REQUEST FOR PROPOSALS

26-067-RFP

FACILITATION SERVICES FOR THE SACRAMENTO DEEP WATER

SHIP CHANNEL CHARRETTE (NON-ON CALL)

City of West Sacramento

1110 W Capitol Ave

West Sacramento, CA 95691

RELEASE DATE: July 13, 2026

DEADLINE FOR QUESTIONS: July 22, 2026

RESPONSE DEADLINE: July 31, 2026, 3:30 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

Facilitation Services for the Sacramento Deep Water Ship Channel

Charrette (Non-On Call)

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 - Insurance Checklist WSAFCA

B - FacilitationCharrette_Non-OnCall_Contract

C - 2016 DWSC Closure Study (Potential Charrette Alternatives)

D - DWSC Design Charrette Presentation 2026 (Potential Charrette Alternatives)

E - West Sacramento GRR 2016 (Current Non-Closure Structure Alternative)

Request for Proposals #26-067-RFP Title: Facilitation Services for the Sacramento Deep Water Ship Channel Charrette (Non-On Call)

1. Introduction

1.1. Summary

STATEMENT OF PURPOSE

The Sacramento Deep Water Ship Channel faces ongoing flood-risk management challenges driven by inadequate levee infrastructure, evolving hydraulic conditions, and the need to balance navigation, ecosystem, and operational constraints. To support informed leadership decisions on future solutions, a two-phase expert design charrette will be facilitated to guide structured collaboration and synthesis. In

Phase 1, the facilitator will lead discovery and alignment activities to clarify the flood-related problem statement, identify constraints and risks, and generate initial solution concepts. Phase 2 will refine these concepts through deeper scenario analysis, trade-off evaluation, and consensus-building, resulting in a decision-ready package for executive leadership. Throughout both phases, the facilitator will manage the process, coordinate with project leads and SMEs, and produce clear, actionable deliverables to support the evaluation of alternatives for flood-risk reduction and system improvement.

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.

1.3. Contact Information

Andrew Farris

Flood Protection Planner

1110 West Capitol Ave.

West Sacramento, CA 95691

Email: andrewf@cityofwestsacramento.org

Phone: (916) 617-5318

Department:

Capital Projects - Flood

1.4. Timeline

Project Release Date July 13, 2026

Pre-Proposal Meeting (Non-Mandatory) July 20, 2026, 1:00pm

Pre-Proposal Meeting for DWSC Charrette RFP opportunity. WSAFCA will present on the project and have time for questions or clarification as well.

Atendance is NOT required but encouraged. Virtual only.

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/219321605379

394?p=Mp1vM5uZg9wwKzEcRN

Meeting ID: 219 321 605 379 394

Passcode: yd7Eu3YH

Need help? | System reference

Dial in by phone

+1 619-485-0116,,250206942# United States, All locations

Find a local number

Phone conference ID: 250 206 942#

Question Submission Deadline July 22, 2026, 3:30pm

Question Response Deadline July 23, 2026, 3:30pm mailto:andrewf@cityofwestsacramento.org tel:(916)617-5318 https://teams.microsoft.com/meet/219321605379394?p=Mp1vM5uZg9wwKzEcRN https://teams.microsoft.com/meet/219321605379394?p=Mp1vM5uZg9wwKzEcRN

Proposal Submission Deadline July 31, 2026, 3:30pm

2. Scope of Work

2.1. Scope of Work

Two-Phase Expert Design Charrette Supporting Executive Leadership Decision-Making

Purpose of the Engagement

The Contractor will provide a qualified facilitator to plan, lead, and document a two-phase design charrette for flood management solutions for the Sacramento Deep Water Ship Channel (DWSC). The current authorized West Sacramento Levee Improvement Project (WSLIP) includes over 25 miles of levee improvements down the Sacramento Deep Water Channel West and East Levees to protect against the 200-year flood event in the Yolo Bypass and DWSC. The WSLIP also includes improvements to Port South and the South Cross Levee to protect against high flow events and/or backchanneling of water up the DWSC into the City interior.

