REQUEST FOR PROPOSALS

RFP 13-196

Non-Functional Turf Conversion Projects

DUE: Thursday, August 13th, 2026

3:00 PM

Deliver to:

City of Roseville Attn: City Clerk Department

311 Vernon Street Roseville, CA 95678

OR

Email: cityclerkroseville@roseville.ca.us

CITY OF ROSEVILLE

NOTICE FOR PROPOSALS

RFP 13-196

NOTICE IS HEREBY GIVEN that proposals for Non-Functional Turf Conversion Projects will be received by the City of Roseville. Proposals will be accepted ONLY at the office of the City Clerk, Civic

Center, 311 Vernon Street, Roseville, CA 95678 or submitted via electronic mail to

CityClerkroseville@roseville.ca.us, until 3:00 p.m., Thursday, August 13, 2026. Said proposals will be evaluated and results will be made public after completion of the negotiation process with the selected contractor. The City reserves the right to reject any or all proposals and to waive any informalities or irregularities in any proposal or in the proposal process.

7/15/26 Jana Rapetti

Parks & Natural Resources Supervisor

IMPORTANT!!!

The City is not responsible for misdelivered proposals, and the proposer is strictly liable for its chosen method of delivery. It is the proposer’s sole responsibility to make sure that proposals arrive at the proper location. Any proposal which does not actually arrive in the City Clerk’s Office by the RFP due date and time will be rejected as non-responsive, even if properly addressed or delivered to another City Department.

Your proposal MUST be addressed and delivered as follows:

City of Roseville

Attn: City Clerk Department

311 Vernon Street

Roseville, CA 95678

The proposer is also directed to include the attached “Sealed Proposal” label on the outside of the package or envelope, so that it is visible when delivered to the City.

Or emailed to:

cityclerkroseville@roseville.ca.us

Note: Email submissions are limited to 25 megabytes.

City of Roseville RFP

PREVAILING WAGE NOTIFICATION

This is a prevailing wage project. Accordingly, all prevailing wage and fair employment laws and regulations shall be adhered to. For prevailing wage contracts over $25,000.00, copies of certified payroll must be submitted with invoices. Prevailing wage rates may be obtained from the Department of Industrial Relations and/or the following website address:

http://www.dir.ca.gov/dlsr/DPreWageDetermination.htm

RFP 13-196, Non-Functional Turf Conversion Projects

TABLE OF CONTENTS

SECTION Page

1.0 5

2.0 6

3.0 6

4.0 7

5.0 11

6.0 11

7.0 14

8.0 15

9.0 15

10.0 16

11.0

INTRODUCTION

TENTATIVE PROJECT SCHEDULE

PRE-PROPOSAL CONFERENCE

SCOPE OF SERVICES

ASSURANCE OF DESIGNATED PROJECT TEAM

PROPOSAL FORMAT REQUIREMENTS

SUBMITTAL INSTRUCTIONS

EVALUATION CRITERIA

SELECTION PROCESS

GENERAL TERMS AND CONDITIONS

ATTACHMENTS

PROPOSER’S CERTIFICATION

LEVINE ACT DISCLOSURE STATEMENT FORM

CONTRACTOR LICENSES

SUBCONTRACTOR LIST

NON-COLLUSION DECLARATION

ASSEMBLY BILL 626

SAMPLE CONTRACT

PROJECT AREAS

BID DOCUMENTS

1.0 INTRODUCTION

The City of Roseville (hereinafter “City”) is soliciting proposals for Non-Functional Turf Conversion and

Landscape Improvement Project services. This will be a competitive negotiation process. Qualified individuals, firms, contractors, consultants or entities (hereinafter “Contractor(s)”), that meet the requirements set forth in this Request for Proposals (hereinafter “RFP”) and are capable of providing the services requested are encouraged to participate.

1.1 BACKGROUND

The City of Roseville Parks & Natural Resources Division is responsible for the care and maintenance of over 5,300 acres of public space, including over 380 acres of street landscaping spanning 27 landscape maintenance districts. Older districts are in need of state-mandated non-functional turf conversions.

1.2 CITY OVERVIEW

The City of Roseville is an incorporated city with a population of more than 150,000 residents, located in Placer County off Interstate 80, approximately 16 miles northeast of Sacramento, California. The City of Roseville is a Charter city operating under the City Council/City

Manager form of government.

1.3 PROPOSAL SUBMITTAL

RFP proposal submittals may be delivered to the Office of the City Clerk, Civic Center, 311

Vernon St., Roseville, CA 95678 via common carrier, hand delivered, or submitted via electronic mail to cityclerkroseville@roseville.ca.us by the specified proposal due date and time. Complete and attach the “Sealed Proposal” label to the outside of the proposal packaging if delivering or hand carrying a hard copy of the proposal, so it is visible to the City Clerk. If submitting a proposal via electronic mail, then include the RFP title and RFP number in the subject line of the email.

1.4 CALIFORNIA SECRETARY OF STATE REGISTRATION

The City requires all corporations, limited liability companies and limited partnerships to be registered to do business in the State of California. On a separate sheet of paper, please include a screenshot of your “ACTIVE” status with your proposal submittal, which can be obtained by accessing this link: https://bizfileonline.sos.ca.gov/search/business. All proposers must be registered with the Secretary of State or have a valid exemption by the time of award.

1.5 INSTRUCTIONS

This RFP includes a description of the scope of services, proposal requirements, and instructions for submitting your proposal. Failure to follow these instructions may result in rejection of your proposal.

No oral representations or interpretations will be made to any proposer as to the meaning of this

RFP.

Direct all inquiries regarding this RFP in writing to Jana Rapetti, Parks & Natural Resources

Supervisor by accessing the RFP from the City’s website at:

https://www.roseville.ca.us/business/procurement_services/bids_rfps by no later than August 13, 2026.

Do not contact other individuals or City departments in this regard. Information provided by anyone other than the above contact may be invalid, and proposals which are submitted in accordance with such information may be declared non-responsive.

In the event that it becomes necessary to revise any part of this RFP, written addenda will be issued. Any amendment to this RFP is valid only if it is in writing and issued by the City department issuing the RFP.

No oral interpretations or answers shall bind the City unless confirmed by the City in writing.

All addenda for this RFP will be distributed through PublicPurchase.com to proposers who have registered with PublicPurchase.com and who have downloaded the RFP. Additionally, the Notice of

Intent to Award will be posted on PublicPurchase.com. It is the proposer’s sole responsibility to monitor PublicPurchase.com for possible addenda to this RFP and for the Notice of Intent to

Award. Failure of proposer to retrieve addenda or the Notice of Intent to Award from

PublicPurchase.com shall not relieve him/her of the requirements contained therein or the timelines associated therewith. Additionally, failure of proposer to return a signed addendum, when required, may be cause for rejection of his/her proposal.

2.0 TENTATIVE SCHEDULE

The following represents the tentative schedule for this RFP. Any change in the scheduled dates for the

Pre-Proposal Conference, Deadline for Final Questions, or Proposal Submission Deadline will be advertised in the form of an addendum to this RFP. The schedule for the evaluation process and other future dates may be adjusted without notice.

RFP Released by the City………………………………

Pre-Proposal Conference or Job Walk…………………

Deadline for Final Questions……………………………

City Responses to Written Questions…………………...

Proposal Submission Deadline………………………….

Contractor Interviews as needed……………………….

Contract Negotiations……………………………………

Contract Approval by City Council…………………….

Commencement of Services.…………………………….

7/15/26

7/28/26

8/4/26

8/7/26

8/13/26

8/25/26

End of August, 2026

10/7/26

10/12/26

3.0 MANDATORY PRE-PROPOSAL CONFERENCE OR JOB WALK

A mandatory pre-proposal conference/job walk has been scheduled for Wednesday July 28, 2026, at

9:00 a.m. The job site will be visited to preview the project areas, locations, and accessibility. The walk will last approximately 60 minutes. Attendance will be taken prior to the job walk.

Location: Maidu Community Center Meeting Room 1 1550 Maidu Dr.

Roseville, CA 95661

Virtual attendance/conference call-in shall not be counted as attendance unless the pre-proposal conference/job walk was specifically set-up by City staff as a virtual conference/job walk. Proposals from Contractors who do not attend the mandatory pre-proposal conference/job walk will be rejected.

The pre-proposal conference/job walk will begin at the designated start time. Attendance for the entire pre-proposal/job walk is required, and tardiness will be grounds for disqualification.

Interested firms will have an opportunity to submit questions regarding the requirements outlined in this

RFP. To make the meeting more effective for all participants, attendees should read this document thoroughly prior to the meeting.

Substantial clarifications or changes required because of the meeting will be issued in the form of a written addendum to the RFP. A list of attendees will be distributed upon request.

4.0 SCOPE OF SERVICES

The City of Roseville is seeking proposals for the execution of a Non-Functional Turf (NFT)

Conversion Projects contract. The work to be performed under the contract consists of the furnishing of all labor, insurance, materials, and equipment needed to perform the services outlined below.

This contract will prioritize the City’s state-mandated non-functional turf conversions in street landscape areas per Assembly Bill 1572. Currently, approximately 60 non-functional turf areas have been documented across 8 landscape maintenance districts. These NFT areas range from 26 sq. ft. to 7,100

sq. ft. with an average of 1,000 sq. ft. per area and a total summation of approximately 53,120 sq. ft. See

Exhibit A.

Turf conversions will include demo and removal of existing material, disposal of material and debris, site preparation including soil prep and grading as needed, conversion of overhead irrigation systems consistent with drip specifications, as well as infill planting and bark installation consistent with plant pallets and standards outlined in the City’s current edition of “Parks Design & Construction Standards”

(see Section 32 90 00 and Section 32 84 00 2.14 & 3.12). City of Roseville’s Parks Design &

Construction Standards is linked here: Design & Construction Standards - City of Roseville

Irrigation modifications and conversions may include but are not limited to:

• valve modification and testing

• installation of tree bubbler assembly, fittings, connections, testing and adjustment

• installation of tree ring assembly, fittings, connections, testing and adjustment

• spray irrigation modification including excavation, removal of existing spray heads, installation of risers, fittings, connections, testing and adjustment

Infill planting will include trees, plants and shrubs consistent with City standards and surrounding plant palettes. Mulch installation will be at a depth of 3” with proper spacing from tree trunks consistent with the City’s current edition of “Parks Design & Construction Standards”.

Additional phases to the non-functional turf conversion mandates are a possibility and could include other landscape maintenance areas or parks, however, these are not guaranteed and will be dependent on legislative mandates and city need. Documented areas are identified in Exhibit A.

4.1 PROCESS EXPECTATIONS

STAGE 1: Field Investigation

• Review of the existing materials, drawings, reports, etc., prepared by City staff on the proposed project (s).

• Review the proposed scope(s) and conduct field review of project site conditions.

• Locate, quote product and labor costs using unit pricing from this proposal as applicable. The contractors will be required to provide all labor, materials, equipment, and tools needed to perform the scope of work. (Costs shall be quoted at prevailing wages and as applicable, work shall comply with the Parks Design & Construction Standards, latest edition.)

STAGE 2: Review Material and Labor Options with City Staff

• This phase will consist of a review of quotes and material options and shall be performed within 10 working days of the review of the project with the City’s project manager, unless otherwise mutually agreed upon.

• Additional items required may also include shop drawings, product specs, and construction.

schedule.

• Scheduling shall be coordinated in consideration of weather, season, and public use (scheduled and unscheduled). Additionally, communication and coordination with the City’s Landscape

Maintenance contractors may be required to ensure existing landscapes are not negatively impacted by interruptions to irrigation service or other adverse conditions.

• If multiple projects are to be completed either concurrently or sequenced, provide recommendations of such based on type of work, weather, season and public use. This shall be coordinated with the City’s project managers.

STAGE 3: Complete Project and Review with City Staff

• Conduct pre-construction meeting on-site with City Project Manager and Park Inspector.

• Complete construction is directed by scope of work.

• Provide as-built drawings as appropriate to project type.

• Onsite review of completed project with City staff.

4.2 GENERAL GUIDELINES

Contractors must meet or follow the scope as identified below:

• Attend project kick-off meeting and public outreach efforts as needed.

• Follow all construction details and standards to ensure consistency with other City landscaping.

• Communicate with property owners if/when applicable to coordinate the timeline of work.

City will partner with Contractor on resident communication efforts and updates.

• Provide a point person the City will communicate with regarding project progress, needs and issues.

Construction Zone Traffic Control Guidelines:

The contractor will provide any and all traffic control necessary to complete the job per City of

Roseville traffic control requirements. Traffic control shall be in conformance with City standards and costs shall be considered and included in the various items of work. Please reference the following URL for the Design and Construction Standards section 12 – Traffic

Control:

4.3 NORMAL HOURS AND DAYS OF MAINTENANCE SERVICES

Contractor shall perform the required maintenance services between the hours of 7:00 am and

7:00 pm, Monday through Friday. Weekend work requires City approval with service hours between 8:00 am- 7:00 pm. No maintenance function that generates excessive noise which would cause annoyance to residents of the area shall commence before 8:00 am. The Contractor shall always conduct work in a manner that will not interfere with normal recreation programs, school programs, pedestrian traffic on adjacent sidewalks, or vehicular traffic on adjacent streets.

Contractor will supply weekly work plans for each type of work activity to designated City staff.

Any modification in the hours and days of maintenance services as stated in the Contractor’s weekly schedule is subject to approval by the City.

4.4 SAFETY GUIDELINES

Contractor shall furnish, place and maintain all required signs, lights, barricades, and cones as may be deemed necessary throughout the project duration to protect the public from injury or unnecessary inconvenience. Care shall be taken not to disturb adjoining properties.

Contractor agrees to perform all work in such a manner as to meet all accepted standards for safe practices, and to safely maintain and store equipment, vehicles, or other hazards consequential or related to the work. Additionally, Contractor agrees to accept the sole responsibility for complying with all local, City, State or other legal requirements including but not limited to full compliance with the terms of applicable California/ Occupational Safety and Health

Administration (O.S.H.A. and CAL. O.S.H.A.), California Department of Industrial Relations, and environmental regulations at all times so as to protect all persons, including City employees, agents of the City, vendors, members of the public and others from foreseeable injury or damage to their property.

During performance and upon completion of the services, Contractor shall remove all unused equipment, supplies, instruments of service, all excess or hazardous material, trash, and legally dispose of them. Contractor shall leave the entire work site in a neat, clean, and acceptable condition to the City’s satisfaction.

4.5 CLEAN UP

During performance and upon completion of the services, Contractor shall maintain cleanliness on the job site and other public areas used by the equipment and will be held responsible for immediate removal of all spillages (if applicable). Contractor shall remove from the site all rubbish and debris. The site shall be maintained in a safe and clean condition. Upon completion, and prior to inspection, the Contractor shall thoroughly clean the job site of all waste materials, rubbish, excess material, and equipment to a condition that is acceptable to the City’s satisfaction.

4.6 DISPOSAL

The Contractor shall make all arrangements for the legal disposal of all waste materials and pay all costs involved. The premises shall be kept in a clean and safe condition. Rubbish shall be moved as it accumulates. Burning is prohibited.

