions, prepare anyaddenda, etc. The bid advertisement and bid opening will be conducted by the City.

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PREVAILING WAGE

Prevailing wage laws of the State of California apply to certain work performed on this public worksconstruction project. Construction includes work performed during the design and preconstructionphases of construction including, but not limited to, inspection (soils and materials testing) and landsurveying work.

Pursuant to Section 1773 of the Labor Code, the general prevailing wage rates in the county, in whichthe work is to be done have been determined by the Director of the California Department ofIndustrial Relations. These wages are set forth in the General Prevailing Wage Rates for this project,available at the Department of Public Works, City of Lakeport and available from the CaliforniaDepartment of Industrial Relations Internet web site at http://www.dir.ca.gov. Future effective generalprevailing wage rates, which have been predetermined and are on file with the California Departmentof Industrial Relations are referenced but not printed in the general prevailing wage rates.

SUBCONTRACTINGPursuant to the provisions in Section 1777.1 of the Labor Code, the Labor Commissioner publishesand distributes a list of contractors ineligible to perform work as a subcontractor on a public worksproject. This list of debarred contractors is available from the Department of Industrial Relations web

site at http://www.dir.ca.gov/dir/Labor_law/DLSE/Debar.html.

PROMPT PROGRESS PAYMENT TO SUBCONTRACTORS

Attention is directed to the provisions in Sections 10262 and 10262.5 of the Public Contract Code andSection 7108.5 of the Business and Professions Code concerning prompt payment to subcontractors.

PROMPT PAYMENT OF WITHHELD FUNDS TO SUBCONTRACTORS

The Contractor shall return all moneys withheld in retention from the subcontractor within 30 daysafter receiving payment for work satisfactorily completed, even if the other contract work is notcompleted and has not been accepted. This requirement shall not be construed to limit or impair anycontractual, administrative, or judicial remedies otherwise available to the Contractor or subcontractorin the event of a dispute involving late payment or nonpayment by the Contractor or deficientsubcontract performance or noncompliance by a subcontractor.

PRE-PROPOSAL CONFERENCE

A pre-proposal conference will not be held for this project. Consultants with questions regarding specificdetails of the project should submit them in writing to the City Engineer no later than 5 business daysprior to the due date of the proposals to allow adequate time for a written response to be generated anddistributed to all proposers.


The City of Lakeport has a local vendor preference policy which provides a 10% preference to localvendors as defined within the policy when funding sources do not prohibit such a practice. This projectcurrently has no such prohibitions and therefore is subject to the provisions contained within the policy.Attached as Exhibit D is a copy of the current policy.

ADMINISTRATIVE INFORMATION

The City reserves the right to reject any or all proposals. This Request for Proposals does not obligatethe City to award a contract nor does it commit the City to pay any costs associated with the preparationand submittal of a proposal. Requests for additional information required by a firm wishing to make aproposal to the City relative to this RFP shall be made in writing prior to the pre-proposal conference or in

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person at the pre-proposal conference. All proposals and accompanying materials shall become theproperty of the City of Lakeport upon submittal.

PROPOSAL SUBMITTAL REQUIREMENTS

Proposals shall be received by the City no later than 4:00 p.m. on Tuesday, March 8, 2011. Five copiesof the proposal shall be submitted to Scott Harter, City Engineer, City of Lakeport, 225 Park Street,

Lakeport, California, 95453.

A cost proposal for the consultants services shall be provided in a separate sealed envelope with theconsultants name on the outside; only one copy is required. The cost proposal should use the sameformat the consultant proposes to use for billing invoices.

EVALUATION OF PROPOSALS TO ARRIVE AT A SELECTION

A. GeneralThe City of Lakeport Public Works Department complies with the Citys requirements concerningconsultant selection as outlined in the Citys Consultant Selection Board Policy. Department staff willfollow this set procedure in determining the best qualified consultant to perform the work solicited.

The items listed below are assigned relative weights which will be used to evaluate the written proposals

and to arrive at a selection. At the option of the City, interviews may be used as a part of the selectionprocess. The preliminary selection will be made by a Consultant Selection Board.

The City will enter into negotiations with the firm receiving the highest rating following the selection. Ifsuch negotiations are not successful, negotiations will then be entered into with the firm receiving the nexthighest rating.

B. Criteria for the Evaluation of Written Proposals

The following evaluation criteria and weight of importance will be used in evaluating and selecting aconsultant:

PercentageEvaluation Criteria Points

1. Candidates specialized experience and technical competenceas applicable to the services required. Resumes must befurnished for the key team members ......................................................................27%

2. Candidates past record of performance, including control ofcosts, quality of work, completion in a timely manner ...........................................18%

3. Candidates capacity to perform the work in a timely fashion.A proposed work plan should be included .............................................................27%

4. Candidates familiarity with the type of problems applicable tothe project ..............................................................................................................18%

5. Candidates proposed fees .................................................................................... 10%

C. Interviews

If necessary the Department will hold interviews with the three firms receiving the three highest ratings.The interviews will be conducted with the Consultant Selection Board (CSB). The format of the interviewwill be a ten minute period for the firm to present their objectives for the project and to introduce theirstaff. The opening presentation is expected to be informal and attended by those staff members that willbe directly involved in the project. The interview process is to allow a two way communication for thefirms approach to the project and any clarifications required by the CSB.

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EXHIBITS

A. VICINITY MAP & PROJECT DETAIL MAPS

B. DESIGN MEMORANDUM

C. INSURANCE REQUIREMENTS

D. LOCAL VENDOR PREFERENCE POLICY

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EXHIBIT A

VICINITY MAPS


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EXHIBIT B

DESIGN MEMORANDUM


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City of Lakeport Public Works Department

DESIGN MEMORANDUM

PROJECT: Parallel Drive Water Main Extension.

PROJECT LIMITS: Construct approximately 5600 of water main lineextension from the southern limits of the existingwater system adjacent to 1464 Parallel Drive to thesouthern property line of 2565 Parallel Drive.

PROPOSED FUNDIN G:

1. The Project is evenly funded by Mendocino College bond revenues forconstruction of the new Lakeport Facility and City of Lakeport funding.

