Electrification_of_City_Facilities_(Addendum_#1_Revision).pdf

Public Works Department

Request for Proposals (RFP) #PE-24001 For

Electrification of City Facilities

Proposal Submittal Deadline:

Monday, March 30, 2026 BEFORE 3:00 pm

Procurement Contact:

Steven Dimter Contract Administrator steven.dimter@paloalto.gov

(650) 329-2716

CITY OF PALO ALTO

PURCHASING/CONTRACT ADMINISTRATION

250 HAMILTON AVENUE

PALO ALTO, CA 94301

(650) 329-2271

TABLE OF CONTENTS

1. Introduction

2. Pre-Proposal Conference and Certifications

3. Proposal Content and Format

4. Contract Type and Method of Payment

5. Scope of Work

6. Evaluation Criteria

7. Oral Interviews

8. Public Nature of Materials

9. Collusion

10. Disqualification

11. Non-Conforming Proposal

12. Gratuities

13. Firms or Persons Not Eligible to Submit A Proposal

14. License Required

15. Suspension and Debarment Status

16. Proposer Questionnaire

Attachments:

A - Cost Proposal

B - Firm Experience

C - Professional Services Agreement

D - Insurance Requirements

E - Palo Alto Art Center_ Excerpt from FCA

F - Palo Alto College Terrace Library_ Excerpt from FCA

G - Photos_-_Art_Center_red

H - Photos_-_College_Terrace_Library_red

I - Photos_-_Downtown_Library_red

J - Palo Alto Golf Course Pro Shop_ Excerpt from FCA

Request for Proposal (RFP) #PE-24001 3

K - Palo Alto Ventura Community Center_ Excerpt from FCA

L - Palo Alto Downtown Library_ Excerpt from FCA

M - Pre-Proposal Meeting Sign In Sheet

1. INTRODUCTION

The City of Palo Alto is seeking proposals from qualified firms to provide services for building assessment, design, cost estimates, and construction administration services for electrification of city facilities, with each facility listed in this RFP (Request for Proposal).

This RFP represents a "pilot" for the five buildings listed. A total of 18 facilities is expected to be electrified in phases and may extend the contract for additional services as needed..

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

(or Services).

1.1. Summary

The City of Palo Alto is seeking design proposals for electrification of city facilities. The selected firm will provide building assessment, design, cost estimates, and construction administration services for each facility listed in the RFP (Request for Proposal).

This RFP represents a "pilot" for the five buildings listed. A total of 18 facilities is expected to be electrified in phases, and may extend the contract for additional services as needed.

1.2. Background

In June 2023, the City adopted the 2022 Sustainability and Climate Action Plan (S/CAP), which establishes strategies to reduce greenhouse gas emissions and advance sustainability across City operations. To implement the S/CAP, the City developed the

2023-2025 S/CAP Work Plan, which outlines priority actions and implementation measures to support S/CAP goals.

A key initiative identified in the Work Plan is the electrification of City-owned facilities to reduce reliance on gas-burning equipment and transition building systems to electric alternatives. In support of this initiative, the City completed a Facility Condition

Assessment in 2023 to evaluate existing building systems and identify remaining gas-fired equipment across municipal facilities.

Findings from the Facility Condition Assessment were used to select the initial five facilities for electrification in this first phase.

1.3. Contact Information

Procurement Contact:

Steven Dimter

Contract Administrator steven.dimter@paloalto.gov

(650) 329-2716

Request for Proposal (RFP) #PE-24001 5

Department:

Public Works

1.4. Timeline

Release Project Date: February 26, 2026

Pre-Proposal Meeting (Non-Mandatory): March 9, 2026, 9:00am

Agenda

i. 9:00am: Golf Course Community

Center - 1875 Embarcadero Rd, Palo

Alto, CA 94303.

ii. 10:15am: Ventura Community Center

- 3990 Ventura Ct, Palo Alto, CA 94306.

