Case_Manager_for_Oversized_Vehicle_Permit_Program.pdf

City Manager Department

Request for Proposals (RFP) #RFP 199390 For

Case Manager for Oversized Vehicle Permit Program

Proposal Submittal Deadline:

Monday, October 26, 2026 BEFORE 3:00 pm

Procurement Contact:

Nanette O'Brien Management Specialist nanette.obrien@paloalto.gov

(650) 329-2271

CITY OF PALO ALTO

PURCHASING/CONTRACT ADMINISTRATION

250 HAMILTON AVENUE

PALO ALTO, CA 94301

TABLE OF CONTENTS

1. Introduction

2. Pre-Proposal Conference and Certifications

3. Proposal Content and Format

4. Contract Type and Method of Payment

5. Scope of Work

6. Evaluation Criteria

7. Oral Interviews

8. Public Nature of Materials

9. Collusion

10. Disqualification

11. Non-Conforming Proposal

12. Gratuities

13. Firms or Persons Not Eligible to Submit A Proposal

14. Suspension and Debarment Status

15. Proposer Questionnaire

Attachments:

A - RFP199390 Cost Proposal-FINAL

B - Firm Experience

C - Professional Services Agreement Sample

D - Insurance Requirements

E - Background Checks Certification Form

1. INTRODUCTION

The City of Palo Alto is seeking proposals from qualified firms to provide services for intensive, housing-focused case management for individuals and households living in oversized vehicles (OSVs). The required services and performance conditions are described in the Scope of Work (or Services).

1.1. Summary

Provide intensive, housing-focused case management for individuals and households living in oversized vehicles (OSVs) who are enrolled in, or eligible for the City’s OSV permit program and who seek to transition to permanent, stable housing. Services will be provided over a 14-month period.

1.2. Background

To assist individuals residing in oversized vehicles (OSVs) and facilitate their transition from vehicular living to stable housing, the City of Palo Alto has introduced a pilot permit program. This initiative permits OSVs to park in two designated areas, alleviating concerns about losing their parking spots during necessary movements. Participants in this program are required to collaborate with a case manager who will guide them on their path to permanent housing. It is anticipated that approximately 40 active participants will be enrolled at a time.

A dedicated team of case managers will conduct weekly site visits to connect with OSV residents, providing updates and addressing any concerns that may arise. Each designated location will be equipped with portable toilets and handwashing stations, maintained by the vendor that provides them, in addition to trash and recycling bins managed by GreenWaste for the convenience of permit holders. This pilot program is scheduled to run for 12 months, from January 2027 to December 2027. We aim to secure the case management team for a minimum of 14 months, from November 2026 to January

2027, with the potential for an additional year if the pilot program is extended.

1.3. Contact Information

Procurement Contact:

Nanette O'Brien

Management Specialist nanette.obrien@paloalto.gov

Department:

Request for Proposal (RFP) #RFP 199390 4

City Manager

1.4. Timeline

Release Project Date: October 5, 2026

Question Submission Deadline: October 19, 2026, 1:00pm

Proposal Submission Deadline: October 26, 2026, 3:00pm

2. PRE-PROPOSAL CONFERENCE AND CERTIFICATIONS

2.1. Examination of Proposal Documents

The submission of a proposal shall be deemed a representation and certification by the

Proposer that it:

• Has carefully read and fully understand the information that was provided by the

City to serve as the basis for submission of this proposal.

• Has the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.

• Represents that all information contained in the proposal is true and correct.

• Did not, in any way, collude, conspire to agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the amount, terms or conditions of this proposal.

• Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer, and Proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner.

2.2. Addenda / Clarifications

Should discrepancies or omissions be found in this RFP or should there be a need to clarify this RFP, questions or comments regarding this RFP must be submitted to the

Questions & Answers section of this project listing on OpenGov.

Correspondence shall be communicated through the City’s electronic procurement system. Responses from the City will be provided through the Questions & Answers section of OpenGov for this project and available to all. Inquiries received after the deadline for questions stated in the timeline will not be accepted. All addenda shall become a part of this RFP and shall be acknowledged on the Proposer’s submittal.

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The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the City or its representatives.

