Request for Proposals No. 2026-200 On Call Engineering, Plan Check, Surveying, Inspection Services, Geotechnical, Landscape and Architectural Design Services

CITY OF CALEXICO
REQUEST FOR PROPOSALS NO. 2026-200
FOR
ON CALL ENGINEERING, PLAN CHECK,
SURVEYING, INSPECTION SERVICES,
GEOTECHNICAL, LANDSCAPE AND
ARCHITECTURAL DESIGN SERVICES
Public Works Department
608 Heber Avenue
Calexico, CA 92231
760/768-2160
www.calexico.ca.gov
March 30, 2026

CITY OF CALEXICO
PUBLIC WORKS DEPARTMENT
Table of Contents
I. Background 3
II. Project Description 3
III. Scope of Work 4
A. Design Engineering, Plan Check, Surveying, Inspection Services, 4
Geotechnical, Landscape, and Architectural Design Services 4
B. Construction Management Services Include But Are Not Limited To: 5
1. Planning, Design, & Pre-Construction Phase 5
2. Construction & Delivery Phase 6
C. Map Check and Lot Line Adjustment Services 7
D. Work Flow Methodology for Plan Checking Services 8
E. Task Sequencing for Scope 8
IV. Requirements 9
V. Proposal Content and Information 9
VI. Selection Criteria 11
VII. Selection Process 11
VIII. Responsibilities of the City of Calexico 12
IX. Requested Submittal 12
X. Sealed Fee Schedule 13
XI. Staffing Minimum Requirements 13
Appendix A - Proposal Evaluation Form 14
Appendix B - Agreement for Profession Services 15
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CITY OF CALEXICO
REQUEST FOR PROPOSALS
ON CALL ENGINEERING, PLAN CHECK, SURVEYING, INSPECTION SERVICES,
GEOTECHNICAL, LANDSCAPE AND ARCHITECTURAL DESIGN SERVICES
I. Background
The City of Calexico Public Works is requesting proposals from qualified engineering
professionals to provide on-call engineering, plan check, surveying, inspection, geotechnical,
landscape and architectural design services. These services will be on an intermittent basis. The
successful bidder must review plans for conformance with conditions of approval along with
local and other applicable (City, County, State and Federal) ordinances and standards.
The purpose of the Request for Proposal ("RFP") is to provide the Public Works with the ability
to obtain assistance quickly during peak workload periods, staffing absences and when
expedited/fast track support is needed to satisfy City of Calexico customers. An important
objective is to maintain a level of high-quality engineering, plan check, surveying, inspection
services, geotechnical, landscape and architectural design services and workflow methodology in
the most cost-effective manner possible.
Qualified entities are invited to submit written proposals for consideration in accordance with
this request. These services will be conducted under a contract with the City of Calexico,
hereinafter referred to as "the City." The engineering consultant entity is hereinafter referred to
as "the Consultant."
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 the California Labor Code.
II. Project Description
The Consultant shall provide all necessary on-call engineering, plan check, surveying, inspection
services, geotechnical, landscape and architectural design to the City. It is the intention of the
City to select and contract with more than one (1) consultant for these services. The selected
firm(s) will provide on-call engineering, plan check, surveying, inspection services,
geotechnical, landscape and architectural design services that include but are not limited to those
listed in Section III, "Scope of Work." The City will assign work to any of the firms as is deemed
necessary and appropriate by the City. All work shall be performed under the direction of a
licensed architect, registered engineer or registered land surveyor with the State of California.
No subcontractors shall be utilized without prior authorization by City. Duration of contract shall
be three (3) years from Council approval of contract with the option by both City and Consultant,
by mutual agreement, to extend for up to one (1) two (2) year extension.
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PROPOSED SCHEDULE OF EVENTS
Issue Request for Proposal March 30, 2026
Proposal Deadline April 21, 2026 at 2:00 p.m.
Consultant Interview/Selection Week of April 27, 2026
Award Contracts May 06, 2026
Kick-Off Meeting TBD
III. Scope of Work
This scope of work is to provide on-call engineering, plan check, surveying, inspection,
geotechnical, landscape, and architectural design services to the City of Calexico Public Works
Department in accordance with all provisions within this RFP. These services will be on an
intermittent basis. The general scope of work includes but is not limited to engineering review
and plan check for correctness of plans, design calculations and technical specifications related
to materials for proposed improvements, development of correction lists, technical review and
compliance of lot line adjustments, lot mergers, tentative maps and final maps, and transmittal of
correction lists to the City.
