HomeMy WebLinkAboutRFP-2025-INTERIM STAFF ENG SVCS
DEPARTMENT OF PUBLIC WORKS
CITY OF DIAMOND BAR
CALIFORNIA
REQUEST FOR PROPOSALS
FOR
Public Works Interim
Staff Engineering Services
MARCH 2025
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CITY OF DIAMOND BAR
REQUEST FOR PROPOSALS (RFP)
Date: March 3, 2025
Department: Public Works
Project Type: Public Works Interim Staff Engineering Services
Proposals Due: NO DEADLINE
Project Contact: Hal Ghafari, P.E., Public Works Manager/Assistant City Engineer
(909) 839-7044 / HGhafari@DiamondBarCA.gov
INTRODUCTION
The City of Diamond Bar’s Public Works Department – Engineering Division is seeking a
qualified consultant to provide staff augmentation services at the engineering technician
or staff civil engineer level for a minimum period of four (4) months amid recruitment for
permanent in-house personnel.
Firms that can fulfill this immediate need are asked to contact the Project Contact
directly prior to the submittal of a proposal through PlanetBids.
The City intends to execute a Consultant Services Agreement when a qualified and
responsive firm is identified.
BACKGROUND
The City’s Public Works Department consists of two main divisions: Engineering and
Maintenance. The augmented staff (“Consultant”) selected as a result of this RFP will be
assigned to work in the Engineering Division and will help manage the land development
and utility encroachment permitting programs.
The primary responsibilities include permitting construction within the public right-of-way
and coordinating grading projects within private property, under the authority of the City
Engineer. The City uses “CityView” as its current enterprise land management software
for project management and permitting; training will be provided as necessary.
The Consultant is expected to provide the minimum services further described in this
RFP. This assignment is on-site at Diamond Bar City Hall.
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TO INTERESTED FIRMS
The City of Diamond Bar is inviting qualified firms to submit proposals for Public Works
Interim Staff Engineering Augmentation Services for a period ending on June 30, 2025,
with the option – at the City’s sole discretion – to issue additional extensions upon
successful demonstration of contract performance.
This contract will be administered by the City’s Public Works Department.
SCOPE OF WORK
The scope of work includes but is not limited to the following Tasks:
1. Provide professional customer service at the Engineering Counter via telephone,
email, and other communication channels.
2. Communicate with prospective customers to determine permit requirements and
calculate fees based on the project’s scope.
3. Coordinate the plan check process between customers and the City’s consultant
plan reviewers, including receiving submittals, performing quality checks for
completeness, routing to applicable firms, and providing updates on project status.
4. Review plans and collaborate with the City’s Building & Safety and Planning
Division staff to issue corrections and conditions for land development projects.
5. Determine, collect fees, and issue all types of permits, including encroachment
permits, following City protocols.
6. Maintain project and permit records according to the City’s retention guidelines.
7. Track the status of construction projects and provide updates as needed.
8. Respond to public document requests under the California Public Records Act and
subpoenas.
9. Compile files and related materials to assist in report preparation for supervisory
staff.
PROPOSAL CONTENT AND FORMAT
1. PROJECT TEAM: Please provide an organizational chart indicating key project
team members. Also, provide resumes of the key personnel involved with this
contract, including personnel from sub-consultants (if any). Identify the experience
of the personnel assigned and briefly outline the responsibilities of each member.
If any changes in personnel occur during the contract period, the consultant shall
notify the City and furnish the same required information.
2. FIRM’S EXPERIENCE/REFERENCES: List a minimum of two (2), but a maximum
of five (5) public agencies where similar services are being provided. Provide the
following information: agency name, project manager's name, and services
provided.
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3. PROJECT UNDERSTANDING: Describe the approach and methods that will be
used to meet the contract requirements. Also, identify any potential concerns or
problems that your firm anticipates during the term of this contract.
4. FEE PROPOSAL: Provide an annual “not-to-exceed” for the project term to
provide the required scope of services and state the assumptions on which the
estimates are based. Also, provide the hourly rates of all personnel assigned to
the contract. These rates may be used to negotiate additional work the City may
request.
5. AGREEMENT: Attachment A is a copy of the City’s Consultant Services
Agreement. A statement must be made in the proposal that all terms and
conditions are acceptable. No exceptions to this agreement are allowed.
GENERAL TERMS AND CONDITIONS
1. Issuance of this Request for Proposals (RFP) and receipt of proposals does not
commit the City to award an agreement. The City expressly reserves the right to
postpone the bid opening date for its own convenience, to accept or reject any or all
bids received in response to this RFP, to negotiate with more than one vendor
concurrently, or to cancel all or part of this RFP.
2. The City reserves the right to reduce or revise elements of the scope of work prior to
the award of any agreement. Furthermore, the City reserves the right to reject any or
all proposals submitted; and no representation is made hereby that any agreement
will be awarded pursuant to this Request for Proposals, or otherwise. 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 agreement will
be borne by the bidder.
3. All proposals must be typewritten or written in ink. No erasures will be permitted.
Mistakes may be crossed out and corrections made adjacent. Corrections must be
initialed by the person signing the bid.