The Contractor shall facilitate a Charrette to explore applicable alternatives that would prevent interior flooding from high water events in the DWSC and Yolo Bypass (south of the Yolo Bypass East Levee-

South), including closure structures, levee rehabilitation, non-structural, or alternative flood management solutions.

The facilitator will guide a multidisciplinary team of experts through structured collaboration to develop, refine, and present solution options that will support an informed decision by the USACE Executive

Leadership / Change Management Board.

Facilitator Responsibilities

Overall Role

The facilitator will serve as a neutral, process-focused leader responsible for:

• Designing and managing the charrette process

• Ensuring productive, inclusive, and time-efficient collaboration

• Synthesizing outputs into clear, actionable deliverables

• Maintaining alignment with the decision needs of executive leadership

The facilitator is not responsible for providing subject-matter expertise; their role is to guide the experts.

Meeting & Coordination Requirements

The facilitator will:

• Physically attend all planning and coordination meetings in West Sacramento or Downtown

Sacramento, if directed so by WSAFCA. A hybrid option on Microsoft Teams must also be planned for and offered for all meetings.

• Provide agendas at least 3 business days before each charrette session

• Provide meeting notes within 5 business days after each session

• Coordinate with internal project leads to ensure participation of required SMEs

• Maintain communication with the designated project manager

Qualifications of the Facilitator

The Contractor will provide a facilitator with:

• Demonstrated experience leading multi-stakeholder design charrettes or strategic workshops on flood control or management topics

• Understanding of flood infrastructure features

• Prior experience working with the US Army Corps of Engineers

• Understanding of the unique flood risks in West Sacramento and general hydraulic risks

• Strong skills in group facilitation, consensus-building, and conflict navigation

• Ability to synthesize complex information into clear outputs

• Familiarity with organizational change, strategic planning, or systems design

• Neutrality and independence from internal decision-making

Boundaries & Assumptions

• The facilitator will not make decisions or recommendations on behalf of the organization; they will guide the team to develop them.

• Subject-matter expertise will be provided by the organization’s designated experts.

• The facilitator’s role is process-focused, not technical.

• All final decisions rest with the Executive Leadership / Change Management Board.

Phase 1: Discovery, Alignment & Concept Development

Facilitator Tasks

• Conduct up to two, 2 hour pre-charrette planning meeting with USACE project leads and/or

WSAFCA staff.

• Review background materials, constraints, and decision context (see attachments)

• Develop the Phase 1 agenda, facilitation plan, and activity structure

• Facilitate an approximately 4-6 hour facilitation session with USACE, Non-Federal Sponsors, and

Stakeholders to:

o Clarify the problem statement o Identify constraints, risks, and success criteria o Generate initial solution concepts

• Capture key insights, themes, and areas requiring deeper analysis

Phase 1 Deliverables

• Finalized problem statement and evaluation criteria

• Summary of initial solution concepts (2–4 options)

• High-level feasibility and risk notes

• Phase 1 summary brief for internal validation

Phase 2: Solution Refinement & Decision Preparation

Facilitator Tasks

• Develop the Phase 2 agenda and facilitation plan

• Conduct one, 2 hour pre-Phase 2 planning meeting with the USACE project leads and WSAFCA staff.

• Guide experts through structured deep-dives, scenario analysis, and trade-off discussions

• Facilitate a 4-6 hour consensus-building and alignment meeting on preferred options

• Ensure all analysis aligns with executive decision needs

• Conduct up to two, 2 hour Post-Charrette meetings with USACE project leads and/or WSAFCA staff on preliminary/final findings and deliverables

• Synthesize findings into a clear, decision-ready package

Phase 2 Deliverables

• Refined solution concepts with supporting analysis

• Comparative evaluation matrix (cost, risk, timeline, benefits, change impact)

• Draft implementation roadmap (phased or full-scale)

• Executive decision briefing materials:

o A complete, executive-ready decision package that includes a brief PowerPoint presentation with recommendation(s), an executive summary document, and a full Charrette report that includes:

▪ Problem framing

▪ Solution options

▪ Comparative analysis

▪ Recommended path (as developed by the expert team)

▪ Risks, mitigations, and implementation considerations o This package will be suitable for presentation to the Executive Leadership / Change

Management Board to support a formal decision.

2.2. Equipment and Supplies

The Consultant shall furnish all tools, materials, supplies, and equipment to perform the tasks outlined in the Scope of Work.

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

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 WSAFCA 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. WSAFCA reserves the right to terminate the Contract if its execution would or could create, or give the appearance of creating, a conflict of interest. WSAFCA, at its sole discretion, shall make all determinations on the existence or appearance of a conflict of interest.

D. WSAFCA Contract Terms. The Letter shall include a statement of acknowledgement that

WSAFCA'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

Standard WSAFCA Contract Qualifications identifying the contract language at issue and

Proposer's suggested adjustment or modification.

https://secure.procurenow.com/portal/cityofwestsacramento/projects/281380/document?section=2714936 https://secure.procurenow.com/portal/cityofwestsacramento/projects/281380/document?section=2714936 https://procurement.opengov.com/portal/cityofwestsacramento/projects/281380/document?section=2714936 https://secure.procurenow.com/portal/cityofwestsacramento/projects/281380/document?section=2714943 https://secure.procurenow.com/portal/cityofwestsacramento/projects/281380/document?section=2714936

2. If no qualifications are identified, Proposer is presumed to have accepted WSAFCA's 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 WSAFCA 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 WSAFCA, or a public agency similar in size to WSAFCA. 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 WSAFCA 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 WSAFCA.

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. 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.

G. 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.

H. 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.

I. 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 WSAFCA throughout the work, advance the project objectives, and provide continuity on work efforts.

3.5. 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 WSAFCA, if any. WSAFCA will not be responsible for any errors.

Proposer agrees to maintain pricing for the duration of the Contract.

https://procurement.opengov.com/portal/cityofwestsacramento/projects/281380/document?section=2714944

4. General Information

4.1. Proposal Submission

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

WSAFCA's E-Procurement Portal, which will deliver Proposals to WSAFCA staff overseeing the solicitation. Proposals not submitted through WSAFCA'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 WSAFCA’s e-Procurement Portal no later than:

Friday, July 31, 2026 at 3:30 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 WSAFCA's and Proposer's benefit that questions and objections are brought to WSAFCA's attention so it may issue necessary amendments to the RFP and help prevent the opening of defective proposals upon which WSAFCA 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 WSAFCA through the WSAFCA’s e-Procurement

Portal at or before:

Wednesday, July 22, 2026 at 3:30 pm.

Questions shall be considered waived and invalid if not brought to the attention of WSAFCA in conformity with this subsection. Questions not submitted through the WSAFCA'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 WSAFCA'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. WSAFCA 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 WSAFCA’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 WSAFCA'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 WSAFCA’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 twenty-five (25) 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

WSAFCA 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 WSAFCA'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 WSAFCA's e-Procurement Portal. After the deadline to submit a Proposal, WSAFCA 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 WSAFCA 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 WSAFCA, 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 WSAFCA. Any subcontractor, subconsultant, or other contracting parties

(collectively, "Subcontractor") must be specifically approved in writing by WSAFCA. Inclusion of a subcontractor in a Proposal does not guarantee the WSAFCA'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. RFP Amendment and Cancellation

WSAFCA 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 WSAFCA'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.

5.4. Right of Rejection

A. WSAFCA 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 WSAFCA or otherwise qualify a Proposal. If a Proposer does so, WSAFCA may determine the Proposal is a nonresponsive counteroffer, and the

Proposal may be rejected.

D. WSAFCA reserves the right, at its sole discretion, to waive variances in a Proposal, provided such action is in the best interest of WSAFCA. Where WSAFCA 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, WSAFCA may hold any Proposer to strict compliance with the RFP.

https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

5.5. 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, WSAFCA, at its sole discretion, may reject the Proposal. A Proposer may either submit Questions to gain clarification on a term of WSAFCA's standard contract or submit proposed revisions to WSAFCA's standard contract in redline as part of the Proposal Transmission Letter, both pursuant to the terms of this RFP.

