Electric_Operations_Outage_Management_and_Electronic_Logging_Software.pdf

Utilities Department

Request for Proposals (RFP) #RFP197646 For

Electric Operations Outage Management and Electronic Logging Software

Proposal Submittal Deadline:

Wednesday, October 28, 2026 BEFORE 3:00 pm

Procurement Contact:

Ann Marie Romero Contracts Administrator annmarie.romero@paloalto.gov

(650) 329-2460

CITY OF PALO ALTO

PURCHASING/CONTRACT ADMINISTRATION

250 HAMILTON AVENUE

PALO ALTO, CA 94301

(650) 329-2271

TABLE OF CONTENTS

1. Introduction

2. Pre-Proposal Conference and Certifications

3. Proposal Content and Format

4. Contract Type and Method of Payment

5. Scope of Work

6. Evaluation Criteria

7. Oral Interviews

8. Public Nature of Materials

9. Collusion

10. Disqualification

11. Non-Conforming Proposal

12. Gratuities

13. Firms or Persons Not Eligible to Submit A Proposal

14. Suspension and Debarment Status

15. Proposer Questionnaire

Attachments:

A - Cost proposal fianl approved

B - Firm Experience

C - Professional Services Agreement Sample

D - Attachment_-_Insurance_Requirement (1)

1. INTRODUCTION

The City of Palo Alto is seeking proposals from qualified firms to provide services for electric operations outage management and electronic logging software. The required services and performance conditions are described in the Scope of Work (or Services).

1.1. Summary

The City of Palo Alto Utilities (CPAU) is soliciting proposals from qualified vendors to provide a proven, fully cloud-hosted Outage Management System (OMS), electronic operational logging platform, and switching order management suite. The objective of this procurement is to modernize and automate CPAU Electric Operations' control room workflows, transmission and distribution outage coordination, and real-time operational logging.

The proposed software solution must provide robust capabilities for authoring, reviewing, and executing high-voltage electrical switching orders, managing planned and unplanned outages, and maintaining auditable electronic control room logs. A critical functional requirement of the platform is native, automated data synchronization with the California

Independent System Operator (CAISO) and RC West reporting interfaces, as well as built-in compliance tracking to satisfy North American Electric Reliability Corporation

(NERC) and Western Electricity Coordinating Council (WECC) reliability standards.

The selected vendor will deliver perpetual or software-as-a-service (SaaS) licensing, secure cloud hosting, system configuration and testing, comprehensive user and administrator training, and ongoing 24/7 technical support and maintenance over a five-year agreement.

1.2. Background

CPAU currently relies on manual, document-based procedures (including word-processing templates and spreadsheets) for logging operational events, drafting high-voltage switching programs, and tracking grid outages. With ongoing municipal grid electrification, increasing system complexity, and stringent regional regulatory mandates, manual workflows present operational vulnerabilities, increase the potential for human error during hazardous field operations, and require burdensome administrative overhead to support compliance audits.

This project will establish a centralized, modern digital operations platform that improves operator situational awareness, ensures field crew safety through automated interlocking switching steps, and mitigates audit and operational risk.

Proposals that demonstrate proven deployment across municipal or regional electric utilities, native (out-of-the-box) API connectivity with CAISO/RC West systems without requiring costly custom third-party middleware, and turnkey implementation will best meet

CPAU’s operational and safety requirements.

Request for Proposal (RFP) #RFP197646 4

1.3. Contact Information

Procurement Contact:

Ann Marie Romero

Contracts Administrator annmarie.romero@paloalto.gov

(650) 329-2460

Department:

Utilities

1.4. Timeline

Release Project Date: September 2, 2026

Question Submission Deadline: October 14, 2026, 1:00pm

Proposal Submission Deadline: October 28, 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.

Request for Proposal (RFP) #RFP197646 5

2.2. Addenda / Clarifications

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

Questions & Answers section of this project listing on OpenGov.

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

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, October

28, 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 https://procurement.opengov.com/portal/palo-alto-ca

Request for Proposal (RFP) #RFP197646 6

• Approve or disapprove the use of particular subconsultants

• Negotiate with any, all or none of the Proposers

• Accept other than the lowest offer

• Waive informalities and irregularities in the Proposals and/or

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

Proposer defaults or fails to execute an agreement with the City

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.

Request for Proposal (RFP) #RFP197646 7

3.3. Qualifications of the Firm(s)

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

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

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

Request for Proposal (RFP) #RFP197646 8 requirements identified in the “Sample Agreement for Services.” Items not excepted will not be open to later negotiation.

