CITY OF CAMARILLO
Request for Proposals
to Provide Construction Management and/or Inspection
Services and/or Materials Testing for CUP-400, Arneill
Road Mixed-Use
May 27, 2025
NOTICE
REQUEST FOR PROPOSALS
Construction Management and/or Inspection Services and/ or Materials Testing for CUP-400 (Arneill Road Mixed-Use) Project Introduction
The City of Camarillo (City) is requesting proposals from interested, qualified, and experienced firms to submit a proposal for Construction Management Services and/or Inspection Services, and/or Materials and Laboratory Testing for a mixed-use project consisting of nine residential units and approximately 1,000-square-foot of office and community space (Project) located at 268/276 Arneill Road (between Jiffy Lube and Brake Masters) . Two two-story buildings are proposed to be constructed along with an associated parking lot, landscaping, trash enclosure, and associated off -site improvements. An interested party may provide all of the requested services, but proposals for a portion of the work, like inspection services or materials testing, will also be considered. Multiple interested parties may be selected to perform different portions of the scope of work. If an interested party wishes to perform only a portion of the work, it is preferred that they identify a suitable partner or partners to perform the rest of the work, and that the proposal is filed jointly. All proposal must clearly identify the portion(s) of work they wish to perform, and describe how coordination will be managed with any other firm(s) involved to ensure a cohesive and efficient delivery of services for the Project.
The consultant must provide construction management and/or inspection services , and/or materials and laboratory testing throughout the course of construction for the Project. The consultant will be responsible for overseeing all construction of the 9-unit Project and associated improvements and all related work in accordance with the contract documents. Construction management services must include tracking material procurement, schedule, budget, weekly meetings, coordination with the contractor, and adherence to the contract documents. Inspection services must include construction monitoring, assessing compliance wi th the contract documents, and proper documentation, including daily reports and photographs. Materials and laboratory testing services must include but will not be limited to, roadway testing, concrete, asphalt concrete, soil compaction and backfill, reinforced steel, anchor pull and/or torque testing and all other required work as outlined in the contract documents, the approved plans and construction documents and any engineering recommendation s. The estimated construction timeframe is from August 2025 through June 2027.
The City secured Encampment Resolution Funds (ERF) to fund the construction of the Project through a grant application. Consultant/s must comply with Prevailing Wage requirements. The Project is entitled , and construction (building) and improvement (grading) plans have been approved. The City intends on publishing a Notice Inviting Bids to solicit a suitable general contractor to build the Project.
The City intends to enter into a Professional Services Agreement with the selected firm in August 2025 and ending at the Certificate of Occupancy issuance.
Proposal Submission
Notice is hereby given that proposals will be received by the City of Camarillo (“City”) electronically through the City’s online bid management provider (“PlanetBids”) until 4:00 p.m.
PST on July 8, 2025.
Proposals may not be submitted by fax, email, telephone, mail, hand delivery, or other means; any submission of proposals received through any means other than PlanetBids will be returned to the applicant unopened.
Interested parties may submit a proposal for the RFP by visiting the City’s website at https://www.ci.camarillo.ca.us/departments/finance/vendor_registration_bids_contracts.php.
Follow the link to PlanetBids to register, download the Request for Proposals and submit your proposal.
Consultants must submit all questions, clarifications or comments through the City’s PlanetBids electronic bidding system utilizing the Questions & Answers tab. Consultant questions must be submitted no later than 1:00 p.m., June 13, 2025.
The City will review and rank submissions as detailed in the included evaluation criteria, and staff will make recommendations to City Council regarding the qualifications of applicants and suitability for the City’s present and projected needs. The award of any funds will be subject to negotiations regarding the scope of work, available budget to carry out the provisions of the proposed agreement, and approval of the Camarillo City Council.
City Rights Reserved
This solicitation for proposals does not commit the City to enter a contract or to pay any costs incurred in the preparation of the proposal. The City reserves the right to reject any or all proposals without explanation. The City reserves the right to negotiate the specific requirements and costs using the selected proposal as a basis of negotiation and final agreement.
