Compressed_Natural_Gas_(CNG)_Compressor_Repair_Maintenance.pdf

Public Works Department

Request for Proposals (RFP) #196426 For

Compressed Natural Gas (CNG) Compressor Repair/Maintenance

Proposal Submittal Deadline:

Tuesday, January 13, 2026 BEFORE 3:00 pm

Procurement Contact:

Steven Dimter Contract Administrator steven.dimter@paloalto.gov

(650) 329-2716

CITY OF PALO ALTO

PURCHASING/CONTRACT ADMINISTRATION

250 HAMILTON AVENUE

PALO ALTO, CA 94301

(650) 329-2271

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 - Cost Proposal

B - Firm Experience

C - General Services Agreement SAMPLE

D - Insurance Requirements

1. INTRODUCTION

The City of Palo Alto is seeking proposals from qualified firms to provide services for preventative maintenance, regulatory compliance services, and routine and emergency repair services for two existing Compressed Natural Gas (CNG) vehicle fueling stations. Both stations are located at the city’s Municipal Services Center located at 3201

East Bayshore Road, Palo Alto, CA. 94303. These stations are currently used to fuel both city and private vehicles. The City currently operates approximately 18 CNG fueled vehicles and has agreements with PAUSD and Greenwaste to allow filling at the Palo Alto stations. Through this Request for Proposal (RFP) the city is seeking comprehensive submittals that will identify the contractor’s recommended preventative maintenance program, regulatory compliance program, and description of repair and emergency response capabilities. The required services and performance conditions are described in the Scope of Work (or Services).

1.1. Summary

The City of Palo Alto is seeking a qualified contractor to provide comprehensive preventative maintenance, regulatory compliance support, and routine and emergency repair services for its two compressed natural gas (CNG) fueling stations located at the

Municipal Services Center. These stations include both a public CNG station and a non-public, fleet-focused station, each equipped with specialized compressor, storage, dispenser, and fuel management systems that require skilled, certified technicians to maintain and service.

The selected vendor will conduct an initial assessment, develop and implement a manufacturer-recommended preventative maintenance plan, and ensure all components remain compliant with federal, state, and local regulatory requirements. Contractors must also be prepared to provide responsive emergency repair services and maintain detailed documentation, certifications, and inspection records throughout the contract term.

1.2. Background

Given that the Public CNG Station is presently out of service, proposers will also be asked to provide both a full maintenance plan and a reduced compliance-only maintenance schedule that keeps the station in regulatory standing and allows for an efficient return to service if needed.

1.3. Contact Information

Procurement Contact:

Steven Dimter

Contract Administrator steven.dimter@paloalto.gov

Request for Proposal (RFP) #196426 4

(650) 329-2716

Department:

Public Works

1.4. Timeline

Release Project Date: December 15, 2025

Question Submission Deadline: December 29, 2025, 1:00pm

Proposal Submission Deadline: January 13, 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

Request for Proposal (RFP) #196426 5 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.

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 Tuesday, January 13, 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 https://procurement.opengov.com/portal/palo-alto-ca

Request for Proposal (RFP) #196426 6

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

Proposer defaults or fails to execute an agreement with the City

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

Request for Proposal (RFP) #196426 7 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 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. 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.

3.6. 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.

3.7. 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.

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

Request for Proposal (RFP) #196426 8 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.

3.8. 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.

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:

Request for Proposal (RFP) #196426 9

• 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. Scope of Work

Purpose of this Request for Proposal

The City of Palo Alto is currently seeking a contractor who will provide preventative maintenance, regulatory compliance services, and routine and emergency repair services for two existing Compressed Natural Gas (CNG) vehicle fueling stations. Both stations are located at the city’s Municipal Services Center located at 3201 East Bayshore Road, Palo Alto, CA. 94303. These stations are currently used to fuel both city and private vehicles. The City currently operates approximately 18 CNG fueled vehicles and has agreements with PAUSD and Greenwaste to allow filling at the Palo Alto stations.

Through this Request for Proposal (RFP) the city is seeking comprehensive submittals that will identify the contractor’s recommended preventative maintenance program, regulatory compliance program, and description of repair and emergency response capabilities.

The anticipated contract agreement will be for a three-year period.

1. Description of equipment- Public Station

Request for Proposal (RFP) #196426 10

The public station was built and installed in 1993 by Tri-Fuels CNG and contains the following major components:

• Model JGP/1 Ariel compressor with working pressure of up to 4,000PSI

• Three (3) 4,000 psi storage tanks

• ANGI Energy Systems operating systems

• ANGI Series II dispenser ( Model D-S-66-2-4)

• Fuel FOCUS fuel management system with a Maximus controller

The public station has approximately 1,800 cumulative hours of operation. The Ariel compressor was rebuilt in 2010. The public dispenser is located in the secured parking lot at the Municipal Services Center. Access to this dispenser requires the use of a programmable city-issued gate card.

2. Description of equipment – Non-Public Station

The Non-Public station was built in 2007 by ANGI Energy Systems and installed by

American Construction. The station contains the following major components:

• Model JGP/2 Ariel compressor

• Three (3) 5,500psi storage tanks

• ANGI Energy Systems operating systems

• Two (2) ANGI Series II dispensers (Model DS-36-2-4)

• Fuel FOCUS fuel management system with AssetWorks controller

The non-public station has approximately 10,500 cumulative hours of operation. This station is located inside the secured main area of the Municipal Services Center. Access into the yard is through a guarded gate and requires the driver to provide a valid driver’s license to enter.

3. Services Provided by Consultant

Request for Proposal (RFP) #196426 11

Initial inspection and evaluation

Upon award of contract, the successful proposer may be asked to conduct an initial condition assessment of both stations and make recommendations to the City on any repairs/services/updates that are needed or should be considered. The City is advising proposers that the Public CNG Station is currently out of service and may or may not be returned to service. In addition to proposing a full maintenance schedule for the Public

CNG Station, proposers shall also provide a minimum maintenance schedule that ensures continued regulatory compliance while the station remains offline and supports an efficient return to service if the City elects to reactivate the station.

Preventative Maintenance program

Palo Alto staff will perform weekly and monthly visual inspections of the stations and add/drain fluids as necessary. Compressor oil will be provided by the City for all contract maintenances and all used oil, filters, and dryer wastewater will be disposed by the

City. The consultant will physically visit and inspect the stations every 3-months for the purpose of checking on the status of the station and equipment and making any necessary or appropriate services and adjustments to the equipment. The consultant will describe their recommended maintenance program and schedule that complies with the manufacturers recommendations for all components. Maintenance will be performed only by individuals specifically trained in CNG station operations. Consultant will provide training documentation with their submittal for their qualified technicians who will be working on the Palo Alto equipment. Consultant will continue to provide the city with updated training documentation for any staff changes during the duration of this contract.

The maintenance program will include inspecting, testing, and certifying any component within the station as required by federal, state, or local regulations; or as recommended by equipment manufacturers. The work to be performed during the routine maintenance services will be identified by the consultant and must include the following services:

• Check fluid levels and re-fill

• Check pressure settings and adjust

• Check station control operations

• Check operation of all indicator lights

• Visual check drive system and adjust or replace belts as required

• Check vapor recovery system for proper operation and drain

Request for Proposal (RFP) #196426 12

• Inspect dispensers, hoses, nozzles for leaks or wear and replace

• Check compressor and drive motor mounting bolts

• Check for gas and oil leaks and repair

• Inspect storage cylinders (including mounting hardware) and drain

• Inspect station pressure relief valves and replace if needed

• Log fluid amounts added and drained

• Lubricate Motors and bearings

• Log station operating conditions including pressure and temperature readings while under normal running conditions.

• Check station for fault history and investigate and repair cause

• Inspect and clean all filters/cartridges (including coalescing filters) and drain or replace if needed

• Inspect, clean, adjust, or replace compressor valves

• Inspect and lubricate motor and fan bearings

• Use vibration monitor to check for abnormal noise or vibration during station operation and provide documentation to Project Manager on those results.

• Use Amp gauge to test condition of compressor motor, dryer motor, and pre-lube motor and report findings to Project Manager.

• Test methane detector inside compressor enclosure for proper operation

• Test Emergency Shut Down system for proper operation

• Fuel vehicle (to be provided by and fueled by City staff) after all maintenance/repairs are performed. Compressor must run and return to “Stand-by” after maintenance/repairs are completed.

The maintenance schedule will also include changing out all Mercer valves and Pressure

Relief Valves at both stations. These valves will be replaced with re-certified valves every

3-years. Certifications for the public station are due March 2026. The certifications for the non-public station are due February 2028. Consultant will work with Project Manager to identify best method of obtaining these specific valves.

Once per year, the consultant will replace the routine (3-month) maintenance inspection for a more comprehensive, annual inspection. During the annual inspection, the

Request for Proposal (RFP) #196426 13 consultant will perform all of the quarterly maintenance tasks as well as the following additional annual inspection items:

• Re-certify or replace safety/pressure relief valves located on the drier, compressor, storage tanks, and dispensers

• Inspect CNG system filters and replace as necessary

• Change compressor oil and filter (annually or every 500 hours whichever comes first)

• Provide documentation to meet all federal, state, and local regulations

Any parts or consumables that are used during maintenance or repair operations are not included in the base bid and will be billed individually at contractors cost plus 10%. All repairs and replacement parts will first be authorized by the Project Manager (or city representative) before the work is performed. All parts replaced, except those required to be sent back for warranty or exchange, shall be returned to the City.

Proposers will identify the anticipated number of hours (including travel time) required to provide preventative maintenance services.

Projected number of hours required to complete each Quarterly PM service. _____

Projected number of hours required to complete the Annual PM service. _____

Projected number of hours required to replace Mercer & PRD valves at each station

Regulatory Compliance

Operation of the Palo Alto CNG stations involves compliance with various regulatory agencies. CNG stations have several components that must be inspected and tested at industry established frequencies. The consultant will be responsible for providing all reporting, permitting, and certification services associated with operations of these two

CNG stations. Mercer valve or other required components will be tested and certified annually in compliance with OSHA guidelines and replaced when no longer certifiable.

The consultant may be responsible for Weights & Measures testing for the public station and maintaining current registration certificate from the County of Santa Clara. It is

Request for Proposal (RFP) #196426 14 encouraged that the consultant provides a fee and has testing equipment available. The current certification expires June 30, 2026. The consultant will be responsible for complying with all federal, state, and local regulations.

Routine and Emergency Repair Services

Station reliability is a critical factor. When there is a disruption in service, the consultant must have trained staff available to respond immediately and make repairs to return the station to normal operating status. The Consultant will verify that fully trained technicians will be available to respond to all calls for service within 4-hours. Consultant will be available on a 24-hour basis to provide emergency call-out repair service. Only individuals trained in CNG station operation will be allowed to perform maintenance and/or repairs.

The consultants will provide training documentation for the staff that will be working on

Palo Alto’s equipment. Consultants will provide the following hourly salary information for all Technicians who will respond to calls for assistance.

Normal working hours (Monday-Friday 7 am to 4 pm)

Weekday after-hours (Monday-Friday 4 pm to 7 am)

Weekends/Holidays (Contractor will identify recognized holidays)

In order to establish a comparison to determine lowest possible bidder, it is estimated that this contract will require 40 hours of “Normal working day” and 16 hours of “weekday after-hours” call out time. These hours are in addition to the hours quoted for performing the preventative maintenance services.

4. Invoicing and Payments

The consultant will submit itemized quarterly invoices that reflect all parts and labor for all payments due for services provided. All invoices must include the cumulative hours on each compressor.

5. Project Management

Request for Proposal (RFP) #196426 15

The Consultant will establish and maintain an organizational structure which will allow local management of this contract. Documentation of the Proposers ability to provide the services identified in this document shall be included in the RFP submittal. Consultants will provide the locations and contact information for at least 3 other compressed natural gas stations, similar to Palo Alto’s, that are maintained by their company.

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

N/A N/A

2. Proposed Solution (Required)

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

N/A N/A

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

N/A N/A

4. Cost (Required)

Proposed cost to the City

N/A N/A

5. Financial Condition and Stability

(Required)

Consultant or contractor’s financial condition and stability

N/A N/A

6. Timely Performance (Required)

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

N/A N/A

7. Prior Record of Performance for

Government Agencies (Optional)

Consultant or contractor’s prior record of performance with the city or other local, county or state agency

N/A N/A

Request for Proposal (RFP) #196426 16

8. Ability to Provide Ongoing Services

(Optional)

Consultant or contractor’s ability to provide in the future any maintenance, repairs, parts and/or services

N/A N/A

9. 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

N/A N/A

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.

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.

Request for Proposal (RFP) #196426 17

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

• 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.

Request for Proposal (RFP) #196426 18

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 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

Request for Proposal (RFP) #196426 19

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

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.

• Attachment_A_Cost_Proposal.doc

*Response required

15.9. Evidence of Financial Stability-REQUIRED SUBMITTAL *

Please upload your Evidence of Financial Stability

*Response required https://government-project.s3.us-west-2.amazonaws.com/53652/ce5a4be1-492e-4eaf-913a-a0e17abfe3ae_Firm_Experience.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4N2L566ZS%2F20251215%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251215T160001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEIb%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCIA%2FMho0tBsXAxz1XHp4eet77w07clr5VYm40CH%2F2rcq1AiAsBs3bDFol77%2B%2FULePhl7eP%2BXT7gm7fl5O8iYoWLSk%2BCqMBQhPEAIaDDg5MjM2NDY4NzY3MiIMp6dUCF8CPIbI6MfTKukEw114K8mItp1ZTAfePFoDoV%2BgZUfKstcEYnsh5U6m0xt6s4l3fEtkv6a4OU62m3miJAZ7t2kXPfRB4pOPoqmbtNwfzLxz6Skjd0G0NkbOt3jxP8WCAlvgjNs4fWmuet7JPAJXTn%2BYIshEhEvXvJxpjKV0%2BheZDbab23qU6W7XPJkGze1YDdDjRJJgm6GflRFKBB8QVqzIa9nVdbW6EgSE6d%2FsK5ckknSILQGPL3JETqFUQpz22I6l%2B3s2Pzb8UYQZMCIyCGLl6dAg%2FlsryvN04t12e6wjXxwQqL5gLcwPqv%2BEOLwxzm9Oxg5Xu2WQf%2FG0u5LJa1bx9VMIg9neQd6XfzG4Di7caqHSakXILpwiGcZSbXnPwZ2ceMROxKE%2BijHLC5ZvyJ2%2Bn5Jm6s5HLAT%2FS5oJBmlJOdVInRt0CtTQsZAoz6%2F4hCBmlf9bRJVEEQbpyygKtCFYSjI7GFTpv7Hbp6oMt%2B00HTjtuSZ7OhWcHb%2Bo83ewQfCNEucp4vxU42WCXGCR1XAuw4dCxI9%2Fgt1k5r7nZ4X1t1%2FBkf8TqiKoARqwourW%2BI%2F1lF1KmKKVwPDkJ4bd0hsTSsiHRKvIAg6R4y8qCpAqgDYoj73PoCeqrCmp4GSuceB4M8SCyxjWaXfokppr1GJzvrR6oHt3lDUN8tGMuGCP0hFSDwDfazAUGmZvWSj9zJFaaH8Boqcll%2FTJYY4Krq7koKL5vhKitMIx7kUn4Svili4lnTHx%2FXZve0VQWQt6QWELIWTFHuueIWCDKFGfhLCaSv1C85AaRZ9wvTle%2BAChqvBHeoaE5wfp%2FCbmRJu5KPhHYHEwiaqAygY6mgHyMRpuL1F%2B9Fz%2BwjPzg2PYXUlnljUlTVysF%2B5KmGSQur9fGu2bHbYqA%2F3aG0kZBxje1TAdS3kkXvRf%2BR9u4o7HqBinrXidx%2Ba3ErCGU1E2Bh4n5iFLhaJualZy82uYGAAz9%2BjKvhBOARweriHRYtKOyhKY%2FKr%2BMiQTNkyBeY7fTmqW9iM5F1obqEDcamz4rkDX1IvA%2Boj1sTC%2F&X-Amz-Signature=9875a557f503835f6199b4081b639435b21299886ad0fd3eb1207bcb28a89c59&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Firm_Experience.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/219413/6d9c12d7-d75e-47d2-9a69-bb83e95ba1cb_Attachment_A_Cost_Proposal.doc

Request for Proposal (RFP) #196426 20

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

*Response required

Text133