Architecture_&_Engineering_Services_-_Police_Department_Headquarters.pdf

REQUEST FOR PROPOSALS

26-078-RFP

ARCHITECTURE & ENGINEERING SERVICES - POLICE

DEPARTMENT HEADQUARTERS

City of West Sacramento

1110 W Capitol Ave

West Sacramento, CA 95691

RELEASE DATE: September 16, 2026

DEADLINE FOR QUESTIONS: October 12, 2026

RESPONSE DEADLINE: October 23, 2026, 3:00 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

Architecture & Engineering Services - Police Department Headquarters

I. Introduction II. Scope of Services

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 - Exhibit A Preferred Program Concept Plans

B - Exhibit B Facilities Condition Assessment Report Draft

C - Exhibit C Tier 1 Structual Assessment

D - Exhibit D Elevator Condition Assessment Report

E - Exhibit E Mold and Water Intrusion Assessment Report

F - Exhibit F Phase I Environmental Site Assessment (ESA)

G - Exhibit G ROM Cost Estimate R3-2

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

J - Insurance Checklist

Request for Proposals #26-078-RFP Title: Architecture & Engineering Services - Police Department Headquarters

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 Architecture and Engineering (A&E) firms ("Proposer") to provide comprehensive architecture and engineering services. 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

West Sacramento is a vibrant riverfront community centrally located in Northern California. West

Sacramento shares the Sacramento River with neighboring Sacramento, with the deep water ship canal serving the Port of Sacramento. Incorporated in 1987, West Sacramento encompasses approximately 22 square miles, with a population just over 55,000. West Sacramento has a Council/Manager form of government. Citizens elect four City Council Members by district (as of the November, 2022 election) who serve four year terms and directly elect the mayor who serves a four-year term. The City is full-service with nine (9) departments and nearly 500 full-time employees. The City provides the full range of municipal services including police and fire protection, park, street, fleet, and facility maintenance, economic development and housing, community development, capital projects, and parks and recreation. The City also provides water, wastewater, and solid waste services. In addition, the City maintains port, water, wastewater, and solid waste enterprise funds. Other activities and related entities include the West Sacramento Redevelopment Successor Agency, Reclamation District 900 and the West Sacramento Area Flood Control Agency.

1.3. Contact Information

Project Contact:

Jamie Teske https://secure.procurenow.com/portal/cityofwestsacramento/projects/294164/document?section=2830083

Construction and Facilities Development Manager

1110 West Capitol Avenue

West Sacramento, CA 95691

Email: jamiet@cityofwestsacramento.org

Phone: (916) 617-4591

Procurement Contact:

Nikki Allison

Construction Administrative Specialist

1110 West Capitol Avenue, 1st Floor

West Sacramento, CA 95691

Email: nikkisiaa@cityofwestsacramento.org

Phone: (916) 617-4626

Department:

Capital Projects - Construction

1.4. Timeline

Project Release Date September 16, 2026

Pre-Proposal Meeting (Mandatory) October 1, 2026, 9:00am

750 Riverpoint Dr.

West Sacramento, CA 95605

Question Submission Deadline October 12, 2026, 5:00pm

Proposal Submission Deadline October 23, 2026, 3:00pm

Prospective Interview Date (Estimated) October 29, 2026

West Sacramento City Hall Room 104

Contract Award Date (Optional Council date)

December 2, 2026 mailto:jamiet@cityofwestsacramento.org tel:(916)617-4591 mailto:nikkisiaa@cityofwestsacramento.org tel:(916)617-4626

2. Scope of Services

2.1. Introduction and Project Overview

Purpose

The City of West Sacramento (City) is soliciting proposals from qualified Architecture and Engineering

(A&E) firms to provide comprehensive architecture and engineering services for the renovation of an existing building as the new West Sacramento Police Department Headquarters (PDHQ).

Project Background

The City of West Sacramento has acquired a 100,000 square foot, two-story office building situated on approximately 6.86 acres (298,822 SF) of land. The building will be renovated to serve as the new Police

Department Headquarters. The renovation scope is limited to approximately 41,370–43,000 SF of the existing building. The remainder of the building is not included in the current renovation scope and is designated for future phases of development.