4.7 MISCELLANEOUS

• If any materials (other than those already identified in this RFP) are discovered by the

Contractor during the course of work that may potentially be considered hazardous, the

Contractor shall immediately, prior to any further disturbance, notify the City’s project manager. At that time any special handling/disposal will be addressed.

• Contractors shall protect adjacent public and private property from damage resulting from the project. Contractor will assume all liability/responsibility for damage to adjoining properties and will restore property to its original condition.

• Any and all fines and/or penalties assessed to the Contractor are the sole responsibility of the

Contractor.

• The City of Roseville reserves the right to halt work if an unsafe situation is observed and the

Contractor does not take immediate action to correct it.

• All local, state, and federal codes, rules, and regulations shall be applicable.

4.8 WORKMANSHIP

All services shall be performed in accordance with the highest standards prevailing in the trades.

All of the Contractor’s employees shall be skilled and appropriately trained and certified in accordance with all applicable Federal, State, and local laws, regulations, and ordinances for the kind of work for which they are employed. Should the Contractor’s manager and/or City of

Roseville staff deem anyone employed by the successful proposer incompetent or unfit for their duties, the successful proposer shall dismiss the employee from working on the City’s equipment. Such removal shall not be considered a basis for the employee’s claim for compensation or damages against the City or any of its officers or agents.

4.9 INVOICING & PAYMENT

Proposer’s invoices shall be itemized showing the following information:

• Invoice Number

• Invoice Date

• Purchase Order Number

• Date (month/day/year) that work was performed

• Name of Roseville City employee who authorized the Contractor’s work

• Description of work performed

• Descriptions, quantities, and unit prices for parts and services

• Applicable sales tax amount

• Total amount charged to the City

• All invoices shall be billed in accordance with the contract pricing

4.10 WARRANTY

Workmanship shall be warranted for 1 year from the date of project completion. Final acceptance by City staff project manager shall cause the commencement of warranty periods.

The contractor shall repair all warrantied items to the satisfaction of the City at no additional cost to the City and shall coordinate said repairs with the City.

4.10 INTENT OF PLANS AND SPECIFICATIONS

The prices paid for the various items in the proposal shall include full compensation for furnishing all labor, materials, tools, equipment, overhead, profit, incidentals, and doing all work necessary to complete the finished product as provided in the contract documents.

Unless otherwise stated in the contract documents, technical words and abbreviations contained in the contract documents are used in accordance with commonly understood construction industry meanings, and non-technical words and abbreviations are used in accordance with their commonly understood meanings.

4.11 MULTI-YEAR AGREEMENTS

The initial contract will be from date of award through June 30, 2027.

The City reserves the right to renew the contract for four (4) additional years, one year at a time at its sole discretion. The vendor receiving the contract award for the initial contract will retain that contract award throughout the life of the contract, including the optional renewal years.

The initial contract will be awarded based on the prices determined through the initial contract negotiation process. Sixty days prior to the expiration date of the current contract, the City is willing to re-negotiate out-year pricing (increases and/or decreases) based on market fluctuations not to exceed 3%. The pricing for each renewal year will be evaluated based on what the City deems to be fair and reasonable pricing. Any requests made by the vendor for a price increase must be fully documented utilizing an appropriate Consumer or Producer Price Index or other relevant market data to justify a price change. In its request for price increases Seller shall cite sources, specific conditions, and document how those conditions affect the cost. The City of

Roseville is also willing to re-negotiate pricing if it is affected by catastrophic circumstances

(example: unforeseen national/world crisis or acts of God).

Price adjustments will not be automatic. They must be mutually agreed upon by both the City and the vendor. The City will review the proposed pricing and determine if it is allowable, fair, reasonable, and in the best interest of the City to extend the agreement.

5.0 ASSURANCE OF DESIGNATED PROJECT TEAM

Proposer shall ensure that the designated project team, including sub-consultants or sub-contractors (if any), is used for this project. Departure or reassignment of, or substitution for, any member of the designated project team, sub-consultant(s) or sub-contractor(s) shall not be made without the prior written approval of the City.

6.0 PROPOSAL FORMAT REQUIREMENTS

Each response to this RFP shall include the information described in this section. Provide the information in the specified order. Failure to include all of the information specified may be cause for rejection. Additional information may be provided but should be succinct and relevant to the goals of this RFP. Any additional information that a proposing Contractor wishes to include that is not specifically requested should be included in an appendix to the proposal.

Contractors are encouraged to keep the proposals brief and to the point but sufficiently detailed to allow evaluation of the project approach. Unauthorized conditions, omissions, limitations or provisions attached to a proposal may render the proposal non-responsive and may cause its rejection.

Proposers are warned against making erasures or alterations of any kind, without initialing each and every such change. Proposals that contain erasures or irregularities of any kind, without such initialing, or omissions, may be rejected.

If provided via regular mail, the proposal should be bound or contained in a loose-leaf binder.

Document pages shall be 8-1/2 inches by 11 inches in size or folded to such a size. Use section dividers, tabbed in accordance with this section as specified below.

6.1 COVER LETTER with the following information:

• Title of this RFP

• Name and Mailing Address of Firm (include physical location if mailing address is a PO

Box)

• Contact Person, Telephone Number, Fax Number, and Email Address

• A statement that the submitting Contractor will perform the services and adhere to the requirements described in this RFP, including any addenda (reference the addenda by date and/or number).

6.2 SIGNATURE REQUIREMENTS - The attached Proposer’s Certification (Attachment A) shall be executed by an official(s) legally authorized to bind the Contractor which states that the proposal is valid for ninety (90) days. Include the executed copy of the Proposer’s Certification under Tab G. Note: This is ninety (90) days following the closing date for the receipt of all proposals.

• Proposals submitted on behalf of a Partnership shall be signed in the firm name by a partner or the Attorney-in-Fact. If signed by the Attorney-in-Fact, there shall be attached to the proposal a Power-of-Attorney evidencing authority to sign proposals, dated the same date as the proposal and executed by all partners of the firm.

• Proposals which are submitted on behalf of a Corporation shall have the correct corporate name thereon and the actual signature of the authorized officer of the corporation written (not typed) below the corporate name. The title of the office held by the person signing for the corporation shall appear below the signature of the officer.

• Proposals which are submitted on behalf of a Limited Liability Company (“LLC”) shall be signed by the person or persons authorized to bind the LLC under the LLC’s articles of organization.

• Proposals which are submitted by an Individual Doing Business under a firm name (“dba”) shall be signed in the name of the individual doing business under the proper firm name and style.

6.3 TAB A: Firm’s Qualifications – Describe your firm and provide a statement of your firm's qualifications for performing the requested services. Identify the services which would be completed by your firm's staff and those that would be provided by sub-consultants or sub-contractors, if any. Identify any sub-consultants or sub-contractors you propose to utilize to supplement your firm’s staff. Include the firm’s organizational chart, including its constituent parts, and size variation of staffing levels in the past five (5) years.

6.4 TAB B: Experience and References – Provide a summary of your firm’s experience in providing these or similar services. Provide a minimum of three (3) references for projects or services similar in nature and scope that your firm’s team members have completed in the last five (5) years.

Include brief descriptions of the projects, dates, client names and contact persons’ names, addresses and telephone numbers. Public sector references are preferred.

6.5 TAB C: Qualifications of Team – Provide a brief summary of the role, qualifications and experience of each team member and designated project manager/lead assigned to this project, including length of service with the firm and the qualifications/experience of any sub-consultant or sub-contractor staff on your project team. A project team organizational diagram and brief resume of each team member and the designated project manager/lead for each applicable category shall be included. The geographic location of the firm and key personnel shall also be identified. Any proposed sub-consultants or sub-contractors shall be listed. Include sub-consultant’s and sub-contractor’s assigned task(s) and experience. Full resumes may be included in the appendix.

6.6 TAB D: Project Understanding – Based on the available information, supplemental research, field observations, and experience with similar projects, provide a narrative describing your understanding of the services requested in this RFP, your general approach and any major challenges to achieving the City’s stated goals. Include any issues that you believe will require special consideration for this project. Also identify any unique approaches or strengths that your firm may have related to this project. City staff will assess your understanding of all aspects of the project based on the overview.

6.7 TAB E: Project Plan – Provide a detailed discussion of your firm’s approach to the successful implementation of this project. Include thorough discussions of methodologies you believe are essential to accomplishing this project. Include a proposed work schedule to accomplish all of the required tasks within the desired timeline. Identify the staff who would be assigned to each task, including sub-consultants and sub-contractors. List any necessary equipment, training or installation services required.

6.8 TAB F: Cost Proposal – Provide a total cost proposal for all products and services to be delivered, and a breakdown of costs delineated by tasks as described in your project plan and bid sheet

(Exhibit B) Include a schedule of hourly rates for all proposed staff and the amount of time each person will be devoted to this project. Define any reimbursable expenses requested to be paid by the City.

6.9 TAB G: Required Statements/Documents – Include statements of assurance regarding the following requirements in the proposal:

• Non-substitution for the designated members of the team without approval by City staff

(Section 5.0)

• The absence of a conflict of interest (Section 10.4)

• Indicate your ability and agreement to fulfill the indemnification and insurance requirements contained in the sample contract (Section 10.7). (Please note that actual certificates of insurance are not required as part of your submittal.)

• A statement that nothing contained in the submitted proposal will be proprietary. (Section

10.23)

Submit the following documents with proposal:

• Proof of registration with California Secretary of State. Note: All proposers must be registered with the Secretary of State or have a valid exemption by the time of award.

• Executed copy of Proposer’s Certification (Attachment A)

• Levine Act Disclosure Statement Form (Attachment B)

• Executed copy of Non-collusion Declaration (Attachment E)

• Contractor Licenses (Attachment C)

• Subcontractor List (Attachment D)

6.10 TAB H: Exceptions – Describe any and all proposed exceptions, alterations or amendments to the

Scope of Services or other requirements of this RFP, including the Sample Contract (Attachment

G). The nature and scope of your proposed exceptions may negatively affect the evaluation of your submittal and the City’s determination of whether it is possible to successfully negotiate a contract with your firm.

6.11 TAB I: Competency of Proposers – The City wants to ensure that the successful Contractor has the necessary facilities, ability, experience, and financial resources to provide the services specified herein in a satisfactory and timely manner. Please list and explain any pending bankruptcies, liens, stop payment notices, judgments, lawsuits, arbitrations, mediations, foreclosures, and any similar actions filed or resolved in the past seven (7) years. Please indicate whether a client has ever terminated a contract with your firm for breach, and if so, please explain

7.0 SUBMITTAL INSTRUCTIONS

7.1 Your submittal package shall include the following:

If mailing, the below guidelines apply.

• One (1) original and four (4) printed copies of your proposal; and

• One (1) electronic copy of your proposal in PDF format on a flash drive or other electronic media

OR

If submitting your proposal via electronic mail, then send one (1) copy of the proposal to cityclerkroseville@roseville.ca.us. The file size limit is 25 megabytes.

7.2 Proposals shall be submitted not later than the time and date indicated on the cover page of this

RFP. If mailing the proposal, then it shall be submitted in a sealed envelope or container and clearly marked with the RFP title on the outside of the parcel. Complete and attach the “Sealed

Proposal” label to the outside of the envelope or package containing your proposal.

7.3 Proposals shall be delivered to:

City of Roseville

Attn: City Clerk Department

311 Vernon Street

Roseville, CA 95678

Or electronically mailed to: cityclerkroseville@roseville.ca.us

7.4 The City shall not be responsible for proposals delivered to a person or location other than that specified herein.

7.5 Postmarks will not be accepted, and proposals received after the deadline date and time will not be accepted or considered. No exceptions.

7.6 The City reserves the right to waive minor defects and/or irregularities in proposals and shall be the sole judge of the materiality of any such defect or irregularity.

7.7 All costs associated with proposal preparation shall be borne by the proposer.

7.8 Department of Industrial Relations Contractor Registration: No contractor or subcontractor may be listed on a proposal for or work on a public works project unless registered with the

Department of Industrial Relations pursuant to Labor Code section 1725.5. The Contractor shall provide proof of current registration with the Department of Industrial Relations for both itself and all listed subcontractors with their proposal. The Contractor is hereby notified that this project is subject to compliance monitoring and enforcement by the Department of Industrial

Relations.

8.0 EVALUATION CRITERIA

The following evaluation criteria and rating schedule will be used to determine the most highly qualified firm(s).

Evaluation Criteria

Maximum

Points Possible

A. Experience and qualifications of firm and proposed staff/sub-consultants/sub-contractors

(per Sections 6.3 - 6.5) 35

B. Understanding of the Project – Proposed Project Plan

(per Section 6.6 – 6.7) 35

C. Proposed Cost

(per Section 6.8) 30

Total Possible Points: 100

9.0 SELECTION PROCESS

9.1 Award of the RFP shall be made to the responsible proposer whose proposal is determined, through a formal evaluation panel process, to be the most advantageous to the City after the evaluation panel has taken into consideration the evaluation factors set forth in the RFP. A master score sheet shall be created based on the evaluation panel’s initial evaluation. Proposals shall be scored according to the criteria stated in the RFP.

9.2 Proposals submitted will be reviewed by a selection committee. Contractors that have submitted the best and most complete proposals may be invited to an interview. The number of

Contractors invited to an interview may vary depending upon the number of proposals submitted.

9.3 Should the City elect to conduct interviews with any proposers, the following criteria shall be considered, and each proposer ranked by the evaluation panel during the interview process: a)

Quality of presentation, b) Ability to meet the City’s business goals, c) Communication style.

9.4 The City reserves the right to make a selection after review of the proposals without oral interviews;

therefore, the proposal should be submitted initially on the most favorable terms that the Contractor might propose.

9.5 A contract will be negotiated with the Contractor considered best meeting the City’s need for this project. In the event a mutually satisfactory contract cannot be negotiated with the City’s first choice, negotiations may be terminated and commenced with the Contractor considered next best in meeting the City’s needs for this particular project.

9.6 The selected Contractor will be required to execute a City prepared contract. The contract may further refine the scope of services and will provide for the terms and conditions of employment.

9.7 The award of any contract is expressly contingent upon City Council approval and the availability of funds. City staff may not legally bind the City to a contract.

9.8 The City reserves the right to reject any or all proposals, or to waive minor irregularities in said proposals, or to negotiate minor deviations with the successful Contractor(s). In the case of differences between written words and figures in a proposal, the amount stated in written words shall govern. In the case of a difference in unit price versus the extended figure, the unit price shall govern.

9.9 The City reserves the right to seek clarification on any or all proposal submittals to ensure the

RFP specifications are met. Proposals may be rejected from any proposer who does not comply with the City’s request for clarification.

9.10 Once a decision has been made to award the contract, then a formal notice of the intent to award to the recommended proposer(s) shall be made by the Department.

9.11 A City of Roseville business license as well as all applicable permits, licenses and certifications required by local, state or federal law are required before the award of contract.

10.0 GENERAL TERMS & CONDITIONS

10.1 Standard Contract. Upon completion of the evaluation and recommendation for award, the selected Contractor will be required to execute an agreement prepared by the City, a sample of which is included as Attachment G.

