On-Call Engineering Services for State and Federally Funded Projects

REQUEST FOR QUALIFICATIONS
FOR
ON-CALL ENGINEERING SERVICES FOR
STATE AND FEDERALLY FUNDED PROJECTS
Date Released: March 18, 2026
Questions regarding submission, process, or proposal can be emailed
to:
Aaron Palmer
City Manager
apalmer@parlier.ca.us
Proposals must be received prior to 5:00 P.M. on
April 20, 2026, at the office of City Clerk:
City of Parlier
1100 E Parlier Avenue
Parlier, CA 93648

TABLE OF CONTENTS
Request for Qualifications
On-Call Engineering Services for State and Federally Funded Projects
REQUEST FOR QUALIFICATIONS ......................................................................................................................... 3
PROJECT DESCRIPTION AND BACKGROUND ...................................................................................................... 5
SCOPE OF SERVICES ............................................................................................................................................ 5
PURPOSE OF WORK ...................................................................................................................... 5
TASK ORDERS ................................................................................................................................ 8
GENERAL PERSONNEL REQUIREMENTS ........................................................................................ 8
DELIVERABLES ............................................................................................................................. 10
SCHEDULE ................................................................................................................................... 10
METHOD OF PAYMENT ............................................................................................................... 10
MATERIALS TO BE PROVIDED BY THE CONSULTANT .................................................................. 10
RESPONSIBILITIES OF THE CITY ................................................................................................... 10
SUBMITTAL REQUIREMENTS ............................................................................................................................ 11
PROPOSAL EVALUATION .................................................................................................................................. 16
EVALUATION PROCESS ................................................................................................................ 16
EVALUATION CRITERIA................................................................................................................ 17
ATTACHMENTS
Exhibit 10-G: Individual A&E Task Order DBE Tracking Sheet
Exhibit 10-I: Notice to Proposers DBE Information
Exhibit 10-O1: Consultant Proposal DBE Commitment
Exhibit 10-O2: Consultant Contract DBE Commitment
Exhibit 10-Q: Disclosure of Lobbying Activities
Exhibit 10-R: A&E Sample Contract Language
Exhibit 10-U: Consultant in Management Support Role Conflict of Interest and Confidentiality Statement
Exhibit 15-H: DBE Information - Good Faith Efforts
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REQUEST FOR QUALIFICATIONS
On-Call Engineering Services
for State and Federally Funded Projects
The City of Parlier ("City") is seeking a qualified consulting firm to provide civil engineering services on
an on-call basis. The response to this solicitation will be in the form of a Statement of Qualifications.
The City intends to enter into an agreement with one (1) qualified consulting firm for the requested
services. Total amount payable to the Consultant shall not exceed $4,000,000 and with a performance
period of the contract of 3 years, with the option of two one-year extensions for a total of five years.
All qualified firms interested in providing these services are invited to submit their Statement of
Qualifications (SOQs). The Consultant's SOQs will be evaluated and ranked according to the criteria
provided in the Proposal Evaluation procedures of this Request for Qualifications (RFQ).
Addenda to this RFQ, if issued, will be sent to all prospective Consultants the City has specifically e-
mailed a copy of the RFQ to and will be posted on the City's website at:
www.parlier.ca.us
It shall be the Consultant's responsibility to check the City's website to obtain any addenda that may be
issued.
The Consultant's attention is directed to the Submittal Requirements section of this RFQ.
Submit five (5) hard copies and one (1) electronic copy in PDF format on a CD/DVD/Flash Drive, of the
Consultant's SOQs. The hard copies and CD/DVD/Flash Drive shall be mailed or submitted to the City of
Parlier, 1100 E Parlier Ave, Parlier, CA 93648, prior to 5:00 P.M. on April 20, 2026. SOQs shall be
submitted in a sealed package clearly marked "ON-CALL ENGINEERING SERVICES FOR STATE AND
FEDERALLY FUNDED PROJECTS" and addressed as follows:
City of Parlier
Attention: City Clerk
1100 E Parlier Avenue
Parlier, CA 93648
Submittals received after the time and date specified above will be considered nonresponsive and will
be returned to the Consultant.
Any proposals received prior to the time and date specified above may be withdrawn or modified by
written request of the Consultant. To be considered, however, the modified submittal must be received
prior to 5:00 P.M. on April 20, 2026.
Unsigned submittals or submittals signed by an individual not authorized to bind the prospective
Consultant will be considered nonresponsive and rejected.