2. The construction funding is estimated at $550,000 includingcontingencies.

DESIGN STANDARDS:

1. Water line design and construction shall comply with CaliforniaDepartment of Public Health regulations, AWWA standards, andCity of Lakeport Standards

2. Construction of trenching, backfill, minor concrete and AC pavingwork shall conform to the State of California Department ofTransportation Standard Specifications dated May 2006 includingsubsequent updates and revisions,

DESIGN INFORMATION:

Util it ies:

1. Existinga. Electrical PG&E overhead on west side of Parallel for the majority

of the project. It crosses to the east side then back to the westside at the northern end of the project.

b. Telephone AT&T overhead follows the existing PG&E utilities.c. CATV Mediacom follows the existing electrical and telephone

overhead utilities.d. Water Existing water main is a 14 ductile iron pipe which

terminates in Parallel Drive at 1464 Parallel Drive.e. Sewer Sewer exists in Parallel Drive running the length of the

project down the west side of the southbound lane.

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City of Lakeport Public Works Department

f. Storm Drain Facilities Storm drain facilities are limited to sixexisting cross culverts within the limits of the project. Four ofthese are relatively minor crossings and two are major box culvertstructures crossing both Parallel drive and State Highway 29.

2. Designa. Electrical, Telephone, Cable These utilities are proposed to

remain overhead and in their current locations.b. Water This project will facilitate the extension of the 14 water

main to the southern parcel line of 2565 Parallel Drive. Design willinclude installation of fire hydrants along the length of the newmain line as well as all other standard ancillary features such as airrelief valves, intermediate valves, tees and stubbed extensions atintersections, etc.

c. Sewer No interaction with existing sewer facilities is anticipatedand no new facilities are planned.

d. Storm Drain No significant changes to the storm drain facilitiesare anticipated, however minor modifications may be necessary toaccommodate the new water facility.

Drainage:

1. No changes to existing drainage patterns are anticipated as a result ofthis project.

Right-of-Way:

1. Existing right-of-way will be used.

Traffic Controls:

1. Traffic control will be needed during construction.

Agency Review s:

1. City Manager and City Council.2. Mendocino College3. Planning CEQA compliance.4. All affected utilities.

A. PG&EB. AT&TC. MediacomD. City of Lakeport

2


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EXHIBIT C

INSURANCE REQUIREMENTS


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30/115


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EXHIBIT D



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CITY OF LAKEPORT


Policy No. 2010-01Adopted February 16, 2010

In recognition of the financial advantages accruing to the City by the award of contracts to localvendors, the City of Lakeport hereby establishes a local vendor preference.

1. City personnel are directed to use their best efforts to purchase goods, services, and suppliesfrom local vendors whenever possible and consistent with the terms of this policy.

2. All informal and formal invitations to bid are to be evaluated with a ten percent (10%)preference for local vendors. A bid/proposal received from a local vendor will be tabulated asif it were ten percent (10%) higher than the figure actually set forth in the bid/proposal. Thevendor must claim local vendor preference to be considered.

3. Local vendor will be approved as such when:a. It conducts business in an office with a physical location within the City of Lakeport or

within the sphere of influence of the City of Lakeport;

b. Holds a valid business license issued by the City of Lakeport; andc. The business has been conducted in such a manner for not less than twelve (12) monthsprior to being able to receive the preference.Said vendor will be asked to verify the local business address and how many years the businesshas been operated at that location.

4. For purposes of contracts for professional services and Request for Proposals, the City shallaward a contract to the most qualified responsible and responsive proposer, after consideringthe demonstrated competence and professional qualifications of all proposers. The dollaramount of the proposal shall be considered but the award need not be made to the lowestdollar proposal. Unless otherwise specified by law ten (10) additional points shall be awarded

to the proposer who submits the lowest estimated project cost and ten (10) additional pointsfor any local vendor as defined above.

5. The following are exempt from this local vendor policya. Those contracts which State Law or other law or regulation precludes this local preference.b. Public Works Construction projects.


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6. To qualify as a local vendor the vendor shall submit with its bid/proposal or have on file withthe City Clerk a completed City of Lakeport affidavit that documents the following: thebusiness has a facility with a City of Lakeport address, the business will attribute any sales taxfrom the sale to the City of Lakeport, and the business has had a City of Lakeport businesslicense for at least one year prior to the opening of the bid/proposal.


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CONSULTANT SELECTION GUIDEBOOK

Procedures forSelecting Consultants for

FHWA Federal-Aid Projectsand State Funded Projects

STATE OF CALIFORNIADepartment of TransportationDivision of Local AssistanceOffice of Procedures Development January 2002 (revised)


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For individuals with sensory disabilities, this documentcan be made available in Braille, large print, on audiocassette,

or computer disk. To obtain a copy in one of these alternateformats, please call or write to:

Caltrans Division of Local AssistanceAttn: ADA Coordinator, Division of Local Assistance

1120 N Street, Room 2400, Mail Station 1Sacramento, CA 95814

(916) 651-6552 VoiceCRS: 1-800-735-2929


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STATE OF CALIFORNIA-------BUSINESS, TRANSPORTATION AND HOUSING AGENCY GRAY DAVIS,Governor

DEPARTMENT OF TRANSPORTATIONDIVISION OF LOCAL ASSISTANCE1120 N STREETP. O. BOX 942874 MS 1SACRAMENTO, CA 94274-0001PHONE (916) 653-1776

FAX (916) 654-3048

May 2001

Representatives of California Local Government:

This Guidebook provides an overview of procedures for consultant selection. The local agenciesthat intend to request federal and state funds for reimbursement of consultant services shall followspecific selection and contracting procedures. These procedures ensure that the consultantsprofessional qualifications meet the needs of the services to be performed, the payment method isappropriate, and the cost is fair and reasonable to the public agency. Please note also that local

agencies cannot be reimbursed with federal or state funds for consultant selection costs incurredprior to an authorization to proceed.

More comprehensive and detailed explanations of consultant selection and contracting proceduresare provided in the Local Assistance Procedures Manual, Chapter 10, available on the Internet atthe following website: www.dot.ca.gov/hq/LocalPrograms/.

For further assistance, contact your Caltrans District Local Assistance Engineer listed on page 29 ofthis Guidebook.

Sincerely,

TERRY L. ABBOTT

Acting Chief

Division of Local Assistance


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CONTENTS

1

Introduction Purpose 3

Section 1 Getting Started 7

Section 2 Determine Method of Consultant Selection 11

Section 3 Selecting Consultants: One-Step, RFP Method(Request for Proposal, followed by Negotiation)

13

Flow Chart Selecting Consultants 17

Section 4 Selecting Consultants: One-Step, RFQ Method(Request for Qualifications, followed by Interviewsand Negotiation)

19

Section 5 Selecting Consultants: Two-Step, RFQ/RFP Method(Request for Qualifications, followed by Request forProposal and Negotiation)

23

Section 6 Completing the Project 25

Section 7 For Consultants: Preparing an Appropriate Proposal 27

Attachment A District Map District Local Assistance Engineers 29


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CONTENTS

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INTRODUCTION

3

Purpose A city, county, or other local public agency may engage consultants toperform architectural, engineering, and related services needed to developfederal funded and/or state funded transportation projects.