10.2 Independent Contractor. At all times the Contractor shall represent himself/herself to be an independent contractor offering such services to the general public and shall not represent himself/herself, or his/her employees, to be an employee of the City. Therefore, the Contractor shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers’ compensation, employee insurance, minimum wage requirements, overtime, etc., and agrees to indemnify, save, and hold the City, its officers, agents, and employees, harmless from and against, any and all loss, cost (including attorneys’ fees), and damage of any kind related to such matters.

10.3 Non-Appropriation. The City may terminate any resulting contract at the end of any fiscal year, June 30th, without further liability other than payment of debt incurred during such fiscal year, should funds not be appropriated by its governing body to continue services for which the contract was intended.

10.4 Conflict of Interest. The Contractor shall warrant that no official or employee of the City has an interest, has been employed or retained to solicit or aid in the procuring of the resulting contract, nor that any such person will be employed in the performance of such contract without immediate divulgence of such fact to the City. Contractors submitting a proposal in response to this RFP must disclose any actual, apparent, direct, indirect, or potential conflicts of interest that may exist with respect to the Contractor or the Contractor’s management or employees relative to the services to be provided to the City. Conflict of interest issues may require consultation with legal counsel. If a Contractor has no conflicts of interest, a statement to that effect must be included in the proposal. Violation of this section shall be a material breach of the contract entitling the City to any and all remedies by law or in equity.

10.5 Undue Influence. The Contractor shall warrant via an executed Proposer’s Certification

(Attachment A) that no undue influence or pressure is used against or in concert with any officer or employee of the City in connection with the award or terms of the contract that will be executed as a result of this RFP, including any method of coercion, confidential financial arrangement or financial inducement. No officer or employee of the City shall receive compensation, directly or indirectly, from the Contractor, or from any officer, employee or agent of the Contractor, in connection with the award of the contract or any work to be conducted as a result of this RFP. Violation of this section shall be a material breach of the contract entitling the

City to any and all remedies by law or in equity. Additionally, the Contractor shall provide a completed Levine Act Disclosure Statement form (Attachment B). A party to a proceeding before an agency involving a license, permit, or other entitlement for use, including contracts not competitively bid and awarded to the lowest responsible bidder with a responsive bid shall disclose on the record of the proceeding any contribution in an amount of more than two hundred fifty dollars ($250) made within the preceding 12 months by the party or the party's agent to a

City official/campaign. (Gov. Code, § 84308.) For additional information:

https://www.roseville.ca.us/government/departments/city_clerk/transparency/levine_act.

10.6 Non-Collusion. Contractors submitting proposals shall warrant via an executed Proposer’s

Certification (Attachment A) that their offer is made without any previous understanding, agreement or connection with any person, firm or corporation submitting a separate proposal for the same project and is in all respects fair, without outside control, collusion, fraud or otherwise illegal action. This condition shall not apply to proposals which are submitted by firms who have partnered with others to submit a cooperative proposal that clearly identifies a primary contractor and the associated sub-consultants or sub-contractors. Proposers shall also submit a properly completed and executed “Non-collusion Declaration” which is attached as (Attachment

E).

10.7 Indemnification & Insurance Requirements. The City’s standard indemnification and insurance requirements are provided in the sample contract, included in Attachment G. All costs of complying with the insurance requirements shall be as included in your pricing. The selected Contractor shall provide complete and valid insurance certificates within ten (10) days of the City’s written request. Failure to provide the documents within the time stated may result in rejection of the Contractor’s proposal. If a proposer takes exception to the indemnification and insurance requirements, then the nature and scope of the proposed exceptions may negatively affect the evaluation of that proposer’s submittal and the City’s determination of whether it is possible to successfully negotiate a contract with that firm. Submitting exceptions are at the proposer’s own risk.

10.8 Cost of Preparing Proposal. The City will not pay any costs incurred by any Contractor in preparing or submitting a proposal in response to this RFP.

10.9 Proposals Property of the City. All documents or materials submitted with or in conjunction with any proposal, including but not limited to electronic files, shall become the property of the

City after the proposal submission deadline. No submission documents will be returned. During negotiations, the scope of services may be amended by the City and negotiated based upon ideas provided by other proposers or any other source.

10.10 Proposals are Public Records. All proposals submitted are subject to the public disclosure requirements under the laws of the State of California, unless the City identifies and exercises a right or obligation to exempt any record from public disclosure. However, proposals will not be disclosed until negotiations are complete and a recommendation for selection and award is made.

10.11 Protests.

(a) Protest Requirements

(1) Any proposer who is aggrieved in connection with the solicitation or award of a contract may file a protest with the City Clerk’s office. The protest must be received in writing by the City

Clerk’s office within seven (7) calendar days after such aggrieved proposer 1) knows or should have known of the facts giving rise thereto or 2) the date of the notice of intent to award, whichever is sooner. In no event shall a protest be allowed after an award has been made by City

Council. If the seventh calendar day falls on a weekend or City holiday, the protesting party may submit the protest prior to close of business on the first business day following such weekend or holiday. Failure to submit a timely protest shall bar consideration of a protest.

