As-Needed Consulting and Engineering Services

TOWN OF HILLSBOROUGH
REQUEST FOR PROPOSALS
FOR
AS-NEEDED CONSULTING AND ENGINEERING SERVICES
April 30, 2026
1600 Floribunda Ave.
Hillsborough, CA 94010
650-375-7400
http://hillsborough.net
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TOWN OF HILLSBOROUGH
NOTICE INVITING PROPOSALS
As-Needed Consulting and Engineering Services
PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received until 4:00 PM,
Wednesday June 10, 2026 electronically by email to Doug Belcik at
dbelcik@hillsborough.net, for the furnishing to the Town of Hillsborough ("Town") of
professional As-Needed Consulting and Engineering Services.
Interested parties may obtain copies of the above mentioned RFP at:
https://www.hillsborough.net/207/Request-for-Proposals
The award of this contract is subject to available budget adequate to carry out the
provisions of the proposed agreement including the identified scope of services. The
Town reserves the right to reject any or all proposals determined not to be in the best
interest of the Town.
Certain labor categories under this project may be subject to prevailing wages as
identified in the State of California Labor Code commencing at sections 1720 et seq.
and 1770 et seq. If applicable, employees working in these categories at the site must
be paid not less than the basic hourly rates of pay and fringe benefits established by the
California Department of Industrial Relations. Copies of the State of California wage
schedules are available for review at www.dir.ca.gov/dlsr/. In addition, a copy of the
prevailing rate of per diem wages will be made available at the Town's offices upon
request. It shall be mandatory upon the proposer to whom the contract is awarded, and
upon any subcontractors, to comply with all Labor Code provisions, which include but
are not limited to the payment of not less than the said specified prevailing wage rates
to all workers employed by them in the execution of the contract, employment of
apprentices, hours of labor and debarment of contractors and subcontractors. Pursuant
to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish
to bid on, be listed in a bid proposal, or enter into a contract to perform public work must
be registered with the Department of Industrial Relations ("DIR"). No proposal will be
accepted nor any contract entered into without proof of the proposer's and
subcontractors' current registration with the DIR to perform public work. If awarded a
contract, the proposer and its subcontractors, of any tier, shall maintain active
registration with the DIR for the duration of the project. Notwithstanding the foregoing,
the contractor registration requirements mandated by Labor Code Sections 1725.5 and
1771.1 shall not apply to work performed on a public works project that is exempt
pursuant to the small project exemption specified in Labor Code Sections 1725.5 and
1771.1. The contract awarded pursuant to this proposal may also be subject to
compliance monitoring and enforcement by the DIR.
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TOWN OF HILLSBOROUGH
REQUEST FOR PROPOSALS
AS-NEEDED CONSULTING AND ENGINEERING SERVICES
I. BACKGROUND AND INTRODUCTION
The Town of Hillsborough ("Town") has prepared this Request for Proposals ("RFP")
and is requesting proposals from qualified firms1 ("Proposers") for professional As-Needed
Consulting and Engineering services ("Services").
The Town of Hillsborough is seeking an agreement(s) for professional As-Needed Consulting
and Engineering Services. Services are sought in two manners, municipal engineering and
project management services, and as-needed consulting and engineering services for various
disciplines. The Town requires these as-needed professional services on a project-by-project
basis. The Proposer has the option to proposed on one or more types of requested services, and
shall clearly identify the type of service in their proposal.
II. REQUEST FOR PROPOSALS
A. Scope of Services
The Services sought under this RFP are set forth in more detail in Exhibit "A," attached
hereto and incorporated herein by this reference. Notwithstanding the inclusion of such Services
in Exhibit "A," the final scope of Services negotiated between Town and the successful
Proposer shall be set forth in the Professional Services Agreement ("Agreement") executed by
and between Town and the successful Proposer. A copy of the Agreement is attached hereto as
Exhibit "B" and incorporated herein by this reference.
B. Content and Format of Proposal
Proposals shall be concise, well organized and demonstrate qualifications and applicable
experience. Proposals shall be in the following order and shall include:
1. Executive Summary: (limit: 1 page) Summarize the content of your
firm's proposal in a clear and concise manner.