4. Proposals submitted may be withdrawn by written or email request received by the
City before the hour set for opening. After such hour, it may not be withdrawn.
5. All proposals must be signed by a responsible officer or authorized employee of the
firm, giving the firm’s name and address. Obligations assumed by such signature
must be fulfilled.
6. Submissions of a signed bid will be interpreted to mean that the bidder has thereby
agreed to all of the terms and conditions set forth in the bid package.
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7. CONTRACT PERIOD: The term of the contract will be for a period ending on June
30, 2025, with the option – at the City’s sole discretion – to issue additional extensions
upon successful demonstration of contract performance.
8. INVITATION FOR INTERVIEW (OPTIONAL): Firm(s) selected for further
consideration for all or parts of the tasks in the scope of work may be contacted to
arrange for an interview with City Staff via a virtual meeting platform. Should a firm be
asked to participate in the interview, principal and personnel assigned to the City
should be available to discuss the following:
a) Major elements of the proposal; and be prepared to answer any questions raised
to clarify in detail, and
b) Satisfactory performance on similar past/current work and description of
previously/current related experience for assigned personnel.
9. SELECTION PROCEDURE: Criteria for evaluation of proposals may include, but
need not be limited to, the following:
a) Responsiveness and comprehensiveness of proposal.
b) Firm’s and assigned personnel’s experience with the City of Diamond Bar and
other public agencies.
c) Quality of previous work performed by the firm.
d) Resources and fee required to perform the requested services.
e) The firm’s comments on the consulting services agreement.
f) References.
10. RIGHT TO REJECT ALL PROPOSALS: The City reserves the right to reduce or
revise elements of the scope of work prior to the award of a contract. Furthermore,
the City reserves the right to reject any proposal and may elect to make a decision
without further discussion or negotiation. Th is solicitation is not to be construed as a
contract of any kind. The City is not liable for any costs or expenses incurred in the
preparation of the proposals. The right to issue supplementary information or
guidelines relating to this request is also reserved by the City. All proposals submitted
to the City in response to this RFP shall become property of the City.
11. FEE PROPOAL: A fee proposal shall be submitted separately, including a detailed
schedule with all proposed staff, the hours each person will devote to a given task,
and all reimbursable services to complete work described in the proposed Scope of
Service. The fee proposal(s) shall be uploaded on PlanetBids separately bearing the
name, address, and telephone number of the individual or entity submitting the
proposal.
12. INSURANCE: Proof of insurance requirements addressed in the professional services
agreement of this Request for Proposal shall be submitted by the selected Consultant
upon execution of the contract for submittal to the City Council.
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The selected Consultant must submit a "Statement Certifying Insurance Coverage"
certifying that the required insurance coverage will be obtained by the Consultant, and
that the Consultant understands said coverage is prerequisite for entering into an
agreement with the City. The Consultant is required to confirm with its insurance
carrier that it can meet all the requirements for insurance. Failure to meet the
insurance regulations as set forth shall result in the Consultant's disqualification.
13. AGREEMENT: A copy of the City’s consultant services agreement can be found as
Attachment 1. A statement SHALL be made in the proposal that all terms and
conditions, including insurance requirements, are acceptable
ATTACHMENTS SCHEDULE
• ATTACHMENT 1 Sample Contract Agreement
RFP SCHEDULE
• March 3, 2025 Release of RFP
• Ongoing First Review of Proposals
• TBD Invitation for Interview (Optional)
• TBD Award of Contract
SUBMITTAL OF PROPOSALS
An electronic copy of the bid, in PDF format, shall be uploaded onto PlanetBids. Use the
link below to register: https://www.diamondbarca.gov/712/RFP-RFQ-BID-Opportunities.
QUESTIONS
Any questions can be directed to the Project Contact.
Sincerely,
David G. Liu, P.E.
Public Works Director/City Engineer
RMRA Measure M R Local Return Gas Tax
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eet Rehab - Area 1 (Const.)2,000,000$ 925,000$ 850,000$ 89,0 $
en Springs from Brea Canyon to Lemon Ave.) (Const.)900,000$ 500,000$
mp Project (Const.)177,855$
nt Projects 4,360,634$ 1,700,000$ 1,007,779$ 850,000$ 89,0 $
250-5510-46412)
Project Description Total FY Budget (109) Measure
M
(111)
Gas Tax
(112)
Prop A
(113)
Prop C
Sign and HSL Replacement (Design)50,000$ 50,000$
Sign and HSL Replacement (Construction)350,000$ 350,000$
al 11 Locations (Design and Construction)380,000$ 90,000$ 100,000$ 190,0 $
780,000$ 350,000$ 140,000$ 100,000$ 190,0 $
ments (250-5510-46413)
Project Description Total FY Budget (113)
Prop C
Foothill Transit
Grant
60,000$ 60,000$
SD/Calbourne 40,000$ 40,000$
nfrastructure Improvements 100,000$ 60,000$ 40,000$
0-5510-46420)
Project Description Total FY Budget (107) Measure
W
(108)
RMRA
(109)
Measure M
(113)
Prop C
ovements-Phase 3 (Flapjack-Design)65,000$ 65,000$