CITY OF SANTA MONICA

AGENDA MANAGEMENT SOFTWARE

Records and Election Services

RELEASE DATE: March 12, 2026

DEADLINE FOR QUESTIONS: March 24, 2026

RESPONSE DEADLINE: April 7, 2026, 3:00 pm

APPROVED FOR ADVERTISEMENT

City of Santa Monica

Agenda Management Software

Table of Contents

1. Introduction

2. Term

3. Scope of Work

4. Questions and Answers

5. Vendor Questionnaire

6. Evaluation Criteria

7. Award Process

8. Terms & Conditions

Attachments:

A - Proposer Checklist

B - Software as a Service Template

C - Software Maintenance Agreement Template

D - Technology Insurance Requirements

E - Vendor Information Security Assessment (VISA) Questionnaire

F - Architecture Questionnaire

G - AI Fact Sheet

H - Enterprise Core Technologies

I - Sample Staff Report

J - Sample Long Range Agenda

Agenda Management Software

1 Introduction

1.1 Summary

The City of Santa Monica, (the “City”), seeks an online Software as a Services (SaaS) solution from a qualified vendor or vendors, to provide an agenda management software that manages the City Council’s staff report and agenda development process with a cloud-based, enterprise-class software.

1.2 Background

Currently, the city has approximately 140 staff from all fifteen (15) of the City’s departments, use the IQM2 software from Granicus as the City’s current agenda management system. The City Council meets on the second and fourth Tuesday of every month to adopt legislation, provide direction to City administration, and to promote the best interests of the community locally and with other governmental agencies. The City is seeking a vendor to replace and upgrade its agenda management software system.

1.3 Contact Information

Any inquiries or requests regarding this procurement should be submitted via OpenGov. Other City officers, agents, employees or representatives do not have authority to respond on behalf of the City. Contact with unauthorized City personnel during the selection process may result in disqualification.

Tina Saloutos Principal Buyer 1685 Main St Santa Monica, CA 90401 Email: tina.saloutos@santamonica.gov Phone: (310) 458-8281 Department:

Records and Election Services

Department Head:

1.4 Timeline

Proposal Calendar

The following is a list of key dates:

mailto:tina.saloutos@santamonica.gov tel:(310)458-8281

Agenda Management Software

Release Project Date March 12, 2026

Question Submission Deadline March 24, 2026, 3:00pm

Question Response Deadline March 31, 2026, 3:00pm

Proposal Submission Deadline April 7, 2026, 3:00pm

2 Term

The City is inviting proposals from qualified persons or firms for a firm-fixed contract for an initial term of three (3) years, with two (2) options for renewal of one (1) year each, to be exercised at the City’s sole discretion.

3 Scope of Work

3.1 Scope of Work

Vendor shall furnish and deliver an agenda management system that is commercially available without significant customizations, is in use by other jurisdictions of a similar size and complexity, and has been proven to operate effectively. The software must assist users with drafting, approving, and electronically publishing and distributing staff reports and supplemental attachments, agendas and meeting packets presented to the City’s Council. The system will also be used for the City’s 21 advisory boards and commissions. The new system should allow for more internal efficiencies and effective resource management.

A. The City seeks an agenda management system that must be:

1. Cloud-based;

2. Can manage the submission of staff reports and its respective attachments;

3. Automates the creation and posting of the agenda and meeting packets online to a public portal and sends notifications to City Council, board/commission members, and subscribed constituents of upcoming meeting information.

B. Functional Requirements

1. The system functionality shall include the following:

2. Customization of agenda templates; allowing for City to make minor edits to agenda templates and board/commission templates with minimal assistance from the vendor.

Agenda Management Software

3. Automation of headings/footers in Staff Reports (e.g. department names, division names, staff titles, subject, preparer, etc.). See Attachment I - Sample Staff Report.

4. Allows City staff to create a special agenda for the Mayor or the ability to add internal notes to agenda items to assist with conducting the meeting (Example: Add notes to ask for a presentation, public speakers, questions from Council, motion/second and votes).

5. Be cloud enabled and have ability to access, approve, submit staff reports, post agendas and meeting packets from a desktop computer or mobile device.

