Bid Notice.pdf

REQUEST FOR PROPOSAL

For

ELECTRICAL SUPPORT SERVICES

Utilities Department

Issued: August 31, 2026

Proposal Deadline: September 15, 2026, 5:00 pm

CITY OF NAPA

REQUEST FOR PROPOSAL

I. THE SERVICES

II. DRAFT SCOPE OF SERVICES

III. REQUEST FOR PROPOSAL PROCEDURES

IV. EVALUATION

V. SELECTION AND AWARD

VI. MISCELLANEOUS

VII. PROPOSAL SUBMITTAL

Attachments:

A - Attachment B - Scope of Services

B - 4.1_Public Works Template for Projects - 2025.03.25

City of Napa Request For Proposals Page 3 of 8

2026-RFP-090

1. ............................................................................................... THE SERVICES

1.1. ...................................................................................................................... Summary

The City requires Electrical Support Services (“Services”) for Provide all labor, supervision, equipment, materials, and supplies needed for on-call electrical support services, as designated and/or required by the City of Napa.

1.2. ....................................................................................................... Form of Agreement

A copy of the City’s standard Services Agreement (General) (“Agreement”), is attached hereto in the

Attachments section and incorporated herein. Respondents are strongly encouraged to have the

Agreement reviewed by their legal counsel and insurance company. Any objections and/or proposed changes to the Agreement must be included in the Respondent’s Proposal pursuant to the Exceptions to

Agreement provision within the Proposal Requirements section and are subject to City approval.

1.3. .......................................................................................................... Scope of Services

The City has prepared a draft Scope of Services, see the Draft Scope Services section (“Draft Scope of

Services”). The final scope of services to be included in the Agreement with the successful Respondent will be based on the Draft Scope of Services as well as the Proposed Scope of Services, provided by the successful Respondent in the Proposal Submittal section and may be the subject of negotiations between the City and the successful Respondent.

1.4. ............................................................................ Project Manager and Decision Maker

For purposes of the Selection and Award section of this RFP, Kelly Pennington, Water Control Systems

Superintendent, is the City’s project manager (“Project Manager”), and Joy Eldredge, Utilities Directoris the City’s decision-maker (“Decision-Maker”).

2. ........................................................................... DRAFT SCOPE OF SERVICES

2.1. ................................................................................ On-Call Electrical Support Services

See attachment B - Scope of Services

3. ........................................................REQUEST FOR PROPOSAL PROCEDURES

3.1. .............................................................................................. Requests for Information

Questions or objections relating to the RFP, the attachments hereto, the RFP procedures, or the required Services must be submitted by 5:00 pm, Tuesday, September 8, 2026 (the “Request for

Information Deadline”) through OpenGov, the City's electronic procurement portal at https://procurement.opengov.com/portal/cityofnapa ("Procurement Portal").

Any questions or objections that are not submitted through the Procurement Portal and by the Request for Information Deadline will be deemed waived. City will not be bound by the oral representations of any City officials, employees, or representatives.

https://procurement.opengov.com/portal/cityofnapa

City of Napa Request For Proposals Page 4 of 8

3.2. ................................................................................................... Submittal Instructions

A. General. Proposals must be received by the City by or before Tuesday, September 15, 2026 at 5:00 pm (“Proposal Deadline”). Respondent must submit a proposal through OpenGov, the Procurement

Portal, at https://procurement.opengov.com/portal/cityofnapa, no later than the Proposal Deadline.

B. Electronic Submission.

1. OpenGov. The Proposal response all required forms and attachments must be submitted in

PDF format via OpenGov at https://procurement.opengov.com/portal/cityofnapa.

2. Vendor Registration. To participate in the bidding process, each bidder must register with

OpenGov at https://procurement.opengov.com/portal/cityofnapa. Once registered, each bidder must subscribe to the City of Napa portal.

3. For instructions on how to register as a vendor with OpenGov, visit the City’s website at:

http://www.cityofnapa.org/265/Bidding-Information. Please read the instructions carefully and follow all steps, including registration with OpenGov and subscribing to the City of Napa account.

