RFP2M26-6 - Title VI Program Development And Implementation Services

May 5, 2026
Subject: REQUEST FOR PROPOSALS 2M26-6 FOR TITLE VI PROGRAM
DEVELOPMENT AND IMPLEMENTATION SERVICES
The City of Alhambra is requesting a proposal for Title VI Program Development and
Implementation; a copy of the Request for Proposals (RFP) is attached for your review and
consideration.
Proposals are due by 11:00 A.M. on Wednesday, May 27, 2026. Please submit one (1)
original of the proposal and a digital copy on a USB. Cost proposal shall be submitted under
a separate cover indicating on the envelope "Sealed Cost Proposal-Do Not Open with
Regular Mail."
Send or hand-deliver proposals to:
City of Alhambra - Public Works
Attn: Jane Chan / RFP No.2M26-6
111 South First Street
Alhambra, California 91801
Should you have any questions please contact Jane Chan at jchan@alhambraca.gov. In the
subject line, please write "RFP 2M26-6 Questions". We are looking forward to having an
opportunity to review your proposal.
Best regards,
Jane Chan
Jane Chan
Deputy Director of Public Works (Transportation)
City of Alhambra

CITY OF ALHAMBRA
PUBLIC WORKS DEPARTMENT
RFP 2M26-6
CONTRACTS DOCUMENTS AND REQUEST FOR PROPOSAL
FOR
TITLE VI PROGRAM DEVELOPMENT
AND IMPLEMENTATION SERVICES
CITY OF ALHAMBRA
111 SOUTH FIRST STREET
ALHAMBRA, CA 91801
PROPOSALS DUE NO LATER THAN 11:00 A.M. ON WEDNESDAY, MAY 27, 2026

REQUEST FOR PROPOSALS FOR
TITLE VI PROGRAM DEVELOPMENT AND IMPLEMENTATION SERVICES
GENERAL INFORMATION
Award of contract by the City Council, if any, will be made in the best interest of the City and shall be
based upon various factors, including but not limited to the following: proposer's qualifications, experience,
reputation, responsiveness, availability and cost. The City of Alhambra reserves the right to accept or reject
any or all Proposals, to be the sole judge of the merits and qualifications of the services and/or items offered
and the ability of Proposer to responsibly perform. The City reserves the right to waive any irregularities
or informalities in any Proposal submitted or in the procedure. An award of contract may be made to other
than the firm offering the lowest costs. Proposal may not be withdrawn for a period of sixty (60) days after
the time Proposals are due.
The successful bidder shall meet all insurance requirements of the City including, but not limited to, the
provisions of personal and property liability including automobile coverage and Workers Compensation in
the limits acceptable to the City. All required insurance shall name the City of Alhambra as Additional
Insured.
DESCRIPTION
As a recipient of Federal Highway Administration (FHWA) funds though Caltrans, the City of Alhambra
must comply with Title VI of the Civil Rights Act of 1964 requirements. The City is required to develop
and implement a Title VI program subject to the review of Caltrans' Office of Local Civil Compliance.
The project consists of developing and implementing a Title VI Program as outlined by Caltrans' Local
Public Agency (LPA) requirements that mandate any agency receiving federal financial assistance not
discriminate based on race, color, or national origin in any program or activity. Pursuant to the project,
the City of Alhambra is seeking to distribute a Request for Proposals for the consultant services for Title
VI Program Development and Implementation.
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PROPOSED SCHEDULE
The city anticipates the project schedule to be as follows:
May 5, 2026 Distribution of Requests for Proposals
May 11, 2026 Submit Written Questions to the City by email
May 18, 2026 City's Responses to Questions
May 27, 2026 Proposals due no later than 11:00 a.m.
May 28 - Jun 18 Review of Proposals and Interviews (as necessary)
June 22, 2026 Contract Award by the City Council
July 27, 2026 Execution of Contract and Notice to Proceed
The City of Alhambra reserves the right to adjust this schedule as necessary.
