Design_of_Quiet_Zone_Improvements_at_Churchill_Avenue,_Meadow_Drive,_and_Charleston_Road_crossings.pdf

Transportation Department

Request for Proposals (RFP) #RFP196802 For

Design of Quiet Zone Improvements at Churchill Avenue, Meadow Drive, and Charleston Road crossings

Proposal Submittal Deadline:

Wednesday, May 27, 2026 BEFORE 3:00 pm

Procurement Contact:

Albert Lujan Contract Administrator albert.lujan@paloalto.gov

(650) 463-4954

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. CA DIR Registration Requirements

15. Prevailing Wage Information

16. Certified Payroll

17. Suspension and Debarment Status

18. Proposer Questionnaire

Attachments:

A - Attachment A - Palo Alto Quiet Zone report_Final

B - Attachment B - Palo Alto Ave_Plans_Bid Set_20250130

C - Attachment C - Firm Experience

D - Attachment D Insurance_Requirement (1)

E - Attachment E Cost Proposal RFP196802

F - Attachment F - Professional_Services_Agreement_Sample (5)

1. INTRODUCTION

The City of Palo Alto is seeking proposals from qualified firms to provide services for The

City of Palo Alto is soliciting proposals from qualified design and engineering professionals to provide Plans, Specifications, and Engineer’s Estimates (PS&E) for the construction of Quiet Zone improvements at three existing at-grade railroad crossings along the Peninsula Corridor Joint Powers Board (PCJPB), also known as Caltrain. The proposed Quiet Zone will ultimately include all four at-grade rail crossings within the City..

The required services and performance conditions are described in the Scope of Work

(or Services).

1.1. Summary

The City of Palo Alto is soliciting proposals from qualified design and engineering professionals to provide Plans, Specifications, and Engineer’s Estimates (PS&E) for the construction of Quiet Zone improvements at three existing at-grade railroad crossings along the Peninsula Corridor Joint Powers Board (PCJPB), also known as Caltrain. The proposed Quiet Zone will ultimately include all four at-grade rail crossings within the City.

The scope of services includes preparation of construction documents, technical specifications, and cost estimates, as well as coordination and securing required approvals from the California Public Utilities Commission (CPUC), Federal Railroad

Administration (FRA), PCJPB/Caltrain, and Union Pacific Railroad, as applicable, for the establishment or amendment of a Quiet Zone.

Consultant Qualifications

The preferred Consultant team shall demonstrate experience and expertise in the following areas:

• Rail corridor and at-grade crossing design

• Railroad signal timing, preemption, and interconnect systems including Positive

Train Control (PTC) and wireless crossing systems

• Design of railroad improvements, including gate arms, signal equipment, signal cabinets, and interconnections

• Civil engineering design related to roadway, pedestrian, and utility improvements

• Community outreach, stakeholder coordination, and public meeting facilitation

1.2. Contact Information

Procurement Contact:

Albert Lujan

Contract Administrator albert.lujan@paloalto.gov

(650) 463-4954

Request for Proposal (RFP) #RFP196802 4 Design of Quiet Zone Improvements at Churchill Avenue, Meadow Drive, and Charleston Road crossings

Department:

Transportation

1.3. Timeline

Release Project Date: April 28, 2026

Question Submission Deadline: May 13, 2026, 1:00pm

Proposal Submission Deadline: May 27, 2026, 3:00pm

2. PRE-PROPOSAL CONFERENCE AND CERTIFICATIONS

2.1. Examination of Proposal Documents

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

Proposer that it:

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

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

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

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

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

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

2.2. Addenda / Clarifications

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

Questions & Answers section of this project listing on OpenGov.

Correspondence shall be communicated through the City’s electronic procurement system. Responses from the City will be provided through the Questions & Answers section of OpenGov for this project and available to all. Inquiries received after the

Request for Proposal (RFP) #RFP196802 5 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 Wednesday, May 27, 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) #RFP196802 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) #RFP196802 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. Proposed Innovations

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

3.6. Project Staffing

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

3.7. Proposal Exceptions

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

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

3.8. Proposal Costs and Rates

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Provision of this information assists the City in

Request for Proposal (RFP) #RFP196802 8 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 additional services outlined in the Scope of Services.

