Bell Hill Road at Adobe Creek Culvert Replacement Planning and Design

LAKE COUNTY WATERSHED PROTECTION DISTRICT
REQUEST FOR PROPOSALS
Bell Hill Road at Adobe Creek Culvert
Replacement Planning and Design
COUNTY OF LAKE
RFP No. 261864
Issued: May 6, 2026
Submission Deadline:
May 27, 2026 at 4:00 P.M.
By:
Chris Childers
Water Resources Program Coordinator

Bell Hill Road at Adobe Creek Culvert Replacement Planning and Design
1. INTRODUCTION ................................................................................................................... 3
2. SCOPE OF SERVICES ............................................................................................................ 3
3. PROPOSAL CONTENT .................................................................................................................... 6
4. PROPOSAL SUBMITTAL ............................................................................................................. 6
5. PROPOSAL EVALUATION AND AWARD .................................................................................... 7
6. PROTEST PROCEDURES ............................................................................................................. 8
7. GENERAL TERMS AND CONDITIONS ......................................................................................... 9
2 | Pa g e

Bell Hill Road at Adobe Creek Culvert Replacement Planning and Design
1. INTRODUCTION
The County of Lake is inviting sealed proposals for the Bell Hill Road at Adobe Creek Culvert
Replacement Planning and Design. The purpose of this project is to replace the current Bell Hill Road
crossing over Adobe Creek to improve water flow, remove barriers to fish migration, reduce
sedimentation buildup, and minimize shoreline erosion and localized flooding risk. The anticipated
budget for this project is in the range of $500,000 to $550,000.
The project will be managed by the Lake County Watershed Protection District, hereinafter referred
to as the 'District', with participation from designated staff of the Lake County Department of Public
Works, which owns and maintains the roadway.
The need for this project has been demonstrated through previously completed technical studies and
consultation between State, tribal, and local agencies. The current Bell Hill Road crossing over Adobe
Creek is an earthen embankment containing nine circular culverts. The roadway exhibits a reverse
vertical curve along this crossing that enables high water flows in Adobe Creek to crest and submerge
the roadway. These existing conditions lead to the buildup of sediment upstream of the crossing,
increasing shoreline erosion and presenting a physical barrier to upstream and downstream fish
migration, particularly for the Clear Lake hitch, an endemic and State-listed endangered minnow
species. The aforementioned technical studies and consultations determined that the removal of the
existing culverts was an important part of the solution for improving water flow and aiding fish
migration at the crossing.
The District will recruit, following local purchasing policy requirements, a qualified company or firm
to lead and facilitate the planning and design for this project. The selected company or firm will work
closely with District staff to conduct surveys of existing conditions, evaluation and selection of a
replacement structure, hydraulic analysis, geotechnical investigation, determination of
environmental review, permitting, and the preparation of design plans for the replacement structure.
The selected company and firm will also engage in administrative activities, including attending
project meetings and submitting progress reports. At least one public outreach effort, including
project updates, will be conducted at a local community meeting.
Proposals should be submitted in accordance with the requirements of this solicitation, which are
contained herein.
2. SCOPE OF SERVICES
The selected company or firm will develop and perform a series of tasks to support the Bell Hill Road
at Adobe Creek Culvert Replacement Planning and Design. The scope of services shall include, at a
minimum, the following components listed hereafter, each integral to the successful execution of
the Project. The interpretation of these components into specific tasks and subtasks will be left to
the proposer.
Surveys & Mapping
The consultant will conduct full topographical and boundary surveys and mapping of existing
roadways, crossing, culvert structure, and streambed. This will include, at minimum, one field visit
and the development of draft and final surveys comprising comprehensive 3D surface models of:
3 | Pa g e

