REQUEST FOR QUALIFICATIONS (RFQ)
FOR ON-CALL RIGHT OF WAY RELOCATION SERVICES
CITY OF ANAHEIM
Public Works Department
200 S. Anaheim Boulevard
Anaheim, CA 92805
David K. Mori, Esq., P.E.
Design Services Manager
Approved for Release:
Carlos Castellanos, P.E.
City Engineer
Public Works Department
KEY RFQ DATES (Subject to change at discretion of City):
Issue Date: Tuesday, February 6, 2024
Deadline for Requests for Information: Tuesday, February 27, 2024 Qualifications Due Date:
Qualification Reviews (week of):
City Council Approval of Agreement:
A
greement Effective Date:
Friday, March 8, 2024 at 4:00 p.m.
Monday, March 11, 2024
Tuesday, June 11, 2024
Monda
y, July 1, 2024
Page i
REQUEST FOR QUALIFICATIONS
NOTICE IS HEREBY GIVEN that Statements of Q ualifications (SOQ) will be received from firms for On-Call Right of Way Relocation Services.
Responses to this Request for Qualif ications (RFQ) will be accepted until Friday, March 8, 2024 at 4:00 p.m. Qualifications received afte r this date/time will not be considered. It is the responsibility of the Consultant to ensure that any qualifications submitted have sufficient time to be received by the City of Anaheim prior to this due date and time.
SOQs shall be enclosed in a sealed envelope and marked clearly with following information, formatted as follows:
“SEALED QUALIFICATIONS FOR ON-CALL RIGHT OF WAY RELOCATION SERVICES
IN THE CITY OF ANAHEIM
DO NOT OPEN WITH REGULAR MAIL.”
City of Anaheim
Attn.: David K. Mori, Esq., P.E.
Engineering Manager
Public Works Department
200 S. Anaheim Blvd; MS #276
Anaheim, CA 92805
SOQs shall be mailed, hand delivered, or sent by courier service.
SOQs shall NOT be sent via telegraphic, electronic or facsimile.
Electronic SOQs shall also be uploaded and submitted on PlanetBids.
All notifications, updates and addenda will be available online and can be accessed on the PlanetBids page at:
https://pbsystem.planetbids.com/portal/14424/bo/bo-detail/113961 Consultants shall be responsible for registering on PlanetBids to obtain information regarding this solicitation. Failure to respond to required addenda will result in a determination of a nonresponsive submittal.
RFQ for Right of Way Relocation Services
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CITY OF ANAHEIM
REQUEST FOR QUALIFICATIONS (RFQ)
FOR ON-CALL RIGHT OF WAY RELOCATION SERVICES
TABLE OF CONTENTS
I. GENERAL
II. SOQ TERMS AND CONDITIONS
III. INSTRUCTIONS TO CONSULTANTS
A. CONSULTANT RESPONSIBILITIES
B. REQUEST FOR INFORMAT ION OR CLARIFICATION
C. ADDENDA
D. LICENSES & PERMITS
E. INSURANCE
F. CITY RIGHT TO WITHDRAW OR REJECT
IV. SUBMITTAL REQUIREMENTS
A. GENERAL
B. CONTENTS
1. STATEMENT OF QUALIFICATIONS
2. SCOPE OF SERVICES & SCHEDULE
3. FEE SCHEDULE
4. DEPARTMENT OF INDUSTRIAL RELATIONS (IF APPLICABLE)
V. SOQ REVIEW (CONSULTANT SELECTION)
A. EVALUATION, RATING, AND SELECTION
VI. AWARD OF AGREEMENT
A. CONTRACT AWARD
B. EXECUTION OF AGREEMENT
VII. IMPLEMENTATION
A. REQUEST FOR WORK ORDER PROPOSAL (RFWOP)
VIII. COMPENSATION
IX. CONTRACT CHANGES
X. PUBLIC RECORDS
XI. APPENDIX
APPENDIX 1: SCOPES OF WORK
x RIGHT OF WAY RELOCATION SERVICES
APPENDIX 2: STANDARD AGREEMENT
APPENDIX 3: INSURANCE REQUIREMENTS
APPENDIX 4: CONFLICT OF INTEREST
APPENDIX 5: DESIGNATION OF SUBCONTRACTORS FORM
RFQ for On-Call Right of Way Relocation Services
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CITY OF ANAHEIM
REQUEST FOR QUALIFICATIONS (RFQ)
FOR ON-CALL RIGHT OF WAY RELOCATION SERVICES
I. GENERAL
Nature of Work:
The City of Anaheim is seeking qualified consulting firms to provide Right of Way Relocation Services on an “on-call” as required basis as described in the Scopes of Work. The response to this solicitation will be in the form of a Statement of Qualifications (SOQ) for Right of Way Relocation Services. A detailed Scope of Work is included in Appendix 1 of this RFQ.
