Electrical_Engineering_Services,_Recreation_Center_Door_Holders.pdf

REQUEST FOR PROPOSALS

26-087-RFP

ELECTRICAL ENGINEERING SERVICES, RECREATION CENTER

DOOR HOLDERS

City of West Sacramento

1110 W Capitol Ave

West Sacramento, CA 95691

RELEASE DATE: October 16, 2026

DEADLINE FOR QUESTIONS: November 6, 2026

RESPONSE DEADLINE: November 20, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofwestsacramento https://procurement.opengov.com/portal/%7bproject.government.code%7d

City of West Sacramento

REQUEST FOR PROPOSALS

Electrical Engineering Services, Recreation Center Door Holders

I. Introduction II. Scope of Work

III. Proposal Requirements IV. General Information V. Terms and Conditions

VI. Evaluation Criteria VII. Consultant Selection and Contract Award

VIII. Standard Contract Information IX. Proposer Questionnaire X. Cost Proposal

Attachments:

A - Contract for Services (West Sacramento) - Boilerplate for RFP 11.4.24

B - Insurance Checklist

C - CIP60020_Door_Holders_Scope_of_Services

D - CIP60020_Proposed_Door_Holders_E4.17-E4.18

E - Rec Center Fire Plans

F - River City High School Rec Center Door Holders -10 Sept 2026

G - WUSD Rec Center File Auto CAD File DWG

Request for Proposals #26-087-RFP Title: Electrical Engineering Services, Recreation Center Door Holders

1. Introduction

1.1. Summary

Please state the Statement of Purpose of this Solicitation, being as descriptive as possible.

STATEMENT OF PURPOSE

The City of West Sacramento is soliciting proposals from qualified firms or individuals ("Proposer") to provide to provide engineering design services for the installation of magnetic door holders at the

Recreation Center, 2801 Jefferson Blvd. More details on the City's needs for this work are provided in the Scope of Work.

Each qualified Proposer is to submit a proposal in conformity with the terms of this Request for Proposal

("RFP") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFP and the City's contracting procedures, if any is selected, is referred to herein as "Contractor."

SYNONYMOUS TERMS

Unless the use indicates otherwise, as used throughout this bid and its attachments, the following terms are synonymous:

a. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror

b. Purchase Order, Contract, Agreement

c. Services, Work, Scope, and Project

d. Pricing proposal/sheet, Cost proposal/sheet, Rate table/sheet

1.2. Background

West Sacramento is a vibrant riverfront community centrally located in Northern California. West

Sacramento shares the Sacramento River with neighboring Sacramento, with the deep water ship canal serving the Port of Sacramento. Incorporated in 1987, West Sacramento encompasses approximately 22 square miles, with a population just over 55,000. West Sacramento has a Council/Manager form of government. Citizens elect four City Council Members by district (as of the November, 2022 election) who serve four year terms and directly elect the mayor who serves a four-year term. The City is full-service with nine (9) departments and nearly 500 full-time employees. The City provides the full range of municipal services including police and fire protection, park, street, fleet, and facility maintenance, economic development and housing, community development, capital projects, and parks and recreation. The City also provides water, wastewater, and solid waste services. In addition, the City maintains port, water, wastewater, and solid waste enterprise funds. Other activities and related entities include the West Sacramento Redevelopment Successor Agency, Reclamation District 900 and the West Sacramento Area Flood Control Agency.

https://secure.procurenow.com/portal/cityofwestsacramento/projects/305559/document?section=2932130

1.3. Contact Information

Damir Arushanov

Project Manager

1110 West Capital Avenue

West Sacramento, CA 95691

Email: damira@cityofwestsacramento.org

Phone: (916) 617-4913

Department:

Capital Projects - Construction

1.4. Timeline

Project Release Date October 16, 2026

Pre-Proposal Meeting (Mandatory) October 29, 2026, 2:00pm

2801 Jefferson Blvd #5317, West Sacramento, CA

95691

Question Submission Deadline November 6, 2026, 5:00pm

Question Response Deadline November 13, 2026, 2:00pm

Proposal Submission Deadline November 20, 2026, 2:00pm

Prospective Interview Date December 4, 2026 mailto:damira@cityofwestsacramento.org tel:(916)617-4913

2. Scope of Work

2.1. Scope of Work

Background

The City of West Sacramento operates the Recreation Center in Building K at 2801 Jefferson Blvd, located on the Washington Unified School District (WUSD) campus. The building is owned by WUSD and maintained by the City under a joint-use agreement.

The City intends to install magnetic door holders on fire-rated doors at eight locations within Building K, tied into the existing campus fire alarm system. Proposed device locations have been marked on the existing fire alarm plans by the District's fire alarm contractor and are attached to this RFP.