2. Table of Contents: (limit: 1 page)
3. Identification of Proposer: (limit: 1 page)
a. Legal name and address of the company.
1 Use of the term "firm" throughout this document shall mean individual proprietorship,
partnership, limited liability company, corporation or joint venture.
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b. Legal form of company (partnership, corporation).
c. If company is a wholly owned subsidiary of a "parent company,"
identify the "parent company."
d. Name, title, address and telephone number of the proposed
representative to contact concerning the Proposal Submittal.
4. Staffing Resources: (limit: 1 page)
a. Firm Staffing and Key Personnel
(i) Provide the number of staff to be assigned to perform the
Services and the names/discipline/job title of each as well
as your firm's capacity to provide additional personnel as
needed.
(ii) Identify three (3) persons that will be principally
responsible for working with the Town. Indicate the role
and responsibility of each individual. If the Proposer is
chosen as a finalist, these principal individuals must attend
the interview and in-person presentation.
(iii) Describe proposed team organization, including
identification and responsibilities of key personnel. Please
include one-page resumes.
(iv) Provide brief biographies of individuals that will be
working directly with the Town.
b. Subcontractors/Subconsultants
(i) The Proposer shall identify functions that are likely to be
subcontracted and identify the subcontractor / sub-
consultant that is anticipated to perform each function, if
known at this time.
5. Fiscal Stability: (limit: 1 page- not including supporting documentation)
a. The Proposer should provide evidence of corporate stability
including:
(i) A current report from any commercial credit rating service
such as Dunn and Bradstreet or Experian; or
(ii) A letter from a financial institution stating a current line of
credit; and
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(iii) Latest audited financial statement and/or annual report that
has been certified by a CPA. This information will remain
confidential and is not subject to public disclosure.
6. Experience and Technical Competence: (limit: 5 pages)
a. Experience
(i) The Proposer shall provide a description of how the
Proposer's experience, technical and professional skills will
meet the goals and fulfill the general functions identified in
this RFP.
(ii) Describe the past experience of the staff to be assigned to
perform the Services in performing similar services.
(iii) The Proposer shall state the number of years the firm has
conducted business. Proposer must have at least four (4)
years' experience in providing the required scope of
Services for public clients.
(iv) Provide five (5) references regarding the Proposer's
experience and performance performing similar services.
Include the following information: (1) organization name,
contact name, phone number, e-mail address; and (2)
project size and description, if applicable, and description
of services.
(v) Describe the firm's local experience and knowledge
of Town's operations.
b. Project Specific Experience
(i) The Proposer shall provide a description of the three most
relevant service contracts held by the firm within the last
five years, one page per project, to include:
(a) Role of the firm
(b) Dollar value of the services
(c) Dollar value of the fee
(d) Description of services
(e) Staffing
(f) Duration of providing services
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(g) Relationship to client
(h) Contact name, position, entity name, telephone
number, fax number and e-mail address for each
project.
(ii) If any of the following has occurred, please describe in
detail:
(a) Failure to enter into a contract or professional
services agreement once selected or awarded the
contract.
(b) Withdrawal of a proposal as a result of an error.
(c) Termination or failure to complete a contract prior
to the expiration of the contract.
(d) Debarment by any municipal, county, state, federal
or local agency.
(e) Involvement in litigation, arbitration or mediation.
Conviction of the firm or its principals for violating
a state or federal antitrust law by bid or proposal
rigging, collusion, or restrictive competition
between bidders or proposers, or conviction of
violating any other federal or state law related to
bidding or professional services performance.
Knowing concealment of any deficiency in the
performance of a prior contract.
(f) Falsification of information or submission of
deceptive or fraudulent statements in connection
with a contract.
(g) Willful disregard for applicable rules, laws or
regulations.
Information regarding any of the above may, at the sole
discretion of the Town, be deemed to indicate an
unsatisfactory record of performance.
c. Technical Competence
(i) Description of in-house resources (i.e., computer
capabilities, software applications, security protocols,
modeling programs, etc.)