Number of Proposals and Signature:
Five (5) hard copies of your SOQ and one (1) digital file uploaded and submitted on PlanetBids of your SOQ shall be provided. The SOQ shall be signed by a company official with the power to bind the company and submitted to the City of Anaheim.
Please provide a digital file (PDF) on a USB Flash Drive (or equivalent) of a sample of approved work your firm has previously prepared for a project in the desired category of work.
Prevailing Wages:
In accordance with the Federal Davis-Bacon Act and the California State Labor Code, prevailing wage rates apply. Copies of the prevailing rate of per diem wages are on file with the City and shall be made available to any interested party on request.
II. SOQ TERMS AND CONDITIONS
By submitting a SOQ, the Consultant acknowledges that it has thoroughly examined and accepts the Terms and Conditions of this RFQ as described below:
A. EXAMINATION: The Consultant represents that it has thoroughly examined and become familiar with the services and re sponsibilities required of this RFQ and that it is capable of effectively and efficiently performing quality work to achieve the City’s objectives. Any attachments referenced herein or any interpretations, clarifications or amendments subsequently posted in the relation to this RFQ are fully incorporated.
B. EXECUTION OF AGREEMENT: The City and the selected Consultants will enter into an “on-call” as required basis Agreement similar to the Sample Agreement in Appendix 2. If a Consultant is unwilling or unable to execute an Agreement within thirty (30) days after being notified of selection under this RFQ, the City reserves the right to reject the SOQ.
C. TERM AND LIMITS: The performance period shall be 3 years with 2 optional extensions
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for 1 year per extension for a total contract period of 5 years. The total limits shall not exceed $250,000 per Task Order/Work Order with a total not to exceed of $1,000,000 per contract year.
D. VALIDITY: Services and warranties indicated in the Consultant’s SOQ must be valid for a period of 150 days after the submission of the SOQ.
E. PRE-CONTRACTUAL EXPENSES: The City shall not, in any event, be liable for any pre- contractual expenses incurred by Consultants in the preparation of its SOQ.
F. JOINT OFFERS/SUBCONSULTANTS: Where two or more Consultants desire to submit a single SOQ in response to this RFQ, they should do so on a Prime-Subconsultant basis.
The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Should the use of Subconsultants be offered, the Prime Consultant shall provide the same assurances of competence for the Subconsultant plus the demonstrated ability to manage and supervis e the subcontracted work. Subconsultants shall not be allowed to further subcontract with others for work under the Agreement. The provisions of the Agreement shall apply to all Subconsultants in the same manner as the Prime Consultant.
III. INSTRUCTIONS TO CONSULTANTS
A. CONSULTANT RESPONSIBILITIES
Point of Contact: The selected Consultants will assume responsibility for all services in its SOQ. The selected Consultants shall identify a sole point of contact with the greatest knowledge in regard to the required service operations and contractual matters resulting from the Agreement.
The Consultants are expected to establish and maintain a close working relationship with City staff throughout the project.
The selected Consultants shall maintain the same Project Manager for the duration of the Agreement. In the event the authorized Project Manager terminates employment, the Consultant shall make a demonstrated and concentrated effort to maintain the Project Manager in the key managerial position, unless extreme conditions prohibit continuance.