This guide summarizes the consultant selection procedures to be followed

by local agencies that intend to qualify for federal and/or statereimbursement of consultant services costs.

Legislative Requirements The Code of Federal Regulations requires that a local public agency shallprovide for a fair, open, and competitive process based on demonstratedcompetence and professional qualifications in selecting consultants, if theconsultant costs are to be eligible for federal reimbursement. QualifiedDisadvantaged Business Enterprises (DBE) consultants must be given thesame opportunity to be considered for selection.

California law requires that selection by a local public agency of privatearchitectural, engineering, environmental, land surveying, or construction

project management services shall be on the basis of demonstratedcompetence and on the professional qualifications necessary for thesatisfactory performance of the services required. Local agencies shall notrequest a cost proposal until after the final rank has been determined.Contracts shall be negotiated with the most qualified firm, at a pricedetermined to be fair and reasonable to the local agency.

Consultants for services other than architectural, engineering,environmental, land surveying, or construction project managementservices may be selected on the basis of qualifications and cost, with costbeing the major criterion.

Local AssistanceProcedures

Manual

Local agencies intending to request federal and/or state funds forreimbursement of consultant services must follow the selection andcontracting procedures detailed in Chapter 10 of the Caltrans Local Assistance Procedures Manual. Such procedures must ensure that theconsultants professional qualifications are adequate for the specificservices to be performed, that the payment method is appropriate, and thatthe cost is fair and reasonable to the public agency.

A local agency that wants to qualify for federal and/or statereimbursement, and also wants to use a selection process different thanthat described in the Local Assistance Procedures Manual must obtainadvance approval of its process from the Federal Highway Administration

(FHWA) and/or Caltrans before it solicits consultant services.


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INTRODUCTION

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Architectural andEngineering Consultants

Defined

Architectural and Engineering (A&E) consultants are those privateconsulting firms providing architectural, landscape architectural,engineering, environmental, land surveying, or construction projectmanagement services.

Pre-award Audits Federal regulations require a pre-award audit when the consultantagreement is over $250,000. This requirement applies to amendments thatare greater than $250,000 and amendments that, in the aggregate, increasethe original agreement amount to over $250,000.

The purposes of a pre-award audit are (1) to ensure the A&E consultanthas a satisfactory accounting system for tracking costs to be charged to thelocal agency, (2) to provide the local agency with professional advice onaccounting and financial matters, and (3) to assist in the award andadministration of proposed consultant contracts.

Objectives of the pre-award audit are to evaluate the consultantsproposed cost accounting system, estimating system, administrativesystem, cost proposal, contract provisions, and appropriate financialcondition including cash flow. Any problems identified in the pre-awardaudit must be resolved before negotiations are concluded and theconsultant contract executed.

The pre-award audit may be performed by the local agency, or a CertifiedPublic Accountant hired by the local agency. The local agency may requestCaltrans Audits and Investigations to perform the pre-award audit. IfCaltrans performs the pre-award audit, it will be completed at no cost tothe local agency and within approximately 30 calendar days as workload

permits and depending on the complexity of the contract.

Disadvantaged BusinessEnterprise (DBE)

Requirements

The Code of Federal Regulations requires that a local agency receivingfederal funds must encourage DBE participation in all consultant contracts.These regulations require that the local agency must have an approvedDBE Program and an annual goal. The DBE Program and annual goal mustbe established before Caltrans will give authorization to proceed with anyphase of the project.

The consultant must meet the DBE goal specified in the consultant contractor make a good faith effort in attempting to meet the goal. Any DBEsubconsultant must be replaced with another DBE subconsultant or the

consultant must make a good faith effort in finding a substitute DBEsubconsultant, to the extent needed to meet the goal.

In addition, there is certain DBE language that must be included in theagreement. DBE goals are not required by state law for state or locallyonly funded contracts.


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INTRODUCTION

5

For additional DBE information, refer to theLocal Assistance ProceduresManual, Chapter 9, or to the Local Assistance website atwww.dot.ca.gov/hq/LocalPrograms/.

Enhanced Services Timely use of funds and project delivery along with efficient expenditureof funds were emphasized with the passage of SB 45 and AB 1012. As aresult, Caltrans adopted an Enhanced Services Program. This Programprovides limited resources for Caltrans to assist the local agency inevaluating and selecting the consultant. Local agencies desiring thisservice should contact their District Local Assistance Engineer. Thefollowing services that may be provided are:

Review and guidance of the consultant selection process Review of advertisements prepared by the local agency Assist the local agency with DBE requirements

Participation in selecting the consultant Help with contract negotiations

Authorization to Proceed Before commencing on a phase of a project, including selecting aconsultant, for which the local agency wishes to be reimbursed, therespective phase must be authorized, in advance, by Caltrans. Thisauthorization may involve either federal or state funding, or both,depending on the type of project financing. Any expenses incurred by thelocal agency prior to authorization by Caltrans will not be reimbursed.

Federal phases requiring advance authorization are:

Preliminary Engineering (including Environmental) Utilities (if involved) Right of Way (if involved) Construction and Construction Engineering

State phases requiring advance authorization for the State TransportationImprovement Program projects are:

Environmental and Permits Design (or Preliminary Engineering) Right of Way (if involved) Construction and Construction Engineering

In addition, any expenses incurred by the consultant prior to execution ofthe consultant agreement will not be reimbursed.


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INTRODUCTION

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1 GETTING STARTED

7

Select the Project Local agencies are responsible for selecting and initiating federal-aid andstate funded transportation projects. Project phase selection will beinfluenced by a projects need, personnel, workload, acceptability, and thetiming of studies, financing, and construction. The local agency should

identify the objectives which the project is to attain, including the generallevel of improvement or service, operating standards, and the target datefor project completion.

Identify Needfor Consultants

The need for consultants will be identified by comparing the projectobjectives and schedule with the local agencys capabilities, its staffavailability, and its funding resources.