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(ii) Ability to draw upon multi-disciplinary staff to address the
Services requested in this RFP.
7. Proposed Method to Accomplish the Work: (limit: 3 pages) Describe the
technical and management approach to providing the Services to the Town. Proposer should
take into account the scope of the Services, goals of the Town, and general functions required.
Include a draft schedule of tasks, milestones, and deliverables that will provide for timely
provision of the Services. In reviewing the scope of Services and goals described in Exhibit
"A," the Proposer may identify additional necessary tasks and is invited to bring these to the
Town's attention within the discussion of its proposed method to accomplish the work.
8. Fee Proposal: (limit: 1 page) Please provide a not-to-exceed fee proposal
for the scope of Services. The fee proposal shall include hourly rates for all personnel for
"Additional Services" (as such term is defined in the Agreement attached hereto as Exhibit
"B").
9. Insurance: (limit: 1 page - not including supporting documentation) See
the Agreement, attached hereto as Exhibit "B," for a description of the insurance requirements.
10. Litigation: (limit: 1 page) Provide litigation history for any claims filed by
your firm or against your firm related to the provision of any services in the last five (5) years.
11. Other Information: (limit: 1 page) This section shall contain all other
pertinent information regarding the following:
a. Demonstration of record of staffing tasks efficiently and
completing projects on time and within the allocated budget.
b. Description of community involvement.
c. Description of any previous involvement with the Town.
12. Appendices: (limit: 1 page)
13. Certification of Proposal: This section shall state:
"The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the
Town in accordance with the Request for Proposal (RFP), and to be bound by the terms and
conditions of the RFP."
C. Pre-Proposal Meeting
A pre-proposal meeting will not be held. Please direct all questions about the meaning or
intent of the RFP to Doug Belcik at dbelcik@hillsborough.net.
D. Selection Process
1. Town will evaluate proposals based on the following criteria:
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a. The firm is independent and properly licensed to practice and
authorized to do business in the State of California.
b. The firm has no conflict of interest with regard to any other work
performed by the firm for the Town.
c. Clarity and conformance of proposal to RFP.
d. Content of the proposal.
e. Proposed method to accomplish the Services
f. Proposer's experience and performance.
g. Team members' experience and performance.
h. Fee proposal.
i. Reference's comments.
2. It is the Town's intent to select a firm evidencing demonstrated
competence and professional qualification sufficient to perform the Services. The Town reserves
the right to reject all proposals, select by proposal review only or interview as needed. Certain
firms may be selected to make a brief presentation and oral interview after which a final
selection will be made. The successful proposer will be selected on the basis of information
provided in the RFP, in-person presentations, and the results of the Town's research and
investigation. Upon selection of a firm, the Town will endeavor to negotiate a mutually
agreeable professional services agreement with the selected firm. In the event that the Town is
unable to reach agreement, the Town will proceed, at its sole discretion, to negotiate with the
next firm selected by the Town. The Town reserves the right to contract for services in the
manner that most benefits the Town including awarding more than one contract if desired.
3. After negotiating a proposed Agreement that is fair and reasonable, Town
staff will make the final recommendation to the City Council concerning the proposed
Agreement. The City Council has the final authority to approve or reject the Agreement.
E. Protests
1. Protest Contents: Proposer may protest a contract award if the Proposer
believes that the award was inconsistent with Town policy or this RFP is not in compliance with
law. A protest must be filed in writing with the Town (email is not acceptable) within five (5)
business days after receipt of notification of the contract award. Any protest submitted after 5:00
p.m. of the fifth business day after notification of the contract award will be rejected by the
Town as invalid and the Proposer's failure to timely file a protest will waive the Proposer's right
to protest the contract award. The Proposer's protest must include supporting documentation,
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legal authorities in support of the grounds for the protest and the name, address and telephone
number of the person representing the Proposer for purposes of the protest. Any matters not set
forth in the protest shall be deemed waived.
2. Town Review: The Town will review and evaluate the basis of the protest
provided the protest is filed in strict conformity with the foregoing. The Town shall provide the
Proposer submitting the protest with a written statement concurring with or denying the protest.
Action by the Town relative to the protest will be final and not subject to appeal or
reconsideration. The procedure and time limits set forth in this Section are mandatory and are
the Proposer's sole and exclusive remedy in the event of protest. Failure to comply with these
procedures will constitute a waiver of any right to further pursue the protest, including filing a
Government Code claim or legal proceedings.
F. Proposal Schedule
The tentative schedule is as follows:
ACTION DATE
Release of Request for Proposal April 30, 2026
Last Day to Submit Questions for Clarification May 29, 2026
received by the Town on or before 5:00 pm
Clarifications Issued by Town on or before 5:00 pm June 3, 2026
Deadline for Receipt of Proposals June 10, 2026
submitted on or before 4:00 pm
Notification of Finalist(s) June 26, 2026
Interview of Finalist(s) July 7-9, 2026
Notification of Intent to Award July 24, 2026
The above scheduled dates are tentative and Town retains the sole discretion to adjust the
above schedule. Nothing set forth herein shall be deemed to bind Town to award a contract for
the above-described professional Services and Town retains the sole discretion to cancel or
modify any part of or all of this RFP at any time.
G. Submittal Requirements
1. General: It is strongly recommended that the Proposer submit proposals
in the format identified in Section B of this RFP to allow the Town to fully evaluate and compare
the proposals. All requirements and questions in the RFP should be addressed and all requested
data should be supplied. The Town reserves the right to request additional information which, in
the Town's opinion, is necessary to assure that the Proposer's competence, qualifications,
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number of qualified employees, business organization and financial resources are adequate to
perform the Services according to the terms of the Agreement.
2. Preparation: Proposals should be prepared in such a way as to provide a
straightforward, concise delineation of capabilities to satisfy the requirements of this RFP.
Responses should emphasize the Proposer's demonstrated capability to perform work of this
type. Expensive bindings and promotional materials, etc., are not necessary or desired.
However, technical literature that supports the approach to providing the Services and work plan
should be forwarded as part of the proposal. Emphasis should be concentrated on completeness,
approach to the work and clarity of the proposal.
3. Site Examination: Proposers are encouraged to visit Town and its
physical facilities and determine the local conditions which may in any way affect the
performance of the Services; familiarize themselves with all federal, state and local laws,
ordinances, rules, regulations, and codes affecting the performance of the Services; make such
investigations, as it may deem necessary for performance of the Services at its proposal price
within the terms of the Agreement; and correlate its observations, investigations, and
determinations with the requirements of the Agreement.
4. Number of Copies: One executed original proposal shall be submitted
electronically.
5. Authorization: The proposal shall be signed by an individual, partner,
officer or officers authorized to execute legal documents on behalf of the Proposer.
6. Confidentiality of Proposal: Pursuant to Michaelis, Montanari, &
Johnson v. Superior Court (2006) 38 Cal.4th 1065, proposals submitted in response to this RFP
shall be held confidential by Town and shall not be subject to disclosure under the California
Public Records Act (Government Code section 6250 et seq.) until after either Town and the
successful proposer have completed negotiations and entered into an Agreement or Town has
rejected all proposals. All correspondence with the Town including responses to this RFP will
become the exclusive property of the Town and will become public records under the California
Public Records Act. Furthermore, the Town will have no liability to the Proposer or other party
as a result of any public disclosure of any proposal or the Agreement.
If a Proposer desires to exclude a portion of its proposal from disclosure under the
California Public Records Act, the Proposer must mark it as such and state the specific provision
in the California Public Records Act which provides the exemption as well as the factual basis
for claiming the exemption. For example, if a Proposer submits trade secret information, the
Proposer must plainly mark the information as "Trade Secret" and refer to the appropriate
section of the California Public Records Act which provides the exemption as well as the factual
basis for claiming the exemption. Although the California Public Records Act recognizes that
certain confidential trade secret information may be protected from disclosure, the Town may not
be in a position to establish that the information that a Proposer submits is a trade secret. If a
request is made for information marked "Confidential", "Trade Secret" or "Proprietary", the
Town will provide Proposers who submitted the information with reasonable notice to seek
protection from disclosure by a court of competent jurisdiction.
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