A Feasibility Study and Space Planning Assessment has been completed by Griffin Structures. This study established a preliminary preferred program concept and preliminary construction cost estimates and will serve as the foundation and starting point for design. The selected A&E firm is expected to validate, refine, and further develop the program through direct stakeholder engagement with the Police

Department, Information Technology Department, Public Works Department, and other City stakeholders during the programming phase. While the Feasibility Study establishes the program direction, the City recognizes that design development is an iterative process and the A&E firm will play a critical role in confirming that the final design fully meets the operational needs of the Police

Department.

The City has also completed the following assessments and studies, all of which will be made available to the selected firm as reference documents:

• Facilities Condition Assessment Report (includes building systems, site elements, and ADA accessibility review)

• Tier 1 Structural Assessment

• Elevator Condition Assessment Report

• Mold and Water Intrusion Assessment Report

• Phase I Environmental Site Assessment (ESA)

• Space Planning and Feasibility Study

The City is committed to maximizing the reuse of existing building and site elements where doing so is financially prudent over the life of the project. The selected A&E firm shall evaluate all existing systems, infrastructure, and site elements with a cost-informed, lifecycle-based approach, weighing immediate reuse savings against long-term maintenance costs, remaining useful life, and total cost of ownership.

Reuse shall be recommended only where an existing element is in serviceable condition, meets code and operational requirements, and is demonstrably more cost-effective over the project lifecycle than replacement.

Conversely, the A&E firm shall not recommend replacement simply as a default, full replacement must be justified by documented deficiency, code non-compliance, or demonstrated lifecycle cost advantage.

The City expects the A&E firm to provide clear, cost-supported recommendations for each major building and site element as part of the programming phase deliverables.

Note: These reference documents are provided for informational purposes. The selected A&E firm shall independently evaluate the existing building conditions as part of the programming and design process and shall not rely solely on these documents as a substitute for professional field investigation.

Project Location

750 Riverpoint Dr. West Sacramento, CA 95605

Procurement Method

This procurement follows Qualifications-Based Selection (QBS). Firms will be evaluated and ranked solely on the basis of demonstrated qualifications and relevant experience with Public Safety Facilities as well as the technical approach taken.

Mandatory Pre-Proposal Meeting

A mandatory pre-proposal meeting will be held on October 1, 2026 at 9:00 AM PST. Attendance at the pre-proposal meeting is required. Firms that do not attend will not be eligible to submit a proposal.

Proposers should come prepared with questions regarding project scope, existing conditions, and submittal requirements.

2.2. 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 ").

General Scope

The selected firm shall provide full architecture and engineering services for the renovation of the building. The A&E firm shall provide all disciplines required for a complete and coordinated design, including but not limited to:

• Architecture

• Structural Engineering (including seismic upgrade to Essential Services Facility standards)

• Mechanical Engineering

• Electrical Engineering

• Plumbing Engineering

• Civil and Site Engineering https://secure.procurenow.com/portal/cityofwestsacramento/projects/294164/document?section=2830083

• Landscape Architecture

• Low Voltage / Technology Infrastructure, requires dedicated subject matter expert (see Section

5)

• Security Systems Design (Access Control, Cameras, Alarms)

• Acoustic Engineering (as required)

• Interior Design and FF&E

Budget Adherence

Adherence to the established project budget is a critical project requirement. The City has experienced on prior projects the significant impacts of design scope creep and cost estimates that do not align with actual bid results. The selected firm shall:

• Design to the established project budget at all times

• Provide updated engineer's estimates of probable construction cost at the completion of each design phase (SD, DD, 35%, 65% and 100% CD)

• Proactively identify value engineering opportunities and budget risks at the earliest possible point in design, not at bid

• Alert assigned staff if any scope element, material selection, or system design is trending over budget so that adjustments can be made before advancing to the next design phase

• Obtain City written approval before proceeding past any design milestone where the cost estimate exceeds the established budget

