REQUEST FOR PROPOSALS (RFP) FOR ON-CALL LAND SURVEYING SERVICES

REQUEST FOR PROPOSALS (RFP)
FOR
ON-CALL LAND SURVEYING SERVICES
RFP NO. 2026-PW-1
City of Auburn
Public Works Department
1225 Lincoln Way, Room 3
Auburn, CA 95603
(530) 823-4211 | auburn.ca.gov
Approved for Advertising:
__________________________________
Mengil A. Deane (Mar 16, 2026 08:22:10 PDT)
Mengil A. Deane
Public Works Director
KEY RFP DATES (Subject to Change):
Issue Date: March 16, 2026
Deadline for Questions: April 6, 2026
Proposal Due Date: April 20, 2026
PROPOSALS MUST BE SUBMITTED ON THE SPECIFIED DATE AND TIME. THE CITY WILL NOT CONSIDER PROPOSALS
RECEIVED AFTER THE DUE DATE. AN AMENDMENT IS CONSIDERED A NEW PROPOSAL AND WILL NOT BE ACCEPTED
AFTER THE SPECIFIED DATE AND TIME.
1 | Page

TABLE OF CONTENTS
Page
I. Introduction 3
II. Purpose and Background 3
III. Project Posting and Scheduling 4
IV. Scope of Services 4
V. Assignment of Work 5
VI. Responsibility of City 5
VII. Submission Requirements 5
VIII. Evaluation Criteria 7
IX. Selection Process 8
X. Submission Deadline 8
XI. Request for Additional Information 9
XII. Payment to Consultant 9
XIII. General Conditions 9
XIV. Closing Items 10
EXHIBITS
A - PROPOSAL ACKNOWLEDGEMENT FORM 11
B - SAMPLE PROFESSIONAL SERVICES AGREEMENT 12
2 | Page

I. INTRODUCTION
The City of Auburn, California (the "City", "Auburn"), is located in the Sierra Foothills of Placer
County, California between the cities of Truckee (to the northeast) and Sacramento (to the
southwest). Auburn played a pivotal roll in the Gold Rush history of California and prides
itself on its closeness to nature, small town feel, traditions, and history.
The City was incorporated in 1888 and is the county seat of Placer County. It is a General Law
City that operates under a Council-Manager form of government. The City of Auburn is
committed to delivering reliable, high-quality services that enhance the quality of life for our
residents, businesses, and visitors.
The population of the City of Auburn in 2025 was 13,286 (CA Department of Finance). Auburn
is a full-service city and encompasses an area of about 7.5 square miles.
II. PURPOSE AND BACKGROUND
The City of Auburn ("City") is requesting proposals from qualified and experienced
consultants to provide On-Call Land Surveying Services. Qualified entities are invited to
submit written proposals for consideration in accordance with this request.
The successful Consultant will be required to enter into an agreement (EXHIBIT B) with the
City, which will include the requirements of this RFP, as well as other requirements to be
specified at a later date. The duration of the agreement will be for two (2) years (July 1, 2026
- June 30, 2028) with the option to extend upon mutual agreement for an amount not to
exceed $100,000.00. By submitting a proposal, the Consultant agrees to all terms of this RFP.
Payment for the on-call agreements shall be handled through task orders and will be
financed through project specific sources. Note, there is no expectation or guarantee of a
total contract amount.
The contract will be regulated according to the provisions of all federal, state and local laws
and ordinances that are applicable. This includes compliance with prevailing wage rates and
their payment in accordance with California Labor Code, Section 1774. All Service Providers
and sub-consultant(s) shall pay all workers not less than the general prevailing rate of per
diem wages and the general prevailing rate for holiday and overtime work as determined by
the Director of the Department of Industrial Relations, State of California, for the type of work
performed and the locality in which the work is to be performed, pursuant to Sections 1770
et seq. of the California Labor Code. Prevailing wage rates are available on the Internet at: .
All Service Providers and subconsultant(s) shall comply with the registration and
qualification requirements pursuant to Sections 1725.5 and 1771.1 of the California Labor
Code.
3 | Page

III. PROJECT POSTING AND SCHEDULING
This RFP is posted at the City of Auburn website: https://www.auburn.ca.gov/Bids.aspx as
well as the Public Purchase bidding and advertising platform:
https://www.publicpurchase.com/gems/buyer/public/home?syndicatedOrgId=21703&regi
on=CA. Consultants wishing to propose in response to this RFP must obtain all related
documents from the above web pages.
The City will therefore post any addendum to the RFP on the above mentioned web pages.
All consultants shall refer to the website to verify all addendums that have been issued and
that they have acknowledged all such addendums in their proposal.
PROPOSED SCHEDULE OF EVENTS
EVENT DATE
Issue Request for Proposal March 16, 2026
Last Day for Request(s) for Clarification
April 6, 2026 (3:00 pm PST)
Must be submitted through the Public Purchase website
Proposals Due April 20, 2026 (3:00 pm PST)
Consultant Selection May 2026
City Awards Contract through City Council Approval May 2026 - June 2026
IV. SCOPE OF SERVICES
Consultant will provide the necessary on-call, land surveying services to the City in
accordance with all provisions within this RFP. These services will be on an on call, basis and
the consultant will act as an extension of sta(cid:431). The consultant shall have sta(cid:431) qualified to
conduct all necessary survey work, as well as prepare written documents. Prevailing wages
shall apply to project services where applicable.
Project tasks shall include, but are not necessarily limited to, those items noted below. If
the consultant feels that additional tasks are warranted, they must be clearly identified
in the consultant's proposal.
Review maps, plats, legal descriptions and other land surveying documents prepared
by City and/or third party. Some documents may require endorsement as the
authority of contracted, licensed surveyor of the City.
Review maps, plats, legal descriptions and other land surveying documents
submitted to the City for review. All activities will be performed under the responsible
charge of the Public Works Director.
4 | Page

Prepare maps, plats, legal descriptions and other land surveying documents for the
benefit of the City. Some activities may be performed under the responsible charge
of the Public Works Director.
Conduct various field surveying activities as needed for the benefit of the City. Some
activities may be performed under the responsible charge of the Public Works
Director.
Research and due diligence investigations as needed for the benefit of the City. Some
activities may be performed under the responsible charge of the Public Works
Director.
V. ASSIGNMENT OF WORK
The City will assign task orders as services are needed to the Consultant as it deems
necessary and appropriate. All work shall be performed under the direction of an
appropriate licensed professional land surveyor registered with the State of California. No
subcontractors shall be utilized without prior authorization by the City.
Time frames for the consultant to complete tasks shall be negotiated on a task-by-task
basis. Any delays in the submitted schedule of work must be pre-authorized by City sta(cid:431).
VI. RESPONSIBILITIES OF THE CITY
The City will provide management oversight and conduct administrative duties for each task
order granted. The City will pay invoices from the consultant for services rendered within 30
days after receipt of the invoice.
VII. SUBMISSION REQUIREMENTS
Proposals and all other information and documents submitted in response to this RFP are
subject to the California Public Records Act, which generally mandates the disclosure of
documents in the possession of the City upon the request of any person, unless the content
of the document falls within a specific exemption category.
One (1) hardcopy and one (1) PDF on USB of the Proposal must be submitted containing
the following elements:
* Proposers must submit three (3) bound copies of their proposal to the City for review.
* 8-1/2" x 11" sheet sizes should be used for the text, with 11" x 17" sheet sizes for any fold-
out drawings.
5 | Page

* The proposal shall be limited to twenty-five (25) double-sided pages. Resumes for
proposed personnel, tabs, and cover/back pages will not be counted towards the page limit.
* Proposals should be as concise as possible and specific to this project.
LETTER OF TRANSMITTAL
A Letter of Transmittal shall be addressed to Mengil A. Deane, Public Works Director. At a
minimum, the proposal must contain the following information:
Identification of the proposing Consultant that shall include the legal name of the
company, corporate address, telephone number, and email address of the contact
person identified during the period of proposal evaluation.
A statement representing that the Consultant has thoroughly examined and become
familiar with the work required in this RFP and is capable of performing quality work
to achieve the objectives of the City.
Acknowledgement of receipt of all addenda, if any.
Signature of the o(cid:431)icial authorized to bind Consultant to the terms of the proposal.
Signed statement attesting that all information submitted with the proposal is true
and correct.
WRITTEN PROPOSAL
The Proposal shall consist of the following:
1. Letter of Transmittal: Letter must contain required information stated above.
2. Firm's Structure and History: This must include the firm's experience managing
projects similar in magnitude and scope, key personnel and structure (organization
chart), credentials, background, and ownership of the firm.
3. Key Personnel: Qualifications of personnel with resumes and a breakdown of
responsibilities must be included. The firm's Project Manager, who will be
responsible for planning, coordinated, and conducting the majority of the work for
the City, must be identified and committed to the project. The City must be made
aware of any changes to key personnel committed to working on City assigned tasks
after award of contract.
6 | Page

4. A narrative briefly describing the proposed approach using general descriptions for
the activities.
5. A client reference list from previous City / Government Agency projects of similar
scope and magnitude. List should include key personnel-contacts and their position
with the agency.
6. A Fee Schedule of the Consultant's Hourly / Standard Rates (inclusive of
reimbursement costs for mileage, printing, telephone, photographs, postage, and
delivery)
7. Evidence of compliance with City insurance requirements (Certificate of Insurance)
8. Proposal Acknowledgement Form. Contractor shall complete and submit EXHIBIT A,
"Proposal Acknowledgement Form." Failure to submit this signed form will result in
the disqualification of the Consultant's proposal.
VIII. EVALUATION CRITERIA
Submitted proposals will be evaluated based on the following factors, but may not be limited
to just these factors:
Criteria Approximate Weight
Sta(cid:431)ing Capabilities & Technical Competence
Candidates shall have knowledge of the principles and practices of
land surveying services. Available resources to perform the requested 30%
services, as well as an understanding of the practices, applicable laws
and state permits; codes and standards applicable to public works.
Approach to Work
Methodology to be implemented to address and coordinate the 35%
various elements within the program.
Past Performance Record
Experience in completion of services of similar complexity and scale
15%
for other agencies within Northern California is desirable. E(cid:431)iciency
and timeliness in completion of program requirements.
Cost
Reasonableness of the firm's fixed price and or hourly rates, and
20%
competitiveness of quoted firm-fixed prices with other proposals
received
7 | Page

IX. SELECTION PROCESS
The City reserves the right to require in-person interviews with Contractors, if deemed
necessary, after the evaluation of the written proposals.
Each submittal will be revied to determine if it meets the submission requirements
contained within this RFP. Failure to meet the requirements of the RFP will be cause for
rejection of the submitted proposal. The City reserves the right to reject any proposal if it is
conditional, incomplete, or contains irregularities.
Prior to the start of work, the selected consultant will be required to execute an Agreement
for Services with the City. The consulting firm must review the attached sample consulting
agreement and minimum insurance amounts. No modification requests to material terms of
agreement will be made.
Prior to submittal for City Council approval, of the agreement with the City, the successful
firm must provide evidence of insurance coverage as noted in the insurance requirements
exhibit. The successful firm will be required to maintain the required coverages, at its sole
cost and expense, throughout the entire term and any subsequent modification terms of the
contract.
The City intends to select ONE (1) consultant for this contract.
X. SUBMISSION DEADLINE
To be considered, the Consultant must submit in a sealed envelope, one (1) hardcopy and
one (1) PDF copy on USB of the Proposal to the following by 3:00 PM PST on April 20, 2026:
City of Auburn - Department of Public Works
1225 Lincoln Way, Room 3
Auburn, CA 95603
Attention: Mengil A. Deane
The proposal outer envelope shall be labeled:
"PROPOSAL FOR ON-CALL LAND SURVEYING SERVICES"
The proposal must be received at the o(cid:431)ice listed above no later than the date and time
outlined within this RFP.
The City reserves the right to retain all proposals submitted, and to use any idea in a
proposal, regardless of whether the proposal was selected. Submission of a proposal
indicates acceptance by the firm of the conditions contained in the RFP, unless clearly and
specifically noted in the proposal submitted and confirmed in the contract between the City
and the selected firm.
8 | Page

XI. REQUEST FOR ADDITIONAL INFORMATION
All questions and/or inquiries regarding this RFP shall be directed to:
Natalie Boone, Administrative Analyst
Email: nboone@auburn.ca.gov
All questions and/or inquiries shall be submitted by 3:00 pm PST on April 6, 2026.
Consultants are responsible to verify receipt of any addenda issued. Confirmation of receipt
of all addenda is part of the Proposal Acknowledgement Form (EXHIBIT A).
XII. PAYMENT TO CONSULTANT
Compensation for the on-call services agreements shall be handled through task orders and
will be financed through project specific sources.
The Consultant shall provide a "Payment Schedule" indicating the fee for individual tasks
and hourly rates for applicable personnel. The City will pay the Consultant for work
completed as identified in the Payment Schedule.
Tasks shall include, but not be limited to, all Professional Consultant Services necessary to
complete the work covered by this Proposal.
Progress payments shall be based on tasks performed as identified in the Payment
Schedule. Monthly invoices will specifically identify job title, person-hours, and costs
incurred by each task. Sub-categorization of task is permitted to better define the task for
payment.
All tasks including labor and reimbursable costs such as mileage, printing, telephone,
photographs, postage, and delivery shall be supporting documentation presented at the
time payment is requested.
The City will pay the Consultant for all acceptable services rendered in accordance with the
Agreement and Task Order Request.
Payment will be based on hourly rate for work completed associated with each applicable
task as identified.
XIII. GENERAL CONDITIONS
The City shall not, in any event, be liable for any pre-contractual expenses incurred by the
Contractor. Services shall not commence until the Agreement for Professional Contractor
Services has been executed by the City.
9 | Page

The Contractor is responsible for notifying Underground Service Alert and providing proper
tra(cid:431)ic control, at no additional expense to the City.
The City reserves the right to withdraw this RFP at any time without prior notice. Further, the
City makes no representations that any Agreement will be awarded to any Consultant
responding to this RFP. The City expressly reserves the right to postpone reviewing the
proposals for its own convenience and to reject any and all proposals responding to this RFP
without indicating any reasons for such rejection(s).
XIV. CLOSING ITEMS
All requests for information are to be submitted no later than 3:00pm on April 6, 2026.
Any modifications to this solicitation will be issued by the City as a written addendum and
posted on the Coty of Auburn website: https://www.auburn.ca.gov/Bids.aspx as well as the
Public Purchase bidding and advertising platform:
https://www.publicpurchase.com/gems/buyer/public/home?syndicatedOrgId=21703&regi
on=CA.
The City will not consider proposals received after the specified date and time. Any contract
resulting from this RFP will be financed with funds available to the City through project
specific sources.
The City reserves the right to cancel, in part or in its entirety, this solicitation should this be
in the best interest of the City.
10 | Page