Request for Proposal - Uncontrolled Crosswalk Enhancements Project

REQUEST FOR PROPOSALS
UNCONTROLLED CROSSWALK ENHANCEMENTS PROJECT
PLAN, SPECIFICATIONS, AND ESTIMATE (PS&E)
RFP NO. 64283
RFP Issue Date:
March 25, 2026
Email Proposals Submittal Due Date:
April 22, 2026
Proposals via Email:
sperez@sanleandro.org

TABLE OF CONTENTS
I. INTRODUCTION .................................................................................................................. 3
II. BACKGROUND .................................................................................................................... 3
III. PROJECT OVERVIEW AND OBJECTIVES ....................................................................... 3
IV. SCOPE OF SERVICES .......................................................................................................... 3
V. PROPOSAL REQUIREMENTS ............................................................................................ 7
VI. SUBMITTAL REQUIREMENTS ........................................................................................ 10
VII. ESTIMATED SCHEDULE .................................................................................................. 10
VIII. EVALUATION OF PROPOSALS ................................................................................... 11
IX. PROPOSER INTERVIEWS ................................................................................................. 12
X. PROPOSER INTERVIEW CRITERIA ................................................................................ 13
XI. DELIVERABLES REQUIRED OF SELECTED CONSULTANT...................................... 13
XII. CONDITIONS ....................................................................................................................... 13
Attachment A - Consulting Services Agreement
Attachment B - Living Wage Guidelines and Frequently Asked Questions (FAQs)
Attachment C - Living Wage Self Verification Form
Attachment D - Reference Materials
RFP No. 64283 Uncontrolled Crosswalk Enhancements Page 2 of 49

REQUEST FOR PROPOSALS
UNCONTROLLED CROSSWALK ENHANCEMENT PROJECT
The City of San Leandro, as the implementing agency, desires to solicit qualified proposals to
develop Plan, Specifications, and Estimate (PS&E) for the Uncontrolled Crosswalk Enhancement
Project ("Project") in accordance with this Request for Proposals (RFP). Award resulting from this
RFP will be a fixed contract.
I. INTRODUCTION
The City of San Leandro is seeking a consultant firm to enter into a Consultant Services
Agreement related to developing Final Plans, Specifications, and Estimates (PS&E) for the
Uncontrolled Crosswalk Enhancement Project ("Project"). The Project is located at various
locations in the City of San Leandro.
II. BACKGROUND
The Uncontrolled Crosswalk Enhancement Project is a pedestrian safety project with the goal to
reduce pedestrian crashes including severely injured and fatal injuries at uncontrolled pedestrian
crossings in the City of San Leandro. The San Leandro Local Roadway Safety Plan (2022)
identified collisions at pedestrian crossing at unsignalized intersections and a need to improve
the safety and visibility at these crossings within San Leandro.
The Highway Safety Improvement Program (HSIP), codified as Section 148 of Title 23, United
States Code (23 U.S.C. 148) is one of the core federal-aid programs. The purpose of the HSIP
program is to achieve a significant reduction in traffic fatalities and serious. The City of San
Leandro was awarded federal funding from HSIP Cycle 12 for the Project.
III. PROJECT OVERVIEW AND OBJECTIVES
The Project aims to enhance pedestrian safety and accessibility at seven (7) uncontrolled
pedestrians crossings in the City of San Leandro. These seven locations include: (1) Manor
Boulevard and Crosby Street, (2) Manor Boulevard and Thoits Street, (3) Dutton Avenue and
Arbor Drive, (4) Farnsworth Street and Devonshire Avenue, (5) 150th Avenue and Lark Street,
(6) East 14th Street and Lorraine Drive, and (7) Farnsworth Street and Chapel Avenue. The
conceptual plans can be found in Attachment D 'Reference Materials'. The Project will develop
a complete PS&E package incorporating recommendations from the San Leandro Local
Roadway Safety Plan.