(b) Grounds for Protest

(1) The alleged grounds for protest shall be limited to the following: (a) computation errors, (b) violations of local, state, or federal law, or (c) the City failed to follow the procedures specified in this Policy.

(2) The protest shall state all grounds claimed for the protest and include supporting documentation. Failure to clearly state the grounds for the protest and provide supporting documentation shall be deemed a waiver of all protest rights.

(c) Administrative Review

Upon receipt of the protest and after determining the protest was properly filed, the Department

Director shall provide a copy of the protest to other proposers who might become aggrieved as a result of the protest and issue a written decision within fourteen (14) calendar days after receipt of the protest. The protest will be evaluated by the Department Director, the City Attorney’s

Office, and the Purchasing Manager. The protesting proposer shall promptly provide any information requested by City staff as part of such investigation. The decision shall either deny or uphold the protest and include reasons for the decision. The written decision shall be final.

(d) Stay of Action During a Protest

In the event a protest is filed under Section 10.11, the City shall not proceed further with the award of the contract until the protest is resolved, unless:

(1) The City Manager or designee makes a determination that the award of the contract without delay is necessary to protect a substantial interest of the City, or

(2) The City decides to reject all proposals and issue a new RFP.

10.12 Rejection of RFP. The City reserves the right to reject any or all proposals, to waive defects or irregularities in any proposal or in the RFP process, and to offer to negotiate or contract with any

Contractor in response to any RFP. This RFP does not constitute any form of offer to contract.

10.13 Multiple Award. The City reserves the right to award the contract to multiple contractors when applicable.

10.14 Increasing/Decreasing Portions of RFP. The City reserves the right to increase or decrease the amount of any portions of the work represented in the RFP and/or to omit portions of said work, as may be deemed necessary by the City.

10.15 Rejection as Non-Responsive. Proposals may be rejected as non-responsive at the City’s sole discretion if there are alterations of form, the proposal is conditional or the proposal is incomplete.

10.16 Modifying RFP. The City reserves the right to modify any portion of, or to postpone or cancel this RFP at any time, and/or reject any and all submissions without indicating any reason.

10.17 If no proposal is accepted, the City may elect to have the services performed in some other manner.

10.18 Rejecting Team Members, Firms or Sub-contractors. The City reserves the right to reject individual team members, firms, sub-consultants or sub-contractors and request substitution prior to contract award.

10.19 Local Business, Small Business, Minority and Women Owned Business. Although no preferences will be given, the City highly encourages submission of proposals by local businesses, by small business owners, and by minority and women-owned businesses.

10.20 Withdrawal of Proposals. Proposals may be withdrawn prior to the date and time specified for proposal submission with a formal written notice by an authorized representative of the proposer delivered to the City Clerk’s Office. Proposals submitted will become property of the City after the proposal submission deadline.

Proposals may not be withdrawn for ninety (90) days after the due date unless the City enters into a contract with another Contractor prior to the expiration of that ninety (90) day period.

10.21 Prohibited Transmittals. No telephone or facsimile proposals will be accepted. If a photocopy is submitted, the proposal must be signed in ink.

10.22 Proposal Postponement and Amendment. The City reserves the right to revise or amend the

RFP or specifications up to the time set for opening of the proposals. Such revisions and amendments, if any, shall be announced by amendments to this RFP through the City’s web site.

Copies of such amendments shall be furnished to all prospective proposers. Prospective proposers are defined as those proposers who have registered and are on the City’s RFP list for this material/service. If revisions and amendments require changes in quantities, prices or scope of services, the date set for opening of the proposals may be postponed by such number of days as in the opinion of the City shall enable proposers to revise their proposals. Proposals which fail to acknowledge a substantive addendum to the RFP, as determined by the City Attorney’s

Office, on the City supplied addendum form will be rejected as non-responsive. Any revisions or amendments to the RFP will become incorporated into any contract awarded pursuant to the

RFP.

10.23 Proprietary Information. Proposers submitting a proposal in response to this RFP must provide a statement that nothing contained in the submitted proposal will be proprietary.

However, if a proposer desires to claim a privilege against public disclosure for a trade secret or other proprietary information, such information must be submitted with the proposal in a separate envelope marked “confidential.” The City Attorney’s Office will determine if the information is in fact proprietary, based on state and federal law. Note that under California law, a price proposal to a public agency is not a trade secret. The Contractor shall defend, indemnify and hold harmless the City regarding any claim by any third party for the public disclosure of the

“confidential” portion of the proposal.

10.24 Right to Request Additional Information. During the evaluation process, the City reserves the right, where it may serve the best interests of the City, to request additional information and clarifications from proposers. Such information will be requested in writing to the specific proposer. This information will become a part of the original proposal submitted by the specific proposer and will be used by the City in evaluating the proposal and will not be shared with other proposers during the evaluation and negotiation process.

10.25 Modification of Proposals. Modification of a proposal already received will be considered only if the modification is received prior to the deadline date for receiving proposals. All modifications shall be made in writing, executed, and submitted in the same form and manner as the original proposal.

10.26 Examination of Contract Documents. Each proposer shall thoroughly examine and be familiar with the terms…