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

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

3.9. Evidence of Financial Stability

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

• The most recent audited financial statement

• Reviewed financial statements for the last two years

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

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

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

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

4. CONTRACT TYPE AND METHOD OF PAYMENT

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

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

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

Request for Proposal (RFP) #RFP196802 9 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:

• 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. Design of Quiet Zone Improvements at Churchill Avenue, Meadow Drive, and Charleston Road crossings

Scope of Work

The project scope of work is anticipated to include the following tasks. Proposers shall submit a detailed and recommended scope of work that addresses the requirements below, with a focus on achieving the objective of implementing a Quiet Zone in Palo Alto.

Task 1: Kick-off meeting and Final Scope/Schedule The Consultant shall meet with the City Project Manager and key City staff to confirm project goals, refine and finalize the scope of work, establish a detailed project schedule, and agree upon communication protocols and a recurring meeting schedule.

• A project coordination meeting shall be conducted at least biweekly.

• The Consultant shall submit a final scope and schedule for City approval prior to proceeding with Task 2.

Request for Proposal (RFP) #RFP196802 10

• Monthly progress reports shall be prepared summarizing scope status, schedule, budget, and key issues.

Anticipated meetings for this task include:

• One (1) project kick-off meeting

• Monthly coordination meetings with City staff

Task 2: Development of Plans, Specifications, and Engineers Estimate

Consultants shall prepare design plans, specifications, and engineer’s estimates for construction of the project, based on the approved conceptual design. Improvement plans shall include all necessary required details prepared by a Registered Professional

Civil Engineer with good standing with the State of California. Proposed improvements may include, but not limited to, the following types of elements: railroad gate arms and associated equipment, electrical connections for railroad signals and power connections with railroad cabinets, cabinet communication interconnect and equipment, site surveying, sidewalk realignment and/or widening, utility relocations, signage and striping, other rail improvements. Improvement plans for Railraod signal preemption and electrical connections for railroad signals and power shall be prepared by a Register Professional Electrical Engineer with good standing with the State of California.

Project Specifications shall be consistent with Caltrain and Railroad Standard

Specifications. During plan development, the Consultant shall provide 50%, 90%, and

100% plans and engineer’s estimates based on the improvement plans and comparable bids for similar projects to ensure the project remains within the project budget.

The Consultant Team will be responsible for preparing its own survey and potholing to properly analyze the project area in order to prepare accurate design plans for construction. The City will make available any survey and CAD files prepared as part of past projects (if available).

Consultant shall include in their fee, time required for meetings with City, Caltrain (JPB), CPUC, FRA and for plan review at various levels of design submittals and final approval from Caltrain staff.

Deliverables for Task 2 should include the following items:

• 50% PS&E Design Packages (PDF & 24”x36” size plans, up to 10 sets)

• 90% PS&E Design Package (PDF only)

• 100% PS&E Bid Package (24”x36” size plans, 5 sets, soft copy in pdf format and

CADD files)

• Technical Project Specifications (soft copy in pdf format and Microsoft Word documents)

• 50% and 100% Engineers Cost Estimate

• Procurement of all necessary permits to allow for the construction of the project

Request for Proposal (RFP) #RFP196802 11

Meetings with City and JPB staff for the review of design plans, specifications and construction staging shall be held on a regular basis and should be included in the

Consultant’s fee. The Consultant shall also serve as a scribe at all meetings and provide the City with meeting notes and action notes within 5- business days of each meeting.

The Consultant should plan on the following anticipated meeting schedule to successfully develop the final project plans:

• Quarterly coordination meetings with City and PCJPB staff

• Diagnostic meeting with all stakeholders (as needed)

• Monthly coordination meeting with City Staff

Task 3: Permitting & Reviews

Consultant shall assist in the development and submittal of materials required by outside agencies necessary for the implementation of the Quiet Zone. Consultant shall prepare and submit the GO 88-B application to the California Public Utilities Commission (CPUC) on behalf of the City to seek approval for the alteration of the at-grade crossing.

Services shall include:

• Preparation and submittal of the CPUC General Order (GO) 88-B application

• Coordination with PCJPB/Caltrain to obtain plan review approvals, Site Specific

Work Plan (SSWP) review and approval, permits, and service agreements for work within the Caltrain right-of-way

• Coordination with the FRA and preparation of all documentation required to obtain final Quiet Zone authorization

• Preparation of environmental documentation pursuant to the California

Environmental Quality Act (CEQA). The project is anticipated to be categorically exempt; therefore, preparation and filing of Notices of Exemption are expected.

Required filing fees shall be paid by the Consultant.

Deliverables include:

• Final signed and approved Construction plan set, technical specifications, and bid schedule for Caltrain procurement to construct improvements

• Service Agreement with Caltrain to perform this work

• Notice of Intent (NOI) filing

• GO 88-B approval

• Notice of Establishment (NOE)

• Final field review meeting

• Notice of Exemption (CEQA)

Task 4: Community Outreach

The Consultant shall be responsible for the preparation of all outreach materials, including media ads to be coordinated for publication by the City, meeting notice flyers for mailing

Request for Proposal (RFP) #RFP196802 12 to residents by the City, and community meeting presentations. The Consultant shall also serve as a scribe at all community meetings.

The Consultant should plan on the following anticipated meeting schedule to successfully develop the final project plans:

• Attend two (2) community outreach meetings

• One (1) Palo Alto Bicycle Advisory Committee meetings,

• One (1) City-School Traffic Safety Committee meeting

• One (1) PTC meeting

• Two (2) Rail Committee meetings

• One (1) City Council meeting.

The City will assist in securing community and project team meeting facilities. The

Consultant shall be responsible for the preparation of all outreach materials, including media ads to be coordinated for publication by the City, meeting notice flyers for mailing to residents by the City, and community meeting presentations. The Consultant shall also serve as a scribe at all community meetings and provide the City with meeting notes and action notes within 5- business days of each meeting.

Task 5: Construction Support Services (Optional):

Construction of the Quiet Zone improvements is anticipated to be managed by the

Peninsula Corridor Joint Powers Board (PCJPB/Caltrain). The Consultant shall provide design support services, as needed, during the bidding and construction phases to assist the City and PCJPB/Caltrain.

During the bidding period, services may include responding to bidder questions and supporting the preparation of addenda, as required.

During construction, services may include, but are not limited to:

• Review and response to contractor submittals

• Response to Requests for Information (RFIs)

• Preparation of change order documentation related to design modifications

• Participation in field reviews and meetings to resolve design conflicts or required changes

• Review and inspection of railroad signal connections, interconnections, and equipment necessary for railroad preemption and implementation of advanced preemption systems

All design support services shall be provided in coordination with the City and

PCJPB/Caltrain and shall comply with applicable railroad and Caltrain standards.

Caltrain Design Guidelines:

http://www.caltrain.com/about/doingbusiness/engineering/engineeringstandards.html http://www.caltrain.com/about/doingbusiness/engineering/engineeringstandards.html

Request for Proposal (RFP) #RFP196802 13

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.

6.1. Round 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality of the Proposal (Required)

Quality and completeness of proposal

Points Based 10 (10% of Total)

2. Proposed Solution (Required)

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

Points Based 10 (10% of Total)

3. Experience (Required)

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

Points Based 10 (10% of Total)

4. Cost (Required)

Proposed cost to the City

Reward Low Cost 10 (10% of Total)

5. Financial Condition and Stability

(Required)

Consultant or contractor’s financial condition and stability

Points Based 10 (10% of Total)

6. Timely Performance (Required)

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

Points Based 10 (10% of Total)

7. 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

Points Based 10 (10% of Total)

8. Ability to Provide Ongoing Services

(Optional)

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

Points Based 10 (10% of Total)

Request for Proposal (RFP) #RFP196802 14

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

Points Based 10 (10% of Total)

10. Other (Optional)

If other factors or factors the City deems relevant please provide specific criteria here.

6.2. Round 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality of the Proposal (Required)

Quality and completeness of proposal

Points Based 20 (20% of Total)

2. Proposed Solution (Required)

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

Points Based 15 (15% of Total)

3. Experience (Required)

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

Points Based 10 (10% of Total)

4. Cost (Required)

Proposed cost to the City

Reward Low Cost 10 (10% of Total)

5. Financial Condition and Stability

(Required)

Consultant or contractor’s financial condition and stability

Points Based 5 (5% of Total)

6. Timely Performance (Required)

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

Points Based 10 (10% of Total)

7. 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

Points Based 5 (5% of Total)

Request for Proposal (RFP) #RFP196802 15

8. Ability to Provide Ongoing Services

(Optional)

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

Points Based 5 (5% of Total)

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

Points Based 10 (10% of Total)

10. Experience with Railroad and other

Public Agencies

Experience working with Caltrain, California

Public Utilities Commission & Federal

Railroad Administration in obtaining permits and agreements required for the project

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.