IV. SCOPE OF SERVICES
The Consultant shall be familiar with and will be responsible for providing and performing all
activities necessary to deliver the Project in the PS&E phase. The Consultant should identify and
explain the necessity for any additional tasks not within the scope of services detailed below,
RFP No. 64283 Uncontrolled Crosswalk Enhancements Page 3 of 49

including any modified assumptions required in order to successfully deliver the Project. The key
components of the scope of services, and anticipated tasks, are as follows:
* Project Management
* Stakeholder and Utility Coordination
* PS&E Development (35%, 65%, and 100%)
* Design Services During Construction
Tasks
1.0 Project Management
This task includes all work by the Consultant to effectively manage the scope, cost, and
schedule of the Project. This may include but is not limited to the following activities and
deliverables identified below:
* Coordinate with Project design staff and subconsultants to assure free and timely
flow of information of each task activity
* Manage contract costs
* Prepare and maintain a detailed Critical Path Method schedule, and submit an
updated electronic file schedule on a quarterly or as-needed basis
* Develop and maintain a quality assurance / quality control (QA / QC) program
* Establish an efficient web-based documentation system to share and manage
Project files
* Project kick-off meeting
* Monthly project status check-ins between San Leandro and the Consultant or as-
needed
* Consultant responsibilities shall include preparing agendas and meeting minutes
Deliverables:
* Monthly Invoices
* Monthly Progress
* Critical Path Method Schedule
* Meeting Agenda and Meeting Minutes
2.0 Stakeholder and Utility Coordination
This task includes all work by the Consultants to coordinate with stakeholders and
utilities and secure necessary approvals. It is expected for Caltrans as a key stakeholder
for the review and approval for improvements for location (6) at East 14th Street and
Lorraine Boulevard.
* Comment and response review meeting per design submittal package (35%, 65%,
100%). As needed, the Consultant shall organize and facilitate workshop style
meetings to review comments from stakeholder agencies on the plans and
specifications. Prior to these meetings, a comment-response matrix shall be
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provided to the stakeholder agency for review. The focus of these meetings shall
be to seek clarification on any comments that are unclear and provide rationale for
comments/requests that are proposed not to be incorporated. Other affected
stakeholder agencies that have an interest include Caltrans in the meeting as
necessary. These meetings are assumed to happen via a virtual platform.
3.0 35% PS&E Package
The Consultant shall review the conceptual plan and previous comments, and prepare the
35% PS&E. The Consultant shall conduct topographic surveys to obtain existing and
representative survey data from past projects from the Project corridor as needed to
support the design of the Project. The Consultant shall also develop technical
specifications and engineer's estimates. The PS&E documents may include, but are not
limited to, the following:
* Title Sheet and Vicinity Map
* Survey and Project Control
* Demolition Plan
* Layout
* Typical Sections
* Construction Details
* Drainage Plan and Profiles
* Utility Plan
* Signage and Striping Plans
* Landscaping and Irrigation (for Urban Design) Plans
* Electrical Plans (Traffic Signal Modifications, Flashing Beacons, Lighting)
As Part of the 35% PS&E task, the Consultant shall prepare all required engineering
technical reports, which may include, but not limited to the following:
* Drainage / Hydraulics Report
* Lead Compliance Report
* Storm Water Data Report (SWDR) or equivalent to capture necessary Municipal
Regional Permit MRP requirements and Construction Site Best Management
Practices
* Turning Template exhibits as needed, to ensure intersection designs accommodate
large vehicles (transit vehicles, fire, garage, commercial delivery)
* Photometric analysis
The Consultant shall provide stakeholder/utility coordination as applicable should there
be a determined need to relocate any utilities (including adjustments). The Consultant
shall consider potholing for any new signal pole, flashing beacon pole, or electrolier
foundations to ensure no conflicts with underground utilities as part of this task.
Deliverables:
* 35% PS&E Package
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* Draft Technical Reports
4.0 65% PS&E Package
The Consultant shall update the 35% PS&E package based upon comments received from
the previous submittal and further develop the plans to a 65% design. Comments received
for technical reports from the previous submittal shall be updated. Responses to all 35%
comments shall be documented in a comment resolution matrix.
Deliverables:
* Responses/Resolution to 35% comments
* 65% PS&E Package
* Final Technical Reports
5.0 100% Bid-Ready PS&E Package
The Consultant shall update the 95% package based upon comments received from the
previous submittal to further develop the plans to a 100% bid package. All agreed upon
comments will be incorporated into the 100% design documents. The consultant will
prepare 100% PS&E bid package, signed and sealed.
Deliverables:
* Responses/Resolution to 95% comments
* 100% PS&E Bid Package
* Final Engineer's Estimate and quantity take-offs in MS Excel Format
6.0 Optional Tasks
The following represents of potential listing of optional tasks to be performed by the
Consultant on an as-needed basis:
* Support during advertising and award
Scope Assumptions
* The Project PS&E phase has federal programming obligations. The milestone for Final
Design is expected to be completed by April 2028.
* All plan sheets shall bear the seal of a California licensed professional for each discipline
properly signed and including license expiration date
* Plans shall be developed according to CAD standards and using City Standard
Plans/Details, with Caltrans Standard Plans/Details as additions or substitutions where
appropriate
* All submittals of final technical reports and drawings shall be provided electronically in
Adobe Acrobat PDF format or Microsoft Word and/or Microsoft Excel format, and
AutoCAD format. There shall be two (2) to three (3) hard copies provided for submittals
to meet local agency requirements.
