Bid Notice-City Surveyor Consultant Services.pdf

CLOSED

Awarded

City Surveyor Consultant Services Request for Proposals

Community Development

Project ID: 21-051-RFP

Release Date: Thursday, August 26, 2021

Due Date: Friday, September 17, 2021 5:00pm

Posted Thursday, August 26, 2021 9:39am

All dates & times in Pacific Time - Los Angeles

1. Introduction

Post Information Posted At:

Thu, Aug 26, 2021 9:39 AM Sealed Bid Process:

Yes (Bids Unsealed / Pricing Unsealed) Private Bid:

No

1.1. Summary

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

STATEMENT OF PURPOSE

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The City of West Sacramento (City) desires to supplement its existing staff with professionals who are authorized by the Business and Professions Code to act in the capacity of City Surveyor. The

City currently has no permanent staff person who is authorized to perform the duties of City

Surveyor. In consideration of the fluctuating workload, the City has elected to outsource for this position. This Request for Proposals will lead to the permanent appointment of a City Surveyor for the City of West Sacramento. Individuals, as well as professional firms, are encouraged to apply.

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

As used throughout this bid and its attachments, the following terms are synonymous:

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

b. Purchase Order, Contract, Agreement

c. Services, Work, Scope, and Project

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

1.2. Contact Information

Mark Collier Principal Engineer 1110 West Capitol Avenue, 2nd Floor West Sacramento, CA 95691 Email: markc@cityofwestsacramento.org Phone: (916) 617-4545

Department:

Community Development

1.3. Timeline

mailto:markc@cityofwestsacramento.org tel:(916)617-4545

Project Release Date:

August 26, 2021

Question Submission Deadline:

September 8, 2021, 5:00pm

Question Response Deadline:

September 13, 2021, 5:00pm

Proposal Submission Deadline:

September 17, 2021, 5:00pm

Prospective Interview Date:

September 24, 2021

Consultant Selection Date:

October 6, 2021

2. Scope of Work

2.1. Scope of Work

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

1. Pursuant to applicable state and local regulations, review final and parcel maps for correctness prior to recordation. The successful candidate will have a good working knowledge of the

Subdivision Map Act and the Land Surveyors Act, as well as other related government codes which affect the determination of boundaries within the State of California.

2. Perform other related duties as required from time to time, including rendering professional opinions relating to tentative maps and lot line adjustments, preparation of boundary descriptions and plats, field surveys, and work related to the GIS.

3. Meet as needed with professional consultants, City staff, and others involved in the mapping process.

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2.2. Term of Contract

It is the intent of the City to enter into a contract or other agreement with an initial term of 3 years for Contractor to Complete the Scope of Work ("Contract"). The City reserves the right to terminate the Contract at any time if services provided are unsatisfactory. The City also reserves the right to extend the Contract, subject to the availability of funding.

The City may extend the Contract for up to two (2) additional one 1-year terms, for a maximum term of five (5) years. The City is not obligated to extend the Contract. If the City does not extend the Contract but requires time to solicit for and secure an alternative contractor, Contractor shall continue to provide the services in 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 expiration of the Contract.

3. Proposal Requirements

3.1. Proposal Format & Content

3.2. Proposal Transmittal Letter

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

Questionnaire section.

A. Proposal Transmittal Letter

B. Proposer's Mandatory Qualifications and Experience

C. Technical Project Approach

D. Cost Proposal

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

Each section shall be uploaded in the Proposer Questionnaire section of this RFP, through the City’s

ProcureNow system at https://secure.procurenow.com/portal/cityofwestsacramento.

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 https://secure.procurenow.com/portal/cityofwestsacramento/projects/11740/document?section=75359 https://secure.procurenow.com/portal/cityofwestsacramento/projects/11740/document?section=75359 https://secure.procurenow.com/portal/cityofwestsacramento/projects/11740/document?section=75359 https://secure.procurenow.com/portal/cityofwestsacramento/projects/11740?section=undefined 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 Requirements (Included in Attachments) have been reviewed and accepted by the Proposer with or without qualification. If the Proposer has qualifications, the Proposer shall upload a document identifying the Contract language at issue and Proposer's suggested adjustment or modification in redline. If no qualifications are identified, Proposer is presumed to have accepted the Contract and be capable of completing the Scope of Work, as well as all reasonably associated managerial tasks, without reservation or qualification pursuant to the Contract.