Appoint the ContractAdministrator

The Contract Administrator will be named in the consultant agreement,will be responsible for the quality of contract products or services, andshould be involved throughout the development of the contract provisions.The Contract Administrators duties include but are not limited to:

Providing direction to ensure that the contract is advertised properly,that the Scope of Work and Request for Qualifications (RFQ), orRequest for Proposal (RFP) (if used) are prepared and distributed, andthat the draft contract is correct and complete.

Arranging for preparation of a confidential estimate of the cost of thework, and an analysis of the selected consultants cost proposal; andserving as the successful consultants primary contact person.

Reviewing, or coordinating review of the consultants work andproviding direction.

Approving the consultants progress payments. Tracking agreement costs, DBE usage, expiration date, and need for

amendments.

Determine theProject Schedule

A schedule of the time for performance of all work and completion of theproject should be developed. It should include sufficient time at thebeginning to allow for selecting consultants and developing consultantcontracts.


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1 GETTING STARTED

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Segment Consultant Work Consultant services are most effective when consultant work is segmentedappropriately. The extent of segmenting will depend upon the type andcomplexity of the work. The following illustration shows several

satisfactory ways to segment consultant activities.

Well-Structured

Projects WithSimple Right

of Way

Requirements

Well-Structured

Projects WithComplex Right

of Way

Requirements

More DifficultProjects

VeryComplexProjects

PreliminaryEngineering

EnvironmentalAnalysis

Plans, Specificationsand Estimate (PS&E)

Right of WayActivities

Utilities

ConstructionEngineering

It is best to combine preliminary engineering tasks with preparation of therequired environmental analysis. Preparing an environmental assessmentor environmental impact statement is more than simply writing a report. Itincludes preliminary engineering needed for analyzing project alternativesand producing an engineering and planning assessment. It is necessary toperform only as much traffic and engineering analysis of alternatives as is

needed to produce a sound environmental assessment or environmentalimpact statement. Production of plans, specifications, and estimate(PS&E) must be delayed until environmental clearance has been receivedif federal and/or state reimbursement is desired.


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1 GETTING STARTED

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Specify Productsto be Delivered

The Contract Administrator should identify the products and serviceswhich are to be delivered as a result of contract work. These will varydepending upon the type of project and/or phase being contracted out.

Define Scope ofConsultant Work

The scope of work, which must be included in the contract, is a detaileddescription of the products or services to be provided by the consultant.Sufficient detail should be provided so consultants responding to a projectadvertisement can determine the types of personnel required for the workand the time needed, and develop a cost proposal or technical proposaland person-hour estimate for the contract.

Establish DBEParticipation

Local agencies receiving federal funds must take affirmative steps toassure that DBE consultants are given opportunity to participate. Suchsteps include soliciting DBE firms and, when feasible, organizing the

project schedule and task requirements to encourage participation by DBEfirms. In addition, DBE goals must be established for the consultantagreement.

Estimate Cost ofConsultant Work

An independent local agency cost estimate is needed to ensure thatconsultant services are obtained at a price that is fair and reasonable. Itmust be prepared in advance so the local agencys negotiating team has adetailed cost analysis of the project to evaluate the strengths andweaknesses of the consultants cost proposal.

A good cost estimate can be prepared only if the scope of work is defined

clearly. The scope of work must include a list of the products or serviceswhich the consultant will be required to deliver, and a schedule of whenthey must be delivered.

The local agency estimate, which is to be kept confidential (to the extentpermitted by law), must include a breakdown of direct labor cost, indirectlabor cost (fringe benefits), indirect cost, general and administrative costs,other direct costs, subconsultant costs, and fee. If the contract involvesseveral milestones/projects, a separate estimate should be prepared foreach milestone/project, together with a summary of the total estimated costof the services to be provided by the contract.

DetermineType of Contract

The contract must specify how the consultant is to be paid. Four methodsof payment are permitted on consultant contracts:

Actual Cost plus Fixed Fee Cost per Unit of Work Specific Rates of Compensation Lump Sum


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1 GETTING STARTED

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Actual Cost PlusFixed Fee

This is the most common method of payment. The consultant is reimbursedfor actual costs incurred plus an additional predetermined amount as afixed fee. The fixed fee is not adjustable for the life of the contract except

where there is a material change in the scope of the work, in which casethe fee may be re-negotiated.

This method of payment is appropriate when the extent, scope, complexity,character, or duration of work are indeterminable at the time ofnegotiation. It also is appropriate when the work is such that the agencylacks the experience or knowledge needed to evaluate the consultantsproposal and support a lump-sum amount.

Cost Per Unit of Work The consultant is paid based on the work to complete a unit of work (suchas per plan sheet, per report, etc.). This method of payment is appropriate

to use when the cost per unit of work can be determined with reasonableaccuracy in advance. Contract payment provisions are to specify what isincluded in the price to be paid for each item.

Specific Rates ofCompensation

The consultant is paid an agreed and supported specific fixed hourly,daily, or monthly rate for each class of employee or piece of equipmentused directly in the work. Such rates of compensation include theconsultants estimated costs and fixed fee. The specific rates ofcompensation are to include an hourly breakdown, direct salary costs,salary additives, indirect costs, and fixed fee. Other direct costs may beset forth as an element of the specific rate or may be included as

independent cost items.

This method of payment is used for on-call contracts (time and materialscontracts), but should be considered for other contracts only when none ofthe other three methods of payment can be used. It should be consideredonly for items of work that are relatively minor. Construction inspectioncontracts and equipment used on consultant contracts should use thismethod of payment.

Lump Sum The consultant performs the services stated in the agreement for an agreedamount as compensation. It is appropriate only if the extent, scope,

complexity, character, and duration of the work have been defined enoughto permit just compensation to be determined and evaluated by all partiesduring negotiations.


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2 DETERMINE METHOD OF CONSULTANTSELECTION

11

Consultant Contracts

under $100,000

Service Agreements and other consultant agreements costing, in theaggregate, no more than $100,000 per project, may be obtained through arelatively simple and informal method of procurement. This informal

method must be sound and appropriate for procurement of consultingservices, and justification for the selection must be documented andsupported. The method of procurement must be an open and competitiveprocess in selecting consultants and should consider a minimum of threedifferent consultants. Qualified Disadvantaged Business Enterprises(DBE) must be considered for selection on federal-aid contracts.

Consultant Contracts over$100,000

One of three methods is used normally in selecting a consultant. Themethod used will depend upon the scope of work, the services required,the projects complexity, and the time available for consultant selection.

One-Step, RFP(Request for Proposal,followed by Negotiations)

The One-Step, RFP method may be used when the consultant service ishighly specialized and there are few qualified consultants. This methodalso may be used when a local agency has a modest number of projects peryear and the expected number of proposals is small.