3.3. ................................................................................................... Planned RFP Schedule

The following schedule is provided for planning purposes based on current information. However, all dates are subject to revision, including the Proposal Deadline, and may be amended by addenda to this

RFP:

RFP Release Date: August 31, 2026

Request for Information Deadline: September 8, 2026, 5:00pm

Proposal Submission Deadline: September 15, 2026, 5:00pm

Notice of Selection Date: September 25, 2026

Interviews (If requested by the City): TBD

3.4. ....................................................................................................................... Addenda

City reserves the right to issue addenda to modify the terms and conditions of this RFP, including modifications to the Proposal Deadline or to the Attachments to this RFP. Addenda will be issued through the Procurement Portal. Each Respondent is solely responsible for checking the Procurement

Portal for addenda, and for reviewing any and all addenda before submitting its Proposal.

If the City releases an addendum, it will be posted on the project. Vendors following the project, or bidders who have already submitted will be notified via email. Bidders who have already submitted responses MUST log back in, un-submit your response, acknowledge the new addendum, or risk your https://procurement.opengov.com/portal/cityofnapa https://procurement.opengov.com/portal/cityofnapa http://www.cityofnapa.org/265/Bidding-Information

City of Napa Request For Proposals Page 5 of 8 response being deemed non-responsive. Bidders should check OpenGov periodically for any addenda or updates on the Project at: https://procurement.opengov.com/portal/cityofnapa.

4. ................................................................................................ EVALUATION

The factors that the City will consider in evaluating Proposals are as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. General Qualifications Points Based 20 (20% of Total)

2. Relevant Experience Points Based 20 (20% of Total)

3. Proposed Staffing Points Based 15 (15% of Total)

4. Pricing Points Based 20 (20% of Total)

5. Proposed Approach Points Based 10 (10% of Total)

6. Proximity to Zip code 94503 Points Based 5 (5% of Total)

7. References Points Based 10 (10% of Total)

5. ............................................................................... SELECTION AND AWARD

5.1. ......................................................................................................................... Review

Proposals will be reviewed for responsiveness and evaluated and ranked based on the factors listed in the Evaluation Section. When the evaluation is complete, the Proposals will be ranked based on total scores to identify the relative merits of each Proposal. Acting in its sole discretion, the City may elect to conduct interviews with shortlisted Respondents, and the City may negotiate with shortlisted

Respondents to amend the scope of services in order to best achieve the City’s goals for the Project.

5.2. .......................................................................................................................... Award

The City will award the Agreement, if at all, to the Respondent that is determined by the City’s Decision-

Maker, acting in the Decision-Maker’s sole discretion, to offer the most advantageous Proposal to the

City based on the City’s review, as outlined above. The City’s Project Manager will submit a recommendation to the City’s Decision-Maker for award of the Agreement to the Respondent that the

Project Manager determines to offer the most advantageous Proposal. The Respondents will be notified of the Project Manager’s recommendation to the Decision-Maker by a Notice of Intended Selection which will be issued through the Procurement Portal.

City of Napa Request For Proposals Page 6 of 8

5.3. ....................................................................................................... Protest Procedures

Any protest challenging the City’s intended selection or the selection process must be submitted no later than 5:00 p.m., on the fifth business day following the date of the Notice of Intended Selection. The protest must be submitted in writing via email to Mark Holderbein, Management Analyst II, at mholderbein@cityofnapa.org, and must clearly specify the basis for the protest. The protest will be reviewed by the City’s Decision-Maker, along with the recommendation from the Project Manager and legal advice from the City Attorney’s Office. The determination of the City’s Decision-Maker on the protest is final. No public hearing will be held on the protest. Time being of the essence, the City reserves the right to proceed with award of the Agreement and commencement of the Services notwithstanding any pending protest or legal challenge.

6. .......................................................................................... MISCELLANEOUS

6.1. ........................................................................... Disclaimers and Reservation of Rights

Upon receipt, each Proposal becomes the sole property of City and will not be returned to the

Respondent. Each Respondent is solely responsible for the costs it incurs to prepare and submit its

Proposal. The City reserves, in its sole discretion, the right to reject any and all Proposals, including the right to cancel or postpone the RFP or the Services at any time, or to decline to award the Agreement to any of the Respondents. The City reserves the right to waive any immaterial irregularities in a Proposal or submission of a Proposal. The City reserves the right to reject any Proposal that is determined to contain false or misleading information, or material omissions.

6.2. ........................................................................................................ Conflict of Interest

Respondents must disclose to the City any actual, apparent, direct or indirect, or potential conflicts of interest that may exist with respect to Respondent, any employees of Respondent, or any other person relative to the Services to be provided pursuant to this RFP. This RFP process will be conducted in compliance with all laws regarding political contributions, conflicts of interest, or unlawful activities. City employees are prohibited from participating in the selection process for this RFP if they have any financial or business relationship with any Respondent.