The scope also provides for preparation of various plans, surveys, specifications, estimates and
studies/reports for a wide variety of federally-funded and/or locally-funded projects including
road and bridge transportation projects, grading and drainage improvement projects,
underground water, sewer and/or storm drain utility projects, water and sewer plant projects.
The scope shall also provide for other as-needed professional architect or engineering design and
inspection services to assist the City.
The Construction Manager, from the inception of the project, is there to provide a cohesive
planning delivery effort and to act on the owner's behalf. The construction management scope of
services is divided into two main categories: (1) the planning, design and pre-construction phase
and (2) the construction and delivery phase.
Meetings with the client may or may not be required at the option of the City and will be
determined on a case-by-case basis. Prior to approval of the submitted plans, the consultant firm
will certify in writing that the design is in substantial compliance with applicable local, State and
Federal requirements. Ultimate responsibility for errors/omissions of plans and specifications
will continue to rest with the originating design firm in accordance with local, State and Federal
law. The selected firm(s) may assist the City with various engineering assignments including but
not limited to:
A. Design Engineering, Plan Check, Surveying, Inspection Services, Geotechnical,
Landscape and Architectural Design Services
* Provide geotechnical engineering services and survey services necessary for the required
scope of work.
* Review and/or preparation of landscape architectural plans, specifications and cost
estimates including landscaping and irrigation plans, site furnishings and layout plans.
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* Review for completeness of developer application and submittals.
* Review and/or preparation of grading improvement plans (mass, rough and precise).
* Preparation of Phase I and II site investigation and soils reports, including field
exploration, drill test borings, sample soils, compacting testing, and laboratory tests.
Laboratory shall be Caltrans and/or AASHTO certified.
* Review and/or preparation of storm drain improvement plans.
* Review and/or preparation of hydrology and hydraulic reports to ensure conformance
with storm drain plans.
* Review of Federal and State-mandated reports required under the NPDES and AQMD
guidelines.
* Review and/or preparation of traffic plan (signing and striping plans, traffic detour and
traffic staging plans, as well as signals).
* Review and/or preparation of traffic studies/reports to ensure conformance with traffic
plans.
* Review and/or preparation of street improvement plans.
* Review and/or preparation of domestic or raw water improvement plans.
* Review and/or preparation of water improvement design studies to be in conformance
with water improvement plans.
* Review and/or preparation of sewer improvement plans.
* Review and/or preparation of water and sewer pressure and capacity calculations and
reports.
* Review and/or preparation of water treatment plant improvements.
* Review and/or preparation of wastewater treatment plant improvements.
* Review and/or preparation of tract and parcel maps.
* Review and/or preparation of supporting documentation for tract and parcel maps.
* Review and/or preparation of lot line adjustment.
* Review and/or preparation of lot mergers.
* Review and/or preparation of structure calculations.
* Review and/or preparation of engineering quantity estimates and costs.
* Review of engineer's cost estimate for related items of work for bonding purposes.
* Review plans for consistency with other planned improvements.
* Field and construction inspection services.
* Land surveying and map/easement or legal description preparation.
* Preparation of fair share reimbursements and calculations for future development.
* Development of engineering design standards and guidelines to help with the plan
checking process.
* Architectural design and remodeling and landscape design.
B. Construction Management Services Include But Are Not Limited To:
1. Planning, Design & Pre-Construction Phase
* Assist the architect/engineer in defining the owner's needs and setting the project criteria.
* Providing a value/cost analysis to both the owner and architect/engineer.
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* Advising the owner of construction methods, materials and structural components as the
project plan matures.
* Budgeting and cost estimating and preparation of preliminary construction schedules.
* Bid packaging and coordination with the architect/engineer.
* Identification of long lead time construction items.
* Quality control and constructability reviews of a project's plans and specifications.
* Bid assessment and qualifying.
* Help determine awarding of contracts.
* Contract review and execution.
2. Construction & Delivery Phase
* Providing on-site construction administration, supervision and coordination.
* Providing various inspections and construction quality control as required for the given
public works project.
* Scheduling and conducting all job site and construction meetings.
* Developing and maintaining construction schedules.
* Maintaining cost accounting and cost control records.
* Reviewing with the owner and architect/engineer the monthly status reports, including
these areas:
Cost vs. budget.
o
Construction progress vs. schedule.
o
Change order summary.
o
Quality of workmanship review.
o
* Processing change orders initiated by the owner.
