On-Call Traffic Control Plan Preparation RFP PD-0125

REQUEST FOR PROPOSAL (RFP)
for On-Call Traffic Control Plan
Preparation PD-0125
ADDENDA
Prospective bidders are responsible for reviewing any
published addenda regarding this bid at
ebmud.com/business-center
CONTACT
Amanda Lee, Associate Mechanical Engineer
(510) 287-1878
amanda.lee@ebmud.com
RESPONSE DUE
April 3, 2026
4:00 p.m. PST
SUBMIT ELECTRONICALLY TO*
Amanda Lee, EBMUD
amanda.lee@ebmud.com
*Hardcopy proposals will not be accepted
375 ELEVENTH STREET . OAKLAND . CA 94607-4240 . WWW.EBMUD.COM/BUSINESS-CENTER/

EAST BAY MUNICIPAL UTILITY DISTRICT
RFP for On-Call Traffic Control Plan Preparation PD-0125
TABLE OF CONTENTS
I. STATEMENT OF WORK
A. SCOPE
B. PROPOSER QUALIFICATIONS
C. SPECIFIC REQUIREMENTS
II. CALENDAR OF EVENTS
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS
A. RFP ACCEPTANCE AND AWARD
B. EVALUATION CRITERIA/SELECTION COMMITTEE
C. PRICING
D. NOTICE OF INTENT TO AWARD AND PROTESTS
E. WARRANTY
F. INVOICING
G. LIQUIDATED DAMAGES
IV. RFP RESPONSE SUBMITTAL INSTRUCTIONS AND INFORMATION
A. DISTRICT CONTACTS
B. SUBMITTAL OF RFP RESPONSE
C. RESPONSE FORMAT
ATTACHMENTS
EXHIBIT A - RFP RESPONSE PACKET
EXHIBIT B - INSURANCE REQUIREMENTS
EXHIBIT C - CONSULTING AND PROFESSIONAL SERVICES AGREEMENT
EXHIBIT D - IRAN CONTRACTING ACT CERTIFICATION
EXHIBIT E - INFORMATION TECHNOLOGY SECURITY INFORMATION TO BE EXCLUDED FROM
PUBLIC RECORDS ACT REQUESTS
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On-Call Traffic Control Plan Preparation PD-0125
I. STATEMENT OF WORK
A. SCOPE
It is the intent of these specifications, terms, and conditions to describe on-call traffic
control plan preparation required for the East Bay Municipal Utility District's (District)
project work in City, County, and California Department of Transportation (Caltrans)
streets and right-of-ways. These services are generally required by Cities, Counties, and
Caltrans throughout the District's service area and occur during the permit application
phase of the project. Traffic control plan preparation will be required on various street
types, including, but not limited to residential, collector, and arterial streets. Traffic
control plans may range from one sheet for a fire hydrant or a new service installation
to several sheets for a pipeline installation. Traffic control plans will require a signature
and stamp by a licensed civil engineer in the state of California. If mandated by the
permitting agency, traffic control plans will require a signature and stamp by a licensed
traffic engineer in the state of California.
The District intends to award a four-year contract (with two options to renew for one-
year terms) to the Proposer(s) who best meets the District's requirements.
Under this Proposal, the District reserves the right to award multiple contracts for these
services and add additional Proposers as needed or required. The District estimates the
amount of traffic control preparation and review services at approximately $200,000
per year for a total of $800,000. Actual quantity and frequency of requested services
may vary.
If selected and awarded a Board authorized contract, Proposers will be expected to
respond to requests for project specific-traffic control plans. Traffic control plan
turnaround times will range from 1 to 25 business days, based on urgency, complexity,
and length of project. Proposals shall include proposed cost (based on contract rates)
and schedule determined by the District. If the proposed schedule does not meet
District's needs, the District reserves the right to request proposals from other
Proposers. If schedule is acceptable, the District will issue a written authorization to
proceed.
B. PROPOSER QUALIFICATIONS
1. Proposer Minimum Qualifications
a. Proposer, Proposer's principal, or Proposer's staff shall have been
regularly engaged in the business of providing traffic control plans for
work in public streets for at least five years.
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On-Call Traffic Control Plan Preparation PD-0125
b. Proposer shall be a licensed Registered California Civil Engineer that
specializes in Traffic Engineering. If required by the permitting agency, the
Proposer shall have the ability to provide a Registered California Traffic
Engineer.
c. Proposer shall possess all permits, licenses, and professional credentials
necessary to perform services as specified under this RFP.
C. SPECIFIC REQUIREMENTS
The following scope of work is provided as a general guide. The Proposer may present
additional/alternative tasks and details based on their professional experience that will
best serve the project.
Task 1 - Preparation of Project Specific Traffic Control Plans. Prepare project specific
traffic control plans for various pipeline installation projects in accordance with the
current California Manual on Uniform Traffic Control Devices (CA MUTCD), Caltrans
standards, and local permitting agency standards. Revise traffic control plans based on
comments from permitting agency and District, and submit an email summary
explaining how comments were incorporated. At a minimum, the District will provide a
map, depicting the location of the water main, service, or hydrant. When available, the
District will provide electronic drawing files in AutoCAD to serve as the base to the
traffic control plans. Field visits and meeting with permitting agencies, if required, will
be billed on a time and material basis including travel expenses and reimbursable per
agreement.
Traffic control plans will include the following:
* For each pipeline design sheet, show how traffic will be routed around the work
limits.
* Indicate required signage, traffic control devices, and flagger locations. Conform to
most current CA MUTCD, Caltrans standards, and local permitting agency standards.
* Indicate where parking is eliminated and if detour is required, show detour route
and required detour signage.
* If applicable, indicate access routes through work area during construction for
emergency vehicles, public transit, bicycle, and pedestrians.
* If applicable, prepare separate pedestrian traffic control plans in accordance with
jurisdictional requirements.
* If night-time construction is recommended, indicate the additional traffic control
measures required for nighttime work.
Construction Support Services:
If necessary, during construction, respond to inquiries from the District to evaluate any
proposed changes to the traffic control plans made by the District or permitting agency.
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On-Call Traffic Control Plan Preparation PD-0125
Construction support services may require site visits to the construction job site. This
will be billed on a time and material basis including travel expenses and reimbursable
per agreement.
Deliverables: Half-size (11x17; 1:40 scale) traffic control plans in PDF and digital
AutoCAD-compatible format. Submit to the District as electronic files via file sharing site
or email. Final traffic control plans must be signed and stamped by a California
Registered Civil Engineer or a Registered Traffic Engineer as required by permitting
agency.
Task 2 - Project Coordination and Invoicing. Provide management services for the
duration of the project. There will be one initial "training" session with District staff to
review the process, general notes, and invoicing procedures at the beginning of the
contract. There will be quarterly check-in meetings as necessary. Invoices and Budget
Status Reports will be submitted monthly. If necessary, invoices may be required after
project completion. Description of invoicing is covered in Article 2.5 Billing and Payment,
and the description of Budget Status Reports is covered in Article 2.6 Budget Status
Reports in Exhibit B of the Consulting Agreement.
Deliverables: Invoices for each project and progress reports with budget and schedule
tracking will be provided to the District. Meeting minutes of the training session and
after each quarterly meeting.
Proposed Traffic Control Plan Preparation and Review Task Schedule
Deliverable Turnaround time
Task 1 - Preparation of 1 to 15 business days for draft traffic control plans, and
Project Specific Traffic an additional 5 to 10 business days for final traffic
Control Plans control plans, as requested by District Staff
Task 2 - Project Ongoing
Coordination and
Invoicing
II. CALENDAR OF EVENTS
EVENT DATE/LOCATION
RFP Issued March 17, 2026
Response Due April 3, 2026 by 4:00 p.m.
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On-Call Traffic Control Plan Preparation PD-0125
Anticipated Contract Start July 28, 2026
Date
Note: All dates are subject to change by District.
Proposers are responsible for reviewing https://www.ebmud.com/business-
center/requests-proposal-rfps/ for any published addenda. Hard copies of addenda
will not be mailed out.
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS
A. RFP ACCEPTANCE AND AWARD
1. RFP responses will be evaluated by the Selection Committee and will be scored
and ranked in accordance with the RFP section entitled "Evaluation
Criteria/Selection Committee."
2. The Selection Committee will recommend award to the Proposer who, in its
opinion, has submitted the RFP response that best serves the overall interests of
the District. Award may not necessarily be made to the Proposer with the lowest
overall cost.
3. The District reserves the right to award to a single or to multiple General or
Professional Service Providers, dependent upon what is in the best interest of the
District.
4. The District has the right to decline to award this contract or any part of it for any
reason.
5. Any specifications, terms, or conditions issued by the District, or those included in
the Proposer's submission, in relation to this RFP, may be incorporated into any
purchase order or contract that may be awarded as a result of this RFP.
6. Award of contract. The District reserves the right to reject any or all proposals, to
accept one part of a proposal and reject the other, unless the proposer stipulates
to the contrary, and to waive minor technical defects and administrative errors,
as the interest of the District may require. Award will be made, or proposals
rejected by the District as soon as possible after proposals have been opened.
B. EVALUATION CRITERIA/SELECTION COMMITTEE
All proposals will be evaluated by a Selection Committee. The Selection Committee may
be composed of District staff and other parties that have expertise or experience in this
type of procurement. The Selection Committee will select a Proposer in accordance with
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On-Call Traffic Control Plan Preparation PD-0125
the evaluation criteria set forth in this RFP. The evaluation of the RFP responses shall be
within the sole judgment and discretion of the Selection Committee.
The Selection Committee will evaluate each RFP response meeting the qualification
requirements set forth in this RFP. Proposer should bear in mind that any RFP response
that is unrealistic in terms of the technical or schedule commitments, or unrealistically
high or low in cost, will be deemed reflective of an inherent lack of technical
competence or indicative of a failure to comprehend the complexity and risk of the
District's requirements as set forth in this RFP.
RFP responses will be evaluated and scored according to the Evaluation Criteria below
and scored according to a zero to five-point scale. The scores for all Evaluation Criteria
will then be added to arrive at a weighted score for each RFP response. An RFP response
with a high weighted total will be ranked higher than one with a lesser-weighted total.
The Evaluation Criteria are as follows:
Evaluation Criteria
A. Technical Criteria:
RFP responses will be reviewed for adherence the CA MUTCD requirements
for traffic control implementation.
B. C ost:
An evaluation will be made of:
1. Reasonableness (i.e., does the proposed pricing accurately reflect the
Proposer's effort to meet requirements and objectives?);
2. Realism (i.e., is the proposed cost appropriate to the nature of the
products and services to be provided?); and
3. Affordability (i.e., the ability of the District to finance this project).
Consideration of price in terms of overall affordability may be controlling in
circumstances where two or more RFP responses are otherwise judged to
be equal, or when a superior RFP response is at a price that the District
cannot afford.
C. Im plementation Plan and Schedule:
An evaluation will be made of the likelihood that the Proposer's
implementation plan and schedule will meet the District's schedule.
Additional credit will be given for the identification and planning for
mitigation of schedule risks which the Proposer believes may adversely
affect any portion of the District's schedule.
D. R elevant Experience:
RFP responses will be evaluated against the RFP specifications and the
questions below:
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On-Call Traffic Control Plan Preparation PD-0125
1. Do the individuals assigned to the project have experience on similar
projects?
2. Are resumes complete and do they demonstrate backgrounds that
would be desirable for individuals engaged in the work the project
requires?
3. How extensive is the applicable education and experience of the
personnel designated to work on the project?
E. R eferences (See Exhibit A - RFP Response Packet):
If a short list process is used for a solicitation, references are only
performed on the shortlisted Proposers and the score for reference checks
is not included in the preliminary short list score.
F. O ral Presentation and Interview:
The oral interview may consist of an overview presentation of the RFP,
standard questions asked of each of the Proposers and specific questions
regarding the RFP response.
G. U nderstanding of the Project:
RFP responses will be evaluated against the RFP specifications and the
questions below:
1. Has the Proposer demonstrated a thorough understanding of the
purpose and scope of the project?
2. How well has the Proposer identified pertinent issues and potential
problems related to the project?
3. Has the Proposer demonstrated that it understands the deliverables the
District expects it to provide?
4. Has the Proposer demonstrated that it understands the District's time
schedule and can meet it?
H. M ethodology:
RFP responses will be evaluated against the RFP specifications and the
questions below:
1. Does the methodology depict a logical approach to fulfilling the
requirements of the RFP?
2. Does the methodology match and contribute to achieving the objectives
set out in the RFP?