SUBMITTAL DEADLINE AND PROPOSAL CONTENTS
The entire package of proposals must be returned in its entirety with all requested information completed.
Proposals shall be delivered in a sealed envelope via regular mail, overnight or other carrier, or hand
delivered not later than 11:00 A.M. on Wednesday, May 27, 2026, at the following location:
City of Alhambra - Public Works
Attn: Jane Chan / RFP No.2M26-6
111 South First Street
Alhambra, CA 91801
Submission requirements:
One (1) signed and unbound original proposal
Two (2) bound copies of the proposal with section separators clearly tabbed and labeled
One (1) USB flash drive containing one electronic PDF copy of all documents submitted.
The electronic copy of the cost proposal must be in both Excel and PDF.
Facsimile or e-mail submittals will not be accepted. All responses must be completed as required, signed
by an official of the firm who is authorized to enter into a binding agreement with the City on behalf of the
company, and must be received in the place and by the time designated in this document.
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PROPOSAL ELEMENTS
The City requires that all Proposers adhere to the response format outlined below. Firms failing to meet
this requirement will be negatively evaluated. Missing sections or inadequate information presented may
mean disqualification of the company from consideration. Responses shall be simply prepared, brief and to
the point. Needlessly lengthy documents filled with extraneous material will not be favorably received.
Responses to this Request for Proposal shall include the following in this order:
1. Cover Letter.
2. Table of Contents.
3. Introduction/ Executive Summary. Highlight the company's unique qualifications and
relevant experience. Provide a matrix to summarize all deliverables in the proposal.
4. Consultant understanding of the project and approach to the work. Include scope of
work listing tasks, descriptions, methods, and techniques.
5. A staffing chart by job description or title. Indicate which staff are in-house and
which are sub-consultants.
6. A description of the firm's and any sub-consultant's experience relevant to the
project.
7. Designation of Sub-Contractors/Sub-Consultants Form
8. References Form. A listing of a minimum of three (3) clients for whom similar work has
been performed in the last five (5) years, including individual contact person, address and
phone number who is familiar with the project.
9. Proposer Information Form.
10. Cost Proposal Form
11. Cost Proposal: The Fee shall include a detailed breakdown of various major project
components and major tasks in each component that the Proper will provide services. If
there are optional or out-of-the-box tasks, provide the fee separately. The Fee shall be
prepared in Excel table format and show:
* Consultant's in-house staff hours, billing rates, total fees
* Subconsultants (if any) staff hours, billing rates, total fees
* Any mark-up consultant will apply to subconsultant costs
* If the consultant is proposing a separate and additional mark-up to subconsultant fees
(in addition to the fees the consultant is proposing for the overall project management,
coordination and administration the consultant is required to provide for the project),
such markup should not be shown as a simple % of the subconsultant fee, but a
breakdown should be provided how the markup cost is calculated.
* Direct reimbursable costs.
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12. Acceptance of Conditions Statement. This will be a statement offering the proposer's
acceptance of all conditions listed the Request for Proposals document. Any exception
on the contractor's behalf must be stated in the proposal including any exemptions to
provisions in Sample Contract.
13. Additional Data. This section may contain material not specifically requested for the
evaluation, but which the proposer wishes to submit. This may include brochures,
pictures, a general narrative, and a statement of additional services the proposing firm
may wish to provide.
14. Appendix/Attachments.
QUALIFYING EXPERIENCE
The consultant selected to perform the above-described work shall demonstrate proven experience in
similar projects in developing detailed engineering design plans, specifications, and estimates for tasks
listed in this Requests for Proposal. The firms to be considered for this work effort shall have completed
at least three (3) similar Projects in the past five (5) years to demonstrate the knowledge, administrative and
fiscal capability to provide and manage the proposed services.