Any substitution of the Project Manager will require written City approval. The Consultant shall perform not less than 50% (contract amount) of the work with its own work force.
B. REQUEST FOR INFORMATION OR CLARIFICATION
All questions or requested clarifications shall be made in writing via the PlanetBids Portal.
The Consultants are prohibited from communicating with any City representative/employee/official/consultant/staff other than via the PlanetBids Portal. Only questions and answers responded to on PlanetBids or any addendums issued on PlanetBids as an addendum will be a part of this RFQ solicitation. Consultants may submit written questions concerning this RFQ on PlanetBids per the Key RFQ Dates on the title page. Questions received after the stated deadline will not be answered.
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C. ADDENDA
Any changes in the RFQ from the date of release to the due date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted on the PlanetBids website.
D. LICENSES & PERMITS
The selected Consultants shall be required to obtain a City of Anaheim Business license within ten (10) business days of selection and must provide a copy to the City Project Manager or designee prior to commencing any work in Anaheim.
E. INSURANCE
The selected Consultants shall be required to obtain and submit insurance coverage and provide indemnification and hold harmless provisions in favor of the City of Anaheim as described in Appendix 3 for the term of the Agreement.
F. CITY RIGHT TO WITHDRAW OR REJECT
The City reserves the right to withdraw this RFQ or reject any or all submitted SOQs when such rejection is in the interest of the City to reject the SOQ of the Consultant who has not met the prerequisites of the RFQ, who has previously failed to perform properly or complete on time contracts of a similar nature; and to reject the SOQ of the Consultant who is, in the opinion of City, in a position unable to perform. The City also reserves the right to waive any information and technicalities in the RFQ. All costs incurred in the preparation of the SOQ, in the submission of additional information and/or in any other aspect of a SOQ prior to the award of a written contract will be borne by the Consultant.
The City will only provide the staff assistance and documentation specifically referred to herein, and will not be responsible for any other cost or obligation that may be incurred by the Consultant. All SOQs submitted to the City shall become the property of the City of Anaheim.
IV. SUBMITTAL REQUIREMENTS
A. GENERAL
1. Number of Copies and signature: Refer to Section I: General.
2. Deadline: Proposals are due to the City of Anaheim, at the date, time, and location set forth above in the Notice Inviting Proposals and Key RFP Dates.
B. CONTENTS
All SOQs shall be limited to a MAXIMUM of 25 pages, including appendices, pictures, tables, organization chart, resource allocation table and resumes but excluding front and back covers, required forms, section dividers, addendum acknowledgements, Designation of Subcontractor Form, and Conflict of Interest Form. The SOQ shall be on single-sided Letter sheets (8.5"x11"). Font size shall be minimum 11-point Arial.
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1. STATEMENT OF QUALIFICATIONS
The Statement of Qualifications shall include the following in the order below:
a. Cover Letter: SOQs shall include a letter signed by a principal or authorized representative who can make legally binding commitments for the entity. Include the category the SOQ is being submitted for consideration. Include address, telephone, email address, and type of business entity.
b. Agreement Statement: SOQs shall include a statement outlining your concurrence or concerns with any and all provisions as contained in the standard agreement in Appendix 2.
c. Firm and Team Experience: SOQs shall include a profile of the firm’s experience.
Include resumes of project team/sub-consultants that outline their engineering and project management experience. At a minimum, this should include the project manager/principal agent, associates in charge when project manager/principal agent is unavailable, key personnel, firm size, and an organization chart identifying only those who will perform work for the proposed work. The project manager/principal agent shall be the primary contact person to represent your firm. Provide a demonstrated record of success by the Consultant on work previously performed for the City, other municipalities, or other enterprises.
d. Understanding of Need: SOQs shall include an outline which demonstrates the firm’s understanding of the scope of work. This outline shall include an anticipated approach, tasks necessary for successful completion, and suggestions or special concerns that the City should be made aware of. The SOQ must articulate a thorough understanding of the design process, State and Federal requirements, and all other professional tasks required to successfully complete an engineered bid package with plans, specifications, and estimates for City projects.
e. Relevant Project Experience: SOQs shall in clude a list of projects which your firm or personnel have completed within the last 5 years, including significant work with public agencies. Project information should include project description, year completed, and client name, along with a person to contact, a telephone number, and email address.
f. Project Controls: Describe your firm’s ability to control costs and provide accurate and timely invoices through internal control measures; to monitor and stay within budget; to monitor schedules and review times and describe the techniques used to complete projects within the proposed time frames. Provide a description of your firm’s QA/QC process/procedures and explain how it will ensure quality work and an on-time product delivery.
