Fair_Housing_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSALS

24-044-RFP

FAIR HOUSING SERVICES

City of West Sacramento

1110 W Capitol Ave

West Sacramento, CA 95691

RELEASE DATE: September 3, 2024

DEADLINE FOR QUESTIONS: September 13, 2024

RESPONSE DEADLINE: October 11, 2024, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofwestsacramento https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of West Sacramento

REQUEST FOR PROPOSALS

Fair Housing Services

I. Introduction II. Scope of Work

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

VI. Evaluation Criteria VII. Consultant Selection and Contract Award

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

Attachments:

A - Contract for Services (West Sacramento) - Federal Boilerplate 08.26.24

B - Insurance Checklist

C - Federal Award Requirements_Appendix II to Part 200_Contract Provision

Language

Request for Proposals #24-044-RFP Title: Fair Housing Services

1. Introduction

1.1. Summary

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

STATEMENT OF PURPOSE

The City’s Economic Development and Housing Department is tasked with furthering housing goals which include conducting education and outreach activities to encourage compliance with federal and state fair housing law. The City of West Sacramento is seeking the services of an experienced fair housing counseling consultant to provide services to residents of West Sacramento.

Community Development Block Grant (CDBG) General Administration funds will be used for this activity with an annual not-to-exceed amount of twenty-one thousand ($21,000) dollars. It is important to note that this Contract shall involve the use of Federal funds.

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

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

1.2. Background

A successful fair housing program in West Sacramento will develop culturally appropriate outreach and educational opportunities for the varying needs of families and individuals. The program should provide landlords and property managers with education in fair housing law and practice to reduce the incidence of housing discrimination.

1.3. Contact Information

Project Contact:

Isaah Alford

Community Investment Planner

1110 West Capitol Ave

West Sacramento, CA 95691

Email: isaaha@cityofwestsacramento.org

Phone: (916) 617-4674

Procurement Contact:

Isaah Alford

Community Investment Specialist

1110 West Capitol Ave

West Sacramento, CA 95691

Email: isaaha@cityofwestsacramento.org

Phone: (916) 617-4674

Department:

Economic Development & Housing mailto:isaaha@cityofwestsacramento.org tel:(916)617-4674 mailto:isaaha@cityofwestsacramento.org tel:(916)617-4674

1.4. Timeline

Project Release Date September 3, 2024

Question Submission Deadline September 13, 2024, 5:00pm

Question Response Deadline September 20, 2024, 5:00pm

Proposal Submission Deadline October 11, 2024, 5:00pm

Prospective Interview Date October 16, 2024

2. Scope of Work

2.1. Scope of Work

The contract for fair housing services will be funded with federal Community Development Block Grant

(CDBG) funds. The selected consultant must comply with all federal CDBG requirements.

The following is a list of tasks that are intended to be the responsibility of the Contractor pursuant to this Request for Proposals ("Scope of Work ").

If selected, Consultant will be expected to provide the following services:

• Respond to Inquiries: Responses will be made to all inquiries regarding housing discrimination based on race, sex, national origin, marital status, familial status, physical and mental disability, religion, and all other arbitrary forms of discrimination as defined in state and federal laws and local ordinances.

Response activities will include but not be limited to:

▪ Provide information on the telephone. Consultant must provide a phone line that is toll free for persons calling from West Sacramento.

▪ Prepare, update and mail written information on fair housing issues and complaint process information as needed.

▪ Provide referrals to mediation or other service providers as appropriate.

• Fair Housing Evaluation: Conduct evaluation of multifamily housing complexes to evaluate compliance with State and Federal fair housing law regarding protected classes. Provide education and counseling to property managers to achieve compliance.

•Evidence of housing practices or policies. Investigations will be conducted for all housing discrimination complaints reported in the City of West Sacramento. Investigations should be initiated immediately and not later than three business days following the complaint, whenever feasible. When investigation shows evidence of illegal housing practices or policies, the following services shall be provided:

- Preparation of relevant information and evidence.

- Provision of mediation services for fair housing issues, if the complainant so desires.

- Referral of complaint to Housing & Urban Development (HUD) or Department of Fair Employment and

Housing (DFEH), as appropriate.

- Follow-up on all cases including cases referred to HUD and DFEH or legal service providers.

• Community Education, Outreach and Engagement: Conduct community education and outreach through a variety of methods to increase community awareness of the laws and issues surrounding fair housing. At a minimum, Consultant will provide the following annually throughout the term of the contract:

- A minimum of one fair housing workshop in West Sacramento per year for City staff, housing providers and consumers https://secure.procurenow.com/portal/cityofwestsacramento/projects/105814/document?section=962628

- A minimum of two public service announcements per year for the local cable channel regarding fair housing issues.

- A minimum of one article to be published in local newspapers regarding fair housing issues over the term of the contract.

- Develop internet linkages to fair housing resources to be placed on the City’s website.

- A minimum of one presentation in West Sacramento to service providers and organizations serving low-income renters in West Sacramento during the term of the contract.

- Coordination with organizations serving low-income renters and protected classes in West Sacramento to inform them of fair housing services available.

• Reporting and Invoicing: Submit a written monthly report in a format approved by the City providing details of activities conducted in West Sacramento. The report will accompany a monthly request for payment of services under the contract. The report shall indicate the type of service provided such as phone consult, referral, mediation or community presentation.

• For clients receiving direct fair housing services, the report shall provide the following demographic information required by the State CDBG Program. Data must be provided for each client (not just aggregate numbers).

-Household income level

-Household type (single non-elderly, elderly, related single-parent, related two-parent, other)

-Household size

-Race

-Ethnicity

-Veteran status of Head of Household and/or Co-Head of Household

-Disability status of Head of Household and/or Co-Head of Household

-Gender of Head of Household

• Provision of Facilities: Consultant shall be responsible for providing a toll-free phone line; employee transportation costs, office space and materials. The City shall provide meeting space for workshops or when needed to accommodate a client with a disability.

2.2. Equipment and Supplies

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

2.3. Federal Funding

This project may be funded in whole or in part by Federal funds. The successful bidder shall be required to comply with all applicable Federal, State, and Local laws and regulations in the execution of the Scope of Work, including, but not limited to, conflicts of interest, lobbying, drug-free workplaces, and prevailing wage and labor standards.

Procurement Provisions

1. Byrd Anti-Lobbying Amendment (2 CFR 200, Appx. II (I)) certification must be obtained from all

Offerors for procurements in excess of $100,000.

Offeror certifies that it and its subcontractors will not and have not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of

Congress in connection with obtaining any Federal contract, grant or any other award covered by 31

U.S.C. 1352. List as a disclosure any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award by Offeror or Offeror’s subcontractors.

2. Single bid Price Negotiations (2 CFR §200.324)

The City intends to expend federal funds for contract(s) resulting from this solicitation; therefore, in accordance with 2 CFR §200.324, in the case that only one bid is received that is both responsive and received from a qualified and responsible bidder, the City reserves the right to negotiate pricing and profit margin prior to award. Bidder agrees to provide sufficient cost and pricing information for such negotiations.

3. No Local Preference (2 CFR §200.319(c))

The City intends to expend federal funds for contract(s) resulting from this solicitation; therefore, in accordance with 2 CFR §200.319(c), a local preference will not be applied when evaluating offers and determining contract award.

Contract awarded pursuant to this solicitation shall contain the applicable clauses described in Appendix

II to Part 200 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards.

The Proposer shall abide by the terms of the Grant award. Additional forms and details may be found in Attachments.

2.4. Special Grant Funding Requirements

This project will be funded in whole or in part by CDBG and will be subject to additional requirements.

The Proposer shall abide by the terms of the Grant award. Additional forms and details may be found in Attachments.

2.5. Term of Contract

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

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

If there is outstanding work within the Scope of Work at the end of the term of the Contract and the City requires time to solicit for and secure an alternative contractor, Contractor shall continue to provide the https://www.ecfr.gov/currentitle-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20II%20to%20Part%20200 https://www.ecfr.gov/currentitle-2/subtitle-A/chapter-II/part-200/appendix-Appendix%20II%20to%20Part%20200 https://secure.procurenow.com/portal/cityofwestsacramento/projects/105814/document?section=undefined services within the Scope of Work on a month-to-month basis, not to exceed six (6) months, at the same cost, terms, and conditions in effect at the termination of the Contract. The City shall give Contractor at least thirty (30) days written notice of such a need and the anticipated timeline to secure an alternative contractor.

3. Proposal Requirements

3.1. Proposal Format & Content

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

Questionnaire section.

