REQUEST FOR PROPOSAL

NO. 26-121PW

CITYWIDE FACILITIES MANAGEMENT

CONSULTING SERVICES

KEY RFP DATES:

The schedule below is tentative and subject to change at the discretion of the City, with appropriate notice to prospective proposers. All times are Pacific Standard Time.

RFP Release Date November 4, 2026

Submit signed NDA November 11, 2026, by 4:00 PM

Release of plans and supporting technical documents to firms with accepted NDAs November 12, 2026, by 4:00 PM

Deadline for Questions and Exceptions November 18, 2026, by 4:00 PM

Proposal Due Date November 30, 2026, by 4:00 PM

TABLE OF CONTENTS

I. PROPOSER RFP CHECKLIST

II. CITY BACKGROUND

III. PROJECT OVERVIEW

IV. LOCATIONS – FACILITY/AREA COVERED

V. SCOPE OF SERVICES

VI. CONFIDENTIALITY AND ACCESS TO PLANS

VII. PROJECT TIMELINE

VIII. TERMS OF AGREEMENT

IX. MINIMUM QUALIFICATIONS

X. SUBMITTAL INSTRUCTIONS

XI. PROPOSAL CONTENTS AND FORMAT

XII. EX PARTE COMMUNICATION

XIII. QUESTIONS AND REQUESTS FOR INFORMATION OR CLARIFICATION

XIV. EXCEPTIONS

XV. ADDENDA

XVI. SELECTION PROCEDURES AND CRITERIA

XVII. INSURANCE

XVIII. UNDERSTANDING THE RFP

XIX. WITHDRAWALS

XX. GENERAL TERMS AND CONDITIONS

EXHIBIT I SCOPE OF SERVICES

EXHIBIT II – PHASE 1 FACILITY LOCATION MAP

EXHIBIT III – SAMPLE SERVICES CONTRACT

ATTACHMENT A

ATTACHMENT B

EXHIBITS

EXHIBIT I – SCOPE OF SERVICES

EXHIBIT II – PHASE 1 FACILITY LOCATION MAP

EXHIBIT III – SAMPLE SERVICES CONTRACT

ATTACHMENTS

A PROPOSER’S CERTIFICATION AND PROPOSAL PRICING

B NON-DISCLOSURE AGREEMENT

I. PROPOSER RFP CHECKLIST

☐ Download the RFP Documents from the City’s website. Register if new to the City’s

PlanetBids website.

https://www.eastvaleca.gov/home

Go to Bids & RFP’s

☐ Carefully review the entire RFP document. Questions can be submitted for clarification in accordance with the instructions provided herein.

☐ Download, review, and acknowledge all addenda issued for the RFP. All addenda are released on the City’s online bidding system, PlanetBids.

☐ Prepare your firm’s proposal in the format required in the RFP. Address all sections of this RFP requiring information and proposed services in a clear and concise manner.

☐ Complete and include all required attachments, certifications, licenses, and other forms with proposal.

☐ Upload your proposal on time on the City’s online bidding system. Allow sufficient time to submit proposal fully. No late proposal shall be accepted. No exceptions shall be made.

RFP No. 26-121PW Citywide Facilities Management Consulting Services https://www.eastvaleca.gov/home

II. CITY BACKGROUND

Eastvale is the most northwest city in Riverside County, in Southern California, and is surrounded by the Cities of Chino and Ontario in San Bernardino County on the west and north and the Riverside County Cities of Jurupa Valley, Norco and Corona on the east and south. The Santa Ana River and Cucamonga Creek waterways border the city as does Interstate 15 and Highway 60.

To learn more about the City of Eastvale, please visit: https://www.eastvaleca.gov/home

III. PROJECT OVERVIEW

The City of Eastvale ("City") is soliciting proposals from qualified consultants through this formal Request for Proposals (RFP) to assist with developing a comprehensive Facilities Maintenance Program for the City's new Civic Center and other City-owned facilities described in Exhibit I. The objective of this procurement is to establish a rigorous, data-driven maintenance framework, including asset registries, preventative maintenance (PM) schedules, and standard operating procedures (SOPs). The final programming deliverables will be used by the City to optimize day-to-day operations and to structure future competitive bids for outsourced trade contractors.

The overall consulting scope is divided into two parts:

• Phase 1: Programming for the facilities identified in Exhibit I; and

• Phase 2: Programming for future facilities not yet specified.

At this time, the City is requesting a scope and fee proposal for Phase 1 program development only. Upon satisfactory performance during Phase 1 and subject to applicable purchasing and City requirements, policies and procedures, the City may consider retaining the selected consultant to develop Phase 2 programming. Once the future facilities are defined, Phase 2 programming will be scoped, priced, and approved under a separate process.

In addition to maintenance programming, this RFP includes an optional task to provide a service as an owner’s representative to support implementation of the Facilities Maintenance Program. These services may include reviewing Contractors’ implementation plans, monitoring performance against contract requirements, identifying deficiencies and recommending corrective actions, and providing reports and practical guidance to the City’s Facilities Manager. To facilitate knowledge transfer, the City’s Facilities Manager may shadow the consultant during site visits, maintenance planning, Contractor coordination, and performance reviews to learn how to administer the program. Proposers shall include a proposed scope of work, service schedule, staffing, and fee assuming one year of owner’s representative services in their proposal for City to review and approval. These services shall begin only upon separate written City authorization.

The consultant selected under this RFP will assist the City in preparing technical specifications, scopes of work, and supporting solicitation documents for future competitive procurements of

RFP No. 26-121PW Citywide Facilities Management Consulting Services https://www.eastvaleca.gov/home facility maintenance services. The selected Consultant will not be eligible to compete for or perform the maintenance services solicited under this Agreement. This does not prohibit the Consultant from performing Phase 1 services or separately authorized owner’s representative services described in this RFP. Consultant may continue providing Phase 2 programming and owner’s representative services, as authorized by the City.

Hereinafter, the terms “Vendor”, “Proposer”, “Firm”, “Consultant”, and “Contractor” shall refer to any legal entity or entities submitting a proposal in response to this Request for Proposals (RFP).

IV. LOCATIONS – FACILITY/AREA COVERED

Facility/Area Approximate Area

City Hall 52,340 SF

Library 25,599 SF

Police Station 22,021 SF

Civic Park and associated grounds 2.8 Acres

Civic Plaza and other outdoor areas Plaza included within the Civic Park description

Pocket park at Scholar and Limonite 1.1 Acres

Fire Station 27 10,814 SF

Fire Station 31 6,004 SF

New surface parking lot 1.8 Acres

V. SCOPE OF SERVICES

See Exhibit I – Scope of Services

VI. CONFIDENTIALITY AND ACCESS TO PLANS

Any Potential Proposer interested in participating in this RFP process or submitting a proposal must sign and return the City's Non-Disclosure Agreement (Attachment B). After the City receives and accepts the signed Non-Disclosure Agreement (NDA), it will provide the consultant with access to plans, specifications, reports, submittals, and other supporting technical documents necessary to prepare a proposal for the Phase 1 facilities. Such documents may include information related to the Civic Center buildings, Civic Park and associated grounds, Civic Plaza and other outdoor areas, the pocket park, Fire Station 27, Fire Station 31, and the new surface parking lot.

Potential Proposers shall comply with all requirements of the executed NDA. Prior to providing any confidential information to a subconsultant or other third party, the Potential Proposer shall also require that party to agree in writing to be bound by the terms of the Non-Disclosure Agreement.

RFP No. 26-121PW Citywide Facilities Management Consulting Services

How to submit the Non-Disclosure Agreement

Email the executed Non-Disclosure Agreement in PDF format, signed by an authorized representative of the firm, to:

Contact: Karla Lopez Title: Purchasing Manager

Email: KaLopez@eastvaleca.gov

Include the firm's legal name and a designated contact person's name, phone number, and email address.

Deadline to submit NDA:

To receive access to the document package on November 12, 2026, the City must receive the signed NDA no later than November 11, 2026, by 4:00 PM Pacific Time.

VII. PROJECT TIMELINE

Event, Milestone, or Deliverable Anticipated Date

Consultant RFP issued November 3, 2026

Submit signed NDA November 11, 2026, by 4:00 PM

Release of plans and supporting technical documents to firms with accepted NDAs

November 12, 2026, by 4:00 PM

Deadline for questions and exceptions November 18, 2026, by 4:00 PM

Consultant proposals due November 30, 2026, by 4:00 PM

Proposal evaluation and reference checks December 2026

City Council consideration of consultant agreement On or about January 27, 2027

Phase 1 Facilities Maintenance Program development February 1 – April 30, 2027

Anticipated City Maintenance Procurement Schedule

The milestones below are provided for informational and planning purposes only and reflect the City’s anticipated schedule for a separate future procurement of facility maintenance services. Phase 1 technical specifications and supporting procurement deliverables are anticipated to be completed by April 30, 2027. The subsequent maintenance procurement is not part of the Services under this RFP and will be conducted separately by the City. The Consultant selected under this RFP will not be eligible to compete for the resulting maintenance services. Optional owner’s representative services, if authorized, will begin only after issuance of a separate written City authorization.

RFP No. 26-121PW Citywide Facilities Management

Event, Milestone, or Deliverable Anticipated Date

Preparation of maintenance contractor solicitation May – June 2027

Maintenance contractor solicitation issued On or about June 14, 2027

Questions for maintenance contractor solicitation On or about June 25, 2027

Possible site visit for maintenance contractors On or about June 29, 2027

Maintenance contractor proposals/bids due On or about July 12, 2027

Maintenance contractor evaluation and reference checks On or about July 2027

City Council consideration of maintenance contracts On or about August 11, 2027

Notice to Proceed for maintenance contractors On or about September 1, 2027

VIII. TERMS OF AGREEMENT

After approval of an Agreement between the City and the successful proposer, the Project will commence after the City issues an authorization to proceed. Phase 1 program development is anticipated to occur from February 1 through April 30, 2027, with final deliverables subject to City acceptance. The agreement terms and any authorized extensions will be established with the selected consultant before execution to accommodate program development and any subsequently authorized Phase 2 programming or owner’s representative services.

Subsequent services require a City-approved scope, schedule, and compensation before work begins.

IX. MINIMUM QUALIFICATIONS

Proposers shall demonstrate the qualifications below. Proposers not meeting the minimum requirements may be disqualified.

1) Proposer must have been in business continuously for the most recent ten (10) years prior to the date of this RFP.

2) Proposer shall have a minimum of ten (10) years of relevant facilities management consulting experience, including maintenance program development.

3) Proposer shall have completed at least ten (10) comparable facilities maintenance program development assignments for municipal, institutional, or commercial facilities.

4) Proposed project manager/team lead shall have completed at least five (5) comparable facilities maintenance program development assignments for municipal, institutional, or commercial facilities as a project manager/team lead.

5) Proposer shall provide minimum five (5) references and contact information for reference checks. References must attest to the excellent quality of service, high quality deliverables, timely submission of deliverables. See Section XI. Proposal Contents and Format (I – Client References).

RFP No. 26-121PW Citywide Facilities Management

X. SUBMITTAL INSTRUCTIONS

It is the responsibility of the Proposer to ensure that any proposals submitted have been uploaded to PlanetBids prior to the RFP due date and time. Proposals, including all required sections and forms, shall be submitted electronically via the city’s online bidding system, PlanetBids. No other form of submittal will be accepted.

PlanetBids will not accept late proposals, and no exceptions shall be made. If submittal is completed by the deadline, Proposers will receive an e-bid confirmation number with a time stamp from PlanetBids indicating that their proposal was submitted successfully. The City will only receive and consider those proposals that were transmitted successfully.

Submit proposal online at: https://vendors.planetbids.com/portal/43976/portal-home

Proposer shall be solely responsible for informing itself with respect to the proper utilization of the online bid management system, for ensuring the capability of their computer system to upload the required documents, and for the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer’s sole risk and no relief will be given for late and/or improperly submitted proposals. Proposers experiencing any technical difficulties with the bid submission process may contact PlanetBids at (818) 992- 1771. Questions of an operational nature may be directed to the City’s assigned RFP Administrator. Neither the City, nor PlanetBids, makes any guarantee as to the timely availability of assistance, or assurance that any given problem will be resolved by the bid submission deadline.

Proposals shall NOT be submitted by email, telegraphic, or facsimile means.

All notifications, updates and addenda will be posted online on PlanetBids at https://vendors.planetbids.com/portal/43976/portal-home. Proposers registered with PlanetBids and have downloaded the RFP documents from the online bidding system will receive email notifications upon the release of project updates and communications. Please ensure registration and contact information is updated in PlanetBids. Proposers shall be responsible for monitoring the site to obtain information regarding this solicitation. Failure to respond to required updates may result in a determination of a nonresponsive proposal.

XI. PROPOSAL CONTENTS AND FORMAT

Proposers should structure their proposals as described below and in such a way to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP.

Colored displays, promotional materials, photographs, etc., are not necessary nor desired.

Emphasis should be concentrated on conformance to RFP instructions, responsive to the RFP requirements, and the completeness and clarity of content. Digital dividers and clear organization of content material are encouraged. Proposals shall include each of the sections listed below, and in the order presented. Failure to address all items will impact the evaluation and may classify the response as non-responsive, precluding it from further consideration.

RFP No. 26-121PW Citywide Facilities Management

Consulting Services https://vendors.planetbids.com/portal/43976/portal-home

Required Proposal Sections are as follows:

A Title Page F Project Staffing and Organization B Letter of Transmittal G Project Work Plan and Schedule C Executive Summary H Cost Proposal D Company Background and Experience I Client References E Project Understanding J Appendices

Below, each section is detailed further. The required information must be included in Proposer’s submissions at minimum. Additional information relative to the Proposer’s experience, service or product offerings, proposed innovation, etc. may be included as supplemental information.

A. Title Page shall include, at minimum, the following:

• Name of Project – Title of this RFP

• Submitted by - Company’s Name

• Date of Submittal

• Title Page must be addressed to the following City Project Manager:

Yurhi Choi, Assistant City Engineer

City of Eastvale, Public Works Department

12363 Limonite Avenue, Suite 910

Eastvale, CA 91752

B. Letter of Transmittal should:

• Indicate the intention of the firm to adhere to the provisions described in the RFP without modification;

• Identify the submitting organization;

• Identify the person, by name and title, authorized to contractually obligate the organization;

• Identify the contact person responsible for this response, specifying name, title, mailing address, phone, fax, and email address;

• Acknowledge the proposal is considered firm for one hundred and eighty (180) days after the due date for receipt of proposals or receipt of the last best and final offer submitted;

• Provide the original signature of the person authorized to contractually obligate the organization.

RFP No. 26-121PW Citywide Facilities Management

C. Executive Summary

Provide an Executive Summary that presents in brief, concise terms a summary level description of the contents of the proposal response.

D. Company Background and Experience

This section of the proposal shall establish the ability of the firm to satisfactorily perform the required work by reasons of experience in performing work of a similar nature, demonstrated competence in the services to be performed, strength and stability of the firm, staffing capability, and record of meeting expectations on similar projects. The City, at its option, may require a firm to provide additional support and/or clarify requested information. The firm shall also provide:

1. A brief profile of the firm

a. A brief description of the organization structure and primary products and services provided

b. Other major products or services offered

c. Company’s experience developing asset registers, maintenance schedules, operating procedures, and data suitable for Computerized Maintenance Management System (CMMS) import

d. Company’s dedication and commitment to serve public sector clients

2. A general description of the company’s financial condition

a. Provide information regarding any pending litigation, contract defaults, planned office closures, impending mergers, bankruptcies, or other conditions related to the financial health of the company

3. Company’s experience in performing work of a similar nature to that solicited in this RFP

a. Highlight participation in such work by the key personnel proposed for assignment to this project

E. Project Understanding

Describe the firm’s understanding of the Phase 1 facilities and the approach to document review, site assessments, asset data collection, maintenance planning, staffing recommendations, annual operating cost estimates, and preparation of technical specifications and procurement documents. Explain how the firm will address incomplete information and coordinate with City staff.

RFP No. 26-121PW Citywide Facilities Management

Identify assumptions, exclusions, information needs, and any concerns affecting the scope or schedule. Describe the proposed approach, duration, and level of effort for subsequent owner’s representative services, including guidance and shadowing opportunities for the City’s Facilities Manager. The proposed scope and fee for one year of owner’s representative services shall be submitted with this proposal using Attachment A.

The City will review the proposed services and compensation before separately authorizing the work.

Proposers shall include a sample scope of work for a maintenance services contract appropriate for a municipal campus such as the Eastvale Civic Center. The sample shall demonstrate the firm’s ability to define maintenance tasks, service frequencies, contractor responsibilities, performance standards, and reporting requirements. The City will evaluate the sample’s clarity, completeness, practicality, and relevance under the “Understanding of Scope of Work & Quality of Proposal” evaluation criterion.

F. Project Staffing and Organization

Proposer shall identify key personnel who will be assigned to the project, assuming an estimated February 1, 2027 start date. An organization chart for the project shall be provided. The chart shall indicate how the firm intends to structure the project effort, and identify the Project Director/Engagement Manager, Project Manager, Technical Team Members, Trainers and all other key personnel. Key personnel information must include resumes describing relevant experience and commitment level for the duration of the project.

The specific staff identified in the original Proposal may not be changed prior to commencement of work or during the course of the project without the specific approval of the City and two weeks’ notice. Replacement candidates must have the same or higher level of similar experience as the original project team member they replace. Resumes of replacements shall be submitted with all applicable information. The City reserves the right to require the replacement of any key staff member at any time during the project.

G. Project Work Plan and Schedule

Proposer must include details of its proposed methodology and implementation strategy along with a schedule for the performance of the tasks identified in the Scope of Work of this RFP. The Work Plan shall provide a narrative description of the plan for implementing the work tasks as well as any substantive or procedural innovations used by the firm on similar projects that are applicable to the services described in this RFP.

The Work Plan and Schedule shall address the following:

RFP No. 26-121PW Citywide Facilities Management

1. Detailed Phase 1 work plan schedule, assuming a February 1, 2027 start and April 30, 2027 completion

2. Project Management Services

3. Major milestones

4. Key deliverables

5. Completion dates

The detailed Work Plan and Schedule must be prepared with suggested major tasks and payment milestones. These payment milestones shall clearly identify quantifiable, measurable, sub-tasks to allow determination of milestone completion status during all phases of the project.

The Work Plan and Schedule shall be of sufficient detail to provide the City the necessary task, resources, and sequence information to allow for logistics and staff allocation planning. Proposer’s Work Plan must state any facilities, data, and other requirements that the City will be expected to provide.

The City understands that each firm will have their own methodology derived from their industry experience and software requirements. It is the desire of the City to have consistency of detail within the Work Plan and Schedule across respondents to allow for an objective determination by staff as to the quality and feasibility of each Proposer’s Work Plan and Schedule.

Specify the recommended duration for each Phase 1 task and City review period. Cite examples of actual delivery timeframes on comparable assignments.

Work Plan must describe the Proposer’s program control methods for demonstrating firm’s performance, adherence to and control of the project schedule and budget.

Include time and resources for validating the asset register, incorporating two rounds of consolidated City comments, and obtaining acceptance of the program and editable deliverables. Describe the handoff of the program to City staff and the proposed approach to guidance and shadowing under any subsequently authorized owner’s representative services.

Identify the facilities, documents, data, staff coordination, site access, and other support the City will need to provide for Phase 1. Distinguish these requirements from support associated with future Phase 2 programming and owner’s representative services.