Bell Hill Road at Adobe Creek Culvert Replacement Planning and Design
* The entire segment of Bell Hill Road measured approximately 350 linear feet from either
side of the center point of its crossing over Adobe Creek.
* The entire segment of Adobe Creek Road measured approximately 100 feet from its
intersection with Bell Creek Road.
* The entire channel of Adobe Creek measured approximately 300 linear feet from either
side of the Bell Creek Road crossing.
Survey work shall include identification of existing rights-of-way and all present utilities and surface
features along the roadways. These surveys will inform planning and design of the replacement
structure and hydraulic modeling of Adobe Creek to ensure adequate flood protection and
conditions necessary for Clear Lake hitch migration.
Deliverables: Draft and Final Topographical & Boundary Surveys of Bell Hill Road, Adobe Creek Road,
and Adobe Creek; Right-of-way and adjoining property information; Map of utility locations and
ownership information.
Evaluation and Selection of Replacement Structure(s)
Comprehensive evaluation of feasible replacement structure alternatives for the existing culvert
crossing, considering cost-effectiveness, constructability, durability, and hydraulic performance. The
evaluation will include a technical assessment of site constraints and examine conditions necessary
to facilitate construction, including determination of any ROW acquisition or construction
easements, utility relocation, staging, and consultation with required entities.
Deliverables: Draft and Final Structure Selection Report
Environmental Review
Determination of the appropriate level of environmental review required pursuant to the California
Environmental Quality Act (CEQA). It is anticipated that this project will be exempt from CEQA, in
which case a Notice of Exemption (NOE) will need to be filed.
If the project is determined not to be exempt from CEQA, the consultant will work with the Lead
Agency to determine what level of study is required and proceed with the preparation of any
technical studies needed. Such studies may include studying impacts on floodplains, wetlands,
agricultural lands, federally- or State-listed sensitive species, and/or archeological or eligible historic-
cultural resources. The consultant will then work with the Lead Agency to prepare any necessary
scoping documentation that meets the requirements for CEQA, should it be required, and assist the
Lead Agency at any public meetings. Additional funding can be made available for the CEQA process,
if needed.
Deliverables: CEQA documentation, as required by the Lake County Community Development
Department (CEQA Lead Agency).
Regulatory Permitting
4 | Pa g e

Bell Hill Road at Adobe Creek Culvert Replacement Planning and Design
Determination of required permit applications and technical assistance in preparation of permit
applications. Such permits may include CDFW 1602 (Lake and Streambed Alteration), RWQCB 401
(Water Quality Certification and Waste Discharge Requirements), or USACE 404. If, during the
environmental review process a permit need is identified, technical assistance with these permit
applications will be required as well. The County will process the applications for any required
permits and pay for any associated fees.
Deliverables: Regulatory and environmental permit applications, as needed.
Hydraulic Analysis
A detailed hydraulic analysis to evaluate existing and proposed flow conditions within Adobe Creek,
utilizing Federal Emergency Management Agency (FEMA) peak flow event data to assess water
surface elevations, velocities, and flow conveyance through the proposed structure. The analysis
will aim to ensure the selected design meets flood conveyance requirements, prevents
sedimentation build-up and shoreline erosion, and provides adequate conditions for upstream and
downstream fish migration.
Deliverables: Draft and Final Hydraulic Analysis Report
Geotechnical Investigation
A geotechnical investigation to evaluate subsurface conditions at the project site and inform design
of the selected replacement structure, including a soils investigation, laboratory testing, and
engineering analysis to provide recommendations for foundation design, bearing capacity,
settlement considerations, slope stability, scour and erosion risks, and excavation requirements.
Recommendations for construction methods and material specifications should also be provided.
Deliverables: Draft and Final Geotechnical Analysis Report
Design & Construction Readiness
Design plans will include preparation of 60%, 90%, and 100% Plans, Specifications, and Estimates
(PS&E) for the replacement structure, culminating with complete design and construction plans,
technical specifications, documentation required for right-of-way acquisition or construction
easements, and utility agreements and relocation notices.
Consultant will also prepare cost estimates and a projected timeline for construction and assist with
drafting bid-ready documents. All documents produced will conform to applicable County and State
standards and relevant guidelines.
Deliverables: Draft and Final Plans, Specifications, and Estimates (60%, 90%, and 100%); ROW
acquisition or easement documentation; utility agreements and relocation notices.
Administration & Outreach
Project management activities, including attendance of kickoff and progress meetings, preparation
of meeting agendas, meeting notes, and progress reports. Additionally, consultant will attend at
least one public meeting regarding the project and assist with preparation of materials for this
meeting.
5 | Pa g e