5.6. 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 WSAFCA 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.

5.7. 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.

5.8. Proposal of Additional Services

A Proposal for additional services (i.e., proposals that offer something additional from that requested by the RFP) will be considered nonresponsive and rejected. Proposers must use the format and tasks outlined in the electronic cost table.

5.9. 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 WSAFCA and

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

5.10. 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. WSAFCA may require any or all

Proposers to submit evidence of proper licensure and certifications.

5.11. Disclosure of Proposal Contents

All Proposals and other materials submitted to WSAFCA related to this RFP shall become the property of

WSAFCA. 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

WSAFCA. 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 WSAFCA 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.

5.12. 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 WSAFCA 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.

5.13. 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 WSAFCA 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 WSAFCA, WSAFCA will endeavor to notify the Proposer of the request and delay access to the material until seven (7) working days after WSAFCA’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

No. Evaluation Criteria Scoring Method Weight (Points)

1. Project Understanding

Understanding of project scope and completeness of the Proposal.

Points Based 5 (16.7% of Total)

2. Proposer Qualifications and Experience

Relevant experience and qualifications.

Points Based 10 (33.3% of Total)

3. Cost Proposal

Cost effectiveness of work.

Points Based 10 (33.3% of Total)

4. Acceptance of WSAFCA's Standard Contract for Services

Ability to accept WSAFCA's Standard Contract with little to no qualifications.

Points Based 5 (16.7% 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. WSAFCA'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 WSAFCA 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. WSAFCA 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. An interview of some or all Proposer(s) may occur, at the sole discretion of WSAFCA. Not every proposer may be interviewed.

7.2. 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 WSAFCA.

B. Proposer and WSAFCA shall negotiate the final terms and conditions of the Contract, pursuant to this RFP. The Contract shall contain the same, or substantially the same, terms and conditions as portrayed in this RFP, the Scope of Work, the Proposal, and WSAFCA's Standard Contract.

C. Following negotiations, WSAFCA shall draft a contract for execution by all parties. If the

Proposer fails to sign and return the Contract within seven (7) working days of its delivery to the

Proposer, WSAFCA may determine, at its sole discretion, that the Proposer is nonresponsive to the terms of this RFP and initiate further Proposal Evaluation Processes.

D. WSAFCA 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. WSAFCA 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 WSAFCA's 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 WSAFCA 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 WSAFCA to act in any certain way and do not create rights, interests, or claims of entitlement to any Proposer or any other entity. Any perceived or actual obligation of WSAFCA related to this RFP shall not commence until after the Contract is fully executed in compliance with WSAFCA ordinances and regulations to establish a legally binding contract.

8.4. Contract Payment

Contract payments shall only be made in accordance with the terms and conditions of the Contract and only after the Contract is fully executed in compliance with WSAFCA ordinances and regulations. No payment shall be made until the Contract is executed. WSAFCA shall not be liable for any payment related to this RFP or the Scope of Work prior to the execution of the Contact, even if the services or work is done in good faith or reliant on oral promises.

8.5. Contract Monitoring

The Contractor shall be responsible for the completion of all services required to complete the Scope of

Work. All services, work, and tasks pursuant to the Scope of Work are subject to inspection, evaluation, and acceptance by WSAFCA. WSAFCA may employ all reasonable means to ensure that the Scope of

Work is progressing and being performed in compliance with the Contract, including, but not limited to, inspection of Contractor's office, records, files, and other materials and places related to the Scope of

Work. If WSAFCA wishes to conduct such an inspection, the Contractor shall provide reasonable access and assistance.

https://procurement.opengov.com/portal/cityofwestsacramento/projects/281380/document?section=2714943

8.6. Contract Amendment

During the course of the Contract, WSAFCA may request the Contractor to perform additional services for which the Contractor would be compensated. Those services shall be within the general scope of this

RFP. In such instances, WSAFCA shall provide the Contractor a written description of the additional work, and the Contractor shall submit a time schedule and cost proposal for completing the additional services, based on either the rates included in the Contractor's Proposal to this RFP or else a fixed fee that is mutually agreed to by WSAFCA and Contractor, whichever is lowest. If WSAFCA and Contractor reach an agreement regarding the services and associated compensation, said agreement shall become effective by means of an amendment to the Contract.