Question Submission Deadline: March 16, 2026, 1:00pm

Question Response Deadline: March 23, 2026, 3:00pm

Proposal Submission Deadline: March 30, 2026, 3:00pm

2. PRE-PROPOSAL CONFERENCE AND CERTIFICATIONS

2.1. Non-Mandatory Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held on Monday, March 9, 2026 beginning at 9:00 am and located at:

i. 9:00am: Golf Course Community Center - 1875 Embarcadero Rd, Palo Alto, CA 94303.

ii. 10:15am: Ventura Community Center - 3990 Ventura Ct, Palo Alto, CA 94306.

All prospective Proposers are strongly encouraged to attend.

2.2. 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.

https://government-project.s3.amazonaws.com/238336/bb4f8862-6567-497a-b630-47838637c3aa_City_Facility_Electriciation_Pre-Proposal_Meeting_Agenda.pdf

Request for Proposal (RFP) #PE-24001 6

• 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.

2.3. 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.

2.4. 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 Monday, March 30, 2026.

The e-procurement system will not accept any proposals after the specified close time.

2.5. 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.

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

Request for Proposal (RFP) #PE-24001 7

2.6. 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

• 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.

Request for Proposal (RFP) #PE-24001 8

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 performed, the total project cost, the percentage of work the firm was responsible for, the period over which the work was completed, and the name, title, and phone number of clients to be contacted for references. Give a brief statement of the firm’s adherence to the schedule and budget for the project.

This Section of the Proposal shall include information regarding any relationships with firms and/or individuals that may submit proposals in response to the RFPs being developed.

3.4. Work Plan or Proposal

This Section of the Proposal shall present a well-conceived service plan. Include a full description of major tasks and subtasks. This section of the proposal shall establish that the Proposer understands the City’s objectives and work requirements and Proposer’s ability to satisfy those objectives and requirements. Succinctly describe the proposed approach for addressing the required services and the firm’s ability to meet the City’s schedule, outlining the approach that would be undertaken in providing the requested services.

3.5. Project Staffing

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

Request for Proposal (RFP) #PE-24001 9

3.6. Proposal Exceptions

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

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

3.7. Proposal Costs and Rates

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

This Section of the Proposal shall include the proposed costs to provide the services desired. The proposal shall also detail any other relevant cost and price information (such as any change to the fees based on any options a proposer is able to offer), plus a proposed not-to-exceed amount that would be contained in a potential agreement with the City. The hourly rates or a schedule of rates may be used for pricing the cost of additional services outlined in the Scope of Services.

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

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

3.8. Evidence of Financial Stability

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

• The most recent audited financial statement

• Reviewed financial statements for the last two years

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

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

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

Request for Proposal (RFP) #PE-24001 10

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

4. CONTRACT TYPE AND METHOD OF PAYMENT

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

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

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

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

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

• 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

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5.1. BACKGROUND INFORMATION

The City of Palo Alto ("City") has long been a leader in sustainability, making significant progress towards reducing its carbon impacts, greenhouse gas (GHG) emissions, and resource consumption. In October 2022, the City adopted a carbon neutrality goal that helps support its existing sustainability goal of cutting emissions 80% below 1990 levels by 2030, also known as ("80x30 Goal).

In June 2023, the City adopted the 2022 Sustainability and Climate Action Plan (“S/CAP”), a comprehensive roadmap detailing how the City intends to meet its carbon reduction targets while simultaneously enhancing the natural environment, preparing for climate-related impacts, and boosting quality of life for residents. Although greenhouse gas reduction is a core aim, the City embraces a holistic definition of sustainability. The plan is structured around eight key areas of focus: Climate Action, Energy, Mobility, Electric

Vehicles, Water, Climate Adaptation and Sea Level Rise, Natural Environment, and Zero

Waste.

The City developed the 2023-2025 S/CAP Work Plan that outlines strategy to help support and meet the S/CAP goals. One key strategy is the City Facility Electrification

(“Electrification”) initiative, which aims to electrify municipal buildings and reduce reliance on natural gas. To support the Electrification efforts, the City completed a Facility

Condition Assessment (“FCA”) in 2023 to evaluate all municipal facilities—including their operational status—to specifically help identify existing gas-burning systems. This assessment helps provide a crucial understanding of our existing buildings.

To advance Electrification initiative for City owned Facilities, the City now seeks a qualified design firm ("Consultant") to provide professional design and construction administration services. This initiative serves as a “pilot” project—specifically targeting the electrification of an initial five municipal facility buildings with a portion of the project budget reserved for on-call design services to support additional electrification projects as opportunities arise. The project will follow the traditional design–bid–build delivery method.

Services must be provided by a licensed professional and may include, but are not limited:

architect, electrical engineer, mechanical engineer, plumbing engineer, structural engineer, cost consultant, and other specialty consulting as needed.

5.2. DESIGN CONSIDERATIONS

The City plans to phase out gas-burning equipment in municipal facilities and transition to fully electrified systems.

The scope of work includes, but is not limited to:

• Complying with all applicable codes, laws and regulations including the California

Building Code, Mechanical, Plumbing, Electrical, Fire code, California Green

Building Code, ADA standards, and City of Palo Alto Municipal Codes, etc.

• Assessing existing gas-powered units and their functions https://www.paloalto.gov/City-Hall/Sustainability/SCAP https://www.paloalto.gov/files/assets/public/v/1/sustainability/reports/2023-2025-scap-work-plan_final.pdf

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• Designing new electrical systems that maintain or improve current building performance

• Converting gas-powered systems, including but not limited to, mechanical, heating, and cooling systems to electric alternatives

• Supporting and integrating existing electric mechanical systems to ensure compatibility

• Evaluating the current infrastructure to determine its capacity to support new electric systems

• Performing load calculations and electrical system upgrades based on equipment upgrades

• Address design proficiency, energy savings, code compliance, and aesthetics

• Ensuring all upgrades meet code requirements for clearances, access pathways, working clearances, and overall compliance.

• Providing detailed cost estimates at each design phase

• Offering innovative cost-effective design solutions to enhance performance and sustainability

• Advising and guiding City staff on best practices, emerging technologies, and implementation strategies

The Consultant is expected to be fully versed in all permitting requirements for municipal facility electrification projects, including coordination with the City’s Planning Department, Building Division, and other relevant regulatory agencies. The Consultant shall ensure that designs meet all code and permitting requirements necessary for construction and operation.

The City has identified certain equipment units for potential electrification based on its review of the FCA. The FCA reports pertaining to electrification are provided for reference only; the Consultant must independently verify conditions, evaluate options, and make recommendations for electrification aligned with the City’s goals, building operations, lifecycle, and cost-effectiveness.

To optimize use of City assets, the City intends to prioritize electrification of equipment that is near their End of Useful (EUL), and to evaluate the unit’s Remaining Useful Life

(RUL) of other equipment to determine whether electrification is practical and cost-effective when work is already occurring within a facility. The Consultant shall incorporate this evaluation when recommending unit replacements and developing designs acceptable to the City.

Request for Proposal (RFP) #PE-24001 13

This RFP represents a “pilot” for five buildings. Ultimately, a total of 18 facilities is expected to undergo electrification in phases. The City may extend the contract for additional services as needed.

Pilot Facilities and Specific Equipment Units:

• Art Center (26,441 SF) o Water Heater, Gas, Residential, 50 GAL - Basement o Ceramics Equipment, Kiln, 475 CFH - Kiln Room

• College Terrace Library (5,050 SF) o Water Heater, Gas, Tankless, 3.2 GPM - Attic

• Downtown Library (8,741 SF) o Water Heater, Gas, Tankless, 3.2 to 6.4 GPM - Janitor Closet o Packaged Unit, RTU, Pad or Roof-Mounted, 26 to 50 TON - Roof

• Golf Course Pro Shop/ Cafe (12,406 SF) o Packaged Unit, RTU, Pad or Roof-Mounted, 4 TON - Exterior o Packaged Unit, RTU, Pad or Roof-Mounted, 6 to 7.5 TON - Exterior o Packaged Unit, RTU, Pad or Roof-Mounted, 8 to 10 TON - Exterior o Water Heater, Gas, Commercial (200 MBH), 100 to 199 GAL - Mechanical

Room o Boiler, Gas, HVAC, 251 to 500 MBH - Mechanical Room o Foodservice Equipment – Kitchen

• Ventura Community Center (21,481 SF) o Water Heater, Gas, Residential, 40 GAL - Boiler Room o Water Heater, Gas, Residential, 50 GAL – Kitchen o Water Heater, Gas, Residential, 50 GAL - Admin Office o Furnace, Gas, 80 MBH - MPR o Foodservice Equipment, Range/Oven, 8-Burner - Kitchen o Boiler, Gas, HVAC, 1000 MBH - Boiler Room o Boiler, Gas, HVAC, 750 MBH - Boiler Room

These facilities are to remain operational and occupied during entire design process. The

Consultant shall provide design services for the five identified pilot facilities concurrently.

Request for Proposal (RFP) #PE-24001 14

5.3. CITY DUTIES

During the term of the Consultant’s professional services, the following items will be the responsibility of the City.

A. City’s Project Manager or authorized designee shall manage Consultant’s performance. Consultant shall receive final direction only from the Project Manager or his or her authorized designee. The Project Manager shall resolve any conflicting direction from other groups, departments, or agencies.

B. City will provide reviews and comment on what may be necessary to complete design milestones and/or approve completion of design milestones and cost estimates. At the completion of each phase, City will provide written authorization to the Consultant to proceed to the next phase. The time for City’s review will depend, in part of City’s satisfaction with the deliverables and whether further revision or cost reconciliation is required.

C. City will provide record drawings or as-builts of existing project facilities (when available).

D. City will pay for permits and application fees as required by design.

5.4. CONSULTANTS’ SCOPE OF SERVICES

The Consultant’s basic services for City Facility Electrification consists of 8 Tasks:

1. Site Assessment and Programming

2. Schematic Design

3. Design Development

4. Construction Documents

5. Permitting

6. Project Bid Support

7. Construction Administration

8. Project Closeout

All buildings shall remain operational and occupied during entire design process. The

Consultant will be responsible for surveying the various sites listed and will coordinate through the Project Manager.

Consultant shall treat each building facility as a separate project, each with its own deliverables, permitting, cost, schedule, etc. Consultant personnel shall not have direct

Request for Proposal (RFP) #PE-24001 15 contact with minors and shall coordinate site access with City’s Project Manager.

Consultant will be escorted when required.

Task 1 – Site Assessment and Programming

1.1 Project Kick-off Meeting

A. Consultant shall attend project kick-off meeting scheduled by the City’s Project

Manager which will include an introduction to City Facilities Maintenance Team

(“Facilities”), City Utilities, and any other relevant party of the City. The Consultant shall ensure the main point of contact for the project is present, and any other team member that is will be considered part of the team.

B. Consultant shall also attend building project introductory meeting with end/user to discuss building concerns and needs.

C. Consultant shall meet with City’s Project Manager, Facilities, and relevant stakeholders to discuss project goals, timelines, sustainability targets, design standards, and needs of the building.

D. Consultant shall provide prior to the project kick-off meeting a list of available dates for site assessment so that this can be coordinated with Facilities and the building user/manager.

E. Consultant shall review the FCA prior to the project kick-off meeting but shall treat the FCA as reference only. Consultant shall prepare any questions pertaining to performance goals, basis of design, constraints, and survey strategy, and shall independently verify conditions and evaluate which equipment units should be electrified.

1.2 Site Surveys

A. Consultant shall include separate site visits to survey each building, one site visit at minimum to understand full scope of work required and existing function of each facility.

B. Consultant will coordinate, schedule, and receive authorization prior to any site visit. Coordination of visits will be coordinated through the City’s Project Manager.

C. Consultant shall work with City’s Project Manager to identify the existing conditions and analyze the buildings’ functional needs and include recommendations.

D. Consultant shall review building as-built drawings (if available), utility data, and

FCA reports prior to site survey visit that will be provided by the City’s Project

Manager.

Request for Proposal (RFP) #PE-24001 16

E. Consultant shall consider the RUL or EUL of the equipment to be electrified and provide an updated assessment analysis if units not approaching EUL, would be electrified regardless due to the phasing of construction, operation of the units for functionality of the building, and if cost analysis is beneficial to the City.

F. Consultant shall review electrical infrastructure and verify from transformer to electrical panel if an upgrade is required.

1.3 Site Assessment Reports and Programming

A. Consultant shall provide separate reports for each building facility as each building will require different needs.

B. Consultant shall gather information from site visits and provide an assessment report that includes electrification recommendations. Recommendations must be based on the Consultant’s independent evaluation and may differ from the FCA findings if warranted by building operations, lifecycle, or cost considerations.

C. Consultant shall provide a summary report of findings and recommendations including items noted above to help City further understand existing facility condition and help provide design direction with will help commence the beginning of Task 2.

D. Consultant shall include a study in the report that includes at least three vendors for equipment to ensure that multiple options are available during the construction phase.

E. Consultant shall identify and implement opportunities to help accommodate existing occupants with minimal disruption during construction.

F. Deliverables shall be electronic, either PDF or Word document. Draft reports can be submitted via Microsoft Word. Final reports and deliverables of survey assessment shall be provided in PDF.

G. The City will review the site assessment report provided by the consultant.

Following this review, the City will schedule a follow-up meeting with Consultant, Facilities, and relevant parties to review, discuss, and ask questions of assessment report. This meeting will include an agreed upon deadline date for the Schematic

Design procurement, City and Facility review time and comments and target scheduled date to hold a Schematic Design Review Meeting. Once all has been clarified, the City Project Manager will provide direction to Consultant to begin Task

2.

Task 2 – Schematic Design

Request for Proposal (RFP) #PE-24001 17

2.1 Schematic Design Documents

A. Consultant and relevant design professionals shall provide a schematic design incorporating information gathered from the site survey findings.

B. The schematic design shall be a preliminary package that includes, but is not limited to, the demolition of existing units, capping or removal of unused lines pertaining to mechanical, electrical, plumbing, low voltage, etc., and must include the development of new design drawings. This includes infrastructure, pathways, scale, schematic pathways, equipment schedule, and conceptual plans. It will be the responsibility of the consultant to consider runs, bends, linear footage when designing and ensure the design is compliant to the manufacturer specifications and requirements.

C. Consultant shall include an outline of specifications, equipment schedule, and project schedule for City and Facilities to review.

D. Consultant shall include schematic level cost estimate upon completion of the schematic design for each building.

E. Consultant shall provide deliverables in electronic form for the schematic design.

F. Consultant shall meet with City to review design, equipment schedule, cost estimate, and City and Facility comments, to identify opportunities for enhancement or necessity for value engineering.

G. City will review and approve schematic design after comments have been addressed and revisions to these comments have been made.

Task 3 – Design Development

3.1 Design Development Documents

A. Consultant shall refine and update the schematic design drawings for each building in response to comments from City, Facilities, and any other City representatives.

Drawings shall further include but is not limited to demolition plans, new construction line diagrams, new equipment, new underground and site utility if applicable, detailed equipment schedule, etc.

B. Consultant shall coordinate and meet with the project team, Facilities, Planning, Buildings, Utilities, as needed to help refine the Design Development drawing sets.

C. Consultant shall provide refined specifications, equipment list, and technical specifications.

Request for Proposal (RFP) #PE-24001 18

D. Upon completion of the design development, Consultant shall provide a design-development level construction cost estimate and project schedule including time for permits for each building.

E. Consultant shall provide deliverables in PDF version.

F. Consultant shall meet with City to review design, equipment schedule, cost estimate, and City and Facility comments, to identify opportunities for enhancement or necessity for value engineering.

G. City will review and approve development design after comments have been addressed and revisions to these comments have been made.

Task 4 – Construction Documents

4.1 Construction Documents

A. The Consultant shall acknowledge that Construction Documents will be submitted at 60%, 95%, and 100% completion stages for each building. Deadlines for each submission will be determined during project coordination, and both the City and the Consultant will be provided with reasonable timeframes for review and execution.

B. The Consultant shall refine and update the design development drawings for each building in response to comments from the City, Facilities, and other designated

City representatives. The drawings shall include, but are not limited to, demolition plans, new construction line diagrams, new equipment layouts, applicable underground and site utilities, ADA-compliant design elements, code-required working clearances, implementation of City of Palo Alto Municipal Code, etc.

C. Consultant shall coordinate and meet with the City’s Project Manager, Facilities, Planning, Buildings, Utilities, as needed to help refine the Construction Document drawing sets.

D. Consultant shall provide refined specifications, finalize equipment list, technical specifications, updated cost estimates, and updated project schedule for each building.

E. Consultant shall coordinate technical specifications with City’s General Conditions and Construction Contract Template.

F. Consultant shall ensure that 60%, 95%, and 100% must be provided in a suitable level for Construction. The intent for 60% Construction Document Review by City and Facilities is to help review for constructability and verify previous comments were implemented.

Request for Proposal (RFP) #PE-24001 19

G. Consultant shall provide 60% Contract Document including an updated cost estimate and project schedule including time for permits for each building. City and

Facilities will review these deliverables and provide comments to help produce the

95% Construction Documents.

H. Consultants will have the opportunity to meet with City and Facilities to review comments for implementation to help produce the 95% Construction Documents.

I. After discussing 60% Construction Document comments, Consultant shall take

60% Construction Document comments and utilize these notes to produce help produce the 95% Contract Documents.

J. Consultant shall provide 95% Construction Documents intended for the Building

Department plan check review. The Project Manager will review 95% Construction

Document in parallel to the permit review. The City entrusts that the Consultant will have incorporated previous comments prior to submitting to Building Department plan check review.

K. Consultant shall prepare final 100% complete Construction Documents based on feedback provided at the 95% review and the permit review. These 100% documents will be used as the Construction Documents to be issued for bid to procure the construction contract(s). All exhibits, drawings, specifications, reports, and other materials required to support complete construction bid shall be provided.

Task 5 – Permitting

5.1 Permitting

A. Consultant shall submit and obtain a building permit by providing all necessary drawings, calculations, and supporting documentation, and by coordinating with the Planning Department and Building Division, as required.

B. The Consultant shall review and respond to all plan check comments and track and manage comments on a spreadsheet.

C. The Consultant shall be responsible for all services, exhibits, and applications needed to secure permits or approvals known at the time the services are performed, including all design-stage permits and approvals. The City will be responsible for paying all applicable permits and application fees.

Task 6 – Project Bid Support

6.1 Project Bid Support

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A. Consultant shall assist with City for preparation of construction bid packages

(IFB’s).

B. Consultant shall review and respond to bidder inquiries within 48 hours during bid period.

C. Consultant shall prepare addenda and revisions as required within hours during bid period.

D. Consultant shall compile conformed drawing set for each project.

E. Consultant shall attend and assist the City at pre-bid conferences and job-site walks. There will be a job-site walk at each building location to be scheduled and coordinated by the City’s Project Manager.

F. Consultant shall acknowledge that the contractor bid will include the pilot listed buildings. City does not intend to issue separate IFB’s for each building.

Task 7 - Construction Administrative

7.1 Construction Administration

A. Consultant shall provide assistance to City staff during construction bidding phase that shall include bid phase questions, bid phase addenda if applicable, etc.

B. Consultant shall attend onsite pre-construction meetings with selected contractor to establish project expectations.

C. Consultant shall assist City in reviewing and responding to submittals within ten

(10) calendar days upon receiving submittal.

D. Consultant shall respond to contractor requests for information (RFI) within five (5) calendar days upon receiving the request.

E. Consultant shall assist City in clarifying any questions that may arise during the project in a timely manner.

F. Consultant shall assist City in preparing, reviewing, and provide comments and/or solutions to change orders within ten (10) calendar days upon receiving the change orders.

G. Consultant shall attend weekly project progress meetings that will be held virtually, unless otherwise requested to meet in person for emergency site meeting, and shall attend on-site meetings as required to help resolve an issue to not delay project progress.

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H. Consultant shall understand that each building will be treated as it’s own project as each building is unique, however the weekly progress meeting will be utilized to discuss all buildings.

I. Consultant shall provide project addenda’s as needed within five (5) calendar days upon determination that it is required, and consult and confirm if this shall be resubmitted to the building department.

J. Consultant shall review inspection reports.

K. Consultant shall visit the project at appropriate intervals during construction to become generally familiar with the progress and quality of the contractor’s work and to determine if the work is proceeding in general accordance with the Contract

Documents.

L. Consultant shall participate in the final project review and prepare final review punch list. Consultant shall field verify, perform back checks, and sign off on punch list item completion. Project platform for document control will be selected by the

Contractor.

Task 8 - Project Closeout

8.1 Project Closeout

A. Consultant shall review as-built drawings from the contractor and issue as-built plans for the project within thirty (30) calendar days from the day Notice of

Completion is sent to the Contractor. As-built plans shall be delivered to the City in both AutoCAD 2023 or later version and PDF formats.

B. Consultant shall visit the project with City staff before the warranty period expires

(approximately 10 months) to review project status and advise City on warranty items that should be fixed.

5.5. AVAILABLE DOCUMENTS

The following documents are available for Consultant to review prior to design and to incorporate findings prior to on-site survey.

o Art Center Excerpt from FCA (March 22, 2023) o College Terrace Library Excerpt from FCA (March 25, 2024) o Downtown Library Excerpt from FCA (March 27, 2024) o Golf Course Pro Shop / Caf? Excerpt from FCA (April 4, 2024) o Ventura Community Center Excerpt from FCA (April 4, 2024)

Request for Proposal (RFP) #PE-24001 22

5.6. SCHEDULE OF PERFORMANCE

The following schedule is an outline of project milestones. Dates and durations are subject to change based on project needs, City review times, permitting, and other factors.

Milestones Completion

Number of Weeks (as specified below) from Notice to Proceed (NTP)

Task 1 - Site Assessment and Programming 6 weeks

Task 2 - Schematic Design 12 weeks

Task 3 - Design Development 18 weeks

Task 4 - Construction Documents 24 weeks

Task 5 - Permitting 34 weeks

Task 6 - Project Bid Support 40 weeks

Task 7 - Construction Administrative 80 weeks

Task 8 - Project Closeout 84 weeks.

The City intends for College Terrace Library and Art Center to be advanced and completed on an accelerated basis following the Notice to Proceed, and shall allocate sufficient resources to meet this prioritization.

5.7. COST PROPOSAL

Consultants responding to this RFP shall provide a detailed cost proposal that clearly demonstrates the pricing structure for the services described in this Scope of Services.

The cost proposal must include the following components:

1. Cost Proposal for Pilot Buildings

• The Consultant shall provide a separate cost proposal for each of the five pilot buildings.

• Costs shall be broken down by task (Tasks 1–8 as described in Section 4), including:

Request for Proposal (RFP) #PE-24001 23 o Hourly rates by personnel classification (e.g., Project Manager, Architect, Mechanical Engineer, Electrical Engineer, Cost Consultant, etc.) for both the

Consultant team and any subconsultants o Estimated hours required to complete each task o Subtotal cost per task o Total cost per building

• The proposal shall include a total project cost for all five pilot buildings, including all tasks.

2. Hourly Rate Sheet

• The Consultant and subconsultants shall provide a comprehensive hourly rate sheet for all personnel classifications that may be assigned to this project.

• The rate sheet shall include all labor categories, standard hourly rates, and any additional cost.

3. Additional Services

• Services beyond the defined scope or for additional facilities beyond the five pilot buildings will be considered additional services.

• For any additional services, the City will request a separate cost proposal from the

Consultant, which must include a similar breakdown of hourly rates and estimated hours.

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

Quality and completeness of proposal

N/A N/A

Request for Proposal (RFP) #PE-24001 24

2. Proposed Solution

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

N/A N/A

3. Experience

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

N/A N/A

4. Costs

Proposed cost to the City

N/A N/A

5. Financial Condition and Stability

Consultant or contractor’s financial condition and stability

N/A N/A

6. Timely Performance

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

N/A N/A

7. Prior Record of Performance for

Government Agencies

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

N/A N/A

8. Ability to Provide Ongoing Services

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

N/A N/A

9. Compliance

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

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

N/A N/A

7. ORAL INTERVIEWS

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

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

Request for Proposal (RFP) #PE-24001 25

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

8. PUBLIC NATURE OF MATERIALS

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

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

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

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

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

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

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

Proposer and the City

• Evidence of incorrect information submitted as part of the proposal

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

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

11. NON-CONFORMING PROPOSAL

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

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

12. GRATUITIES

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

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)

Request for Proposal (RFP) #PE-24001 27 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…