Bell Hill Road at Adobe Creek Culvert Replacement Planning and Design
Deliverables: Meeting agendas; meeting notes; progress reports; presentation or other materials
necessary for public outreach meeting.
3. PROPOSAL CONTENT
3.1 Proposal Compliance: In order to enable direct comparison of competing responses, you must
submit your Proposal in conformity to the requirements stated herein. Failure to adhere to all
requirements may result in your Proposal being disqualified as non-responsive.
3.2 Proposal. Please assemble your Proposal in the following order.
A. Cover Letter. A standard business letter must be included which represents your
agreement to supply the requested goods and/or services detailed in the RFP.
B. Company Profile. Provide a brief history of your company, a general description of your
services and qualifications, and an executive summary of your response. Content should be
no more than two pages.
C. Work Plan. Provide your specific proposal to address the Scope of Work outlined in
Section 2 above. At the very least, this should describe in detail how the service shall be
provided and include a description of major tasks and subtasks.
D. Project Schedule. A proposed timeline for completion of the tasks and subtasks outlined
in the Work Plan.
E. Cost Proposal. Include a detailed breakdown of proposed costs associated with each task.
All prices submitted are non-binding at this stage of the procurement process and are
subject to negotiation.
3.3 Pre-Proposal Meeting: A meeting will be held with consultants interested in submitting
proposals for this project to review existing information and provide the opportunity for questions
on Monday, May 18, 2026, at 9:00 AM. This meeting will last one hour and be held virtually via
Microsoft Teams. Please confirm your attendance at this meeting by emailing Chris Childers at
Chris.Childers@lakecountyca.gov. The link and access information for this meeting is below:
Microsoft Teams Meeting
Join: https://teams.microsoft.com/meet/242982432989780?p=RXVKkj8bRwVG6ej3U7
Meeting ID: 242 982 432 989 780
Passcode: qb6Qr2Qt
Only consultants attending the Pre-Proposal Meeting will receive minutes from the meeting.
4. PROPOSAL SUBMITTAL
Proposals submitted must meet the following criteria to be acceptable for consideration regarding
this project:
4.1 In order to be considered, responses may be submitted either on paper or electronically through
the County Purchasing Agent. Electronic submissions must be in either Microsoft Word or PDF
format and sent to LakeCountyPurchasingAgent@lakecountyca.gov no later than Wednesday, May
27th, 2026, by 4:00 p.m.
6 | Pa g e

Bell Hill Road at Adobe Creek Culvert Replacement Planning and Design
Hard copy responses submitted must include one (1) original and five (5) unbound copies of the
proposal. Proposals submitted via hard copy must be received no later than Wednesday, May 27th,
2026, by 4:00 p.m., and addressed to:
RFP No. 261864 for Request for Proposals for:
Bell Hill Road at Adobe Creek Culvert Replacement Planning and Design
CONFIDENTIAL
Lake County Watershed Protection District
Attn: Chris Childers
255 N. Forbes Street
Lakeport, CA 95453
Normal business hours are Monday through Friday, 8:00 am to 5:00 pm. Staff can be reached at
(707) 263-2344.
Proposals received in writing may be mailed through the United States Postal Service or any other
courier service and they may be delivered in person to the above office. Faxed proposals will NOT
be accepted.
4.2 In order to receive addenda and information regarding this RFP, proposer must register online
at: Bid Postings * Lake County, CA * CivicEngage (lakecountyca.gov). Proposers are cautioned to
read the scope of services and proposal contents herein and be sure to respond to all items listed in
these sections.
4.3 Proposals received incomplete or late, for any reason, shall not be accepted.
4.4 All questions regarding this Request for Proposals may be submitted in writing at any time prior
to Thursday, May 14, 2026, at 5:00 p.m., addressed to Chris Childers, Water Resources Program
Coordinator at: LakeCountyPurchasingAgent@lakecountyca.gov. Only written questions will be
accepted. Questions will be answered by Monday, May 18, 2026, by 5:00 p.m. and uploaded as an
addendum to the website listed in the above paragraph.
Proposers may contact only the individual identified above and are specifically directed not to
contact other County personnel for meetings, conferences, or other technical discussions related to
this RFP. No questions will be answered by other County staff.
4.5 All proposals submitted in response to this RFP will become the property of the County and will
not be returned. The County reserves the right to make use of any information or ideas contained
in the proposals. The proposal itself shall not constitute a contract, but will, if accepted, be
incorporated into the contract between the County and the selected proposer.
Please note: The successful Proposer shall be expected to fully meet all representations made in its
proposal, including demonstration of project understanding, work plan, project schedule, project
team, and cost proposal.
5. PROPOSAL EVALUATION AND AWARD
The County is using the competitive proposal process, wherein the experience and responsiveness
of each submitted proposal is evaluated as it relates to the Scope of Services. Administrative staff
will evaluate the proposals as described below.
7 | Pa g e