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Upon review of submitted proposals, the Selection Committee will determine whether interviews are
necessary to determine a Consultant selection. Interviews will be held with the top ranked consultant.
The City reserves the right to hold interviews or make a Consultant selection based solely on the
Statement of Qualifications received.
This RFQ does not commit the City to award a contract, to pay any costs incurred in the preparation of
a proposal for this request, or to procure, or contract for services. The City reserves the right to accept
or reject any or all SOQs received as a result of this request, to negotiate with any qualified Consultant,
or to modify or cancel in part or in its entirety the RFQ if it is in the best interest of the City to do so.
The prospective Consultants are advised that should this RFQ result in recommendation for award of a
contract, the contract will not be in force until it is approved and fully executed by the City.
All products used or developed in the execution of any contract resulting from this RFQ will remain in
the public domain at the completion of the contract.
The anticipated consultant selection schedule is as follows, but subject to change:
SOQ review and evaluation: Week of April 20, 2026
Cost Negotiation: Week of April 20, 2026
Contract Award: Week of May 4, 2026
Any questions related to this RFQ shall be submitted in writing to the attention of Aaron Palmer via
email at APalmer@parlier.ca.us. Questions shall be submitted before 5:00 P.M. on April 10, 2026.
Answers to questions shall be posted on the City website or sent out to prospective consultants before
5:00 P.M. on April 14, 2026. No oral question or inquiry about the RFQ shall be accepted.
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PROJECT DESCRIPTION AND BACKGROUND
The City will select one qualified consulting firm to provide on-call engineering services related to federal
and state funded projects, including, but not limited to, funding programs such as CMAQ, HIP, ATP,
CDBG, and others. The consultant shall provide civil engineering, grant writing, master project planning,
construction management/administration services and follow the City Standards along with all
pertinent State, Federal and City rules and regulations.
This solicitation is not for specific projects, but for specific services. The services are to be rendered for
the duration of the contract term. The City will execute one (1) on-call contract for Services for Federal
and State funded projects. The City does not guarantee a specific number or dollar amount of projects
will be contracted.
SCOPE OF SERVICES
PURPOSE OF WORK
The City intends to fund & construct various projects that are state and federally funded. In order to
comply with state and federal regulations and due to limited staffing and expertise, certain services are
contracted out. The selected consultant shall perform grant writing, site investigations, cost estimating,
planning, preliminary engineering, civil engineering design, land surveying, construction management
and other services as deemed necessary by the City for which the consultants are qualified related to
federal, and state funded projects. The consultants shall only perform work that is assigned in an
authorized Task Order. This Contract does not guarantee that a Task Order shall be issued. The
consultant may provide services to the city including, but not limited to, the following:
* Project Management - The Public Works Director will serve as the contract manager and direct
liaison between the consultant and Caltrans District Division of Local Assistance. The consultant
shall be responsible for project management activities throughout the life of the contract and
the scope of activities includes but is not limited to, coordinating and being responsible for
scheduling meetings, grant writing, meeting deadlines for grant submissions, managing the
project schedule, preparing and distributing minutes, field reviews, tracking action items for the
City and consultant subconsultants, and preparing all submissions for the City to submit to
Caltrans Local Assistance.
* Preliminary Engineering Studies - Develop general project locations and design concepts and
related activities needed to establish the parameters for final design such as Geometrics,
Hydraulics, Geotechnical, Bridge, Landscape Architecture, Traffic Operations, Electrical, ITS
Elements, etc.
* Surveys and Mapping - The consultant shall be responsible for data collection, mapping and
surveying necessary for preliminary engineering, design, cost estimates, right-of-way impacts,
and the level of environmental clearance. The scope of comprehensive base mapping and
surveying included but is not limited to Control Surveys, Aerial Photogrammetry, Limited Design
Level Topographic Surveys, Right-of-Way Retracement, and a Record of Survey.
* Grant Writing & Administration - Complete state and federal grant applications for competitive
programs, assist in community engagement meetings, & complete public surveys.
* Grant Management - Prepare and submit regular progress reports to grantors in accordance
with established timelines. Maintain accurate and complete grant files, including financial
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records, progress reports, and correspondence. Ensure timely submission of all required grant-
related documentation. Develop and maintain a grant management plan outlining key
milestones, deliverables, and responsibilities. Monitor grant expenditures and budget
adherence, ensuring compliance with grantor requirements. Coordinate with program staff to
ensure project activities align with the grant's objectives. Maintain detailed records of grant-
related activities and documentation to demonstrate compliance.
