Request for Proposals for Construction Management and Inspection Services - Project No. 2017-09

CITY OF ROHNERT PARK
PUBLIC WORKS
REQUEST FOR PROPOSALS
FOR
WET WELL LINING PUMP STATION 2 PROJECT
CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES
CIP PROJECT NUMBERS: 2017-09
City of Rohnert Park
Public Works
600 Enterprise Drive
Rohnert Park, CA 94928
(707) 588-3300
Distribution/Advertisement: April 6, 2026
Deadline for Requests for Information: April 20, 2026 by 4:00 PM
Deadline for Submittal of RFP: April 30, 2026 by 4:00 PM

The City of Rohnert Park invites your interest to the following opportunity:
WET WELL LINING PUMP STATION 2 PROJECT
CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES
PROJECT NO: 2017-09
I. GENERAL DESCRIPTION OF THE PROJECT & BACKGROUND
The project is located within the city's sewer pump station at 201 J. Rogers Lane, Rohnert Park,
CA. The work associated with the City's Wet Well Lining Pump Station 2 Project is generally
described as coating of existing pump station wet well and grinder chamber, replacement of pump
station ventilation equipment, installation of new ventilation monitoring system, installation of
new bypass piping, bypass pumping, and other appurtenances as necessary to complete the project.
The design engineer of the plans is Schaaf & Wheeler Consulting Civil Engineers. The project has
been posted for contractor bidding and the latest Plans and Specifications are available on the
City's website: https://www.rpcity.org/bids.aspx. The Plans and Specifications are also included
in Attachment A of this Request for Proposal.
The City is requesting proposals for the following consultant services:
Construction management and inspection services
Special inspection services as noted in the Attachment B - Approved City
Building Permit CB25-0032 Special Inspections Form.
Material testing services as necessary and applicable.
The Engineer's estimate for project construction is $910,000. The City would like all submitting
consultants to include 90 business days within the proposal for Construction Management and
Inspection Services.
The City's intent is to award the construction management and inspection consultant contract
concurrent with the construction contract being awarded to the construction Contractor. The
construction contract was publicly bid as of 4/3/26 and is anticipated to be awarded in June 2026.
II. SCHEDULE, LOCATION, CONTACT
The City sets the following schedule for proposal submittal:
Deadline for Requests for Information: April 20, 2026 by 4:00 PM
Deadline for submittal: April 30, 2026 by 4:00 PM
Award of Contract: Anticipated June 2026
Submit proposal digitally to: City of Rohnert Park
Public Works
600 Enterprise Drive
Rohnert Park, CA 94928
Attn: Julian De Anda, PE
City Engineer
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jdeanda@rpcity.org
707-588-3317
Questions regarding this RFP, please direct to: Julian De Anda, PE
jdeanda@rpcity.org
707-588-3317
III. ANTICIPATED SCOPE OF SERVICES
The City anticipates that the work will include the following general elements, but any missing
relevant scope shall be included by the Consultant as well:
1. The Consultant shall provide the City with:
o A Senior-level full-time on-site inspector with a minimum of 7 years of relevant
public works project experience for this type of construction work.
o A part time Construction Manager with education, training, experience and
applicable professional credentials. Assume 8-16 hours per week.
o Construction support team (Construction Management Team).
2. The Construction Management Team's responsibility and scope of work is to facilitate the
successful completion of the project during pre-construction, construction and post-
construction phases of the project, including the following:
Contract administration, construction management, field inspection to observe and
document daily construction activities, material testing and special inspection
services.
The construction manager will provide Resident Engineer services as required.
The Consultant shall provide typical standard template forms in the Appendix of
the Proposal proposed to be used during construction (RFIs, change orders, etc.).
Environmental Services:
No CEQA/environmental permitting services are required. The Consultant shall
monitor contractor compliance with BMPS and NPDES requirements.
Material testing and inspection services:
Consultant shall procure material testing and inspection services for quality assurance
per the Project plans and technical specifications. Consultant shall coordinate and
manage materials testing through a subconsultant, as required.
Special inspection responsibilities are limited to those identified in Attachment B,
excluding wet well coating inspections, which will be performed by the Design
Engineer.
Storm Water Pollution Prevention Plan (SWPPP) Consultant Services:
No SWPPP services are needed for this project.
