Hamilton Avenue Public Improvement Plan

Available for download is the Hamilton Avenue Public Improvement Plan RFP

See also Project Page : https://www.campbellca.gov/1460/Hamilton-Avenue-Public-Improvement-Plan

SPECIAL NOTE: Cancellation of RFP for Precise Plan; Issuance of RFP for Public Improvement Plan

The City has decided to cancel its previous procurement process for the Hamilton Avenue Precise Plan and has issued a new Request for Proposals (RFP) for a Hamilton Avenue Public Improvement Plan.

A formal letter explaining the cancellation of the previous RFP and outlining the City's goals for the new RFP is available online at the following link: ( Hamilton Avenue Precise Plan Cancellation Letter )

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On April 18, 2023, the City of Campbell adopted the 2040 General Plan . The General Plan identifies the community’s vision for the future and provides a framework that will guide decisions on growth, development, and conservation of open space and resources in a manner that is consistent with the quality of life desired by the city's residents and businesses.

As part of the General Plan, Goal LU-9 was included to facilitate the transition of Hamilton Avenue area into a vibrant, transit-oriented, mixed-use district with safe and convenient multi-modal connectivity, which an action to implement this goal through the preparation and adoption of a Plan for the Hamilton Avenue area as follows:

LU-9.a: Prepare and adopt a Precise Plan for the Hamilton Avenue area shown on Figure LU-2.

Figure LU-2: (Source: City of Campbell 2040 General Plan )

Recognizing that the City has recently established and assigned new transit-oriented, mixed-use land use designations to promote development within the study area, this plan aims to identify safe and convenient multi-modal connectivity along the Hamilton Avenue corridor and recommend related public improvements, aligning with MTC’s Transit-Oriented Community Policies.

To undertake this effort, the City seeks to hire a consultant, or consultant team, that is experienced with the preparation of public improvement plans with a focus on transportation improvements, streetscape design, utility planning, stormwater treatment, community engagement, consideration of environmental impacts, gateway design, and presenting options, methodology, and recommendations to stakeholders and decision-makers.

As described in Appendix A, Preliminary Scope of Work, the City intends to work with the selected consultant to achieve the following key objectives: 1) identify preferred transportation improvements to occur in the Hamilton Avenue Public Improvement study area as well as in its immediate vicinity with a focus on providing for better east-west connectivity across SR 17 for bicycles and pedestrians, including potential development of a new bridge and improved streetscape standards; 2) identify preferred gateway and architectural design features to occur at major roadway intersections within Public Improvement Plan boundary as well as in its immediate vicinity; 3) identify options to amend the Public Improvement Plan boundary to account for preferred transportation improvement and gateway and architectural design features; 4) analyze and consider policy changes consistent with MTC’s Transit-Oriented Communities Policies within the study area; 5) partially design preferred transportation improvements and gateway features at a sufficient level of detail to produce accurate cost estimates; and 6) evaluate the environmental impacts of the project.

In performing these services, adherence to grant funding requirements and complete services within 30-months of the execution of the contract, as outlined in the preliminary scope of work, shall be essential.

The City of Campbell (“AGENCY”), with the assistance of a professional consultant or professional consultant team (“CONSULTANT”), shall complete the following:

Task 1 – PROJECT INITIATION AND MANAGEMENT

1.1: Project Management

The AGENCY shall administer the PDA Planning Grant and oversee the services of CONSULTANT. The AGENCY shall establish regular interactions with the Metropolitan Transportation Commission (MTC) Grant Manager to relay information and solicit feedback about the project. The CONSULTANT shall establish regular interactions (generally every two weeks) with the AGENCY to relay information, solicit feedback, and participate in working sessions.

1.2: Kick-off Meeting

CONSULANT shall attend an initial project meeting with AGENCY to:

• Establish communications and reporting strategy, identify project team members, and other project needs.
• Review, revise, and refine project goals, scope of work, schedule, and confirm key responsibilities.
• Discuss the Hamilton Avenue Public Improvement Plan and relevant background materials.
• Discuss the stakeholder engagement strategy as outlined in Task 2.1.

1.3: City Council Introductory Meeting

CONSULANT shall prepare and present a report in coordination with AGENCY to the City Council to:

• Introduce key members of the CONSULTANT team involved in the work effort.
• Present refinements to project goals, scope of work, or schedule (if necessary).
• Present stakeholder engagement strategy and receive feedback.

Task 1 Deliverables:

1.2: Meeting notes, refined project goals, scope of work, schedule as necessary.

1.3: Meeting materials including but not limited to PowerPoint presentations.

Task 2 – PUBLIC ENGAGEMENT

2.1: Stakeholder Engagement Strategy

CONSULTANT, in partnership with AGENCY, shall draft a stakeholder engagement strategy. The stakeholder engagement strategy shall include an identification of stakeholders along with a toolbox and options of outreach methods (e.g. meeting format, discussion topics, meeting management tools), and best practices for outreach. The stakeholder engagement strategy shall include the check-ins with key stakeholders, potentially including staff from the Metropolitan Transportation Commission (MTC), Caltrans, VTA, property owners, community members, and board/commission members, which may involve attending evening meetings. The engagement strategy shall also include at least one intercept survey targeting bicycle and pedestrian users in the area and at least one public survey.

2.2: Community Meetings & Outreach

CONSULTANT shall organize, prepare for, facilitate, attend, and manage all community meetings and outreach. The community meetings and outreach efforts will be based on the stakeholder engagement strategy as noted in Task 2.1. CONSULTANT shall:

• Create meeting advertisements to be distributed by AGENCY staff.
• Take meeting notes.
• Assemble and prepare meeting agendas, materials, and meeting summaries.
• Organize, facilitate, and manage all community/stakeholder meetings (up to 4).
• Periodically provide resources and content for AGENCY publication on the AGENCY website and for distribution through email.

2.3: Public Hearings

AGENCY shall schedule public hearing dates and coordinate all legal public noticing for meetings. The CONSULTANT shall prepare for and attend all public hearings. The CONSULTANT shall assist in the preparation of staff reports and meeting materials (e.g., PowerPoint presentations, supporting exhibits, graphics), presenting, and facilitating discussion on specified topics to receive feedback.

Task 2 Deliverables:

2.1: Stakeholder Engagement Strategy

• One (1) intercept survey
• One (1) public survey

2.2: Community Meetings & Outreach

• Create meeting advertisements.
• Take meeting notes.
• Assemble and prepare meeting agendas, materials, and meeting summaries.
• Prepare for and facilitate (up to 4) community/stakeholder meetings.
• Periodically provide resources and content for AGENCY publication on the City website and for distribution through email.

Note: Community meetings and outreach are encouraged to be coordinated with the City’s Hamilton Avenue/Highway 17 Bicycle Overcrossing Feasibility Study (see Task 4 for more details)

2.3: Public Hearings

• Prepare for and attend (up to 2) Planning Commission meetings and provide post-meeting summaries. Inclusive of preparing meeting materials.
• Prepare for and attend (up to 4) City Council meetings and provide post-meeting summaries. Inclusive of preparing meeting materials.

Task 3 – EXISTING CONDITIONS ANALYSIS

3.1: Existing Conditions Report

CONSULTANT shall perform all the following tasks:

• Evaluation of existing conditions in the plan area as well as its immediate vicinity (“study area”).

1. The immediate vicinity shall include properties along Hamilton Avenue up to the intersection of Hamilton Avenue with Winchester Boulevard and Bascom Avenue, as well as all properties on all four corners of the street where they intersect.
2. The existing conditions analysis shall involve an evaluation of the public right-of-way, including stormwater utility infrastructure, as well as improvements on private property that may be affected by future improvements (i.e., trees, curb-cuts, gateway elements). To limit the scope of analysis expected for private property, no more than 15-feet of private property should be assumed along the Hamilton Avenue frontage, except for potential gateway locations, which should instead include an assessment of improvements within the first 30-feet of frontage.
3. The existing conditions analysis will identify existing traffic patterns (e.g., origins and destinations) for AM and PM peak hours for cars.
4. An analysis of travel/transit patterns including commute distance, mode, and travel time.
5. An evaluation of existing City Streetscape Standards in the area.
6. Summary of progress made of Public Works Improvement Projects (see Task 5) as provided by City staff.
7. An access gap analysis for station access, as stipulated by MTC’s TOC policies .

• Conduct a Pedestrian Safety Audit, with a specific focus on: pedestrian safety and crossings at Highway 17 interchange and high volume driveways, Hamilton Avenue intersections at Winchester Boulevard and Bascom Avenue, respectively, and other intersections as may be identified by city staff.  At a minimum, the Pedestrian Safety Audits should be conducted in a manner consistent with A Technical Guide for Conducting Pedestrian Safety Assessments for California Communities (U.C. Berkeley Institute of Transportation Studies, Technology Transfer Program, 2013; see link).
• Conduct a Bicycle Safety Audit based on industry best practices. Observe existing facilities and challenges to bicyclists through the study area and immediate vicinity. Note in particular the challenges bicyclists may encounter at signalized intersections, high-volume driveways, and Hamilton Avenue/Highway 17 on-ramps.  Refer to the Final Santa Clara Countywide Bicycle Plan 2018 (see link for main text and Appendix link) and VTA’s Bike Level of Stress Map (see LTS map).
• Attend field visits and identify infrastructure needs, including bikeway gaps, accessible improvements, pedestrian safety measures.

Task 3 Deliverables:

3.1: Existing Conditions Analysis Report

Task 4 – COMPLETE STREETS IMPROVEMENT & GATEWAY FEATURES PLAN

4.1: Draft Complete Streets Improvement Plan

CONSULTANT shall recommend public improvements (inclusive of roadway improvements, bicycle infrastructure, pedestrian network improvements, stormwater facilities, and opportunities for mobility hub planning consistent with MTC’s TOC policies ) for the entire study area.  The Roadway Improvement Plan, prepared by the CONSULTANT, shall focus on the identification of transportation improvements to occur in the Hamilton Avenue Public Improvement Plan area as well as in its immediate vicinity with a focus on providing for better east-west connectivity, particularly to the VTA light rail station. The Public Improvement Plan shall be at a conceptual level. The CONSULTANT shall identify interim pedestrian and bicycle safety measures to allow pedestrians and bicyclists to safely navigate the study area (with a particular focus on the Hamilton Avenue and Highway 17 overcrossing intersection). The interim pedestrian and bicycle safety measures shall be coordinated with Caltrans, where necessary. A conceptual cost estimate shall be prepared for the interim pedestrian and bicycle safety measures. Note: Conceptual engineering and design details, as well as preliminary cost estimates related to this task, are anticipated to be similar to those  prepared for the Campbell Transportation Improvement Plan available as follows: https://ca-campbell.civicplus.com/DocumentCenter/View/10443