2.3. Submission of Proposals

All proposals shall be submitted electronically through the City’s electronic procurement system (OpenGov) at: https://procurement.opengov.com/portal/palo-alto-ca

Proposals shall be in a submitted status no later than 3:00 pm on Monday, October 26, 2026.

The e-procurement system will not accept any proposals after the specified close time.

2.4. Withdrawal or Modification of Proposals

A Proposer may withdraw or modify its proposal at any time before the expiration of the time for submission of proposals as provided in the RFP by entering the project on

OpenGov and selecting to "unsubmit" the proposal. Proposal must be resubmitted after using the "unsubmit" button and making any updates or modifications to the submittal or it shall not be considered as a valid submittal. No request for modification of the proposal shall be considered after its submission and acceptance on grounds that Proposer was not fully informed to any fact or condition.

2.5. Rights of the City of Palo Alto

This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:

• Make the selection based on its sole discretion

• Reject any and all proposals

• Issue subsequent Requests for Proposals

• Postpone opening for its own convenience

• Remedy technical errors in the Request for Proposals process

• Approve or disapprove the use of particular subconsultants

• Negotiate with any, all or none of the Proposers

• Accept other than the lowest offer

• Waive informalities and irregularities in the Proposals and/or

• Enter into an agreement with another Proposer in the event the originally selected

Proposer defaults or fails to execute an agreement with the City https://procurement.opengov.com/portal/palo-alto-ca

Request for Proposal (RFP) #RFP 199390 6

An agreement shall not be binding on the City unless and until it is executed by authorized representatives of the City and of the Proposer.

3. PROPOSAL CONTENT AND FORMAT

These instructions outline the guidelines governing the format and content of the proposal and the approach to be used in its development and presentation. The intent of the RFP is to encourage responses that clearly communicate the Proposer’s understanding of the

City’s requirements and its approach to successfully provide the products and/or services on time and within budget. Only that information which is essential to an understanding and evaluation of the proposal should be submitted. Items not specifically and explicitly related to the RFP and proposal, e.g. brochures, marketing material, etc. will not be considered in the evaluation.

All proposals shall address the following items in the order listed below and shall be numbered in the proposal document.

3.1. Proposal Summary

This Section of the Proposal shall discuss the highlights, key features and distinguishing points of the Proposal. A separate sheet shall include a list of individuals and contacts for this Proposal and how to communicate with them. Limit this Section to a total of three (3) pages including the separate sheet.

3.2. Profile on the Proposing Firm(s)

This Section of the Proposal shall include a brief description of the Proposer’s firm size as well as the proposed local organization structure. Include a discussion of the Proposer firm’s financial stability, capacity and resources. Include all other firms participating in the

Proposal, including similar information about the firms.

Additionally, this Section shall include a listing of any lawsuit or litigation and the result of that action resulting from (a) any public project undertaken by the Proposer or by its subcontractors where litigation is still pending or has occurred within the last five years or

(b) any type of project where claims or settlements were paid by the consultant or its insurers within the last five years.

3.3. Qualifications of the Firm(s)

This Section of the Proposal shall include a brief description of the Proposer’s and any sub-Proposer’s qualifications and previous experience on similar or related projects.

Separately complete and upload the required attachment provided as "Qualifications of

Firm Relative to City's Needs", provide descriptions of pertinent project experience with other public municipalities and private sector entities, including a summary of the work performed, the total project cost, the percentage of work the firm was responsible for, the period over which the work was completed, and the name, title, and phone number of

Request for Proposal (RFP) #RFP 199390 7 clients to be contacted for references. Give a brief statement of the firm’s adherence to the schedule and budget for the project.

This Section of the Proposal shall include information regarding any relationships with firms and/or individuals that may submit proposals in response to the RFPs being developed.

3.4. Work Plan or Proposal

This Section of the Proposal shall present a well-conceived service plan. Include a full description of major tasks and subtasks. This section of the proposal shall establish that the Proposer understands the City’s objectives and work requirements and Proposer’s ability to satisfy those objectives and requirements. Succinctly describe the proposed approach for addressing the required services and the firm’s ability to meet the City’s schedule, outlining the approach that would be undertaken in providing the requested services.

3.5. Proposed Innovations

The Proposer may also suggest technical or procedural innovations that have been used successfully on other engagements and which may provide the City with better service delivery. In this Section of the Proposal discuss any ideas, innovative approaches, or specific new concepts included in the Proposal that would provide benefit to the City.

3.6. Project Staffing

This Section of the Proposal shall discuss how the Proposer would propose to staff this project. Key project team members shall be identified by name, title and specific responsibilities on the project. An organizational chart for the project team and resumes for key Proposer personnel shall be included. Key personnel will be an important factor considered by the review committee. Changes in key personnel may be cause for rejection of the proposal.

3.7. Proposal Exceptions

This Section of the Proposal shall discuss any exceptions or requested changes that

Proposer has to the City’s RFP conditions, requirements and sample contract. If there are no exceptions noted, it is assumed the Proposer will accept all conditions and requirements identified in the “Sample Agreement for Services.” Items not excepted will not be open to later negotiation.

3.8. Proposal Costs and Rates

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Provision of this information assists the City in determining the firm’s understanding of the project, and provides staff with tools to evaluate (and, if applicable, negotiate) the cost.

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This Section of the Proposal shall include the proposed costs to provide the services desired. The proposal shall also detail any other relevant cost and price information (such as any change to the fees based on any options a proposer is able to offer), plus a proposed not-to-exceed amount that would be contained in a potential agreement with the City. The hourly rates or a schedule of rates may be used for pricing the cost of additional services outlined in the Scope of Services.

Supplementary to this RFP and any submitted Proposal is the Cost Proposal Attachment provided with this RFP which must be upload electronically as part of your Proposal.

PLEASE NOTE: The City of Palo Alto does not pay for services before it receives them. Therefore, do not propose contract terms that call for upfront payments or deposits.

3.9. Evidence of Financial Stability

Proposers are required to establish to the City’s satisfaction that they are financially stable and can complete the obligations of a contract resulting from this solicitation. To meet this requirement, Proposers shall submit one of the following items that must be prepared by an independent third party:

• The most recent audited financial statement

• Reviewed financial statements for the last two years

• A letter of good standing from a credible financial institution or a Certified Public

Accountant that contains sufficient information for proposal evaluators to reasonably conduct an objective assessment of the Proposer’s financial viability and/or the Proposer’s risk of default, OR

• A Dun & Bradstreet Business Information Report or Comprehensive Report prepared or updated within the last 12 months.

NOTE: The City recognizes the confidential nature of certain financial disclosures and will treat the information as such in accordance with applicable law, referenced in the Section of this RFP entitled "Public Nature of Materials".

4. CONTRACT TYPE AND METHOD OF PAYMENT

It is anticipated that the agreement resulting from this solicitation, if awarded, will be a

Not-To-Exceed Budget Per Task form of contract. A Sample Agreement of Services is provided as an Attachment to this RFP. The method of payment to the successful

Proposer shall be on a Not-To-Exceed Budget Per Task with a maximum “not to exceed” fee as set by the Proposer in the proposal or as negotiated between the Proposer and the City as being the maximum cost to perform all work. This figure shall include direct costs and overhead, such as, but limited to, transportation, communications, subsistence and materials and any subcontracted items of work. Progress payments will be based on a percentage of project completed.

Request for Proposal (RFP) #RFP 199390 9

Proposers shall be prepared to accept the terms and conditions of the Agreement, including Insurance Requirements. If a Proposer desires to take exception to the

Agreement, Proposer shall provide the following information in Proposal Exceptions of their submittal package. Please include the following:

• Proposer shall clearly identify each proposed change to the Agreement, including all relevant Attachments.

• Proposer shall furnish the reasons for, as well as specific recommendations, for alternative language.

The above factors will be taken into account in evaluating proposals. Proposals that take substantial exceptions to the proposed Agreement may be determined by the City, at its sole discretion, to be unacceptable and no longer considered for award.

Insurance Requirements

The selected Proposer(s), at Proposer’s sole cost and expense and for the full term of the

Agreement or any extension thereof, shall obtain and maintain, at a minimum, all of the insurance requirements outlined in this RFP and its attachments.

All policies, endorsements, certificates and/or binders shall be subject to the approval of the Risk Manager of the City of Palo Alto as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the Risk Manager. The selected Proposer agrees to provide the City with a copy of said policies, certificates and/or endorsement upon award of contract.

5. SCOPE OF WORK

5.1. Oversized Vehicle - Permit Program Pilot, Case Management

CASE MANAGEMENT TASKS:

Task 1 — Outreach, Recruitment, and Permit Program Enrollment

The Case Manager(s) will conduct targeted outreach to individuals and households living in OSVs to identify eligible participants and encourage participation in the City’s OSV permit program and housing-focused services. The Case Manager(s) will also coordinate efforts with the existing contracted outreach team to ensure efforts are supportive and beneficial for each other and not duplicative.

Task includes:

• Conducting regular field-based outreach at designated OSV locations on

Embarcadero Road and Coyote Hill Road in Palo Alto.

• Explaining permit program requirements, available supports, participant responsibilities, and the pathway to permanent housing.

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• Screening prospective participants for program eligibility and housing needs – confirming they meet the requirements the City has in place to participate.

• Assisting eligible households with completing permit program enrollment materials and obtaining required documentation.

• Maintaining a participant roster and waitlist; and documenting recruitment contacts, enrollment status, and reasons for non-enrollment when applicable.

Deliverables:

• Field outreach and recruitment activities. Initial daily ramp-up until program capacity attained; on-going waitlist maintained thereafter.

• Participant intake and eligibility screening upon referral or contact with OSV dweller.

Task 2 — Assessment, Housing Plan Development, and Service Coordination

The Case Manager(s) will complete individualized assessments and develop a participant-centered plan that identifies barriers to housing and steps needed to achieve permanent housing placement.

Task includes:

• Completing an intake and comprehensive needs assessment for each enrolled household, with tools that your organization already utilizes for case management

(i.e., VI-SPDAT).

• Developing an individualized path to housing within 30 days of enrollment, with measurable housing goals, action steps, and timelines toward transitioning to permanent housing.

• Connecting participants to appropriate supportive services, including public benefits, employment assistance, health care, behavioral health care, substance-use treatment, legal aid, document recovery, and other community-based resources.

• Coordinating with City staff, homelessness response-system providers, housing providers, and other service partners, subject to participant consent and applicable privacy requirements.

• Reviewing and updating individualized path to housing plan at minimum monthly, or more frequently based on the participant’s need.

Deliverables:

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• Participant support and conduct monitoring, ongoing; regular weekly in-person check-ins with each permit holder (approximately 40 permit holders active at a time).

Task 3 — Housing Navigation and Permanent Housing Search

The Case Manager(s) will provide active housing-navigation services to support participants in locating and obtaining permanent, stable housing.

Task includes:

• Identifying housing options appropriate to each participant’s income, household size, accessibility needs, and eligibility, including affordable housing, subsidized housing, permanent supportive housing, rapid rehousing, shared housing, market-rate rentals, and reunification opportunities where appropriate.

• Assisting participants with housing-search activities, including landlord outreach, unit identification, scheduling viewings, transportation planning, and preparation for interviews or lease signings.

• Supporting participants in completing and submitting applications for housing programs, rental units, benefits, and financial assistance.

• Assisting with documentation collection and resolution of barriers that may affect housing eligibility, such as identification, income verification, rental history, credit concerns, prior evictions, and outstanding fees.

Deliverables:

• Individual housing stability plans created within 30 days of enrollment in pilot program, reviewed and updated monthly.

• Housing navigation and application assistance, ongoing, based on participants’ need.

Task 4 — Housing Placement, Move-In Support, and Stabilization

The Case Manager(s) will assist participants who secure permanent housing with the transition from OSV living to housing and provide short-term stabilization support following placement.

Task includes:

• Coordinating move-in requirements, including lease execution, deposits, utility activation, renter’s insurance where required, and connection to available move-in or housing-assistance funds.

Request for Proposal (RFP) #RFP 199390 12

• Supporting participants with logistics related to the transition from the OSV, (e.g., personal property planning, transportation, storage, OSV disposition and/or relocation planning).

• Documenting housing placements, move-in dates, housing type, and anticipated length of stay.

Deliverables:

• Housing placement and connection to stabilization support, at placement and for up-to 90 days after move-in, as appropriate.

Task 5 — Data Management, Reporting, and Program Coordination

The Case Manager(s) will maintain complete and timely service records and provide program performance information to the City throughout the 14-month service period, with the ability to maintain records in alignment with the cities retention policy.

Task includes:

• Maintaining confidential participant case files and documenting all outreach, assessments, service referrals, housing-search efforts, and housing outcomes.

• Tracking key performance measures, including individuals and households contacted, recruited, enrolled in the permit program, assessed, connected to services, actively searching for housing, submitted for housing opportunities, placed into permanent housing, and retained in housing.

• Providing monthly activity and outcome reports to the City in a format approved by the City.

• Participating in regular coordination meetings with City staff and relevant service-system partners.

• Identifying recurring barriers to enrollment, housing placement, or housing stability and recommending program improvements to the City.

Deliverables:

• Monthly program activity and outcomes report.

• Program coordination meetings, frequency as agreed upon between contractor and City.

Over the 14-month term, the Case Manager(s) will provide:

Request for Proposal (RFP) #RFP 199390 13

Task Deliverable

Task 1

Field outreach and recruitment activities. Initial daily ramp-up until program capacity attained; on-going waitlist maintained thereafter.

Participant intake and eligibility screening upon referral or contact with OSV dweller.

Task 2 Participant support and conduct monitoring, ongoing; regular weekly in-person check-ins with each permit holder

(approximately 40 permit holders active at a time).

Task 3

Individual housing stability plans created within 30 days of enrollment in pilot program, reviewed and updated monthly.

Housing navigation and application assistance, ongoing, based on participants need.

Task 4 Housing placement and stabilization support, at placement and for up-to 90 days after move-in, as appropriate.

Task 5 Monthly program activity and outcomes reports.

Program coordination meetings, frequency agreed upon between contractor and City.

5.2. Eligibility for OSV permit participants

• Valid vehicle registration

• Active insurance

• Agreement to sign, and abide by a Good Neighbor Agreement

• Agreement to participate and engage with outreach workers to receive support to transition to permanent housing

• Income eligible, at least 80% or lower of Santa Clara County Housing and Urban

Development (HUD) Area Median Income (AMI)

• Ability to pay a $15 per month permit fee

• Priority to Palo Alto connections

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5.3. Good Neighbor Agreement

To keep your OSV Parking Permit, you must follow the City’s Good Neighbor

Policy. These rules are designed to promote safety, keep streets clean, and support positive relationships between all residents.

As an OSV Parking Permit holder, I agree to the following:

Permit Display

• Place my permit sticker on the left rear bumper of my vehicle so it’s always visible.

Keep Streets & Environment Clean

• Keep sidewalks and walkways clear of, but not limited to, trash bags, hazardous waste, personal belongings, etc.

• Keep my belongings inside my vehicle.

• Allow the Department of Public Works to clean around my vehicle, this may include street sweeping or access to storm drains, etc.

Keep Street & Environment Safe

• No open flames in or around my vehicle.

• No connection to City or private utilities (water, electricity, etc.).

• No noise from generators or similar equipment that is loud enough to be heard from 50 feet away.

Case Management

• Actively engage in conversations with the outreach workers.

• Work towards moving into permanent housing.

Enforcement

The City uses a progressive enforcement approach for this policy:

• First and second violations: Courtesy notices will be issued.

• Third violation: A final notice will be issued before revocation.

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• If a permit is revoked, the vehicle must leave the permit parking area immediately.

For violations that pose an immediate safety risk, the Palo Alto Police Department (PAPD) may tow the vehicle(s) immediately.

Following the Good Neighbor Policy helps maintain your permit and ensures the program works well for everyone, both vehicle residents and surrounding neighbors.

Background Check Requirements:

• The Contractor shall ensure that each employee assigned to perform services at a City location completes a criminal background check through the California

Department of Justice (DOJ) Live Scan fingerprinting process, at a minimum DOJ service level, before commencing work at the location.

• Live Scan service locations are available through the California Attorney General’s

Office at: https://oag.ca.gov/fingerprints/locations

• Upon receipt and review of the Live Scan results, the Contractor shall complete the City’s Background Check Certification Form (Attachment E), certifying compliance with the City’s background check requirements. The form includes instructions for completion and submission.