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Pre-Construction Services:
Consultant to provide the following pre-construction services:
o Become familiar and perform a thorough review of final bid documents and
any permits for the project (PS&E) prior to start of construction.
o Conduct a kick-off internal meeting with City staff and relevant parties to
discuss the project prior to start of construction. The Consultant shall visit the
project site prior to kick-off meeting.
o Monitor contractor's record drawings throughout the project.
o Review the project drawings and conduct a job walk to verify the site
conditions. Determine the construction requirements, constraints, sequence
of operations, public notifications, methods of traffic control (if applicable),
and related project activities/events.
o Take photos and video of the existing site conditions.
o Prepare filing system as indicated below in Construction Phase Services,
item No. 3.
o Prepare and submit to the City a Construction Management Plan for the
project. The Plan will include the following:
Preparation of a project specific manual identifying procedures and
protocols to be used by the Construction Manager and project inspectors
throughout the project.
Identifying lines of communication between City, Contractor, and
Construction Management Team.
Contact list of key stakeholders, City staff, design engineering staff,
agencies, personnel, emergency contacts for Police, Fire and others, etc.
Sample of a daily log.
Shop drawing log to identify contractor submittals, status of approvals
and when they are returned to contractor.
Logging system to track contractor requests for information (RFI) and
status of responses.
Logging system to identify contract change order (CCO) requests and
status of approvals or negotiations.
Log of correspondence from and to contractor and City.
Construction Phase Services:
1. Schedule and chair the Pre-Construction Meeting. Consultant will prepare an agenda and
minutes of the meeting. Attention will be given to those items that may impact the schedule
and/or project funding.
2. Conduct weekly or bi-weekly progress meetings with the Contractor, the City Project
Manager, and other involved parties to discuss the progress of the project, review 3-week
look ahead schedule, discuss status of submittals, RFIs and other significant issues
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relating to the Project. Consultant to prepare notes from the meetings, follow up on the
issues raised at these meetings to expedite resolution and closure to issues and circulate
meeting minutes.
3. Submittals and RFIs Tracking: Maintain a computer-based correspondence, information,
and submittal tracking system to ensure that correspondence requiring responses,
requests, and submittals are answered in a timely manner, by tracking and facilitating
timely responses from the design engineer (targe: 5 business days). The contractor's
submittal schedule will list all significant submittals required by the specifications and
those that are critical to the project's success. The schedule will identify the expected
date that the item is due. The City will review the schedule to confirm that all submittals
are listed and that the planned dates allow sufficient time before the item is required on
the job site.
Consultant will identify those submittals that can be reviewed at the job site and those
that should be reviewed by the design engineer. The objective will be to proactively
forecast potential problems and develop solutions before impacts occur in the project
process.
4. Maintain Project Files (digital and hard copies): Maintain orderly project files
which will be provided to the City at the end of the project. These files shall include,
but not be limited to:
Notice to Proceed
Correspondence
Submittals
Reproductions of original contract documents, including addenda
Contract change orders and supporting-documentation
Clarifications for the contract documents (RFI)
Material delivery tickets and compliance certification
Weekly and monthly progress reports
Meeting minutes
Daily inspection reports
Progress photos
Lab and field test reports
Progress payments supporting documentation
Other project documentation
5. Inspection: Provide field observation during construction. Consultant will conduct
detailed daily site observations of the general progress of the work to determine if the
work is proceeding in accordance with the contract documents. The Inspector will:
Attend all meetings.
Coordinate sampling and testing of construction materials in accordance with bid
documents.
Record up-to-date construction changes to use in preparation of the record
drawings.
Report to City any violations to any applicable regulations or mitigation measures
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Maintain a copy of the contract documents and construction-related documents at
the site.
Coordinate all construction activities with the utility companies and other agencies
within the project area and as required by the City.
Photograph, log and pre-video prior, during and after construction.
6. Prepare construction inspection reports. The on-site observer will complete a daily report
of events that occur at the jobsite. Consultant will implement a format for these reports which
will include the following:
Contractor's working hours on the jobsite. A separate log will be maintained if
the contractor works two shifts or nights.
Contractor, subcontractor and Agency personnel and equipment on the jobsite.
Weather conditions and observations as to the effect on the progress of the work.
Decisions or directions given to the contractor. Items of this nature would be those of
usual work progress with directions to be included in a more formal manner.