6. Ability to create, edit and submit staff reports of all sizes, including inserting images, charts and tables into the body of a staff report.

7. Ability to append electronically signed files from Docusign and Adobe to agenda and meeting packets, e.g., executed contracts/agreements, signed resolutions, etc.

8. Allow two (2) or more Departments to submit a joint staff report and incorporate both Department’s names, Department Head, and staff report writers in the report.

9. Ability to set role-based access with varying levels of authority, with audit capabilities.

10. Ability for specific users to make account updates with minimal assistance from City Clerk staff, such as:

a. Profile updates (e.g., job title)

b. Add/removing users in department’s workflow

11. Ability to enter votes, real-time notes, action item tracking, and generate meeting minutes.

12. Ability to automate the creation and posting of the agenda and meeting packets online to a public portal in both HTML format for web display; and download individual agenda items (including attachments) and/or option to print entire meeting packet in Adobe PDF format from a public portal.

13. Ability for administrative users to create distribution lists for agenda notification (posting and updates).

14. The system must provide Council and board/commission members with the ability to:

a. Securely log in to their accounts; on any desktop computer or mobile device;

b. Electronically add, edit, and save personal notes on individual agenda items. Ensure that saved notes persist even if the meeting packet is later updated with new or revised items, so users do not lose their annotations.

15. The system must provide the following document management:

a. Ability to archive final versions of staff reports and minutes into the City’s document management system, Laserfiche (operating on the cloud);

b. Export via API integration.

C. Branding and Integration

Agenda Management Software

1. The ability for the public portal to match the look and feel of the City’s website at www.santamonica.gov and for the system and its contents to be searchable within the City’s website.

2. Apply the City’s custom font, Santa Monica Sharp, on templates and the website.

3. Provide a configurable, cloud-based solution that is scalable, secure, and fully accessible from any location using any device.

4. The system must also provide:

a. API capabilities that will allow City’s system to integrate with the vendor’s data comprehensively,

b. allow the City’s search engine the ability to crawl the vendor’s portal, and

c. a secure two communication via APIs, including REST APIs, between the

City's systems and the vendor's systems.

5. All deliverables must adhere to WCAG 2.1 Level AA and at minimum, must maintain compliance through the duration of the agreement. As WCAG standards and requirements evolve, the City may require additional functionality beyond WCAG 2.1 Level AA. The vendor must make every effort to update and meet new compliance levels as standards evolve.

6. System compatible with PC and Mac OS.

7. Vendors must complete the attached Vendor Information Security

Assessment (VISA) questionnaire (Attachment E) and provide a System & Organization Controls (SOC) Type 2 report.

D. Training and Support Requirements

1. Vendor must be able to provide technical support, from 7:30 a.m. to 6:00 p.m.

PST Monday - Friday, and on-call on weekends.

2. Provide training (in-person and/or virtual) for the following groups:

a. Administrators (City Clerk staff and Admins.);

b. Power users (Department submitters, reviewers and approvers);

c. End-users (Council members, Board and Commission members and City staff).

3. Provide necessary support and dedicated staff to training Administrators (as needed) until system is fully operational.

4. Provide a resource library with training materials (i.e. video tutorials, reference guides, learning modules).

5. Provide a training plan and schedule.

E. Preferred Specifications:

1. Ability for Single Sign-On (SSO) to system, allowing users to log in using existing City credentials.

2. Ability to perform data migration of a minimum of 12 years of historical meeting agendas & minutes, which is currently stored and published in Granicus (IQM2) system. The system needs to be adaptable, offering customizable fields with export functionality.

3. Ability for specific users within a Department to delegate approval to another colleague when unavailable.

4. Ability to integrate Department Head electronic signatures on staff reports upon final approval.

https://www.santamonica.gov/

Agenda Management Software

5. Option for constituents to subscribe to an agenda distribution list via direct link on the public portal and automatically added to the list without manual involvement.