The CONSULTANT shall ensure this task is coordinated with, and built upon the work of the following Public Works Department projects:

• Hamilton Avenue Resurfacing Project

The project currently being designed and scheduled for implementation in 2025 will resurface approximately 2.8 centerline miles of pavement on Hamilton Avenue, a six-lane arterial roadway within the City of Campbell. The project will also construct “Complete Streets” elements such as: 1) bicycle facilities to close the gap in the regional bike network by providing an east-west connection; and 2) pedestrian facilities by installing ADA compliant curb ramps.

How this project supports the development of the Hamilton Avenue Public Improvement Plan:

1. Will provide a detailed curb-to-curb geometric plan of existing conditions of entire Hamilton Avenue corridor.
2. Will provide bicycle markings for the entire Hamilton Avenue corridor.

• Hamilton Avenue/Highway 17 Bicycle Overcrossing Feasibility Study

The Hamilton Avenue/Highway 17 Bicycle Overcrossing Feasibility Study currently underway will evaluate how best to improve bicycle and pedestrian mobility on Hamilton Avenue over State Route 17. The goal of the study is to develop feasible alternatives, assess the impacts of each alternative, and determine a preferred alternative to carry forward to final design.  The project will study existing bicycle and pedestrian facilities along Hamilton Avenue, bicycle and pedestrian travel patterns, surrounding context and planning efforts, alternative alignments, impacts to utilities and right-of-way, environmental impacts, structural and geotechnical constraints, recommended preferred alignment, and preliminary project cost estimates.

The project location is Hamilton Avenue between the Highway 17 Southbound Off-ramp/Salmar Avenue and Creekside Way.

The study will include an evaluation of alignment alternatives.   The outcome will be a preferred alternative with a proposed alignment, type of structure, and planning level cost estimate with an estimated project completion date of November 2025.

How this project supports the development of the Hamilton Avenue Public Improvement Plan:

1. Will provide feasible and preferred alignment alternatives with planning level cost estimates.

• The Hamilton Avenue/Highway 17 Southbound Off-Ramp Widening Project

The Hamilton Avenue/Highway 17 Southbound Off-ramp Widening Project will prepare final design plans, specifications, and engineer’s estimate for widening the off-ramp to improve traffic operations at the Hamilton Avenue/Salmar Avenue/Highway 17 Southbound Off-ramp intersection.  The proposed lane configuration for the off-ramp would replace the existing shared through-left lane with a separate through lane and a third left-turn lane.   The project will evaluate environmental impacts.  The project will also involve the preparation of a feasibility study that will most likely focus on three alternatives:

• Alternative #1: Straight alignment paralleling southbound on-ramp followed with a leg that crosses over Highway 17;
• Alternative #2: Variation on Alternative #1 with loop alignment at the northbound ramps; and
• Alternative #3: "Low-Build" alternative working within existing Hamilton bridge and right-of-way.

How this project supports the development of the Hamilton Avenue Public Improvement Plan:

1. Will provide Caltrans-approved design of a widened off-ramp to improve intersection operations at the Hamilton Avenue/Highway 17 Southbound Off-ramp/Salmar Avenue.
2. Will include bicycle- and pedestrian-related improvements within the Hamilton Avenue/Salmar Avenue/Highway 17 Southbound Off-ramp intersection
3. Updated detailed cost estimate of improvements.

• Bascom Avenue Corridor Study

VTA’s Bascom Avenue Complete Streets Phase 1 Project is currently being designed.  The Phase 1 corridor extends between Interstate 880 near Hedding Street and Hamilton Avenue.  This project will decrease Bascom Avenue from three lanes per direction to two lanes per direction and add Class IV bike lanes separated from traffic lanes by raised islands.  VTA has secured grant funds for the construction phase of this project.

In the future, Phase 2 would have major changes to the Hamilton Avenue/Bascom Avenue intersection geometry and traffic signal design.  The pork-chop islands would be removed and the corner radii would be tightened.   Phase 2 is mentioned in VTA’s Bascom Corridor Complete Streets Study ( https://www.vta.org/projects/documents?project=991 ) but there is no funding yet for a design project. Preliminary concept drawings of intersections within the “Campbell Core” appear on page 48 of the Bascom Workshop Presentation ( https://www.vta.org/sites/default/files/documents/VTA%2520Bascom_Workshops%25202_Presentation.pdf ). Unofficial draft drawings shared during the study can be shared after the Precise Plan project is under way. The engineering drawings from the Bascom Complete Streets: I-880 to Hamilton Avenue Project (a design project) can be shared after the Precise Plan project is under way. The current design project schedule as 95% plans available next April/May and the 100% plans available in January/February 2026.