3.8. Proposal Costs and Rates

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

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

Request for Proposal (RFP) #RFP197646 9

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

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

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

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

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

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

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

Insurance Requirements

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

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

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

5. SCOPE OF WORK

5.1. Scope of Services and Technical Specifications

1. Project Overview & Objective

The City of Palo Alto Utilities (CPAU) Electric Operations Division is seeking proposals from qualified software providers to deliver a proven, enterprise-grade, cloud-hosted

Electric Operations Outage Management, Switching Order Management, and

Electronic Logging Software Suite.

The primary objective is to replace manual, document-based procedures (e.g., word-processing documents and spreadsheets) with an automated, centralized operational

Request for Proposal (RFP) #RFP197646 10 software solution. The platform must enhance operational safety during high-voltage switching, streamline transmission and distribution outage coordination, maintain an immutable digital control room audit log, and provide native, out-of-the-box data synchronization with regional reliability entities.

The contract resulting from this solicitation will encompass turnkey software licensing, cloud hosting, configuration, system integration, testing, training, and ongoing technical support over a five (5) year term.

2. Functional & Technical System RequirementsA. Electronic Switching Order

Management

• Switching Program Authoring: Web-based creation, step-by-step sequencing, editing, reviewing, and approval of transmission, substation, and distribution switching programs.

• Safety Interlocks & Step Validation: Automated validation checks to prevent procedural errors, verifying isolation points, grounding steps, and clearance boundaries before execution.

• Tagging & Clearance Management: Capability to issue, track, and clear digital safety tags (e.g., Hold Cards, Caution Tags, Clearances, and Non-Reclose orders) linked directly to physical grid asset identifiers.

• Real-Time Execution Tracking: Step-by-step electronic execution tracking with real-time timestamps, operator identification, and field communication verification.

• Conflict Detection: Automated scanning to identify conflicting switching steps, overlapping clearances, or incompatible line tag placements across the electrical network.

B. Outage Management & Scheduling

• Outage Request & Approval Workflow: Centralized portal for submitting, reviewing, risk-assessing, and approving planned and emergency transmission/distribution outage requests.

• Outage Calendar & Coordination: Interactive operational calendar displaying planned system clearances, active field jobs, substation work, and maintenance windows.

• Asset-Linked Outage Modeling: Outage tracking mapped directly to CPAU system assets (feeders, transformers, circuit breakers, switches).

C. Control Room Electronic Logging

• Operational Event Logging: Real-time, time-stamped digital logging for electric control room dispatchers and system operators.

Request for Proposal (RFP) #RFP197646 11

• Shift Turnover Management: Structured shift-briefing and handover modules that compile active clearances, outstanding alarms, ongoing field jobs, and abnormal system conditions for incoming operators.

• Advanced Search & Audit Trail: Full-text keyword search, asset filtering, and tamper-evident, permanent audit records for post-event analysis and investigation.

D. External Grid Synchronization (Mandatory Requirement)

• Native CAISO / RC West API Synchronization: The platform must feature built-in, native two-way automated data exchange with the California Independent

System Operator (CAISO) Outage Management System (OMS) and Reliability

Coordinator West (RC West) reporting web services.

• No Third-Party Middleware: This interface must function natively within the vendor's base software architecture without requiring custom third-party middleware, manual data reentry, or bespoke wrapper development.

• Automated Ticket Creation & Updates: Automated submission, state change tracking, and cancellation of CAISO/RC West outage tickets directly from approved internal switching and outage records.

E. Regulatory Compliance & Audit Reporting

• NERC & WECC Reliability Standards: Pre-configured compliance tracking and reporting tools designed to meet North American Electric Reliability Corporation

(NERC) and Western Electricity Coordinating Council (WECC) standards

(including TOP, IRO, and FAC requirements).

• Reliability Metrics Generation: Automated generation of standard electric utility reliability indices, including SAIDI (duration), SAIFI (frequency), and MAIFI

(momentary interruptions).

• One-Click Audit Package Export: Capability to compile and export immutable, timestamped switching and logging histories for regulatory audit submissions.

3. Cloud Architecture, Security & Hosting Requirements

• Software-as-a-Service (SaaS): The platform must be fully vendor-hosted in a secure, Tier III or higher commercial cloud environment (e.g., AWS GovCloud, Microsoft Azure Government, or audited commercial cloud).

• Security & Compliance: The vendor must demonstrate compliance with industry-standard cybersecurity frameworks (SOC 2 Type II certification, FedRAMP, or equivalent).

• City IT Integration: The system must comply with the City of Palo Alto

Cybersecurity Terms and Conditions (CTC), pass the City’s Vendor Information

Request for Proposal (RFP) #RFP197646 12

Security Assessment (VISA), and support Single Sign-On (SSO) via SAML 2.0 /

Azure AD.

• High Availability & Redundancy: Guaranteed minimum system availability of

99.9% uptime, redundant data storage, automated daily backups, and a documented Disaster Recovery (DR) plan with Recovery Time Objective (RTO) ≤

4 hours and Recovery Point Objective (RPO) ≤ 1 hour.

• Role-Based Access Control (RBAC): Granular administrative controls to manage role permissions (e.g., Dispatcher, Field Tech, Supervisor, Compliance

Officer, Read-Only Auditor).

4. Implementation Services & Scope of Delivery

The selected vendor shall be responsible for all turnkey professional services necessary to commission the system, estimated at approximately 800 service hours, including:

• Project Management: Designated Project Manager providing weekly status updates, schedule management, and risk mitigation throughout deployment.

• System Configuration & Asset Ingestion: Configuring CPAU switching templates, clearance workflows, digital forms, and importing electrical asset registries.

• API Configuration & Testing: Validating and end-to-end testing the live CAISO and RC West web services integration.

• User Acceptance Testing (UAT): Providing structured UAT test scripts, supporting City staff during testing, and resolving identified punch-list items prior to go-live.

• Training Program:

o Comprehensive administrator training for system configuration and user management.

o Train-the-trainer and end-user training for Electric Operations dispatchers, system analysts, and field supervisors.

o Digital training manuals, recorded sessions, and standard user documentation.

5. Maintenance, Technical Support & Service Level Agreement (SLA)

The vendor shall provide continuous maintenance and technical support services for the full five (5) year term of the contract:

• 24/7/365 Emergency Support: Dedicated 24/7 technical phone and online support for critical (Priority 1) operational incidents impacting control room dispatch.

Request for Proposal (RFP) #RFP197646 13

• Routine Support & Maintenance: Standard helpdesk ticketing and support during regular business hours for non-critical issues.

• Software Updates & Upgrades: Regular maintenance releases, security patches, system enhancements, and regulatory updates provided at no additional charge.

• Continuous Interface Maintenance: Routine updates to maintain full synchronization compatibility as external CAISO and RC West API and web service specifications change over the contract lifecycle.

6. Submittal Requirements & Cost Proposal Structure

Vendors must provide a firm-fixed-price proposal structured over the five-year agreement, itemized as follows:

A. Year 1: Software licensing / cloud subscription, implementation, system configuration, CAISO/RC West API setup, and user training.

B. Years 2 through 5: Annual cloud subscription, ongoing 24/7 technical support, system maintenance, and software updates.

6. EVALUATION CRITERIA

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

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality of the Proposal (Required)

Qualtiy 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. Specifically evaluated on demonstrated out-of-the-box software capabilities, including native CAISO OMS and RC West API synchronization without third-party middleware, automated high-voltage switching order safety interlocks, and

NERC/WECC compliance tracking.

Points Based 40 (40% of Total)

Request for Proposal (RFP) #RFP197646 14

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.

Specifically evaluated on past performance deploying outage management and electronic switching systems for municipal or regional electric utilities.

Points Based 15 (15% of Total)

4. Cost (Required)

Proposed cost to the City

Reward Low Cost 10 (10% of Total)

5. Financial Condition and Stability

(Required)

Consultant or contractor’s financial condition and stability

Points Based 5 (5% of Total)

6. Timely Performance (Required)

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

Points Based 5 (5% of Total)

7. 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)

8. Compliance (Required)

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

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

Points Based 5 (5% of Total)

7. ORAL INTERVIEWS

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

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

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

Request for Proposal (RFP) #RFP197646 15

8. PUBLIC NATURE OF MATERIALS

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

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

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

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

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

9. COLLUSION

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

10. DISQUALIFICATION

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

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

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

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

Proposer and the City

• Evidence of incorrect information submitted as part of the proposal

Request for Proposal (RFP) #RFP197646 16

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

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

11. NON-CONFORMING PROPOSAL

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

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

12. GRATUITIES

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

13. FIRMS OR PERSONS NOT ELIGIBLE TO SUBMIT A

PROPOSAL

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

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

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

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

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

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

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

Request for Proposal (RFP) #RFP197646 17 or specifications is limited to conceptual, preliminary, or initial plans or specifications and cooperates with the City to ensure that all bidders for a subsequent contract on any subsequent phase of the project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by the Proposer(s).