Stakeholder Engagement Requirements

Stakeholder engagement is essential to ensuring the final design meets the operational needs of the

Police Department and other users. At a minimum, the selected firm shall conduct the following stakeholder meetings during the programming phase:

• Minimum five (5) dedicated programming meetings with Police Department leadership and operational staff to confirm space needs, adjacency requirements, security requirements, and operational workflows

• Minimum two (2) dedicated meeting with the City's Information Technology Department to confirm IT infrastructure requirements for Phase 1 (PD operations) and provisions for Phase 2

(full IT Department relocation)

• Minimum two (2) meeting with City Facilities/Public Works staff to review building systems

Base Scope — Police Department Headquarters Renovation

The base scope of work includes the renovation and reconfiguration of approximately 41,370–43,000 SF of the existing building to accommodate the Police Department Headquarters operations. Key elements include:

Building Renovation

• Full renovation and reconfiguration of the scoped square footage to meet PD operational requirements as confirmed during programming

• Existing building systems, finishes, structural elements, and infrastructure shall be evaluated for reuse, repair, or refurbishment before replacement is specified, consistent with the lifecycle cost framework established in Section 1.2. The A&E firm shall not specify new construction or full replacement where existing elements are serviceable, code-compliant, and cost-effective to retain over the project lifecycle.

• Seismic upgrade to meet Essential Services Facility (ESF) classification requirements, including all architectural modifications required for access

• Mold remediation per recommendations of the Mold and Water Intrusion Assessment Report

• ADA accessibility upgrades as required by applicable code

• Restroom and locker room design to meet PD operational requirements

• Full building systems upgrades including HVAC, electrical, plumbing, and low voltage throughout renovated area, existing systems shall be evaluated during programming and design, and the

A&E firm shall provide recommendations for replacement, upgrade, or reuse of existing systems

• Elevator assessment and any required upgrades or modifications; the A&E firm shall handle all elevator inspection, permitting, and licensing through the California Department of Industrial

Relations (DIR) in its entirety including all submissions, coordination with DIR, responses to agency comments, and tracking through to final approval on behalf of the City.

Site Improvements

Prior to finalizing the site improvement design, the A&E firm shall conduct a thorough evaluation of all existing site conditions, including the parking lot, hardscape, site lighting, EV charging infrastructure, and site utilities, to identify elements that are in serviceable condition and may be retained, repaired, or repurposed in lieu of full replacement, consistent with the lifecycle cost framework in Section 1.2. The goal is to minimize unnecessary demolition and maximize reuse of existing site improvements where they meet project requirements, are cost-effective on a lifecycle basis, and comply with applicable code and accessibility standards. The A&E firm shall provide the City with a written existing site conditions assessment and reuse recommendations prior to advancing to Schematic Design. Full replacement of any site element shall only be specified where existing conditions are determined to be deficient, non-compliant, or where replacement is necessary to meet the project program.

• Site demolition and earthwork

• Parking lot renovation. Approximately 141 parking spaces including secure entry, landscape islands, hardscape and curbs

• DC Fast Charger EV infrastructure

• Design and specification of perimeter security fencing around the facility, including vehicle-rated barriers or bollards at key vehicle entry and exit points as required by Police Department operational and security requirements

• Site electrical service and distribution upgrades including an emergency generator

• Site lighting upgrades

• Site low voltage, data, and security system upgrades

• Hardscape and landscape repair, grind/overlay

• Signage, specialties, and wayfinding

• Trash and generator enclosure with shade structure

• Minor site utility upgrades (fire water, domestic water, sanitary sewer, storm drain)

Information Technology Infrastructure

Given the public safety nature of this facility, IT infrastructure design is a critical and specialized component of this project. The selected A&E firm must include a dedicated Information Technology subject matter expert (SME) on the design team with demonstrated experience designing IT infrastructure for law enforcement or public safety facilities (see Section 5 Qualifications).

The design shall address IT infrastructure requirements in two phases. The selected firm shall coordinate directly with the City's IT Department during programming and all design phases to confirm requirements. Phase 1 infrastructure shall be designed and installed with provisions to accommodate

Phase 2 without significant rework.