How this project supports the development of the Hamilton Avenue Public Improvement Plan:

1. Will provide a detailed street geometric plan of existing conditions of the Bascom Avenue corridor north of Hamilton Avenue.
2. Will provide engineering level detail of existing conditions and may include some utility details of the Bascom Avenue corridor north of Hamilton Avenue.
3. The Bascom Corridor Complete Streets Study provides preliminary concept drawings for the Hamilton Avenue/Bascom Avenue intersection.

4.2: Conceptual Gateway Features Plan

CONSULTANT shall provide and identify a multitude of options for gateway elements / design features and potential locations. This shall include preparation of conceptual renderings/graphics/plans with a written description of each conceptual gateway element / design feature. The gateway elements / design features may include but are not limited to architectural elements, community identity signage, and special paving.

4.3: Final Gateway Features Plan

CONSULTANT shall prepare drawings of sufficient detail to estimate the cost of gateway elements located within the public right-of-way.

4.4: Streetscape Improvement Plan

CONSULTANT shall prepare a streetscape improvement plan for the entire study area, incorporating the City’s adopted Streetscape Standards for the public right-of-way along the Hamilton Avenue corridor.  The plan shall propose updated landscaping and stormwater treatment detail standards that reflect changes in water conservation and stormwater treatment requirements that have changed since the Streetscape Standards were initially adopted.   The plan shall include conceptual stormwater treatment plans that demonstrate the feasibility of: 1) treating all of the stormwater run-off from the public right-of-way within the landscaped areas; and 2) treating both the run-off from the right-of-way and the run-off from the private properties fronting Hamilton Avenue.  As part of the feasibility analysis, the plan shall also identify utility conflicts that could limit the treatment facilities placed in the public right-of-way.  As existing utility structures will impact the placement of stormwater treatment facilities, the plan shall also identify all existing potential utility conflicts.   The plan shall include a toolbox of preferred stormwater treatment facilities to be constructed in the right-of-way.

4.5: Final Public Improvement Plan

After AGENCY review and feedback, CONSULTANT shall finalize the Public Improvement Plan to include the streetscape and interim transportation improvements identified for the study area.

4.6 Public Improvement Plan Boundary

CONSULTANT in coordination with city staff, shall analyze the Public Improvement Plan boundary in consideration of Task 4.4 and Task 4.5 and provide options for amendments to the boundary.

Task 4 Deliverables:

4.1: Draft Complete Streets Improvement Plan

4.2: Conceptual Gateway Features Plan

4.3: Final Gateway Features Plan

4.4: Streetscape Improvement Plan

4.5: Final Public Improvement Plan

4.6: Public Improvement Plan Boundary (with Options for Amendments)

Task 5 – Consideration of Transit-Oriented Community Policies

5.1: Transit-Oriented Community Policies Analysis

CONSULTANT shall analyze the application of Transit Oriented Community Policies, published by MTC , on the study area. Specific TOC policies to be evaluated by CONSULTANT under this task include consideration of establishing minimum residential and commercial office densities for new development (to be heavily supported or entirely prepared by AGENCY staff), and consideration of establishing policies supportive of support transit station access and circulation within the study area as described in greater detail as follows:

• Minimum residential and commercial densities for new development

Residential TOC Policies:

• Require a minimum density of 50 units/net acre or higher (i.e., understanding extent to which study area already complies with this requirement, and identification of areas that may need to be added to comply).
• Prohibit parking minimums and establish a parking maximum of 1.0 spaces per unit or lower.

Commercial TOC Policies:

• Allow for a minimum FAR of 2.0 or higher.
• Prohibit parking minimums and establish a parking maximum of 2.5 spaces per 1,000 square feet or lower.

CONSULTANT should anticipate an initial compliance assessment, based on an assessment of adopted development standards and land uses, to be prepared by AGENCY staff).

• Transit station access and circulation:

For development within the study area, CONSULTANT shall assist AGENCY staff in an assessment of the following:

• Initial feasibility assessment and policy assessment of potential improvements or policies that comply with Complete Streets Policy or serve to prioritize implementation of any Active Transportation Plan and/or relevant Community Based Transportation Plans within TOC station area.
• Initial feasibility assessment and policy assessment of potential improvements to address issues identified in the access gap analysis (see Task 3)
• Initial feasibility and policy assessment for mobility hub planning and implementation goals.

Task 5 Deliverables:

5.1: Transit-Oriented Communities Policy Analysis

Task 6 – CEQA/NEPA ANALYSIS

Task 6.1 – Joint CEQA / NEPA Outreach and Scoping

CONSULTANT shall meet with AGENCY to discuss initial scoping and approach to preparing an analysis of the project impacts in accordance with the California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA). In performing a review of environmental impacts, CONSULTANT shall:

• Prepare Project Description
• Complete Tribal Consultation (AB 52 and SB 18)

Task 6.2 – Joint CEQA / NEPA Document Preparation

CONSULTANT will prepare an Initial Study/Environmental Assessment scoping which assesses the environmental impacts of the Second Public Review Draft of the Hamilton Avenue Public Improvement Plan. The Initial Study/Environmental Assessment shall address the requirements of both CEQA and NEPA to streamline the process. While the exact environmental compliance documentation necessary is to be determined, the scope of work should plan for an analysis that the Public Improvement Plan is consistent with the Final Environmental Impact Report prepared for the 2040 General Plan and 2023-2031 Housing Element (adopted on April 18, 2023).