In this method, consultants simultaneously submit a Technical Proposaland Statement of Qualifications. Proposals by all consultants are evaluatedbased upon criteria outlined in the RFP, and a short list of qualifiedconsultants is developed. A final ranking of qualified consultants isdeveloped, and negotiation begins with the most qualified consultant aftera cost proposal has been received.

One-Step, RFQ(Request for

Qualifications, followedby Interviews and

Negotiations)

The most common selection process is the One-Step, RFQ method,which is used when typical services (such as preparation of PS&E) arerequired and there are many consultants. It also is used when a localagency produces many projects and there are numerous consultants whowish to participate.

The consultant submits a Statement of Qualifications (SOQ) in response toa Request for Qualifications (RFQ). The responding consultants areranked by a Consultant Selection Committee which develops a short list ofqualified consultants who are invited for interviews. The final ranking of

consultants is based on the interviews, and negotiation begins after themost qualified consultant has provided a cost proposal.


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2 DETERMINE METHOD OF CONSULTANTSELECTION

12

Two-Step, RFQ/RFP(Request for

Qualifications, followedby Request for Proposal

and Negotiations)

The Two-Step, RFQ/RFP method may be used when the scope of workis complex or unusual. It also may be preferred by local agencies that are

apprehensive about negotiations and procedures for establishingcompensation. However, it requires substantially more work and time thanthe other two methods described above.

In the Two-Step process, the consultant submits a Statement ofQualifications (SOQ) in response to a RFQ. Responding consultants areranked by a Consultant Selection Committee, and the short-listedconsultants receive a Request for Proposal (RFP) and respond with aTechnical Proposal. The most qualified consultants are placed in a finalranking, and negotiation begins after the most qualified consultant hasprovided a cost proposal.

Noncompetitive

Negotiated Agreements(Sole Source Agreements)

A noncompetitive, negotiated contract may be developed when specialconditions arise. Conditions under which noncompetitive negotiatedcontracts may be acceptable include:

Only one organization is qualified to do the required work. An emergency of such magnitude exists that delay cannot be permitted. The federal grantor agency authorizes noncompetitive negotiation. Competition is determined to be inadequate after solicitation of a

number of sources.

The local agency shall:

Follow its defined process for noncompetitive agreement. Develop an adequate scope of work, evaluation factors and cost

estimate. Conduct negotiations to ensure a fair and reasonable cost.

Details of the special conditions must be documented carefully, andwritten approval must be obtained from FHWA and Caltrans prior tocontract execution to obtain federal and/or state reimbursement.


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3 SELECTING CONSULTANTS:ONE-STEP, RFP METHOD(Request for Proposal, followed by Negotiation)

13

Appoint Consultant

Selection Committee

A Consultant Selection Committee is appointed at the beginning of theconsultant selection process. The committee reviews materials submitted

by consultants, develops a short list of qualified consultants, and developsa final ranking of most qualified consultants. Selected members of theSelection Committee negotiate costs with the consultant.

Develop TechnicalCriteria for Evaluation of

Proposal

The Contract Administrator is responsible for developing the technicalcriteria, and their relative weight, which will be used to evaluate and rankconsultant proposals.

Develop Schedule for

Consultant Selection

Before the contract is advertised, the Contract Administrator is tocomplete a contract schedule, including key dates for consultant selectionactivities. Target dates must be confirmed with all members of the

Selection Committee before completing the schedule.

Prepare Request forProposal (RFP)

Information required in a Request for Proposal includes:

Description of Project Scope of Work Schedule of Work Proposal Format Method and Criteria for Selection Contract DBE Goals for Federal-aid Contracts

The RFP should specify the content of the proposal to be submitted, thenumber of copies required, and the due date. Four weeks are usuallyallowed between the time the RFP is mailed and the time that proposalsmust be submitted. More time may be required for very complex contractsor projects.

Items typically required in a technical proposal are:

Work Plan (Specify what is to be covered in the discussion ofapproach. In some instances, it may be desirable to limit thedescription or approach.)

Organization chart Schedule Staffing plan Staff resumes Names of the consultants Project Manager and the individual

authorized to negotiate the contract on behalf of the consulting firm References Information about the consultants use of Disadvantaged Business


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14

Enterprises for federal-aid contracts

The RFP shall specify the evaluation procedures and criteria to be used inselecting consultants. It also must indicate where technical proposals areto be delivered, and should describe the anticipated schedule of activitiesrelated to the RFP. The RFP must state if it is for more than one project.

Advertise for Consultants The local agency advertises the availability of the RFP in a majornewspaper of general circulation and/or technical publication ofwidespread circulation. RFPs also shall be sent to organizations knownto be qualified to do the specified work, to professional societies, and torecognized DBE organizations. In some cases, it may be desirable toadvertise nationwide for a particular project or service. The DBE Goal

must be stated in the solitation or advertisement package.

Issue Request forProposal (RFP)

The local agency shall issue the RFP to all consultants responding to theadvertisement.

Conduct ProposersConference or Answer

Written Questions

The local agency may allow for clarification of the RFP by invitingsubmittal of written questions or by conducting a proposers conference,or by doing both.

Responses to written questions are to be mailed to all consultantsreceiving an RFP. No response should be given to verbal questions.

If a proposers conference is to be held, the exact time and place must bespecified in the RFP. Attendance at a proposers conference normally isnot mandatory. In order to avoid confusion, meeting notes will not be sentto consultants who do not attend the proposers conference.

Receive and EvaluateTechnical Proposals and

Statement ofQualifications

The Contract Administrator is to determine that each proposal contains allthe information required by the RFP. Proposals may be considered non-responsive and rejected without evaluation if all required information isnot provided. For example, late submittals, submittals to the wronglocation, and submittals with inadequate copies are non-responsive and

shall be rejected, and submittal of additional information after the due dateshall not be allowed.


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15

The members of the Consultant Selection Committee must evaluate each

proposal in terms of the technical criteria which were listed in the RFP,and must evaluate reference checks and other information that is gatheredindependently.

Develop Final Ranking ofConsultants

The Selection Committee should discuss and document the strengths andweaknesses of each consultant and develop a final ranking of the mostqualified consultants.

Notify Consultantsof Results

All consultants that submitted proposals must be informed of the finalranking of consultants. It is important that all competing consultantsreceive the same information.