The Division of the State Architect (DSA) has confirmed it is the authority having jurisdiction for this work. Based on the anticipated construction cost, the project is expected to qualify for exemption from

DSA plan review, approval, and construction oversight under DSA Interpretation of Regulations IR A-22, Section 4.1.1. Exempt projects remain subject to Title 24 in full and still require construction documents prepared by a licensed design professional and inspection by a DSA-certified project inspector.

The Consultant shall serve as the design professional in general responsible charge (DPGRC) and deliver a complete, permit-ready set of construction documents and support the project through construction.

DSA has advised that a licensed electrical engineer may serve as the DPGRC given the scope of this project.

Task 1 — Project Initiation and Field Verification

• Attend a minimum of two onsite stakeholder meetings with City staff, including Capital Projects, Parks and Recreation, and Facilities: a kickoff meeting prior to the start of design, and a review meeting at the 90 percent stage.

• Conduct a site visit to verify existing conditions at each proposed door location.

• Verify the final door count and locations in the field. Doors identified to date total eight:

o K109 Physical Therapy — one door o K122 Family Locker Room — one door o K132 Cardiovascular Center — three doors o K133 Classroom — one door o K134 Classroom — one door o K136 Party Room — one door

• Coordinate with the City's fire alarm contractor, Engineered Monitoring Systems (John L.

Sullivan, General Manager), including a joint site visit if needed, to confirm device locations, relay placement, and points of interface with the existing fire alarm system.

• Verify wall construction at each location and identify backing requirements, since devices must anchor to structure rather than to wall board alone.

• Identify routing constraints, including above-ceiling access, soffits, and locations where in-wall routing may not be feasible.

Task 2 — Code Analysis and Permitting

• Prepare a code analysis addressing applicable provisions of the 2025 California Building Code, California Fire Code, and California Electrical Code, and NFPA 72 with California amendments.

• Confirm permitting requirements for the work and prepare and submit any required permit application on the City's behalf, including response to plan check comments through permit issuance.

• Notify the City immediately if the scope or cost changes such that the project would no longer qualify for exemption from DSA review under IR A-22.

Task 3 — Construction Documents

Prepare a complete set of construction documents, coordinated with the attached fire alarm documents and sufficient for bidding and installing the work without further design by others. The set shall include:

• Cover sheet, sheet index, and project data.

• Code analysis sheets.

• Electrical design narrative describing the design approach, basis of design, and interface with the existing fire alarm system.

• Floor plans identifying each door holder location and associated room.

• Door schedule indicating door type, rating, hardware, and holder assignment.

• Door hardware coordination in accordance with NFPA 80, including hold-open device compatibility with the existing fire-rated door assemblies and listings.

• Mounting details showing in-wall backing, box type, and attachment to structure.

• Wall sections or partial elevations as needed to convey mounting conditions.

• Electrical plans and details for 120V power to each door holder, including circuiting, conduit routing and sizing, home runs, junction box locations, and connection to existing panels. Conduit routing shall be designed and shown by the Consultant, not deferred to the contractor as means and methods. The drawings shall indicate the routing path for all conduit runs, including above-ceiling and surface-mounted runs, transitions through soffits and existing walls, and points of connection, at a level of detail sufficient for bidding and installation. Minor field adjustments to accommodate actual conditions are acceptable; wholesale deferral of routing design is not.

• Specifications or notes covering device type, finish, patching, and painting.

• General notes coordinating the work with the fire alarm scope, developed in coordination with the fire alarm contractor.

Drawings shall be prepared by or under the responsible charge of a California-licensed architect or engineer qualified to serve as the design professional in general responsible charge, and shall bear the appropriate stamp and signature. The set shall be complete and internally coordinated. Incomplete or placeholder sheets are not acceptable. Because the project is not expected to receive DSA plan review, the documents shall be prepared to full Title 24 compliance without reliance on agency review to identify deficiencies.

Task 4 — Exemption Documentation

• Prepare DSA documentation required for the project, including DSA Form 7, Application for

Concurrence: Project Is Exempt, if applicable, and submit it to the DSA Sacramento Regional

Office on behalf of the City.

• Respond to DSA questions and provide supplemental information until written concurrence is issued.

• Review the fire alarm contractor's shop drawings and submittals for general conformance with the construction documents.

The Consultant shall not submit construction documents to DSA for plan review without written authorization from the City. Voluntary submittal of an exempt project triggers full DSA plan review and construction oversight.

Task 5 — Bid Phase Support (as directed)

• Respond to bidder questions through the City.

• Provide clarification of the construction documents as requested by the City.

• Prepare addenda content, including revisions to drawings, schedules, details, and specifications, as needed.

• Review bidder questions and identify any necessary corrections or clarifications to the construction documents.

• Incorporate approved bid-phase revisions into the conformed construction documents.

Task 6 — Construction Phase Services

• Review the installing contractor's submittals for conformance with the construction documents, including door holder devices and CSFM listings, backing and mounting hardware, conduit and wire, power supplies, and patching and paint materials.

• Respond to requests for information.

• Review proposed substitutions and product alternatives, as requested by the City.

• Coordinate with the DSA-certified project inspector retained by the City.

• Coordinate with the contractor and fire alarm contractor regarding installation and integration of the door holder devices with the existing fire alarm system.

• Respond to field conditions and construction issues related to the door holder systems.

• Review testing and inspection documentation for the door holder devices and fire alarm interface.

• Review punch list items and provide recommendations for corrective action items.

• Coordinate updated fire alarm as-built drawings with the fire alarm contractor.

• Review close-out documentation, including applicable testing, inspection, product, warranty, and record documentation.

Deliverables

• Field verification summary and confirmed door schedule.

• Code analysis and electrical design narrative.

• 90 percent design drawings, in PDF, for City review and comment.

• Final construction documents, stamped and signed, in PDF and editable CAD format.

• DSA documentation required for the project, including Form 7 if applicable.

• Bid-phase addenda and responses to City review comments, as required.

• Construction-phase RFI and submittal review responses.

• Final conformed construction documents reflecting revisions issued during bidding or construction, in PDF and editable CAD format.

• Review of testing, punch list, and close-out documentation.

Attachments and Reference Documents

• Proposed door holder locations, marked on fire alarm plans E4.17 and E4.18, prepared by

Engineered Monitoring Systems, dated September 10, 2026 (attached).

• Fire alarm contractor's scope of work proposal (attached).

• Existing building drawings in the City's possession, available on request.

• Site access coordination through Parks and Recreation staff.

Assumptions and Exclusions

• Structural and mechanical design are not anticipated. If field conditions require structural involvement, it shall be identified and handled as additional services.

• Fire alarm system design, shop drawings, programming, and testing are by the City's fire alarm contractor, Engineered Monitoring Systems. The Consultant shall coordinate with that contractor and review its submittals but is not responsible for that work.

• Agency fees, if any, are paid by the City.

• The DSA-certified project inspector is retained by the City under separate contract.

• This scope assumes the project qualifies for exemption from DSA plan review and approval under IR A-22. DSA plan review submittal, response to plan review comments, and DSA construction oversight and certification services are excluded and would be negotiated as additional services if the project is determined not to be exempt.

• Existing fire alarm system record drawings will be made available by the City or WUSD.

• Hazardous materials investigation and abatement design are excluded.

2.2. Term of Contract

The initial term of the Contract is at the City's discretion and may be up to 3 years. The City also reserves the right to extend the Contract for up to 2 additional 1-year terms (individually, “Extension”) upon the same terms and conditions as parties agreed to in the Contract. Thus, parties agree the Contract may be for a total of 5 years upon the same terms and conditions as parties agreed in the Contract.

Notwithstanding the foregoing, the City is not obligated to extend the Contract for any amount of time.

If there is outstanding work within the Scope of Work at the end of the term of the Contract and the City requires time to solicit for and secure an alternative contractor, Contractor shall continue to provide the services within the Scope of Work on a month-to-month basis, not to exceed six (6) months, at the same cost, terms, and conditions in effect at the termination of the Contract. The City shall give Contractor at least thirty (30) days written notice of such a need and the anticipated timeline to secure an alternative contractor.

3. Proposal Requirements

3.1. Proposal Format & Content

Proposer Questionnaire must include each of the following sections to be uploaded in the Proposer

Questionnaire section.

A. Proposal Transmittal Letter

B. Proposer's Mandatory Qualifications and Experience

C. Technical Project Approach

D. Cost Proposal

Specific content and format requirements for each section are detailed below.

Each section shall be uploaded in the Proposer Questionnaire section of this RFP.

3.2. Proposal Transmittal Letter

A Proposer is required to provide a written transmittal letter and offer in the form of a standard business letter ("Proposal Transmittal Letter" or "Letter"). The Proposal Transmittal Letter shall reference and respond to the following subsections in sequence and have attached to it corresponding documentation, as required. A Proposal Transmittal Letter is mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

A. Proposer's Name and Contact.The Letter shall state the complete name, or business name, of the Proposer making the Proposal. The Letter shall state the name, title, mailing address, email address, and telephone number of the person the City should contact regarding the Proposal.

B. Statement of Offer. The Letter shall state that the Proposal is an offer to complete the Scope of

Work and the offer, including the Cost Proposal rates and budget, remains valid for at least ninety (90) business days after the Proposal due date.