• Complete an Initial Study (IS)/Environmental Assessment (EA)

• Prepare and Publish CEQA/NEPA Document (Finding of Consistency with the 2040 General Plan and Housing Element EIR anticipated)

• Complete an analysis of the Public Improvement Plan and the 2040 General Plan and Housing Element Environmental Impact Report (EIR).
• Identify and prepare all technical studies (if any are needed)

Task 6 Deliverables:

6.1: CEQA/NEPA Outreach and Scoping

1. Project description
2. Technical Studies (as needed)
3. Notice of Preparation Notification (as needed)
4. Tribal Notification (as needed)

6.2: CEQA/NEPA Document Preparation

1. Preparation of Draft CEQA Document (anticipated to be a Finding of Consistency with the 2040 General Plan and Housing Element EIR anticipated)

Task 7 – PREPARE DRAFT PUBLIC IMPROVEMENT PLAN

Task 7.1: Prepare Draft Public Improvement Plan.

CONSULTANT shall prepare the Public Improvement plan inclusive of a project introduction, background analysis, description of the planning effort, and anticipated public improvements and gateway features. This task shall include the preparation of any exhibits or graphics.

Task 7 Deliverables:

• Draft Public Improvement Plan in Microsoft Word and PDF file format
• GIS layer of Public Improvement Plan boundary

Task 8 – FINALIZE AND ADOPT PUBLIC IMPROVEMENT PLAN AND ENVIRONMENTAL DOCUMENT

Tasks 8.1 to Task 8.3: Finalize and Adopt Public Improvement Plan.

Complete Stakeholder Engagement, review and revise Public Improvement Plan as needed, adoption of Public Improvement Plan, CEQA/NEPA document, corresponding implementing materials.

Task 8 Deliverables:

8.1: Final Public Improvement Plan

8.2: Final CEQA/NEPA Document (Anticipated to be found consistent with the General Plan and Housing Element EIR)

8.3: Final Preliminary Construction Cost Estimates

The ideal firm or team would include the following disciplines and attributes:

1.        Expertise in transportation network analysis and multimodal planning: The consultant should have experience in analyzing transportation networks, coordinating improvement plans with Caltrans and/or Regional Planning Agencies (such as the Metropolitan Planning Commission), Valley Transportation Authority (VTA), and Regional Transportation Planning efforts, such as Plan Bay Area 2050.
2.        Expertise in the development of public improvement plans, including preparing preliminary engineering drawings related to right-of-way improvements, streetscape plans, stormwater management design, utility planning, and associated cost estimating.
3.        Expertise in quantitative analysis: The consultant should have expertise in conducting quantitative analysis, including data collection, modeling, and statistical analysis with strong attention to detail and accuracy.
4.        Expertise in streetscape design: The consultant should have experience in preparing streetscape plans that account for stormwater management and design.
5.        Experience in gateway feature design: The consultant should have experience designing plans for gateway features and/or public art in an urban setting.
6.        Experience in plan preparation and environmental analysis: The consultant should have experience in preparing public improvement plans, and CEQA/NEPA compliance documentation, ideally in the same state and region where the study will be conducted.

7.        Collaboration skills: The consultant should have strong collaboration skills, as they will need to work with local stakeholders, including policymakers, Metropolitan Transportation Commission (MTC), Valley Transportation Authority (VTA), Caltrans, property owners, community members, and board/commission members.
8.        Communication skills: The consultant should have excellent communication skills and be able to present complex data and analysis in a clear and understandable way to a variety of audiences.
9.        Flexibility and adaptability: The consultant should be able to adapt to changing circumstances and be flexible in their approach to the study as new information becomes available.
10.        Ethical standards: The consultant should adhere to the highest ethical standards and be committed to producing a fair and unbiased study that serves the best interests of the community.

Federally-required contract provisions are listed below and in Exhibit B, City of Campbell’s Standard Consultant Agreement. In addition, the federal requirements in this Appendix E shall apply to any contract resulting from this RFP.

Effective July 2012, the California Department of Transportation (Caltrans) requires recipients of DOT grant funds through Caltrans to impose the following DBE utilization requirements on its consultants and contractors or require sufficient documentation to demonstrate a good faith effort toward achieving them. Consultant’s DBE participation on its Agreement with City of Campbell will assist Caltrans in meeting its federally mandated statewide overall DBE goal.
City of Campbell has established Disadvantaged Business Enterprise (DBE) goal of 17% for any contract entered into as a result of this procurement.

1. TERMS AS USED IN THIS DOCUMENT

•        The term “Disadvantaged Business Enterprise” or “DBE” means a for-profit small business concern owned and controlled by a socially and economically disadvantaged person(s) as defined in Title 49, Code of Federal Regulations (CFR), Part 26.5.
•        The term “Agreement” also means “Contract.”
•        Agency also means the local entity entering into this contract with the Contractor or Consultant.
•        The term “Small Business” or “SB” is as defined in 49 CFR 26.65.

2. AUTHORITY AND RESPONSIBILITY

A.         DBEs and other small businesses are strongly encouraged to participate in the performance of Contracts financed in whole or in part with federal funds (See 49 CFR 26, “Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs”). The Consultant must ensure that DBEs and other small businesses have the opportunity to participate in the performance of the work that is the subject of this solicitation and should take all necessary and reasonable steps for this assurance. The proposer must not discriminate on the basis of race, color, national origin, or sex in the award and performance of subcontracts.

B.         Proposers are encouraged to use services offered by financial institutions owned and controlled by DBEs.

3. SUBMISSION OF DBE INFORMATION

If there is a DBE goal for the contract, Appendix E-2, “Consultant Proposal DBE Commitment” shall be included in the procurement document. In order for a proposer to be considered responsible and responsive, the proposer must make good faith efforts to meet the goal established for the contract. If the goal is not met, the proposer must document adequate good faith efforts. All DBE participation will be counted towards meeting the contract goal; therefore, all DBE participation shall be collected and reported.

Appendix E-2, “Consultant Proposal DBE Commitment” form and Appendix E-4, “Consultant Contract DBE Commitment” form shall be included with the procurement document. The purpose of the forms is to collect data required under 49 CFR 26. These forms collect all DBE participation. Even if no DBE participation will be reported, the successful Proposer must execute and return the forms.

4. DBE PARTICIPATION GENERAL INFORMATION

It is the proposer’s responsibility to be fully informed regarding the requirements of 49 CFR, Part 26, and the Department’s DBE program developed pursuant to the regulations. Particular attention is directed to the following:

A.         A DBE must be a small business firm defined pursuant to 13 CFR 121 and be certified through the California Unified Certification Program (CUCP).
B.         A certified DBE may participate as a prime consultant, subconsultant, joint venture partner, as a vendor of material or supplies, or as a trucking company.
C.        A DBE proposer not proposing as a joint venture with a non-DBE, will be required to document one or a combination of the following:
1.        The proposer is a DBE and will meet the goal by performing work with its own forces.
2.        The proposer will meet the goal through work performed by DBE subconsultants, suppliers or trucking companies.
3.        The proposer, prior to proposing, made adequate good faith efforts to meet the goal.
D.         A DBE joint venture partner must be responsible for specific contract items of work or clearly defined portions thereof. Responsibility means actually performing, managing, and supervising the work with its own forces. The DBE joint venture partner must share in the capital contribution, control, management, risks and profits of the joint venture commensurate with its ownership interest.
E.         A DBE must perform a commercially useful function pursuant to 49 CFR 26.55, that is, a DBE firm must be responsible for the execution of a distinct element of the work and must carry out its responsibility by actually performing, managing and supervising the work.
F.         The proposer shall list only one subconsultant for each portion of work as defined in their proposal and all DBE subconsultants should be listed in the bid/cost proposal list of subconsultants.
G.         A prime consultant who is a certified DBE is eligible to claim all of the work in the Contract toward the DBE participation except that portion of the work to be performed by non-DBE subconsultants.

5. RESOURCES

A. The CUCP database includes the certified DBEs from all certifying agencies participating in the CUCP. If you believe a firm is certified that cannot be located on the database, please contact the Caltrans Office of Certification toll free number 1-866-810-6346 for assistance.
B.         Access the CUCP database from the Department of Transportation, Office of Civil Rights website: https://caltrans.dbesystem.com/.
•        1.        Click on the link titled “Access the DBE Query Form”
•        2.        Click on “Start DBE Firms Query” link
•        Searches can be performed by one or more criteria. Follow instructions on the screen.

6. MATERIALS OR SUPPLIES PURCHASED FROM DBES COUNT TOWARDS THE DBE GOAL UNDER THE FOLLOWING CONDITIONS:

A.         If the materials or supplies are obtained from a DBE manufacturer, count 100 percent of the cost of the materials or supplies. A DBE manufacturer is a firm that operates or maintains a factory, or establishment that produces on the premises the materials, supplies, articles, or equipment required under the Contract and of the general character described by the specifications.
B.         If the materials or supplies purchased from a DBE regular dealer, count 60 percent of the cost of the materials or supplies. A DBE regular dealer is a firm that owns, operates or maintains a store, warehouse, or other establishment in which the materials, supplies, articles or equipment of the general character described by the specifications and required under the Contract are bought, kept in stock, and regularly sold or leased to the public in the usual course of business. To be a DBE regular dealer, the firm must be an established, regular business that engages, as its principal business and under its own name, in the purchase and sale or lease of the products in question. A person may be a DBE regular dealer in such bulk items as petroleum products, steel, cement, gravel, stone or asphalt without owning, operating or maintaining a place of business provided in this section.
C.         If the person both owns and operates distribution equipment for the products, any supplementing of regular dealers’ own distribution equipment shall be, by a long-term lease agreement and not an ad hoc or Agreement-by-Agreement basis. Packagers, brokers, manufacturers’ representatives, or other persons who arrange or expedite transactions are not DBE regular dealers within the meaning of this section.
D.         Materials or supplies purchased from a DBE, which is neither a manufacturer nor a regular dealer, will be limited to the entire amount of fees or commissions charged for assistance in the procurement of the materials and supplies, or fees or transportation charges for the delivery of materials or supplies required on the job site, provided the fees are reasonable and not excessive as compared with fees charged for similar services