9. Proposer Questionnaire

9.1. Proposal Requirements*

Please confirm that you have read and met all of the Proposal Requirements.

☐ Yes

☐ No

*Response required

9.2. W-9 Form*

Please download the attached 2024 version of the W-9 form, complete, and upload.

• W-9_Form_ver._2024_-_BLANK.pdf

*Response required

9.3. Please enter Legal Company Name and any related DBA*

Please enter the full legal company name and any other business names related to this proposal registered with the Secretary of State to conduct business in the State of California.

*Response required

9.4. Type of Business*

Please confirm your form of business.

☐ Individual

☐ Sole Proprietor

☐ Corporation

☐ Non-Profit Corporation

☐ Partnership

☐ Joint Venture

☐ Limited Liability Company

*Response required

9.5. California Contractors State License Board #

Please provide your Contractors License #, if applicable.

9.6. Cost Proposal using Pricing Table*

The bidder acknowledges that a Cost Proposal must be completed using the electronic pricing table provided in WSAFCA’s e-Procurement Portal and that this information will be kept separate from the rest of the response. The bidder further acknowledges that all pricing and related costs will be based solely on the information entered in the electronic pricing table. WSAFCA will not be responsible for any errors, omissions, or discrepancies contained in any additional or supplemental pricing documents submitted by the bidder.

☐ Please confirm

*Response required https://government-project.s3.us-west-2.amazonaws.com/4470/1b710ad4-dece-445e-ad69-a3a9e82d89d2_W-9_Form_ver._2024_-_BLANK.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4L6ELNZR7%2F20260713%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260713T150002Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEDYaCXVzLXdlc3QtMiJHMEUCIA56T%2FpiDU67KyXU%2FAJt7uSwj4TJV8o5mFgziL78p0UpAiEAvaEMo%2Bx0XSEqYxHS1UHfNt64Egjg7X2mXlFKh%2F9tnrkqlQUI%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDMTys5Efp%2BywkJA1gSrpBDa7Jx0hSggsdbvfeN%2B773VAqiJVtXGjumfBlJy%2ByU0UI69884vazhnmRROHhrb2fIV2LBKBF2oNdkRSxkSlDIqq8XYOg16Eod%2B42p79fVxt6kxqEkTboKzAvNSxI9O4PK7J2TfGTd8%2B1DDDDSE9JON95blX06gqGeUsfVJB2LzizcDdMRw3gWwly0r4rrAZgIEbjZ5iEEUFGuQH09NoIPysCm9Ssm3U28kfE1kPfwbkiyMXyVYkPt4TtAR2dXnXivPw%2BJe9EOhYx3xRAxCPBmxu57Uym1AJQ2suJwbOc%2Bl45RiiaOa7s%2FLhxa%2B3ECoZPI04cLsfJ6uaw8ED7wn3v%2B5rgMzhilQjT4Naw%2BJw%2BQ%2FdKmT2mtd6b9vx%2B%2BYBaY6TtdHyG6cNpQPLF3mYnZ0%2B9cwIcMCJZJMhPrBPQXuBbSISJWJ7mPYxLe2iO3Urh5R7RhSk80iDd4neX3UCtfJjhuMMJUrxR%2BtnZTMJSRJT8DtPEDiKSR20X7PvD1w4DbEGvMAJKTcoycLqXj7HigcYOZNoebd8%2FV9XsyT4db%2FrwtBnykhbKWRAMUL0uGLf1caSgFz%2BB1zhauUCHOvkRr0k6mNGU6I6I3MNJkQL0zSvHeWchW7A7eVpOWXxq2V3R7yvm%2BflOEQ2vk%2BYOEskQTxShVLnl4Jbm6QshBX%2F24axUXQLZ2zNtVD%2FXQWUbNTs64Qyr40NXWRbN%2BWRHbBjIZQNKUQLEu%2FcFuARdhZsN4hJXL%2FpwroPMMjXnXsPfSBAUNybeCV3WiD6beabHIjoXE7I95pLhvLYfsyaSKRgmEOCDmb%2B6svZvBcx21a4MLji09IGOpkBgvtS6H9O6qKjF2d6X%2FcaUD0J2FqRZ0qqq6YbELaEgLh5trh7Du8ME9DKa7hqdZDY2gz5xDQz9Lcr0OCRE2Ypgo8Ad4DfqUi52EXjsX7HFVkM3OgtEGcsgn4i0QIh%2FsFrdQvGNuh%2FJSYC05SXxM5w%2FONCQ8tVErGK1Bp83r3LyDUhNy%2BBTpNOFvT5Bi8RuK61WI4lXNILW8zz&X-Amz-Signature=2eb7d3958d23f08c2bf34faf64662995c33f66a37298d8bdfe21f8036b0c516c&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22W-9_Form_ver._2024_-_BLANK.pdf%22&x-id=GetObject

9.7. One Proposal Document*

Please upload your entire Proposal response documents here, without pricing information.

A. Proposal Transmittal Letter

B. Proposer's Mandatory Qualifications and Experience

C. Technical Project Approach

*Response required

9.8. Standard WSAFCA Contract Qualifications

If the Proposer seeks any contract modifications, they must upload a redlined version of the contract provided in the Attachments, clearly identifying the specific language at issue and the proposed revisions in a Word document.

If no modifications are submitted, this question may be skipped and no upload is required. In the absence of any submission, the Proposer will be deemed to have accepted the Contract terms in full and to be capable of performing the Scope of Work, along with all related managerial responsibilities, without reservation.

9.9. Insurance Requirements*

The Proposer acknowledges WSAFCA's insurance requirements and endorsements as outlined in the

Insurance Checklist in Attachments. Any Proposal unable to meet the Insurance Checklist requirements shall be considered nonresponsive and ineligible for Contract award.

Proposer shall be required to provide proof of requisite insurance prior to Contract execution. Failure to do so shall be just cause for forfeiture of the Proposal guaranty and/or rejection of the Proposal.

☐ Please confirm

*Response required

9.10. Certification Regarding Debarment

WSAFCA performs a SAM.GOV verification check to confirm debarment status. Please download the attached document, complete the form, and upload.

A unique entity identifier is requested for contracts greater than $25,000 or funded with Federal dollars.

Your entity may register for a unique entity identifier on SAM.GOV at the following link https://sam.gov/content/entity-registration.

For all other proposers, the completed form is sufficient.

• Certification_Regarding_Deb...

https://procurement.opengov.com/portal/cityofwestsacramento/projects/281380/document?section=2714943 https://government-project.s3.us-west-2.amazonaws.com/226729/d732db2e-354c-41d4-a2a0-5c06c3207f75_Certification_Regarding_Debarment_Form_WSAFCA.pdf

9.11. Other Documentation

Please upload additional documentation required by this RFP here as well as any additional documentation that you feel would be a value to your submitted proposal. For example: Awards, Licenses, etc.

9.12. Authorized Contract Signer*

Please provide the name, title and email address of the authorized contract signer.

*Response required

10. Cost Proposal

PRICING PROPOSAL

Bid the Charrette's phases separately in line item 1 and 2 (Base project). This must include all staff hours, travel, supplies, etc. Please provide hourly rates for additionally related services in line item 3 and

4 (Optional items; NOT part of the cost of the base Charrette).

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Design Charrette- Phase 1 1 Phase

2 Design Charrette- Phase 2 1 Phase

3 Additional Services of Facilitator 1 Hour

4 Additional Services of Facilitator

Assistant 1 Hour

TOTAL

10. Cost Proposal