Request for Proposal (RFP) #RFP196802 16

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

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

9. COLLUSION

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

10. DISQUALIFICATION

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

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

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

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

Proposer and the City

• Evidence of incorrect information submitted as part of the proposal

• 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

Request for Proposal (RFP) #RFP196802 17

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

13. FIRMS OR PERSONS NOT ELIGIBLE TO SUBMIT A

PROPOSAL

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

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

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

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

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

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

Proposer(s) participation in the planning, discussions, or drawing of project plans 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. CA DIR REGISTRATION REQUIREMENTS

The City hereby provides notice of California Labor Code section 1771.1(a), which reads:

“A contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public Contract Code, or engage in the performance of any contract for public work, as defined in this chapter, unless currently registered and qualified to perform public work pursuant to Section 1725.5. It is not a violation of this section for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or by Section 10164 or 20103.5

Request for Proposal (RFP) #RFP196802 18 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 at the time the contract is awarded.”

Please note: If the City is unable to confirm that the bidder/contractor’s DIR registration is current, the City must disqualify the bidder as required by Labor Code section 1725.5.

15. PREVAILING WAGE INFORMATION

Contractor is required to pay general prevailing wages, as defined in Subchapter 3, Title

8 of the California Code of Regulations and Section 16000 et seq. and Section 1773.1 of the California Labor Code. Pursuant to the provisions of Section 1773 of the California

Labor Code, the City Council has obtained the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of worker needed to execute the contract for this Project from the

Director of the Department of Industrial Relations (“DIR”). Copies of these rates may be obtained at the Purchasing Division’s office of the City of Palo Alto. Contractor shall provide a copy of prevailing wage rates to any staff or subcontractor hired, and shall pay the adopted prevailing wage rates as a minimum. Contractor shall comply with the provisions of all sections, including, but not limited to, Sections 1775, 1776, 1777.5, 1782, 1810, and 1813, of the Labor Code pertaining to prevailing wages.

16. CERTIFIED PAYROLL

City requires Contractor and its listed subcontractors to comply with the requirements of

Labor Code section 1776, including:

Keep accurate payroll records, showing the name, address, social security number, work classification, straight time and overtime hours worked each day and week, and the actual per diem wages paid to each journeyman, apprentice, worker, or other employee employed by, respectively, Contractor and its listed subcontractors, in connection with the

Project.

The payroll records shall be verified as true and correct and shall be certified and made available for inspection at all reasonable hours at the principal office of Contractor and its listed subcontractors, respectively.

At the request of City, acting by its project manager, Contractor and its listed subcontractors shall make the certified payroll records available for inspection or furnished upon request to the project manager within ten (10) days of receipt of City’s request.

If the certified payroll records are not produced to the project manager within the 10-day period, then Contractor and its listed subcontractors shall be subject to a penalty of one hundred dollars ($100.00) per calendar day, or portion thereof, for each worker, and City shall withhold the sum total of penalties from the progress payment(s) then due and payable to Contractor.

Request for Proposal (RFP) #RFP196802 19

Inform the project manager of the location of contractor’s and its listed subcontractors’ payroll records (street address, city and county) at the commencement of the Project, and also provide notice to the project manager within five (5) business days of any change of location of those payroll records.

17. SUSPENSION AND DEBARMENT STATUS

As applicable, the City will verify whether a contractor and its subcontractors, if any, are suspended or debarred from doing business with the federal government by searching the Excluded Parties List System (www.sam.gov). This verification process applies to contracts funded by federal grants and which are for $25,000 or more (including as well any subcontract that is for $25,000 or more). Unless an exception applies, no such federal funds may go to a person or entity that is suspended or disbarred, thus any such person or entity found to be suspended or disbarred in the check of the www.sam.gov list system will be disqualified under the Request for Proposals.