December 20, 2024                RFP Release Date
January 17, 2025, at 4 p.m. (PST)                 Closing date/time for questions, requests for clarifications, and/or changes to provisions of the consultant services contract.
January 31, 2025, at 4 p.m. (PST)                Responses to questions, requests for clarifications, and/or changes to provisions of the consultant services contract (if any received) shall be posted on the project page at: https://www.campbellca.gov/1460

February 14, 2025, at 4 p.m. (PST)                Proposal Due Date / Time
February 21, 2025, at 4 p.m. (PST)                DBE Information - Good Faith Efforts Documentation Deadline (reference Appendix E-3)
Week of February 24, 2025*                Consultant Interviews (if conducted)
Week of March 3, 2025*                Proposal Review Completed
Week of March 10, 2025*                Notice of Intent to Award
March 18, 2025*                Consultant Award
April 7, 2025*                Work to Commence
*Dates are approximate and are subject to change before or after the proposal due date/time.

SUBMITTAL OF PROPOSALS

1.        Interested firms must submit one printed hard copy proposal and USB drive containing a digital copy of the proposal in PDF format to: City of Campbell, Office of the City Clerk, 70 N. First Street, Campbell, CA 95008 and must also submit one electronic proposal, in PDF format as an email attachment or as a hyperlink to the PDF file, emailed to rfp@campbellca.gov by the proposal due date/time.

2.        The Transmittal Letter of the Proposal is to be addressed as follows:

Hamilton Avenue Public Improvement Plan
Attention: Office of the City Clerk
70 N. First Street
Campbell, CA 95008

3.        The Title Page of the RFP must include the name of the Proposer's firm, local address, telephone number, name of contact person, contact person’s email and date.

4.        RFPs must be received physically in hard copy and by email no later than February 14, 2025, at 4 p.m. (PST). City of Campbell is not responsible for submissions delayed for any reason. Proposals received after the time and date specified will not be considered and will be returned to the Consultant.

5.        Proposer agrees and acknowledges all RFP specifications, terms and conditions, and indicates ability to perform by submission of a proposal.

6.        If selected, a signed proposal submitted to City of Campbell in response to this RFP shall constitute a binding offer from Proposer to contract with City of Campbell according to the terms of the proposal for the duration of the performance period of the resulting contract.

7.        A proposal may be withdrawn at any time before the date and time when proposals are due by emailing a digitally signed withdrawal letter to rfp@campbellca.gov. Please ensure that the withdrawal letter includes statements indicating the request to withdraw and that the person or persons signing the withdrawal letter is/are authorized to authorize and withdraw the Proposal on behalf of the Proposer.

8.        This RFP does not commit City of Campbell to award a contract or to pay any costs incurred by any Proposer in the preparation of a proposal in response to this RFP.

9.        Only one proposal will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response.

10.        City of Campbell reserves the right to accept or reject all proposals submitted, waive minor irregularities, request additional information, or revisions to offers, and negotiate with any or all Proposers.

11.        City of Campbell reserves the right in its sole discretion not to enter into any contract as a result of this RFP or suspend or cancel the RFP process at any time.

12.        If the selected Proposer fails to enter into a contract with City of Campbell in a timely manner as determined by City of Campbell, in accordance with the terms and conditions of this RFP, City of Campbell reserves the right to reject the proposal and enter into a contract with the next highest scoring Proposer.

FORM OF PROPOSAL

Proposals must be signed and include a statement that the person or persons signing the proposal is/are authorized to authorize and submit the Proposal on behalf of the Proposer. Page limits, where specified, are for single-sided print.

Proposal content and completeness are most important. Clarity is essential and will be considered in assessing the Proposer’s capabilities.

Proposers must provide the information listed below. Any material deviation from these requirements may be cause for rejection of the proposal, as determined in City of Campbell’s sole discretion.

In order to expedite the evaluation process, each proposal shall be organized in accordance with this section. Proposals that do not follow the specified format outlined below, or fail to provide the required documentation, may receive lower scores, or if found to be non-responsive, be disqualified. In the event of any conflict between any of the proposal documents, resolution thereof shall be in the City’s sole discretion. Proposals shall include the following information in the format indicated.

A.        Transmittal Letter
Proposals must include a transmittal letter signed by an official authorized to solicit business and enter into contracts for the firm and containing the name and telephone number of a contact person, if different from the signatory. Indicate whether there are any conflicts of interest, actual or apparent, that would limit the Proposer’s ability to provide the requested services and describe the plan for mitigating such conflicts. Acknowledge the receipt of this RFP and any Addendum to the RFP. Indicate that the proposal is a firm offer to enter into a contract to perform work related to this RFP for a period of one-hundred and twenty (120) days from the due date for proposals.

B.        Title Page
Proposals must include a title page that includes the RFP subject, the name of the Proposer’s firm, local address, telephone number, name of contact person, contact person’s email address, and the date.

C.        Table of Contents
Proposals must include a table of contents that includes a clear identification of the material by section and page number.

D.        Overview and Summary
This section should clearly convey the Proposer’s understanding of the nature of the work and the general approach to be taken and identify any specific considerations. It should include, but not be limited to, the following:

1.        A discussion of the project’s purpose;

2.        A summary of the proposed approach; and

3.        The assumptions made in selecting the approach.

E.        Organization Chart & Staff Qualification
The proposal shall detail the organizational structure of the team including names and positions of the Project Manager and personnel to be assigned to the project, as well as provide resumes and relevant experience of the Project Manager and key staff. These should clearly demonstrate the Consultant’s qualifications to perform the project activities described in this RFP. Include resumes of subcontractors, if applicable.

