Request for Qualifications

Request for Qualifications CITY OF ETNA REQUEST FOR QUALIFICATIONS CITY ENGINEER Issued by Pamela Eastlick, City Clerk CITY OF ETNA 442 MAIN STREET ETNA, CA 96027 Released: January 28, 2026 Proposal Deadline: February 25, 2026 CRITICAL DATES AND REQUIREMENTS Advertise: January 28, 2026 Proposals Due/Opening: February 25, 2026 Proposed Council Action to Award: March 23, 2026 NOTICE OF REQUEST FOR QUALIFICATIONS 1. The City of Etna (hereinafter "CITY") is soliciting Requests for Qualifications for City Engineer services and will receive proposals in the Office of the City Clerk, 442 Main Street, P. O. Box 460, Etna, California, up to the hour of 12:00 PM, Wednesday February 25, 2026. 2. The services to be performed by the successful proposer are described in the Request for Qualifications. Copies of the Request for Qualifications are available from the CITY at: City Clerk's Office City of Etna 442 Main Street P. O. Box 460 Etna, CA 96027 (530) 467-5329 3. All responsive proposals shall be reviewed and evaluated by the CITY to determine which proposer best meets the "CITY's" needs for the position. The criteria by which the "CITY" shall evaluate proposals are set forth in the Request for Qualifications. 4. The "CITY" reserves the right to reject any and all proposals or waive any irregularities in any proposal or the proposal process. 5. Since some solicited services are to be funded with the State Department of Housing and Community Development, Community Development Block Grant (CDBG) Program funds, federal laws and regulations require that all contracts with consultants adhere to all applicable requirements relating, but not limited to, nondiscrimination, equal opportunity, environmental protection, and utilization of small business concerns. See Attachments A and B. Dated: January 28, 2026 Pamela Eastlick City Clerk Published: South Siskiyou News Redding Record Searchlight Shasta Builders Exchange Page 2 of 6 REQUEST FOR QUALIFICATIONS I. Background Information Statements of Qualifications (SOQ's) are being solicited from California licensed engineering firms for providing City Engineer services for the City of Etna. The selected firm will serve at the pleasure of the City Council, and will provide, by Contract with the City, those various services normally associated with the position of City Engineer. Compensation will include a monthly retainer fee in addition to fees for compensation based on "Time and Materials" for specific projects and services as requested and authorized by the City Council. II. Delivery of Proposal in Response to RFQ It is the Proposer's responsibility to ensure that the RFQ is received by the City prior to the hour and date for the opening of the proposals specified in the Notice of Request for Qualifications. Any proposals received by the City after the hour and date shall be rejected and returned unopened. III. Format of Proposal in Response to RFQ All submittals shall be typewritten or printed in ink clearly and legibly, in conformance with the Request for Qualifications and submitted in an envelope plainly marked on the outside: "PROPOSAL FOR CITY ENGINEER. Five (5) copies of the proposal are required. IV. Quality of Submission Unnecessarily elaborate or glossy statement of qualifications are neither expected nor desired. The emphasis of the submittal should be on responding to the requirements set forth in this Request. V. Contents of Submission The proposer shall include in its proposal, at a minimum, the following information presented in a clear and concise format, in order to demonstrate the Submitter's related experience, competence and professional qualifications for the satisfactory performance of the services outlined in the Project "Scope of Services" section of this Request for Qualifications: A. A cover letter summarizing the key points of the proposal. (2 pages maximum). B. A list of the Submitter's principals, employees, agents, and subconsultants (Project Team) which the proposer anticipates assigning to this Project. This list shall include a summary of the qualifications, licenses, and experience of each individual; and the type of work to be performed by each individual. The CITY will retain under its Agreement with the successful Proposer the right of approval of all persons performing under the Agreement. C. A list of the most recent projects for which the Submitter Project Team has performed services of similar size, scope, and complexity. This list shall include the name, contact person, address, and phone number of each party Page 3 of 6 for whom the service was provided, as well as a description of the service performed and the dollar amount of the contract, and the date of performance. Include statement as to whether project was on time and on budget. D. A statement which discloses any past ongoing or potential conflicts of interest which the Submitter may have as a result of performing the work in this position. E. A copy of an insurance certificate or a letter of intent to provide insurance from the issuing company (including a description of types of coverage and dollar amount limits.) Minimum insurance requirements are as follows: General Liability – one million per occurrence, two million aggregate; automobile – one million combined single limit; Workers Compensation and Employer's Liability – one million per accident; and Professional Liability or Errors and Omissions Insurance one million per claim and two million aggregate. F. The proposal must be signed by an authorized representative of the Proposer. G. The proposal must be accompanied by proper documentation of valid California Engineering license. VI. Interpretations of the Request for Qualifications If the Proposer is in doubt as to the meaning of any part of the Request for Qualification or finds discrepancies in or omissions from the Request for Qualification, the Proposer shall submit to the CITY a written request for an interpretation or clarification a minimum of 48 hours prior to the time for opening proposals. All such requests should be addressed to the CITY in E-mail at p.eastlick@etnaca.gov, or addressed to: Pamela Eastlick, City Clerk City of Etna 442 Main Street P. O. Box 460 Etna, CA 96027 The CITY shall not be responsible for any explanations or interpretations of the Request for Qualification other than by written addendum delivered to each Proposer. No oral interpretations of any provision in the Request for Proposals shall be binding upon the CITY. VII. Review of Proposals and Evaluation Criteria Request for Qualifications: After the Proposals are received and opened by the CITY, a selection committee shall review and evaluate the Request for Qualifications for responsiveness to the Request for Qualifications in order to determine whether the Proposer possesses the professional qualifications necessary for the satisfactory performance of the services required. The CITY shall also investigate qualifications of all proposers to whom the award is contemplated, and the CITY may request clarifications of proposals directly from one or more Proposers Page 4 of 6 After completion of the review of the proposals, the CITY shall rank the firms based on demonstrated competence and qualifications in accordance with the criteria below: 1. Quality of past performance on similar projects (25 points) 2. Knowledge of local conditions and project area (25 points) 3. Qualifications of individuals within the Consultant's Organization directly responsible for the work (25 points) 4. Familiarity with state and local procedures (25 points) The top-ranked firm will be recommended for acceptance by the City Council. VIII. Award of Agreement Upon completion of the review period, the CITY shall notify the Consultant selected for the Project. The Consultant so notified may be required to provide specific documentation to the CITY. Any delay caused by the Consultant's failure to respond to directions from the CITY may lead to a rejection of the Proposal. 1. If the CITY decides, after evaluation and negotiation, to award the Agreement, a contract shall be sent to the successful Consultant for signature. No proposal shall be binding upon the CITY until after the Agreement is signed by duly authorized representatives of both the Consultant and the CITY. 2. The CITY reserves the right to reject any or all proposals and to waive any irregularities. IX. Scope of Services The selected engineering firm will be experienced in working with small cities on a wide range of matters and are expected to work closely with the City Council and staff. Typical duties would include but not be limited to the following: 1. Road design and rehabilitation, construction staking, construction inspection. 2. Survey of City right of ways, construction projects, map updates. 3. Water treatment and distribution system planning, design, operation and maintenance. 4. Sewage treatment and collection system planning, design, operation and maintenance. 5. Develop contract documents for public works projects. 6. Provide consulting services relating to proposed improvements projects including subdivisions, parcel maps, zoning revisions and amendments, use permits, and other planning matters. The City contracts with an independent Planning Consultant firm for planning services but relies on the City Engineer for engineering and technical matters. Page 5 of 6 7. Assist the City in complying with all applicable federal, state and local regulations. 8. Some City projects may be funded with State or Federal funds including the State Department of Housing and Community Development Block Grant (CDBG) program. Duties may include work on these projects and require adherence to all applicable requirements relating to but not limited to nondiscrimination, equal opportunity, environmental protection, and utilization of small business concerns. It is understood that special consultants may be required for portions of larger projects to provide services outside of the area of expertise of the City Engineer, and that the City Engineer will occasionally need to sub-contract with specialty consultants for matters outside of the engineer's areas of expertise. Experience with state and federally funded public works projects is necessary and a good working relationship with regulatory agencies if desirable. X. Availability The Engineer or a firm representative will be expected to attend city council meetings as necessary. The Engineer must be available for telephone consultation during normal working hours. The Engineer will also be expected to be available on short notice to provide on-site evaluation and technical advice during construction projects or emergencies. XI. Manner of Compensation The City anticipates that the retainer fee will be paid monthly. Compensation for work beyond the basic agreement will be paid based on a schedule agreed to at the time by the Engineer and the City. It should be noted that salary requirements will not be the sole determining factor in selection of the City Engineer. Questions concerning the position or the City's requirements should be directed to Pamela Eastlick at (530) 467-5256 Page 6 of 6 February 4, 11 2026 LYRK0450097