CITY OF ANAHEIM
DEPARTMENT OF PUBLIC WORKS
CONSTRUCTION SERVICES DIVISION
REQUEST FOR PROPOSALS
TO PROVIDE
CONSULTING INSPECTION SERVICES
SUBMIT PROPOSALS TO
Submit a complete electronic PDF version of proposals onto OpenGov
https://procurement.opengov.com/portal/anaheim/projects/166390
Proposals shall be addressed to:
Department of Public Works
Construction Services Division
Attn: Samantha Bahena, Contract Administration
200 S. Anaheim Boulevard, Suite 276
Anaheim, CA 92805
REQUEST FOR PROPOSALS DUE DATE
May 28, 2025, 2:00 p.m.
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INTRODUCTION
The Public Works Department (PWD) of the City of Anaheim (COA) desires to contract with multiple technical professional firms across a broad spectrum of specialties to establish a qualified and experienced team of technical Consultants to support the Construction Services Division’s (CSD) efforts in all facets of construction inspection.
Projects requiring support services may include, but are not limited to: street rehabilitations, sewer, water, and storm facility improvements, traffic signals, above- and b elow-ground electrical facility improvements, public park improvements, facility and system maintenance, and general City capital improvement projects; or private developer-type projects. Individual project staffing will be comprised of a combination of City and Consultant staff, depending on the specific support requirements of the project.
BACKGROUND
It is the City’s intent to have multiple consulting firms under contract to provide competent and experienced personnel to support the successful delivery of capital improvement projects on an “As - Needed,” “On -Call,” or “Short Notice” basis; and to work under the general supervision of the Construction Services Division or othe r Department representative . On some occasions, time permitting, the Consultants will be required to compete via lump sum fee submittal for a specific assignment. The Consultant shall be responsible for providing fully qualified and experienced staff to efficiently perform the services and support the needs of the CSD in each of the areas identified in Consultant’s qualification and proposal submittal package as described in this solicitation document.
In addition, a substantial portion of assignments under this On-Call agreement will consist of covered “Project Work” as defined in the City’s Community Workforce Agreement (CWA) with the Los Angeles/Orange Counties Building and Construction Trades Council and the Signatory Craft Councils and Local Unions. Building/Construction Inspectors (Inspectors) hired in support of Projects identified as covered “Project Work” are a covered craft under this Agreement and must comply with the CWA when applicable. The CWA is a pre-hire collective bargaining agreement that establishes labor relations procedures. The CWA is hereby incorporated into this RFP and any subsequent consulting agreement, and can be downloaded at the City’s website at:
https://www.anaheim.net/DocumentCenter/View/40087/Amended-and-Restated-Community- Workforce-Agreement-Executed
Therefore, by responding to this solicitation, Consultants shall agree to be party to and bound by the CWA by signing a Letter of Assent (a form attached to the CWA as Attachment A) to comply with the terms of the Community Workforce Agreement (CWA) currently in place for covered “Project Work.” The City may amend the CWA to incorporate mi nor modifications after proposal submis sions. The minor modifications are anticipated to make certain CWA requirements more accommodating without substantially changing th e CWA’s terms and conditions. Minor modifications, if any, are anticipated to be fina lized and incorporated into the CWA pri or to award of these consulting agreements.
Qualifications and experience in any of the followi ng sub-disciplines will serve to support the current needs of the CSD:
Construction Management
• Building Inspection
• Construction Inspection
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A summary of support services to be provided by the Consultant is as follows:
▪ Construction Management support duties shall include but not be limited to construction inspection tasks such as review of construction plans and specifications; develop a preliminary, logical and efficient sequencing of the work to meet the City’s milestones; maintain/perform project related administrative requirements (e.g. working day statements, daily reports, permits, daily traffic control plans, coordination and review of other 3 rd parties, e mergency contact names and phone numbers, stormwater inspections, etc.); A FIRM I S NOT REQUIRED TO OFFER SUPPORT SERVICES IN ALL SUB -DISCIPLINES LISTED.
CONTRACTS WILL BE OFFERED TO QUALIFIED CONSULTING FIRMS TO PROVIDE SUPPORT SERVICES
IN THE AREAS OR SUB-DISCIPLINES WITHIN WHICH IT IS DEEMED COMPETENT, EXPERIENCED AND COMPETITIVE. PROPOSALS SHOULD CLEARLY INDICATE WHICH SERVICES ARE BEING OFFERED.