Negotiate Contractwith Top-Ranked

Consultant

The top-ranked consultant is asked to submit a cost proposal, and the localagency proceeds to negotiate a contract with that consultant. The goal ofnegotiations is to agree on a final contract that will deliver the services orproducts at a fair and reasonable cost to the local agency. The independentcost estimate developed previously by the local agency is an importantbasis for negotiation. Negotiations should not be completed until a pre-award audit report is received and any issues resolved.

Items negotiated typically include:

Work plan Schedule Hours Quantities Products to be delivered Classification and experience level of personnel to be assigned Cost items, payments and fee

For a federal-aid contract, a consultant will be awarded the contract onlyif it has either met the DBE contract goal or demonstrated a good-faitheffort to do so.

Negotiations are to be terminated if the local agency fails to conclude anagreement with the top-ranked consultant; new negotiations are then startedwith the consultant ranked next-highest. The process is repeated until acontract is negotiated successfully.


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17

omplete First Stepselect Project

et Project Objectives

ppoint Contract

dministrator

dentifyeed for

onsultant

SegmentProject

Specifyoducts to beDelivered

Definecope of

onsultantWork

stimate

Cost ofonsultantWork

EstablishDBEGoals

Determine

Method ofConsultantSelection

termine Type of Contractump Sum

ost Plus Fixed Fee

ost Per Unit of Work

pecific Rates of

AppointConsultantSelection

Committee and

DevelopSchedule

Develop TechnicalCriteria for

Evaluation ofProposals

Prepare

Request forProposal

(RFP)

IssueRequest

forProposal

Evaluate Reference Checks& Other Information

Gathered Independently

DevelopContract

InitiatePre-Award

Audit

Negotiate Contract withNext-Highest Ranked

Consultant until Successful

AppointConsultantSelection

Committee and

Develop Schedulefor Selection

Advertise forConsultants

(RFQ)

FLOW CHART SELECTING CONSULTANTS

ELECTING CONSULTANTS

itiate Project Select Consultants

One-Step, RFP Meth od: R equest for Proposal, followed by Negotiation

(Use when there are few consultants)

One-Step, RFQ Method: Request for Qualifications, followed by Interviews and Negotiation

(Use when there are many consultants)

Two-Step, RFQ/RFP Method: Request for Qualifications, followed by Request for Proposal and Negotiation

(Use when scope of work is complex or unusual)

AppointConsultant

SelectionCommittee and

Develop Schedulefor Selection

Advertise for

Consultants(RFQ)

ReceiveStatements of

Qualifications

EvaluateStatements of

Qualifications &Develop Short List

NotifyConsultants of

Short List

Issue Requestfor Proposal

(RFP)

ConductProposers

Conference orAnswerWritten

Receiveand Evaluate

TechnicalProposals

Develop FinalRankings of

Consultants

NotifyConsultants

of Results



ReceiveStatements ofQualifications

EvaluateStatements of

Qualifications &Develop Short List

NotifyConsultants of

Short ListInterview

Short ListedConsultants



Develop FinalRanking ofConsultants

Request &

Receive Cost ProposalNegotiate Contract withTo -Ranked Consultant



Advertise

forConsultants

Conduct Proposers

Conference orAnswer Written

Questions

Receive and

EvaluateTechnicalProposals

Develop

FinalRanking ofConsultants

Notify

Consultantsof Results

Request &

Receive Cost ProposalNegotiate Contract withTop-Ranked Consultant

DevelopContract

InitiatePre-Award

Audit

NotifyConsultantsof Results

Request &Receive Cost ProposalNegotiate Contract withTop-Ranked Consultant

Develop

Contract

Initiate

Pre-Award

Audit



CP

Same as One-Step RFQ Same as One-Step RFP


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18

Thispa

geinte

ntion

allylef

tblan

k


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4 SELECTING CONSULTANTS:ONE-STEP, RFQ METHOD(Request for Qualifications, followed by Interviewsand Negotiation)

19

Appoint Consultant

Selection Committee

A Consultant Selection Committee is appointed at the beginning of the

consultant selection process. The committee reviews materials submittedby consultants, develops a short list of qualified consultants, and developsa final ranking of most qualified consultants. Selected members of theSelection Committee negotiate costs with the consultant.

Develop Schedule forConsultant Selection

The Contract Administrator is to complete a contract schedule, includingkey dates for consultant selection activities, before the contract isadvertised.

Advertise for Consultants Advertisements may take one of two forms. The most common form ofadvertisement is publication of the Request for Qualifications (RFQ). The

RFQ shall contain enough information so that interested consultants cansubmit an appropriate Statement of Qualifications (SOQ). Theadvertisement must state if the RFQ is for more than one project.

The local agency advertises the availability of the RFQ in a majornewspaper of general circulation and/or technical publication ofwidespread circulation. RFQs also shall be sent to organizations known tobe qualified to do the specified work, to professional societies, and torecognized DBE organizations. In some cases, it may be desirable toadvertise nationwide for a particular project or service. The DBE Goalmust be stated in the solitation or advertisement package.

Receive and EvaluateStatements of

Qualifications andDevelop Short List

The first step in the evaluation process is to determine that each submittalcontains all information required by the RFQ. Submittals may beconsidered non-responsive and rejected without evaluation if all requiredinformation is not provided. Late submittals, submittals to the wronglocation, and submittals with inadequate copies are non-responsive andshall be rejected, and submittal of additional information after the due dateshall not be allowed.

The Consultant Selection Committee reviews the submitted Statements ofQualifications according to the published evaluation criteria and weighting

factors. The committee establishes a short list of consultants who are bestqualified to perform the contract work. The short list should includeenough qualified consultants to ensure that at least three candidates will beinterviewed.


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Notify Consultantsof Short List

All consultants that submitted Statements of Qualifications must beinformed which consultants are to be invited for an interview. Thenotification is to identify only those consultants that will be requested toattend interviews, but shall be sent to all consultants that submittedStatements of Qualifications.

Evaluate ReferenceChecks and Other

Information GatheredIndependently

An important part of the evaluation process is obtaining information abouteach prospective consultants performance on other contract work. Theagency should conduct a random check of one or more of the referencesprovided by each consultant. Reference checks on major subcontractorsalso are advisable if a significant portion of the work is being

subcontracted.

Interview Top-RankedConsultants

Interview all firms on the short list. Interviews are to be structured andconducted in a formal manner. Each consultant shall be allowed theopportunity to make a presentation, if it desires; however, a time limitshould be specified.

Questions to be asked during the interview should be prepared in advance.Two sets of questions may be asked:

Those questions that will be asked of all competing consultants.

