RFP - CIP Contract Management & Administrative Services (April 2015)
Request for Proposals (RFP) to Provide
CIP Project Management and Administrative Support Services
The City of La Quinta is requesting proposals from qualified consultants to provide
construction management and administrative support services.
1. Professional Services – typical services to be provided include, but are
not limited to, the following:
a. Prepare and submit necessary documents, and coordinate with various
regional, county, state and federal funding agencies to acquire and
maintain funding approval.
b. Prepare and track project schedules.
c. Prepare correspondence, reports, and memoranda necessary to
administer various City capital improvement projects.
d. Assist with bidding procedures, prepare bid summary comparisons in a
table format, and make recommendations for City Council consideration
to award Public Works contracts for construction.
e. Prepare and conduct informal requests for proposal to construction
support sub-consultants, summarize proposals received and make
recommendations for award of Professional Services Agreements.
f. Monitor and report on project status, budget vs. actual expenditures, and
contract time vs. actual time.
g. Prepare staff reports for City Council consideration.
h. Prepare and/or manage the City’s Development Impact Fee Update.
i. Assist with issues associated with the Coachella Valley Transportation
Uniform Mitigation Fee (TUMF) Program.
j. Assist with the Measure A ½ Cent Sales Tax Capital Improvement Plan
and Maintenance of Effort requirements.
k. Provide design services for minor Capital Improvement Projects.
l. Other duties as assigned by the Public Works Director/City Engineer.
2. Proposal Format
Proposals (work proposal and cost proposal) are to be submitted in separate
envelopes clearly marked with the consultant’s name, address, phone number
and email address. Only one proposal per consultant will be considered.
Proposal packages are to be submitted to the City on/before 5:00 P.M. on
April 24, 2015. Proposals received after the stated deadline shall not be accepted.
Proposal packages are to be delivered to:
Ed Wimmer, Principal Engineer, Engineering Services Division
City of La Quinta Public Works Department
78-495 Calle Tampico, La Quinta, CA 92253
3. Selection Process
Work Programs will be reviewed by a Selection Committee. The Committee will
rank the consultants for contract negotiations based upon the materials
submitted within the Work Proposal. The Selection Committee may choose to
interview two or more closely ranked firms, but will not expect or schedule time
for elaborate presentations. Cost proposals will be opened only after the
ranking process is complete. Consultants are encouraged to keep their
proposals brief and relevant to the specific work required. The City will open
contract negotiations with the top ranked firm.
The successful consultant will be expected to enter into the attached
Professional Services Agreement (PSA) (Attachment 1). Any consultant with
issues or challenges pertaining to the City’s standard PSA must advise the City as
part of the consultant’s proposal. It shall be the responsibility of prospective
consultants to review all sections and exhibits of the PSA, including insurance
requirements (Exhibit E) and the “Special Requirements” contained within Exhibit
D. Otherwise, the City will assume that the consultant is able to enter into the
PSA and fulfill all terms and requirements set therein. Proposals shall include the
following items:
A. Work Proposal (envelope 1) – submit 3 copies
1. Cover Letter
(1) The name, address, phone number, and email address of
consultant’s contact person for the remainder of the selection process.
(2) Any qualifying statements or comments regarding the consultant’s
proposal, the information provided in the RFP, or the proposed PSA.
(3) Identification of sub-contractors and their responsibilities.
2. Statement of Qualifications
(1) A listing of proposed project personnel, including personal
experiences and individual resumes for prime consultants and sub-
contractors.
(2) Consultant’s and sub-contractor experience with similar work,
including names and current phone numbers of references for
existing and past clients.
3. Understanding and Approach
A description of consultant’s understanding of the scope of services and how
consultant will approach the work.
B. Cost Proposal (envelope 2) – submit 1 copy
The consultant is to submit a detailed cost proposal for all services and
materials anticipated in completing the services/work.
The consultant is to submit a detailed fee schedule for services using prevailing
wage rates.
CITY OF LA QUINTA
REQUEST FOR PROPOSALS (RFP)
COST PROPOSAL SHEET
The following is a summary of costs to provide the services outlined in the Request for
Proposal (RFP) for CIP Project Management and Administrative Support Services and
will be used as the basis for negotiating a Professional Services Agreement (PSA):
Item Description Cost
$
Prime Consultant:
Date Signed: