Bid Notice-Economic Development Strategic Planning Services.pdf

RFP# P27181011001 Economic Development Strategic Planning Services

Form Revision Date 8/11/25 1

REQUEST FOR PROPOSALS – PROFESSIONAL SERVICES

Request for Proposals No. RFP# P27181011001 Project Name: Economic Development Strategic Planning Services

Questions due by: 9/22/2026 4:00 PM PDT Proposal Due By: 9/29/2026 4:00 PM PDT

Estimated Week of Interviews (if necessary) Week of October 12, 2026 Estimated Week of Award Notification: Week of October 26, 2026

Estimated Week of Contract Award: Week of November 9, 2026

PRE-PROPOSAL CONFERENCE MEETING

☒ No

NOTE: The City of Sacramento reserves the right to modify the dates and other criteria listed at its sole discretion.

Prospective proposers will be notified of any significant changes by addendum issued via the City of Sacramento’s online bid portal. All information submitted in or in connection with a proposal is submitted under penalty of perjury.

The City shall have the right to terminate at any time any Contract awarded pursuant to a proposal that contains false information. The return of a signed proposal shall constitute a promise to supply in accordance with terms and conditions shown herein. All proposal submissions become public record.

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Table of Contents

1 Overview Page 3 2 Scope of Services Page 4 3 Proposal Submission Page 7 4 Applicable Ordinances and Programs Page 9 5 Evaluation Procedures Page 11 6 Administrative Requirements Page 13 7 Attachments Page 18

Attachments

Attachment 1 – Proposal Signature Form

Attachment 2 – Payment Discount

Attachment 3 – Local Business Enterprise 5% Preference Program

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1. OVERVIEW

1.1 Introduction

The City of Sacramento's Economic Development Department (EDD) invites proposals from qualified consultants to develop a five-year Economic Development Strategic Plan. The plan will define the City's economic development vision and priorities and provide an actionable implementation framework aligned with City Council priorities, regional economic conditions, and community needs.

1.2 Background

EDD has 31 full-time employees organized into seven functional areas: Administration, Community Investment, Economic Development, Community Engagement, Housing, Nighttime Economy, and Workforce Development. Together, these teams support business growth and investment, expand housing and workforce opportunities, and connect businesses and residents with resources that strengthen Sacramento’s economic vitality and mobility.

In September 2025, the Sacramento City Council identified economic development, public safety, and homelessness as the City’s top priorities and formally adopted them in November 2025.

In May 2026, staff further advanced the City Council’s priorities through One City, One Future, a citywide framework connecting the City’s priorities, plans, and results. The framework links Council direction to the City Manager’s Strategic Workplan, helping departments coordinate their efforts and focus on shared goals. Through a data-driven performance management process known as SacramentoSTAT, City leaders track progress, review results with the City Manager, and publish the results for residents. Together, these elements strengthen accountability and public transparency.

The City began developing its most recent economic development strategy, ScaleUp Sacramento, in 2019.

Adopted in January 2021, ScaleUp identified five industry clusters of opportunity: Future Mobility; Life Sciences; Clean Economy; Agriculture, Food, and Beverage Manufacturing; and Business Services. Since then, California Jobs First and We Prosper Together have highlighted Business Services, Precision Manufacturing, Working Lands, and Research and Development. These developments create a need to reassess Sacramento’s competitive position, confirm priority industries, and update the City’s strategic direction.

Building on past city and regional work, and One City, One Future, the strategy will translate City Council priorities and regional conditions into coordinated actions, measurable results, and responses to emerging opportunities and challenges.

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2. SCOPE OF SERVICES

2.1 Desired Components

The following scope describes the City’s desired outcomes. Proposers may recommend refinements or alternative approaches that strengthen the process or final plan.

1) Task 1. Project Initiation and Management

Conduct a kickoff meeting with City staff and establish a practical approach for managing the project.

Confirm the project objectives, roles, schedule, communication protocols, data needs, engagement approach, and review process. Coordinate regularly with the City staff and promptly identify decisions, risks, or issues that may affect the work.

2) Task 2. Market Analysis and Strategic Alignment

Review relevant City and regional plans, policies, and studies to identify areas of alignment, gaps, and implications for the updated strategy. Documents include, but are not limited to, the following:

a) City of Sacramento 2026 One City, One Future

b) City of Sacramento 2040 General Plan Economic Development Element

c) City of Sacramento 2026-27 two-year economic development roadmap and work plan

d) City of Sacramento staff reports

1. September 2025 Council priorities workshop

2. November 2025 Council priorities adoption

3. February 2026 economic development workshop

e) City of Sacramento 2021 ScaleUp Sacramento

f) City of Sacramento 2018 Creative Edge: Sacramento’s Arts, Culture, and Creative Economy

Plan

g) City of Sacramento 2024 Sprout to Growth: Potential Pathways for Growing Sacramento’s

Creative Economy

h) Sacramento County 2025 Economic Development Strategic Plan

i) Capital Region’s We Prosper Together Regional Plan: Strategies for a Thriving and Inclusive

Economy

Assess Sacramento’s economic position and outlook using quantitative and qualitative research, trend analysis, and appropriate comparisons with other jurisdictions in the capital region. At a minimum, analyze: demographic and population trends; labor force and workforce characteristics; industry structure, employment patterns, and business mix; entrepreneurship and the business climate;

commercial and industrial real estate, land use, and development patterns; housing affordability and availability; transportation, utilities, broadband, and other infrastructure assets; education, amenities, and other quality-of-life factors; and fiscal and regulatory conditions, including zoning, permitting, and incentives.

Evaluate whether the industry clusters identified in ScaleUp Sacramento and We Prosper Together remain appropriate priorities. Assess Sacramento’s competitive advantages and distinct role within regional industries, including opportunities to retain, attract, grow, and scale businesses. Identify key assets, gaps, barriers, disparities, risks, and emerging opportunities.

Assess how economic conditions, market opportunities, barriers, and public investments vary across Sacramento’s commercial corridors, Property and Business Improvement Districts (PBIDs), Business

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Improvement Areas (BIAs), major employment areas, and other relevant geographies. Determine whether these areas warrant place-based strategies. Potential geographies may include Downtown;

Franklin Boulevard; Greater Broadway; Florin Road; Mack Road; Marysville–Del Paso Boulevards;

Midtown; Northgate Boulevard; Oak Park; Old Sacramento; Power Inn; R Street; Railyards; River District; and Stockton Boulevard.

Use the analysis to identify how market conditions and strategic alignment should inform citywide and place-based strategies, program design, partnerships, and implementation.

3) Task 3. Community Engagement

Develop and implement an inclusive engagement process that informs the analysis, tests emerging findings, and shapes the plan’s priorities and strategies. Engage City leadership and staff, regional partners, businesses and entrepreneurs, PBIDs, BIAs, chambers of commerce, business and neighborhood associations, educational institutions, labor and industry representatives, community-based organizations, residents, and other affected stakeholders.

Proposers should recommend engagement methods appropriate for the audiences and project schedule. The process must provide accessible opportunities to participate, document key themes and differing perspectives, and explain how input influenced the plan.

4) Task 4. Vision, Priorities, and Strategies

Use the research and engagement findings to develop a clear economic development vision, guiding principles, and focused priorities. Align the vision and priorities with One City, One Future and relevant City as well as regional plans.

Develop practical, evidence-based citywide and place-based strategies. Citywide strategies should address needs and opportunities that affect businesses, industries, workers, and residents across Sacramento. Place-based strategies should respond to materially different conditions in priority corridors, PBIDs, BIAs, major employment areas, neighborhoods, or other geographies identified through the market analysis.

Define the City’s role within the regional economy and identify where the City should lead, convene, fund, advocate, coordinate, or support implementation. Recommend ways to strengthen collaboration with internal and external partners. Clarify partner roles and identify opportunities for coordinated or jointly delivered initiatives.

Evaluate EDD’s existing programs, services, and partnerships, and recommend which to continue, refine, expand, consolidate, discontinue, or create. Connect each recommendation to the citywide and place-based strategies. Identify service gaps, referral needs, and opportunities to improve access, coordination, and service delivery.

Develop a business toolkit that organizes City programs, services, funding opportunities, and processes for businesses and entrepreneurs. Include County, state, and federal information only when needed to navigate or complete a required process. Organize resources by business stage or need and provide key information, including eligibility, available assistance, required steps, contact information, and links. Recommend a process for keeping the toolkit current.

Evaluate and prioritize the proposed strategies and program recommendations using clear criteria, including anticipated benefits, equity, fiscal implications, feasibility, resource needs, timing, risk, and partnership requirements. Distinguish near-term actions from longer-term initiatives and opportunities.

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5) Task 5. Implementation and Performance Framework

Translate the recommended strategies into a phased five-year implementation framework suitable for City decision-making and annual work planning. For each strategy, identify the lead entity, required partners, sequencing, resource and funding considerations, dependencies, timing, and measures of progress.

Anchor the framework in One City, One Future and show how each action advances applicable City Council priorities, City Manager’s Strategic Workplan commitments, and SacramentoSTAT outcomes.

Identify opportunities for cross-departmental coordination as well as regional partnerships and distinguish City-led actions from partner-led or jointly delivered actions.

Assess whether EDD’s organizational structure, staffing capacity, coordination practices, governance, data, and systems support implementation. Recommend practical improvements where needed.

Develop a manageable performance framework that supports SacramentoSTAT, public reporting, annual review, and future plan updates. Identify priority measures, baselines and targets where feasible, data sources, responsible parties, reporting frequency, and an annual reporting template.

6) Task 6. Draft and Final Strategic Plan

Prepare a concise, accessible, and implementation-ready Economic Development Strategic Plan that integrates the market analysis, engagement findings, vision, priorities, citywide and place-based strategies, program recommendations, implementation framework, and performance measures. Use clear language and effective visuals to communicate the plan to City staff, elected officials, partners, businesses, and residents.

Present key findings and recommendations to City leadership and the City Council, incorporate City feedback, and provide the final plan, executive summary, business toolkit, and supporting files in accessible, publication-ready, editable formats.

2.2 Budget

The City has not determined a budget for this project. Proposers must submit a time-and-materials budget that itemizes hours, billing rates, subcontractor costs, and reimbursable expenses by task and deliverable.

Identify any optional or recommended additional services separately.

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3. PROPOSAL SUBMISSION

3.1 Submission Instructions

All responses to this solicitation must be submitted electronically via the City’s online bid portal, PlanetBids, no later than September 29, 2026, at 4:00 PM PDT. Late submissions will not be accepted or considered under any circumstances. Submissions in any format other than electronic upload to PlanetBids will be disqualified.

Questions, requests for interpretation, or clarifications regarding this RFP must be submitted exclusively through the PlanetBids portal by September 22, 2026, at 4:00 PM PDT. Phone inquiries or email questions will not be accepted. All responses to questions and clarifications will be posted publicly on the PlanetBids portal to ensure equal access to information for all prospective respondents.

3.2 Tentative Timeline

The following schedule is tentative and may be modified at the City’s sole discretion:

1) RFP Release: September 8, 2026

2) Questions Due: September 22, 2026, at 4:00 PM PDT

3) Proposals Due: September 29, 2026, at 4:00 PM PDT

4) Estimated Week of Interviews (if necessary): Week of October 12, 2026

5) Estimated Week of Award Notification: Week of October 26, 2026

6) Estimated Week of Contract Award: Week of November 9, 2026

7) Estimated Contract Start: December 1, 2026

3.3 Submission Requirements

Proposals must include a comprehensive and well-organized narrative demonstrating the proposer’s understanding of the scope of services and ability to successfully deliver all required components of the strategic plan.

1) Cover Letter

Provide a signed cover letter that includes the name and address of the proposing organization, along with the name, title, mailing address, email address, and phone number of the primary contact authorized to represent the organization. The cover letter must acknowledge acceptance of the City’s standard professional services agreement or note requested amendments.

2) Firm Experience and Qualifications

Describe the firm’s relevant economic development planning experience, with an emphasis on strategies for local governments. Provide links to three comparable projects completed within the past five years, including at least one for a local California government. For each project, identify the client, completion date, scope, and outcomes.

Provide a client reference for each project, including the contact’s name, title, email address, and telephone number.

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3) Project Team

Identify the project manager, key personnel, and subcontractors. Describe each person’s role, qualifications, relevant experience, and availability.

4) Technical Approach Describe the proposed approach for completing each Scope of Services task. Explain how the team will conduct market, industry-cluster, competitive-advantage, and place-based analyses; engage stakeholders; develop citywide and place-based strategies and the business toolkit; evaluate programs and partnerships; and develop the implementation and performance frameworks. Identify principal data sources and analytical methods. Proposers may recommend refinements based on relevant experience, provided the approach meets the City’s desired outcomes.

5) Work Plan

Provide a work plan and schedule identifying the scope tasks, deliverables, milestones, City review periods, and responsible team members. The proposed timeline should be aggressive. The City desires to expeditiously develop the strategy and begin implementation as soon as practicable.

6) Budget Submit a budget that itemizes hours, billing rates, subcontractor costs, and reimbursable expenses by task and deliverable. Identify any optional or recommended additional services separately.

7) Conflicts of Interest Disclose any actual, potential, or perceived conflicts of interest and explain how the firm will manage them.

8) Standard Form Attachments

a) Attachment 1: Proposal Signature Form Must be completed and signed by an authorized representative of the firm.

b) Attachment 2: Payment Discount Form Indicate any payment discounts offered to the City.

c) Attachment 3: Local Business Enterprise 5% Preference Program Must be completed and signed by an authorized representative of the firm.

3.4 Certificate of Insurance

The selected firm will be required to submit the necessary certificate(s) of insurance and endorsements as called for in the contract’s General Provisions prior to award of the contract.

3.5 Business Operations Tax Certificate

Chapter 3.08 of the Sacramento City Code requires that anyone conducting business in the City of Sacramento obtain a Business Operations Tax Certificate and pay the applicable tax if necessary. The selected firm will be required to show compliance with this requirement prior to award of the contract.

To obtain information about the Business Operation Tax Certificate, contact the City of Sacramento Revenue Division at (916) 808-8500 or visit: https://www.cityofsacramento.gov/finance/revenue/business-operations-tax

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4. APPLICABLE ORDINANCES AND PROGRAMS

4.1 Local Business Enterprise (LBE) Five Percent (5%) Proposal Evaluation Preference

☒ The LBE 5% Preference is applicable to this Request for Proposals.

-or- ☐ The LBE 5% Preference is not applicable to this Request for Proposals.

-or- ☐ The LBE 5% Preference is not applicable to this Request for Proposals as the project is Federally-funded.

For contracts under $250,000, firms that qualify as a local business enterprise (LBE) will receive a 5% preference on all City procurement opportunities. The prime proposer must qualify as an LBE to receive preference points and subcontractors may not be considered. For professional service contracts only, this preference also applies to procurement opportunities of $250,000 or more.

A prime contractor that qualifies as an LBE shall receive additional points during the scoring process, so the final score awarded to the LBE is increased by 5% of the total possible evaluation points.

Detailed information about this program can be found in the City’s LBE Policy, located at:

https://www.cityofsacramento.gov/finance/procurement/contract-ordinances

4.2 Local Business Enterprise (LBE) Participation Program

☐ The LBE Participation Requirement is applicable to this Request for Proposals.

-or- ☒ The LBE Participation Requirement is not applicable or has been waived for this Request for Proposals -or- ☐ The LBE Participation Requirement is not applicable for this Request for Proposals as the project is Federally-funded.

The LBE Participation Program is applicable to non-professional, professional, and public project/construction contracts $250,000 or more unless waived by the City Manager or the City Manager's designee. This program provides enhanced opportunities for the participation of qualifying businesses in the City's contracting and procurement activities. If applicable, a minimum of 5% LBE participation is required. To receive credit for the 5% minimum participation requirement, proposers must either (a) be an LBE, or (b) subcontract with a qualified LBE. Proposers wishing to qualify for this requirement using subcontractors must submit the Subcontractor and Local Business Enterprise Participation Verification Form with their proposal.

Detailed information about this program and the Subcontractor and Local Business Enterprise Participation Verification Form can be found at:

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4.3 SB 1383

☐ Goods/services being requested on this solicitation qualify as Recovered Organic Materials and will be subject to reporting requirements outlined in SB 1383.

-or- ☒ SB 1383 requirements are not applicable to this solicitation.

Beginning January 1, 2022, SB 1383 requires cities and counties to procure annually a quantity of recovered organic waste products to meet their annual procurement target. These procurement requirements will strengthen California’s green, self-sustaining economy. CalRecycle assigns an annual procurement target to each jurisdiction based on its population. Jurisdictions can fulfill their target by procuring any combination of the following recovered organic waste products:

• Compost

• Mulch

• Renewable Energy (Transportation Fuel, Heat, Electricity) from Anaerobic Digestion and Electricity from

Biomass Conversion.

Full regulatory requirements can be found here.

4.4 Additional City Ordinances

Information on additional ordinances may be found at:

https://www.cityofsacramento.gov/finance/procurement/contract-ordinances

The Local Ordinance & Bid Preference Requirements Table outlines which ordinances apply to procurement contracts by type and dollar amount:

https://www.cityofsacramento.gov/content/dam/portal/finance/Procurement/contract-ordinances/Local- Ordinances-and-Bid-Preference-Requirements-Table.pdf

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5. EVALUATION PROCEDURES

5.1 Evaluation Process

Before scoring, the City will review each proposal for compliance with the submission requirements.

Proposals must include a signed cover letter, a budget, a conflicts-of-interest disclosure, and all required attachments. The City may deem a proposal non-responsive if it omits required information or materially fails to follow the submission requirements.

5.2 Evaluation Categories and Scoring

WRITTEN PROPOSAL

POSSIBLE

POINTS

Firm Experience and Qualifications The City will evaluate the firm’s experience completing comparable economic development strategic plans, particularly for local California governments. The evaluation will consider the relevance and quality of completed projects, demonstrated results, and client references.

Project Team The City will evaluate the qualifications, relevant experience, roles, availability, and anticipated level of effort of the project manager, key personnel, and subcontractors. The proposed team must demonstrate sufficient capacity to complete the project on the proposed timeline.

Technical Approach The City will evaluate the proposer’s understanding of the Scope of Services and the clarity, completeness, and feasibility of the proposed approach. The evaluation will consider the proposer’s approach to market, industry-cluster, competitive-advantage, and place-based analyses; community engagement; citywide and place-based strategy development; program and partnership evaluation; the business toolkit; implementation planning; organizational capacity; and performance measurement.

Work Plan The City will evaluate the sequence of work, deliverables, milestones, City review periods, staffing assignments, and the firm’s ability to deliver a thorough yet expeditious strategy.

Budget and Overall Value The City will evaluate the budget’s completeness, reasonableness, alignment with the proposed approach and work plan, clarity of cost assumptions, and overall value to the City.

TOTAL FOR WRITTEN PROPOSALS 100

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If the City conducts interviews, it will add the interview score to the written proposal score.

OPTIONAL INTERVIEW

POSSIBLE

POINTS

Presentation and Project Understanding The City will evaluate the team’s ability to clearly and effectively communicate its understanding of the project, proposed approach, and anticipated outcomes.

Problem-Solving and Technical Capacity The City will evaluate the team’s responses to project questions or scenarios, including its judgment, flexibility, analytical approach, and technical expertise.

Communication and Team Dynamics The City will evaluate the team’s responsiveness, clarity, collaboration, and ability to communicate complex information to varied audiences.

TOTAL FOR INTERVIEWS 50

TOTAL POSSIBLE POINTS BEFORE LBE PREFERENCE 150

5.3 Point System Used to Rank Proposals

The City will score proposals using the criteria and points outlined in Section 5.2. The points reflect the factors most important to successful project delivery. The City will award a contract to the responsive proposer that provides the best overall value, not necessarily the lowest price.

The City will total each proposer's evaluation points and apply the LBE preference, if applicable, as described in Section 4.1 and Attachment 3. The City may verify information, contact references, seek clarification, and negotiate with the highest-ranked proposer before recommending an award.

If the City does not conduct interviews, it will base the award on written proposal scores. If the City conducts interviews, it will combine written proposal and interview scores before applying any applicable LBE preference.

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6. ADMINISTRATIVE REQUIREMENTS

6.1 Electronic Proposal Document Availability

Official electronic copies of this proposal document can be obtained only from the City of Sacramento’s official online bid portal: https://pbsystem.planetbids.com/portal/15300/portal-home. Any additional information (Addenda, Q&A, etc.) pertaining to this proposal will also be found at the above link.

Proposal information obtained from third party sources will not be considered official and will not fulfill a proposer’s responsibility for all official proposal information as posted on our official site at the link above. Documents obtained from such sources may be incomplete, resulting in responses that are rejected as incomplete and/or non-responsive.

6.2 Questions

All questions must be submitted electronically via the City’s online bid portal prior to the Q&A Deadline: https://pbsystem.planetbids.com/portal/15300/portal-home

Written responses to questions will be provided by the City as either an addendum or an email to all prospective proposers via the City’s online bid portal.

If a question arises after the Q&A Deadline – it may be emailed to smallbusiness@cityofsacramento.org. If the department soliciting proposals determines a response is needed, it shall issue an addendum to the solicitation to re-open the Q&A period to allow the question to be asked and answered via the online bid portal and to allow other prospective proposers to submit additional questions for a limited period of time.