Questions relating to each specific consultant based upon the referencechecks and the strengths and weaknesses identified during evaluationof the Statement of Qualifications.

The agency may request candidates to bring additional information orexamples of their work to the interviews, if that is necessary or desirablein order to facilitate the interview or evaluation process. Additionalinformation should be kept to the minimum that is required to select themost qualified consultant.

The consultants Project Manager and major subcontractors must attend the

interviews.

Develop Final Ranking ofConsultants

Immediately after the interviews, the selection committee should discussand document the strengths and weaknesses of each consultant and developa final ranking of the most qualified consultants. The selection committeeshould take notes for debriefing the consultants at a later date.


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Notify Consultantsof Results

All consultants that were interviewed must be informed of the final rankingof consultants. It is important that all competing consultants receive thesame information.

Conduct Scoping Meeting The Contract Administrator should meet with the selected consultantsProject Manager and/or other consultant/subconsultant personnel toreview the project to ensure that the consultant has a completeunderstanding of the work that is required. The consultant should be givenas much material as is available regarding the project, and any technicalquestions regarding the project should be answered completely. Thisshould be done before requesting the initial cost proposal.

RequestCost Proposal

The top-ranked consultant is asked to provide a cost proposal to performthe work described in the draft contract and discussed at the scopingmeeting. If the contract involves more than one project, or milestone, aseparate cost proposal for each project or milestone shall be requested inaddition to a summary cost proposal for the total contract. If portions ofthe contract are to be subcontracted, a separate cost proposal for eachsubcontractor shall be requested in addition to a summary cost proposalfor the total contract.

Negotiate Contract

with Top-RankedConsultant

The local agency, after receipt of a cost proposal from the top-ranked

consultant, negotiates a contract with that consultant. The goal ofnegotiations is to agree on a final contract that will deliver the services orproducts at a fair and reasonable cost to the local agency. The independentcost estimate developed previously by the local agency is an importantbasis for negotiation. Negotiations shall not be completed until a pre-award audit report, if required or requested, is received and any issuesresolved.

Items negotiated typically include:

Workplan

Schedule Hours Quantities Products to be delivered Classification and experience level of personnel to be assigned Cost items, payments, and fee

For a federal-aid contract, a consultant will be awarded the contract only


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22

if it has either met the DBE contract goal or demonstrated a good-faith

effort to do so.

Negotiations are to be terminated if the local agency fails to conclude anagreement with the top-ranked consultant; new negotiations are then startedwith the consultant ranked next-highest. The process is repeated until acontract is successfully negotiated.


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5 SELECTING CONSULTANTS:TWO-STEP, RFQ/RFP METHOD(Request for Qualifications, followed by Request forProposal and Negotiation)

23

Selecting consultants using the Two-Step, RFQ/RFP method requires

combining certain steps from each of the other two methods describedpreviously. The combination of these steps are indicated on the flow charton page 17.

Initial steps in this method are the same as the initial steps followed whenusing the One-Step, RFQ method to develop a short list of the mosthighly qualified consultants. Later steps are the same as the steps followedin the One-Step, RFP method using the firms from the short list of themost highly qualified consultants.

Because it is a combination of the One-Step, RFQ and the One-Step,

RFP methods, this method of consultant selection requires more work andtime than the other two methods. Consequently, it is recommended for useonly when the scope of work is very complex or unusual.


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5 SELECTING CONSULTANTS:TWO-STEP, RFQ/RFP METHOD(Request for Qualifications, followed by Request forProposal and Negotiation)

24


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6 COMPLETING THE PROJECT

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Submit Final CostProposal

After negotiations are completed, the consultant submits a final costproposal based on final negotiations and contract requirements. This finalcost proposal is attached to and made a part of the consultant agreement.

Develop theFinal Contract The Contract Administrator is responsible for processing the finalnegotiated contract by ensuring that the contract is complete anddetermining that all required back-up documents have been provided. Theappropriate numbers of copies of the contract are sent to the consultant forsignature.

The final contract should identify the local agencys ContractAdministrator who will be responsible for project management activities(especially product delivery) and the consultants Project Manager orcontact person.

Execute Contract andIssue Notice to Proceed

to Consultant

The Contract Administrator sends an original signature copy of the fullyexecuted contract and issues a notice to proceed after an authorization toproceed has been issued by Caltrans if federal or state reimburesment willbe requested. Federal and/or state funds may not be used to reimburseconsultants for costs incurred before the authorization to proceed is issued.

Administer

the Contract

Project work begins immediately after the notice to proceed is issued tothe consultant. Thereafter, the local agency manages and administers thecontract to ensure that a complete and acceptable product is received ontime, within standards, and within budget.

Contract administration activities ensure that contractual obligations are

completed satisfactorily. Generally, these activities include:

Monitoring project progress and compliance with contractrequirements

Reviewing invoices and approving payments after making adetermination that amounts billed are reasonable in relationship to thework performed

Record keeping and reporting Cost control Identifying changes to the scope of work and preparing amendments Monitoring consultant DBE utilization, if federal-aid contract

Monitoring contract expiration date and issuing amendments for timeextensions

Contract Amendments A contract amendment is required for any change in the terms of thecontract. Amendments are not required for changes in personnel orsubconsultants mentioned in the cost proposal; however, to be consideredeligible for reimbursement prior approval by Caltrans for such changesmust be in writing.


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6 COMPLETING THE PROJECT

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All amendments, including amendments to extend the expiration date mustbe fully executed by the local agency and consultant before the contractexpires.

An amendment, or change to the contract must be within the original scopeof the consultant selection contract. Changes that are outside the scope ofthe contract are considered sole source agreements and must have solesource justification. In addition, services of DBE subcontractors should beconsidered if the original amount of the contract is increased.

Close Out Project Projects should be closed out promptly after contract services arecompleted. Local agencies are encouraged to complete these steps quickly.

PerformanceEvaluation

The consultants performance should be evaluated by the ContractAdministrator after the consultants final report has been submitted and theContract Administrator has conducted a detailed evaluation of the projectwith the consultants Project Manager.

Final Payments The local agency completes final payment of consultant invoices, submitsa final invoice to Caltrans to complete federal and/or state reimbursement,and closes out the contract.

Project Records Project records and documentation must be kept for three years afterpayment of the final voucher.

Minor Revision: 01-14-02


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7 FOR CONSULTANTS:PREPARING AN APPROPRIATE PROPOSAL

27

Introduction It is in the interest of both public agencies and private consultants thatproposers submit documents which are well-structured and can beevaluated easily. The following suggestions offer guidance regarding

preparation of proposals having those characteristics.