2. SCOPE OF SERVICES & SCHEDULE
The SOQ shall detail typical work phases to be completed, the tasks to be accomplished and the deliverables to be provided in order to satisfy the Scope of Work in Appendix 1. Consultants may itemize those additional services which are further required but are not noted in this RFQ as requirements. Consultants shall title this section as ADDITIONAL SERVICES.
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In addition, provide a sample detailed schedule using the typical project milestones in the Right of Way Relocation Services process. The detailed schedule shall identify all pertinent tasks, time required to complete each task, milestones, time for City review (use 15 calendar days for each review), time for revising drafts, and an estimated completion date to complete the process.
3. FEE SCHEDULE:
The Consultant shall include the firm’s and sub-consultants Standard Hourly Fee Schedule including any reimbursable expenses with the SOQ.
a. Work Performed as an “on-call” Consultant via Task Order/Work Order:
For project specific RFPs solicited to Consultants selected to be on the City’s “on-call” list, a time and materials basis Fixed Fee not-to-exceed amount including reimbursable expenses of total fees will be requested. The proposal costs must be summarized by task, the services to be provided by the Consultant, the product of each task and the cost for each task. A list of fees and expenses, including all incidental printing, photocopying and miscellaneous costs estimated to be accrued during the life of the contract must be provided in the reimbursable costs. A complete Work Breakdown Structure (WBS) shall also be provided and used to monitor monthly progress payments. The schedule of fees will remain in effect for the duration of the project. The selected Consultants will work with the City to come up with a Work Breakdown Structure that fits each project’s needs.
All work is to be invoiced to the City in accordance with this proposal and the Agreement for Consultant Services. The City will make payments no more than once monthly on approved invoices up to the negotiated fee.
Consultant invoices shall include the list of tasks and subtasks (Work Breakdown Structure) corresponding to the same format as the cost summary submitted with the proposal, number of hours and dates worked, name and title of person. The invoice shall be reviewed and signed by the Consultant Project Manager certifying its accuracy. The amount invoiced shall not exceed the amount shown on the Cost Summary, and Work Breakdown Structure for each phase of work. Consultant shall not proceed with any additional scope items without an approved addendum executed by the City. If the work is behind schedule or not on budget, a recovery plan shall also be submitted with the invoice describing how the work will be put back on budget/schedule by the next monthly invoice or sooner. Consultant payments are contingent upon Consultant submitting weekly project status report/schedule/WBS forms before each payment request.
4. DEPARTMENT OF INDUSTRIAL RELATIONS (IF APPLICABLE):
Project work will be subject to complia nce monitoring and enforcement by the Department of Industrial Relations. The Designation of Subcontractors form
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(Appendix 5) shall be submitted in the SOQ if Contractor work will be performed in the associated category.
No Contractor or Subcontractor may be listed on a proposal for a Public Works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.
No Contractor or Subcontractor may be awarded a contract for public works on a Public Works project unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5. Designation of Subcontractors’ form attached with this RFQ shall be completed and submitted with the SOQ. Failure to submit shall be deemed non-responsive and may be just cause for the rejection of the SOQ.
‘Contractor or Subcontractor’ means a firm, corporation, partnership, or association who will be substantially responsible or will engage in the performance of any contract for public works project, subject to labor compliance program as determined by the Department of Industrial Relations.
V. SOQ REVIEW (CONSULTANT SELECTION)
The SOQ submitted by the Consultant shall include all required items listed in the RFQ with respect to the service categories that you choose to submit on as specifically required in the information to be included in the SOQ.
