Request for Qualifications - On-Call Architectural Services

REQUEST FOR QUALIFICATIONS
ON-CALL ARCHITECTURAL SERVICES
City of Dublin
Statement of Qualifications (SOQ) must be received by: Friday, April 24, 2026, at 4:00 p.m.
Julius Pickney, Management Analyst II
100 Civic Plaza
City of Dublin, CA 94568
Statement of Qualifications will be evaluated on the following: a) responsiveness to the Request for Qualification
questions, b) experience of the firm, c) experience and qualifications of the assigned individuals and d) Satisfaction
of previous clients.

Request for Qualifications
For
On-Call Architectural Services
Overview
The City of Dublin is seeking qualified Engineering firms to provide professional On-Call Architectural Services for
a variety of CIP projects, ranging from large facilities to tenant improvements.
Project Description
The City is interested in securing firms for the specific purpose of obtaining On-Call Architectural Services. This
RFQ does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred
in preparation and submission of the statement of qualifications (SOQ) or in anticipation of a contract.
This agreement shall be established for a three-year term, with the option to extend for up to two additional
years. Please note, the City may select more than one firm with which to enter into a contract. Proposals shall be
required for all services identified in this RFQ. Selected firm(s) shall submit SOQs which demonstrate that they can
perform the scope of work for all potential projects, but are not guaranteed work.
Work shall be requested on an as needed basis and paid according to an approved rate schedule. The cost of
developing a scope of service for a particular project shall be included in the Consultant's cost of doing business
and the City will not be responsible for any costs associated with preparing it.
Considerations
The City of Dublin is seeking professional services of qualified engineering firms to provide On-Call Architectural
Services for multiple projects over the next three years. The City intends to select the most qualified firm(s) to
provide these services. The selected firm will perform services on a "Time and Materials" basis to be negotiated
with the City. The firm's services will be negotiated on a per project basis and have a budget and specific work
scope.
Once a Task Order is approved, rates are locked in for the duration of the project. Travel time, mileage, vehicles,
meals, etc. will not be allowed and should be incorporated into your hourly rates provided. Consultant may
request hourly rates be updated annually, prior to the City's fiscal year start. Rate increases shall not exceed 3%
and shall be based on the San Francisco Bay Area Consumer Price Index CPI for that period of time and this shall

be submitted to the Public Works Management Analyst, or their designee, each May (effective each July 1st) for
approval prior to taking effect.
Scope of Services
Provide architectural services for a variety of CIP projects, ranging from large facilities to tenant improvements.
These services could range from technical assistance to full design development of PS&E packages with design
support services for CIP projects.
* Communication: Consultant will need to be available to meet in person at the beginning of each project.
Additionally, Consultant will need to provide status updates at the frequency and in the format agreed to
at each project's kickoff meeting. Each project will be approved by Task Order, and will require a Scope
of Work Letter, including a project budget and be signed by an authorized representative of the selected
firm.
* Scheduling of Tasks: Consultant shall meet with Staff in the initial stages of the project to jointly establish
preliminary dates for any scheduled public meeting and/or required public hearing. Consultant and City
Staff shall verify that the schedule will meet required steps necessary to complete the process within the
timelines required by law.
* Attendance at Public Meetings: Consultant shall be prepared to attend any requested City Council or
Planning Commission meetings to answer questions related to assigned projects. (OPTIONAL TASK - at
City discretion)
* Field Investigations: Consultant maybe asked to evaluate existing structures to determine feasibility of
use or conversion to an alternate use.
* Cost Estimating: Consultant shall be able to provide detailed cost estimating at various levels of design
documentation in the CSI format for public contracts code compliant projects.
* Design Development: Consultant shall be able to prepare design documents (Plans, Specifications) and
incorporating the City's frontend document suitable for the construction of public improvements
compliant with public contracts code. The design development may include providing review packages at
the following levels:
* Conceptual Design and Renderings
* Preliminary Design
* 35%, 60%, 95%, 100%
* Building Department Review
* Design Support Service During Bidding & Construction: Consultant shall be able to assist the City during
the construction phase of the project these services could include but are not limited to:
* Issue addendum(s)
* Respond to bidder inquires
* Responding to RFI's
* Submittal review

* Filed observation
* Attending meeting and generating minutes
* Drafting field directives
* Issuing ASI's
* Closeout documentation
* As-builts
Performance Measures
1. Responsiveness and Timeliness
a. Consultant must adhere to the highest ethical standards in all interactions with clients,
colleagues, and stakeholders.
b. Consultant shall acknowledge City communications within two (2) business days and provide a
substantive response within four (4) business days.
i. If the assigned staff are unavailable, the Consultant shall provide an alternate point of
contact.
c. Consultant shall be available for in-person kickoff meetings, provide status updates, and
participate in project meetings and attend City Council or Planning Commission meetings as
requested to provide technical expertise.
d. Consultant shall notify the City as soon as reasonably practicable after becoming aware of a
schedule conflict or potential delay, and no later than three (3) business days prior to the
affected deadline whenever feasible.
i. The resolution shall be discussed during the next scheduled coordination meeting or
sooner if requested by the City.
e. Repeated failure to meet agreed deadlines without prior coordination may affect future task
assignments and may be considered in performance evaluation.
2. Design Quality and Technical Accuracy
a. Consultant shall ensure all design documents (Plans and Specifications) incorporate the City's
front-end documents and comply with the Public Contract Code.
b. Consultant shall deliver review packages at the Conceptual, Preliminary, 35%, 60%, 95%, and
100% levels.
i. Deliverables shall require minimal substantive revision following City review.
c. Consultant shall provide detailed CSI-format cost estimates at various design stages.
i. Estimates must be accurate and align with public contract code requirements.
d. Field investigations and conversion evaluations shall provide clear, site-specific findings to
determine the feasibility of existing structures.
3. Bidding and Construction Support
a. Consultant shall assist the City by responding to bidder inquiries and issuing addenda promptly
to avoid delays in the bidding process.
b. Consultant shall respond to RFIs and Submittal reviews within the timelines established in the
task order.
c. Consultant shall attend site meetings, generate minutes, and issue Architect's Supplemental
Instructions (ASIs) or field directives as necessary.
d. Consultant shall provide accurate As-Built drawings and all final closeout documentation upon
project completion.

4. Schedule and Budget Reliability
a. Consultant must meet with Staff to establish preliminary dates for public meetings and ensure
project schedules comply with timelines required by law.
b. Consultant shall adhere to the agreed-upon task budget. Consultant shall notify the City in
writing before exceeding 75% of the authorized budget and provide justification for any
adjustments.
c. Consultant shall notify the City of schedule conflicts or potential delays no later than three (3)
business days prior to the affected deadline.
If the Consultant is unable to meet the timelines or requirements set forth in Exhibit A, the City will provide written
comments outlining the deficient deliverables and will, in good faith, meet and discuss with the Consultant
regarding their performance to understand the circumstances and collaboratively identify a resolution. If
performance issues persist, and the City can reasonably demonstrate that such issues are due to the Consultant's
actions or omissions, the City may, (i) temporarily withhold payment for the specific deliverables in question until
they are satisfactorily completed and accepted, or (ii) request that the Consultant re-perform the services at no
additional cost. Repeated and material failure to meet agreed-upon performance measures, after reasonable
opportunity to cure and upon substantiated fault of the Consultant, may constitute grounds for termination for
cause.
Process and General Conditions
1. Proposers shall submit one electronic copy to:
Julius Pickney
Management Analyst II
100 Civic Plaza
Dublin, CA 94568
julius.pickney@dublin.ca.gov
Electronic copies shall be submitted by e-mailed PDF or an e-mailed link to a ShareFile or FTP site. Hardcopies will
not be accepted.
2. Deadline for submitting the Statement of Qualifications is Friday, April 24, 2026, at 4:00 p.m. via e-mail
only to Julius Pickney at julius.pickney@dublin.ca.gov. Late submissions will not be accepted.
3. The City will not pay for any costs incurred in preparation and submission of the Statement of
Qualifications or in anticipation of a contract. The format of submittals is at the discretion of the Proposer.
Each SOQ shall be limited to a maximum of 10 pages, single-sided, using minimum 12-point font size. Page
limit excludes a table of contents, tabbed dividers, and resumes for Consultant's team.
Schedule for RFQ Process
Thursday, April 2 Request for Qualifications posted to City website.

Friday, April 10 Deadline to submit questions to City of Dublin by 4:00 p.m. via e-mail ONLY to
Julius Pickney at julius.pickney@dublin.ca.gov
Wednesday, April 15 Addendum posted, if required
Friday, April 24 SOQs are due no later than 4:00 PM on April 24th to Julius Pickney at
julius.pickney@dublin.ca.gov ONLY. Late submittals will not be accepted.
Friday, May 1 Interview firms (optional)
Tuesday, June 2 Consulting Services Agreement scheduled for approval by the Dublin City Council.
(Tentative dates, subject to change)
RFQ Submittal Requirements
Please prepare and organize your Statement of Qualification based on the requirements provided below. Any
other information you would like to include should be placed in a separated section at the back of your Statement
of Qualification. Please note however that the RFQ submittal is limited to 10 pages maximum single sided
(excluding resumes), and should be submitted on 8 12 x 11 paper, in 12-point font. Page limit excludes a table of
contents, tabbed dividers, and resumes for Consultant's team.
Interested firms are requested to submit one electronic copy of their SOQs as follows:
1. Enclose a cover letter not to exceed one page, describing the firm's interest and commitment to perform
work necessary to provide consulting services. The person authorized by the firm to negotiate a contract
with the City of Dublin shall sign the cover letter. Please include this cover letter as the first page of the
submission and not as a separate page.
2. State the qualifications and experience of the firm/individual(s). Please emphasize the specific
qualifications and experience with engagements of similar scope and complexity.
3. Provide at least three references (names and current phone numbers) from recent work (previous five
years) similar to the services outlined in this request for qualification. Please include a brief description of
the work performed and the role your firm performed.
4. Provide a Conflict of Interest statement, as identified below.
5. Present proposed project budget, to include a compensation rate schedule for services. All rates may be
increased annually, per the City's fiscal year (July 1 - June 30) and may not exceed 3%, and shall be tied
to the CPI for Urban Wage Earners and Clerical Workers (CPI-W) for San Francisco-Oakland-Hayward, CA.
6. Firms shall indicate which services are proposed to be subcontracted out. Firms must request approval
for all future changes to work assignments.
7. When e-mailing a PDF submission, due to file size, you may provide a link to sample project documents,
including plan sets, technical provisions, and cost estimates for public agency projects other than Dublin.

8. Provide confirmation of your firm's ability to meet the City's Standard Consulting Agreement and
insurance requirements. Exceptions to the Agreement and insurance requirements shall be specifically
noted in the SOQ.
Please provide an electronic copy of your Statement of Qualification to the City offices no later than Friday, April
24, 2026, by 4:00 p.m. The entire SOQ (excluding resumes) should be a maximum of 10 pages.
City of Dublin, Public Works Department
Attention: Julius Pickney, Management Analyst II
City of Dublin
100 Civic Plaza
Dublin, California 94568
julius.pickney@dublin.ca.gov
SOQs received after the due date/time will NOT be accepted and will not be accepted for consideration.
Standard Consulting Agreement:
It is anticipated that the services covered by the Agreement resulting from this solicitation will be performed on
a time and materials fee basis for a specified scope of work. The term of the agreement will begin July 1, 2026.
A sample of the City's Standard Consulting Agreement (Agreement), including insurance requirements, is provided
as Attachment A.
If the interested firm desires to take exception to the Agreement and/or insurance requirements, the interested
firm shall clearly identify proposed changes to the Agreement and furnish the reason for these changes, which
shall be included in the qualification. Exceptions will be taken into consideration in evaluating Qualifications.
Otherwise, the interested firm is to state in the Qualification that the Agreement and insurance requirements are
acceptable.
Consideration for exceptions will not be considered if not included in the submitted Qualification.
Conflict of Interest
Proposer agrees that, for the term of this contract, no member, officer or employee of the City of Dublin, or of a
public body within Alameda County or member or delegate to the Congress of the United States, during his/her
tenure or for one year thereafter, shall have any direct interest in the contracts or any direct or material benefit
arising therefrom.
Proposers must provide a list of any potential conflicts of interest in working for the City of Dublin. This must
include, but is not limited to, a list of your firm's clients who are the following: Private clients located or operating
within the City of Dublin limits, Dublin San Ramon Service District, US Army Camp Parks and/or the County of
Alameda, and a brief description of work for these clients. Proposers must also identify any other clients (including
public entities), that may pose a potential conflict of interest, as well as a brief description of work you provide to
these clients.