Bell Hill Road at Adobe Creek Culvert Replacement Planning and Design
5.1 Proposals shall be opened and checked to ensure that each complies with the requirements
of the RFP. The absence of required information may render the proposal non-responsive and
may be cause for rejection.
5.2 All proposals will be evaluated to determine whether they meet all the requirements of the
RFP.
5.3 A Consultant Selection Board maybe convened to review, discuss and rank the proposals,
using the following criteria:
A. Criteria
a. Candidate's technical competence and ability to meet the requirements of the Scope of Services
in a timely fashion.
b. Candidate's past record of performance, including control of costs and quality of work.
c. Candidate's familiarity with the problems applicable to the project.
d. Candidate's proposed fees.
5.4 Prior to final selection, a short list of qualified and responsive Consultants may be requested
to participate in an interview. The purpose of the interview will be to provide an opportunity for
each Consultant to present their qualifications and proposals in person and/or to answer any
questions that County staff may have regarding the Consultant's submittals. If interviews are to
be held, the time and place of the interview will be arranged after the short list is completed.
Typically a minimum of three (3) proposals will be selected for the Short List; however, the County
may, at its option, choose to interview more or less than three (3) qualified Consultants or select
consultants based solely on evaluating written proposals.
5.5 If an agreement cannot be reached with the top ranked Consultant(s), the County will then
contact the next highest ranked firm and attempt to negotiate a contract scope of work and fee.
This process will be continued until a contract scope of work and fee is successfully negotiated,
or until the County determines to cease negotiations with any firm.
5.6 County reserves the right to select multiple contractors.
5.7 The County of Lake is an Equal Opportunity/Affirmative Action Employer and the successful
Consultant(s) will be required to comply with the provisions of Federal Executive Order 11246
and applicable state and federal laws. Consultants should be familiar with the Employers'
Practical Guide to Reasonable Accommodations under the Americans with Disabilities Act as
published by the Job Accommodation Network, a service of the U.S. Department of Labor's Office
of Disability Employment Policy.
6. PROTEST PROCEDURE
The County of Lake will follow the Appeal Procedure in their Consultant Selection Policy as
follows:
6.1 Appeal Procedure:
8 | Pa g e

