HQ Parking Lot Improvements Addendum No. 3

REQUEST FOR PROPOSAL
By
For
Parking, Landscape, Lighting, & ADA Improvements
for
Headquarters Parking Lot
RFP Issued: March 16, 2026
Proposal Submission Deadline: May 7, 2026 at 10:00 a.m.
Costa Mesa Sanitary District
290 Paularino Ave
Costa Mesa, CA 92626

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INTRODUCTION
The Costa Mesa Sanitary District (hereinafter referred to as "The District") is soliciting proposals from
qualified civil engineering firms, or team of firms to provide general civil, landscaping, lighting,
electrical, and ADA improvement design services for the development of plans and specifications for
the parking lot area of District Headquarters, located at 290 Paularino Avenue.
DISTRICT HISTORY
The District is an independent special district that was formed in 1944 under the Sanitary District Act
of 1923. It is governed by an elected five-member Board of Directors that appoints a general manager
to supervise the day-to-day operations of the organization. The District's boundaries encompass all
of the City of Costa Mesa, portions of Newport Beach, and unincorporated Orange County; serving a
population of approximately 118,300 and serving close to 4,000 businesses.
The District is NOT part of the City of Costa Mesa. The District is a separate legal entity.
The District is responsible for residential trash collection, as well as wastewater collection throughout
its service area. As part of the wastewater system, the District manages 224 miles of collection
pipelines and 20 pump stations used to transmit wastewater to the Orange County Sanitation District
for treatment and recycling.
The District utilizes a combination of public and private services to operate. The private services
include a trash hauler, an attorney, a treasurer, IT support, and the Fats, Oil and Grease (FOG) Control
Program. The public services include 25 District employees.
PURPOSE
The District is seeking proposals from qualified civil engineering firms, or teams, to provide civil,
landscape, lighting, electrical, and ADA improvement design services as outlined in the "Scope of
Service" below. There is approximately $50,000 in the budget to perform the Scope of Service.
The District would like the landscaping to be inviting and welcoming for the public and portray a
clean, well-maintained, park-like area for viewing.
SCOPE OF SERVICE
The Consultant or Consultant Team (firm/firms) shall provide the detailed scope of service:
1. Preliminary Design and Design Services
Conduct study of alternatives, minimum three (3) alternative designs, with order of
magnitude cost estimate(s) for each alternative design selection, preliminary design, and
design services for the Headquarters (HQ) parking area. The work will generally consist of
replacing and/or rehabilitating the parking lot, landscaping improvements that tie into the
existing landscaping, ADA improvements for code compliance, lighting, and electrical
improvements. The proposed work will also include the design of backup building battery(ies)
based on the building battery backup study, drainage, storm water, and sustainability
improvements.

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Preliminary Design generally consists of gathering any existing information, interviewing staff,
obtaining utility drawings (Edison, Gas Co., Mesa Water District, Storm Drain, public utilities),
confirming project goals and project requirements, obtaining City design and development
standards & requirements, obtain City plant and/or landscaping palette(s), and developing up
to three project alternatives. Provide technical memorandum regarding:
* ADA improvements and requirements
* Parking requirements and layout(s)
* Landscaping and irrigation.
* Storm water layouts
EV Charging Rebate Program
Research rebate opportunities for constructing and installing Level III dual-port fast
charging stations. Provide a letter-report to the District with determination and
recommendations.
Design for the selected alternative. Provide 60% and 90% completed drawings set for review
by the District. Incorporate 60 % and 90% suggestions and review comments into the final
product. Conduct one presentation to the District Citizens Advisory Committee and review
received comments with District staff. Incorporate District Engineer approved CAC
comments.
Final Design: Provide 100% drawings, construction details, specification and bidding package
for bidding. Provide at minimum:
* Title Sheet
* Vicinity map, location map, sheet index, and list of public agencies.
* Construction Notes
* Demolition drawing
* Grading, Site Plan, and Drainage
* Electrical Drawing(s)
* Landscaping/Planting drawing(s)
* Hardscape drawing(s)
* Irrigation/control drawing
* Utility drawing (may be included on Site Plan)
* Detail Sheet(s)
Provide an initial engineers estimate with the 90% submittal and a final engineers estimate
with the 100-percent submittal.
The detailed scope of work (SOW) includes, but is not limited to:
B. Pedestrian Walkway
Design an ADA accessible pedestrian walkway from the public right-of-way to District front
entrance. The District may decide not to proceed with installing the ADA walkway. However,
all utilities, irrigation, and/or electrical utilities shall be designed and installed such that the
future walkway may be placed at a later date, without relocating utilities or piping. A
degraded granite path will be used to reserve the walkway location.