6. Allow for an unlimited number of users and administrators.

7. Options for generating reports:

a. Allow Departments/staff to generate a report to view consolidated summaries of specific sections within agenda items. For example: the Finance Review Group having the ability to filter, view and compile all financial sections across the agenda for upcoming meeting.

b. Allow City Manager Group to generate a report that provides a view or list of upcoming scheduled meetings (date and time) and staff reports; ability to filter by Departments for overall oversight of agendas and staff reports.

See Attachment J for example.

8. Allow for written comments:

a. Allow constituents to submit written comments online for agenda items.

b. Creation of a summarized report of written comments submitted for

Council to view.

c. Ability for written comments to be incorporated into the meeting packet online and later the document management system.

9. Ability for constituents to submit requests to speak using a portal or physical kiosk.

10. Offer option to send push notifications during Council meetings to public speakers when it is nearing their turn to speak;

11. Ability for electronic voting. Allow Council or board/commission members to vote electronically from a computer or voting device, displaying results in the Council Chambers or video feed, including integration of voting results into minutes.

12. Ability for multiple users to make simultaneous real-time edits on staff reports.

13. Ability to edit attachments and other documents (e.g. resolutions) and use track changes and comments.

14. Ability to set a workflow to track ordinances, resolutions, and contracts.

a. Draft → Introduced → First Reading (if applicable) → Second Reading (ordinances) → Adopted

b. Council approved (contracts)

15. Ability to note and track follow-up actions regarding agenda items after a meeting.

16. Option to integrate the following:

a. Video streaming services (City currently uses Granicus).

b. Video conferencing software (City currently uses Microsoft Teams).

c. Municipal Code publishing (City currently uses General Code).

17. Have automatic backup of reports in the event a report is accidentally deleted or the system crashes.

F. The City welcomes additional information on data migration (incorporating reports from the current agenda management system, archived webpages and a document management system; vendors’ systems for video streaming and managing boards and commissions).

Agenda Management Software

G. Workflow

1. The list of groups below describes the City’s current Council Meeting Agenda preparation workflow.

i. Staff Report Preparer

ii. Preliminary Review (may consist of two or more separate Reviewers.)

iii. Department Coordinator

iv. Finance Review Group (consists of select staff from three departments: Finance, Public Works & Community Development).

v. Finance Approval Group (consists of select Finance staff).

vi. City Attorney Review Group.

vii. City Manager Review Group (consists of select City Manager staff.)

viii. City Attorney Approval Group (consists of select attorney staff).

ix. City Manager Review Group

x. City Attorney Approval Group

xi. Department Head Sign-Off

xii. City Manager Sign-off

xiii. City Clerk Posting

2. The workflow typically ranges thirty (30) days from preparation to Council meeting. The City’s boards and commissions hold meetings with varying frequency, ranging from 1-2 times a month to once per quarter. The City’s boards and commissions staff report and agenda preparation process is generally simpler. While they are not currently using the City’s agenda management system, the goal is to have the boards and commissions utilize the new system once implemented.

H. Timelines

a. Operational and completely up and running no later than July 31, 2026, with vendor's implementation plan aligned with the following milestones:

i. July 2026: Complete system setup, internal testing, workflow validation, and resolution of identified issues.

ii. End of July 2026: System must be fully implemented and functional

iii. August 2026: Vendor-provided training for City staff.

iv. September 2026: Internal go-live, staff able to enter Staff Reports for

October Council meetings.

v. October 2026: Public go-live for City Council agenda and packet fully functional.

vi. Schedule is subject to change based on City’s needs

Agenda Management Software

4 Questions and Answers

Vendor Queries Due Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

5 Vendor Questionnaire

5.1 Proposal

5.1.1 Letter of Transmittal*

Please upload your letter of Transmittal as a PDF here. Make sure to include the following items.

A. Identify the submitting organization;

B. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized by the organization to contractually obligate the organization;

C. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized to negotiate the contract on behalf of the organization;

D. Identify the names, titles, telephone and fax numbers, and e-mail addresses of persons to be contacted for clarification;

E. Be signed by the person authorized to contractually obligate the organization;

F. Acknowledge receipt of any and all amendments to this RFP.

*Response required

5.1.2 Qualifications*

Provide a brief summary of your company’s history, its capabilities, and its recent relevant experience (last five years). Also, describe your demonstrated experience with similar projects and qualification including professional licenses and certifications.