C. Conflict of Interest.The Letter shall state whether the Proposer, or any individual who shall perform work under the Contract, has a possible conflict of interest and, if so, the nature of that conflict. The City reserves the right to terminate the Contract if its execution would or could create, or give the appearance of creating, a conflict of interest. The City, at its sole discretion, shall make all determinations on the existence or appearance of a conflict of interest.

D. City Contract Terms. The Letter shall include a statement of acknowledgement that the City’s standard contract and insurance (Included in Attachments) have been reviewed and accepted by the Proposer with or without qualification.

1. If the Proposer has qualifications, the Proposer shall download a copy of the standard contract and re-upload a version of the document in the Proposer Questionnaire under https://secure.procurenow.com/portal/cityofwestsacramento/projects/305559/document?section=2932128 https://secure.procurenow.com/portal/cityofwestsacramento/projects/305559/document?section=2932128 https://secure.procurenow.com/portal/cityofwestsacramento/projects/305559/document?section=undefined https://secure.procurenow.com/portal/cityofwestsacramento/projects/305559/document?section=2932134 https://secure.procurenow.com/portal/cityofwestsacramento/projects/305559/document?section=2932128

Standard City Contract Qualifications identifying the contract language at issue and

Proposer's suggested adjustment or modification.

2. If no qualifications are identified, Proposer is presumed to have accepted the City' standard contract and be capable of completing the Scope of Work, as well as all reasonably associated managerial tasks, without reservation or qualification.

E. Subcontractors. The Letter shall state whether the Proposer intends to use subcontractors, subconsultants, or other contracting parties to complete the Scope of Work (collectively, "Subcontractors"). If so, the Letter shall clearly identify the name of each proposed

Subcontractor, their mailing address, email address, and telephone number as well as the service related to the Scope of Work that the Subcontractor is anticipated to perform. NOTE:

The Contractor must obtain written approval from the City prior to the use of any

Subcontractor, even after a Contract is executed.

F. Signature and Authority. The Letter shall be signed by a person empowered to bind the

Proposer to the provisions of the RFP, and any contract awarded pursuant to it. Evidence demonstrating authority to bind the Proposer shall be included or attached to the Letter, such as a statement describing the signatory's role with or relationship to the Proposer.

3.3. Proposer's Mandatory Qualifications and Experience

A Proposal shall demonstrate that the Proposer holds the qualifications and experience required to complete the Scope of Work by referencing and responding to the following subsections in sequence and attaching corresponding documentation, as required ("Mandatory Qualifications and Experience").

The qualifications and experience listed below are mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

A. Organization. A brief description of Proposer's background, years in business, organizational history, and client base. Briefly state Proposer's total number of employees and list all relevant licenses, specialties, and trainings held by Proposer and/or employees. List office location(s) and identify the office(s) from which services will be performed.

B. Experience. A brief statement of how long Proposer has been performing the services required to complete the Scope of Work. Proposer shall have a minimum of five (5) years of experience providing the services required to complete the Scope of Work to public agencies in California. If the Proposer has been in business for less than five years, the experience of its principals may be used to meet this requirement.

C. Public Agency Experience.A description of no more than ten (10) public sector projects completed within the last five (5) years that demonstrates Proposer's experience performing services to complete the Scope of Work, including a statement as to whether Proposer has experience working for the City of West Sacramento, or a public agency similar in size to the

City. Note key personnel involved in each project and if they are proposed for this Proposal and if applicable, differentiate which work was performed by subcontractor. List any contractual relationships with the City existing now or within the past five (5) years.

D. Personnel.A narrative description, resume, and organizational structure chart of personnel to be assigned to complete tasks within the Scope of Work, clearly indicating where Subcontractors will be used, if applicable. The narrative description or resume shall list, at least, each individual’s title, education, relevant experience and duration, professional licenses, and demonstrated accomplishments. Identify the individual who will lead the day-to-day work effort and serve as the primary contact to the City.

E. References. A list of five (5) references for whom the services required to complete the Scope of

Work have been performed by Proposer within the last three (3) years. The list of references shall include name, mailing address, email address, brief description of services completed relevant to this RFP, and point of contact who can attest to the quality and effectiveness of the services.

F. Local Benefit.A statement describing any and all local benefit the Proposer would bring to the

Contract. For example, local benefit may include but is not limited to local vendors, suppliers, labor or subcontractors used in support of the project as well as fees or taxes paid to the City. To the extent practical, the local benefit described with the Proposal should be measurable. At the end of the Contract, the Contractor shall be required to provide a report detailing the measures taken to enhance the local benefit and whether or not stated goals were met. For purposes of this section, a local vendor or service provider is one located within the City limits and in possession of a West Sacramento business license. If the solicitation has Federal funds, there will be no Local Benefit considered.

G. History.A statement as to whether there have been any mergers, acquisitions, or sales related to

Proposer's organizational structure within the last three (3) years. If so, attach an explanation providing relevant details.

H. Legal Challenges.A statement as to whether there is any pending litigation against the Proposer.

If such litigation exists, attach an opinion of counsel as to whether the pending litigation will impair the Proposer's ability to perform the Contract.

I. Fiscal Viability. A statement as to whether, in the last ten (10) years, the Proposer has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors. If so, attach an explanation providing relevant details.

J. Business License.Registration with the Secretary of State to conduct business in the State of

California. Attach a copy of a proof of registration.

3.4. Technical Project Approach

A document detailing the operational and/or organizational approach the Proposer will take to timely fulfill the Scope of Work shall be submitted with the Proposal ("Technical Project Approach"). The

Technical Project Approach shall be a comprehensive narrative describing how the Proposer will complete the Scope of Work, communicate with the City throughout the work, advance the project objectives, and provide continuity on work efforts.

3.5. Cost Proposal

A document detailing all costs associated to complete the Scope of Work shall be submitted with the

Proposal ("Cost Proposal"). For sealed bids, the Cost Proposal shall be opened after and separately from the rest of the Proposal. Cost Proposal shall include all applicable federal, state, and local taxes and must be all-inclusive of project expenses, as no additional charges shall be allowed, except for additional services as requested by the City, if any. There shall be no additional reimbursement for travel time or expenses, telephone costs, copying costs, etc.

If applicable, the Cost Proposal shall separately delineate costs for optional term extensions and/or optional services. Proposer agrees to maintain pricing pursuant to the Cost Proposal for the duration of the Contract, and any optional extensions.

3.6. Cost proposal using Electronic Pricing Table

Proposers shall use the electronic Rate Sheet to provide pricing for services listed. Proposers shall use the "no bid" option to opt out of any services not offered. Costs shall include all applicable federal, state, and local taxes and must be all-inclusive of project expenses, as no additional charges shall be allowed, except for additional services as requested by the City, if any. The City will not be responsible for any errors.

For sealed bids, the Cost Proposal shall be opened after and separately from the rest of the Proposal. If applicable, the Cost Proposal shall separately delineate costs for optional term extensions and/or optional services. Proposer agrees to maintain pricing for the duration of the Contract, and any optional extensions.

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4. General Information

4.1. Proposal Submission

All Proposals, including any attachments, exhibits, or amendments, shall be submitted through the City's

E-Procurement Portal, which will deliver Proposals to the City of West Sacramento staff overseeing the solicitation. Proposals not submitted through the City's E-Procurement Portal shall be deemed nonresponsive and rejected. Proposals may not be delivered orally, by paper, by email, by facsimile transmission, or by any other means.

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

Friday, November 20, 2026 at 2:00 pm.

A Proposer shall respond to the RFP and any exhibits, attachments, or amendments.

A Proposer's failure to submit a Proposal in compliance with the procedures and timelines set forth in the RFP shall cause the Proposal to be deemed nonresponsive and rejected. A late Proposal shall not be accepted. Additional time to respond shall not be granted to any Proposer.

4.2. Questions and/or Objections

It is to the City and Proposer's benefit that questions and objections are brought to the City's attention so it may issue necessary amendments to the RFP and help prevent the opening of defective proposals upon which the City could not award a Contract. Proposer should carefully review this RFP and all attachments for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively, “Questions”).

A Proposer may submit Questions related to this RFP to the City through the City’s e-Procurement Portal at or before:

Friday, November 6, 2026 at 5:00 pm.

Questions shall be considered waived and invalid if not brought to the attention of the City in conformity with this subsection. Questions not submitted through the City's e-Procurement Portal will not be accepted or responded to. Questions submitted after the deadline will not be accepted or responded to. Questions and answers will be posted on the City's e-Procurement Portal and visible to all.

Any revisions to the Standard Contract should be in the Proposal Transmission Letter and shown in redline, as described above.

4.3. General Proposal Format Requirements

A. The City discourages lengthy and costly proposals. A Proposal should be prepared simply and economically and provide a straightforward, concise description of the Proposer's capabilities to satisfy the requirements of this RFP. Emphasis should be on conformity to the City’s instructions, requirements of this RFP, and completeness and clarity of content.

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B. A Proposal must address all portions of the RFP, provide all information requested, and comply with all formatting requirements detailed herein.

C. A Proposal must be labeled and organized as requested in this RFP, including using section headers. Failure to follow the specified format, to label the responses correctly, or to address all of the subsections may, at the City’s sole discretion, result in the rejection of a Proposal.

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

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

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

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

H. All uploaded proposal pages must be numbered. Proposals shall be limited to a total of ten

(10) pages and should not include unnecessary company advertisement material. Resumes and references are part of the proposal package and will be included as part of the total page count.

Cost proposals may be excluded.

4.4. Proposal Preparation, Interview, and Negotiation Costs

The City shall not be responsible for, nor shall it pay, any costs associated with the preparation, proposal, or presentation of any Proposal, or costs incurred by the Proposer during the preparation of the Proposal, the Proposal Evaluation Process, or Contract Award Process.

4.5. Proposal Withdrawal

A Proposal may be withdrawn at any time by clicking "unsubmit" on the City's e-Procurement Portal. If after withdrawing a Proposal and before the deadline to submit a Proposal, a Proposer may submit another Proposal.

4.6. Proposal Amendment

A Proposal may be amended prior to the deadline to submit a Proposal by unsubmitting and resubmitting a Proposal on the City's e-Procurement Portal. After the deadline to submit a Proposal, the

City shall not accept any amendments, revisions, or alterations to a Proposal.

4.7. Proposal Errors

Proposers are liable for all errors or omissions contained in their Proposal. A Proposer is prohibited from altering a Proposal through any means after the deadline for submitting a proposal.

4.8. Incorrect Proposal Information

If the City determines that a Proposer has provided, for consideration in the Proposal Evaluation Process or Contract Award Process incorrect information which the Proposer knew or should have known was materially incorrect, the Proposal may be rejected by the City, at its sole discretion.

5. Terms and Conditions

5.1. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic

Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of

Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

5.2. Assignment and Subcontracting

The Contractor may not subcontract, transfer, or assign any portion of the Contract without prior written approval from the City. Any subcontractor, subconsultant, or other contracting parties

(collectively, "Subcontractor") must be specifically approved in writing by the City. Inclusion of a subcontractor in a Proposal does not guarantee the City's later approval of a Subcontractor.

Notwithstanding the use of an approved Subcontractor, the Contractor shall remain the prime contractor and responsible for all work performed under the Contract and pursuant to this RFP.

5.3. Project Management Documentation & Administration

Virtual Project Manager (VPM)

The City anticipates using an online cloud-based project management system to manage, assign, and coordinate specific tasks with the City's selected Contractor within the Scope of Work. By way of this section, the City reserves the right to utilize an online cloud-based project management system. By submitting a bid, bidder acknowledges and agrees that they are prepared to use the system, as may be required by the City. The City's specific system is Virtual Project Manager (VPM). VPM allows for paperless documentation and project administration. For more information on VPM, go to www.virtual-pm.com

A. Submittal Procedures and Construction Progress Documentation for requirements for administering and using VPM.

1. The Contractor shall submit the items associated with this section via Virtual Project

Manager (VPM), an online cloud-based project management system, as specified below.

2. Virtual Project Manager (VPM) allows for paperless documentation and project administration. All posted information is available to all personnel involved with the project at any time using the internet.

3. The use of VPM by the Contractor is mandatory. Access to VPM will be provided at no cost to the contractor.

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4. In order to utilize VPM, the contractor needs a computer, internet access, a digital camera, and a scanner. For more information, go to www.virtual-pm.com. To Login, from the homepage, select LOGIN and enter the Username and Password that will be provided to you by the agency.

B. The contractor shall use the following features:

1. Daily Logs: Contractor’s daily reports shall be entered electronically via VPM.

2. Change Order Manager: Contractor requests for change order shall be submitted electronically via VPM.

3. Transmittals: Schedules, Pay applications, etc. shall be submitted electronically via VPM.

4. Submittals: Submittals requiring approval shall be submitted electronically via VPM.

5. RFIs: Requests for information (RFIs) shall be submitted electronically via VPM.

C. Technical Submittals

1. Submittal Procedure

a. The Contractor shall utilize the agency’s online cloud-based project management system

(Virtual Project Manager) for submittals.

5.4. RFP Amendment and Cancellation

The City reserves the right to amend, cancel, or reissue this RFP at any time and at its sole discretion.

Any amendment shall be in writing and posted to the City's e-Procurement portal. A potential Proposer is solely responsible for clicking "Follow" on the RFP page to receive notifications and shall be solely responsible for complying with such notifications.

5.5. Right of Rejection

A. The City reserves the right, at its sole discretion, to reject any and all Proposals, no matter their level of responsiveness, or to cancel this RFP in its entirety.

B. A Proposer must comply with all of the terms and instruction of this RFP, and all applicable state and local laws and regulations. Any Proposal that does not meet the requirements of this RFP may be considered to be nonresponsive and rejected.

C. A Proposer may not restrict the rights of the City or otherwise qualify a Proposal. If a Proposer does so, the City may determine the Proposal is a nonresponsive counteroffer, and the Proposal may be rejected.

D. The City reserves the right, at its sole discretion, to waive variances in a Proposal, provided such action is in the best interest of the City. Where the City waives variances in a Proposal, such waiver does not modify the RFP requirements or excuse the Proposer from full compliance with the RFP. Notwithstanding any variance, the City may hold any Proposer to strict compliance with the RFP.

