Commercial_Fire_Apparatus_Preventative_Maintenance_and_Repair_Services.pdf

REQUEST FOR QUALIFICATIONS

21-018 RFQ

COMMERCIAL FIRE APPARATUS PREVENTATIVE MAINTENANCE

AND REPAIR SERVICES

City of West Sacramento

1110 W Capitol Ave

West Sacramento, CA 95691

RELEASE DATE: May 12, 2021

DEADLINE FOR QUESTIONS: May 28, 2021

RESPONSE DEADLINE: June 11, 2021, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request for Qualifications #21-018 RFQ Title: Commercial Fire Apparatus Preventative Maintenance and Repair Services https://secure.procurenow.com/portal/cityofwestsacramento https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of West Sacramento

REQUEST FOR QUALIFICATIONS

Commercial Fire Apparatus Preventative Maintenance and Repair

Services

I. Introduction II. Scope of Work

III. Proposal Requirements IV. General Requirements V. Evaluation Criteria

VI. Consultant Selection and Contract Award VII. Standard Contract Information

VIII. Terms and Conditions IX. Vendor Questionnaire X. Pricing Proposal

Attachments:

A - Standard Professional Services Contract

B - Insurance Checklist 2021

1. INTRODUCTION

1.1. Summary

The City of West Sacramento is soliciting proposals from qualified firms to provide preventative maintenance and repair services for fire apparatus. It is the Fire Departments' intent to establish an agreement with qualified firm(s) for a term of three years, with the option of extending the term for no more than two successive one year periods.

A qualified firm's service facility shall not be located more than 20 miles from 2040 Lake Washington

Boulevard, West Sacramento, CA 95691. The Fire Department will select the firm(s) who they determine most closely satisfies the needs of the City.

1.2. Contact Information

Mark Hull

Battalion Chief

2040 Lake Washington Blvd.

West Sacramento, CA 95691

Email: markh@cityofwestsacramento.org

Phone: (916) 617-5019

Department:

Fire Department

1.3. Timeline

Project Release Date May 12, 2021

Question Submission Deadline May 28, 2021, 5:00pm

Question Response Deadline June 4, 2021, 5:00pm

Proposal Submission Deadline June 11, 2021, 5:00pm mailto:markh@cityofwestsacramento.org tel:(916)617-5019

2. SCOPE OF WORK

2.1. Scope of Work

The following is a list of tasks that are intended to be the responsibility of the responding firm selected by the City ("Contractor").

A. INSPECTION AND PREVENTATIVE MAINTENANCE SERVICES TO BE PROVIDED

1. The following establishes the level of inspection and preventative maintenance to be provided by the

Contractor. These services shall be based on compliance with NFPA 1911, apparatus and component manufacturer’s most severe service recommendation, generally accepted best industry practices and any applicable federal, state and local standards.

a) Vehicle Inspection and Preventative Maintenance (includes inspection and preventative maintenance that may be required for all apparatus components and systems)

2. Anytime services are completed on an apparatus, the results, findings and actions taken shall be documented by the Contractor in a professional format. The original copies of all service documentation shall be submitted along with the invoice for payment. In addition to recording the results, findings and actions taken, the service documentation shall contain the following information:

a) Date services were performed;

b) Name of the technician that performed the services;

c) Location where services were performed;

d) Apparatus Make;

e) Apparatus Model;

f) Odometer Reading In;

g) Vehicle Identification Number (VIN); and

h) Engine Hours.

B. APPARATUS MAINTENANCE AND REPAIR

1. General

The Contractor shall perform scheduled preventive, recurring maintenance, repair and replacements for the fire apparatus included in this Contract as directed by the Fire Department. All maintenance activities for this equipment shall comply with the manufacturer’s recommendations including warranties. Maintenance intervals shall comply with the manufacturer’s recommended severe service schedule based on mileage, hours of operation, or time in service since the previous maintenance as approved by the Fire Department.

2. Inspection and Preventive Maintenance Service

The objectives of inspection and preventative maintenance service are to ensure that: (a) fire apparatus safely operate to the next scheduled service without a failure; and (b) component service life is maximized. All minor deferred repairs will be completed during the inspection and preventative maintenance service.

3. Recurring Maintenance

Recurring maintenance is the act of servicing a fire apparatus, or a component in order to keep the vehicle and its components in proper operating condition, and to prevent failure or breakdown. Task examples include, but are not limited to, lamp and gauge replacement, coolant and pneumatic hose replacement, belt replacement and adjustment, windshield wiper replacement, brake adjustments, system and component adjustments and calibration, and fastener replacement.

4. Repair and Replacement

Repair is the work necessary to restore a fire apparatus, or a component, to sound condition after failure or damage. Replacement is the work necessary to remove an unserviceable item and install a serviceable counterpart in its place. Original equipment manufacturer (OEM) parts and supplies shall be used on repairs and replacements required on equipment included in this Contract.

5. Re-Assembly

The Contractor shall ensure that all re-assembly tasks performed after any required vehicle repair maintain the vehicle’s OEM configurations as originally received from the manufacturer. System examples include, but are not limited to, the wiring and clamping, pump system pressures and flows, hydraulic system pressures, hose and orifice sizing, ladder table and ladder mounts.

6. Repair Approvals

The Contractor shall have specific pre-approval from the Fire Department prior to completing repairs. In obtaining approval, the Contractor shall advise the Fire Department of the estimated cost of the repair work and the estimated time it will take to return the unit to an in-service status.

7. Modifications

No modifications may be made by the Contractor to any component, system or piece of equipment maintained under any resulting Contract unless authorization is provided by the Fire Department.

8. Apparatus or Equipment Damage

No damage may be repaired until the Contractor receives authorization from the Fire Department. Any damage noted by the Contractor during an inspection shall be immediately reported to the Fire

Department. The Contractor shall ensure that all required repairs restore the damaged vehicle and its systems and components to its original configuration, appearance, and structural integrity; and meet all

OEM specifications for the equipment. The Contractor is responsible for all costs of repair for any damage incurred while the Contractor has custody of the vehicle.

9. City Inspections

The Contractor shall advise the Fire Department within the same day of the completion of repairs or replacements on any fire apparatus. A representative of the Fire Department will perform a quality control acceptance inspection of all equipment repairs or replacements. No equipment shall be returned to an in-service status until the Fire Department has accepted the work as complete.

C. EMERGENCY CALL RESPONSE FOR PRIORITY REPAIRS

1. General

A call for Priority Repair Service indicates that the apparatus has been placed in an out of service status due to mechanical breakdown and/or component failure which has rendered the apparatus unsafe to operate. Calls for Priority Repair Service require immediate assistance from the Contractor to evaluate the situation, decide on the best course of action, and/or take the necessary actions to place the apparatus back into an in-service status. Calls for Priority Repair Service may occur at any time. The

Contractor shall be accessible during normal business hours to receive requests for emergency repair requirements.

D. PARTS

1. Parts Inventory

The Contractor shall maintain reasonable inventory levels at its facility to assure timely repair of the fire apparatus.

2. Contractor-Furnished Parts

The Contractor shall include all parts used during the maintenance or service of a unit on the work order and specifically invoice the parts to the unit receiving the part. Parts should be listed by: Part Number, Part Description; and Unit Price of Part.

E. WARRANTIES

1. General

Unless otherwise agreed to by parties in writing, Contractor shall provide the following warranties.

Contractor shall warranty all parts for a period of not less than the manufacturer's warranty. Contractor shall warranty both parts and labor for inhouse rebuilds for not less than six (6) months, 12,000 miles, or

750 operating hours. Contractor shall warranty both labor and parts for major repairs, meaning a repair with a combined cost of labor and parts at or exceeding $20,000 for a single task, for a period of not less than the manufacturer’s warranty. Contractor shall warranty parts for minor repairs, meaning all repairs that are not an inhouse rebuild or a major repair, for not less than ninety (90) days.

2.2. Equipment and Supplies

The Contractor shall furnish all necessary supervision, labor, tools, parts and equipment required to perform inspections, maintenance, repairs, and testing of the fleet of fire apparatus in West

Sacramento. All services performed by the Contractor shall meet the National Fire Protection

Association Standard (NFPA) 1911, Standard for the Inspection, Maintenance, Testing, and Retirement of In-Service Automotive Fire Apparatus, current edition. In addition, all services provided by the

Contractor shall be consistent with industry best practices, shall meet all applicable federal, state and local standards and shall follow all manufacturer’s recommendations. It is the expectation of the Fire

Department, as described herein, that the Contractor shall provide superior customer service and timely maintenance and repair services to correct deficiencies and return the vehicle to an in-service status.

2.3. Period of Performance

It is the intent of the Fire Department to contract for the services presented herein for a term of three years. The Fire Department reserves the right to cancel at any time if services rendered at unsatisfactory. The Fire Department also reserves the right to extend the term of this contract for two successive one-year terms subject to the satisfactory negotiation of terms and the annual availability of appropriation.

The rate schedule shall present all-inclusive fees for each year of the contract term and each year of the option term.

3. PROPOSAL REQUIREMENTS

3.1. Proposal

Responding firm must submit a proposal which demonstrates and provides evidence that they have the capabilities, professional expertise, and experience to provide the necessary services as described in this

RFQ. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the proposal or rescission of an award. Responding proposals must include each of the following sections to be uploaded in the Vendor Questionnaire section.

A. Proposal Transmittal Letter

B. Responding Firm’s Qualifications and Experience

C. Technical Project Approach

D. Rate Schedule

Please see below sections for each of the above item's specific requirements. If a proposal fails to detail and address each of the requirements detailed herein, the City may determine the proposal to be nonresponsive and reject it.

3.2. Proposal Transmittal Letter

Responding firm must provide a written transmittal letter and offer in the form of a standard business letter. The Proposal Transmittal Letter shall reference and respond to the following subsections in sequence and attach corresponding documentation as required. Each proposal must meet the Proposal

Transmittal Letter requirements and provide all required documentation. A Proposal Transmittal Letter is mandatory and failure to provide the information as required may result in the proposal being considered non-responsive and rejected.

A. The letter shall state that the proposal remains valid for at least ninety (90) business days subsequent to the proposal due date and thereafter in accordance with any resulting contract between the responding firm and the City.

B. The letter shall provide the complete name of the individual or the firm making the proposal.

C. The letter shall provide the name, mailing address, and telephone number of the person the City should contact regarding the proposal.

D. The letter shall state whether the responding firm or any individual who shall perform work under the contract has a possible conflict of interest and, if so, the nature of that conflict. The

City reserves the right to cancel an award if any interest disclosed from any source could either give the appearance of a conflict of interest or cause speculation as to the objectivity of the offertory. Such determination regarding any questions of conflict of interest shall be solely within the discretion of the City.

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E. The letter shall also include a statement of acknowledgement that the City’s Standard Contract and Insurance Requirements (Included in Attachments) have been reviewed and accepted with or without qualification. If qualifications are involved, those items requiring adjustment or modification must be identified and listed along with suggested modifications to the Contract. If no modifications to the Contract are noted, then the City will assume that the responding firm is capable of performing all normal managerial tasks and services without reservation or qualification to the contract.

F. The letter shall be signed by an employee authorized and empowered to bind the responding firm to the provisions of this RFQ and any contract awarded pursuant to it. If said individual is not the company president, the letter shall attach evidence showing authority to bind the company.

3.3. Responding Firm’s Qualifications and Experience

Proposals shall provide the following information to evidence the responding firm’s experience in delivering services similar to those required by this RFQ:

1. Proposals shall provide responses and documentation, as required, establishing that the responding firm has met the mandatory qualifications for a responding firm described in this RFQ.

2. Have a minimum of three (3) years of experience in providing the services requested herein to public agencies in California. If the firm has been in business for less than three years, the experience of its principals may be used to meet this requirement.

3. Previous experience for a public agency similar in size to the City of West Sacramento.

4. Proposals shall provide the following information to evidence the responding firm’s experience in delivering services like those required by this RFQ:

• A brief description of the responding firm’s background, years in business, and organizational history.

• A brief statement of how long the responding firm has been servicing fire apparatus for the public sector as outlined by this RFQ.

• Location of office(s) with clear identification of the office(s) from which services will be performed.

• A description of the responding firm’s number of employees, longevity, client base.

• Whether there have been any mergers, acquisitions, or sales of the responding firm’s company within the last three (3) years (if so, an explanation providing relevant details).

• A statement as to whether there is any pending litigation against the responding firm, and if such litigation exists, attach an opinion of counsel as to whether the pending litigation will impair the responding firm’s performance in a contract under this RFQ.

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• A statement as to whether, in the last ten (10) years, the responding firm has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors, and, if so, an explanation providing relevant details.

• A list, if any, of all current contractual relationships with the City and all those completed within the previous five-(5) year period.

• Types and names of local government agencies that they have worked with in the past.

• List of at least three references - Provide name, telephone number, and email address of references that can attest to the quality and effectiveness of the past projects of similar scope within the last three years.

• A narrative description of the proposed project team, its members and organizational structure;

identify the primary contact person who will lead the day-to-day work effort and serve as the primary contact to the Fire Department on a day-to-day basis.

• Registration with the Secretary of State to conduct business in the State of California.

3.4. Technical Project Approach

Describe the operational or organizational approach to fulfilling the Scope of Work.

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

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4. GENERAL REQUIREMENTS

4.1. Proposal Submission

The City of West Sacramento will receive proposals from firms as outlined in this RFQ.

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

Friday, June 11, 2021 at 5:00 pm.

Firms shall respond to the RFQ and any exhibits, attachments, or amendments.

Proposals must be submitted via the City's e-Procurement portal and may not be delivered orally, by paper, by email, by facsimile transmission, or by any other telecommunication or electronic means.

A responding firm’s failure to submit a proposal as required before the deadline shall cause the proposal to be disqualified. Late proposals shall not be accepted nor shall additional time be granted to any responding firm.

4.2. General Proposal Requirements

A. The City discourages lengthy and costly proposals. Proposals should be prepared simply and economically and provide a straightforward, concise description of the responding firm’s capabilities to satisfy the requirements of this RFQ. Emphasis should be on conformity to the

City’s instructions, requirements of this RFQ, and completeness and clarity of content.

B. Responding firms must follow all formats and address all portions of the RFQ set forth herein providing all information requested. Responding firms may retype or duplicate any portion of this RFQ for use in responding to the RFQ, provided that the proposal clearly addresses all of the

City's information requirements.

C. Responding firms must label each section and upload as outlined. Failure to follow the specified format, to label the responses correctly, or to address all of the subsections may, at the City’s sole discretion, result in the rejection of the proposal.

D. Proposals must not contain extraneous information. All information presented in a proposal must be relevant in response to a requirement of this RFQ. Any information not meeting these criteria shall be deemed extraneous and shall in no way contribute to the evaluation process.

E. Proposals shall be prepared on standard 8 1/2" x 11" formatted electronic documents. Foldouts containing charts, spreadsheets, and other exhibits are permissible but proposer shall be reminded that responses will be read electronically through the City’s e-Procurement Portal.

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

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

3. All uploaded proposal pages must be numbered.

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4.3. Questions

Questions must be submitted through the City’s e-Procurement Portal by:

Friday, May 28, 2021 at 5:00 pm.

This will allow issuance of any necessary amendments and help prevent the opening of defective proposals upon which contract award could not be made. Questions must be submitted prior to the question submission deadline. Questions will not be accepted by any other means.

4.4. Required Review and Waiver of Objections by Responding Firms

Responding firms should carefully review this RFQ and all attachments, including, but not limited to, the

Standard Contract, for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively called “comments”).

Comments must be submitted through the City’s e-Procurement Portal by:

Friday, May 28, 2021 at 5:00 pm.

Objections shall be considered waived and invalid if not brought to the attention of the City, in writing, by the Deadline for Written Comments.

Any requested changes or objections to the Standard Contract should be brought to the attention of the

City in writing at the time of the proposal submission. Requested changes should be tracked as redlined changes within the Attachments document and then uploaded within the Vendor Questionnaire under

Other Documentation.

4.5. Proposal Preparation, Interview and Negotiation Costs

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

4.6. Proposal Withdrawal

To withdraw a proposal through the City's e-Procurement Portal, the responding firm may “unsubmit” their proposal in ProcureNow. After withdrawing a previously submitted proposal, the responding firm may submit another proposal at any time up to the deadline for submitting proposals.

4.7. Proposal Amendment

The City shall not accept any amendments, revisions, or alterations to the proposal after the deadline for the proposal.

4.8. Proposal Errors

Responding firms are liable for all errors or omissions contained in their proposal. Responding firms shall not be allowed to alter proposal documents after the deadline for submitting a proposal.

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4.9. Incorrect Proposal Information

If the City determines that a responding firm has provided, for consideration in the evaluation process or contract negotiations, incorrect information which the responding firm knew or should have known was materially incorrect, the proposal may be rejected in the City's sole discretion.

4.10. Prohibition of Respondent Terms and Conditions

Responding firm should not submit the firm’s own contract terms and conditions in a response to this

RFQ. If a proposal contains such terms and conditions, the City, at its sole discretion, may reject the proposal, unless the proposed terms are in accordance with Section titled General Requirements, Required Review and Waiver by Responding Firms.

4.11. Assignment and Subcontracting

The selected firm(s) may not subcontract, transfer, or assign any portion of the contract without prior written approval from the City. Each subcontractor/subconsultant must be approved in writing by the

City in its sole discretion. The substitution of one subcontractor/subconsultant for another may be made only at the discretion of the City and with prior written approval from the City.

Notwithstanding the use of approved subcontractor/subconsultant, the selected firm(s), if awarded a contract under this RFQ, shall be the prime contractor and shall be responsible for all work performed.

4.12. Joint Ventures and Partnering

Proposals from joint ventures or entities partnering for a specific service must be designed to minimize any administrative burden on the City as a result of the participation of multiple entities. Joint proposals must adhere to the following:

A. The proposal shall clearly set forth the respective responsibilities and functions that each

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

B. The proposal must include a copy of the joint venture or partnering agreements that identify the

Principals involved, as well as their rights and responsibilities regarding a contract pursuant to this RFQ.

C. The proposal transmittal letter must be signed by each Principal of the joint venture and include all required information.

4.13. Proposal of Alternate Services

Proposals of alternate services (i.e., proposals that offer something different from that requested by the

RFQ) will be considered non-responsive and rejected.

4.14. Proposal of Additional Services

If a responding firm indicates the capability and offers services in addition to those required by and described in this RFQ, these additional services may be added to the contract before contract signing, at https://secure.procurenow.com/portal/cityofwestsacramento/projects/8788?section=53475 the sole discretion of the City. The cost for any such additional services shall be mutually agreed upon by the selected firm(s) and the City, and incorporated into the contract before contract signing.

4.15. Insurance

The apparent successful responding firm will be required to provide proof of insurance as set forth in the attached Standard Contract prior to commencing work.

4.16. Licensure and Special Certification

Before a contract pursuant to this RFQ is signed, the selected firm(s) must hold all necessary applicable business and professional licenses, and certifications. The City may require any or all responding firms to submit evidence of proper licensure and certifications.

4.17. Conflict of Interest and Restrictions

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

4.18. RFQ Amendment and Cancellation

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

4.19. Right of Rejection

A. The City reserves the right, at its sole discretion, to reject any and all proposals or to cancel this

RFQ in its entirety.

B. Any proposal received which does not meet the requirements of this RFQ may be considered to be non-responsive, and the proposal may be rejected. Responding firms must comply with all of the terms of this RFQ and all applicable state and local laws and regulations. The City may reject any proposal that does not comply with all of the terms, conditions, and performance requirements of this RFQ.

C. Responding firms may not restrict the rights of the City or otherwise qualify their proposals. If a responding firm does so, the City may determine the proposal to be a non-responsive counteroffer, and the proposal may be rejected.

D. The City reserves the right, at its sole discretion, to waive variances in proposals provided such action is in the best interest of the City. Where the City waives variances in proposals, such waiver does not modify the RFQ requirements or excuse the responding firm from full https://secure.procurenow.com/portal/cityofwestsacramento/projects/8788?section=53479 compliance with the RFQ. Notwithstanding any variance, the City may hold any responding firm to strict compliance with the RFQ.

4.20. Disclosure of Proposal Contents

All proposals and other materials submitted in response to this RFQ procurement process become the property of the City. Selection or rejection of a proposal does not affect this right. All proposal information, including detailed price and cost information, shall be held in confidence during the evaluation and selection process. Upon the completion of the evaluation and selection process, indicated by approval of a contract for services emanating from this RFQ by the City Council or by rejection of all proposals, the proposals and associated materials shall be open for review by the public to the extent required by the California Public Records Act. By submitting a proposal, the responding firm acknowledges and accepts that the contents of the proposal and associated documents shall become open to public inspection.

4.21. Proprietary Information

The electronic/master copy of each proposal shall be retained for official files and will become public record after the award of a contract unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each responding firm may clearly label part of a proposal as "CONFIDENTIAL." In doing so, the responding firm thereby agrees to indemnify and defend the City. The failure to so label any information that is released by the City shall constitute a complete waiver of all claims for damages caused by or related to any release of the information. If a public records request for labeled information is received by the City, the City will endeavor to notify the responding firm of the request and delay access to the material until seven (7) working days after the City’s receipt of the public records request. Within that time delay, it will be the duty of the responding firm to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

4.22. Severability

If any provision of this RFQ is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the City and responding firms shall be construed and enforced as if the RFQ did not contain the particular provision held to be invalid.

5. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposal Transmittal Letter

Submission of proposal transmittal letter as required in the solicitation.

Points Based 10 (10% of Total)

2. Qualifications and Experience

Experience with fleet maintenance with an emphasis on fire and emergency vehicle apparatus, including all members of the team that may be assigned tasks under the scope of service listed in this solicitation.

Points Based 35 (35% of Total)

3. Rate Schedule

The City’s evaluation process is not necessarily designed to award the contract to the lowest cost proposer. Rather, it is intended to help the

City select the vendor with the best combination of attributes including price.

Points Based 30 (30% of Total)

4. Technical Approach

All proposals will be evaluated on the operational and organizational approach to fulfilling the scope of work.

Points Based 15 (15% of Total)

5. Acceptance of City's Standard Contract for

Services

Willingness to accept the City’s standard contract for services with little to no modifications.

Points Based 10 (10% of Total)

6. CONSULTANT SELECTION AND CONTRACT AWARD

6.1. Proposal Evaluation Process

A. The evaluation process is designed to establish a list of qualified firms with the best combination of attributes based upon the evaluation criteria.

B. The RFQ Coordinator shall manage the proposal evaluation process and maintain proposal evaluation records. The evaluation team members shall be responsible for evaluating proposals.

C. All proposals shall be reviewed by the RFQ Coordinator to determine compliance with basic proposal requirements as specified in this RFQ.

D. The evaluation team shall evaluate responsive proposals. Each evaluator shall score the responding firm's proposal based on the evaluation categories outlined in the Evaluation

Criteria.

E. The City reserves the right, at its sole discretion, to request clarifications of proposals or to conduct discussions for the purpose of clarification with any or all responding firms. The purpose of any such discussions shall be to ensure full understanding of the proposal.

Discussions shall be limited to specific sections of the proposal identified by the City and, if held, shall be after initial evaluation of the proposal. If clarifications are made as a result of such discussion, the responding firm shall put such clarifications in writing.

F. The top-rated firm(s) with the highest score from the proposal evaluation scoring may be interviewed and rated. The City reserves the right, at its sole discretion, to request interviews.

6.2. Contract Award Process

The City shall do the following when awarding the contract described in this RFQ:

A. The RFQ Coordinator shall invite the highest ranked firm to participate in contract negotiations with the City, as the need arises.

B. If a firm fails to sign and return the contract drawn pursuant to this RFQ and final contract negotiations within seven (7) working days of its delivery to the firm, the City may determine, at its sole discretion, that the firm is nonresponsive to the terms of this RFQ.

C. The RFQ files shall be made available for public inspection immediately following contract approval or rejection of all proposals.

D. The City reserves the right to accept or reject any or all proposals.

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7. STANDARD CONTRACT INFORMATION

7.1. Standard Contract

The City of West Sacramento Standard Professional Services Contract (provided in Attachments) contains capitalized and bracketed items that shall be replaced with appropriate information in the final contract.

7.2. Contract Approval

The RFQ and the consultant selection processes do not obligate the City and do not create rights, interests, or claims of entitlement in the apparent best evaluated responding firm or any potential consultant or subconsultant. Contract award and City obligations pursuant thereto shall commence only after the contract is signed by the authorized representative of the selected firm(s) and the Mayor of the

City of West Sacramento as required by City ordinances and regulations to establish a legally binding contract.

7.3. Contract Payment

Contract payments shall be made in accordance with the Payment Terms and Conditions provision of the final contract. No payment shall be made until the contract is approved. Under no conditions shall the City be liable for payment of any type associated with the contract or responsible for any work done by the consultant, even work done in good faith and even if the consultant is orally directed to proceed with the delivery of services, if it occurs before the contract start date specified by the contract or before contract approval by City Council.

7.4. RFQ and Proposal Incorporated into Final Contract

This RFQ and the successful proposal emanating from the RFQ negotiation process shall be incorporated into the final contract.

7.5. Contract Monitoring

The selected firm(s) shall be responsible for the completion of all work set out in the contract. All work is subject to inspection, evaluation, and acceptance by the City. The City may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. At reasonable times, the City may inspect those areas of the selected firm's place of business that are related to the performance of the contract. If the City requires such an inspection, the selected firm(s) shall provide reasonable access and assistance.

7.6. Contract Amendment

During the course of this contract, the City may request the selected firm(s) to perform additional work for which the selected firm(s) would be compensated. That work shall be within the general scope of this RFQ. In such instances, the City shall provide the selected firm(s) a written description of the additional work, and the selected firm(s) shall submit a time schedule for accomplishing the additional work and a price for the additional work based on the rates included in the selected firm’s fee schedule to this RFQ or a lump sum fixed fee that is mutually agreeable to the City and the selected firm(s), whichever is lowest. If the City and the selected firm(s) reach an agreement regarding the work and associated compensation, said agreement shall become effective by means of a contract amendment.

8. TERMS AND CONDITIONS

8.1. Prevailing Wages

A. Contractor Registration. Pursuant to Labor Code section 1725.5, no contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations (DIR) pursuant to Labor Code section 1725.5. No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the DIR pursuant to Labor Code section 1725.5. This project is subject to compliance monitoring and enforcement by the DIR.

B. Prevailing Wages. Responding firms are hereby notified that the DIR has determined the general prevailing rate of wages for each craft, classification, or type of worker needed to execute the work. Copies of the current schedules for California prevailing wages are located in the City’s office, and the contents of those schedules are included herein as if set forth in full.

8.2. Local Benefit Definition

The responding firm is requested to provide in its proposal or bid, a description of any and all local benefit it would bring to the project. For example, local benefit may include but is not limited to local vendors, suppliers, labor or subcontractors used in support of the project as well as fees or taxes paid to the city. To the extent practical, the local benefit described with the firm’s proposal should be measurable. At the end of each project awarded, the successful firm will be required to provide a report detailing the measures taken to enhance the local benefit of this project and whether or not stated goals were met.

For purposes of this section, a local vendor or service provider is one located within the city limits and in possession of a West Sacramento business license.

9. VENDOR QUESTIONNAIRE

9.1. Proposal Requirements*

Please confirm that you have read and met all of the proposal requirements.

☐ Yes

☐ No

*Response required

9.2. Type of Business*

Please confirm your form of business.

☐ Individual

☐ Sole Proprietor

☐ Corporation

☐ Non-Profit Corporation

☐ Partnership

☐ Joint Venture

☐ Limited Liability Company

*Response required

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

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

*Response required

9.4. W-9

Please upload your current W-9 form here.

9.5. Transmittal Letter*

The proposal must provide a written transmittal and offer of the responding firm in the form of a standard business letter as required by this solicitation. A Proposal Transmittal Letter is mandatory and failure to provide the information as required may result in the proposal being considered nonresponsive and rejected. Please upload all required Transmittal Letter documents here.

*Response required

9.6. Responding Firm's Qualifications and Experience*

Proposals shall provide responses and documentation, as required, establishing that the responding firm has met the Responding Firm's Qualifications Requirements and experience in delivering services similar to those required by this RFQ. Any proposal which does not meet the mandatory requirements and provide all required documentation may be considered nonresponsive, and the proposal may be rejected. Please upload all Responding Firm's Qualifications documents here.

*Response required

9.7. Technical Project Approach*

Description of the operational or organizational approach to fulfilling the scope of work/contract intent.

Please upload all Technical Project Approach documents here.

*Response required

9.8. Rate Schedule using Electronic Pricing Table*

The bidder acknowledges that a Rate Schedule for Services must be submitted via the Pricing Proposal section.

☐ Please confirm

*Response required

9.9. Insurance Requirements*

By submitting a response to this solicitation, the Proposer acknowledges the standard City Contract insurance requirements and endorsements as outlined in the Insurance Checklist as detailed in

Attachments. Any Proposer unable to meet the insurance requirements shall not be eligible for the selection or contract award.

Failure to do so in a timely manner following the selection of the recommended vendor shall be just cause for forfeiture of the proposal guaranty and/or rejection of your proposal.

☐ Please confirm

*Response required

9.10. Other Documentation

Please upload any additional documentation that you feel would be a value to your submitted proposal.

For example: Award, Licenses, etc.

https://secure.procurenow.com/portal/cityofwestsacramento/projects/8788?section=53471

10. PRICING PROPOSAL

RATE SCHEDULE

Line Item Description Unit of Measure Unit Cost Comments

1 Shop Rate $/per hour

3 After Hours Call Out Fee $/per hour

4 After Hours Labor Rate $/per hour

5 Mobile Service Rate $/per hour

6 Transportation Rate $/per hour

7 Body Shop Rate $/per hour