* Preparing punch lists in advance of completion and establishing management systems for
correction of any deficient work by the appropriate contractor.
* Arranging for inspections by the appropriate governing authorities.
* Coordination with all stakeholders involved with a construction project including but not
limited to contractors, Caltrans, Imperial Irrigation District, County of Imperial, the Air
Pollution Control Board, City of Calexico, Southern California Gas Company, Time
Warner Cable, AT&T, State Department of Fish and Game and any other various public
or private entities.
* Monitoring adherence to safety programs & coordinating all safety requirements.
* Coordinating all general condition items including temporary facilities.
* Assisting the owner/architect/engineer with selection of the surveyor, testing labs and
specialty inspection consultants and coordinating work associated with said personnel
and/or firms.
* Obtaining for the owner all building equipment, operating manuals and warranty
information, and coordinating startup of the building systems with operational personnel.
* Obtaining for the owner as-built drawings for the architect/engineer and contractors.
* Finalizing accounting on construction contracts, recommending retainage release,
and obtaining final lien waivers and processing of Notice of Completion.
* Coordinating contractor warranty work as required during the warranty period.
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* Assisting the owner in occupancy, equipment startup and systems operations through the
appropriate suppliers and trades.
C. Map Check and Lot Line Adjustment Services
Tract and parcel maps are to be reviewed under the supervision of a licensed land surveyor in
the State of California for the procedure of survey review, mathematical closure, and
compliance with the Subdivision Map Act, the Land Surveyor's Act, the approved
tentative map, the approved conditions of approval and a current title report.
* The reviews include, but are not limited to:
The review of survey documentation.
o
Lot and boundary closure calculations.
o
Dedications and easement provisions.
o
Legal descriptions and completeness and accuracy of data notation.
o
Tentative Maps.
o
Final Maps.
o
* Some of the specific items that are reviewed or checked are as follows:
Title sheet information.
o
Current legal descriptions.
o
Correct assessor's parcel being subdivided per the title report.
o
Closure of subdivision boundary and individual lots.
o
Verify lot areas.
o
Check for correct mathematics.
o
Proper delineation and identification of record data.
o
All appropriate data in the title report is shown on the map.
o
Proper reference to adjacent recorded maps is shown.
o
Proper references and ties to found/set monuments are shown.
o
Calculated, recorded and measured distances agree, or variances are noted on the
o
map.
Boundary tied to California Coordinate System, where required.
o
Verify ownership shown on the map against the title report.
o
In addition to reviewing tract and parcel maps, the Consultant may be requested to review lot
line adjustment documents and prepare legal descriptions and plats for the City for easements or
rights-of-way.
Federal Acquisition Regulations in Title 48, CFR 31 are the governing factors regarding
allowable elements of costs for all Federally-funded projects that the Consultant is tasked to
provide.
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The period of time that the Consultant's records shall be retained for inspection by the State,
FHWA, or their duly authorized representative must be at least three (3) years after final
payment to the Consultant for all Federally-funded projects.
All tracings, plans, specifications and maps prepared or obtained under the terms of the contract
with the City shall be delivered to and become the property of the City and basic survey notes
and sketches, charts, computations and other data prepared or obtained under the contract, if not
required to be provided, shall be made available, upon request, to the City without restriction or l
imitation on their use.
D. Work Flow Methodology for Plan Checking Services
* Review for completeness of submittals.
* Document submittal deficiencies and advise the City as necessary.
* Plan checker and engineer will conduct a site review concurrently with the initial plan
check to ensure that the design appropriately reflects existing conditions.
* The Consultant is to check for conformance to the following:
General plan, including water, sewer and storm drain master plans.
o
City ordinances and specific plans Subdivision Map Act
o
Conditions of approval.
o
Development services standards per the City's ordinance.
o
Other agency requirements such as Imperial Irrigation District, County of
o
Imperial, and Department of Transportation (Caltrans) Standards
* Check general mathematics and design criteria and standards of design practice.
* The Consultant is to call for redesign of any portion of plans that:
Will be potentially unsafe to the public.
o
Will not function due to poor engineering.
o
Are inconsistent with the conditions of approval or other local or applicable
o
(local, State, Federal) ordinance or standards.
Are impractical to construct.
o
Do not meet the minimum acceptable design standards of engineering practice.
o
* Identify any additional reference materials required of the applicant for a thorough design
or plan check such as related offsite improvement plans, studies or reports.
E. Task Sequencing for Scope
TASK 1 - Review Existing Documentation, Kick-Off Meeting.