5.6. Prohibition of Respondent Terms and Conditions

A Proposer shall not submit their own contract terms and conditions in a Proposal. If a Proposal contains such terms and conditions, the City, at its sole discretion, may reject the Proposal. A Proposer may either submit Questions to gain clarification on a term of the City's standard contract or submit proposed revisions to the City's standard contract in redline as part of the Proposal Transmission Letter, both pursuant to the terms of this RFP.

5.7. Joint Ventures and Partnering

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

A. The Proposal shall respond to each section and subsection of this RFP.

B. The Proposal shall clearly set forth the respective responsibilities and functions that each

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

C. The Proposal must include a copy of the joint venture or partnering agreement(s) that identify the Principals involved, as well as their rights and responsibilities regarding the Contract pursuant to this RFP.

D. The Proposal Transmittal Letter must be signed by each Principal of the joint venture and include all required information.

5.8. Proposal of Alternate Services

A Proposal for alternate services (i.e., proposals that offer something different from that requested by the RFP) will be considered nonresponsive and rejected.

5.9. Proposal of Additional Services

A Proposal may indicate and offer services in addition to those required by this RFP. These additional services may be added to the Contract, at the sole discretion of the City. The cost for any such additional services shall be mutually agreed upon by the Contractor and the City, and incorporated into the

Contract before execution.

5.10. Severability

If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the City and

Proposers shall be construed and enforced as if the RFP did not contain the particular provision held to be invalid.

5.11. Licensure and Special Certification

Before executing the Contract pursuant to this RFP, the Contractor must hold all necessary business and professional licenses and certifications to complete the Scope of Work. The City may require any or all

Proposers to submit evidence of proper licensure and certifications.

5.12. Disclosure of Proposal Contents

All Proposals and other materials submitted to the City related to this RFP shall become the property of the City. Selection or rejection of a Proposal does not affect this right. All proposal information, including detailed price and cost information, shall be held in confidence during the evaluation and selection process. Upon the completion of the evaluation and selection process, or by rejection of all Proposals, the Proposals and shall be open for review by the public to the extent required by the California Public

Records Act, Government Code section 6254 et seq.. By submitting a Proposal, a Proposer acknowledges and accepts that the contents of the Proposal and associated documents shall become open to public inspection.

Portions of a Proposal exempt from public disclosure by law may be protected from public disclosure by the City. A Proposer is required to clearly label such portion of a Proposal "CONFIDENTIAL" and list the grounds for non-disclosure. In doing so, the Proposer thereby agrees to indemnify and defend the City from any action arising from the non-disclosure of the information. The failure to so label any information shall constitute a complete waiver of all claims for damages caused by or related to any release of the information.

5.13. Conflict of Interest and Restrictions

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

5.14. Local Benefit Definition

The Proposer is invited to provide a statement describing any and all local benefit the Proposer would bring to the Contract. For example, local benefit may include but is not limited to local vendors, suppliers, labor or subcontractors used in support of the project as well as fees or taxes paid to the City.

To the extent practical, the local benefit described with the Proposal should be measurable. At the end of the Contract, the Contractor may be required to provide a report detailing the measures taken to enhance the local benefit and whether or not stated goals were met.

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

5.15. Proprietary Information

A copy of each Proposal shall be retained for official files and will become public record after the award of a contract unless the Proposal, or specific parts of the Proposal, can be shown to be exempt by law.

Each Proposer may clearly label any part of a Proposal as "CONFIDENTIAL." In doing so, the Proposer thereby agrees to indemnify and defend the City for withholding the information from public inspection.

Failure to label information shall constitute a complete waiver of all claims for damages caused by or related to any release of the information.

If a public records request for appropriately-labeled information is received by the City, the City will endeavor to notify the Proposer of the request and delay access to the material until seven (7) working days after the City’s notice. Within that time delay, it will be the duty of the Proposer to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

6. Evaluation Criteria

6.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposal Transmittal Letter

Information and completeness of a

Proposal Transmittal Letter in conformity with the requirements in the RFP.

Points Based 10

(12.5% of Total)

2. Proposer Qualifications and

Experience

Qualifications and experience of the

Proposer and members of the team that may be assigned tasks within the

Scope of Work.

Points Based 20

(25% of Total)

3. Proven Ability

Ability to complete the Scope of Work, as described in the Proposal, including experience completing projects for public agencies similar to the City.

Points Based 30

(37.5% of Total)

4. Technical Approach

Operational and organizational approach to complete the Scope of

Work.

Points Based 15

(18.8% of Total)

5. Acceptance of City's Standard

Contract for Services

Ability to accept the City’s Standard

Contract with little to no qualifications.