14. SUSPENSION AND DEBARMENT STATUS

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.

15. PROPOSER QUESTIONNAIRE

15.1. Business Type*

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

☐ Individual

☐ Partnership

☐ Joint Venture

☐ Corporation

☐ Other

*Response required

15.2. Business Type Follow-Up*

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

*Response required

15.3. Year of Incorporation*

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

*Response required

15.4. State Incorporated*

In what state was your company incorporated?

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

Request for Proposal (RFP) #RFP197646 18

15.5. Business In California*

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

*Response required

15.6. Qualifications of Firm - Experience of Firm*

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

• Firm_Experience.pdf

*Response required

15.7. Proposal (without Cost)*

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

*Response required

15.8. Separate Cost File*

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

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

• Cost_proposal_fianl_approve...

*Response required

15.9. Evidence of Financial Stability-REQUIRED SUBMITTAL *

Please upload your Evidence of Financial Stability

*Response required

15.10. Additional Information

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

15.11. Proposer Confirmation*

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

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

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=ASIA47RIURE4GDFNKLAM%2F20261002%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261002T191657Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENP%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQCEbDtI%2BKHFII5JsfWEw%2F44IOl1idlglOHSXLa5EVfVhQIgZXVVCrCNFlnPRRwGdWIlVD6KRdSoZFz0N2QlT59shHgqlQUIm%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDPGTG1EpDgYaIkXRGyrpBLoZuOOUe%2Far4hRiQ4LIOqlnpOffBhKIGXdK0bW%2BuHAB1OdFtqrC6vpaWRGBWdpfVCPtO4ts6JHxgare%2B61jzy76t5tEMREnDuqT4AnPjHG530XZhRvtKkglSEWac%2FvGQyy%2FLu2f3uJyFOEXPspdEKXQ5qZnxjiF3YCkJN89XC%2Bc6T0efCxBpDVWXjIVFBrYAO7kNlQ3txA%2BMNGNvEcB%2FOrzy7Me1HxFj5MCvdlBBCA8fAE5mL3WgBaY7aEQRfEoTvYKs9rIpf99Mm3HG3n7zGW%2Bxh9VYJ9fA2smeE6Zy66ayi9W7kDsx39fjwO6iyZS3gjlN5XoGsk%2BX9yNoa9UMETegepcc5Dz2L5vOU2WLp%2F2gmVnKKtH97%2Fwd5UiHK3jJpEjsUoa7nrpTYsQUMtboKbB0OPgDSgKLIo%2BKPbyXGy4Jg%2FH0E47wS%2BU2dL0HDx7apxFVaPP8xq5XFpcPrjZWtqM%2FFcFYz%2F9dFk5ZutwnW3jPsiQ8iC%2B6784dblJvta5d5%2BtLKejFauv6UluGgkaLuKQ0JtMWlpitaFht9zh%2BE6rcQoXf1i1rICy%2BNu1UJujS4aAlm9BZr5kTjgTHKtCLLC96bFUVKInTxwl%2B46fB6mM9y50tdslKVv8%2BlUokSMUj1GMXB%2BC6hIN6BxKxG8e1q9Uuu01FoRC2sr4KDgRCHWGAEWqmWM4W4YEdAPoRq0AABn%2FDKLKNZpogf1S00MP988XQF7EYEJL74J%2BKg8i9ZH2lSXTrQqX74CnYGhocf6FFPzbbxx7Aby3L7nCYs9mGSqbcwEylbkzRxTAhwI7Ej7F0VR%2BDr%2FlmMrQMMv2%2F9UGOpkBLFEpk%2FuPvcQ9RH0TIxBz0WBpMWv5sF4ZFc5m%2FwXpBOBNZehk7Hk28C4HgIKhDgO28A1LsAj1o9mLhFmqUeX2qtKfflljTIHV1qPCD4I2W324%2BkNx0tgYPdVhOBbc3qZLePmDLKgdAcSGP2AiZqXZLEqLLryZU9alIDfN2yWEdp8BsOXyaJZ7Y8eg9WI1dE5u8SvCMXhfqz56&X-Amz-Signature=a64df02b043271a723e6ea5de8f5d7b05d8c945b7b083763d50ced53846e23d4&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/309984/4f79a311-c562-4cf1-bf1f-27a3bb04ce63_Cost_proposal_fianl_approved.pdf

Request for Proposal (RFP) #RFP197646 19

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