• Submit completed forms electronically using the submission button on the form, which will transmit the certification to risk@paloalto.gov.

The Contractor is responsible for all costs associated with obtaining required Live Scan background checks.

6. EVALUATION CRITERIA

City staff will evaluate the responsive submittals provided based on the following criteria, at a minimum. Please Note: The Scoring Method and Points assigned to each criterion are not published on the RFP. The Scoring Methods and Points are applicable to the RFP.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality of the Proposal (Required)

Quality and completeness of proposal

Points Based 20 (20% of Total) https://oag.ca.gov/fingerprints/locations mailto:risk@paloalto.gov

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2. Proposed Solution (Required)

Quality, performance and effectiveness of the solution, goods and/or services to be provided by the Proposer

Points Based 15 (15% of Total)

3. Experience (Required)

Consultant or contractor’s experience, including the experience of staff to be assigned to the project, with engagements of similar scope and complexity

Points Based 15 (15% of Total)

4. Cost (Required)

Proposed cost to the City

Reward Low Cost 10 (10% of Total)

5. Financial Condition and Stability

(Required)

Consultant or contractor’s financial condition and stability

Points Based 10 (10% of Total)

6. Timely Performance (Required)

Consultant or contractor’s ability to perform the contract within the time specified

Points Based 10 (10% of Total)

7. Ability to Provide Ongoing Services

(Optional)

Consultant or contractor’s ability to provide in the future any services

Points Based 10 (10% of Total)

8. Compliance (Required)

Consultant or contractor’s compliance with applicable laws, regulations, policies

(including city policies), guidelines and orders governing prior or existing contracts performed by the consultant or contractor

Points Based 10 (10% of Total)

7. ORAL INTERVIEWS

Proposers may be required to participate in an oral interview. The oral interview will be a panel comprised of members of the selection committee.

Proposers may only ask questions that are intended to clarify the questions that they are being asked to respond.

Each Proposer’s time slot for oral interviews will be determined randomly. Proposers who are selected shall make every effort to attend. If representatives of the City experience difficulty on the part of any Proposer in scheduling a time for the oral interview, it may result in disqualification from further consideration.

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8. PUBLIC NATURE OF MATERIALS

Responses to this RFP become the exclusive property of the City of Palo Alto. At such time as the Administrative Services Department recommends to form to the City Manager or to the City Council, as applicable, all proposals received in response to this RFP becomes a matter of public record and shall be regarded as public records, with the exception of those elements in each proposal which are defined by the Proposer as business or trade secrets and plainly marked as “Confidential”, “Trade Secret”, or

“Proprietary”. The City shall not in any way be liable or responsible for the disclosure of any such proposal or portions thereof, if they are not plainly marked as “Confidential”, “Trade Secret”, or “Proprietary” or if disclosure is required under the Public Records Act.

Any proposal which contains language purporting to render all or significant portions of the proposal “Confidential”, “Trade Secret”, or “Proprietary” shall be regarded as non-responsive.

Although the California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City of Palo Alto may not accept or approve that the information that a Proposer submits is a trade secret. If a request is made for information marked “Confidential”, “Trade Secret”, or “Proprietary”, the City shall provide the Proposer who submitted the information with reasonable notice to allow the

Proposer to seek protection from disclosure by a court of competent jurisdiction.

9. COLLUSION

By submitting a proposal, each Proposer represents and warrants that its proposal is genuine and not a sham or collusive or made in the interest of or on behalf of any person not named therein; that the Proposer has not directly induced or solicited any other person to submit a sham proposal or any other person to refrain from submitting a proposal; and that the Proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a proposal.

10. DISQUALIFICATION

Factors such as, but not limited to, any of the following may be considered just cause to disqualify a proposal without further consideration:

• Evidence of collusion, directly or indirectly, among Proposers in regard to the amount, terms or conditions of this proposal

• Any attempt to improperly influence any member of the evaluation team

• Existence of any lawsuit, unresolved contractual claim or dispute between

Proposer and the City

• Evidence of incorrect information submitted as part of the proposal

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• Evidence of Proposer’s inability to successfully complete the responsibilities and obligation of the proposal

• Proposer’s default under any previous agreement with the City, which results in termination of the Agreement

11. NON-CONFORMING PROPOSAL

A proposal shall be prepared and submitted in accordance with the provisions of these

RFP instructions and specifications. Any alteration, omission, addition, variance, or limitation of, from or to a proposal may be sufficient grounds for non-acceptance of the proposal, at the sole discretion of the City.

12. GRATUITIES

No person shall offer, give or agree to give any City employee any gratuity, discount or offer of employment in connection with the award of contract by the city. No city employee shall solicit, demand, accept or agree to accept from any other person a gratuity, discount or offer of employment in connection with a city contract.

13. FIRMS OR PERSONS NOT ELIGIBLE TO SUBMIT A

PROPOSAL

In order to avoid any conflict of interest or perception of a conflict or interest, Proposer(s) selected to provide professional services under this RFP will be subject to the following requirements:

• The Proposer(s) who works on the procurement will be precluded from submitting proposals or bids as a prime contractor or subcontractor in the ultimate procurement.

• The Proposer(s) may not have interest in any potential Proposer for the ultimate procurement.

• The Proposer may not have a conflict of interest as defined under Palo Alto

Municipal Code section 2.30.600 or 2.30.610, or as defined under state law including the Political Reform Act or Government Code section 1090 et seq.

• Notwithstanding the above, Proposer(s) may submit proposals or bids as the prime contractor or subcontractor in the ultimate procurement where the Proposer(s) duties and services do not include preparing or assisting the City with any portion of the preparation of a request for proposals, request for qualifications, or any other solicitation regarding a subsequent or additional contract with the City, and the

Proposer(s) participation in the planning, discussions, or drawing of project plans

Request for Proposal (RFP) #RFP 199390 19 or specifications is limited to conceptual, preliminary, or initial plans or specifications and cooperates with the City to ensure that all bidders for a subsequent contract on any subsequent phase of the project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by the Proposer(s).

14. SUSPENSION AND DEBARMENT STATUS

15. PROPOSER QUESTIONNAIRE

15.1. Business Type*

Please indicate the type of business that your company will continue operating as.

☐ Individual

☐ Partnership

☐ Joint Venture

☐ Corporation

☐ Other

*Response required

15.2. Business Type Follow-Up*

If you indicated "Other" on the previous question, please explain here.

*Response required

15.3. Year of Incorporation*

Please indicate the year of incorporation (if applicable). If not incorporated, please indicate such.

*Response required

15.4. State Incorporated*

In what state was your company incorporated?

*Response required

15.5. Business In California*

When was your company authorized to do business in the State of California?

*Response required

Request for Proposal (RFP) #RFP 199390 20

15.6. Qualifications of Firm - Experience of Firm*

Please download the below documents, complete, and upload. For additional instructions on this form, please see the section of this RFP titled "Proposal Content and Format" and the subsection titled "Qualifications of the Firm".

• Firm_Experience.pdf

*Response required

15.7. Proposal (without Cost)*

Please upload your Technical Proposal without fees/costs here. You will be uploading the fee/cost portion of your proposal separately in another step.

*Response required

15.8. Separate Cost File*

The fees/costs portion of your proposal should not be attached with the rest of your

Proposal and should be attached separately here using the document provided. Please download, update and review before uploading your fee/cost information here.

• RFP199390_Cost_Proposal-FIN...

*Response required

15.9. Evidence of Financial Stability-REQUIRED SUBMITTAL *

Please upload your Evidence of Financial Stability

*Response required

15.10. Additional Information

If any of your previous answers required additional information to be submitted or provided, please upload all such information here.

15.11. Proposer Confirmation*

By confirming, the submission of a proposal shall be deemed a representation and certification by the Proposer that they have investigated all aspects of the RFP, that they are aware of the applicable facts pertaining to the RFP process, its procedures and requirements, and they have read and understand the RFP. No request for modification of the proposal shall be considered after its submission on the grounds that the Proposer was not fully informed as to any fact or condition.

Confirmation by the Proposer represents and warrants that he or she has the legal capacity and authority to bind the Company stated on the RFP submittal.

☐ Please confirm

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