SCOPE OF SERVICES
The Consultant shall perform professional and technical support services on an “as -needed” basis.
Consultant personnel will be assigned full time, unless otherwise noted in advance, to specific tasks and/or projects and will provide assistance to and work under the direction of the department representative. The Consultant is expected t o establish and maintain a close working relationship with the Department’s CSD staff through the completion of assigned project(s).
Construction personnel assigned by Con sultant may be required to be available a minimum of two (2) weeks before the start of a construction project until a maximum of six (6) weeks after acceptance of the construction project. If any Consultant personnel is on a leave of absence, the Consultant shall provide a replacement employee, subject to CSD approval, a s may be necessary until the assigned construction personnel returns to work. The qualifications and experience level of the replacement employee shall meet or exceed that of the previously assigned employee.
The specific scope of work for each project/tas k will be determined at a meeting attended by the Consultant and the City to discuss the specific needs of the assignment.
The typi cal workday for any task will be established on a case -by-case basis, however, during the construction phase of a project the contractor’s schedule will become the normal work schedul e for Consultant’s personnel assigned thereto. Firms will be expected to provide staff willing and able to work overtime, weekends, and nights as may be determined necessary by CSD to maintain project milestones and schedules.
The Consultant shall provi de an Account Manager [single point of contact] to coordinate with the CSD of the City of Anaheim. The Consultant’s Account Manager shall be accessible at all times during normal working hours. If at any time the level of performance falls below expectati ons, the City may release a Consultant’s employee and request another per son be assigned as needed and shall be approved by the City of Anaheim prior to commencing any duties on the project, or the City may, at its discretion, select another Consulting fir m to complete the duties, if no satisfactory personnel are presented. The Consultant’s Account Manager shall be responsible for all matters related to the Consultant’s personnel and operations, including but not limited to:
A. Assigning lead and supporting personnel to projects on an as-needed basis, etc.
B. Administering personnel actions, etc.
C. Submitting resumes containing the qualifications and experience of Consultant’s personnel, etc.
D. Responding to a variety of administrative requests from the CSD, i.e., bi lling questions, insurance renewals, etc.
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TYPICAL DUTIES & RESPONSIBILITIES OF CONSULTANT PERSONNEL Project Coordination and Meetings
▪ Attend office, site, and/or virtual meetings.
▪ Preparation of weekly statement of working days.
▪ Observe the Contractor/Design-Builder's construction progress and attend weekly progress meetings with other City staff and the Contractor/Design-Builder. ▪ Proactively support the coordination of construction activities with affected utility companies and other agencies.
▪ Work with the public, residents, and business owners during construction to answer questions or resolve issues.
▪ Provide off-hours (night and weekend coverage) support during construction, when requested.
Site Inspections and Documentation
▪ Photograph job site, pre-construction, during construction and post-construction. ▪ Perform construction inspection, quantity calculations, checking grade and alignment, assuring compliance with project plans and specifications.
▪ Perform safety and maintenance reviews.
▪ Perform Storm Water inspections of construction sites for pollutant discharge prevention in compliance with NPDES requirements.
▪ Maintain safety awareness and assure compliance with applicable regulations and contract provisions for the protection of the public and project personnel.
Reporting and Documentation Submittals
▪ Prepare daily project reports with detailed and accurate information on construction/project progress including but not limited to activities, milestones, labor, equipment, and materials. ▪ Maintain daily construction progress reports, project logs, photos, and other inspection records.
The Consultant shall submit the following documents to the City or post them to the designated document control/management platform:
o A copy of the daily construction progress reports and Project logs. o A summary of the construction progress for the prior reporting period. o One set of digital photographs on a USB flash drive or on a cloud based storage locations, such as SharePoint, shall be submitted to the City at least weekly to show weekly progress.
▪ Prepare daily reports, testing reports, acceptance reports, and final construction reports. ▪ Prepare and maintain “As-Built” plan set.
Compliance Checks and Inspector Qualifications
▪ Inspector shall be qualified to oversee the installation and testing of the work being performed including, but not limited to mechanical, electrical, plumbing, welding, building, and others as required. International Code Council (ICC) certification for commercial building inspector is preferred.
▪ The inspector shall be qualified to oversee the installation and testing of the work being performed. Ensure work performed is compliant with plans and specifications. Provide written correction notices in case of non-compliance.
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▪ Track and monitor the Contractor’s compliance with temporary traffic control requirements and limitations.