Daily utilization of the contractor and subcontractor equipment on the site, and idle or
in temporary storage.
Observations connected with the progress of the work including deficiencies or
violations of contract requirements by the contractor.
Materials delivered to the job site, together with inspection results.
Observed or potential delays and apparent causes. The contractor's reaction to these
delays will be noted.
Data relative to claims, extras or deductions. This should include those noted and
agreed upon, as well as potential claims or items of disagreement.
List of visitors, including testing laboratory representatives or others.
7. Prepare and submit a weekly status report to the City consisting of, but not limited to,
the following documentation:
A narrative description of the progress of work and major tasks completed.
Schedule overview, with a 3 week look-ahead.
Weekly statement of working days remaining.
Contract change order summary.
One set of key progress photos for the time period.
Summary of construction progress for the prior reporting period.
Significant project issues including recommendations on any unsolved issues.
8. Review Contractor's schedule of values versus the payment application. Provide a
recommendation of the monthly progress payment applications submitted by the
contractor and provide recommendation to the City for payment. Construction Manager
to organize field meeting between inspector, Contractor, City to verify quantities.
Consultant will recommend that as a condition of approval, the contractor must be current
with as-built recording and scheduling efforts.
9. Review the contractor's initial and updated schedules for compliance with the contract
documents and verify that the schedules accurately represent the scope of work.
Consultant will verify that all work for interim milestones is included on the schedule.
Consultant will verify logic ties of activities, check the reasonability of task durations,
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review the critical path, and check for critical activities. Important scheduling elements,
such as partial shutdowns, street and lane closures, detours, public notifications, material
delivery, material storage, and contractor material hauling will be a part of the schedule
review process.
10. Contract Change Orders (CCO's) may be requested by the City, the Contractor, the
Construction Manager, or the design engineer. Upon receipt of a proposed change, the
Construction Manager will determine the necessity of the change, check for propriety,
consider other methods of accomplishing the work, method of compensation, effect on
contract time, estimate of cost, the Contractor's reaction to the proposed change, and the
probability of final approval. If the Construction Manager determines that a proposed
change is warranted, a proposed change order file will be established. Documents
prepared by the Construction Manger describing the work, will be transmitted to the
Contractor for pricing. Concurrently, independent estimate of cost and time impact will
be prepared by the City and Construction Manager. Upon receipt of the contractor's
quotation, the Construction Inspector or Construction Manager will review and compare
it to the independent estimate. Based on the review, the Construction Manager will either
recommend approval to the City, or recommend rejection. If negotiation is authorized,
the Construction Manager will conduct the negotiations with the Contractor.
For work approved by the City where a unit cost is not determined prior to performing the
work, the Inspector will collect time and material sheets at the end of each day and sign
off on them.
All documentation regarding CCOs will be maintained by the Consultant, including dates
of notification by Contractor, interim steps, recommendation by Construction Manager,
and final decision.
11. Assist the City to reach an agreement with the Contractor regarding disputes.
12. Coordinate and provide any certified technical inspections, field testing, or laboratory
testing required for the project.
13. Review and monitor the contractor's safety program. The inspector will observe and
report on-site safety requirements and will report to City on any observed deviations from
the plan.
14. Review and monitor all applicable traffic control and public safety plans for compliance
with all safety laws and regulations. Review all detour, lane closures, temporary access,
signing, delineation and traffic control plans. The Inspector will enforce traffic control
safety requirements in and around construction zones.
15. Review the Contractor's "Best Management Practices" plan prior to beginning of
construction. Monitor the Contractor's implementation to prevent storm water pollution
from related activities in compliance with the National Pollutant Discharge Elimination
System (NPDES).
16. The Construction Manager will maintain a copy of the drawings and permits on the site
with all the changes. Upon completion of construction, Consultant will conduct an As-
Built verification, and coordinate completion of As-Builts through the design engineer and
prepare and provide a copy of the As-Built drawings to the City. The As-Built shall be
typed and not handwritten. The As-Built shall be PDF and provided to the City with the
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final documents prior to final payment to the consultant.
17. Maintaining good, working relationships with the public and neighboring properties. The
Construction Manager will immediately report to the City any inconvenience to the
public and will try to remedy arising problems as soon as possible, subsequent to his
discussion with the City.