* Environmental Studies and Documentation - Complete the environmental review; including
submitting the Caltrans Preliminary Environmental Study and preparing any required technical
studies to complete the NEPA document. The consultant will assist the City in preparing the
CEQA document.
* Utility Coordination - Submit improvement plans to utility companies in accordance with their
requirements. Coordinate utility relocations, including relocation of the utility poles, as needed.
* Right of Way Phase & Determination - Consultant shall prepare Request for Authorization to
advance project to Right of Way Phase using procedures outlined in the Caltrans Local Assistance
Procedures Manual. When authorized, consultant shall review right-of-way records and
establish additional right-of-way along the entire alignment, if necessary.
* Design - Design the improvements and prepare the plans, specifications, and estimates in
accordance with Caltrans Standards and AASHTO Geometric Design guidelines to achieve project
objectives. Consultant shall examine and present project alternatives, as necessary, which
complete project goals within construction budget. PS&E shall be submitted to the City at 60%,
90%, and final contract documents.
* Coordination with Adjacent Properties - Coordinate with adjacent property to establish
driveway locations and other modifications required in front of their property such as fence
relocations, mailbox relocation, or tree removal.
* Construction Phase Authorization - Consultant shall prepare Request for Authorization to
advance project to Construction using procedures outlined in the Caltrans Local Assistance
Procedures Manual.
* Bid Process - Provide an electronic copy of the final approved plans and specifications, a mylar
copy of the final approved plans, and a hard copy of the final approved specifications. The
electronic copy of the plans shall be provided as both AutoCAD files and PDF files, and the
electronic copy of the specifications shall be provided in both Microsoft Word format and PDF
format. City will be responsible for making copies of contract documents and will distribute to
plan rooms and contractors. Consultant shall respond to questions that arise during the bid
phase and prepare addendums which will be distributed by the City, as necessary.
* Construction Management - Consultant shall provide construction management and
construction observation services during construction. Construction management scope of
activities including but not limited to, convene a pre-construction meeting with City, contractors,
utility company representatives, etc., perform construction staking, construction observation
during construction , daily field reports, prepare and maintain detailed documentation including
photographs and/or video if warranted, convene construction progress meetings as required,
review contractor pay requests, review proposed change orders, review and recommend final
acceptance of project by City.
* Project Administration - Consultant shall prepare and submit Requests for Authorization (RFA)
to Caltrans Local Assistance for the various phases of work including, but not limited to the
following:
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Preliminary Engineering (PE)
Right of Way (R/W)
Utility Relocation (RW/UTIL)
Construction (CON)
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Consultant shall prepare and submit Award Package and Final Report of Expenditures to Caltrans
and shall assist the City on the preparation of Federal and State invoices.
These services shall be in accordance with Caltrans Standards, FHWA Standards, and the City's
Standards.
TASK ORDERS
All work performed under this contract will require approval by the City Contract Administrator and
issued through a Task Order. A task order shall be requested from the Consultant to identify and refine
the scope of services prior to the City issuing the task order. The task order shall identify and refine the
scope of services for any specific project. The task order shall detail the tasks required for each project,
schedule, DBE commitment, and projected costs. The costs will be based on the specified rates of
compensation in the contract. The Contract Administrator shall confer with the consultants to establish
the maximum fee, including expenses, for the specific project and the completion date. Pursuant to an
authorized Task Order, the consultants shall provide engineering services and all necessary personnel,
material, transportation, lodging, instrumentation, and the specialized facilities and equipment
necessary to satisfy all appropriate agencies and required to ensure compliance with all applicable
Federal, State, and Local statutes, laws, codes, regulations, policies, procedures, ordinances, standards,
specifications, performance standards, and guidelines, applicable to the consultants' services and work
product. The consultants are responsible for supplying and providing all necessary equipment and
protective clothing in accordance with City standards.
The potential projects may vary in scope and size and may encompass any type of improvement for the
transportation system including, but not limited to, roadway rehabilitation, widening and/or
realignment of existing facilities, relocation of existing facilities, and construction of new facilities. The
project location, project limits, purpose, expected results, project deliverables, period of performance,
project schedule, and scope of work to be performed shall be described in each Task Order.
The consultants shall only perform work that is assigned in an authorized Task Order and an award of a
contract does not guarantee any Task Orders will be issued. Work shall not begin until the Task Order
has been approved by the Contract Administrator.