The SOQ submitted by the Consultant is not to have any exclusions, conditions or provisions applied to the agreement, insurance or procedures.
An internal Review Board selected by the City will review the SOQs received. The final ranking of the consultants will be base d upon qualifications evaluated from the criteria below. A short list of qualified firm may be asked to participate in oral interviews. If staff determines that an interview is not necessary, the total points possible would be 100.
A. EVALUATION, RATING, AND SELECTION
Criteria Max Points
Ability of the Consultant to perform the specific tasks outlined in the RFQ 25
Qualifications of key individuals assigned to their team 15 Amount and quality of time that the key personnel will be involved in their respective portions of the project 15 Reasonableness of the fee schedule 15
Demonstrated record of success by the Consultant on work previously performed 15
The specific method and techniques to be employed by the consultant on the project or problem. 15
Interview (if necessary) 10
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Total 110
Upon completion of the qualifications-based evaluation and ranking of SOQs, the City anticipates it will select the top 3 to 15 Consulting firms in each category to be on the City’s “on-call” as required list of consultants for Right of Way Relocation services.
VI. AWARD OF AGREEMENT
A. CONTRACT AWARD
Following the evaluation and selection by the Review Board, the Public Works Director will recommend award of an agreement executed by the Consultants to the City Council.
B. EXECUTION OF AGREEMENT
A Sample Standard Agreement is included as Appendix 2. The terms of the agreement will begin on July 1, 2024 after the Agreement is fully executed and all required insurance documents have been received and approved.
VII. IMPLEMENTATION
A. REQUEST FOR WORK ORDER PROPOSAL (RFWOP)
When work under this “On-call” Agreement is required, the City will issue a Request for Work Order Proposal (RFWOP), in writing or electronically, for a specific service category or multiple categories, or open a RFWOP to all prequalified consultants regardless of the service category. For any work with an anticipated fee:
• Under $50,000, the City may send in writing or electronically, a RFWOP to only one (1) prequalified consultant.
• Between $50,000 to $150,000 the City will send in writing or electronically, a RFWOP to at least three (3) prequalified consultants.
• Between $150,000 to $250,000 the City will send in writing or electronically, a RFWOP to at least five (5) prequalified consultants.
The RFWOP will include a scope of work, co mpletion schedule, and other data or requirements specific to the work. Invited firm(s) interested in performing the work shall submit a sealed Work Order Proposal indicating a fee (in a separate sealed envelope), proposed staff, completion schedules, and other information requested. The Work Order Proposal will be evaluated on the same criter ia mentioned above with two additional criteria as follows:
1. Reasonableness of the fee.
2. The Quality Assurance/Quality Control Program
The selected firm will be issued a Notice to Proceed (Notice) and will be expected to complete the work within the time period specified in the Notice. All work shall be planned, executed, and completed in accordance with the Notice, the consultant’s Work Order
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Proposal, the RFWOP, and requirements contained in the Agreement.
The Work Order Proposals will be evaluated by a Review Board and the most qualified Consultant will be issued a Work Order/Task Order to perform the work. A kick-off meeting will be held after the Task Order/Work Order NTP is issued. The Consultant and its team will then meet with City of Anaheim staff to conduct introductions, discuss the scope of services, and the implementation process.
VIII. COMPENSATION
The method of payment shall be primarily at a time and materials basis Fixed Fee not-to- exceed amount.
IX. CONTRACT CHANGES
Any change in the scope of work resulting in a contract increase or decrease in fee shall be approved by the City Engineer prior to the commencement of the actual change in work. No fee adjustment will be allowed unless said prior approval is authorized by the City Engineer.
X. PUBLIC RECORDS
All responses to the RFQ shall become property of the City and SOQs will become public record after award of the agreement.
APPENDIX 1
SCOPE OF WORK
RIGHT OF WAY RELOCATION
GENERAL INTRODUCTION
The City of Anaheim is requesting proposals for qualifications to provide services from qualified Right of Way Relocation firms for an “on-call” as required basis for public works improvement projects.
The Consultant shall provide a complete relocation assistance program to comply with the Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (Uniform Act) or Title 25, California Code of Regulations, its amendments, and other pertinent laws and regulations. If the project necessitates, the Consultant shall prepare a Relocation Plan, Relocation Guidelines, Relocation cost estimates, project area surveys and other specialized reports.
GENERAL RELOCATION SERVICES
• Provide relocation advisory services
• Meet personally with each displacee to ascertain the nature and scope of relocation assistance required, to inform the displacee of their rights, and explain the relocation process.
• Prepare a weekly status report of relocation cases to be submitted to the City. • Document and log all contacts and activities.
• Prepare and distribute informational brochures and other required notices. • Determine each displacee’s eligibility for relocation; prepare an estimated timeframe and benefits.
• Prepare a "Relocation Package" in accordance with the City approved format. • Conduct appropriate searches for relocation replacement sites and provide relocation site referrals for the displacee.
• Obtain moving bids and prepare estimates of benefits. • Prepare and submit claims to the City for payment of benefits.
RESIDENTIAL RELOCATION SERVICES
• Prepare Residential relocation claims and submit them to the City for approval and payment.
• Personally inspect replacement dwellings and/or buildings and sites to determine if they meet decent, safe, and sanitary requirements.
• Coordinate the move with the displacee.
• Prepare a certification of abandonment and submit it to the City.
APPENDIX 1
BUSINESS RELOCATION SERVICES
• Coordinate with the Fixtures and Equipment (F&E) appraiser to prepare an inventory of Personal Property.
• Coordinate with the Real Property Appraiser to ensure there's no duplication of benefits.
• Coordinate with the Business Goodwill appraiser and provide necessary assistance. • Determine eligibility for an In-Lieu payment.
• Prepare cost estimates to determine reasonable relocation benefits of replacement properties.
• Determine actual and reasonable search expenses.
• Arrange for final walk-through inspection of the property with displacee. • Coordinate and monitor the move to ensure the City purchased items are not part of the move.
• Prepare a final claim, certification of abandonment and submit it to the City.
Moving bid services shall include:
Movers:
• Conduct an on-site inventory and take photos.
• Complete a certified inventory and mover instruction forms. • Schedule and coordinate bids.
• Attend site inspections, if necessary.
• Review and compare bids.
Contactors:
• Verify licensing.
• Prepare mover instruction forms.
• Schedule and coordinate bids.
• Attend site inspections, if necessary.
• Review and compare bids.
• Evaluate for eligibility.
RELOCATION PLAN
If required by the Project, the Consultant shall prepare a Relocation Plan, in accordance with all requirements of State Law, State Housing & Community Development (HCD) Guidelines, the Relocation Assistance and Real Property Acquisition Rules and Regulations of the Agency. The purpose of this Relocation Plan is to provide the City with a summary and statistical information regarding the impact of a potential displaced owners and/or tenants. Specifically, this report shall identify potential impacts that may occur as a result of the demolition of existing structures, proposed displacement of occupants, and a plan to mitigate respective impacts.
APPENDIX 1
The Relocation Plan shall include:
• The description of the proposed project and project location. • Assessment of needs.
• Replacement housing resources.
• Residential and commercial displacements.
• Temporary housing (if applicable).
• Program assurance and standards.
• Relocation assistance program.
• Citizen participation and plan review period.
• Advertisement of Relocation Plan.
• Address community comments and concerns to the Relocation Plan. • Description of relocation benefits.
• Eviction policies and procedures.
• Appeals and grievance procedures.
• Displacement schedule.
• Estimated relocation costs.
The Consultant shall submit the final version of the Relocation Plan in a report format for the City's approval.
ADDITIONAL SERVICES TO BE INCLUDED
1. The Consultant shall submit a written report on the status of project review to the City or to other City Consultant(s) when required.
2. The Consultant shall meet with City Staff when requested by City Staff upon notification that includes submittal of updated schedules and reports on the appraisal status.