SELECTION CRITERIA
Evaluation of the proposal will be based on qualifications of the respondents. The City wishes to hire a firm
with significant professional credentials. As part of the evaluation, the City will also contact references
listed in the proposal. Selection will be made on the five factors listed below with a possible highest score
being 100:
Evaluation Criteria Points
Project understanding, technical approach, and methodology to 25
develop the project efficiently
Qualifications of the project team, including personnel and sub 25
consultants
Relevant recent project experience, particularly in California 25
Project references 10
Cost and overall value to the City 15
Total 100
City Selection Panel will review the proposals received, and rank them based on the above criteria, and
establish highest ranked consultant. The City may choose not to conduct oral interviews and negotiate
a contract with the highest ranked consultant after the evaluation of written proposals.
At City's discretion, the City may also conduct oral interviews with the top 2-3 ranked consultants. If oral
interviews are conducted, the City will inform the selected proposers and provide the evaluation criteria
for oral interviews at that time.
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DISCRETION AND LIABILITY WAIVER
The City reserves the right to reject all proposals or to request and obtain, from one or more of the
engineering firms submitting proposals, supplementary information as may be necessary for City staff to
analyze the proposals pursuant to the consultant selection criteria contained herein. The City is not liable
for the costs incurred by the proposers for the preparation of the proposals.
The consultant, by submitting a response to this Request for Proposal, waives all rights to protest or seek
any legal remedies whatsoever regarding any aspect of this Request for Proposal.
All proposals shall be binding for a period of sixty (60) days after the delivery date and may be retained by
the City for examination and comparison.
INSURANCE REQUIREMENTS
Upon Award of Contract by the City Council, the consultant shall provide the City with required Certificates
of Insurance evidencing minimum coverage of $1,000,000 in Professional Liability, Contractual General
Liability and Automobile Liability coverage, naming the City of Alhambra as Additional Insured. The
insurance requirements are clearly described in the Sample Agreement for Consultant Services included
herein.
BUSINESS LICENSE REQUIREMENT
Upon Award of Contract, the consultant shall obtain a City of Alhambra Business License and maintain
one throughout the term of the contract.
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GENERAL REQUIREMENTS
Purpose - The purpose of the Request for Proposals (RFP2M26-6) is to solicit proposals from qualified
consulting firms with extensive, proven experience in FHWA Title VI compliance for California Local
Public Agency (LPA) requirements.
City Option to Reject all Proposals - The City may, at its sole discretion, reject any and all proposals
submitted in response to this RFP. The City will not be liable for any costs incurred in connection with the
preparation and submittal of any proposal. The City reserves the right to waive any irregularities in a
submitted proposal.
Contract Sum - All proposals will include a specific cost proposal in a not-to-exceed amount, based upon
the description of services and scope of work to be performed.
Contract Payment - Payment to contractor will be made in arrears on a monthly basis for services
performed, provided that the contractor is not in default under any provisions of this agreement.
Any contract entered into pursuant to this notice will incorporate the provisions of the State Labor Code.
Compliance with the prevailing rates of wages and apprenticeship employment standards established by
the State Director of Industrial Relations will be required.
Equal Opportunity Clause - Contractors shall ensure against discrimination in employment practices on
the basis of race, color, national origin, ancestry, sex or religion will be required.
The City of Alhambra hereby ensures that minority business enterprises will be afforded full opportunity
to submit proposals in response to this notice and will not be discriminated against on the basis of race,
color, national origin, ancestry, sex, or religion in any consideration leading to the award of contract.
Equal Opportunity Employment Compliance - Proposer shall certify that it has sought out and
considered minority business enterprises for those portions of the work to be sub-contracted and has fully
documented such actions that said documentation is open to inspection, and that said action will remain in
effect for the life of any contract awarded hereunder.
Furthermore, Proposer shall certify that all steps will be taken to meet all equal employment opportunity
requirements of the contract documents. Proposer shall certify that in all previous contracts or
subcontracts, all reports which may have been due under the requirements of any agency, State, or
Federal equal employment opportunity orders have been satisfactorily filed, and that no such reports are
currently outstanding.