F.        Work Plan
This section should present a work plan for the tasks described in Appendix A, Preliminary Scope of Work. The proposed work plan should:

1.        Discuss how the Proposer will conduct the identified task, identify deliverables, and propose a schedule. The proposal should discuss the tasks in sufficient detail to demonstrate a clear understanding of the project and component tasks. The proposal may include additional tasks or sub-tasks the Proposer believes necessary to accomplish the project goals. The schedule should show the expected sequence of tasks, subtasks, and milestones.

2.        Provide a staffing plan for each task. Shows roles and responsibilities of key personnel and reporting structure, including reporting and communication relationships between the City of Campbell, Proposer staff, and subcontractors, if any.

3.        Describe the approach to managing resources and maintaining quality results. Include a description of the role of any subcontractors, their specific responsibilities, and how their work will be supervised to maintain quality results.

4.        Identify and explain any problem areas and/or potential obstacles (such as maintaining schedule, budget overruns, feasibility, etc.) to successful completion of the Preliminary Scope of Work, attached as Appendix A. Discuss methods, formal and informal, that you will use to track and resolve these problems/obstacles during the project.

G.        Qualifications and References

1.        Describe proposer team’s qualifications in relation to “Section II – Proposer Desired Qualifications” of this RFP. Identify the personnel, including subcontractors’ personnel, whose expertise or experience addresses each of the specified needs. Proposers are welcome to identify and provide examples of any other qualifications they feel are critical to the successful completion of the Preliminary Scope of Work attached as Appendix A.

2.        Identify key personnel (including subcontractor personnel) and briefly discuss individual qualifications to perform each task. Each key personnel resume should not exceed two pages.

3.        Provide a succinct description (two-page maximum) of any previous projects similar to the Preliminary Scope of Work attached as Appendix A, indicating the project title, duration, budget, sponsoring agency and sponsor project manager, and roles played by individuals proposed for this project. Include the name of the agency for whom the work was performed, year performed, name of the contact person, and their current telephone number and email address.

4.        Provide at least one sample of a written technical report or memo and two samples of material developed for a similar study effort. The samples must have been prepared by key members of the Proposer’s team and should identify the authors. Only one copy of each sample is required, and the samples will be returned after proposal evaluation, upon request. The samples will be considered in evaluating firm and staff expertise and experience, and written presentation effectiveness.

5.        Provide a list of references (including references for subcontractors) and their current contact information.

H.        Cost Proposal

Based on the tasks and staffing plan described in response to F.1 and F.2, listed above, provide a breakdown of the expected expenditures of funds for each task in each phase contained in Appendix A, Preliminary Scope of Work. The budget should include but is not limited to, a task budget and a line item budget with billing rates for each phase.

1.         The task budget shall include a breakdown of hours and expenses by task and deliverable in each phase of the project for each consultant, including any subconsultants. It should identify or refer to key personnel or job descriptions in relation to each task to provide a full explanation of the resources committed to the project.

2.         A line-item budget shall also be submitted. The line-item budget shall present a breakdown of costs by task, including billing rates for key personnel and job classifications, as set forth on the Cost and Price Analysis Form attached as Appendix B to this RFP. The line-item budget shall also be submitted for any proposed sub-consultants. Appendix B is available in electronic spreadsheet format by emailing planning@campbellca.gov. The line-item budget is requested for evaluation purposes only; payment shall be based on receipt of deliverables satisfactory to City of Campbell.

3.         Please include information (date and outcome) on the Proposer’s most recent pre-award audit, if applicable.

I.        Disclosure of Litigation

Consultants shall disclose any litigation in connection with prior projects. If there is any litigation, the consultants shall briefly describe the nature of the litigation and the result.

J.        California Levine Act Statement

Submit a signed California Levine Act statement (Appendix C).

K.        Insurance Provisions

Submit a signed acknowledgement, for Proposer only, that the Proposer agrees to provide the required certificates of insurance providing verification of the minimum insurance requirements listed in Appendix D, City of Campbell Standard Consultant Contract, within thirty (30) calendar days of City of Campbell’s notice to firm that it is the successful Proposer.

(See Section IX.B of the RFP for how to request exceptions to the minimum insurance requirements.)

L.        Taxpayer Identification Number and Certification

Submit a W-9, Request for Taxpayer Identification Number and Certification for Proposer only (containing original signature) available at http://www.irs.gov/pub/irs-pdf/fw9.pdf.

M.        Federal Requirements

Submit all completed federal-required certifications, including Appendix E-1, Certification of Restrictions on Lobbying, and Appendix E-5, Disclosure of Lobbying Activities. Also submit a completed Appendix E-2, Consultant Proposal DBE Commitment, and Appendix E-4, Consultant Contract DBE Commitment indicating DBEs that may be engaged on this contract by task, consistent with the tasks identified by the Cost and Price Analysis Form attached as Appendix B to this RFP. Note: Appendix E-3, DBE Information – Good Faith Efforts Documentation shall be submitted by the deadline established in Section V, Consultant Selection Timetable.