▪ Identify problems associated with the construction/design project and recommend solutions, including traffic control.
▪ Provide QA/QC and ensure compliance with the City’s Quality Assurance Plan (QAP).
Submittals and Material Coordination
▪ Review of shop drawings for general compliance with project plans and specifications. ▪ Coordinate submittal review with Anaheim Public Utilities and Public Works Operations, as applicable.
▪ Scheduling and coordination for sampling and testing of construction materials such as:
concrete slump test; concrete cylinder compression test; soils and asphalt concrete compaction tests. Also making arrangements for batch plant inspections for batch inspections, as applicable.
Punch List and Construction Progress
▪ Establish a punch list during construction. Update the punch list as construction progresses. ▪ Prepare subsequent and final inspections of the punch-list items and confirm completion by the Contractor/Design-builder.
▪ Perform final inspection and make recommendations regarding project acceptance.
Final Acceptance and Testing Coordination
▪ Coordinate and schedule all testing, training, and final acceptance with the Contractor/Design- builder.
CWA Compliance
▪ Building/Construction Inspectors hired in support of projects that are a covered craft under the CWA. This inclusion applies to the scope of work as defined in the State of California Wage Determination for said craft. This shall also specifically include such work where it is referred to by utilization of such terms as “quality control” or “quality assurance.”
DESIRED KNOWLEDGE & EXPERIENCE
▪ Inspection experience on contracts based upon GREENBOOK and Caltrans standards, including roadway, bridge, traffic signal, stormwater, sewer, public utilities, public parks, etc. ▪ Inspection experience on Design-Build projects.
▪ Understand and interpret design plans and specifications. ▪ Plans and specifications review for conformance to all standards. ▪ Familiarity with typical design standards, specific City standards and codes related to public improvement designs.
▪ Inspection experience on contracts with Federal Funds and/or third party billings. ▪ Ability to assist the owner in clarifying, defining and documenting the design scope of a project. ▪ Demonstrated ability to respond to and resolve disputes at the project level. ▪ Complete understanding of County, State, and Federal water pollution control regulations related to runoff from/and/or de-watering of construction sites.
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▪ Familiarity with National Pollutant Discharge Elimination System (NPDES) requirements and best management practices for storm water pollution prevention on public works construction projects.
▪ Construction General Permit Qualified SWPPP Practitioners (QSP) and/or Qualified SWPPP Developers (QSD) certifications for applicable personnel. ▪ Thorough knowledge of change order analysis, critical path scheduling, including the ability to evaluate schedules submitted by contractors and to evaluate and anticipate downstream impacts to those schedules during construction.
▪ Demonstrated ability to react to public concerns about issues including but not limited to traffic, noise, and access to businesses during construction, etc. ▪ Demonstrated ability to reach a common goal by working and communicating successfully with a diverse group of stakeholders, including municipal and public agencies, private parties, private consultants, environmental groups, regulators, elected officials, and the public. ▪ Demonstrated ability to develop creative and cost-effective solutions. ▪ Demonstrated ability to manage and control construction projects so that milestones are met and quality work products are produced on time and within budget. ▪ Knowledge and understanding of the City of Anaheim’s Second Amended and Restated Community Work Force Agreement (CWA) provisions that govern the use of a member of its own core workforce to provide the requested inspection services. ▪ Knowledge of the Design-Build delivery methods and alternative collaborative approaches to traditional design-bid-build.
CONSULTANT AND CITY RESPONSIBILITIES
CONSULTANT SHALL PROVIDE:
▪ All necessary general construction related instruments, tools, personal protective equipment, and safety equipment required for its personnel to perform their work safely, accurately, and efficiently.
▪ All necessary general construction manuals, reference documents and other materials. ▪ Personal protective equipment: hard hats, hard-soled boots, eye & ear protection, and approved safety vests when necessary.
▪ Vehicles for the use of their personnel. The vehicle shall be insured. The hourly billing rates for the proposed personnel shall include all costs associated with the operation and maintenance of the vehicle. The Consultant’s vehicles shall have flashing lights, visible from the rear when on the construction site.
▪ Cellular phones to facilitate contact during working hours. The cost of cell phones and usage shall be included in the hourly billing rates for the proposed personnel. ▪ Laptop computers with wireless internet access and all software and printing capabilities necessary to pursue the work of the project efficiently and communicate with the City and other team members efficiently.
CITY SHALL PROVIDE:
▪ Project/assignment scope definition.
▪ Quality Assurance Program (QAP).
▪ Clarification of duties and procedures throughout pursuit of assignment. ▪ Approved project plans and special provisions for construction projects. ▪ Limited office space, office equipment [except PC and accessories], and office supplies typically used by construction field personnel, when possible.
▪ If deemed necessary, an on-site office space at no cost to the Consultant.
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FEDERAL, STATE, AND LOCAL REQUIREMENTS
Funding for projects may have a mix of Federal, State, and Local funds. Therefore, Consultant may be respons ible for complying with all applicable Federal, State, and Local requirements / procurements as appl icable, including but not limited to compliance with prevailing wages, disadvantaged business enterprise (DBE) and forms / manuals / standards in order to c omplete the project on schedule and within budget. Other Federal, State, and Local requirements may also include compliance with technical and contract standards and manuals from FHWA, Caltrans, OCTA, and City of Anaheim.
Some guidelines and requirements can be found at the following links and exhibits:
http://www.fhwa.dot.gov/programadmin/consultant.cfm
http://www.dir.ca.gov/OPRL/dprewagedetermination.htm
Comply with anticipated Annual DBE Participation Level for current and succeeding DBE program years.
COMMUNITY WORK FORCE AGREEMENT
Building/Construction Inspectors hired in support of projects will need to be a covered craft under the CWA. This inclusion applies to the scope of work as defined in the State of Calif ornia Wage Determination for said cr aft. This shall also specifically include such work where it is referred to by utilization of such terms as “quality control” or “quality assurance.” (Note: Consultants may refer to Section 3.8 – Core Employees of the Second Amended and Restated CWA for provisions that govern the use of a member of its own core workforce to provide the requested inspection services).
SCHEDULE
The solicitation, receipt, evaluation of proposals, and selection of the Consultants will be in accordance with the follow ing schedule. The following dates are tentative and represent the best information available to the City at the time of release of this Request for Proposals.
Activity Date
RFP Available 5/1/2025
Requests for Clarifications and Questions
Due
5/21/2025
Proposals Due 5/28/2025
Proposal Review 5/29/2025-6/5/2025
Interviews (Optional) 6/11/2025
Proposal Follow-up & Selection 6/22/2025
Council Award 7/15/2025
SUBMITTAL REQUIREMENTS
Respondent shall upload a complete electronic PDF version onto OpenGov. Submittals must be received on or before the due date and time.
Submittals should be concise and are limited to forty (40) pages, excluding cover letter, table of contents, and resumes.
The City reserves the right to reject any or all submitted proposals, and no representation is made that any contract will be awarded pursuant to this Request f or Proposal. All costs incurred in the preparation of the Proposal, in the submission of additional information, and/or in any other aspect of a Proposal prior to the award of a written contract will be borne by the respondent. The City will provide only the staff assistance and documentation specifically referred to herein, and will not be City of Anaheim Public Works – Construction Services Division Request for Proposals May 1, 2025 Consulting Inspection Services
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responsible for any other cost or obli gation that may be incurred by the respondent. All proposals submitted to the City shall become the property of the City.
Upon opening, all proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are identified by the proposer as business or trade secrets and plainly marked a s “trade secret,” “confidential” or “proprietary.” Each element of a proposal which a proposer desires not to be considered a p ublic record must be clearly marked as set forth above, and any blanket statement (i.e., regarding entire pages, documents, or o ther non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. The City will take re asonable measures to hold in confidence all such labeled information and documentation; provided, however, the City shall not in any way be liable or responsible for the disclosure or release of any such records or part thereof when authorized or required by law or court order to do so, whether pursuant to the California Public Records Act (Government Code § 6250 et seq.) or otherwise (despite the bidder’s request for confidentiality).
PROPOSAL CONTENTS AND CRITERIA
Submittals shall be structured to respond to the following selection criteria:
A. Firm Overview: Specify which support services the Consultant proposes to provide. Indicate the size of the firm, a summary of its corporate organization, location and size of corporate headquarters and the location and sizes of branch offices at which work may be performed.
Clearly indicate which office will have the primary responsibility for the execution of services.
Identify the Account Manager and include appropriate contact information (office and cell phone numbers, email address, office address).
B. Understanding of the Scope of Work : Provide a narrative of the Consultant’s understandi ng of the Scope of Services. The narrative shall address:
1. The Consultant’s approach and ability to administer the Agreement
2. The Consultant’s approach and ability to comply with the Second Amended and Restated Community Work Force Agreement
3. Describe the method for interfacing with City staff and various City departments
4. Additional services and value that the Consultant proposes to provide in support of delivering the requested services effectively and efficiently.
C. Project Team: Submit an organizational chart identifying all personnel proposed to support the efforts of this contract, including the Account Manager. Identify the roles and responsibilities of each participant, including the location(s) of the office(s) that will be providing the work. Certain personnel will be required to be licensed to perform services where appropriate and required by the City. Respondents shall:
1. Demonstrate how it intends to staff and manage tasks and resources required to provide service(s) authorized during the initial three-year contract duration.
2. Submit resumes for proposed personnel; each resume shall include a(n):
A. Description of proposed role and relevant professional qualifications and experience.
Cite past experience working with the City or other municipalities.
B. Amount of time and anticipated level of effort the key personnel will be actively involved.
C. Education summary listing institutions attended and degree(s) received.
D. List of credentials, certifications, professional licenses, and registrations held (i.e.
CCM, DBIA, QSP, QSD, etc.).
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D. Relevant Experience of the Team : Describe experience providing services in the discipline/sub - disciplines the Consultant proposes to provide. Consultant shall:
1. Demonstrate its understanding of the range of projects and objectives f or specific discipline/sub-disciplines.
2. Demonstrate technical expertise to provide services as defined in Scope of Services.
3. List at least three (3) relevant projects or similar contract pursuits. Include owner/agency information, contact information, cons ultant fee, type of services provided, a nd identify any personnel proposed in Section C of this RFP.
E. Fee Schedule : Provide a current schedule of hourly rates for each staff member for the work proposed by the Consultant team. Include an explanation of the basis for the billable rates: direct labor cost, percentages for fringe benefits, overhead (including general and administrative costs), and profit. Include overtime rates for weekdays, Saturdays, Holidays and Sundays; billing rates for swing-shifts, night-shifts or other non-standard work shifts as well as all other incidental items or services which may not have been specifically addressed in this solicitation.
Upon execution of a professional services agreement with the City and upon commencement of the services, the Consultant shall invoice the City monthly for actual services performed. Invoices must include all reimbursables and specify hourly rates for all staff. Invoices must be itemized by staff, project (work order), and hours spent per day on each.
F. Litigation: List (including case num ber, court location, and other identifying information) past, current or pending litigation resulting from professional services rendered over the past five years. If a decision was rendered by a court or an arbitrator, clearly state the results.
G. References: Provide a minimum of three (3) references for current or recent projects/contract assignments of similar scope and content.
CONTRACT CONDITIONS
A. Reference Exhibit B – Insurance and Indemnification Provisions for the City’s standard language for the insurance and indemnification provisions in agreements.
B. Selected Consultant(s) shall avoid a conflict of interest. A conflict of interest occurs when the firm or any members of the firm provides services on beha lf of more than one client on a project. A consultant hired to provide support services on a project under this contract shall be precluded from providing services to another client on the same project.
SELECTION PROCESS
A selection committee comprised of City staff will review the proposals and rank each individual proposal. Consultants may or may not be asked to interview based on rankings. The proposal submitted by the consultant is not to have any exclusions, conditions or provisions appli ed to the aforementioned request. The firms shall be ranked on the basis of the following technical evaluation criteria, which are not necessarily listed in the order of importance:
1. Ability of the Consultant to perform competently and proficiently in the sub-disciplines for which it is being considered as outlined in this RFP.
2. Qualifications of the specific individuals proposed to perform the work, lead the team, and supervise the work product in each sub-discipline.
3. Experience and demonstrated record of success by the Consultant on work in the various sub - disciplines previously performed for Anaheim and/or other municipalities.
4. The specific method and techniques to be employed by the consultant on the project or problem.
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5. Amount of time and involvement of key per sonnel who will be involved in respective portions of the project.
6. Reasonableness of fee structure.
7. Reference check of the firm(s) and individuals, and of their project experience, as well as technical competence.
QUESTIONS
Requests for clarification and questions on the requirements of this RFP must be submitted on OpenGov. Inquiries received after the Requests for Clarification and Questions Due Date will not be answered.
EXHIBITS TO THIS RFP
• Exhibit A - Sample Standard Agreement for Consulting Services • Exhibit B - Insurance and Indemnification Provisions • Exhibit C - Executed Second Amended and Restated-Community Work Force Agreement
City reserves the right to modify terms and conditions before award if it is determined to be in its best interest.