6.3 Proposal Submission

Proposals should be prepared simply and economically, providing straightforward, concise delineation of the firm’s capabilities to satisfy the requirements of this RFP. The emphasis should be on completeness and clarity of content. To expedite proposal evaluations, it is essential that the specifications and instructions contained in the proposal instructions are followed as outlined.

Responses to this RFP become the exclusive property of the City and may be reviewed and evaluated by any persons at the discretion of the City following the publication of an intent to award a contract or contracts.

6.4 Proposals Become Public Records

Upon execution of a contract by the selected consultant(s), all proposals received in response to this RFP shall be regarded as public records and will be disclosable upon receipt of a request for public disclosure pursuant to the California Public Records Act; provided, however, that if any information or elements of the proposal are set apart and clearly marked as “Trade Secret” or “Proprietary” when it is provided to the City, the City will give notice to the Proposer of the request for disclosure to allow the Proposer to seek judicial protection from disclosure.

Failure by the Proposer to take timely steps to seek judicial protection from disclosure shall constitute a complete waiver by the Proposer of any rights regarding the information designated as “Trade Secret” or “Proprietary” and such information may be disclosed by the City pursuant to applicable procedures under

Form Revision Date 8/11/25 14 the California Public Records Act. Under no circumstances will the City have any obligations to seek judicial protection from disclosure for any proposals or other materials submitted in response to this RFP.

The City has no liability for any disclosure, unless such disclosure is made in violation of a court order obtained by a Proposer or pertains to materials marked as “Trade Secret” or “Proprietary” for which the City failed to give the above notice.

6.5 Proposal Expenses

All Proposers responding to this RFP do so entirely at their expense. There is no expressed or implied obligation by the City to reimburse any Proposer for any costs incurred in preparing or submitting responses, for providing additional information when requested by the City, or for participating in any selection demonstrations or interviews, including pre-contract negotiations and contract negotiations.

Proposers shall not include any such expenses as part of the price proposed in response to this RFP.

6.6 City Rights

The City reserves the right to decide that one proposer is more responsive than the others and to select that proposal based on a review of the proposal only.

The City reserves the right to reject individual employees of contractors, or proposed subcontractors, and request substitution without indicating any reason.

6.7 Late Proposals Not Accepted

A proposal is late if received at any time after the required submittal date and time. A proposal received after the specified time will not be considered.

6.8 Proposal Modification

Proposals may be withdrawn or modified before the due date of submission for proposals through the City’s online bidding platform. A request for modification of the proposal after the due date will not be considered, including a representation that the proposer was not fully informed regarding any information pertinent to the proposal or the offer. The City shall not be responsible for or bound by any oral instructions, interpretations or information provided by the City or its employees other than the RFP contact.

6.9 Verbal Directions

No verbal conversations or agreement(s) with any officer, agent, or employee of the City shall affect or modify any terms or obligations of this RFP, or any contract resulting from this RFP.

6.10 Addenda and Supplements to RFP

If it becomes necessary to revise any part of the RFP, an addendum to the RFP will be provided to all known prospective proposers via the City of Sacramento's online bid portal PlanetBids.

https://pbsystem.planetbids.com/portal/15300/portal-home

It is the responsibility of the proposer to verify addenda and supplements up to the RFP submission date and time. Upon issuance, the terms of any addendum shall prevail over inconsistent provisions of earlier issued documentation.

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RFP submittals missing acknowledgment of any addendum or information requested in this RFP may be considered non-responsive and the contractor may be eliminated from evaluation.

6.11 Withdrawal of Proposals

Unauthorized conditions, limitations, or provisions attached to a proposal may be cause for its rejection.

No oral, telegraphic, or telephonic proposals or modifications will be considered. The proposal may be withdrawn upon request by the Proposer without prejudice to the Proposer prior to, but not after the time fixed for opening of proposals, provided that the request for withdrawal is in writing, has been executed by the Proposer or the proposal’s duly authorized representative, and has been filed with the City.

6.12 Rejection of Proposals

The City of Sacramento reserves the right to reject any or all proposals received in response to this request, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interests of the City. The City of Sacramento may at its discretion determine not to award a contract solely on the basis of this request for proposals and will not pay for the information solicited or obtained.

The City reserves the right to reject any or all proposals submitted, correct any technical errors in the RFP process, waive any irregularities in any proposal, negotiate with any of the proposers, accept other than the lowest fee offer, or enter into a subsequent agreement with another proposer if the originally selected proposer fails to execute its agreement with the City.

6.13 Proposal Variations in Service Delivery

It is recognized that each Proposer may have developed unique or alternative methods of service delivery.

It is not the City’s intention to disqualify a Proposer due to variations in service delivery that do not adversely affect quality and performance. Any proposal offering services equivalent to or of better quality and performance than that requested, which provides the necessary service, will receive full consideration for an award.

6.14 Contract Negotiations

Contract negotiations may be undertaken simultaneously during the evaluation of proposals with the finalist(s) as determined by the City.

Final approval of contracts awarded for projects of $250,000 or more will be made by the City Council.

No agreement is binding unless it is executed by authorized representatives of the City and the selected proposer.

6.15 Protest Procedure

Any protests are subject to the City’s adopted protest procedure. A copy of the City’s protest procedure is available at: https://www.cityofsacramento.gov/finance/procurement/bid-opportunities

6.16 Acceptance of Proposal

The contents of the proposal of the successful Proposer will become contractual obligations to be contained in a formal written agreement. Failure of the successful Proposer to accept these obligations in a formal agreement may result in cancellation of the award. The City may require Proposers to participate in

Form Revision Date 8/11/25 16 negotiations and submit price, technical, or other revisions to their proposal(s) resulting from such negotiations.

6.17 Selected Contractor Responsibilities

The selected contractor must commit a professional staff and an experienced Project Manager who will be responsible for coordinating the services with the City. Service shall be the best of its respective kind. All professionals shall be skilled, knowledgeable, and successfully experienced in all aspects of providing the required services.

6.18 Licenses

The Contractor shall be required to maintain any necessary licenses and shall comply with all federal, state, and local laws, codes, and ordinances without cost to the City.

6.19 Non-Waiver of Defaults

Any failure by the City to enforce or require the strict keeping and performance of any of the terms and conditions of the contract shall not constitute a waiver of such terms and conditions, nor shall it affect or impair the right of the City to avail itself of such remedies as it may have for any breach of the terms and conditions.

6.20 Business Operations Tax Certificate

Chapter 3.08 of the Sacramento City Code requires that anyone conducting business in the City of Sacramento obtain a Business Operations Tax Certificate and pay the applicable tax if necessary. The successful Proposer, and any subcontractors, will be required to show compliance with this requirement prior to the award of the contract. Information about the Business Operations Tax Certificate may be obtained from the City of Sacramento, Revenue Division, 915 I Street, New City Hall First Floor, Sacramento, CA 95814, or by telephone at (916) 808-8500.

6.21 Contractual Obligations

The standard City of Sacramento Professional Services Agreement includes, but is not limited to, the requirements shown in the contract. By submitting a proposal, the proposer is indicating they have reviewed the contract and are willing to comply with each provision available through the link in Section

6.25. If the proposer wishes to negotiate any provision it must be indicated within the proposal. The City retains the discretion to accept or reject any proposed edits to the contract.

6.22 Payment Terms

Payment terms will be considered as Net 30 unless a cash discount for earlier payment is offered by the proposer. When prompt payment discounts are offered and accepted by the City, the calculated discount will be subtracted from the final proposed amount and the discounted amount will be used to determine lowest proposed cost. Discounts offered for payment in less than twenty (20) days will not be considered as a basis for award. Payment for services shall be in arrears.

6.23 Purchase Order

One or more purchase orders may be issued to the Contractor on behalf of the City department or division covered in the contract. The Purchase Order will be enclosed with the resulting contract or will be issued

Form Revision Date 8/11/25 17 shortly thereafter and will become part of the contract. Each Purchase Order will cite a specific dollar value to cover a particular scope or specified period. If a contract is for a specific period and extends beyond the close of the City’s fiscal year of June 30th, a second purchase order may be issued.

The purchase order does not supersede any provision of the contract. If purchase order terms conflict with the terms of the contract, the contract terms shall prevail. Performance time and dates are determined solely by the contract.

Services must not begin until the contractor receives an authorized purchase order and, if required, a notice to proceed.

6.24 Cooperative Purchasing

The use of any resulting contract may be extended to other government agencies and to other departments or divisions within the City of Sacramento. It shall be understood that all terms and conditions as specified herein shall apply. The City of Sacramento will not be an agent, partner or representative of any other government agency purchasing through its Contract and is not obligated or liable for such purchases, including, but not limited to, payment for any order placed by any other government agency.

6.25 Professional Services Agreement

The proposer(s) recommended for this award will be required to sign the Professional Services Agreement.

The Agreement can be found at the following URL:

https://www.cityofsacramento.gov/finance/procurement/standard-agreements

Proposers are responsible for reading and understanding the Professional Services Agreement's requirements, terms, and conditions prior to submitting their proposals.

7. ATTACHMENTS

ATTACHMENT 1

PROPOSAL SIGNATURE FORM

All firms must complete and sign this section and include it within their submittal response. Failure to complete and sign this section will result in rejection of the submittal.

Name of Firm:___________________________________________________________________________

Business Address:_________________________________________________________________________ (Street) (City) (State) (Zip Code)

Telephone:____________________________________ Fax:______________________________________

Type of Business

☐ Corporation

☐ Partnership

☐ Limited Liability Company

☐ Individual doing business under own name

☐ Individual doing business under firm name

☐ Joint Venture (Attach Joint Venture Agreement)

Federal Tax I.D. Number:_______________________________________________________

City of Sacramento Business Operations Tax Number:________________________________ *Mandatory if recommended for contract award.

Signature:_________________________________________________ Date Signed:_________________

Name & Title: __________________________________________________________________________

ATTACHMENT 2

PAYMENT DISCOUNT

PAYMENT DISCOUNT:

Will you offer a prompt payment discount? Yes [ ] or No [ ] (Net 30 days)

If Yes, the Payment Discount is ______% for payment within ______ calendar days, which will be computed from the date delivery is made and is accepted by the City, or the date a proper invoice is received, whichever is later.

When prompt payment discounts are offered, the calculated discount will be subtracted from the final proposal amount and the discounted amount will be used to determine lowest price. Discounts offered for payment in less than twenty (20) days will not be considered as a basis for award.

ATTACHMENT 3

LOCAL BUSINESS ENTERPRISE (LBE) 5% PREFERENCE PROGRAM

Note: Only prime contractors should provide responses to the following items, as only prime contractors can qualify for the 5% preference.

LBE Five Percent (5%) Preference For contracts under $250,000, prime contractors that qualify as an LBE will receive a 5% preference on all City procurement opportunities. For professional service contracts only, this preference also applies to procurement opportunities of $250,000 or more.

A prime contractor that qualifies as an LBE shall receive additional points during the scoring process, so the final score awarded to the LBE is increased by 5% of the total possible evaluation points.

Local Business Enterprise means a business enterprise, including but not limited to, a sole proprietorship, partnership, limited liability company, corporation, or other business entity that has a legitimate business presence in the city or unincorporated county of Sacramento. Evidence of legitimate business presence in the city or unincorporated county of Sacramento shall include:

1. Having a current City of Sacramento Business Operation Tax or County of Sacramento Business License for at least twelve (12) consecutive months prior to submission of the proposal; and

2. Having either of the following types of offices or workspace operating legally within the city or unincorporated county of Sacramento for at least twelve (12) consecutive months prior to submission of proposal:

a. The LBE’s principal business office or workspace; or

b. The LBE’s regional, branch, or satellite office with at least one full-time employee located in the city or unincorporated county* of Sacramento.

Local Business Enterprise (LBE) Is the firm submitting the proposal qualified as a local business enterprise? Check the appropriate box below:

☐ YES – the prime contractor submitting the proposal is qualified as a local business enterprise.

☐ NO – the prime contractor submitting the proposal is not qualified as a local business enterprise.

If the response to the above is YES:

Provide the City of Sacramento Business Operation Tax Certificate Number and/or County of Sacramento Business License Number: ______________________________________

If the response to the above is YES, a current copy of the City of Sacramento Business Tax Certificate and/or County of Sacramento Business License must be provided upon request.

If the response to the above is YES, provide business office or workspace address**:

* “Unincorporated area” generally refers to the part of a county that is not part of any city. The unincorporated area of Sacramento County does not include the cities of Citrus Heights, Elk Grove, Folsom, Galt, Isleton, or Rancho Cordova. (See https://www.saccounty.gov/us/en/cities-within-the-county.html#gsc.tab=0).

**Address must be a physical address for the basis of location. This excludes P.O. Box addresses, etc.

Detailed information about the LBE 5% Preference Program can be found at: