2026_Pavement_Rehabilitation_Project.pdf

REQUEST FOR PROPOSALS

25-087-RFP

2026 PAVEMENT REHABILITATION PROJECT

City of West Sacramento

1110 W Capitol Ave

West Sacramento, CA 95691

RELEASE DATE: October 13, 2025

DEADLINE FOR QUESTIONS: October 23, 2025

RESPONSE DEADLINE: November 3, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofwestsacramento https://procurement.opengov.com/portal/%7bproject.government.code%7d

City of West Sacramento

REQUEST FOR PROPOSALS

2026 Pavement Rehabilitation Project

I. Introduction II. Scope of Work

III. Proposal Requirements IV. General Information V. Terms and Conditions

VI. Evaluation Criteria VII. Consultant Selection and Contract Award

VIII. Standard Contract Information IX. Proposer Questionnaire

Attachments:

A - Contract for Services (West Sacramento) - Boilerplate for RFP 11.4.24

B - Segment Selection

C - Insurance Checklist

Request for Proposals #25-087-RFP Title: 2026 Pavement Rehabilitation Project

1. Introduction

1.1. Summary

Please state the Statement of Purpose of this Solicitation, being as descriptive as possible.

STATEMENT OF PURPOSE

The City of West Sacramento is soliciting proposals from qualified firms or individuals ("Proposer") to implement the 2025 Pavement Rehabilitation Project (Project). Scope of services will include determining the most appropriate pavement treatment options for the street segments identified in

Attachment B and developing the plans, specifications and estimates (PS&E) for the Project. More details on the City's needs for this work are provided in the Scope of Work.

Each qualified Proposer is to submit a proposal in conformity with the terms of this Request for Proposal

("RFP") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFP and the City's contracting procedures, if any is selected, is referred to herein as "Contractor."

SYNONYMOUS TERMS

Unless the use indicates otherwise, as used throughout this bid and its attachments, the following terms are synonymous:

a. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror

b. Purchase Order, Contract, Agreement

c. Services, Work, Scope, and Project

d. Pricing proposal/sheet, Cost proposal/sheet, Rate table/sheet

1.2. Background

The City of West Sacramento maintains an extensive network of local and arterial streets that are critical to the movement of people, goods, and emergency services. Many segments have reached or exceeded their intended service life and now exhibit pavement distress, reduced ride quality, and increased maintenance needs. To proactively address these conditions, the City is initiating a pavement rehabilitation and reconstruction program to restore roadway integrity, extend pavement life, and improve safety for all users. Through Measure O, the City now has an annual Pavement Preservation and

Pavement Rehabilitation project that addresses existing pavement conditions. In order to determine which street segments will be treated or repaired each year, a Roadway Prioritization Matrix was developed. This tool evaluates and scores all roadways segments throughout the City and will help City

Staff prioritize and select which roadway segment will be included as part of each year's project.

This project is locally funded and is not subject to federal requirements. Environmental clearance will be obtained under the California Environmental Quality Act (CEQA), and the consultant will coordinate with the City and applicable local and state agencies to deliver the project. The City seeks qualified https://secure.procurenow.com/portal/cityofwestsacramento/projects/200548/document?section=1873843 design consultants to assist with evaluating pavement conditions, prioritizing street segments, and preparing cost-effective design plans and specifications for rehabilitation and reconstruction.

1.3. Contact Information

Joanna Ortiz

Assistant Engineer

1110 West Capitol Ave

West Sacramento, CA 95691

Email: joannao@cityofwestsacramento.org

Phone: (916) 617-4547

Department:

Capital Projects - Engineering

1.4. Timeline

Project Release Date October 13, 2025

Pre-Proposal Meeting (Non-Mandatory) October 21, 2025, 11:00am

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Question Submission Deadline October 23, 2025, 5:00pm mailto:joannao@cityofwestsacramento.org tel:(916)617-4547 https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWNhZTc0NjUtYzllYi00MTIxLTg1NmItZjg5YmVjOWQ2ZWIw%40thread.v2/0?context=%7b%22Tid%22%3a%22284d74b9-2287-48dd-86fa-55c87b82bc40%22%2c%22Oid%22%3a%22b6374918-6b3a-4d2b-93fb-65151bde0f9c%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWNhZTc0NjUtYzllYi00MTIxLTg1NmItZjg5YmVjOWQ2ZWIw%40thread.v2/0?context=%7b%22Tid%22%3a%22284d74b9-2287-48dd-86fa-55c87b82bc40%22%2c%22Oid%22%3a%22b6374918-6b3a-4d2b-93fb-65151bde0f9c%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWNhZTc0NjUtYzllYi00MTIxLTg1NmItZjg5YmVjOWQ2ZWIw%40thread.v2/0?context=%7b%22Tid%22%3a%22284d74b9-2287-48dd-86fa-55c87b82bc40%22%2c%22Oid%22%3a%22b6374918-6b3a-4d2b-93fb-65151bde0f9c%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWNhZTc0NjUtYzllYi00MTIxLTg1NmItZjg5YmVjOWQ2ZWIw%40thread.v2/0?context=%7b%22Tid%22%3a%22284d74b9-2287-48dd-86fa-55c87b82bc40%22%2c%22Oid%22%3a%22b6374918-6b3a-4d2b-93fb-65151bde0f9c%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWNhZTc0NjUtYzllYi00MTIxLTg1NmItZjg5YmVjOWQ2ZWIw%40thread.v2/0?context=%7b%22Tid%22%3a%22284d74b9-2287-48dd-86fa-55c87b82bc40%22%2c%22Oid%22%3a%22b6374918-6b3a-4d2b-93fb-65151bde0f9c%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWNhZTc0NjUtYzllYi00MTIxLTg1NmItZjg5YmVjOWQ2ZWIw%40thread.v2/0?context=%7b%22Tid%22%3a%22284d74b9-2287-48dd-86fa-55c87b82bc40%22%2c%22Oid%22%3a%22b6374918-6b3a-4d2b-93fb-65151bde0f9c%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NWNhZTc0NjUtYzllYi00MTIxLTg1NmItZjg5YmVjOWQ2ZWIw%40thread.v2/0?context=%7b%22Tid%22%3a%22284d74b9-2287-48dd-86fa-55c87b82bc40%22%2c%22Oid%22%3a%22b6374918-6b3a-4d2b-93fb-65151bde0f9c%22%7d

Question Response Deadline October 27, 2025, 5:00pm

Proposal Submission Deadline November 3, 2025, 2:00pm

Prospective Interview Date November 10, 2025

Consultant Selection Date December 3, 2025

2. Scope of Work

2.1. Scope of Work

The following is a list of tasks that are intended to be the responsibility of the Contractor pursuant to this Request for Proposals ("Scope of Work ").

The Consultant shall furnish all services necessary to complete the scope of services described below for the Project. Services will generally include: engineering reports preparation, surveying, preliminary engineering, preparation of environmental documents and technical studies necessary to obtain CEQA environmental approvals, permitting, Plans, Specifications & Estimates (PS&E), and construction engineering support. The City desires to have the Project begin construction as early as fall of 2026. Ideally environmental documentation, permitting, and PS&E is completed in the summer/fall of 2026.

The selected consultant will be expected to manage and control costs and resources, complete work in adherence to the agreed-upon Project schedule, and assign a Project Manager who will act as the City’s primary contact and be responsible for project management activities throughout the life of the Project, including subconsultant work.

TASK 1. PROJECT MANAGEMENT & COORDINATION

• Kick-off meeting, baseline schedule, periodic progress meetings.

• Set up and facilitate Project Development Team (PDT) meetings, interagency meetings, field reviews, and other Project-related meetings.

• Keep City Project Manager aware of all coordination with outside agencies.

• Prepare agendas, minutes, sign-in sheets.

• Provide continuing consultation and advice.

• Attend two (2) public meetings (City Council, committees, neighborhood groups).

Consultant may recommend adjustments to the number of outreach meetings and/or the outreach approach in the proposal.

TASK 1.2 – REPORTING AND INVOICING

• Develop and adhere to a comprehensive schedule and budget.

• Monthly written Progress Reports with invoices, itemized by task/subtask.

• Invoices due on the 15th of each month for the preceding month.

• No separate invoicing for “grant vs. local” funds unless specifically requested by the City.

TASK 2. DATA COLLECTION AND REVIEW

• Review existing data (as-builts, adopted plans, policies).

• Gather additional information as needed.

• Geotechnical and soils report if needed.

https://secure.procurenow.com/portal/cityofwestsacramento/projects/200548/document?section=1873843

TASK 3. ENVIRONMENTAL DOCUMENTATION

• Consultant to recommend appropriate level of CEQA clearance.

• CEQA documents prepared under oversight of City staff (no Caltrans/FHWA approval required).

• Include tribal consultations as required under AB-52.

• Prepare and/or finalize technical studies required for CEQA approval.

• Circulate CEQA document for public/agency comment and provide final document for City Council approval.

TASK 4. REPORTS, PERMITTING AND RIGHT-OF-WAY ACTIVITIES

• Identify all agencies with permitting authority over aspects of the Project and assist City with coordination.

• Identify permitting requirements and establish an implementation plan and timeline.

• Prepare/assist City in completing permit applications. (Permit fees paid by the City.)

TASK 5. SURVEYING

• Provide all topographic surveys necessary for Project design.

• Perform utility research; establish ground control; obtain photogrammetric mapping.

• Verify location of underground/overhead utilities and determine coordination/relocation requirements.

• Recommend exploratory potholing or onsite locator services as appropriate.

• Perform field surveys, research and define existing right-of-way, easements, benchmarks and ground control.

• Include adjacent property information such as assessor’s parcel number and street address.

TASK 6. UTILITY COORDINATION

• Coordinate with utility providers within the Project limits.

• Prepare utility conflict maps and required documentation.

• Attend utility coordination meetings with the utility companies and City staff.

TASK 7. PAVEMENT DESIGN REPORT

• Perform pavement deflection testing to evaluate the structural capacity of the existing pavement sections.

• Collect pavement section core samples on each street segment. Measure and record the thickness and material type of each layer encountered in the pavement structural section, including the presence of any pavement reinforcing fabric.

• Collect bulk samples of subgrade materials at the core locations for laboratory testing such as R-value, moisture content, and Atterberg Limits (plasticity index) determinations, to support potential new pavement structural section designs that might be required.

• Perform pavement analysis and design services, and develop pavement rehabilitation recommendations for each street section. Develop recommendations that may include, but not limited to, conventional hot mix asphalt (HMA) pavement, rubberized hot mix asphalt (RHMA), alternative rehabilitation methods (in-place recycling, mill & fill treatments, etc), locations and treatments of failed pavement sections (base repairs), and full-width milling and wedge grinding requirements.

• Summarize in a pavement design report that, at a minimum, will include results of deflection testing, results of coring activities, results of laboratory analyses, description of testing procedures, description of analysis performed for each street section, design calculations for each street section, and recommended alternatives for pavement rehabilitation.

• Design report will be signed and stamped.

TASK 8. DESIGN

Task 8.1 Initial Design Submittal (60%).

• Develop design base mapping which includes utilities and other pertinent features.

• Determine if project will be subject to the Phase II Municipal Separate Storm Water

Sewer System (MS4) Permit and Construction General Permit (CGP).

• (If necessary) Identify utilities to pothole and coordinate potholing activities to determine the existing utilities depth. The selected potholes shall ensure that any civil improvements can be accommodated and positioned where indicated on the plans.

• Prepare complete detailed plans and profiles, including but not limited to, civil infrastructure improvements, curb ramps, utility relocations (if necessary), fiber optic conduit, pavement delineation, standard and project specific details, technical specifications and 60% engineer’s cost estimate.

• The City will provide specifications for the fiber option conduit to be installed.

Consultant shall coordinate with the City of location and details of the infrastructure needed.

• Prepare City standard front-end specifications and technical specifications (inclusive of bid schedule, measurement and payment section) and other related documents for bid.

• Assist the City with procuring the necessary permits from outside agencies.

• The 60% Design Submittal shall be considered a complete design submittal.

• Two (2) sets of the 60% design submittal shall be presented to the City for review. The submittal shall include half-size drawings, contract documents and probable construction cost estimate.

• One meeting shall be scheduled with City staff to review the comments for the 60% design submittal.

Task 8.2 Revised Design Submittal (90%).

• Incorporate the 60% Design Submittal Comments.

• Two (2) sets of the 90% design submittal shall be presented to the City for review. The submittal shall include half-size drawings, contract documents and probable construction cost estimate.

• One meeting shall be scheduled with City staff to review the comments for the 90% design submittal.

• The 90% Design Submittal shall be considered a complete design submittal.

Task 8.3 Final Design Submittal (100%).

• Incorporate the 90% Design Submittal Comments

• Three (3) sets of the 100% design submittal shall be presented to the City. The submittal shall include two (2) half-size stamped and signed drawings, one (1) full-size stamped and signed drawing, contract documents and probable construction cost estimate.

• Submit all digital files (AutoCAD, MS Word, MS Excel, etc.) for the project.

TASK 9. BIDDING SUPPORT

• Provide bidding assistance, clarifications which may include responding to questions from potential bidders, attending the pre-bid conference and job walk, assisting with preparation of addenda, and reviewing the submitted bids.

• Prepare a conformed set of bid documents incorporating any addenda issued during the bid period.

• (If necessary) Assist with applying for coverage and performing data entry as required by the Construction General Permit.

TASK 10. DESIGN SUPPORT DURING CONSTRUCTION

• Consultant will attend preconstruction meeting, respond to construction RFI’s or design clarification, issue design modifications, and review shop drawings or change orders requiring designer review.

• Consultant shall provide one set of record drawings, for the City of West Sacramento showing as-built changes as shown on red-lined markups provided to Consultant by the Resident Engineer.

• Participate in the final inspection and assist with punch list of deficiencies.

• Preparation and submittal of digital record drawings to the City.

ADDITIONAL OPTIONAL TASKS

Consultant is encouraged to recommend additional tasks deemed vital to the Project’s success and the City may also include additional related tasks at its discretion.

2.2. Term of Contract

The term of the Contract is 3 years. The City also reserves the right to extend the Contract for up to 2 additional 1-year terms (individually, “Extension”) upon the same terms and conditions as parties agreed to in the Contract. Thus, parties agree the Contract may be for a total of 5 years upon the same terms and conditions as parties agreed in the Contract.

Notwithstanding the foregoing, the City is not obligated to extend the Contract for any amount of time. If there is outstanding work within the Scope of Work at the end of the term of the Contract and the City requires time to solicit for and secure an alternative contractor, Contractor shall continue to provide the services within the Scope of Work on a month-to-month basis, not to exceed six (6) months, at the same cost, terms, and conditions in effect at the termination of the Contract. The City shall give Contractor at least thirty (30) days written notice of such a need and the anticipated timeline to secure an alternative contractor.