1. If qualifications are involved, those items requiring adjustment or modification must be provided via tracked changes on the Standard Contract (see Attachments) and uploaded in the Proposer Questionnaire, under Standard City Contract Qualifications.

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

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

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

Subcontractor, even after a Contract is executed.

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

Proposer to the provisions of the RFP, and any contract awarded pursuant to it. Evidence showing authority to bind the Proposer shall be attached to the Letter.

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3.3. Proposer's Mandatory Qualifications and Experience

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

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

A Proposal shall provide the following information by referencing the subsections in sequence and attaching corresponding documentation, as required, to evidence the Proposer's Mandatory

Qualifications and Experience to deliver services required to complete the Scope of Work:

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

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

C. Public Agency Experience.A description of 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. If applicable, differentiate which work was performed by subcontractor. List any contractual relationships with the City existing now or within the past five (5) years.

D. Personnel.A narrative description, resume, and organizational structure chart of personnel to be assigned to complete tasks within the Scope of Work, clearly indicating where

Subcontractors will be used, if applicable. The narrative description or resume shall list, at least, each individual’s title, education, relevant experience and duration, professional licenses, and demonstrated accomplishments. Identify the individual who will lead the day-to-day work effort and serve as the primary contact to the City.

E. References. A list of three (3) references for whom the services required to complete the

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

3.4. Technical Project Approach

3.5. Cost Proposal

F. 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.

G. 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.

H. 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.

I. 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.

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

California. Attach a copy of a proof of registration.

Describe the operational or organizational approach the Proposer will take to fulfill the Scope of

Work.

Proposer must provide a comprehensive narrative on how to accomplish required objectives and provide continuity on work efforts.

A Cost Proposal for Professional Services, as addressed in this RFP, must be submitted and will be opened separately from the other submitted required response documents. Proposal prices shall include all applicable federal, state, and local taxes. Pricing must be all-inclusive, as no additional charges will be allowed except for additional services as requested by the City, if any. There will be no additional reimbursement for travel time or expenses, telephone costs, copying costs, etc.

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The cost proposal shall provide fees as requested for each year of the contract term and each year of the option term. Costs listed in the Proposal must remain accurate for three (3) years.

The responding firm shall provide the following information to allow for the review of the hourly rates for the proposed services:

Provide a Schedule of Values for the responding firm and proposed subcontractor/subconsultants, including rates for each service.

4. General Information

4.1. Proposal Submission

4.2. Questions and/or Objections

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, Finance and Technology Department. 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 telecommunication or electronic means.

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

Friday, September 17, 2021 at 5:00 pm.

Firms 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.

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:

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4.3. General Proposal Format Requirements

Wednesday, September 8, 2021 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.

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.

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.

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

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

3. All uploaded proposal pages must be numbered. Proposals shall be limited to a total of fifteen

(15) pages and should not include unnecessary company advertisement material.

4.4. Proposal Preparation, Interview and Negotiation Costs

4.5. Proposal Withdrawal

4.6. Proposal Amendment

4.7. Proposal Errors

4.8. Incorrect Proposal Information

The City shall not be responsible for and/or shall not pay any costs associated with the preparation, proposal, or presentation of any proposal, or costs incurred by the responding firms during the interview and negotiations phase of the solicitation process.

A Proposal may be withdrawn at any time by clicking "unsubmit" on the City's e-Procurement Portal.

If before the deadline to submit a Proposal, after withdrawing a Proposal, a Proposer may submit another Proposal.

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.

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

If the City determines that a Proposer has provided, for consideration in the evaluation process or contract negotiations, 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. RFP Amendment and Cancellation

5.2. Right of Rejection

5.3. Prohibition of Respondent Terms and Conditions

5.4. Joint Ventures and Partnering

The City reserves the unilateral right to amend this RFP in writing at any time. The City also reserves the right to cancel or reissue the RFP at its sole discretion. The City shall post copies of the RFP and amendments on the City’s e-Procurement Portal and it shall be the responsibility of the responding firm to click "Follow" on the project to receive notifications. It shall be the responsibility of the firm to also self-monitor the posting of written responses. Responding firms shall respond to the final written RFP and any exhibits, attachments, and amendments.

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

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

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

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

RFP. Notwithstanding any variance, the City may hold any Proposer to strict compliance with the

RFP.