18. PROPOSER QUESTIONNAIRE

18.1. Business Type*

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

☐ Individual

☐ Partnership

☐ Joint Venture

☐ Corporation

☐ Other

*Response required

18.2. Business Type Follow-Up*

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

*Response required

18.3. Year of Incorporation*

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

*Response required

18.4. State Incorporated*

In what state was your company incorporated?

*Response required https://www.sam.gov/ https://www.sam.gov/

Request for Proposal (RFP) #RFP196802 20

18.5. Business In California*

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

*Response required

18.6. 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

18.7. Department of Industrial Relations Registration*

It has been indicated that this contract will require prevailing wage. Please provide your

DIR Registration Number at this time.

*Response required

18.8. 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

18.9. 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_E_Cost_Proposal_...

*Response required

18.10. Evidence of Financial Stability-REQUIRED SUBMITTAL *

Please upload your Evidence of Financial Stability

*Response required

18.11. Additional Information

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

18.12. 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 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=ASIA47RIURE4MNRPDFKZ%2F20260428%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260428T211652Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEBwaCXVzLXdlc3QtMiJHMEUCIQCTh4AUHGvSKKDF9KnERxmsvemmGLG6%2BDJDHQnHonLt2wIgNL0x98kyWudEH3bTR8UlPa8nMmc65L2pVT1tVXd8wJ0qlQUI5P%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDIDZElnnoZCtjPJfdirpBEqjLHGdyykkjFXiE0ig1TX45NDzp1eohL30lknDHEYy%2B3KbNHyQZxfGD4ltAxNO6Dv2HtAChD8ywo0%2F2SF%2FIvVsEOxhu49r6UqMCjRDq8ITYoFsVK1rmmBsxZ65z7m2nyHB0aP3eG59fuT3%2Ft5v7idYWJS%2F7Wz3Nhz7h5%2FjgRLJ7SW9JGmgFr5PIv%2BHqyjEgo3hpzSIccTq4ac7yoNZQCJgkEtYHVLcv%2F3sFkVp0A45gs8U3YF4XB4DJlwMi3BU134lHS2iP0JLJjBhEb7Ta0ThK60Qngk9bRWfaPpEZWUH9YPAr6fQizuJZ2SlcVnkKu568IGYl9ZYFwGC4CRMkzW1tY9StWnf4%2BmTBi%2BObwJneqYdhgakNV7yLYV%2Fc3TatYPs28oyX3SuN70oK80njCy0ldaeYJWEjUp%2B9D4%2BBzk6aoJ%2BR%2F0JbsZQbTK%2BkwQUtzz%2FK2fOopebubNG0LIgUv6BVRjUvpZupogUv%2FbZ7yvaXwUyf%2FCzo90I9sMBrZZu21QNJGyT%2FULxleNcdHoppsHcvj3%2FXPZIRqiZIVWQqkS6BvZSW%2FBJeJMzWRRVknWX2eSlMLwmS0D4cT5GAyguXfzGJ2v2gfN4kejLHrBzVm7U40iD2mftdCMRwxXwVXN0M5jse3b%2BYrPS1nXbLYNcFwZQKtDxfGG6TOX%2FH3I3xBcGxBiTKkQO%2FHf2eHcdfjMtm4t44wpRMFj9t1qGKGGNKMLDmE%2FmidHUGPPi3MFgaqcsVsgYCG%2FRRAjU6ttLQs7y3E1F2FCUrGk40nli1XyxAwPzdDfWS9%2BJpQXE4lOypKY8SRjorajupt5PMPqPxM8GOpkBfTGzV4pse13qU%2B0ZiIHEwymAaHlWaNPuLMFLtMRs3hF3QyhAW1gzWXjTLIHl52CVKcC8%2FdDEdmk7VMt0%2FXLqqc9586TuE52A6vW0oPjFmXaElnf05%2BPJg0P44i745Q2nYsmMKJ4H%2F0Kc5uuJGdg71tsX8oCnOxqIJD59DS8Chjj%2FXG9RBWc%2BZ8kIJUqm2jJG1tbUg5lZm1H9&X-Amz-Signature=3594112e30672b5ba5de85a9b02f587cffd18e14f31321bbccf852f7d2ad1e5f&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/260942/20812b74-259f-4e12-b416-0dc8e9a23d09_Attachment_E_Cost_Proposal_RFP196802.doc

Request for Proposal (RFP) #RFP196802 21 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