3. Proposal Requirements

3.1. Proposal Format & Content

Proposer Questionnaire must include each of the following sections to be uploaded in the Proposer

Questionnaire section.

A. Proposal Transmittal Letter

B. Proposer's Mandatory Qualifications and Experience

C. Technical Project Approach

D. Cost Proposal (Must be submitted separately)

Specific content and format requirements for each section are detailed below.

Each section shall be uploaded in the Proposer Questionnaire section of this RFP.

3.2. Proposal Transmittal Letter

A Proposer is required to provide a written transmittal letter and offer in the form of a standard business letter ("Proposal Transmittal Letter" or "Letter"). The Proposal Transmittal Letter shall reference and respond to the following subsections in sequence and have attached to it corresponding documentation, as required. A Proposal Transmittal Letter is mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

A. Proposer's Name and Contact.The Letter shall state the complete name, or business name, of the Proposer making the Proposal. The Letter shall state the name, title, mailing address, email address, and telephone number of the person the City should contact regarding the Proposal.

B. Statement of Offer. The Letter shall state that the Proposal is an offer to complete the Scope of

Work and the offer, including the Cost Proposal rates and budget, remains valid for at least ninety (90) business days after the Proposal due date.

C. Conflict of Interest.The Letter shall state whether the Proposer, or any individual who shall perform work under the Contract, has a possible conflict of interest and, if so, the nature of that conflict. The City reserves the right to terminate the Contract if its execution would or could create, or give the appearance of creating, a conflict of interest. The City, at its sole discretion, shall make all determinations on the existence or appearance of a conflict of interest.

D. City Contract Terms. The Letter shall include a statement of acknowledgement that the City’s standard contract and insurance (Included in Attachments) have been reviewed and accepted by the Proposer with or without qualification.

1. If the Proposer has qualifications, the Proposer shall download a copy of the standard contract and re-upload a version of the document in the Proposer Questionnaire under https://secure.procurenow.com/portal/cityofwestsacramento/projects/200548/document?section=1873839 https://secure.procurenow.com/portal/cityofwestsacramento/projects/200548/document?section=1873839 https://secure.procurenow.com/portal/cityofwestsacramento/projects/200548/document?section=undefined https://secure.procurenow.com/portal/cityofwestsacramento/projects/200548/document?section=1873846 https://secure.procurenow.com/portal/cityofwestsacramento/projects/200548/document?section=1873839

Standard City Contract Qualifications identifying the contract language at issue and

Proposer's suggested adjustment or modification.

2. If no qualifications are identified, Proposer is presumed to have accepted the City' standard contract and be capable of completing the Scope of Work, as well as all reasonably associated managerial tasks, without reservation or qualification.

E. Subcontractors. The Letter shall state whether the Proposer intends to use subcontractors, subconsultants, or other contracting parties to complete the Scope of Work (collectively, "Subcontractors"). If so, the Letter shall clearly identify the name of each proposed

Subcontractor, their mailing address, email address, and telephone number as well as the service related to the Scope of Work that the Subcontractor is anticipated to perform. NOTE:

The Contractor must obtain written approval from the City prior to the use of any

Subcontractor, even after a Contract is executed.

F. Signature and Authority. The Letter shall be signed by a person empowered to bind the

Proposer to the provisions of the RFP, and any contract awarded pursuant to it. Evidence demonstrating authority to bind the Proposer shall be included or attached to the Letter, such as a statement describing the signatory's role with or relationship to the Proposer.

3.3. Proposer's Mandatory Qualifications and Experience

A Proposal shall demonstrate that the Proposer holds the qualifications and experience required to complete the Scope of Work by referencing and responding to the following subsections in sequence and attaching corresponding documentation, as required ("Mandatory Qualifications and Experience").

The qualifications and experience listed below are mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

A. Organization. A brief description of Proposer's background, years in business, organizational history, and client base. Briefly state Proposer's total number of employees and list all relevant licenses, specialties, and trainings held by Proposer and/or employees. List office location(s) and identify the office(s) from which services will be performed.

B. Experience. A brief statement of how long Proposer has been performing the services required to complete the Scope of Work. Proposer shall have a minimum of five (5) years of experience providing the services required to complete the Scope of Work to public agencies in California. If the Proposer has been in business for less than five years, the experience of its principals may be used to meet this requirement.

C. Public Agency Experience.A description of no more than ten (10) public sector projects completed within the last five (5) years that demonstrates Proposer's experience performing services to complete the Scope of Work, including a statement as to whether Proposer has experience working for the City of West Sacramento, or a public agency similar in size to the

City. Note key personnel involved in each project and if they are proposed for this Proposal and if applicable, differentiate which work was performed by subcontractor. List any contractual relationships with the City existing now or within the past five (5) years.

D. Personnel.A narrative description, resume, and organizational structure chart of personnel to be assigned to complete tasks within the Scope of Work, clearly indicating where Subcontractors will be used, if applicable. The narrative description or resume shall list, at least, each individual’s title, education, relevant experience and duration, professional licenses, and demonstrated accomplishments. Identify the individual who will lead the day-to-day work effort and serve as the primary contact to the City.

E. References. A list of five (5) references for whom the services required to complete the Scope of

Work have been performed by Proposer within the last three (3) years. The list of references shall include name, mailing address, email address, brief description of services completed relevant to this RFP, and point of contact who can attest to the quality and effectiveness of the services.

F. History.A statement as to whether there have been any mergers, acquisitions, or sales related to

Proposer's organizational structure within the last three (3) years. If so, attach an explanation providing relevant details.

G. Legal Challenges.A statement as to whether there is any pending litigation against the Proposer.

If such litigation exists, attach an opinion of counsel as to whether the pending litigation will impair the Proposer's ability to perform the Contract.

H. Fiscal Viability. A statement as to whether, in the last ten (10) years, the Proposer has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors. If so, attach an explanation providing relevant details.

I. Business License.Registration with the Secretary of State to conduct business in the State of

California. Attach a copy of a proof of registration.

3.4. Technical Project Approach

A document detailing the operational and/or organizational approach the Proposer will take to timely fulfill the Scope of Work shall be submitted with the Proposal ("Technical Project Approach"). The

Technical Project Approach shall be a comprehensive narrative describing how the Proposer will complete the Scope of Work (including Project schedule), communicate with the City throughout the work, advance the project objectives, and provide continuity on work efforts. Provide a schedule based on the Notice to Proceed date including deliverables for performing the tasks identified in the scope of services.

In addition and as part of the Technical Project Approach, the Proposer will prepare and include a detailed Scope of Services for the Project, detailing each of the items listed in Scope of Work. Proposer is encouraged to include additional tasks and sub-tasks that it feels should be included to successfully complete the project.

The Proposer will be responsible for providing all services and work to complete the Project, including gathering and analyzing all information, data and requirements. The final Scope of Services will be subject to negotiation.

3.5. Cost Proposal

A document detailing all costs associated to complete the Scope of Work shall be submitted with the

Proposal ("Cost Proposal"). For sealed bids, the Cost Proposal shall be opened after and separately from the rest of the Proposal. Cost Proposal shall include all applicable federal, state, and local taxes and must be all-inclusive of project expenses, as no additional charges shall be allowed, except for additional services as requested by the City, if any. There shall be no additional reimbursement for travel time or expenses, telephone costs, copying costs, etc.

If applicable, the Cost Proposal shall separately delineate costs for optional term extensions and/or optional services. Proposer agrees to maintain pricing pursuant to the Cost Proposal for the duration of the Contract, and any optional extensions.

4. General Information

4.1. Proposal Submission

All Proposals, including any attachments, exhibits, or amendments, shall be submitted through the City's

E-Procurement Portal, which will deliver Proposals to the City of West Sacramento staff overseeing the solicitation. Proposals not submitted through the City's E-Procurement Portal shall be deemed nonresponsive and rejected. Proposals may not be delivered orally, by paper, by email, by facsimile transmission, or by any other means.

All proposals shall be submitted through the City’s e-Procurement Portal no later than:

Monday, November 3, 2025 at 2:00 pm.

A Proposer shall respond to the RFP and any exhibits, attachments, or amendments.

A Proposer's failure to submit a Proposal in compliance with the procedures and timelines set forth in the RFP shall cause the Proposal to be deemed nonresponsive and rejected. A late Proposal shall not be accepted. Additional time to respond shall not be granted to any Proposer.

4.2. Questions and/or Objections

It is to the City and Proposer's benefit that questions and objections are brought to the City's attention so it may issue necessary amendments to the RFP and help prevent the opening of defective proposals upon which the City could not award a Contract. Proposer should carefully review this RFP and all attachments for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively, “Questions”).

A Proposer may submit Questions related to this RFP to the City through the City’s e-Procurement Portal at or before:

Thursday, October 23, 2025 at 5:00 pm.

Questions shall be considered waived and invalid if not brought to the attention of the City in conformity with this subsection. Questions not submitted through the City's e-Procurement Portal will not be accepted or responded to. Questions submitted after the deadline will not be accepted or responded to. Questions and answers will be posted on the City's e-Procurement Portal and visible to all.

Any revisions to the Standard Contract should be in the Proposal Transmission Letter and shown in redline, as described above.

4.3. General Proposal Format Requirements

A. The City discourages lengthy and costly proposals. A Proposal should be prepared simply and economically and provide a straightforward, concise description of the Proposer's capabilities to satisfy the requirements of this RFP. Emphasis should be on conformity to the City’s instructions, requirements of this RFP, and completeness and clarity of content.

https://secure.procurenow.com/portal/CityofWestSacramento https://secure.procurenow.com/portal/CityofWestSacramento

B. A Proposal must address all portions of the RFP, provide all information requested, and comply with all formatting requirements detailed herein.

C. A Proposal must be labeled and organized as requested in this RFP, including using section headers. Failure to follow the specified format, to label the responses correctly, or to address all of the subsections may, at the City’s sole discretion, result in the rejection of a Proposal.

D. A Proposal must not contain extraneous information. All information presented in a Proposal must be relevant to, and in response to, a requirement of this RFP. Any information not meeting these criteria shall be deemed extraneous and shall in no way contribute to the evaluation process.

E. A Proposal shall be prepared on standard 8 1/2" x 11" formatted electronic documents. Foldouts containing charts, spreadsheets, and other exhibits are permissible but Proposer shall be reminded that responses will be read electronically through the City’s e-Procurement Portal.

F. All responses, as well as any reference material presented, must be written in English.

G. All monetary amounts must be detailed in United States currency.

H. All uploaded proposal pages must be numbered. Proposals shall be limited to a total of twenty-five (25) pages and should not include unnecessary company advertisement material. Resumes and references are part of the proposal package and will be included as part of the total page count. Cost proposals may be excluded.

4.4. Proposal Preparation, Interview, and Negotiation Costs

The City shall not be responsible for, nor shall it pay, any costs associated with the preparation, proposal, or presentation of any Proposal, or costs incurred by the Proposer during the preparation of the Proposal, the Proposal Evaluation Process, or Contract Award Process.

4.5. Proposal Withdrawal

A Proposal may be withdrawn at any time by clicking "unsubmit" on the City's e-Procurement Portal. If after withdrawing a Proposal and before the deadline to submit a Proposal, a Proposer may submit another Proposal.

4.6. Proposal Amendment

A Proposal may be amended prior to the deadline to submit a Proposal by unsubmitting and resubmitting a Proposal on the City's e-Procurement Portal. After the deadline to submit a Proposal, the

City shall not accept any amendments, revisions, or alterations to a Proposal.

4.7. Proposal Errors

Proposers are liable for all errors or omissions contained in their Proposal. A Proposer is prohibited from altering a Proposal through any means after the deadline for submitting a proposal.

4.8. Incorrect Proposal Information

If the City determines that a Proposer has provided, for consideration in the Proposal Evaluation Process or Contract Award Process incorrect information which the Proposer knew or should have known was materially incorrect, the Proposal may be rejected by the City, at its sole discretion.

5. Terms and Conditions

5.1. Prevailing Wages

A. Contractor Registration. Pursuant to Labor Code section 1725.5, no contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations (DIR) pursuant to Labor Code section 1725.5. No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the DIR pursuant to Labor Code section 1725.5. The work contemplated by this

RFP is subject to compliance monitoring and enforcement by the DIR.

B. Prevailing Wages. Proposers are hereby notified that the DIR has determined the general prevailing rate of wages for each craft, classification, or type of worker needed to execute the work. Copies of the current schedules for California prevailing wages are located in the City’s office, and the contents of those schedules are included herein as if set forth in full.

5.2. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic

Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of

Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

5.3. Assignment and Subcontracting

The Contractor may not subcontract, transfer, or assign any portion of the Contract without prior written approval from the City. Any subcontractor, subconsultant, or other contracting parties

(collectively, "Subcontractor") must be specifically approved in writing by the City. Inclusion of a subcontractor in a Proposal does not guarantee the City's later approval of a Subcontractor.

Notwithstanding the use of an approved Subcontractor, the Contractor shall remain the prime contractor and responsible for all work performed under the Contract and pursuant to this RFP.

5.4. Project Management Documentation & Administration

Virtual Project Manager (VPM)

The City anticipates using an online cloud-based project management system to manage, assign, and coordinate specific tasks with the City's selected Contractor within the Scope of Work. By way of this section, the City reserves the right to utilize an online cloud-based project management system. By submitting a bid, bidder acknowledges and agrees that they are prepared to use the system, as may be required by the City. The City's specific system is Virtual Project Manager (VPM). VPM allows for https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf paperless documentation and project administration. For more information on VPM, go to www.virtual-pm.com

A. Submittal Procedures and Construction Progress Documentation for requirements for administering and using VPM.

1. The Contractor shall submit the items associated with this section via Virtual Project

Manager (VPM), an online cloud-based project management system, as specified below.

2. Virtual Project Manager (VPM) allows for paperless documentation and project administration. All posted information is available to all personnel involved with the project at any time using the internet.

3. The use of VPM by the Contractor is mandatory. Access to VPM will be provided at no cost to the contractor.

4. In order to utilize VPM, the contractor needs a computer, internet access, a digital camera, and a scanner. For more information, go to www.virtual-pm.com. To Login, from the homepage, select LOGIN and enter the Username and Password that will be provided to you by the agency.

B. The contractor shall use the following features:

1. Daily Logs: Contractor’s daily reports shall be entered electronically via VPM.

2. Change Order Manager: Contractor requests for change order shall be submitted electronically via VPM.

3. Transmittals: Schedules, Pay applications, etc. shall be submitted electronically via VPM.

4. Submittals: Submittals requiring approval shall be submitted electronically via VPM.

5. RFIs: Requests for information (RFIs) shall be submitted electronically via VPM.

C. Technical Submittals

1. Submittal Procedure

a. The Contractor shall utilize the agency’s online cloud-based project management system

(Virtual Project Manager) for submittals.

5.5. RFP Amendment and Cancellation

The City reserves the right to amend, cancel, or reissue this RFP at any time and at its sole discretion.

Any amendment shall be in writing and posted to the City's e-Procurement portal. A potential Proposer is solely responsible for clicking "Follow" on the RFP page to receive notifications and shall be solely responsible for complying with such notifications.

5.6. Right of Rejection

A. The City reserves the right, at its sole discretion, to reject any and all Proposals, no matter their level of responsiveness, or to cancel this RFP in its entirety.

B. A Proposer must comply with all of the terms and instruction of this RFP, and all applicable state and local laws and regulations. Any Proposal that does not meet the requirements of this RFP may be considered to be nonresponsive and rejected.

C. A Proposer may not restrict the rights of the City or otherwise qualify a Proposal. If a Proposer does so, the City may determine the Proposal is a nonresponsive counteroffer, and the Proposal may be rejected.

D. The City reserves the right, at its sole discretion, to waive variances in a Proposal, provided such action is in the best interest of the City. Where the City waives variances in a Proposal, such waiver does not modify the RFP requirements or excuse the Proposer from full compliance with the RFP. Notwithstanding any variance, the City may hold any Proposer to strict compliance with the RFP.

5.7. Prohibition of Respondent Terms and Conditions

A Proposer shall not submit their own contract terms and conditions in a Proposal. If a Proposal contains such terms and conditions, the City, at its sole discretion, may reject the Proposal. A Proposer may either submit Questions to gain clarification on a term of the City's standard contract or submit proposed revisions to the City's standard contract in redline as part of the Proposal Transmission Letter, both pursuant to the terms of this RFP.

5.8. Joint Ventures and Partnering

A Proposal from joint ventures or entities partnering for a specific service must be designed to minimize any administrative burden on the City as a result of the participation of multiple entities. Joint proposals must adhere to the following:

A. The Proposal shall respond to each section and subsection of this RFP.

B. The Proposal shall clearly set forth the respective responsibilities and functions that each

Principal of the joint venture or partnering entities would perform if awarded a Contract pursuant to this RFP.

C. The Proposal must include a copy of the joint venture or partnering agreement(s) that identify the Principals involved, as well as their rights and responsibilities regarding the Contract pursuant to this RFP.

D. The Proposal Transmittal Letter must be signed by each Principal of the joint venture and include all required information.

5.9. Proposal of Alternate Services

A Proposal for alternate services (i.e., proposals that offer something different from that requested by the RFP) will be considered nonresponsive and rejected.

5.10. Proposal of Additional Services

A Proposal may indicate and offer services in addition to those required by this RFP. These additional services may be added to the Contract, at the sole discretion of the City. The cost for any such additional services shall be mutually agreed upon by the Contractor and the City, and incorporated into the

Contract before execution.

5.11. Severability

If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the City and

Proposers shall be construed and enforced as if the RFP did not contain the particular provision held to be invalid.

5.12. Licensure and Special Certification

Before executing the Contract pursuant to this RFP, the Contractor must hold all necessary business and professional licenses and certifications to complete the Scope of Work. The City may require any or all

Proposers to submit evidence of proper licensure and certifications.

5.13. Disclosure of Proposal Contents

All Proposals and other materials submitted to the City related to this RFP shall become the property of the City. Selection or rejection of a Proposal does not affect this right. All proposal information, including detailed price and cost information, shall be held in confidence during the evaluation and selection process. Upon the completion of the evaluation and selection process, or by rejection of all Proposals, the Proposals and shall be open for review by the public to the extent required by the California Public

Records Act, Government Code section 6254 et seq.. By submitting a Proposal, a Proposer acknowledges and accepts that the contents of the Proposal and associated documents shall become open to public inspection.

Portions of a Proposal exempt from public disclosure by law may be protected from public disclosure by the City. A Proposer is required to clearly label such portion of a Proposal "CONFIDENTIAL" and list the grounds for non-disclosure. In doing so, the Proposer thereby agrees to indemnify and defend the City from any action arising from the non-disclosure of the information. The failure to so label any information shall constitute a complete waiver of all claims for damages caused by or related to any release of the information.

5.14. Conflict of Interest and Restrictions

By submitting a Proposal, the Proposer certifies that no amount shall be paid directly or indirectly to an employee or official of the City as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the procurement under this RFP.

5.15. Proprietary Information

A copy of each Proposal shall be retained for official files and will become public record after the award of a contract unless the Proposal, or specific parts of the Proposal, can be shown to be exempt by law.

Each Proposer may clearly label any part of a Proposal as "CONFIDENTIAL." In doing so, the Proposer thereby agrees to indemnify and defend the City for withholding the information from public inspection.

Failure to label information shall constitute a complete waiver of all claims for damages caused by or related to any release of the information.

If a public records request for appropriately-labeled information is received by the City, the City will endeavor to notify the Proposer of the request and delay access to the material until seven (7) working days after the City’s notice. Within that time delay, it will be the duty of the Proposer to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

6. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposal Transmittal Letter

Information and completeness of a Proposal

Transmittal Letter in conformity with the requirements in the RFP.

Points Based 15 (15% of Total)

2. Proposer Qualifications and Experience

Qualifications and experience of the Proposer and members of the team that may be assigned tasks within the Scope of Work.

Points Based 20 (20% of Total)

3. Proven Ability

Ability to complete the Scope of Work, as described in the Proposal, including experience completing projects for public agencies similar to the City.

Points Based 30 (30% of Total)

4. Technical Approach

Operational and organizational approach to complete the Scope of Work.

Points Based 30 (30% of Total)

5. Acceptance of City's Standard Contract for

Services

Ability to accept the City’s Standard Contract with little to no qualifications.

Points Based 5 (5% of Total)

7. Consultant Selection and Contract Award

7.1. Proposal Evaluation Process

The Proposal review and evaluation process will comply with the following processes ("Proposal

Evaluation Process"):

A. The Proposal Evaluation Process is designed to establish a list of qualified Proposers with the best combination of attributes based upon the Evaluation Criteria.

B. The City's Proposal Evaluation Process is intended to identify the Proposer with the best combination of attributes. Cost is not the exclusive attribute and the lowest Proposer is not guaranteed to be offered a Contract.

C. The Project Contact, identified in the "Contact Information" of this RFP, shall manage the

Proposal Evaluation Process and maintain all records related to the process.

D. The Project Contact shall conduct an initial review of all Proposals and determine if each

Proposal is in compliance with the requirement specified in this RFP and, thereby, responsive.

E. The Project Contact shall work with selected City staff whose specialties and responsibilities are relevant to this RFP (collectively, "Evaluation Team") to complete the evaluation process.

F. The Evaluation Team shall evaluate all responsive Proposals. Each Evaluation Team member shall score each responsive Proposal based on the Evaluation Criteria.

G. The City reserves the right, at its sole discretion, to request clarification of any Proposal. Any such communication shall only be after initial evaluation by the Evaluation Team and only for the purpose of ensuring full understanding of the Proposal. Any clarification shall be made by the Proposer in writing.

H. Proposers with the highest scores pursuant to the Evaluation Criteria may be asked to complete an interview. The City reserves the right, at its sole discretion, to request an interview. If requested, interviews shall be conducted as provided in this RFP.

7.2. Proposer Interviews

The top-rated Proposers with the highest score from the Evaluation Criteria may be interviewed and rated. The City reserves the right, at its sole discretion, to request interviews. If interviews are held, they will occur at a time and location to be specified or virtually via a City internet platform.

A. Interviews will be conducted by the Evaluation Team and in a format determined by the Team, generally consisting of Team questions and Proposer presentations. The interviews will be limited to one (1) hour. The Evaluation Team shall use the Evaluation Criteria to rate Proposers during the interview.

B. Interviews shall be attended by the individual identified in the Proposal as the primary contact to the City on a day-to-day basis and members of the proposed team identified in the

"Personnel" section of the Mandatory Qualifications and Experience.

C. Following all interviews, the Evaluation Team will re-rank the Proposers to determine the highest ranked Proposers. Then, the Project Contact will open the sealed Cost Proposals for the highest ranked Proposers and re-rank the highest ranked Proposers based on overall ranking and Cost Proposal.

7.3. Contract Award Process

The contract selection and award process shall comply with the following process ("Contract Award

Process"):

A. The Project Contact shall invite the Proposer with the highest score from the Proposal

Evaluation Process to participate in contract negotiations with the City.

B. Proposer and City shall negotiate the final terms and conditions of the Contract, pursuant to this

RFP. The Contact shall contain the same, or substantially the same, terms and conditions as portrayed in this RFP, the Scope of Work, the Proposal, and the City's Standard Contract.

C. Following negotiations, the City shall draft a contract for execution by all parties. If the Proposer fails to sign and return the Contact within seven (7) working days of its delivery to the Proposer, the City may determine, at its sole discretion, that the Proposer is nonresponsive to the terms of this RFP and initiate further Proposal Evaluation Processes.

D. City records related to this RFP shall be made available for public inspection, as permitted by law, following Contract execution, or rejection of all Proposals.

E. The City reserves the right to accept or reject any or all Proposals.

8. Standard Contract Information

8.1. Standard Contract

The Contract executed pursuant to this RFP shall contain the same, or substantially the same, terms as provided in the City of West Sacramento Standard Professional Services Contract (provided in

Attachments). Capitalized and bracketed items shall be replaced with appropriate information in the final contract.

This RFP, including the Scope of Work, and the successful Proposal emanating from the RFP process shall be incorporated into the Contract.

8.2. Insurance Requirements

The apparent successful Proposer will be required to provide proof of insurance as set forth in the

Standard Contract and Insurance Requirements, both found in Attachments, prior to commencing work.

Exceptions to City insurance requirements will not be made. Any Proposer unable to meet the insurance requirements, as detailed, shall not be eligible for selection or award of a Contract.

8.3. Contract Approval

This RFP, Proposal Evaluation Process and…