Legal Responsibilities - All proposals must be submitted, filed, made, and executed in accordance with
State and Federal laws relating to proposals for contracts of this nature whether the same or expressly
referred to herein or not. Any company submitting a proposal will by such action thereby agree to each
and all of the terms, conditions, provision, and requirements set forth, contemplated, and referred to in the
Request for Proposal, and other contract documents, and to full compliance therewith.
Interpretation of Documents - A person in doubt as to the meaning of any part of the contract documents,
or finds discrepancies, in, or omissions, may submit to the City a written request for an interpretation or
correction thereof. The person submitting the request will be responsible for its prompt delivery. Any
interpretation or correction of the contract documents will be made only by addendum duly issued and a
copy of such addenda will be faxed to each person receiving a set of the contract documents. No oral
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interpretation of any provision in the contract will be made to any Proposer.
Discrepancies and Misunderstandings - Contractors and consultants must satisfy themselves by personal
examination of the work site, specifications, and other contract documents, and by any other means as they
may believe necessary, as to the actual physical conditions, requirements and difficulties under which the
work must be performed. No contractor or consultant will at any time after submission of a proposal make
any claim or assertion that there was any misunderstanding or lack of information regarding the nature or
amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or
discrepancies called to the attention of the City of Alhambra will be clarified by the City in writing to all
proposers prior to the submission of proposals.
Proposer Interested in More than One Proposal - No person, firm, or corporation will be allowed to
make or file, or be interested in more than one proposal for the same work unless alternate bids are
specifically called for. No proposal will be accepted from a consultant who has not been licensed in
accordance with the provisions of the State Business and Professional Code.
Listing Sub-contractors, Vendors and Sub-consultants - Each Proposer will submit a list of the proposed
subcontractors of this project as required by the Subletting and Subcontracting Fair Practice Act (Govt.
Code Sec 4100 et seq.) Forms for this purpose are furnished herein.
Non-Collusion Affidavit - Proposer declares that the only persons or parties interested in this proposal as
principals are those named herein; that no officer, agent, or employee of the City of Alhambra is personally
interested, directly or indirectly, in this proposal; that this proposal is made without connection to any other
individual, firm, or corporation making a bid for the same work and that this proposal is in all respects fair
and without collusion or fraud.
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SCOPE OF SERVICES
The primary objective of the project is to have the selected consultant develop a Title VI program
that complies with Caltrans Local Public Agencies (LPA) requirements and federal laws and
regulations for Title VI of the Civil Rights Act of 1964. The Title VI program ensures the
prohibition of discrimination through its priorities and procedures, and through ongoing program
reviews.
The City plans to work with a consultant with experience in Title VI compliance for California
LPAs to implement a Title VI program that addresses Caltrans and FHWA requirements. The Title
VI compliance services should include program and procedures development, policy drafting,
public outreach materials, employee training, documentation, and implementation support. The
consultant will work with City staff for the review of draft and final deliverables and for the
submission of compliance materials to Caltrans.
FHWA Title VI Local Agency Requirements for Title VI: https://dot.ca.gov/programs/local-
assistance/local-civil-compliance/title-vi/requirements
Task 1. Project Management
a. Attend a project (kick-off) meeting with City staff after the award of
contract
b. Develop workplan detailing delivery and timeline for deliverables
c. Maintain continuous awareness of the status of each task as it proceeds and
make provisions to expedite and resolve any difficulties that may impede
progress
Deliverables:
Project schedule and plan.
Checklist of federal and Caltrans compliance requirements.
Task 2. Title VI Implementation Plan
a. The Consultant shall prepare the Title VI Implementation Plan that
complies with FHWA and Caltrans Title VI requirements. The Title VI
Implementation Plan should include but not be limited to:
* Statement of policy and authority
* City services and programs covered
* Organization, staffing, and structure
* Monitoring and reporting procedures
* USDOT Title IV assurances
* Program review procedures
Deliverables:
Preliminary and finalized version of the Title VI Implementation Plan
Task 3. Title VI Coordinator Framework
a. Support the City to establish the Title VI Coordinator role, defining the
role's responsibilities and authority consistent with FHWA requirements
b. Prepare public facing information for the coordinator's contact details
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