H. Cost Proposal Proposers shall submit the following as part of their Cost Proposal:

RFP No. 26-121PW Citywide Facilities Management

(1) a fixed lump-sum fee for Phase 1 Facilities Maintenance Program development, allocated by the deliverables identified in Attachment A; and

(2) A separate scope and fee for one optional year of owner’s representative services. A fee breakdown by facility or location is not required. The optional owner’s representative fee shall not be included in the Phase 1 fixed-fee total, does not constitute a guarantee of work, and may be authorized only through a separate written authorization. Provide a separate fee for one year of optional owner’s representative services; exclude that fee from the Phase 1 fixed fee.

No fee is requested for Phase 2 programming.

Pricing shall remain firm for the authorized Phase 1 program development scope.

The City reserves the right to negotiate compensation and the payment schedule before award.

The City shall not provide reimbursement for travel-related expenses, mileage, parking, lodging, meals, incidental fees, insurance, freight/shipping and handling/delivery, and any other business expenses, supplies and materials related to providing services as specified herein.

Additional costs will not be considered and will not be reimbursed by the City, therefore, such costs must be absorbed in Proposer’s cost proposal fee structure. Any language related to travel reimbursement shall be stricken from the document by the City and if not stricken, shall be deemed invalid.

Proposals shall be valid for a minimum of one hundred eighty (180) days following Proposal deadline. The cost for developing the Proposal is the sole responsibility of the Proposer. All Proposals submitted become property of the City.

I. Client References

Proposer shall provide at least five (5) references for comparable municipal or institutional assignments, preferably including public agencies. Proposer grants permission for the City to contact the individuals listed as references.

1. For each reference, Proposer must include the following information:

• Customer Name/Agency

• Name of Project Manager

• Agency address

• Contact/Project Manager phone number

• Contract Amount

RFP No. 26-121PW Citywide Facilities Management

• Contract Term Dates (Effective Date - Expiration Date)

• Description of services or work performed for customer/agency

• Identify key personnel assigned to the project.

2. City may disqualify a Proposer if:

• References fail to substantiate Proposer’s description of services and deliverables provided; or

• References fail to support that Proposer has a continuing pattern of providing capable, productive, and skilled personnel; or

• City is unable to reach the point of contact with reasonable effort. It is the Proposer’s responsibility to inform the point of contact(s) of normal City working hours.

J. Appendices

Proposers shall carefully examine the RFP for required documentation not specifically covered in each of the subsections of this section of the RFP and shall place such documentation in an appendix. Information considered by the firm to be pertinent to this project, but not specifically requested in this RFP, may also be placed in an appendix. The firm is reminded that this is not an invitation to submit voluminous amounts of extraneous material. Examples of documents that can be included in this section include:

1. Redacted sample facilities maintenance program or preventative maintenance schedule

2. Redacted sample asset register or CMMS import dataset prepared for another client

3. Examples of comparable municipal or institutional assignments, including relevant staffing, cost estimating, and maintenance procurement deliverables

K. Certifications (Attachments) In addition to the abovementioned proposal contents, the following forms, included in this RFP, shall be signed and included as part of the proposal submittal package:

• Attachment A: Proposer’s Certification and Proposal Pricing

• Attachment B: Non-Disclosure Agreement (execute and return before plan access;

include a signed copy with the proposal)

The proposal must be completely responsive to the RFP. Incomplete proposals will be deemed non-responsive and will be rejected. The City reserves the right to reject any or all proposals submitted, and no representation is made hereby that any commitment will be awarded pursuant to this RFP or otherwise.

RFP No. 26-121PW Citywide Facilities Management

PLEASE NOTE:

• All forms above must be signed by a representative of the Firm that is legally authorized to contractually bind the Proposer.

• City will not waive notarization requirement when applicable on any of the required attachments.

XII. EX PARTE COMMUNICATION

Unless otherwise authorized herein, Proposers who are considering submitting a proposal in response to this RFP, or who submit a proposal in response to this RFP, are only to communicate with the assigned RFP Administrator, and no other City staff or officials about this RFP from the date this RFP is issued until a contract is awarded. The City will provide all official communication concerning this RFP in writing via the City’s Bid Management System, PlanetBids.

The City will not be responsible for or bound by any oral communication or any other information or contact that occurs outside the official communication process specified herein, unless confirmed in writing by the designated Project Manager(s).

XIII. QUESTIONS AND REQUESTS FOR INFORMATION OR CLARIFICATION

Questions regarding this RFP shall be submitted via PlanetBids. Responses to all questions will be posted on PlanetBids no later than the date and time shown at the schedule of key RFP dates on the cover page of this RFP. All prospective Proposers are advised to visit PlanetBids on a regular basis as responses may be posted earlier than the date above (if applicable). No verbal requests or responses will be accepted. Significant interpretations or clarifications will be addressed via addenda to this RFP.

Significant interpretations or clarifications and responses to questions received by the deadline will be addressed via addenda to this RFP, which will be released and posted on PlanetBids under the “Addenda/Emails” tab.