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C. ADA Entrance
Design an ADA access ramp and front entrance modifications. Remove the existing, ADA non-
complaint front entrance and provide compliant ADA access facilities. The existing flagpole
will be replaced and relocated out of the walkway. Provide flagpole lighting.
D. Electrical Improvements
Design general electrical, lighting, low-voltage, and back-up battery improvements. A
backup battery study has been commissioned, and the concepts and/or study results will be
available for the Consultants use.
E. Electric Vehicle ("EV") Charging Stations
Design four (4) electric charging stations: two (2) Level II for District use and two (2) Level III
dual-port fast charging stations for public use. Public stations must be designed to accept
payment by customers wishing to charge vehicles.
F. Repave and Stripe Parking Lot
Remove and replace asphalt. Consultant must provide a recommended pavement section
along with storm drainage capture and/or treatment systems. The goal is also to provide
additional parking stalls (possibly one or two), an employee outdoor lunch space, security
fence for the new lunch area and District employee and district vehicle parking.
G. Security Fencing and Gate
Design Security fencing and motor-operated gate.
H. Remove Existing Landscape and Irrigation System
Remove and rejuvenate the existing landscape within the parking area and building front
(northwesterly side of the HQ building). Rehabilitated and replaced landscaping, irrigation,
must integrate into the existing utility system(s). Provide a plan(s) for the selected
landscaping alternative.
2. Bidding Services
A. Bidding Documents: Prepare and complete bidding package for the District to advertise and
bid. The bidding package generally consists of, but not limited to, Plans, Specifications,
General Conditions, Agreements, among other required items.
B. Bidding Services: Attend Prebid meeting, assist with developing response(s) to contractor
questions and preparation of addendums, modify contract, project, specifications, and other
technical documents based on pre-bidding questions and required addendums.
C. Review for Responsive Bidder: Review bids for responsiveness, check references, contractor
license, among other Bid-summitted documentation.
3. Construction Management and Administration Services
A. Provide Construction administration generally consists of reviewing shop drawings, responding to
Contractor requests for information, preparing change order paperwork and justification, construction
meeting(s), among other administrating assistance.

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B. Periodic job walk(s) throughout the project and meeting the District Engineer to review construction
conflicts, unknown situations, and develop solutions. In addition, the Consultant shall coordinate
meetings and activities with the District Engineer.
C. Provide record drawing/as-built records
D. Provide complete set of project documentation:
a. AutoCADD drawings
b. Microsoft file(s)
c. Other Native software files used during the project
d. Set of PDF files
e. Two Hard Copy Sets
4. Meetings
A. Attend one kick-off meeting with staff to solicit their input on the conceptual plans.
B. Attend one meeting with 60% design meeting with staff to review project alternatives and confirm
proceeding to design phase.
C. Attend a second meeting with the District Engineer to review the 90% design work
product.
D. Attend one meeting with the District's Citizens Advisory Committee (CAC) meeting to
solicit input on the conceptual plans.
E. Attend one Board of Directors study session meeting to solicit input on the conceptual
plans.
F. Attend one meeting with staff to finalize designs prior to bidding on the project.
G. Attend Prebid Meeting with contractors.
H. Construction Meeting(s): Kick-off and monthly construction meeting(s),

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INSTRUCTIONS TO FIRMS
I. EXAMINATION OF PROPOSED DOCUMENTS
II. By submitting a proposal, the firm represents that it has thoroughly reexamined and become familiar
with the work required under this RFP, and that it is qualified to perform the work as requested in the
Scope of Service. A preproposal meeting will be held at District HQ on April 6, 2026 at 10:00 am.
Prospective Consultants or Consulting teams are highly encouraged to attend.
III. PROJECT WALKTHROUGH
A walkthrough of the project is not mandatory to submit proposal, but it is highly
recommended that firms schedule a walkthrough to understand the scope of the project. To
schedule a walkthrough, contact Nathalia Cervantes at 949-645-8400, extension 221. A
walkthrough will be scheduled on April 6 and April 15 at 10:00 am. No job-walks will be
scheduled after April 22, 2026.
IV. DISTRICT RESPONSIBILITIES
A. The District will provide firm with available, relevant plans, specifications, studies, and
relevant information concerning the project.
B. All documents are available upon request. The District will provide a surveyed
topographic survey and existing site map.
C. The District Engineer will manage these engineering and construction contracts.
V. ADDENDA/CLARIFICATION
Requests for explanations or clarification must be directed via email to the individual specified
below and received no later than 2:00 p.m. on April 23, 2026. Any questions or comments
will be responded by April 28, 2026. The District will not respond to questions received after
the specified time and date above. The District reserves the right to reject all proposals.
Noelani Middenway, District Clerk/PIO Email: nmiddenway@cmsdca.gov
VI. WITHDRAWAL OF PROPOSAL SUBMITTAL
A firm may withdraw its proposal at any time to the deadline for submission of proposals by
delivering to District staff (Noelani Middenway) a written request for withdrawal signed by, or
on behalf of, the firm
VII. RIGHTS OF THE DISTRICT
This RFP does not commit the District to enter into a legal binding agreement, nor does it
obligate the District to pay for any costs incurred in preparation and submission of the
proposal or in anticipation of an agreement. The District reserves the right to reject any or
all proposals.

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VIII. SCHEDULE FOR SELECTION
RFP available: March 16, 2026
Last day to schedule walkthrough April 22, 2026
Deadline for submittal of questions: April 23, 2026
Staff responses to questions: April 28, 2026
Deadline to submit proposal: May 7, 2026
Proposal evaluation: May 11, 2026
Agreement presented to Firm: May 21, 2026
Agreement fully executed June 1, 2026
Notice to Proceed June 3, 2026
RESPONDING TO THE RFP
In order for proposals to be considered, submissions must be clear, concise, complete, well organized
and demonstrate both firm's qualifications, and its ability to follow instructions.
The proposal shall be organized in the format indicated below, shall be limited to twenty (20) pages
(not including attachments and appendixes) and submitted utilizing Microsoft Office applications for
Word, Excel, PowerPoint.
A. Proposal Cover Sheet
Firm will complete and submit the Proposal Cover Sheet along with required documents
mentioned below.
B. Submittal Letter
Include the RFP's title and submittal due date, name of firm and contact information (address,
telephone and email). Include designated contact person and corresponding email address.
The letter must state that the proposal will be valid for a 60-day period and that staffing is
available to work immediately on this project. The person authorized by the firm to negotiate
a contract with the District will sign the cover letter.
C. Description of Firm
This section will include information regarding the size, location, the nature of work
performed, years in business and the methodology that will be used to meet the needs of the
District.
D. Proposals
Briefly summarize the Firm's and Team's experience providing civil design, landscape and
irrigation design, and electrical design for public agencies. Describe firm's experience with similar
design work for public agencies. Provide an overview of the key team members, including sub-