The City reserves the right to accept any proposal received, to reject any or all proposals, in whole or in part, to waive irregularities, formalities, or both, as deemed appropriate, to request clarification of any submittal, and to negotiate with the preferred entity to provide the requested services. The City also reserves the right to reject any proposals if they are deemed unsuitable to the City's needs. Late or incomplete proposals will not be considered. The City reserves the right to determine the completeness of all proposals.
All proposals submitted in response to this RFP will become the property of the City upon submission and a matter of public record pursuant to applicable law (including the California Public Records Act, Government Code section 6250 and following). The City reserves the right to make copies of all proposals available for inspection and copying by interested members of the public as records of the City and the City will be under no obligation to the interested party to withhold such records. Insofar as a proposal contains information that the interested party regards as proprietary and confidential, it is the responsibility of the interested party (and not the City) to specifically identify which items of information are proprietary and clearly identify in writing which specific pieces of information are proprietary. It will be insufficient for the interested party to merely identify the entire proposal or an entire page or set of pages of proprietary information. Not-to-exceed sums, hourly rates and the like that may be set forth in the proposal will not constitute proprietary information nor will any information readily available to the general public or any other information not regarded as proprietary and confidential under federal or state law.
Schedule of Events
The City anticipated time is as follows, however, the City reserves the right to make changes as deemed necessary:
Release of Request for Proposal May 27, 2025
Last Day to Submit Questions June 13, 2025, by 1:00 p.m. PST Clarification Provided by City June 19, 2025
Receipt of RFP Deadline July 8, 2025, by 4:00 p.m. PST
Consultant Interviews (If needed) July 14 - 17, 2025
City Council Consideration / Award of
Contract
August 13, 2025
Start of Services August 20, 2025
Proposal Information
The purpose of this Request for Proposals (RFP) is to select a n interested party or parties to manage all aspect s of construction management and/or inspection services and /or materials and laboratory testing related to the Project.
No person will be excluded from participation in, denied any benefits of, or otherwise discriminated against in connection with the award and performance of any contract in response to this RFP on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, sex, age, sexual orientation, ethnicity, or veteran status.
All costs incurred in the preparation and submission of a proposal in response to this RFP shall be the sole responsibility of the proposer. The City will not reimburse any pre -contractual expenses.
Proposal Requirements and Format
The Consultant is responsible for preparing an effective, clear, and concise proposal. To be considered for selection, vendors must submit a complete response to this Request for Proposal that includes the following mandatory information and/or requirement s in the following format.
Failure to provide any of the information requested below may be cause for the proposal to be rejected.
Interested parties must provide the following information/documentation:
1. Transmittal Letter: A Request for Proposal transmittal letter, signed by an individual authorized to bind the proposing entity including the name, address, telephone number, email, and title for the person authorized to represent the interested party.
2. Firm Background: General information about the consulting firm (i.e., location of office(s), years providing the service).
3. Proposed Team and Qualifications: Identification and qualifications of staff involved in the proposal, and the proposed point of contact with the City. Provide resumes describing the qualifications of the staff who will be working on this project and provide a list of similar projects and clients that your proposed project manager and other key staff have completed work for in the past five years, including thei r experience with state grant funding requirements. Please include your staff’s
experience with municipal projects, if available and clearly link the staff and projects.
4. Relevant Experience and References: Provide a list of comparable projects completed by your firm, proposed staff, and any identified subconsultants within the last five years. Include the background, qualifications, and specific role or degree of involvement for each individual or firm liste d. The proposal should clearly identify projects that are relevant to the scope of this RFP, particularly those involving municipal clients. Please specify any municipalities in which services were provided and note that references from agencies located in Ventura County are strongly preferred. Additional subconsultants may be identified later during the negotiation of specific scopes and proposals.
5. Project Understanding and Approach : Description of the consulting firm’s understanding of the City's needs and a plan demonstrating how the organization will satisfy these needs inclusive of your proposed approach and methodology to be used in completing the tasks, including a chart showing names and assignments of key personnel and subconsultants. Include the primary office location for each name and subconsultant office location.