*Response required

5.1.3 Key Personnel*

Describe the project team composition and include resumes of key personnel. Proposed members should be available for the duration of the contract. The City must be promptly notified of any changes in key personnel prior to award.

*Response required

Agenda Management Software

5.1.4 References*

List a minimum of three (3) references for whom comparable services were provided to in the last five (5) years. Include the name of the firm, name of the contact, telephone number of the contact, email address of contact (if available), brief description of the services provided and your firm’s role, and the start and completion date.

*Response required

5.1.5 Project Work Plan*

Describe your understanding of the project and approach. Include deliverables, milestones, assumptions, and identify potential risks that could delay the project. List any resources you expect the City to provide.

*Response required

5.1.6 Cost Proposal*

Provide a proposed total fee outlining the proposal and identify the hourly fee schedule for all personnel to be involved in the project. The proposer’s cost must include the delivery of the proposed solution(s), recurring (monthly or annual) costs as identified in the proposal; migration and training costs; and software licenses (if any). Optional services/items must be clearly identified.

*Response required

5.2 Other Required Responses

5.2.1 Business License Requirements

WHO NEEDS A BUSINESS LICENSE?

1. Is this vendor physically located in the City of Santa Monica?

Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)

No (Continue to the next question)

2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?

Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)

No(STOP, no license needed)

ADDITIONAL REQUIREMENTS:

Agenda Management Software

If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).

The business license documentation is only required from the successful Proposer.

5.2.2 Notice Regarding Disclosure of Contents of Documents*

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

☐ Please confirm

*Response required

5.2.3 Oaks Initiative*

CITY OF SANTA MONICA OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING

DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY

OF SANTA MONICA

Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.

This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.

All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit”

Agenda Management Software include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.

• OAKS_INITIATIVE_FORM.pdf

• OAKS_INITIATIVE_FORM_-_Exam...

*Response required

5.2.4 Living Wage Ordinance Certification*

CITY OF SANTA MONICA LIVING WAGE ORDINANCE

Certification for Providers of Services to the City of Santa Monica (Fiscal Year 24/25 – July 1, 2024 through June 30, 2025)

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY

OF SANTA MONICA IN EXCESS OF $54,200

The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $20.32 for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.

An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.

The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.

Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.

Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.

Please direct any questions to:

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Agenda Management Software

City of Santa Monica Finance Department Attention: Living Wage Compliance Section 1685 Main Street, Mail Stop 09 Santa Monica, CA 90401

You can also contact staff regarding living wage ordinance questions by e-mail at finance.mailbox@smgov.net or by phone 310-458-8281.

• FY24-25_Living_Wage_Certifi...

*Response required

5.2.5 Certificate of Compliance*

Please upload your completed Certificate of Compliance document here.

• Certification_of_Compliance...

*Response required

5.2.6 Non-Discrimination Policy, Debarment Certification & Non- Collusion Declaration*

Please download the below documents, complete, and upload.

• Proposal_Forms_(10).pdf

*Response required

5.2.7 Levine Act Disclosure Form*

Please download the below documents, complete, and upload.

• Levine_Act_Disclosure_Form.pdf

• Disclosure_Form_cover_memo.pdf

*Response required

6 Evaluation Criteria

A. The evaluation procedure will be a two (2) phase process.

1. The first phase will identify proposals technically qualified to perform the work.

Price proposals will be opened only from the proposals that are deemed technically qualified (short-listed) to perform the work.

2. The second phase will select the three (3) highest ranking proposals from those short-listed proposals following an additional evaluation which may include, but not limited to: on-site interviews, demonstration testing, and evaluation of performance.

3. The same evaluation criteria shall be used for each phase; however, scoring is not cumulative from the first phase to the second (i.e., an independent 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Agenda Management Software score will be developed in the second phase for Proposers using the same evaluation criteria).

B. SHORT LISTED PROPOSERS

1. The first phase of the evaluation procedure will determine the proposers technically qualified to perform the work, regardless of price.

2. Only those proposals determined by The City to be technically qualified will be considered for award. The City will determine shortlist of Proposers in accordance with the evaluation criteria.

C. ORAL PRESENTATION AND DEMONSTRATION

1. Proposers may be asked to make an oral presentation and demonstration of their product/service(s) during the proposal evaluation process.

2. Such presentations and/or demonstrations will be virtual via Microsoft Teams.

3. Evaluations of the demonstration will result in the top scoring proposals being ranked with the proposal ranked first as the recommended awardee.

D. Proposers are responsible for all travel expenses incurred. The City reserves the right to award a contract without Proposer presentations.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Functional Capabilities Up to 30 points that may be awarded based on the design and functionality of the vendor’s proposed solution. Points will be assigned for the technical and functional specifications that meet the requirements of the Scope of Work

Points Based 30 (30% of Total)

2. Value Add / Breadth of Service Up to 10 points may be awarded based on the proposer's understanding and ability to meet most/all of the City's desired features;

add-on's available; provide insight, information and industry best practices;

and provide technical training or resources.

Points Based 10 (10% of Total)

3. Experience and References Up to 15 points that may be awarded based on the evaluation of the proposer’s knowledge and references.

Points Based 15 (15% of Total)

4. Cost Up to 20 points may be awarded based on the best overall cost.

Points Based 20 (20% of Total)

5. Proposals, Meeting Work Plan / Timelines Up to 25 points that may be awarded based on the vendor’s ability to meet timelines.

Points Based 25 (25% of Total)

Agenda Management Software

7 Award Process

7.1 Selection

The City of Santa Monica, through either the City Council or the City Manager (or his designee) has the sole authority to select the consulting firm and reserves the right to reject any and all proposals. The City reserves the right to approve or reject all sub-consultants and engineers proposed to be retained by the prime consultant. Upon signing of the agreement, no change in proposed personnel or sub-consultants can be made without the City’s review and written authorization.

By submitting a response to this RFP, prospective consultants waive the right to protest after award or seek any legal remedies whatsoever regarding any aspect of this RFP.

The City reserves the right to select any number of finalists. In addition, the City reserves the right to issue written notice to all prospective consultants of any changes in the RFP terms or proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary.

The City reserves the right to request additional information from any proposing consultant and to reject any and all proposals. All original work products, including computer files, shall remain the property of the City.

The City reserves the right to retain an expert to evaluate the proposing consultant’s work or qualifications at all stages in the selection process. Additionally, any contract entered into will be subject to termination at any stage if in the judgment of the City, such termination is in the best interest of the City. In the event such decision is made, appropriate written notice would be given before any termination and the consultant would be compensated on a pro-rata basis for work performed.

The responsible proposer whose proposal is the most advantageous to the City, taking to consideration all the evaluation factors will be recommended for the contract award.

Notwithstanding the Evaluation Team’s selection, the City reserves the right to award this RFP and the resultant Contract in any manner it deems to be in the best interest of the City and make the selection based on its sole discretion. The City is the sole and exclusive judge of quality and compliance with proposal specifications in any of the matters pertaining to this RFP.

7.2 Contract Award and Execution

Selection of a proposer with whom the City enters into contract negotiations with, or a recommendation of an award by the Evaluation Committee or any other party, does not constitute an award of Contract. Once the City formally awards the contract, the successful consultant will be notified to enter into an agreement. If the selected consultant does not enter into the agreement, the City will begin negotiations with the second highest ranking proposing consultant.

Please review all contract forms prior to submitting a proposal. The City of Santa Monica intends to use these forms as the baseline agreements with the successful

Agenda Management Software consultant. The City will not entertain proposals to make material changes to the contract form once the project has been awarded. If you wish to request changes to the contracting forms, you must do so during the proposal process. In addition, the City requires compliance with several other policies and ordinances, proposing consultants will need to complete these Exhibits and submit with their Proposal.

The RFP document and the successful proposal response, as amended by agreement between the City of Santa Monica and the successful consultant, will become part of the contract documents. Additionally, the City of Santa Monica may verify the successful consultant’s representations that appear in the proposal. Failure of the successful consultant to perform as represented may result in elimination of the successful consultant from further negotiation or in contract cancellation or termination.

No oral explanation or instruction of any kind or nature whatsoever given before the award of a contract to a consultant shall be binding. The City of Santa Monica shall not be bound, or in any way obligated, until the City has awarded the contract and all documents have been executed. The proposing consultant may not incur any chargeable costs prior to final contract execution.

8 Terms & Conditions

8.1 Best Qualified Person Or Firm

The award, if any, will be made to the best qualified person or firm(s). In evaluating whether a proposer(s) is (are) the best qualified person or firm(s) pursuant to the Santa Monica Municipal Code, City staff may utilize some or all of the following criteria:

A. The training, credentials and experience of the person or firm;

B. The demonstrated competence, ability, capacity and skill of the person or firm to perform the contract or provide the services;

C. The capacity of the person or firm to perform the contract or provide the service promptly, within the time specified, and without delay;

D. The sufficiency of the person’s or firm’s financial and other resources;

E. The character, integrity, reputation and judgment of the person or firm;

F. The ability of the person or firm to provide such future service as may be needed;

G. The price which the person or firm proposes to charge, including whether the price is fair, reasonable and competitive; and

H. Any other factor which will further the intent set forth in Section 608 of the City Charter.

The City shall have absolute discretion in determining the applicability and weight or relative weight of some or all of the criteria listed above and is not required to select the lowest monetary proposer.

Agenda Management Software

8.2 Receiving Time / Late Proposals

It is the responsibility of proposer to see that their proposal is submitted with sufficient time to be received by the City prior to the proposal closing time. The receiving time in the City Office will be the governing time for acceptability of proposals.

Late proposals are not accepted.

8.3 Acceptance of Conditions Governing this RFP

Submission of a proposal constitutes acceptance of the Evaluation Factors contained in this RFP.

8.4 Incurring Cost

Any cost incurred by the proposer in preparation, transmittal, presentation of any proposal or material submitted in response to this RFP shall be borne solely by the proposer.

8.5 Prime Consultant Responsibility

Any agreement that may result from the RFP shall specify that the prime consultant is solely responsible for fulfillment of the agreement with the City. The City will make agreement payments only to the prime consultant.

8.6 Sub-consultants

Use of sub-consultants must be clearly explained in the proposal, and major sub-consultants must be identified by name. Prime consultants shall be wholly responsible for the entire performance whether or not sub-consultants are used.

8.7 Amended Proposals

A proposer may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. City personnel will not merge, collate, or assemble proposal materials.

8.8 Proposer’s Rights to Withdraw Proposal

Proposers will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The proposer must submit a written withdrawal request signed by the proposer’s duly authorized representative addressed to the City Contact.

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8.9 Proposal Offer Firm

Responses to this RFP, including proposal prices, will be considered firm for one hundred eighty (180) days after the due date for receipt of proposals or sixty (60) days after receipt of a best and final offer, if one is requested.

8.10 Best and Final Offer

The City reserves the right to request Best and Final Offers from any or all proposers.

This will be the only opportunity to amend or modify proposals based on feedback from the City. Information from competing proposals will not be disclosed to other proposers prior to submission of a Best and Final Offer.

8.11 Living Wage Requirement

Any agreement issued as a result of this Request for Proposal may be subject to the City’s Living Wage Ordinance, Santa Monica Municipal Code Chapter 4.65 (LWO), and its implementing regulations.

8.12 Disclosure of Proposal Contents

All proposals are subject to the provisions of the California Public Records Act, California Government Code section 6250 et seq., and any information submitted with a response is a public record subject to disclosure, unless a specific exemption applies.

8.13 Notice Regarding Disclosure of Contents of Documents

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

8.14 No Obligation

This RFP in no manner obligates the City to the eventual rental, lease, purchase, etc., of any goods or services offered until a valid written agreement is executed by the City and the selected proposer.

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8.15 Termination

This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the City determines such action to be in the best interest of the City of Santa Monica.

8.16 Sufficient Appropriation

Any agreement awarded for multiple years as a result of this RFP may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the selected proposer.