A Proposer shall not submit their own contract terms and conditions in a Proposal. If a Proposal contains such terms and conditions, the City, at its sole discretion, may reject the Proposal. A

Proposer may either submit Questions to gain clarification on a term of the City's Standard Contract or submit proposed revisions to the City's Standard Contract in redline as part of the Proposal

Transmission Letter, both pursuant to the terms of this RFP.

5.5. Proposal of Alternate Services

5.6. Proposal of Additional Services

5.7. Severability

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

Joint proposals must adhere to the following:

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

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

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

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

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

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

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

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

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

5.8. Licensure and Special Certification

5.9. Disclosure of Proposal Contents

5.10. Conflict of Interest and Restrictions

5.11. Local Benefit Definition

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

All Proposals and other materials submitted to the City related to this RFP shall become the property of the City. Selection or rejection of a Proposal does not affect this right. All proposal information, including detailed price and cost information, shall be held in confidence during the evaluation and selection process. Upon the completion of the evaluation and selection process, or by rejection of all Proposals, the Proposals and shall be open for review by the public to the extent required by the California Public Records Act, Government Code section 6254 et seq.. By submitting a Proposal, a Proposer acknowledges and accepts that the contents of the Proposal and associated documents shall become open to public inspection.

Portions of a Proposal exempt from public disclosure by law may be protected from public disclosure by the City. A Proposer is required to clearly label such portion of a Proposal

"CONFIDENTIAL" and list the grounds for non-disclosure. In doing so, the Proposer thereby agrees to indemnify and defend the City from any action arising from the non-disclosure of the information.

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

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

5.12. Proprietary Information

The Proposer is required to provide 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.

The electronic/master copy of each proposal shall be retained for official files and will become public record after the award of a contract unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each responding firm may clearly label part of a proposal as

"CONFIDENTIAL." In doing so, the responding firm thereby agrees to indemnify and defend the City.

The failure to so label any information that is released by the City shall constitute a complete waiver of all claims for damages caused by or related to any release of the information. If a public records request for labeled information is received by the City, the City will endeavor to notify the responding firm of the request and delay access to the material until seven (7) working days after the City’s receipt of the public records request. Within that time delay, it will be the duty of the responding firm to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

6. Standard Contract Information

6.1. Standard Contract

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

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

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6.2. Insurance Requirements

6.3. Contract Approval

6.4. Contract Payment

6.5. Contract Monitoring

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

The apparent successful responding firm will be required to provide proof of insurance in compliance with the Insurance Checklist and Standard Contract, both in Attachments , prior to commencing work. Exceptions to City insurance requirements will not be made. Any proposer unable to meet the insurance requirements, as detailed, shall not be eligible for selection or award of contract.

The apparent successful Proposer will be required to provide proof of insurance as set forth in the attached Standard Contract and Insurance Requirements prior to commencing work.

This RFP and the Contractor selection processes do not obligate the City to act in any certain way and do not create rights, interests, or claims of entitlement to any Proposer or any other entity. Any perceived or actual obligation of the City related to this RFP shall not commence until after the

Contract is fully executed in compliance with City ordinances and regulations to establish a legally binding contract.

Contract payments shall only be made in accordance with the terms and conditions of the Contract and only after the Contract is fully executed in compliance with City ordinances and regulations. No payment shall be made until the Contract is executed. The City shall not be liable for any payment related to this RFP or the Scope of Work prior to the execution of the Contact, even if the services or work is done in good faith or reliant on oral promises.

6.6. Contract Amendment

The Contractor shall be responsible for the completion of all services required to complete the

Scope of Work. All services, work, and tasks pursuant to the Scope of Work are subject to inspection, evaluation, and acceptance by the City. The City may employ all reasonable means to ensure that the Scope of Work is progressing and being performed in compliance with the

Contract, including, but not limited to, inspection of Contractor's office, records, files, and other materials and places related to the Scope of Work. If the City wishes to conduct such an inspection, the Contractor shall provide reasonable access and assistance.

During the course of the Contract, the City may request the Contractor to perform additional services for which the Contractor would be compensated. Those services shall be within the general scope of this RFP. In such instances, the City shall provide the Contractor a written description of the additional work, and the Contractor shall submit a time schedule and cost proposal for completing the additional services, based on either the rates included in the

Contractor's Proposal to this RFP or else a fixed fee that is mutually agreed to by City and

Contractor, whichever is lowest. If the City and Contractor reach an agreement regarding the services and associated compensation, said agreement shall become effective by means of an amendment to the Contract.