To assist with the public relations efforts for this contract, the Consultant will:
Ensure proper public notification (information about the project, door hangers,
no-parking signs, etc) and proper timing of notifications occur.
Maintain a log of all phone calls received
Listen to citizen's concerns and work to address them
Work with the Contractor for prompt resolution of issues
Communicate with emergency services about any events that may raise
emergency calls from the public
Provide project-related information to the City to post on the City's website
Post Construction Services
1. At the completion of the project, Consultant will perform inspections of the work to
determine if any work is incomplete. Consultant will coordinate a walk through with the
City and Contractor (and permitting agencies, if required) and will prepare a punch list of
the incomplete work and provide to the Contractor. Consultant will perform subsequent
inspections to confirm that incomplete work has been completed satisfactorily and inform
the City when work is complete for one final inspection.
2. Consultant will obtain lien waivers, bonds, warranties, and other documents required by
the Contract Documents from the Contractor.
3. At the completion of the project, Consultant will turn over all documents (digitally)
including final redline As-Built drawings. Consultant will coordinate the completion of
final As-Built drawings through the design engineer. A final project report will be
prepared summarizing the project and performance of the contractor.
4. Consultant will ensure all necessary tests and inspections were performed and results
provided according to the Drawings and Specifications.
VI. Proposal Requirements
Consultants interested in providing these services should submit a digital PDF copy of a proposal
to Julian De Anda at jdeanda@rpcity.org. Please submit a fee for the project scope in a separate
email with pdf. Your proposal should include the following items:
1. Cover Letter: The cover letter is to be signed by an officer of the firm authorized to execute
an agreement with the City. This cover letter should include a summary of the projects
demonstrating your understanding of the project and City construction management and
quality control expectations of the consultant.
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2. Relevant Experience: Include a brief overview of qualifications of Consultant. Please include
a discussion of your relevant experience to similar projects of size, scope and budget
performed within the last 5 years.
3. Key Personnel: Identify your proposed team, including sub-consultants. Include resumes
along with their experience and qualifications.
4. Scope of Work: Provide a scope of work for each project, describing each proposed task and
deliverables for the services that can be used as an attachment in the Consultant Services
Contract.
5. Fees: In a separate email with PDF, provide a detailed fee proposal by task for the services
identified in the scope of services, including hourly rate for different tasks, vehicle usage rates,
equipment usage rates, etc. Please ensure pricing as submitted in proposal is valid for 120
days.
VII. Review Process
Consultant selection will be based upon the submitted proposal requirements. Evaluations will be
based on the consultant's experience, personnel, and proposal soundness. The evaluation scoring
matrix is included as Attachment C of the RFP.
City may request additional clarifying information from any or all consultants that submit a
proposal. Responses to this RFP will be evaluated and the top rated consultant(s) may be
interviewed. The lead members of the consulting team will be expected to attend any interviews
scheduled with the City.
The City will then negotiate a contract for Consultant Services with the consultant that is
determined the most qualified. If an acceptable cost cannot be negotiated with the top ranked
consultant, the City reserves the right to negotiate with the second ranked consultant (and so on)
until an agreement can be reached.
At the end of the Review Process, staff will notify all consultants and the selected consultant will
be awarded a contract with the City. Said contract will have the terms as indicated in the City
Master Consultant Services Agreement in Attachment D. The terms of the contract agreement
has specific insurance requirements, which is included as part of the RFP.
VIII. General Terms and Conditions
1. The City reserves the right to reject any and all proposals and to award any or all sections
of the work to one or multiple consultants.
2. The City will not be responsible for any costs incurred by respondents in the preparation
and submittal of a response to this RFP. City staff will make a recommendation to the City
Council, who will award the agreement based upon the Consultant Services Agreement.
3. The City reserves the right to modify the scope of the work for this project at any time.
4. Documents, drawings and findings (regardless of format) that are associated with this
project shall be the property of the City. All digital work shall be submitted to staff within
10 days of request.
5. The City will contract for this work using its Master Consultant Agreement with a project
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specific Task Order.
6. Consultants interested in providing these services should submit a Proposal digitally by the
deadline. Please submit a fee (in PDF format) for the project scope in a separate email.
IX. Attachments:
A. Final Project Plans and Specifications
B. City of Rohnert Park Building Permit (CB25-0032) Special Inspection Form
C. Evaluation Scoring Matrix
D. Consultant Services Agreement Template
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