General process questions may be directed to the following RFP Administrator:

Purchasing Contact Name: Karla Lopez Title: Purchasing Manager Email address: Klopez@eastvaleca.gov

XIV. EXCEPTIONS

Requests submitted for City’s consideration of proposed terms and conditions, including modifications to the City’s RFP and/or terms and conditions in the Sample Services Contract (Exhibit III) must be submitted concurrently with the proposal. Such requests should include an RFP No. 26-121PW Citywide Facilities Management attachment in Word or PDF format on formal company letterhead that shows the requested modifications. Should the Proposer be considered for award recommendation and progress into the negotiations phase, the requests for exceptions or modifications to the City’s terms and conditions will be discussed at that time. The City will not accept any requests after the deadline for questions and reserves the right to reject or strike any requests for exceptions or additional terms and conditions related to the Sample Services Contract and/or this RFP.

XV. ADDENDA

Any changes in RFP from the date of release to date of submittal will result in an addendum or amendment. Notification of such addendum or amendment shall be posted on City’s PlanetBids system, https://vendors.planetbids.com/portal/43976/portal-home. Proposers shall be responsible for maintaining current contact information for their company and monitoring the site to obtain information regarding this solicitation.

XVI. SELECTION PROCEDURES AND CRITERIA

A. The City will evaluate all proposals deemed responsive to this request by an evaluation panel selected by the City.

1. Short-List Selection

The City may select two or more proposers from the RFP responses to continue with further evaluation. In the case the City short-lists Proposers, they will be contacted in writing regarding their status as short-listed Proposers. The short-list will be selected by evaluating the Proposer’s response by scoring the criteria outlined within this RFP.

Additional discovery may be performed to assist in selecting the short list Proposers.

The City may request an interview from the short-listed firms to further assist in the selection process. Should the City choose to require an interview process; the proposer will be required to make a short presentation, followed by a question-and-answer period.

2. Final Selection

The finalist will be selected by compiling the qualifications, references, and price evaluation criteria and selecting the one top ranked proposer that the City feels would make the best services partner. The City may, at its discretion, select two finalists if it believes that two proposers are so close as to consider the evaluation a draw. In this case, the two proposers will be taken through negotiation. The best-negotiated solution will become the finalist and will be contracted to provide the proposed solution. If agreement cannot be reached with the top ranked proposer, the City will dismiss the proposer and begin negotiation with the second ranked proposer.

3. Solution Confirmation / Best and Final Offer

RFP No. 26-121PW Citywide Facilities Management Consulting Services

Upon selection of the finalist(s), the City and the finalist will meet to enable both parties to confirm all requirements and representations in order to complete the best and final offer. This meeting may include additional demonstrations, confirmation of information, or any additional items that either party requires to be confirmed. The City may then extend an opportunity to the Proposer to complete a best and final offer.

The best and final offer will form the basis for contract negotiation.

4. Contract Negotiation

At the conclusion of solution confirmation and best and final offer, the City will enter contract negotiations with the finalist. The final negotiated contract, along with the best and final offer, will be submitted to the City of Eastvale’s City Council for approval.

5. Interviews and Oral Presentations: At the option of the City, the evaluation team may request interviews and/or oral presentations by any number of the finalists for the purpose of clarification or amplification of the materials presented in any part of the proposals. The evaluation team may also request best and final offers (BAFO) from one or more prospective firms. However, prospective firms are cautioned that the evaluation team are not required to invite oral presentations, request clarification, or conduct negotiations and may award a contract based on the original proposal.

Therefore, all initial proposals shall be complete and reflect the firm’s most favorable terms.

Should the City decide to request oral presentations, it may choose to invite any number of the firms that submitted top-scoring proposals. No proposer will be given an opportunity to make an oral presentation if any prospective firm receiving a higher score is not invited to make an oral presentation. Proposers must only include proposed key staff for this project and decision makers at most as interviews and oral presentations are the City approaches interviews as an opportunity to explore what it would be like for the City to work with the Proposer’s team in a collaborative setting and to clarify any outstanding questions from their proposal.

When the City elects to receive oral presentations, the firm with the highest Grand Total Score shall be awarded the contract.

B. Evaluation and Scoring Criteria

1. Proposals: Proposals will be scored according to the criteria in the chart below.

CRITERIA WEIGHT

Understanding of Scope of Work & Quality of Proposal 20

Understanding of the Phase 1 facilities, program development needs, and required deliverables

Proposal meets requirements listed in RFP

PAST PERFORMANCE (Experience and References) 30

RFP No. 26-121PW Citywide Facilities Management

Relevant qualifications of the firm and proposed project team

Experience with comparable maintenance programs, asset registers, cost estimates, and procurement documents

Feedback from references

PROJECT PLAN (Approach to Scope of Work Implementation) 40

Timelines and proposed schedule

Proposed staffing, personnel availability, and project organization

Management of performance

Approach to document review, site assessments, data validation, and maintenance programming

Ability to complete Phase 1 and provide the proposed approach to future advisory services

PROPOSED FEE/COST PROPOSAL 10

TOTAL 100

INTERVIEWS/ORAL PRESENTATIONS

Maximum number of additive points for proposers invited to interview or

Provide oral presentations. Total possible score may exceed 100 points.

2. Debriefing

Any Firm that submitted a proposal that was not selected for award of the contract may request a debriefing from the City’s proposal evaluation team. The request for debriefing shall be submitted in writing to the Purchasing Manager within ten (10) working days after it was notified of the City’s intention to award the contract. However, debrief meetings will only be scheduled with firms after the contract has been awarded and fully executed.

XVII. INSURANCE

Contractor shall procure and maintain for the duration of the contract agreement, at its own cost and expense, the following insurance policies and coverage with companies qualified and approved to do business in California and acceptable to City.

1. Commercial General Liability Insurance

a. Contractor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office (ISO) form CG 00 01, in an amount not less than $2,000,000 per occurrence, $4,000,000 general aggregate, and

RFP No. 26-121PW Citywide Facilities Management

$2,000,000 products and completed operations. The policy shall include a per project or per location general aggregate endorsement. If a per project/location endorsement is not available, the limit for the general aggregate shall be doubled.

b. The policy shall allow and be endorsed as primary and not seek contribution from the City’s coverage.

c. The policy(s) shall provide and be endorsed to include, the City, its officers, officials, employees, agents, and volunteers as additional insureds on ISO form CG 20 10 (or equivalent) for ongoing operations, and, for construction or service agreements, ISO form CG 20 37 (or equivalent) for completed operations.

d. Any failure to comply with reporting provisions of the policies by Contractor shall not affect coverage provided to the City.

e. Coverage shall state that Contractor’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.

f. Coverage shall provide and be endorsed to include a waiver of subrogation in favor of the City and its officers, officials, employees, agents, and volunteers.

2. Business Automobile Liability

a. Contractor shall provide automobile liability coverage for owned, non-owned, and hired autos using ISO Business Automobile Coverage form CA 00 01 (or equivalent) with a limit of not less than $1,000,000 each accident. If the Contractor’s business/company does not own any automobiles, coverage for hired and non-owned autos shall be provided. The policy shall provide and be endorsed that the City, its officers, officials, employees, agents, and volunteers are included or named as additional insureds.

b. The policy shall provide and be endorsed to include a waiver of subrogation in favor of the City, its officers, officials, employees, agents, and volunteers.

3. Umbrella or Excess Liability

a. The limits of liability for commercial general liability and automobile liability may be provided through a combination of primary and umbrella or excess liability policies provided each policy complies with the requirements set forth in this agreement. Excess policies shall be follow-form to the underlying policies.

Umbrella or excess policies shall include City and its officers, officials, employees, agents, and volunteers as additional insured

4. Workers’ Compensation and Employers’ Liability - Statutory

RFP No. 26-121PW Citywide Facilities Management

a. Contractor shall, at its sole cost and expense, maintain Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance for all persons employed directly or indirectly by Contractor. The Statutory Workers’ Compensation Insurance and Employer’s Liability Insurance shall be provided with limits of not less than $1,000,000 each accident, $1,000,000 by disease-policy limit, and $1,000,000 by disease-each employee. No proprietor, partner, executive officer, or member shall be excluded. In the alternative, Contractor may rely on a self-insurance program to meet those requirements, but only if the program of self-insurance complies fully with the provisions of the California Labor Code. Determination of whether a self-insurance program meets the standards of the California Labor Code shall be solely in the discretion of City.

b. The insurer, if insurance is provided, or Contractor, if a program of self-insurance is provided, shall allow, and be endorsed to waive all rights of subrogation against City and its officers, officials, employees, agents, and volunteers.

c. The requirement to maintain Statutory Worker’s Compensation and Employer’s Liability Insurance may be waived by the City upon written verification that Contractor does not have any employees.

5. Professional Liability

a. Vendor shall maintain professional liability insurance that insures against professional errors and omissions that may be made in performing professional services in the minimum amount of $2,000,000 per claim and $2,000,000 in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of the start of work, and Vendor agrees to maintain continuous coverage through a period no less than three (3) years after completion of the work.

6. All Coverages

a. Any available insurance proceeds broader than, or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to the additional insureds. Furthermore, the requirements for coverage and limits shall be (1) the minimum coverage and limits specified; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. No representation is made that the minimum insurance requirements are sufficient to cover the obligations of the Contractor.

b. Each required insurance policy shall be endorsed to state that coverage shall not be cancelled except after thirty (30) days' prior written notice, has been given to the City, except that ten (10) days’ prior written notice shall apply in the event of

RFP No. 26-121PW Citywide Facilities Management cancellation for nonpayment of premium. If a carrier will not provide the required notice of cancellation, the Contractor shall provide written notice to the City of a cancellation no later than five (5) business days before cancellation.

c. All self-insurance, self-insured retentions, and deductibles must be declared and approved by the City.

d. Evidence of Insurance - Prior to commencement of work, the Contractor shall furnish the City with certificate(s) of insurance evidencing compliance with the insurance requirements above. All required endorsements shall be attached to the certificate(s), including additional insured, waiver of subrogation, primary coverage, and notice of cancellation endorsements. The Contractor shall provide complete or certified copies of all required insurance policies if requested by the City.

e. Acceptability of Insurers - Insurance shall be placed with insurers admitted in the State of California and with an AM Best rating of A- VII or higher.

f. Hired Parties - Contractors who will use subcontractors or other parties to provide materials, services, or perform construction or other work for the Contractor must enter into a written and executed contract agreement with each of its subcontractors, vendors, agents, subconsultants and/or any other parties, collectively, “hired parties”. The contract agreement must contain a defense, indemnification and hold harmless provision in favor of the City and its officers, officials, employees, agents, and volunteers. The contract agreement shall also cause the hired parties to comply with the insurance requirements required of the Contractor, including providing an additional insured endorsement for ongoing and completed operations. Contractor shall obtain certificates of insurance and additional insured endorsements from each of its hired parties and provide a copy to City upon request.