Bell Hill Road at Adobe Creek Culvert Replacement Planning and Design
Any party with a direct financial interest who is aggrieved by any alleged material irregularity in
connection with the intended RFP award, may file a protest with the Purchasing Agent or
Assistant Purchasing Agent, where such protest is based on alleged violations of Federal, State,
or local law or ordinance, or alleged material irregularity in either the County's RFP invitation or
in the proposal to which an award is intended. Generally, non-material irregularities in a RFP
response are those that substantially conform to the RFP requirements and do not affect the RFP
price, time or conditions in such a way as to affect the amount of the RFP or provide a competitive
advantage or benefit not allowed to other bidders. Material irregularities in a RFP invitation
provide a competitive advantage or benefit to one (1) bidder that is not enjoyed by other bidders.
The Purchasing Agent or Assistant Purchasing Agent may determine whether an alleged
irregularity exists and whether it is material or non-material and shall have the authority to waive
non-material irregularities. A RFP protest must:
(a)Be written,
(b)State the specific alleged violation of law or alleged material irregularity,
(c)Request a determination of the appeal,
(d)Provide a telephone number and email address at which the appellant can be contacted,
(e)Be filed no later than seven (7) days after the date of the Notice of Intent to Award Letter
and/or formal Bid Opening (holidays excepted). Any protest filed after this time will not be
considered.
6.2 The party filing the appeal ("appellant") must concurrently transmit a copy of all appeal
documents and any attachments to all other parties with a direct financial interest which may be
adversely affected by the determination of the appeal.
6.3 Within seventy-two (72) hours of receipt of appeal, the Purchasing Agent or Assistant
Purchasing Agent shall provide written notification to the appellant of the determination. A
determination under this procedure shall be final except that the Purchasing Agent's decision
may be appealed to the County Administrative Officer in writing within forty-eight (48) hours
from the Purchasing Agent's or Assistant Purchasing Agent's notification to appellant.
7. GENERAL TERMS AND CONDITIONS
By your submission of a proposal, you agree to be bound by the following conditions:
7.1 To the fullest extent allowed by law, RFP's will not be public record until discussion and
negotiations with Respondent have been completed, as such premature disclosure would
jeopardized the County's and the Respondents negotiating interests. If any proposal contains trade
secrets or other information that is confidential or proprietary by law, Respondent shall label all such
pages with a stamped annotation such as: "CONFIDENTIAL-PROPRIETARY TRADE SECRETS, DO NOT
DISCLOSE", and further, provide written notification to the County of its request to keep said
information confidential. A Respondent's request for confidentiality must be made in writing and
9 | Pa g e

Bell Hill Road at Adobe Creek Culvert Replacement Planning and Design
enclosed in the envelope containing the proposal. The proprietary or confidential data must be
readily separable from the proposal in order to facilitate eventual public inspection of the non-
confidential portion of the proposal.
7.2 The County reserves the right to cancel this RFP at any time, even after opening of proposals.
7.3 County is not liable for any costs incurred by Proposer in the preparation, presentation or in any
other aspect of the Proposal.
7.4 Disposition of Proposal(s) and Contract Award:
A. All proposals shall become the property of Lake County.
B. Failure to furnish all information requested in this RFP or to follow the proposal format
may disqualify a proposal.
C. County reserves the right to accept or reject all or any part of any proposal, waive
immaterial defects, informalities, irregularities, negotiate with all qualified Respondents,
and award the contract to the firm or individuals, who, in the sole judgment of the County,
best serves the interests of the County. The County may terminate negotiations if, in its
opinion, they are unsuccessful and begin negotiations with other respondents.
D. A response to this RFP is an offer to contract with the County based upon the terms,
conditions, scope of work and/or specifications contained herein. County shall have no
contractual or other obligation to a Respondent under any successfully negotiated contract
until the contract has been approved and signed by both parties. The contents of the
proposal submitted by the successful Respondent and this RFP will become part of any
contract awarded.
E. Issuance of this RFP in no way constitutes a commitment by the County to procure or
contract for the articles of goods or services solicited.
F. Proposers may be required before the award of any contract to show, to the complete
satisfaction of the County, the necessary facilities, ability, and financial resources to provide
the services specified in a satisfactory manner.
7.5 Respondent shall indemnify and defend County and its officers, employees, and agents against
and hold them harmless from any and all claims, losses, damages, and liability for damages, including
attorney's fees and other costs of defense incurred by County, whether for damage to or loss of
property, or injury to or death of person, including properties of County and injury to or death of
County officials, employees or agents, arising out of, or connected with the use of any copyrighted
or uncopyrighted composition, secret process, patented or unpatented invention, articles or
appliances furnished or used under this Request and any subsequent Contract, unless such
damages, loss, injury or death is caused solely by the negligence of County.
7.6 Default by Respondent: In case of default by the successful Respondent, Lake County may
procure the articles or services from other sources and may deduct from any monies due, or that
may thereafter become due to the Respondent, the difference between the price named in the
Purchase Order, Contract, or Agreement with said Respondent and the County's subsequent cost to
obtains substitute articles or services. Prices paid by the County must be considered the prevailing
market price at the time such purchase is made.
10 | P ag e