The consultants shall maintain a set of project files that shall be provided to the City upon request. The
consultants shall have the ability to respond in a timely and cost-efficient manner to City requests.
GENERAL PERSONNEL REQUIREMENTS
The consultant's personnel shall be capable, competent, and experienced in performing the types of
work in this Contract with minimal instruction. Personnel skill level should match the specific job
classifications, as set forth herein or in the consultant's Cost Proposal and task complexity. The
consultant's personnel shall be knowledgeable about, and comply with, all applicable Federal, State,
and Local laws and regulations.
The consultant responsible person shall be a qualified professional civil engineer experienced with
design and administration of federal and state funded projects and shall be currently employed by the
consultant or its Subconsultants at the time the deliverables are submitted to the City for consideration
under the review and acceptance process.
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The consultant is required to submit a written request and obtain the City's Contract Administrator's
prior written approval for any substitutions, additions, alterations, or modifications to the consultant's
originally proposed personnel and project organization, as depicted on the proposed consultant's
organization chart or the consultant's cost proposals. The substitute personnel shall have the same job
classification as set forth herein or in the consultant's Cost Proposal not exceed the billing rate, and
meet or exceed the qualifications and experience level of the previously assigned personnel, at no
additional cost to the City.
The consultant Contract Manager shall be a Registered Professional Engineer (PE) licensed in the State
of California in good standing with the California State Board for Professional Engineer, Land Surveyors,
and Geologists at all times during the Contract period, to perform the tasks described in this Contract
and in the Task Orders.
In addition to other specified responsibilities, the consultant Project Manager shall be responsible for
all matters related to the consultant's personnel, subconsultants, and consultant's and sub-consultants'
operations including, but not limited to, the following:
a. Ensuring that deliverables are clearly defined, and those criteria are specific, measurable,
attainable, realistic and time bound.
b. Supervising, reviewing, monitoring, training, and directing the consultant's and sub-consultants'
personnel.
c. Assigning qualified personnel to complete the required Task Order work in coordination with the
City Contract Administrator.
d. Administering personnel actions for consultant personnel and ensuring appropriate actions
taken for Subconsultant personnel
e. Maintaining and submitting organized project files for record tracking and auditing.
f. Developing, organizing, facilitating, and attending scheduled coordination meetings, and
preparation and distribution of meeting minutes.
g. Implementing and maintaining quality control procedures to manage conflicts, ensure product
accuracy, and identify critical reviews and milestones.
h. Assuring that all applicable safety measures are in place.
i. Providing invoices in a timely manner and providing monthly Contract expenditures.
j. Reviewing invoices for accuracy and completion before billing to City.
k. Managing Subconsultants.
l. Managing overall budget for Contract and provide report to the City Contract Administrator.
m. Monitoring and maintaining required DBE involvement.
n. Ensuring compliance with the revisions in the Contract and all specific Task Order requirements.
o. Knowledge, experience, and familiarity with prevailing wage issues and requirements in the
State of California.
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DELIVERABLES
As agreed upon by the City and consultant in a Task Order for each project.
SCHEDULE
As agreed upon by the City and consultant in a Task Order for each project.
METHOD OF PAYMENT
Consultant shall be paid based on the Specific Rates of Compensation for this Contract and for the
amount as agreed upon by the City and consultant in a Task Order for each project. Consultant shall
submit request for monthly progress payments.
MATERIALS TO BE PROVIDED BY THE CONSULTANT
Unless otherwise specified, the consultant shall provide all materials to complete the required work in
accordance with the delivery schedule and cost estimate outlined in each Task Order.
RESPONSIBILITIES OF THE CITY
The City shall be responsible for compensating the Consultant as provided in the Contract agreement
for services rendered. The City is to provide a "City Representative" who will represent the City and who
will work with the consultant in carrying out the provisions of this RFQ. The Consultant shall
communicate with the City Representative (Aaron Palmer, City Manager) who will provide the following
services:
a. Examine documents submitted to the City by the Consultant and render timely decisions
pertaining thereto.
b. Give reasonably prompt consideration to all maters submitted by Consultant for approval to the
end that there will be no substantial delays in Consultant's program of work
c. Process invoices submitted by Consultant
d. Approve or Deny all change order (CO) work submitted by Consultant
e. Provide Consultant with surveys, maps and other documentation, if available and necessary, for
the completion of Consultant's work
f. Act as coordinator between Consultant and other City representatives
g. Provide City Record improvement drawings as necessary for the design
h. Provide exhibits of the available right-of-way for the project(s)
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