XVIII. UNDERSTANDING THE RFP

It is the responsibility of each Proposer to inquire about any criteria, condition, term, provision, or requirement of this RFP that the Proposer does not understand. Responses to inquiries, if they significantly change or clarify the RFP requirements or any aspect of the procurement process, will be forwarded by addenda to all Proposers. The City will not be bound by any oral responses to inquiries. By submitting proposals, Proposers assert that they have fully read the RFP and any addenda issued by the City, and the proposed Sample Services Contract, and affirm that the terms and conditions stated therein are fully understood and are acceptable to the Proposer except for any exception requests that are submitted by the Proposer. Any exceptions to the terms and conditions set forth in the Sample Services Contract (Exhibit III) shall be submitted to the City concurrently with the proposal in a separate document. The City

RFP No. 26-121PW Citywide Facilities Management is not obligated to accept any requested exception and may consider the nature and extent of requested exceptions during evaluation and negotiations.

XIX. WITHDRAWALS

Proposers are responsible for verifying all prices and information before submitting a proposal.

Prior to the proposal due date, the Proposer or Proposer’s representative may withdraw the proposal by providing written notice of the proposal withdrawal to the City’s RFP Administrator.

Verbal or telephonic withdrawals are not permissible.

XX. GENERAL TERMS AND CONDITIONS

A. BUSINESS REGISTRATION

The City requires any individual, corporation, supplier, contractor, subcontractor, and sole proprietor who wishes to conduct any business within the City of Eastvale to secure a City of Eastvale business registration upon award of the resulting contract. Procedure to register their business with the City of Eastvale is available by contacting the City at (951) 961-0900 or on the City’s website: https://www.eastvaleca.gov/business/business-registration.

B. CITY RIGHT TO REJECT

The City reserves the right to reject any or all proposals submitted and no representation is made hereby that any agreement will be awarded pursuant to this RFP or otherwise. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety or to waive any minor inconsistency, informality or technical defect in the proposal.

C. CONTRACTOR’S EXPENSE

Pre-Contractual Expenses: The City is not liable for any costs incurred by Proposers prior to entering into a formal contract. Costs of developing a response to this RFP, are entirely the responsibility of the Proposer, and shall not be reimbursed in any manner by the City. Pre-contractual expenses are not to be included in the cost proposal. Pre-contractual expenses include, but are not limited to, preparation of the proposal, submission of the proposal and additional information, attendance at pre-proposal conference, negotiating any matter related to this RFP with City, and/or any other expenses incurred by the Proposer prior to the date of award and execution, if any, of the contract.

Other Expenses: The Contractor will be responsible for all costs related to photocopying, telephone communications, fax communications, and parking while on City sites during the performance of work and services.

RFP No. 26-121PW Citywide Facilities Management Consulting Services https://www.eastvaleca.gov/business/business-registration

D. COST PROPOSAL

The awarded Contractor agrees to provide the services at the costs, rates, and fees as set forth in their Cost Proposal and/or fee schedule in response to this RFP. No other costs, rates or fees shall be payable to the awarded Contractor for implementation of their proposal.

E. EXAMINATION

Proposer represents that it has thoroughly examined and become familiar with the services and responsibilities required by this RFP and that it is capable of effectively and efficiently performing quality work to achieve the City’s objectives. Any attachments referenced herein or any interpretations, clarifications or amendments subsequently posted in relation to this RFP are fully incorporated. Any irregularities or lack of clarity in the RFP should be brought to the designated RFP Administrator’s attention as soon as possible so that corrective addenda may be furnished to prospective Proposers. Proposals which appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected.

F. EXECUTION OF AGREEMENT

Upon successful negotiations, the City and the selected Proposer will enter into an Agreement similar to that as shown in EXHIBIT III – Sample Services Contract of this RFP. If a Proposer is unwilling or unable to execute a Contract within thirty (30) days after being notified of selection under this RFP, the City reserves the right to disqualify them without any further obligation.

G. JOINT OFFERS/SUBCONSULTANTS

Where two or more Proposers desire to submit a single proposal in response to this RFP, they should do so on a prime subcontractor basis. The City intends to contract with a single firm, also known as the prime, and not with multiple firms doing business as a joint venture. Should the use of subcontractors be offered, the Proposer shall provide the same assurances of competence for the subcontractor plus the demonstrated ability to manage and supervise the subcontracted work.