This list must include all potential conflicts of interest within the year prior to the release of this RFQ as well as
current and future commitments to other projects.
Principals and those performing work for City of Dublin may be required to submit a California Fair Political
Practices Commission (FPPC) Form 700: Statement of Economic Interests documenting potential financial conflicts
of interest. For additional information, proposers should refer to the FPPC website at
http://www.fppc.ca.gov/Form700.html.
Equal Employment Opportunity
Proposer shall not, on the grounds of race, color, sex, age, religion, national origin, ancestry, physical handicap,
medical condition, or marital status either discriminate or permit discrimination against any employee or applicant
for employment in any manner prohibited by Federal, State or local laws. In the event of Proposer non-
compliance, the City of Dublin may cancel, terminate or suspend the Contract in whole or in part. Proposer may
also be declared ineligible for further contracts with the City of Dublin.
Proposer shall take affirmative action to ensure that applicants are employed, and that employees are treated
during their employment, without regard to their race, religion, color, sex, or national origin. Such action shall
include, but not be limited to the following: employment, upgrading, demotion or transfer; recruitment or
recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for
training, including apprenticeship. Proposer and its sub-consultants shall post in conspicuous places, available to
all employees and applicants for employment, a notice setting forth the following provisions [29 U.S.C. 623, 42
U.S.C. 2000, 42 U.S.C. 6102, 42 U.S.C. 12112, 42 U.S.C. 12132, 49 U.S.C. 5332, 29 CFR Part 1630, 41 CFR
Parts 60 et seq.].
Governing Law
This RFQ summarizes the applicable laws and governance; when in conflict applicable State/Federal guidelines
shall apply. The contract and legal relations between the parties hereto shall be governed and construed in
accordance with the laws of the State of California.
Insurance Requirements
The Contractor shall provide insurance coverage as follows in conformance with the City of Dublin's requirements:
General Liability Insurance $1,000,000
Automobile Liability Insurance $1,000,000
Professional Liability Insurance $2,000,000
Workers' Compensation Insurance $1,000,000
References
Contractor must include three (3) references for which the company has provided services similar to those
described in this RFQ. Reference information shall include: Name, Address, Contact, Title, Phone Number, and
Term of the Contract.

Review and Selection Process
The City reserves the right to make the selection based on its sole discretion. A subcommittee selected by City
Staff will evaluate the Statement of Qualifications provided in response to this RFQ. The subcommittee will use a
forced ranking process (please see Attachment B, Forced Ranking Rating Sheet, for further detail). Informal
interviews may be conducted by City staff and may include more than one firm that has submitted an SOQ.
Based on input from this review process, a recommendation will be made to the City Manager. The City Manager
will make a recommendation to the City Council for award of contract services.
The City reserves the right to award a contract to the firm(s) that the City feels best meets the requirements of
the RFQ. The City reserves the right to reject any and all Statement of Qualifications prior to execution of the
Agreement, with no penalty to the City.
Selection of Consultant
Submitted SOQs will be evaluated and scored using the following criteria:
* Qualifications and specific experience of key project team members.
* Quality and completeness of the Qualification.
* Experience with engagement of similar scope and complexity.
* Satisfaction of previous clients.

Attachment A
CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND
[NAME OF PROFESSIONAL CONSULTANT]
FOR
[NAME OF PROJECT]
THIS AGREEMENT for consulting services is made by and between the City of Dublin ("City") and
__________________ ("Consultant") (together sometimes referred to as the "Parties") as of
____________, 20__ (the "Effective Date").
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant
shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and
place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms
of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall
end on _______________, unless the term of the Agreement is otherwise terminated or
extended, as provided for in Section 8. The time provided to Consultant to complete the
services required by this Agreement shall not affect the City's right to terminate the
Agreement, as referenced in Section 8. Notwithstanding the foregoing this Agreement may
be extended on a month to month basis for up to 6 months upon the written consent of the
Consultant and the City Manager, provided that: a) sufficient funds have been appropriated
for such purchase, b) the price charged by the Consultant for the provision of the serves
described in Exhibit A does not increase. None of the foregoing shall affect the City's right
to terminate the Agreement as provided for in Section 8.
1.2 Standard of Performance. Consultant shall perform all services required pursuant to this
Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Consultant is engaged.
1.3 Assignment of Personnel. Consultant shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that City, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Consultant shall, immediately upon receiving notice from City of such desire of City,
reassign such person or persons.
1.4 Time. Consultant shall devote such time to the performance of services pursuant to this
Agreement as may be reasonably necessary to meet the standard of performance
provided in Subsection 1.2 above and to satisfy Consultant's obligations hereunder.
Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed
________________, notwithstanding any contrary indications that may be contained in Consultant's
proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event
of a conflict regarding the amount of compensation between this Agreement and Consultant's proposal, the
Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the
Consulting Services Agreement between City of Dublin and [MM/DD/YYYY]
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