6.3. ............................................................................................ Confidentiality of Proposal

Pursuant to Michaelis, Montanari, & Johnson v. Superior Court (2006) 38 Cal.4th 1065, proposals submitted in response to this RFP shall be held confidential by the City and shall not be subject to disclosure under the California Public Records Act (Government Code section 7920.000 et seq.) until after either the City and the successful proposer have completed negotiations and entered into an

Agreement or the City has rejected all proposals. All correspondence with the City including responses to this RFP will become the exclusive property of the City and will become public records under the

California Public Records Act. Furthermore, the City will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement.

If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public

Records Act, the Proposer must mark it as such and state the specific provision in the California Public

Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the

City of Napa Request For Proposals Page 7 of 8 information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. Although the

California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information that a

Proposer submits is a trade secret. If a request is made for information marked “Confidential”, “Trade

Secret” or “Proprietary”, the City will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction.

7. ................................................................................. PROPOSAL SUBMITTAL

Please see the Proposal Requirements section of this RFP.

Each Proposal must be submitted in compliance with the requirements of this RFP. Respondent must respond to the items listed below. Clarity and brevity are preferable to volume. Do not attach brochures or promotional materials to the Proposal.

1. .................................................................................................................. Cover Letter* Provide a brief cover letter that includes all of the following information:

1. Respondent’s name, address, phone number, and website address;

2. Type of organization (e.g. corporation, partnership, etc.);

3. A summary of general information about Respondent and the types of services it provides in relation to the Services required by the City; and

4. Contact information, including name, title, address, phone number, and email, of

Respondent’s primary representative for purposes of this RFP.

The cover letter must be signed by a representative that is authorized to bind Respondent by contract and must state his or her name, title, and email address.

*Response required

2. ...................................................................................................General Qualifications* Provide a brief description of the Respondent’s business, including the number of years in business under the current name. Describe the size of the business, including total number of employees and offices, and identify and briefly describe each local office that will be involved in providing the Services if awarded the Agreement. Describe how and why Respondent is qualified to provide the Services.

*Response required

3. .................................................................................................................... Experience* Identify services Respondent has provided in the last five years that are similar in scope and nature to the Services required by this RFP, particularly with respect to services provided to other cities or public agencies.

For each example, provide:

1. A brief description of the services provided

City of Napa Request For Proposals Page 8 of 8

2. An explanation of why this experience is relevant to the required Services, and

3. The name and address of the contracting agency, including contact information for a reference check (name, title, phone number, and email address).

*Response required

4. ........................................................................................... Proposed Scope of Services* Based upon the Draft Scope of Services, provide a complete description of the scope of services

(“Proposed Scope of Services”) the Respondent proposes to perform to achieve the City’s objectives identified in the Draft Scope of Services. The Proposed Scope of Services may identify services which differ from the services in the Draft Scope of Services if the Respondent believes the changes will assist the City in more efficiently and effectively achieving the City’s objectives. Briefly describe Respondent’s proposed approach to providing the Services and how that approach will offer value to the City. Identify any proposed innovations that may be used to achieve more cost-effective delivery of the Services.

Provide a work plan and proposed schedule for the tasks described in the Draft Scope of Services.

*Response required

5. ......................................................................................................................... Staffing* Identify by name and title Respondent’s key personnel that will be assigned to provide the Services and for each, include a resume with his or her education, training, and experience. Identify by name, address, and website, each subconsultant or subcontractor, if any, that will be involved with providing the Services, including the proposed role for each such subconsultant or subcontractor. Include all applicable license numbers for any license required to perform the Services.

*Response required

6. ............................................................................................................... Price Proposal*

A. Provide a total “not-to-exceed” cost for performance of all Services included in the Proposed

Scope of Services, including all labor, materials, equipment, supplies, the insurance required under the terms of the Agreement, and all reimbursable charges.

B. Identify whether compensation for performance of the Services will be based on hourly billing rates or a lump sum.

C. If compensation is based on hourly billing rates, attach a copy of hourly billing rates.

D. If compensation is on a lump sum basis rather than hourly, provide a breakdown of the proposed lump sum based on each task to be performed and/or deliverable to be provided.

E. Identify any reimbursable expenses (e.g., travel, supplies) and the proposed rate of reimbursement for each category of expense.

*Response required

7. ................................................................................................ Exceptions to Agreement Identify any objections to and/or requested changes to the Agreement and upload a copy here.