Phase 1 — Police Department IT (Base Scope):

• Dedicated server/network room sized for PD operations with appropriate electrical, mechanical/cooling, and physical security provisions

• Structured cabling infrastructure throughout renovated PD space per City IT standards

• PD specific technology infrastructure including body camera storage and management infrastructure, dispatch systems (if applicable), and interview room recording systems

• Network access point locations and conduit pathways per City IT standards

• Physical and electronic access control systems throughout the facility, including secured parking, public lobby, evidence areas, and all restricted zones

• All conduit, electrical capacity, HVAC capacity, and spatial provisions shall be designed to accommodate Phase 2, Phase 1 construction shall include rough-in for future Phase 2 buildout

Phase 2 — Full City IT Department Relocation (Future Phase, Design for Future Accommodation):

• Phase 2 construction is not included in the current project scope; however, the design shall accommodate future relocation of the City's IT Department from City Hall

• Design shall include provisions for future server room expansion, IT staff workspace, and city-wide network infrastructure

• The A&E firm shall clearly identify and separately cost the differential between Phase 1 PD-only

IT infrastructure and full Phase 2 IT Department relocation for City leadership review and funding determination

Add Alternates

The following elements are to be designed and bid as Add Alternates. All Add Alternates shall be fully designed, detailed, and bid-ready as part of the base A&E contract scope. Add Alternates will be awarded at the City's discretion based on funding availability.

Add Alternate 1 — Ballistic Film, Exterior Glazing

Design and specification of ballistic-resistant window film applied to 50% of exterior glazing in lieu of tint. Approximately 12,500 SF of glazing affected.

Add Alternate 2 — Property, Evidence & CSI Unit — Tenant Improvement in Main Building (Alt 4A)

Full design and build-out of the Property, Evidence & CSI Unit as a tenant improvement within the renovated main building. Approximately 9,173 SF. The A&E firm shall design both Alt 4A and Alt 4B to bid-ready construction documents to allow the City to compare actual bid costs prior to selection. These two alternates are mutually exclusive.

Add Alternate 3 — Property, Evidence & CSI Unit — New Separate Support Building (Alt 4B)

Full design of a new separate support building for Property, Evidence & CSI operations. Approximately

9,180 SF. Both Alt 4A and Alt 4B shall be fully designed for bid comparison. These two alternates are mutually exclusive — the City will evaluate actual bid results for both before making a final determination.

Add Alternate 4 — Community Room

Design of a multi-purpose community room for use by the Police Department and other agencies. The program and square footage are to be determined during the programming phase in coordination with the City.

2.3. REQUIRED PROFESSIONAL SERVICES

The selected firm shall provide the following professional services from project initiation through construction closeout:

Programming and Pre-Design

• Conduct all required stakeholder meetings per Section 2.3

• Confirm and refine program requirements based on the approved Feasibility Study and direct stakeholder input

• Evaluate existing building and site conditions as part of programming do not rely solely on provided reference documents

• Assess existing HVAC, electrical, plumbing, low voltage, and elevator systems and provide written recommendations for replacement, upgrade, or reuse

• Prepare and deliver a City-approved Programming Document prior to commencement of

Schematic Design

• Prepare and deliver a written Reuse vs. Replace Recommendation Report covering all major building systems, site elements, and infrastructure components. This report shall evaluate each element using a lifecycle cost approach as described in Section 1.2, provide cost-supported recommendations for retain/repair vs. replace, and be delivered to the City for written approval prior to advancing to Schematic Design

Schematic Design (SD)

• Develop schematic design documents for base scope and all add alternates

• Prepare schematic-level engineer's estimate of probable construction cost, must be within established project budget

• Conduct City review meeting and obtain written approval before advancing to DD

Design Development (DD)

• Develop design development documents for base scope and all add alternates to sufficient detail to confirm scope, systems, materials, and program

• Prepare updated engineer's estimate of probable construction cost, must be within established project budget

• Conduct City review meeting and obtain written approval before advancing to CD

Construction Documents (CD)