* Review cycles shall be four weeks in duration. San Leandro shall perform a detailed
review concurrent to stakeholder agencies.
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* Specifications shall be developed in reference to the 2024 Greenbook: Standard
Specification for Public Works Construction (Greenbook Specifications) and Caltrans
Standard Specifications, where appropriate. Final specifications shall bear the seal of a
California licensed professional properly signed including license expiration date.
* The Consultant will begin working from conceptual plans from the reference material
provided and shall form the basis for PS&E phase work for this Project.
* Project Location (6) proposes improvements within Caltrans right-of-way, stakeholder
coordination for design review and approval from Caltrans should be included in scope
and schedule.
V. PROPOSAL REQUIREMENTS
Proposals must be typed in a minimum 12-point font and submitted on 8 12" x 11" pages with at
least 1" margins. The font requirement applies to all text except for charts, tables, and graphs.
Section (4) Proposal Content shall not exceed 10 pages with the exception of the Section (4).1.b
Detailed Schedule and Section (4).4.d. Level of Effort.
(1) Cover Letter
1. The letter shall be wet-signed in blue ink or electronically signed by the individual
authorized to bind the Consultant to the proposal.
2. The letter shall be on Consultant letterhead and include the Consultant's contact.
(2) Table of Contents
1. Provide a table of contents indicating each section and page number
(3) Executive Summary
(4) Proposal Content
1. Scope of Services
a. Provide a detailed Scope of Work and all services to be provided, broken down by
task and describe the deliverables for each task in the scope of services. Include
any underlying scope assumptions.
b. Provide a Detailed Schedule for completing all tasks specified in section IV.
Schedule to support each task contained in the Scope of Work should demonstrate
the firm's ability to provide services in an effective manner. The Detailed
Schedule should show the sequence of each task, subtask, milestones, submittal
dates, and review periods for each submittal.
c. Demonstrate an understanding, and identifying, key risks and challenges for the
Project and discuss mitigation measures
d. Additional items included that are not specifically requested in the RFP must be
clearly described as "optional tasks" in this section and should also be included in
the cost proposal.
2. Technical Expertise
a. Describe the firm's expertise and how it will be applied to fulfill the Scope of
Work and to implement the Contact.
b. Provide representation of work performed by your firm that are similar in nature
to this Project, or elements of this Project.
c. Discuss specific qualifications and technical expertise of the firm.
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3. Organization and Approach
a. Describe how management of the team members and management will be
handled. Discuss the management of budgetary controls and avoiding exceeding
resources allocated to specific tasks.
b. Discuss the approach to the Project's management, communication, coordination
to fulfill the Scope of Work and Project objectives.
c. Describe the firm's approach in Quality Assurance / Quality Control in addressing
conflicts, ambiguities, discrepancies and errors or omissions.
4. Staffing Plan and Availability
a. Designate the Project Manager who will serve as San Leandro's key contact
throughout the duration of the Project. The Project Manager should be committed
to stay with the Project for the duration of the Project.
b. Designate the key members for your proposed team including roles and
organization. Indicate the composition of subcontractors and number of project
staff, facilities, and experience of your team as it relates to this Project.
c. Describe the qualifications and expertise of the proposed team, including all
subconsultants, in providing services related to the scope of work.
d. Describe level of effort required for each task in the scope of services. Provide the
tabulated estimated hours by task and firm (Prime proposer and all
subconsultants), including the percentage of the total contract hours each firm will
spend on the contract. Include the total estimated number of hours spent for each
task and firm.
5. Local Business Preference
a. Describe the Project's application to the San Leandro local business preference
and participation in reference 1-6-225 of the San Leandro Municipal Code. This
section shall include the percentage of participation by Prime and subconsultant
excluding any optional task(s) and/or phase(s). Do not include any cost
breakdowns in this section.
(5) References
1. Provide resumes and references for all key team members. Resumes shall
demonstrate relevant experience for the Project's Scope of Work, as well as the
length of employment with the proposing Consultant. Key members, especially the
Project Manager, shall have significantly demonstrated experience with this type of
project.
2. Provide information to demonstrate the successful completion of similar projects.
These projects must illustrate the quality, type and past performance of the project
team. Submittals shall include a detailed description of a minimum of three (3)
projects (no more than 5) within the past five (5) years. Describe the project outcome
(i.e. constructed, in planning, etc.).
3. Include contact information for past clients including Contracting Agency & Project
Manager contact information.