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firms, and their role in this work proposal.
E. Organizational Structure
Describe your firm's organizational structure for this proposed work, including any sub-firms.
Please provide the names of all team members that will be participating in this work proposal,
their role, and a copy of their resume. Substitution of team members/firm staff will not be
allowed unless approved by the District. Request for substitution must include a resume with
work experience. The substitute must have the same or greater work experience than the
incumbent
F. References & Description of Experience
This section should identify similar projects that the firm has completed as outlined in the
RFP. Please use this section to indicate the areas of expertise of your firm and sub-firm and
how the firm's expertise will be of use to the District. Include the size of the local government
agency (e.g. city, county, independent special district) along with the names of individuals
familiar with your work that can be contacted by District staff.
G. Project Overview
This section should clearly convey the firm's understanding of the nature of the work related
to the District's civil, landscape, irrigation and electrical design project and the general
approach the firm will use to complete this project. This section should include, but not
limited to, a discussion of the organization of the project and a summary of the proposed
approach.
H. Detailed Project Approach
This section should include a full description of each step your firm will follow in completing the
project. The work description should be in sufficient detail to show a clear understanding of
the work and proposed approach.
This section should also include a description of the format, content and level of detail that
can be expected for each deliverable.
A schedule showing the important milestones should also be included.
I. Cost/Fee Proposal
The cost proposal must be submitted on the District Bid Form. Proposal form attached hereto.
J. Distinguishing Characteristics
Please describe what distinguishes your firm from other civil engineering firms who have
designed similar projects for public agencies and how the services will benefit the District.

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EVALUATION CRITERIA
Award shall be based on a "best value" evaluation. Criteria used for the evaluation will include:
1. Cost (20%)
2. Responsiveness to RFP (15%)
3. Qualifications and Experience (25%)
4. References and Previous Performance (10%)
5. Ability to provide services and depth of staffing (15%)
6. The Firm's Key Team Members Distinguishing Characteristics (15%)
While cost is a significant factor in the evaluation process, RFPs will be evaluated according to the
listed criteria. The District may conduct interviews with civil engineering firms that scored in the
top three of the evaluation criteria. The District has the right not to conduct interviews in
determining the "best value" proposal.

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INSURANCE REQUIREMENTS
All contracts with vendors, contractors and/or specialized professionals, shall be accompanied by
proof of insurance that meets the following requirements:
(1). Minimum Scope of Insurance. Coverage shall be at least as broad as the latest version of
the following: (1) General Liability: Insurance Services Office Commercial General Liability
coverage (occurrence form CG 0001); (2) Automobile Liability: Insurance Services Office
Business Auto Coverage form number CA 0001, code 1 (any auto); and (3) Workers'
Compensation and Employer's Liability: Workers' Compensation insurance as required by the
State of California and Employer's Liability Insurance.
(2). Minimum Limits of Insurance. Applicants shall maintain limits no less than: (1) General
Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage.
If Commercial General Liability Insurance or other form with general aggregate limit is used,
either the general aggregate limit shall apply separately to the Agreement/location or the
general aggregate limit shall be twice the required occurrence limit. (2) Automobile Liability:
$1,000,000 per accident for bodily injury and property damage; and (3) Workers'
Compensation and Employer's Liability: Workers' Compensation limits as required by the
Labor Code of the State of California. Employer's Liability limits of $1,000,000 per accident
for bodily injury or disease.
(3) Insurance Endorsements. The insurance policies shall contain the following
provisions, and a separate endorsement stating to add the following provisions to the
insurance policies shall be submitted and approved by the District:
(A) General Liability. The general liability policy shall be endorsed to state that:
(1) the District, its directors, officials, officers, employees, agents and volunteers shall
be covered as additional insured with respect to the Work or operations performed
by or on behalf of the Applicant, including materials, parts or equipment furnished in
connection with such work; and (2) the insurance coverage shall be primary insurance
as respects the District, its directors, officials, officers, employees, agents and
volunteers, or if excess, shall stand in an unbroken chain of coverage excess of the
Applicant's scheduled underlying coverage. Any insurance or self-insurance
maintained by the District, its directors, officials, officers, employees, agents, and
volunteers shall be excess of the Applicant's insurance and shall not be called upon to
contribute with it in any way.
(B) Workers' Compensation and Employers Liability Coverage. The insurer shall
agree to waive all rights of subrogation against the District, its directors, officials,
officers, employees, agents and volunteers for losses paid under the terms of the
insurance policy which arise from work performed by the Applicant.