Desert Willow Golf Course Improvements.pdf

REQUEST FOR PROPOSAL

2026-RFP-040

DESERT WILLOW GOLF COURSE IMPROVEMENTS

City of Palm Desert

73-510 Fred Waring Drive

Palm Desert, CA 92260

RELEASE DATE: July 8, 2026

DEADLINE FOR QUESTIONS: July 21, 2026

RESPONSE DEADLINE: August 4, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofpalmdesert https://procurement.opengov.com/portal/cityofpalmdesert

City of Palm Desert

REQUEST FOR PROPOSAL

Desert Willow Golf Course Improvements

1. Background and Introduction

2. Notice Inviting Proposals

3. Scope of Services

4. Requests for Clarification

5. Content and Format of Proposal

6. Selection Process

7. Evaluation Criteria

8. Submittal Requirements

9. General Conditions

10. Protests

Attachments:

A - Professional Services Agreement SAMPLE

Request For Proposal #2026-RFP-040 Title: Desert Willow Golf Course Improvements

1. Background and Introduction

1.1. Summary

The City of Palm Desert (“City”) is requesting proposals from qualified firms (“Proposers”) Desert Willow

Golf Course Improvements (“Services”) to establish a three-year term Professional Services Agreement

("Agreement").

To serve and promote the welfare of its residents, the City intends to procure the Services, as described in this solicitation.

Desert Willow Golf Resort is a City-owned facility that has identified several landscape and golf course improvement opportunities, including enhancements to the practice putting greens, bunkers, driving range, and other areas of the facility. The City is seeking to contract with a qualified landscape or golf course architecture firm to provide professional design services, prepare construction documents, and assist with construction-phase support for these improvements.

1.2. Background

The City is a charter city located in the Coachella Valley in Eastern Riverside County, within the low desert region of Southern California. The City is home to approximately 50,000 full-time and an additional 32,000 seasonal residents. Palm Desert offers big-city resources within a welcoming, small-town environment, with high-quality educational opportunities, safe and clean streets, extensive retail and entertainment options, and a robust community programming. Widely considered the geographical, educational, and retail hub of the Coachella Valley, Palm Desert was incorporated in 1973 and operates under a council-manager form of government with a five-member City Council elected by district, each serving a four-year term. The City Council meets on the second and fourth Thursdays of the month at

Palm Desert City Hall, 73-510 Fred Waring Drive.

1.3. Contact Information

Project Contact:

Maria Murillo

Management Analyst

Email: mmurillo@palmdesert.gov

Phone: (760) 574-7781

Procurement Contact:

Celina Cabrera

Senior Management Analyst

Email: ccabrera@palmdesert.gov

Phone: (760) 776-6449

Department:

PW - Operations & Maintenance mailto:mmurillo@palmdesert.gov tel:(760)574-7781 mailto:ccabrera@palmdesert.gov tel:(760)776-6449

1.4. Timeline

The above scheduled dates are tentative and City retains the sole discretion to adjust the above schedule.

Nothing set forth herein shall be deemed to bind City to award a contract for the Services and City retains the sole discretion to cancel or modify any part of or all of this RFP at any time.

Release of Request for Proposal July 8, 2026

Pre-Proposal Meeting (Non-Mandatory) July 14, 2026, 9:00am https://palmdesert.zoom.us/j/86997232120

Last Day to Submit Questions for

Clarification

July 21, 2026, 5:00pm

Clarifications Issued by City on or before July 28, 2026, 5:00pm

Deadline for Receipt of Proposals submitted on or before

August 4, 2026, 5:00pm

2. Notice Inviting Proposals

2.1. NOTICE

RFP No.: 2026-RFP-040

Project Title: Desert Willow Golf Course Improvements

Project No.: CDW00001

PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the City of Palm Desert (“City”) electronically through the City of Palm Desert’s ("City") online bid management provider (“OpenGov

Procurement”), until 5:00 pm, Tuesday, August 4, 2026. Proposals may not be submitted by fax, email, telephone, mail, hand delivery, or other means; any proposals received through any means other than

OpenGov Procurement will be returned to the proposer unopened.

The City is requesting proposals to provide: Landscape architectural design services for improvements to

Desert Willow Golf Resort.

The award of this contract is subject to available budget adequate to carry out the provisions of the proposed Agreement including the identified scope of work. The City reserves the right to reject any or all proposals determined not to be in the best interest of the City.

The City of Palm Desert is committed to inclusion and diversity and welcomes proposals and bids from contractors, consultants, and vendors of all faiths, creeds, ancestries, and ethnicities without regard to https://palmdesert.zoom.us/j/86997232120 disability, gender identity, sexual orientation, or immigration status. The City condemns and will not tolerate prejudice, racism, bigotry, hatred, bullying, or violence towards any group within or outside of our community.

2.2. SCOPE OF SERVICES

The Services sought under this Request for Proposals (“RFP”) are set forth in more detail in the Scope of

Services Section, incorporated herein by this reference. Notwithstanding the inclusion of such Services in the Scope of Services Section, the final Scope of Services negotiated between City and the successful

Proposer shall be set forth in the Professional Services Agreement (“Agreement”) executed by and between City and the successful Proposer. A copy of the Agreement is attached and incorporated herein by this reference.

2.3. PREVAILING WAGE

1. Certain labor categories under this project may be subject to prevailing wages as identified in the State of California Labor Code commencing at sections 1720 et seq. and 1770 et seq. If applicable, employees working in these categories at the site must be paid not less than the basic hourly rates of pay and fringe benefits established by the California Department of

Industrial Relations. Copies of the State of California wage schedules are available for review at www.dir.ca.gov/dlsr/. In addition, a copy of the prevailing rate of per diem wages will be made available at the PW - Operations & Maintenance Department upon request. The successful proposer shall post a copy of the prevailing wage rates at each job site. It shall be mandatory upon the proposer to whom the contract is awarded, and upon any subcontractors, to comply with all Labor Code provisions, which include but are not limited to the payment of not less than the said specified prevailing wage rates to all workers employed by them in the execution of the contract, employment of apprentices, hours of labor and debarment of contractors and subcontractors.

2. Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations (“DIR”). No proposal will be accepted, nor any contract entered into without proof of the proposer’s and subcontractors’ current registration with the DIR to perform public work. If awarded a contract, the proposer and its subcontractors, of any tier, shall maintain active registration with the DIR for the duration of the project. Notwithstanding the foregoing, the contractor registration requirements mandated by

Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections

1725.5 and 1771.1. The contract awarded pursuant to this proposal may also be subject to compliance monitoring and enforcement by the DIR.

2.4. LICENSE REQUIREMENTS

Unless otherwise provided in the Instructions for Bidders, each Bidder shall be a licensed contractor pursuant to sections 7000 et seq. of the Business and Professions Code in the following classification(s) throughout the time it submits its Bid and for the duration of the Contract: C-27 Landscaping Contractor

2.5. REGISTRATION

Interested proposers may register as vendors and download the Request for Proposals (“RFP”). To register, visit the City's electronic bidding website, OpenGov Procurement, and proceed to "Subscribe" as a vendor with the City to receive new project notifications. Interested proposers may "Follow" the RFP to view and/or download the RFP details, receive addenda alerts and notices, and draft and submit a response.

2.6. PRE-PROPOSAL MEETING

Each Proposer is requested to attend a “mandatory” pre-proposal meeting to be held at 9:00 am on

Tuesday, July 14, 2026, at https://palmdesert.zoom.us/j/86997232120.

Prospective Proposers who fail to attend, or arrive after the scheduled start time, will be deemed ineligible and will be disqualified from submitting a proposal in response to this solicitation. No exceptions will be made. Attendance at the pre-proposal meeting will ensure the Proposer understands the full scope of the

Services requested.

3. Scope of Services

3.1. GENERAL SCOPE OF WORK

The City of Palm Desert (City) is seeking to contract with an engineering and design firm to design and provide construction support for golf course improvements at Desert Willow Golf Resort. Desert Willow is a premium public facility and offers two championship Southern California golf courses designed by

Dr. Michael Hurdzan and Dana Fry, and the Palm Desert Golf Academy, a premier destination for golf instruction. Improvements to the Golf Academy have been identified and scoped. The City is seeking a qualified professional engineering and design firm to provide conceptual designs, environmental review services, preparation of construction documents, and construction support for these improvements.

The City intends to retain a Landscape Architecture firm to evaluate options and develop design concepts for two areas of the golf resort: the Desert Willow Golf Academy (Academy) and the Desert Willow Golf Resort

(Resort). For the Academy, the design team will evaluate the construction of a new putting green immediately north of the existing putting green. The team will also explore the installation of new practice target greens, or the relocation of existing target greens, expansion of the driving range tee, addition of new practice features, and modifications to cart paths, as needed, to enhance the Academy's functionality and user experience. For the Resort, the design team will evaluate options for resurfacing or renovating the existing practice tee, including the potential use of artificial turf as an optional enhancement. Additional considerations include expanding the usable teeing area, improving turf recovery and tee rotation, modifying existing slopes, and evaluating any impacts to cart paths or site circulation.

Each project under this scope of work will be completed by accomplishing three (3) tasks:

https://secure.procurenow.com/portal/cityofpalmdesert

• Task I – Preliminary Planning and Conceptual Design

• Task II – Construction Documents

• Task III – Bidding and Construction Support

The City anticipates completion of this scope of work within twelve (12) to fifteen (15) months of project start.

The final deliverables for the project include:

• Conceptual Design Plan, including preliminary cost estimate

• Environmental studies, as applicable to the project

• Construction documents and specifications, reviewed and approved by the City of Palm Desert

• Construction Cost Estimate and Construction Management and Inspection Cost Estimate, including iterations based on varying designs and features

Any modifications proposed to this solicitation are welcome provided they are innovative, advanced, and well thought out methodologies and shall be identified as optional and priced separately in the sealed fee proposal.

3.2. STANDARDS OF SERVICE AND QUALITY

The selected Consultant(s) for this project will demonstrate a level of service and quality expected of a world-class municipality.

Expertise and Knowledgeability

The Consultant(s) shall provide professional engineering and design staff capable of completing this scope of work to the specifications of the City. The Consultant(s) shall provide additional concepts and design principles based on relevant experience. Previous expertise in the following areas is required; proposers shall provide references:

• Civil Engineering

• Geotechnical Engineering

• Architectural design

• Landscape architecture

• Sports facility design

• Hydrology and Stormwater retention design

The following professionals, through either direct affiliation or subcontractor services, may be retained as part of the Consultant(s’) team:

• Civil Engineer

• Geotechnical Engineer

• Architect

• Landscape Architect

• Structural Engineer

• Mechanical Engineer

• Electrical Engineer

• Plumbing Consultant

• Energy Consultant

Quality of Project Deliverables

The City of Palm Desert requests proposals from firms capable of delivering the highest quality design and construction planning services available. Proposers should convey the caliber of their work through examples, including photographs or drawings where available. Unique experience and characteristics of the firm should be included to demonstrate ingenuity, however a strong understanding of the City’s goals for quality of life of its residents is a priority. Deliverables for this project should demonstrate the investment in data analysis and project-specific research. Plans shall be comprehensive and thorough, and presentations shall include color drawings and renderings. Materials boards shall be included where applicable.

3.3. SERVICES TO BE PERFORMED

The Consultant(s) shall perform the following services in coordination with City Staff, Desert Willow Golf

Resort, and the City Council.

TASK I – PRELIMINARY PLANNING AND CONCEPTUAL DESIGN

A. Project Initiation

In addition to necessary technical-focused meetings with City and utility owners, which may or may not need to be in person, the Consultant(s) shall make provisions to conduct an in-person kick-off meeting;

monthly in- person progress meetings with the City; public involvement meetings as proposed in this scope of work; and one in-person construction pre-bid meeting and one in-person pre-construction meeting.

• Consultant(s) shall plan and attend a kick-off meeting with City staff to ensure clarity and mutual understanding of the scope of work. This meeting will provide an opportunity to obtain all relevant input regarding the project area, including phasing, site and budgetary constraints, and objectives. The meeting will also provide a review of the scope of services, goals, planning and design, maintenance and operation, utility improvements, construction planning, and budget.

• City staff will provide relevant technical documents that have been developed for the site, including a topographic survey including boundaries, utilities, easements, and related information.

• City staff will provide a budget range for construction of the final project design. The

Consultant(s) shall ensure that all project design options are within the specified budget range.

• A project timeline will be established and agreed upon at the kick-off meeting. This timeline shall be followed for the duration of the project. Copies of the approved schedule shall be provided to all key team members and City staff. Changes to the timeline shall be submitted to the Public Works Director for review and approval.

B. Review and Data Collection

To familiarize the project team with existing conditions and adjacent land uses, research and data collection shall be undertaken during this task. This work shall focus on reviewing the physical limitations and opportunities of the site, including drainage, existing vegetation, existing utilities, external influences, parking and access needs, pedestrian and vehicular circulation requirements, and the relationship of adjacent developments. This task shall allow each discipline representative to visit the site and perform a field investigation to become familiar with project site conditions.

C. Conceptual Design

The Consultant(s) will provide a Conceptual Design Plan consisting of renderings of the project features that meet the established needs and create a welcoming, inviting, and enjoyable for a variety of users.

The design plans developed during this task shall be presentation quality, color graphic representations of the proposed site improvements.

• The final Conceptual Design Plan will facilitate and support the needs of Desert Willow Golf

Resort and reflect a thorough understanding of the current and planned facilities and related amenities.

• The Consultant(s) shall review all existing background technical reports for the site, including hydrology and drainage. Plans shall address long-term stormwater retention needs for the site.

• Energy conservation, use of solar energy, electric vehicle charging, environmental protection, and greenhouse gas emissions reductions shall be incorporated into the design to the extent possible within the project budget.

• The final Conceptual Design Plan will be presented to City staff, Desert Willow Golf Resort staff, and the City Council for approval.

D. Preliminary Cost Estimate and Timeline

The final Conceptual Design Plan will include construction cost estimates that are within the City’s budget range, as specified during the project initiation phase. Cost estimates for construction, as well as construction management and inspection, are deliverables for this project. Several variations of these estimates shall be presented based on different potential designs and features. A timeline for implementation of the Conceptual Design Plan shall also be included.

• The Consultant(s) shall assemble cost data and prepare an initial project cost estimate at the completion of the conceptual design phase. The estimate shall clearly demonstrate an itemized cost for the development and construction of the course features, systems, utilities, and other improvements identified in the Conceptual Design Plan documents. City staff shall be given the opportunity to review the estimate and provide comments or adjustments. The initial cost estimate shall be modified accordingly upon completion of the final Conceptual Design Plan.

• The proposed timeline shall serve as a “road map” for construction of the improvements and shall include a breakdown of construction phases and an estimated cost associated with each phase.

TASK II – CONSTRUCTION DOCUMENTS

E. Preparation of Construction Documents

The Consultant(s) shall perform professional and technical engineering, landscape design, and related design services to prepare design and feasibility studies, preliminary engineering, Plans, Specifications and

Estimates (PS&E). This includes coordinating and finalizing the formatting of construction and architectural documents required for the City Architectural Review Application. The Consultant(s) shall also coordinate with the City’s Building and Safety Division regarding building components for the project. One set of plans to scale shall be provided in PDF electronic file format and plotted at the appropriate sheet size and scale. A redline hard copy of the City’s plan check review comments will be returned to the Consultant(s). Two (2) plan check reviews are anticipated prior to submittal of the final product. The final submittal shall include all electronic files of and relating to the approved alignment, including AutoCAD, GIS data, and PDF files. The City will use the PS&E to advertise, award, and administer one or more construction contracts.

• Topographic Survey

• Grading and drainage plan

• Architectural Site Plan including ADA Path of Travel

• CalGreen Compliance Specifications

• Floor Plans for any facilities, including both Shell and Tenant Improvements, and structural engineering (ceiling, door/window, roofing, foundation framing, finishes etc.)

• Site lighting plans

• Photometric plans

• Building lighting plans

• Title 24 energy calculations

• Utility plans (water, Air Conditioning, plumbing, and power)

• Landscaping plans (landscape, hardscape, irrigation, landscape lighting)

F. Environmental Review

The Consultant(s) shall provide environmental review services as needed for each project, including CEQA environmental studies, permits, and documentation where applicable.

G. Management Plan

The Consultant(s) shall develop a Management Plan for the project that includes water management, electrical/lighting, landscape, and facility upkeep, including timelines, to adequately maintain facilities included in the final design.

• The Management Plan will include the ongoing maintenance of mitigation measures identified in any applicable environmental documents.

• The Consultant(s) will coordinate with City Public Works Department and Desert Willow Golf

Resort to convey information regarding management tasks related to the site design.

TASK III – BIDDING AND CONSTRUCTION SUPPORT

While the City anticipates completion of Tasks I through III of this scope of work within twelve (12) to fifteen (15) months of project start, construction of the improvements planned under this scope is expected to commence following the bidding phase the project. There will likely be an interval of time between completion of design and construction. To accommodate this timeframe, the agreement for this project has been drafted with a three-year term, including the option to renew the agreement for two (2) additional one-year terms. The duration of construction will vary based on the extent of the final project design.

H. Bidding

The Consultant(s) shall provide an electronic copy of the final approved plans. The electronic copy of the plans shall be provided in both AutoCAD files and PDF formats, and the electronic copy of the specifications shall be provided in both Microsoft Word and PDF formats.

The City will be responsible for making copies of contract documents and distributing them to contractors.

The Consultant(s) shall respond to questions that arise during the bid phase and prepare addenda, which will be distributed by the City as necessary.

Bidding procedures will be the responsibility of the City. While the PS&E construction package is being advertised for bids, all questions concerning intent shall be referred to the City for resolution. If any items requiring interpretation in the drawings or specifications are discovered during the bidding period or bid opening, those items shall be analyzed by the Consultant(s) for decision by the City as to the appropriate procedure. Corrective action will be in the form of an addendum prepared by the Consultant(s) and issued by the City, or by a covering change order after award to the construction contract.

The Consultant(s) shall attend the pre-bid and pre-construction meetings upon notification by the City.

During construction, and if authorized by the City, the Consultant(s) shall furnish all necessary drawings for corrections, requests for information (RFIs) and change orders required due to errors and omissions of the Consultant(s). The Consultant(s) may also be assigned by the City to review and approve submittals and shop plan drawings submitted by the construction contractor.

I. Construction Support

The City will serve as the contract manager and direct liaison between the Consultant(s), other City agencies, and peer agencies.

The Consultant(s) shall be responsible for project management activities throughout the life of the contract. The scope of activities includes, but is not limited to, coordinating and scheduling meetings, managing the project schedule, preparing and distributing meeting minutes, conducting field reviews, tracking action items for the City and the Consultant(s’) subcontractors, and preparing all exhibits and presentations for City submittal to the City Council, peer agencies, and public meetings, as applicable.

3.4. NON-CONTRACTUAL SERVICES

Services not described in this scope of work may be identified during the project period. Upon written approval from the City, as described below, the Consultant(s) may provide services beyond the work identified above. On such occasions, the following criteria will be followed:

• Non-contractual services shall not be initiated without a contract amendment or change order approved by the City of Palm Desert.

• Labor shall be billed per the hourly rates indicated in the Consultant(s’) proposal.

• Non-contractual services may include, but are not limited to:

▪ Addition of new tasks

▪ Increasing the work effort of the services as requested by the City

▪ Contributing to grant application development and submittal

3.5. SCHEDULE

Upon execution of the Agreement, the Consultant(s) will be able to complete Tasks I through III of this

Scope of Work, excluding additional services, within twelve (12) to fifteen (15) months of project start.

Estimated milestones include delivery of the final Conceptual Design Plan within six (6) months of the contract start date.

Construction of the improvements planned under this scope is expected to occur in multiple phases based on the final design, project priorities, and available funding. The City anticipates that improvements to the

Desert Willow Golf Resort practice tee area may be constructed first, with work targeted for the summer construction season following completion of design. Improvements to the Desert Willow Golf Academy may be implemented as a subsequent phase during a future summer construction season. The design process shall evaluate both project areas concurrently and provide the information necessary to confirm project feasibility, establish construction priorities, refine phasing, and develop reliable cost estimates for each phase.

There will likely be an interval of time between completion of Task II and construction. To accommodate this time frame, the agreement for this project has been drafted with a three-year term, including the option to renew the agreement for two (2) additional one-year terms. The duration of construction will vary based on the final scope and phasing of the project.

The City’s expects the satisfactory completion of this project to remain a high priority for the Consultant(s) for the duration of the agreement term.

4. Requests for Clarification

All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing VIA THE "Q&A" tab through the City’s online bid management provider (“OpenGov-

Procurement”).

All written questions, if answered, will be answered in writing, conveyed to all interested firms, and posted through OpenGov-Procurement. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by 5:00 pm (local time) on Tuesday, July 21, 2026.

5. Content and Format of Proposal

5.1. Proposal (WITHOUT COST)*

Proposals shall be clear, concise, and organized in the order outlined below. Proposals must provide sufficient information to allow the City to evaluate the proposer’s qualifications, experience, approach, and ability to successfully complete the requested services. All required proposal materials shall be submitted through OpenGov in accordance with the instructions provided in this RFP.

1. Cover Letter

The proposal shall include a cover letter signed by an individual authorized to bind the firm contractually. The cover letter shall include, at a minimum:

• A brief introduction to the firm including a summary of the firm's general qualifications.

• Identify the individual(s) name, address, telephone number, and email address authorized to negotiate Agreement terms and compensation.

• An executive summary demonstrating the firm's understanding of the project and of the specific approach which will be used to deliver the scope.

• A statement confirming the firm’s ability and commitment to complete the requested services within the anticipated project schedule.

2. Firm Qualifications and Experience https://secure.procurenow.com/portal/cityofpalmdesert

The proposal shall describe the firm’s qualifications and relevant experience which specifically addresses the firm's experience with similar as described in this RFP.

At a minimum, this section shall include:

• Overview of the firm, including years in business, office location(s), and areas of specialization.

• Experience with golf course, golf practice facility, sports facility, resort, public facility, or comparable landscape improvement projects.

• Experience providing services for public agencies.

• Demonstrated experience preparing conceptual designs, construction documents, cost estimates, phasing recommendations, and construction support services.

• Description of the firm’s familiarity with applicable codes, standards, permitting requirements, accessibility requirements, and environmental review processes.

• Identification of any unique qualifications that make the firm well suited for this project.

3. Project Team

The proposal shall identify the proposed project team, including the project manager, key personnel, and any subconsultants. The proposal shall clearly define each team member’s role and area of responsibility as well as your firm's capacity to provide additional personnel as needed.

This section shall include:

• Organizational chart showing the proposed team structure.

• Resumes or professional biographies for key personnel.

• Relevant licenses, certifications, and registrations.

• Identification of the primary point of contact for the City.

• Description of the project manager’s experience managing similar projects.

• Availability and capacity of the proposed team to complete the work within the anticipated schedule.

• Identification of any work proposed to be performed by subconsultants.

4. Project Understanding and Approach

The proposal shall describe the proposer’s understanding of the project goals, site considerations, anticipated challenges, and desired outcomes. This section should demonstrate the proposer’s understanding of Desert Willow Golf Resort as a City-owned public golf facility and the importance of maintaining a high-quality guest, golfer, and instructional experience.

At a minimum, this section shall include:

• Understanding of the requested improvements at the Desert Willow Golf Academy and Desert

Willow Golf Resort practice tee area.

• Proposed approach to evaluating design options for the putting green, practice target greens, driving range tee, practice features, cart paths, site circulation, turf recovery, tee rotation, slopes, and potential artificial turf options.

• Approach to coordinating with City staff, Desert Willow Golf Resort staff, and other stakeholders.

• Approach to balancing project quality, operational needs, constructability, maintenance requirements, budget, and phasing.

• Approach to identifying potential environmental, utility, drainage, accessibility, and permitting considerations.

• Proposed strategy for developing conceptual alternatives, cost estimates, construction documents, and bid-ready plans and specifications.

5. Scope of Work and Work Plan

The proposal shall include a detailed work plan describing how the proposer will complete the services identified in the Scope of Services. The work plan should be organized to correspond with the major project tasks:

• Task I – Preliminary Planning and Conceptual Design

• Task II – Construction Documents

• Task III – Bidding and Construction Support

The work plan shall describe proposed tasks, deliverables, meetings, review points, coordination efforts, and assumptions. The proposer should also identify any recommended modifications, additions, or optional services that may improve the project outcome. Any optional services shall be clearly identified and priced separately in the sealed fee proposal.

6. Schedule

The proposal shall include a proposed project schedule demonstrating the proposer’s ability to complete the work within the City’s anticipated timeframe. The schedule shall identify key milestones, including but not limited to:

• Project kickoff

• Site review and data collection

• Conceptual design development

• Preliminary cost estimate

• City review milestones

• Final conceptual design

• Environmental review, if applicable

• Construction document preparation

• Plan check and revisions

• Final construction documents and specifications

• Bidding support

• Construction support

The schedule should also identify proposed review durations, major decision points, and any assumptions regarding City review, environmental review, permitting, bidding, or phased construction.

7. Comparable Projects and References

The proposal shall include a minimum of three comparable projects completed within the past ten years. Comparable projects may include golf course improvements, golf practice facilities, resort landscape improvements, public recreational facilities, sports facilities, or similar design and construction document projects.

For each project, include:

• Project name and location.

• Client name.

• Client contact person, telephone number, and email address.

• Project description.

• Services provided by the proposer.

• Role of proposed key personnel, if applicable.

• Project completion date.

• Construction cost or estimated construction cost.

• Description of relevance to this project.

8. Quality Control and Cost Management

The proposal shall describe the firm’s quality control process and approach to managing project costs.

This section shall include:

• Quality assurance and quality control procedures for design documents, technical studies, plans, specifications, and estimates.

• Approach to coordinating work among disciplines and subconsultants.

• Approach to preparing reliable construction cost estimates.

• Strategy for evaluating design alternatives against available budget.

• Approach to identifying constructability issues early in the design process.

• Approach to minimizing change orders caused by errors, omissions, or lack of coordination.

9. Construction Support Experience

The proposal shall describe the firm’s experience providing bidding and construction-phase support services. This section shall include experience with:

• Responding to bidder questions.

• Preparing addenda.

• Attending pre-bid and pre-construction meetings.

• Reviewing submittals and shop drawings.

• Responding to Requests for Information.

• Preparing plan revisions or clarifications.

• Supporting change order review.

• Conducting site visits or field observations.

• Assisting public agencies during construction.

*Response required

5.2. Fee Proposal*

Please provide a lump-sum, not-to-exceed fee proposal for the scope of Services. The fee proposal shall include hourly rates for all personnel for “Additional Work” (as such term is defined in the proposed

Agreement attached herein).

*Response required

5.3. Non-Collusion Declaration*

The undersigned declares:

I am an authorized representative of my company, the party making the foregoing Bid, to certify the following.

The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other

Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her

Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

☐ Please confirm

*Response required

5.4. Enter your valid CA Contractors State License Board (CSLB) number* Please enter your License Number here. This will be verified against the state database.

*Response required

5.5. Type of Business*

☐ C Corporation (if corporation, two signatures are required)

☐ S Corporation (if corporation, two signatures are required)

☐ Limited Liability C Corporation (if corporation, two signatures are required)

☐ Partnership

☐ Limited Liability Partnership

☐ Sole Proprietor/Individual

☐ Other

*Response required

5.6. Litigation*

Provide litigation history for any claims filed by your firm or against your firm related to the provision of

Services in the last five (5) years (or type "N/A").

*Response required

5.7. Changes to Agreement*

The City standard Professional Services Agreement contract is included as an attachment herein. The

Proposer shall identify any objections to and/or request changes to the standard contract language in this section of the proposal (or type "N/A"). If you are identifying changes here ALSO upload a copy of the redlined Language/Agreement with your Proposal. Changes requested may effect theCity's decision to enter into an Agreement.

*Response required

5.8. No Deviations from the RFP*

In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this

RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted here, and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein (or type "N/A").

Maximum response length: 5000 characters

*Response required

5.9. List the Signatory(s) Authorized to Sign and Bind an Agreement.* (If two (2) signatures are required, include the following information for both signatories)

1. Full Name

2. Title

3. Physical Business Address

4. Email Address

5. Phone Number

Corporation (C-Corp): Requires two signatures from authorized officers— one from President or Vice

President, and the other from the Secretary or Treasurer.

An alternate signatory may be used if authorized by a Notarized Corporate Resolution or Article of

Authority.

LLC: Usually requires one signature from an authorized member or manager. For significant contracts

(e.g., over $50,000 for construction or over $25,000 for service agreements), additional approvals or signatures may be required.

Sole Proprietorship, Non-Profit, Single LLC: Only the one signature is necessary.

*Response required

5.10. Certification of Proposal: The undersigned hereby submits its proposal and, by doing so, agrees to furnish services in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.*

☐ Please confirm

*Response required

6. Selection Process

1. During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

2. It is the City’s intent to select a Proposer best evidencing demonstrated competence and professional qualification to perform the Services. The City reserves the right to reject all proposals, select by proposal review only or interview as needed. Certain Proposers may be selected to make a brief presentation and oral interview after which a final selection will be made.

The successful Proposer will be selected on the basis of information provided in the RFP, in-person presentations, and the results of the City’s research and investigation. Upon selection of a

Proposer, the City will endeavor to negotiate a mutually agreeable Professional Services

Agreement with the selected Proposer. In the event that the City is unable to reach Agreement, the City will proceed, at its sole discretion, to negotiate with the next Proposer selected by the

City. The City reserves the right to contract for services in the manner that most benefits the City including awarding more than one contract if desired.

3. After negotiating a proposed Agreement that is fair and reasonable, City staff will make the final recommendation to the City Council concerning the proposed Agreement. The City Council has the final authority to approve or reject the Agreement.

7. Evaluation Criteria

Proposals will be evaluated based on the criteria listed below.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm Qualifications and Multidisciplinary

Experience

Experience of the firm providing professional landscape architecture and engineering services for projects similar in scope and complexity. Evaluation will consider demonstrated experience in civil engineering, geotechnical engineering, landscape architecture, electrical/lighting design, grading, and site development.

0-5 Points 20 (20% of Total)

2. Project Team and Technical Expertise

Qualifications, licenses, and experience of the proposed project team and subconsultants.

Evaluation will consider the team’s ability to provide the required disciplines including civil engineering, geotechnical engineering, landscape architecture, electrical engineering, and related technical services, and their experience working collaboratively on similar projects.

0-5 Points 20 (20% of Total)

3. Relevant Project Experience and Quality of

Work

Demonstrated success on similar projects involving conceptual design, preparation of

Plans, Specifications, and Estimates (PS&E), and support during bidding and construction.

Evaluation may consider quality of submitted renderings, plans, drawings, and completed project examples.

0-5 Points 20 (20% of Total)

4. Project Understanding and Technical

Approach

Demonstrated understanding of the project goals and site conditions, and the proposer’s methodology for completing Task I (Conceptual

Design), Task II (Construction Documents), and

Task III (Bidding and Construction Support).

0-5 Points 20 (20% of Total)

5. Project Schedule and Responsiveness

Ability to meet the City's anticipated timeline and maintain responsiveness throughout the project.

0-5 Points 10 (10% of Total)

6. Cost Proposal

Reasonableness and competitiveness of the proposed fee structure and overall cost for completing the Scope of Services.

0-5 Points 10 (10% of Total)

8. Submittal Requirements

8.1. General

It is strongly recommended that the Proposer submit proposals in the format identified in this RFP to allow the City to fully evaluate and compare the proposal. All requirements and questions in the RFP should be addressed and all requested data shall be supplied. The City reserves the right to request additional information which, in the City’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the Agreement.

8.2. Preparation

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Proposer’s demonstrated capability to perform the Services. Expensive bindings and promotional materials, etc., are not necessary or desired. However, technical literature that supports the approach to providing the

Services and work plan should be forwarded as part of the proposal. Emphasis should be concentrated on completeness, approach to the work and clarity of proposal.

8.3. Site Examination

Proposers may visit the City and its physical facilities to determine the local conditions which may in any way affect the performance of the work; familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the

Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement.

8.4. Authorization

The proposal shall be signed by an individual, partner, officer or officers authorized to execute legal documents on behalf of the Proposer.

8.5. Confidentiality of Proposal

Proposals submitted in response to this RFP shall be held confidential by City and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either City and the successful Proposer have completed negotiations and entered into an Agreement or

City has rejected all proposals. All correspondence with the City including responses to this RFP will become the exclusive property of the City and will become public records under the California Public

Records Act. The City will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement.

If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public

Records Act, the Proposer must mark it as such and state the specific provision in the California Public

Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), the City will provide

Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give City written notice of Proposer's objection to the City's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information.

Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this RFP.

8.6. Submittal Instructions

The proposal must be received no later than 5:00 pm, on or before Tuesday, August 4, 2026 through the

City’s electronic bidding system, OpenGov Procurement. It is solely the responsibility of Proposer to see that its proposal is properly submitted in #Content and Format of Proposal in proper form and prior to the stated closing time. The City’s electronic bidding system will not accept late proposals. The City will only consider proposals that have transmitted successfully and have been sent an email with a time stamp from the City’s electronic bidding system indicating that the proposal was submitted successfully.

Proposers shall be solely responsible for informing themselves with respect to the proper utilization of the City’s electronic bidding system, ensuring the capability of their computer system to upload the required documents, and the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer’s sole risk, and no relief will be given for late and/or improperly submitted proposals.

Proposers experiencing any technical difficulties with the proposal submission process may contact

OpenGov Procurement Support using the instant help chat function (located at the bottom right of the screen while on the website) during business hours, or by emailing support@procurenow.com. Neither the City nor OpenGov Procurement make any guarantee as to the timely availability of assistance or assurance that any given problem will be resolved by the proposal submission date and/or time.

9. General Conditions

9.1. Amendments to RFP

The City reserves the right to amend the RFP or issue to all Proposers addenda to answer questions for clarification.

9.2. Amendments to Proposals

Unless specifically requested by the City, no amendment, addendum or modification will be accepted after a proposal has been submitted to City. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted prior to the deadline stated herein for receiving proposals.

9.3. Non-Responsive Proposals

A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

https://secure.procurenow.com/portal/cityofpalmdesert/projects/256656/document?section=2456233 mailto:support@procurenow.com

9.4. Costs for Preparing

The City will not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of the City. The City will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.

9.5. Cancellation of RFP

City reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other…