7. Consultant Selection and Contract Award

7.1. Proposal Evaluation Process

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

Evaluation Process"):

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

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

7.2. Contract Award Process

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

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

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

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

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

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

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

Proposer in writing.

H. Proposers with the highest scores pursuant to the Evaluation Criteria may be asked to interview with the City. The City reserves the right, at its sole discretion, to request interviews. If the City requests interviews, interviews will be on the Prospective Interview Date identified above. Interviews will be one hour, take place at the City of West Sacramento City Hall, and time slots will be assigned by City staff. Interviews shall be attended by (1) the individual identified in the Proposal as the primary contact to the City on a day-to-day basis and (2) members of the proposed team identified in the "Personnel" section of the Mandatory Qualifications and Experience. Interviews will be conducted by the Evaluation Team and in a format determined by the Team. The Evaluation Team shall use the Evaluation Criteria to rate Proposers during the interview.

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

Process"):

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

Evaluation Process to participate in contract negotiations with the City.

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

C. Following negotiations, the City shall draft a contract for execution by all parties. If the Proposer fails to sign and return the Contact within seven (7) working days of its delivery to the Proposer, the

City may determine, at its sole discretion, that the Proposer is nonresponsive to the terms of this

RFP and initiate further Proposal Evaluation Processes.

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

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

8. Attachments

A - Standard Professional Services Contract

B - Insurance Checklist 2021

9. Evaluation Criteria

1. Proposal Transmittal Letter Submission of proposal transmittal letter in conformity with requirements detailed in the RFP.

Scoring Method:

Points Based Weight (Points):

10 (9.1% of Total)

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

Scoring Method:

Points Based Weight (Points):

20 (18.2% of Total)

3. Proven Ability Ability to provide the services to complete the “Scope of Work” as demonstrated by the described prior projects and prior work with public agencies, including those that are similar in size to the City of West Sacramento.

Scoring Method:

Points Based

Weight (Points):

25 (22.7% of Total)

4. Technical Approach Operational and organizational approach to provide the services to complete the Scope of Work.

Scoring Method:

Points Based Weight (Points):

15 (13.6% of Total)

5. Cost Proposal The City’s evaluation process is intended to identify the Proposer with the best combination of attributes. Cost will only be considered in the event of a tie with regard to qualifications

Scoring Method:

Points Based Weight (Points):

20 (18.2% of Total)

6. Acceptance of City's Standard Contract for Services Willingness to accept the City’s Standard Contract with little to no qualifications.

Scoring Method:

Points Based Weight (Points):

20 (18.2% of Total)

10. Proposer Questionnaire

1. Proposal Requirements*

Please confirm that you have read and met all of the Proposal Requirements.

Yes

No

*Response required

2. Type of Business*

Please confirm your form of business.

Individual

Sole Proprietor

Corporation

Non-Profit Corporation

Partnership

Joint Venture

Limited Liability Company

*Response required

3. Please enter Legal Company Name and any related DBA*

Please enter the full legal company name and any other business names related to this proposal registered with the Secretary of State to conduct business in the State of California.

Enter response

*Response required

4. W-9 Form

Please upload your current W-9 form here if you do not currently do business with the City of West Sacramento.

5. DUNS number

The Dun & Bradstreet D‑U‑N‑S Number is a unique nine-digit identifier for businesses. This number is assigned once our patented identity resolution process, part of our DUNSRight methodology, identifies a company as being unique from any other in the Dun & Bradstreet Data Cloud. Please provide your DUNS number, if your entity is registered. Additional details can be found here.

https://www.dnb.com/duns-number.html

Enter response

6. 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.

*Response required

7. Proposer's Mandatory Qualifications and Experience*

A Proposal shall demonstrate that the Proposer holds the qualifications and experience required to complete the Scope of Work by referencing and responding to the subsections in sequence and attaching corresponding documentation, as required ("Mandatory Qualifications and Experience"). The qualifications and experience listed below are mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

*Response required

8. Technical Project Approach* https://www.dnb.com/duns-number.html

Description of the operational or organizational approach to fulfilling the Scope of Work. If applicable, upload all Technical Project Approach documents here.

*Response required

9. Cost Proposal Documents*

Please upload your Cost Proposal documents here. The Cost Proposal must be uploaded separately from other portions of the Proposal.