Points Based 5

(6.3% of Total)

6.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Cost Proposal

The City will evaluate the cost-effectiveness of completing the Scope of Work through a separate review of the highest-ranked Proposer's cost proposal. Cost proposals will remain unopened until the qualifications-based evaluation and ranking process is complete.

Points Based 20

(100% of Total)

7. Consultant Selection and Contract Award

7.1. Proposal Evaluation Process

The Proposal review and evaluation process will comply with the following processes ("Proposal

Evaluation Process"):

A. The Proposal Evaluation Process is designed to establish a list of qualified Proposers with the best combination of attributes based upon the Evaluation Criteria.

B. The City's Proposal Evaluation Process is intended to identify the Proposer with the best combination of attributes. Cost is not the exclusive attribute and the lowest Proposer is not guaranteed to be offered a Contract.

C. The Project Contact, identified in the "Contact Information" of this RFP, shall manage the

Proposal Evaluation Process and maintain all records related to the process.

D. The Project Contact shall conduct an initial review of all Proposals and determine if each

Proposal is in compliance with the requirement specified in this RFP and, thereby, responsive.

E. The Project Contact shall work with selected City staff whose specialties and responsibilities are relevant to this RFP (collectively, "Evaluation Team") to complete the evaluation process.

F. The Evaluation Team shall evaluate all responsive Proposals. Each Evaluation Team member shall score each responsive Proposal based on the Evaluation Criteria.

G. The City reserves the right, at its sole discretion, to request clarification of any Proposal. Any such communication shall only be after initial evaluation by the Evaluation Team and only for the purpose of ensuring full understanding of the Proposal. Any clarification shall be made by the Proposer in writing.

H. Proposers with the highest scores pursuant to the Evaluation Criteria may be asked to complete an interview. The City reserves the right, at its sole discretion, to request an interview. If requested, interviews shall be conducted as provided in this RFP.

7.2. Proposer Interviews

The top-rated Proposers with the highest score from the Evaluation Criteria may be interviewed and rated. The City reserves the right, at its sole discretion, to request interviews. If interviews are held, they will occur at a time and location to be specified or virtually via a City internet platform.

A. Interviews will be conducted by the Evaluation Team and in a format determined by the Team, generally consisting of Team questions and Proposer presentations. The interviews will be limited to one (1) hour. The Evaluation Team shall use the Evaluation Criteria to rate Proposers during the interview.

B. Interviews shall be attended by the individual identified in the Proposal as the primary contact to the City on a day-to-day basis and members of the proposed team identified in the

"Personnel" section of the Mandatory Qualifications and Experience.

C. Following all interviews, the Evaluation Team will re-rank the Proposers to determine the highest ranked Proposers. Then, the Project Contact will open the sealed Cost Proposals for the highest ranked Proposers and re-rank the highest ranked Proposers based on overall ranking and Cost Proposal.

7.3. Contract Award Process

The contract selection and award process shall comply with the following process ("Contract Award

Process"):

A. The Project Contact shall invite the Proposer with the highest score from the Proposal

Evaluation Process to participate in contract negotiations with the City.

B. Proposer and City shall negotiate the final terms and conditions of the Contract, pursuant to this

RFP. The Contact shall contain the same, or substantially the same, terms and conditions as portrayed in this RFP, the Scope of Work, the Proposal, and the City's Standard Contract.

C. Following negotiations, the City shall draft a contract for execution by all parties. If the Proposer fails to sign and return the Contact within seven (7) working days of its delivery to the Proposer, the City may determine, at its sole discretion, that the Proposer is nonresponsive to the terms of this RFP and initiate further Proposal Evaluation Processes.

D. City records related to this RFP shall be made available for public inspection, as permitted by law, following Contract execution, or rejection of all Proposals.

E. The City reserves the right to accept or reject any or all Proposals.

8. Standard Contract Information

8.1. Standard Contract

The Contract executed pursuant to this RFP shall contain the same, or substantially the same, terms as provided in the City of West Sacramento Standard Professional Services Contract (provided in

Attachments). Capitalized and bracketed items shall be replaced with appropriate information in the final contract.

This RFP, including the Scope of Work, and the successful Proposal emanating from the RFP process shall be incorporated into the Contract.

8.2. Insurance Requirements

The apparent successful Proposer will be required to provide proof of insurance as set forth in the

Standard Contract and Insurance Requirements, both found in Attachments, prior to commencing work.

Exceptions to City insurance requirements will not be made. Any Proposer unable to meet the insurance requirements, as detailed, shall not be eligible for selection or award of a Contract.

8.3. Contract Approval

This RFP, Proposal Evaluation Process and Contract Award Process do not obligate the City to act in any certain way and do not create rights, interests, or claims of entitlement to any Proposer or any other entity.