* Review existing policies, procedures, guidelines and documents from City.
* Participate in a field review meeting with the City.
* Participate in a kick off meeting with the City and review project goals, scope and
workflow methodology. Introduce key staff. Review responsibilities of both the
Consultant and the City.
TASK 2 - Initiate and Prepare Design Plans or Plan Checks.
* Review and coordinate design plans or plan checks as needed.
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* Prepare design plans or plan check responses to the City for review and dissemination to
clients.
TASK 3 - Prepare Plans, Specifications, Estimates, Engineering Reports & other
Services.
* Provide professional civil engineering design services on-call, as needed, and as
requesting in writing by the City.
TASK 4 - Billing and Invoicing.
* Submit invoices monthly with detailed accounting of staff hours attributed to specific
design plans and plan checks. Include accounting of specific project billings or the City
billings to client.
IV. Requirements
Each firm shall meet the following requirements:
* The firm must have project managers with a minimum of five (5) years of experience
providing improvement design, plan and map checking services to municipalities of
similar size and complexity with individual engineers having a minimum of three (3)
years of relevant experience. Specifically, experience should include, but not be limited
to, parcel, tract and final map checking, traverse calculations, engineering improvement
plans and studies of all types including but not limited to drainage studies, storm drain,
sewer and roadway improvement plans, grading plans, erosion control, National
Pollution Discharge Elimination System compliance, Imperial County Air Pollution
Control District compliance, easement and right-of- way documents, lot line adjustments,
certificates of compliance, title reports, soils reports, hydrologic studies, construction cost
estimates, familiarity with designing projects for and obtaining permits from Caltrans,
County of Imperial, Imperial Irrigation District, and other associated local and state
utility companies as required, etc.
* The ability to provide surveying of all types and perform inspection of developer off-site
improvements and inspection on the City's construction contracts.
* Key representatives from the firm must attend monthly meetings (more frequently if
required) with the City's staff to evaluate performance of their services.
* A maximum review time for initial plan checks of fourteen (14) calendar days inclusive
of transit time from and to the City's office, located at 608 Heber Avenue, Calexico, CA
92231. Each subsequent plan check, if necessary, shall not require more than eight (8)
calendar days, inclusive of transit time.
* The firm shall not provide consulting services to private sector or public sector clients
doing business within or proposing to do business within the City and simultaneously
provide plan checking services to the City for client's projects, nor engage in activities
that could be construed as a conflict of interest with this proposed contract.
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V. Proposal Content and Information
Proposal should be typed, organized and concise yet comprehensive.
* Cover Letter
Name, address and phone number of the person to be designated as the primary
o
contact and the names of the key staff who shall be responsible for plan/map
checking.
Any qualifying statements or comments regarding the Consultant's proposal or the
o
information provided in the RFP. State the interpretation of the work to be
performed. State a positive commitment to perform the work in the manner, time
frame and a basic summary and understanding of the project.
If any subcontractors are utilized, the lead consultant must submit a description of
o
the firm, the portion of work to be done and cost of each subcontractor.
The Consultant is representing itself as a qualified professional in plan checking
o
and engineering services for government municipalities. Therefore, it is
acceptable to submit recommendations and comments for consideration on
format, process, schedule and additional content of this project. The City will
consider comments and recommendations, however is not required to select any
of the recommendations or comments.
* Include a table of contents with identification of material by section and page number
* Statement of Qualifications and Experience
State whether the firm is local, regional, national or international
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Identify the owner(s) of the firm and legal status (sole proprietor, corporation,
o
etc.)
Give the location of the office from which work is anticipated to be done and the
o
number of employees of the company.
Identify the qualifications and resumes of all individuals who will be associated
o
with this service. Include professional registrations and affiliations.
Summarize specific experience and qualifications for similar projects. Describe
o
the services you performed such as studies, reports, etc. List at least three (3)
references with telephone numbers, a listing of proposed project personnel,
including personal experiences and resumes for prime and sub-consultants.
Include a description of the professional capability, project experience, education,
training and present office location. Provide specific examples of appropriate
experience that qualify them for their responsibilities, including licensing as a
professional engineer/land surveyor in the State of California.
Provide a list of specific examples of appropriate experience, including the size
o
and scope of work completed and any relevant past or on-going work. Include the
names, addresses and telephone numbers for your past and current clients who
have contracted with your firm for similar services during the last five (5) years.
Provide a summary of litigation history for the firm for the last fifteen (15) years.
o
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