Elements of aGood Proposal

A good proposal is directed specifically at the particular project forwhich consultant services are being solicited. Therefore, the entire contentof the proposal should support the consultants perspective on the projectand the consultants ability to produce and deliver the services andproducts sought by a local agency. Materials which are general in nature,and which do not address the specific program and concerns of the localagency, are not helpful to the local agency nor to the consultants prospectsfor being awarded a contract.

A good proposal emphasizes the following four elements:

1. Approach and methodology2. Work plan3. Schedule of product deliveries4. Experience and qualifications

Approach andMethodology

A consultant should first indicate that it understands the specific projectand what the local agency is seeking in services and product. Theconsultants approach may suggest ideas for useful techniques andmethodologies that, from the consultants experience, could be veryhelpful to the local agencys perspective on the project. While someprojects may be very straightforward, others often include aspects aboutwhich the local agency may be unsure and may welcome specific advice.The consultant should define specific techniques and experiences clearlyin its proposal, and should relate them directly to the particular projectbeing considered.

Work Plan The consultant should outline a work plan that identifies the major tasksneeded to accomplish project objectives efficiently and expeditiously. Thework plan should distinguish between technical tasks, such as design andproduction steps, and such administrative tasks as coordination meetingsand product review periods, and it should indicate the completion date foreach task. It should be integrated with the schedule of product deliveries tohelp the local agency understand the commitments it must make inresources and personnel to achieve project objectives.


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7 FOR CONSULTANTS:PREPARING AN APPROPRIATE PROPOSAL

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Schedule ofProduct Deliveries

Local agency officials usually have specific deadlines by which a projectmust be completed. Such deadlines may be determined by financial

considerations, by linkages with other public or private projects, by theavailability of local agency personnel, etc. The consultant shouldrecognize the validity of those deadlines and develop a schedule ofproduct deliveries that will achieve the local agencys objectives. It oftenis helpful to the local agency for the consultant to point out features of theschedule which may be problematic, which may require the local agencyto provide special input or resources, or which otherwise require specialattention.

Experience andQualifications

Each consultant should present its experience with projects of a similartype or situation and size and the qualifications of the personnel that theywould assign to the project. Each consultant also should identify theProject Manager. Consultant experience and qualifications should bedirected specifically to the local agencys project. Local agency officialsneed to be assured that the consultant does, in fact, have the judgment andcapabilities needed to successfully complete the project.

Proposal Format Consultants generally should submit their proposals in a format that isconsistent with the sequence of informational items requested by a localagency. A proposal submitted in a format consistent with the RFP or RFQis easy for local agency officials to review. For examples, see Chapter 10of theLocal Assistance Procedures Manual.

Proposal Style Consultants should take care to present their proposals in a style that isdistinctive, attractive, and easy to review. Text should be presentedsimply and clearly. Complex ideas and concepts can be communicatedeasily by using correct grammar and punctuation, simple sentencestructure, minimal jargon, short sentences, and brief paragraphs. Graphicformats and images can be combined with generous amounts of whitespace to highlight text elements, improve readability, and ensure that keyinformation can be found readily.


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ATTACHMENT A DISTRICT MAP -DISTRICT LOCAL ASSISTANCE ENGINEERS

29

4/2001

DISTRICT BOUNDARIES

AND

MAILING ADDRESSES

DEL

NORTE

MODOC

LASSEN

HUMBOLDT

SHASTA

SISKIYOU

BUTTE

GLENN

EL DORADO

MENDOCINO

LAKE

COLUSA

TEHAMA

TRINITY

PLUMAS

SIERRA

NEVADA

PLACER

YUBA

SUTTER

NAPASONOMA

MARIN

YOLO

SACRAMENTO

SOLANO

CONTRA

COSTA

AMADOR

ALPINE

ALAMEDA

CALAVERA

FRESNO INYO

TUOLUMNE

MONO

MARIPOSA

MADERA

SAN

JOAQUIN

STANISLAU

MERCED

SAN FRANCISCO

SANMATEO

SANTA CRUZ

MONTEREY

SANTA

CLARA

SAN

BENITO

KINGS

KERN

LOS ANGELES

ORANGE

SAN

LUI

OBISPO

SAN BERNARDINO

RIVERSIDE

IMPERIALSANDIEGO

SANTA

BARBARA

VENTURA

TULARE

1

2

3

4

10

9

65

7

12

8

11

OAKLAND

LOS ANGELES

SAN DIEGO

SANTA ANA

SAN BERNARDINO

SAN LUIS OBISPO

STOCKTON

BISHOP

FRESNO

MARYSVILLE

EUREKAREDDING

District 11656 Union StreetP.O. Box 3700Eureka, CA 95502-3770Phone: (707) 445-6399

District 21657 Riverside DriveP.O. Box 496073Redding, CA 96049-6073Phone: (530) 225-3484

District 3703 B StreetP.O. Box 911Marysville, CA 95901Phone: (530) 741-5450

District 4111 Grand AvenueP.O. Box 23660Oakland, CA 94623-0660Phone: (510) 286-5226

District 550 Higuera StreetSan Luis Obispo,CA 93401-5415Phone: (805) 549-4606

District 61352 West Olive AvenueP.O. Box 12616Fresno, CA 93778-2616Phone: (559) 488-4105

District 7700 N. Alameda St.Los Angeles, CA 90012Phone: (213) 620-6544

District 8464 West Fourth StreetP.O. Box 231San Bernardino, CA 92402Phone: (909) 383-4030

District 9500 South Main Street

Bishop, CAPhone: (760) 872-0681

District 101976 East Charter WayP.O. Box 2048Stockton, CA 95201Phone: (209) 948-3689

District 112829 Juan StreetP.O. Box 85406San Diego, CA 92186-5406Phone: (619) 688-6778

District 123347 Michelson Dr., Ste. CN380Irvine, CA 92612Phone: (949) 756-7805

STATE OF CALIFORNIABusiness, Transportation and Housing Agency

Department of Transportation

Dis t r i c t Loca l Ass i s t ance Engin ee rs


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We believe that QUALITY is a continuous process.If you notice any errors or omissions,

please contact:Caltrans Local Assistance ProgramOffice of Procedures Development

(916) 653-7409


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062111 Lakeport City Council - Workshop Packet

Documents

Transcript of 062111 Lakeport City Council - Workshop Packet