6. Scope of Services: Description of the services the consulting firm proposes to provide.
7. Project Schedule: A proposed schedule of performance for the services showing activity and duration for each task and shows approximate timing for reaching milestones.
8. Insurance Compliance: Include a statement that the consulting firm will comply with the insurance requirements outlined in Exhibit C of the attached Professional Services Agreement and a copy of a valid insurance certificate or proof of self - insurance. The selected firm will be required to enter into a Professional Services Agreement with the City of Camarillo and provide p roof of insurance and all applicable endorsements upon request by the City.
9. Costs: Interested parties are requested to submit a detailed cost proposal based on the scope of services they intend to provide. The proposal must include a fee schedule or pricing structure for each of the specific service areas being proposed, as outlined in the Scope of Work. A separate budget should be submitted for each of the advertised components for which the proposer is seeking to provide services.
Pricing must remain firm for the duration of the initial agreement term. Thereafter, any proposed pricing adjustments for any renewal periods will require a contract amendment and must be submitted to the City in writing at least ninety (90) days prior to the start of the new term. The City reserves the right to approve, modify, or reject any pricing adjustments.
SCOPE OF WORK
Task 1 Preconstruction Services:
1. Conduct a thorough review of the construction plans and specifications.
2. Coordinate the preparation of the Notice Inviting Bids (NIB) for the general contractor services in cooperation with City Staff and the project design team.
3. Provide NIB bid assistance , inclusive but not limited t o the management of Requests for Information (RFI) and addendums.
4. Prepare a construction file in accordance with the Encampment Resolution Funds Grant and City guidelines and continuously organize files as the project progresses. Provide bi -weekly electronic project file updates in the City’s organizational project folder structure.
5. Provide a thorough review of the construction sequence necessary to complete the improvements included in the construction contract.
6. Prepare a full agenda including special concerns to be presented at the preconstruction meeting.
7. Conduct the preconstruction meeting and prepare meeting minutes and distribute to attendees.
8. Prepare and maintain Project Construction Log spreadsheet per City template, including status and tracking of submittals, Request for Information (RFI), Potential Change Order (PCO), and Contract Change Order (CCO).
9. Coordinate and monitor the permitting process.
Task 2 Construction Management:
1. Coordinate between the project design team and City Staff and the selected general contractor for all construction related items.
2. Coordinate between the project design team and City Staff and the selected inspection services and materials testing contractor/s.
3. Confirm all changes to the approved construction documents with City Staff.
4. Utilize document management software such as Procore or Autodesk or similar to track construction documents.
5. Provide construction management services for an estimated 20 hours per week inclusive of weekly meetings with City Staff and the project design team through the duration of the project.
6. Coordinate design revisions, additions, answers to questions, RFIs, and resolve construction disputes.
7. Coordinate with the project design team for items related to design interpretation.
8. Through consultant’s system of project control, the construction manager or project manager will proactively monitor activities related to the project such that the project is constructed pursuant to contract documents, and in a timely fashion.
9. Log, track, review, and process submittals, RFIs, PCOs, CCOs, drawing revisions, construction schedule, and detailed traffic control plan as applicable in Project Construction Log per City template.
10. Ensure contractor compliance with all Encampment Resolution Funds Grant regulations.
11. Closely review schedule, review progress schedules required in the contract, monitor progress, and advise contractor to take action on schedule slippage.
12. Document contractor’s 20-day notices, mechanic’s liens, and stop notices.
13. Provide communication and correspondence with contractor.
14. Monitor and coordinate activities of design engineering support, surveying, testing, and work by utilities or other agencies.
15. Prepare weekly statement of working days and submit to the contractor and the City which will note the controlling activity for the week.
16. Review and sign daily inspection reports and submit to the City within two (2) working days from the day of work the daily was documenting.