• Prepare 100% bid-ready construction documents for base scope and all add alternates

• Prepare complete technical specifications

• Coordinate all disciplines for a fully coordinated, complete, and constructible bid document set

• Prepare final engineer's estimate of probable construction cost, must be within established project budget

• Incorporate all City, agency, and utility requirements

Permitting and Agency Coordination

The A&E firm shall be responsible for all permitting and agency coordination required for this project, including but not limited to:

• Prepare and submit all permit applications to the City of West Sacramento Building Department

• Note: Civil plan check review is performed by a third-party reviewer retained by the City, the

A&E firm shall coordinate directly with the City's third-party civil plan check reviewer and shall not assume the Building Department performs civil plan review

• Coordinate with and submit to all other applicable permitting agencies as required by the project scope

• Coordinate with all public utility companies (electric, gas, water, sewer, telecom) for service connections, upgrades, and any required utility agreements or permits

• Respond to all plan check comments from all agencies and resubmit as required until all permits are finaled and issued

• Assist with elevator inspection, permitting, and licensing through the California Department of

Industrial Relations (DIR) as applicable

• Track and manage all permit submittals and resubmittals and provide regular status updates to

City staff

• Initiate and/or assist with the all coordination with the California Department of Transportation

(Caltrans) to establishment of a formal emergency vehicle access agreement for the rear of the property, which abuts the Caltrans maintenance road including preparation of required documentation, coordination with the appropriate Caltrans district office, design of any required emergency access gate or fencing improvements along the Caltrans boundary, and tracking of the agreement through to execution on behalf of the City

Note: This project is not subject to Division of the State Architect (DSA) review.

All designs must be 100% complete and submitted for permit and all permits must be finaled no later than December 31, 2028, due to project funding requirements. The A&E firm shall build adequate time into the project schedule for third-party plan check review and permit issuance and shall alert the City immediately if this deadline is at risk.

Bid Support

• Assist the City throughout the public competitive bid process

• Respond to contractor RFIs and prepare addendas as required

• Participate in pre-bid conference and job walk

• Review submitted bids and provide written bid analysis and recommendation to award

Construction Administration and Project Closeout

• Provide full Construction Administration (CA) services through project completion and closeout

• Attend regular construction progress meetings

• Review and respond to contractor Requests for Information (RFIs)

• Review and approve submittals, shop drawings, and material samples

• Review Change Order Requests (CORs) and provide written recommendations

• Conduct periodic site observations and prepare written observation reports

• Conduct Substantial Completion and Final Completion inspections

• Prepare and issue punch lists, corrective action items, and monitor completion of the project

• Assist with project closeout including as-built document review, O&M manual review, and warranty documentation

• Support City labor compliance monitoring in coordination with the City's labor compliance consultant

• Prepare and deliver a 30-year lifecycle cost analysis for all major building systems, site elements, and infrastructure components at project closeout. This analysis shall document projected maintenance costs, replacement schedules, and total cost of ownership for each major element over a 30-year horizon and shall be delivered in a format suitable for handoff to the City's Public

Works, Operations and Maintenance Division for use in long-term facilities planning, capital improvement programming, and ongoing asset management

2.4. PROJECT SCHEDULE

All design documents must be 100% complete and submitted for permit no later than December 31, 2028. This is a hard deadline driven by project funding requirements and is non-negotiable. Proposers shall provide a project schedule demonstrating their ability to meet this deadline.

Permitting timelines shall account for third-party civil plan check review and standard Building

Department review periods. The A&E firm shall build adequate contingency into the schedule for plan check resubmittals and shall not assume first-submittal permit approval.

2.5. Term of Contract

The initial term of the Contract is at the City's discretion and may be up to 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 Submittal Requirements

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

Questionnaire section.