(6) Contract Agreements Exceptions
1. Specifically identify any portions of the City's standard form Consulting Services
Agreements (attached to this RFP) which the Proposer desires to amend (either by
addition, deletion, or modification
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(7) Conflict of Interest
1. Disclose any past, ongoing, or potential conflicts of interest which the Proposer any
subcontractors may have as a result of performing the work for this Project
(8) Insurance Requirements
1. Identify the Proposer's ability to comply with the City's insurance requirements. A
copy of an RFP insurance certificate or a letter of intent to provide insurance from the
issuing company (including a description of types of coverage and dollar amount
limits) may be considered
(9) Cost Proposal - Submitted in a separate sealed envelope
1. The proposer shall prepare a cost proposal and submit it in a separate sealed envelope
which identifies:
a. The overall price and budget, showing level of effort and breakdown by tasks
identified in the scope.
i. The budget should include an estimate of hours for each task and subtask,
for all team members, along with their billing rates.
ii. A proposed rate and method of payment for all services to be performed,
including hourly rates, and a description of any reimbursable charges.
b. Provide cost breakdown by subconsultants, if any, and goal attainability, based on
current certification at time of proposal submission, excluding costs for any
optional task(s) and/or phase(s)
i. San Leandro Local Business Enterprise
2. Certification of Indirect Costs and Financial Management System form (required
unless firm is eligible for, and requesting, a Safe Harbor Rate)
Questions regarding the "Proposal Requirements" are due by Friday, April 3, 2026, at
5:00pm. Questions shall be submitted by email to Robin Chee, Associate Engineer, at
rchee@sanleandro.org, and copy Sally Perez, Purchasing Technician, at
sperez@sanleandro.org. Staff anticipate posting Q&A on website by April 10, 2026.
Non-Collusion Affidavit
The Consultant declares, by signing and submitting a proposal, that the proposal is not made in the
interest of, or on behalf of, any undisclosed person, partnership, company, association,
organization, or corporation; that the proposal is genuine and not collusive or sham; that the
Consultant has not directly or indirectly induced or solicited any other Consultant to put in a false
or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with
any Consultant or anyone else to put in a sham proposal, or that anyone shall refrain from
proposing; that the Consultant has not in any manner, directly or indirectly, sought by agreement,
communication, or conference with anyone to fix the proposal price of the Consultant or any other
Consultant, or to fix any overhead, profit, or cost element of the proposal price, or of that of any
other Consultant, or to secure any advantage against the public body awarding the contract of
anyone interested in the proposed contract; that all statements contained in the proposal are true;
and, further, that the Consultant has not, directly or indirectly, submitted his or her proposal price
or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto,
or paid, and will not pay, any fee to any corporation, partnership, company association,
organization, proposal depository, or to any member or agent thereof to effectuate a collusive or
sham proposal.
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VI. SUBMITTAL REQUIREMENTS
Consultants shall submit Items as stated in Section V. - PROPOSAL REQUIREMENTS.
Consultant is required to indicate the Designated Contact in the proposal package. Include the
designated contact individual's name, address, phone number(s) and email address. The proposal
shall be signed by an individual(s) authorized to execute legal documents on behalf of the
Consultant.
Proposals are to be submitted electronically to Sally M. Perez, Purchasing Technician, at
sperez@sanleandro.org. The subject line of the email shall be "RFP 64283 Uncontrolled
Crosswalk Enhancements, Consultant Name", with your company's name filled in.
Pricing information is considered confidential and must be submitted as a separate PDF file.
Electronic copies of the proposals shall be received by no later than 3:00 p.m. on Wednesday
April 22, 2026. The email date/time stamp will be proof of receipt. Late proposals will not be
considered under any circumstance. Every attempt will be made to send a confirmation email to
firms responding to this RFP; however, it may not be possible for City staff to respond in a timely
manner to emails sent just prior to the stated deadline. It is the responsibility of the sender to
confirm proposals were delivered and received.
Failure to provide all required submittals in completed form and/or a clearly marked original with
original signatures may result in a proposal being found non-responsive and given no
consideration. Proposals must be neat, complete, and fully address all information specified in
Section V.
For information concerning RFP procedures and regulations (i.e., submission deadline, forms
required, etc.) interested parties must contact the City's Purchasing Agent. All questions shall be
submitted via email.
CITY OF SAN LEANDRO
Sally Perez, Purchasing Technician
Finance Department
Email: SPerez@sanleandro.org
VII. ESTIMATED SCHEDULE
Description Estimated Schedule
RFP Issue Date 03/25/2026
Deadline to Submit Questions 04/03/2026
Proposal Submittal Due Date 04/22/2026
Proposal Review 04/27/2026
Candidate Interview, if necessary Week of 05/04/2026
Final Evaluation and Determination 05/08/2026
Award of Contract 06/01/2026
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