17. Establish and conduct weekly on -site construction progress and coordination meetings or conference calls to:
• Resolve all old business issues to the maximum extent possible • Address all items of new business as presented by any party • Review project schedule and address any deviations
• Review submittal log in terms of items needed and resubmittals required • Review RFI, PCO & CCO logs
• List status of construction items recently undertaken or ongoing • List planned construction items for the next two weeks, usually known as the two-week look ahead schedule
• Provide updated drawing revisions list/log
18. Prepare minutes for the construction progress meetings.
19. Make frequent field visits to the job site during construction. The construction manager or project manager will visit the site and coordinate with the contractor in person at least once per week.
20. Evaluate and respond to the contractor’s requests for clarification of plans and specifications.
21. Ensure that all questions, conflicts, and issues are immediately brought to the City’s attention and addressed with appropriate directives to the contractor.
22. Conduct special site meetings, when necessary, with the contractor and City staff to review job progress, scheduling, and coordination.
23. Perform quantity, time, and cost analyses required for negotiation of contract changes. At the end of the project, provide a “balancing” change order to cover all bid items over/under their original bid amounts.
24. Negotiate and prepare change orders, including memorandum of explanation and cost estimates to substantiate change order costs and provide to City for review.
25. Review the contractor’s labor rate schedule for conformance with current prevailing wages. Monitor and report on all prevailing wage requirements as required by law.
26. Maintain all data for change orders and record information with regard to the time of dispute, time of notification by the contractor, and action taken by the inspector.
27. Monitor and perform analysis of validity of all potential claims that arise.
28. Review for approval the contractor’s progress payment requests, negotiate differences over the amount with the contractor, and process payments through the City.
29. Monitor preparation of a punch list at substantial completion and follow up.
30. Routinely review construction files to ensure conformance to City standards and good construction management practice.
Task 3 Construction Inspection:
1. Review plans, specifications, and all other contract and construction -related documents. Construction Manager will ensure all staff has up to date physical copies of plans and specifications for field use.
2. Conduct a field investigation of the project area to become familiar with the existing facilities and the project environment.
3. Become familiar with traffic control plans, construction schedule, construction sequence, and permit requirements from other agencies.
4. Verify that the contractor conforms to the design survey line and grades.
5. Attend construction progress meetings or conference calls with the Department of Community Development Representative, construction manager, contractor, and subcontractors.
6. Provide as -needed construction inspection ( estimated 30 hours per week ), excluding night inspection, of the work to monitor materials and methods for compliance with plans, specifications, and contract documents; address and document non-conforming items as they are discovered.
7. Night and weekend work is not anticipated but is required as needed.
8. Ensure that the contractor distributes public construction notices and places construction and information signs.
9. Monitor compliance with CalOSHA requirements and compliance with all local, state, and federal regulations. Although the proposer will monitor the activities, it is the contractor’s sole responsibility to provide workers with a safe working environment.
10. Provide labor compliance manager services inclusive of the preparation of labor and equipment reports.
11. Monitor compliance with the Clean Air Act and the Clean Water Act (National Pollutant Discharge Elimination System (NPDES) Best Management Practices).
Monitor the contractor’s compliance with approved SWPPP.
12. Meet with the contractor at the beginning of each day and review the proposed work plan, including specific details that may affect progress.
13. Conduct daily measurements of quantities of work with the contractor.
14. Review actual contractor performance throughout the day and discuss discrepancies with the contractor as they occur.
15. Assist in coordination of engineering support, surveying, specialty inspections, and fieldwork by utility companies.
16. Ensure compliance with Underground Service Alert notification/delineation.
Oversee potholing and identification of utilities.
17. Evaluate the contractor’s operation and production with respect to quality and progress and report to the Department of Community Development Representative and construction manager.
18. Maintain a photographic record of key elements of each major operation of construction work each day using a high -resolution camera with increased detail in situations of potential changes or claims.
19. Transmit original uncompressed image files to the City weekly.
20. Coordinate with contractor to schedule special inspections, material testing and sampling, and building department inspections.
21. Closely monitor testing results and require the contractor to provide corrective measures to achieve compliance.
22. Maintain copies of all permits needed to construct the project and enforce special requirements of each.
23. Prepare and maintain detailed daily diary inspector reports on construction progress and provide to Department of Community Development Representative and construction manager within one (1) working day from the work the daily report documents.
24. Prepare clear and concise letters and memoranda, as needed. Establish a solid digital record.
25. Maintain Resident Engineer file during construction, including a cumulative record of quantities constructed, daily reports, working day reports, change order documentation, photographs, and other documentation.
26. Assist with the review and evaluation of change order work.
27. Provide complete measurements and calculations documented to administer progress payments.
28. Notify the City immediately of any contractor safety concerns observed.
Task 4 Materials and Laboratory Testing:
Materials and Laboratory Testing Services will be performed in accordance with the approved construction plans and documents and any engineering recommendation s, inclusive but not limited to on -site testing as required . Detailed documentation of testing procedures, methods, results, and records is essential for traceability and accountability.
1. Provide periodic materials and laboratory testing services as directed by the Department of Community Development Representative and construction manager.
2. Provide on -site testing services as directed by the Department of Community Development Representative.
3. Provide daily field reports to the Construction Manager, then to be provided to the Department of Community Development Representative.
4. Prepare a final report summarizing the results of the construction materials and engineering testing activities.
Task 5 Post Construction Services (to be completed by Construction Manager):
1. Review project for acceptance of workmanship and materials.
2. Review site with the Department of Community Development Representative for acceptance.
3. Prepare a punch list at substantial completion and follow up with the contractor regarding progress of corrections.
4. Schedule a final inspection with the City and applicable agencies; prepare, distribute, and inspect corrections to the final punch list for completion; and recommend final acceptance.
5. Prepare documentation for final payment to the contractor.
6. Review contractor redlines monthly with their progress payment request to verify the contractor has documented all changes and architect is aware of all changes.
7. Submit as-builts to the City for review and acceptance.
8. Verify lien releases have been received from contractor for all subcontractors and suppliers.
9. Finalize and deliver all construction files and supplies to City for their records.
10. Finalize all post construction documents, including any and all warranties, owner manuals etc.
11. Deliver a Certificate of Occupancy for all aspects of the Project.
The City is in receipt of the ERF grant funds. The ERF program guidelines require the grantee to expend no less than 50% and obligate 100% of program funds by June 30, 2026. All program funds (100%) must be expended by June 30, 2027. The Project is required to achieve a Certificate of Occupancy (CofO) by June 30, 2027.
City Services
The City of Camarillo will provide the items listed below in support of the consultant’s professional services:
a. Approved building plans.
b. Approved improvement (grading) plans.
c. Direction to its officers, agents, and/or employees to render all reasonable assistance to the consultant in connection with this project.
The City of Camarillo will not assume any responsibility for any information supplied to the consultant by others. The City of Camarillo assumes no responsibility in respect to the sufficiency or accuracy of any information supplied by its officers, agents, and/or employees. The consultant is responsible for the evaluation of all information supplied by the City.
Evaluation Criteria:
The City intends to evaluate and rank each interested party’s proposal by utilizing the following criteria:
Criteria Points
Qualifications of the Firm: Experience and services provided similar to the services requested.
15 References: Quality of references 10
Staffing: Background and experience of proposed staffing on similar projects with the proposing firm
25 Cost: Total cost of proposed services 5
Schedule: Based on state funding expenditure and Certificate of Occupancy requirements.
5 Scope of Work: Understanding of the work to be done, approach, methods, procedures, etc.
40 Total 100
Consultants must review the City’s standard Consultant Agreement for Professional Services, insurance certificate, and insurance endorsement forms prior to submitting their Proposals. The consultant must address any comments or concerns about these documents in PlanetBids. The consultant must be able to meet all conditions and requirements outlined within the agreement prior to approval of the agreement by the City Council. A City business license will be required of the selected firm.
The City reserves the right to make the final selection. The City reserves the right to request additional information. All interested parties will be notified of the City's decision once a n interested party or parties has been selected.
Form Approved April 2021 A-1
Attachment A
Professional Services Agreement
[See Attachment]