A. Proposal Transmittal Letter

B. Qualifications and Experience/Key Personnel and Staffing Plan

C. Technical Project Approach

D. Proposed Project Schedule

E. Cost Proposal

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/294164/document?section=2830080 https://secure.procurenow.com/portal/cityofwestsacramento/projects/294164/document?section=2830080 https://secure.procurenow.com/portal/cityofwestsacramento/projects/294164/document?section=undefined https://secure.procurenow.com/portal/cityofwestsacramento/projects/294164/document?section=2830087 https://secure.procurenow.com/portal/cityofwestsacramento/projects/294164/document?section=2830080

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 Consultant 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. Qualifications and Experience/Key Personnel and Staffing Plan

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").

Proposals that do not demonstrate all minimum qualifications identified below will be deemed non-responsive and will not be evaluated.

1. 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.

• Proposer must be licensed to practice Architecture in the State of California.

• All subconsultants shall hold current, valid California licenses in their respective disciplines.

2. 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 A&E design services on comparable public agency projects. If the Proposer has been in business for less than five years, the experience of its principals may be used to meet this requirement.

• Proposer must demonstrate experience with the design of law enforcement, detention, jail, or other public safety facilities. This is a required qualification; experience on general commercial or office renovation projects alone will not satisfy this requirement.

• Proposer must demonstrate experience with renovation and adaptive reuse of existing facilities of similar scale and complexity.

• Proposer must demonstrate experience with Essential Services Facility (ESF) seismic design requirements.

• Proposer must demonstrate experience working within California public agency procurement and contract requirements.

• Proposer must demonstrate experience on prevailing wage public works projects.

3. 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.

• At least two (2) of the submitted projects must be law enforcement, detention, jail, or other public safety facility projects. Describe the specific public safety systems designed, including IT infrastructure, access control, security systems, and any specialized law enforcement operational requirements.

4. 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 a minimum, 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.

• IT/Technology Subject Matter Expert (required). Given the specialized IT and security infrastructure requirements of a public safety facility, the proposed design team must include a dedicated Information Technology and low-voltage infrastructure subject matter expert (SME) with demonstrated experience designing IT infrastructure for law enforcement or public safety facilities. This individual shall have specific experience with public safety network infrastructure, access control and security systems design (card access, intrusion detection), and body camera storage and management infrastructure. Proposers shall identify this individual by name and provide their relevant experience and qualifications.

5. References

A list of five (5) references, at least two (2) of which must be for law enforcement or public safety facility projects, for whom the services required to complete the Scope of Work have been performed within the last five (5) years. The list of references shall include name, mailing address, email address, brief description of services completed relevant to this RFP, and a point of contact who can attest to the quality and effectiveness of the services.

6. Local Benefit

A statement describing any and all local benefit the Proposer would bring to the Contract. For example, local benefit may include but is not limited to local vendors, suppliers, labor, or subcontractors used in support of the project, as well as fees or taxes paid to the City. To the extent practical, the local benefit described with the Proposal should be measurable. At the end of the Contract, the Contractor shall be required to provide a report detailing the measures taken to enhance the local benefit and whether or not stated goals were met. For purposes of this section, a local vendor or service provider is one located within the City limits and in possession of a West Sacramento business license. If the solicitation has

Federal funds, there will be no Local Benefit considered.

7. 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.

8. 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.

9. 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.

10. Business License

Registration with the Secretary of State to conduct business in the State of California. Attach a copy of proof of registration.

Preferred Qualifications (not mandatory)

• Prior experience specifically designing police department headquarters or similar law enforcement facility renovations.

• Familiarity with City of West Sacramento Building Department requirements and local construction market conditions.

• Experience with sustainable design practices.

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, communicate with the City throughout the work, advance the project objectives, and provide continuity on work efforts.

3.5. Proposed Project Schedule

A proposed project schedule demonstrating the firm's ability to meet the December 31, 2028 hard design deadline. The schedule shall identify key design milestones, permitting submittals, anticipated plan check review periods, and any schedule risks with proposed mitigation strategies. Proposers should account for third-party civil plan check review timelines in their schedule.

3.6. 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:

Friday, October 23, 2026 at 3:00 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:

Monday, October 12, 2026 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. 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.

5.2. 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.

5.3. 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 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.

https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

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.

5.4. 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.

5.5. 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.