3. Does the methodology interface with the District's time schedule?
I. C ontract Equity Program:
Proposer shall be eligible for SBE or DVBE preference points if they are a
certified small business entity, as described in the guidelines contained in
Exhibit A-Contract Equity Program, and they check the appropriate box,
requesting preference, in Exhibit A-Proposer Information and Acceptance.
Qualified DVBEs and/or SBEs will receive an additional 5 points to their total
score.
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On-Call Traffic Control Plan Preparation PD-0125
C. PRICING
1. Prices quoted shall be firm for the first 12 months of any contract that may be
awarded pursuant to this RFP. After 12 months, the Proposer may submit revised
rates annually subject to a maximum annual increase of 3.5%.
2. All prices quoted shall be in United States dollars.
3. Price quotes shall include any and all payment incentives available to the District.
4. Proposers are advised that in the evaluation of cost, if applicable, it will be
assumed that the unit price quoted is correct in the case of a discrepancy
between the unit price and extended price.
D. NOTICE OF INTENT TO AWARD AND PROTESTS
At the conclusion of the RFP response evaluation process, all entities who submitted a
proposal package will be notified in writing by e-mail or USPS mail with the name of the
Proposer being recommended for contract award. The document providing this
notification is the Notice of Intent to Award.
Negotiations for a Consulting Services Agreement with a "not to exceed" contract price
(for time and expenses) will be scheduled shortly after the Notice of Intent to Award. If
an Agreement cannot be achieved, the District will proceed to negotiate with the next
highest ranked Proposer.
Protests must be in writing and must be received no later than seven workdays after the
District issues the Notice of Intent to Award. The District will reject the protest as
untimely if it is received after this specified time frame. Protests will be accepted from
proposers or potential proposers only.
If the protest is mailed and not received by the District, the protesting party bears the
burden of proof to submit evidence (e.g., certified mail receipt) that the protest was
sent in a timely manner so that it would be received by the District within the RFP
protest period.
Proposal protests must contain a detailed and complete written statement describing
the reason(s) for protest. The protest must include the name and/or number of the
proposal, the name of the firm protesting, and include a name, telephone number,
email address and physical address of the protester. If a firm is representing the
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On-Call Traffic Control Plan Preparation PD-0125
protester, they shall include their contact information in addition to that of the
protesting firm.
Protests must be mailed, hand delivered, or emailed to the Manager of Purchasing,
Mailstop 102, East Bay Municipal Utility District, 1010 Franklin St., Oakland, CA 94607
or P.O. Box 24055, Oakland, California 94623. Facsimile and electronic mail protests
must be followed by a mailed or hand delivered identical copy of the protest and must
arrive within the seven workday time limit. Any proposal protest filed with any other
District office shall be forwarded immediately to the Manager of Purchasing.
In the event that the protest is denied, the protester can appeal the determination to
the requesting organization's Department Director. The appeal must be submitted to
the Department Director no later than five workdays from the date which the protest
determination was transmitted by the District, to the protesting party. The appeal shall
focus on the points raised in the original protest, and no new points shall be raised in
the appeal.
Such an appeal must be made in writing and must include all grounds for the appeal and
copies of the original protest and the District's response. The proposal protester must
also send the Purchasing Division a copy of all materials sent to the Department
Director.
The Department Director will make a determination of the appeal and respond to the
protester by certified mail in a timely manner. If the appeal is denied, the letter will
include the date, time, and location of the Board of Directors meeting at which staff will
make a recommendation for award and inform the protester it may request to address
the Board of Directors at that meeting.
The District may transmit copies of the protest and any attached documentation to all
other parties who may be affected by the outcome of the protest. The decision of the
District as to the validity of any protest is final. This District's final decision will be
transmitted to all affected parties in a timely manner.
E. WARRANTY
1. Proposer expressly warrants that all goods and services to be furnished pursuant
to any contract awarded it arising from the Proposal will conform to the
descriptions and specifications contained herein and in supplier catalogs, product
brochures, and other representations, depictions, or models, and will be free
from defects, of merchantable quality, good material, and workmanship.
Proposer expressly warrants that all goods and services to be furnished pursuant
to such award will be fit and sufficient for the purpose(s) intended. This warranty
shall survive any inspections, delivery, acceptance, payment, or contract
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