*Response required

10. Standard City Contract Qualifications

If the Proposer has qualifications, the Proposer shall upload a document identifying the Contract language at issue and Proposer's suggested adjustment or modification in redline.

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

11. Insurance Requirements*

The Proposer acknowledges the City's insurance requirements and endorsements as outlined in the Insurance Checklist in Attachments. Any Proposal unable to meet the Insurance Checklist requirements shall be considered nonresponsive and ineligible for Contract award.

Proposer shall be required to provide proof of requisite insurance prior to Contract execution. Failure to do so shall be just cause for forfeiture of the Proposal guaranty and/or rejection of the Proposal.

*Response required

12. Certification Regarding Debarment

Please download the below documents, complete, and upload.

Certification_Regarding_Debarment_Form.pdf

13. Other Documentation

Please upload any additional documentation that you feel would be a value to your submitted proposal. For example: Awards, Licenses, etc.

Please confirm

11. Cost Proposal

Please generate pricing table based on your project requirements. By task, rates, or units.

https://government-project.s3.us-west-2.amazonaws.com/4470/510bd5b8-7d68-44e7-a79f-71a46816f136_Certification_Regarding_Debarment_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4DFFILJ2O%2F20260911%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260911T175020Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENn%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQCDKhSrBTWRB2UKvVUDCk8D%2FoSph3Tev1CZh%2FJSLNFSVgIhAJV%2FC%2Fgm2rF5GHdvGBv5vMRLX88G0F5EawsiwHoxuCRAKo4FCKH%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgyRqStT7%2FyxI98Zc34q4gQyCeUd1CXdYeenUmmDTIf%2FeyptkDhTSqh027FEEl6nqs3QckzsoWUk0EfNn6fA9TAdXnHIpZQ7QYBpw2JNTv%2FOoiaIn9PJLPIni6TyFUbYcfqkLALhmPg4xDMqeXwEBm58AllCfU7BFSAElWEDG5OezIG3rLS%2FuY2hnPUpKjFbc%2BlDsQYBn%2FWGXZevPlD2x32Rvg%2BLrk%2FXUCEuOOzaSKeEiKttJUUUCQhi52gy3flKSO9klaO5SaNmuzAFeihUR5rnQ7UcN6CrKnMeW6zF3OUY4YBmrQI8CN0e42T1J1et60r0hh6VeHbu%2FINfuH5L5WwEiun32eQhWvZMILiwLtBj%2BaP02vv759A8nGCy4%2Bfbk%2BAR7ZWHzibVZokgWU9o3C48IQTjYOis43UrTU8ZLUxs62RRyiXbggZ2PuukJaNOe3AZliiKz5BnzOCWVwcrbbqKyuxZY71avxXExa9PCFao%2B4rTrq2Ix5alELXzXRVOVxpMvm0JMP2ypOvNw6L44Q%2BHoptkWfK0eC9kNXrYpTRw8F4qaTjo8ZHVe7ycuzKlKDJpvRwnfPYc2dFeUcpGT2MhFzVahich7M6oLT5TdD5l24dgSt4z7MruhYFaTK2vN%2FoHNrlqqMRPYjeFU1gvGYH56bQ6zf4uHUntEbX0pkgOoUSHzF39jGQOGT6L1Bosnnj4oonlc1z9Swm4bxbBRPw6lawvS0adQdpT9frw7%2BiWvkPUpzaVwlFH7GR9SadDA7MUEULIDxedYHLzj0BAokQNHn2jAHdmRGfON3rKQOXOR65Aq8BE19TtPI8jCVoqHVFQMJTekNUGOpgBSQdjf70ZKWeGQB6ec3bjxEo%2BaF%2B5V4Vsj75ZVT7UPie8hvXsUKlNTKqZ6xNyRYwc76mPDDU4hYOZdur8X6hC0tkUYCSzxrHxwzRJfvGleFCjFpVZamjMAvdij4%2BiUnPHdeYYElVzurOEnr0LvZ9oDVPEQPwyTY3V1ctgQbuzlrwDi3nWm1hsTRKAAU7IOE9GQJrgKzlpuyE%3D&X-Amz-Signature=fbdabb80ee32a49532ae85ae17b21559f52b0f75b9045a8437fe05079ccb0e69&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Certification_Regarding_Debarment_Form.pdf%22&x-id=GetObject

Line Item Description Quantity

City Surveyor perform duties as described 1

Support Staff assist City Surveyor 1

Admin processing 1

Total

C olum ns