A. Proposal Transmittal Letter

B. Proposer's Mandatory Qualifications and Experience

C. Technical Project Approach

D. Cost Proposal

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

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

3.2. Proposal Transmittal Letter (Federal Funds)

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

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

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

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

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

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

1. If the Proposer has qualifications, the Proposer shall download a copy of the standard contract and re-upload a version of the document in the Proposer Questionnaire under https://secure.procurenow.com/portal/cityofwestsacramento/projects/105814/document?section=962624 https://secure.procurenow.com/portal/cityofwestsacramento/projects/105814/document?section=962624 https://secure.procurenow.com/portal/cityofwestsacramento/projects/105814/document?section=undefined https://secure.procurenow.com/portal/cityofwestsacramento/projects/105814/document?section=962632 https://secure.procurenow.com/portal/cityofwestsacramento/projects/105814/document?section=962624

Standard City Contract Qualifications identifying the contract language at issue and

Proposer's suggested adjustment or modification.

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

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

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

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

Subcontractor, even after a Contract is executed.

F. Federal CDBG Requirements. The Letter shall state that the Proposer understands this project will be funded in whole or part by federal funds, including Community Development Block Grant

(CDBG) funds, and that the Proposer agrees to abide by any and all federal requirements including requirements specific to the use of CDBG funds as included in the Final Rule issued by the Housing and Urban Development.

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

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

3.3. Proposer's Mandatory Qualifications and Experience

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

California. Attach a copy of a proof of registration.

3.4. Technical Project Approach

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

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

3.5. Cost Proposal

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

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

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

3.6. Cost proposal using Electronic Pricing Table

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

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

4. General Information

4.1. Proposal Submission

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

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

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

Friday, October 11, 2024 at 5:00 pm.

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

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

4.2. Questions and/or Objections

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

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

Friday, September 13, 2024 at 5:00 pm.

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

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

4.3. General Proposal Format Requirements

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

https://secure.procurenow.com/portal/CityofWestSacramento https://secure.procurenow.com/portal/CityofWestSacramento

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

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

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

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

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

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

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

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

4.5. Proposal Withdrawal

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

4.6. Proposal Amendment

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

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

4.7. Proposal Errors

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

4.8. Incorrect Proposal Information

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

5. Terms and Conditions

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

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

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

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

5.2. Assignment and Subcontracting

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

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

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

5.3. RFP Amendment and Cancellation

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

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

5.4. Right of Rejection

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

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

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

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

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

5.6. 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 the City as a result of the participation of multiple entities. Joint proposals must adhere to the following:

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

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

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

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

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

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

Contract before execution.

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

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

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

5.12. 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 the City as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the procurement under this RFP.

5.13. 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 the City for withholding the information from public inspection.

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

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

6. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposal Transmittal Letter

Information and completeness of a Proposal

Transmittal Letter in conformity with the requirements in the RFP.

Points Based 10 (10% of Total)

2. Proposer Qualifications and Experience

Qualifications and experience of the Proposer and members of the team that may be assigned tasks within the Scope of Work.

Points Based 25 (25% of Total)

3. Proven Ability

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

Points Based 25 (25% of Total)

4. Technical Approach

Operational and organizational approach to complete the Scope of Work.

Points Based 15 (15% of Total)

5. Acceptance of City's Standard Contract for

Services

Willingness to accept the City’s Standard

Contract with little to no qualifications.

Points Based 5 (5% of Total)

6. Cost Proposal or Rate Sheets

Cost-effectiveness to complete the Scope of

Work. Note that the City’s 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.

Points Based 20 (20% of Total)

7. Consultant Selection and Contract Award

7.1. Proposal Evaluation Process

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

Evaluation Process"):

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

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

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

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

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

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

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

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

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

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

7.2. Proposer Interviews

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

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

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

"Personnel" section of the Mandatory Qualifications and Experience.

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

7.3. Contract Award Process

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

Process"):

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

Evaluation Process to participate in contract negotiations with the City.

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

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

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

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

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

8. Standard Contract Information

8.1. Standard Contract

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

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

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

8.2. Insurance Requirements

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

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

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

8.3. Contract Approval

This RFP, Proposal Evaluation Process and Contract Award Process do not obligate the City to act in any certain way and do not create rights, interests, or claims of entitlement to any Proposer or any other entity. Any perceived or actual obligation of the City related to this RFP shall not commence until after the Contract is fully executed in compliance with City 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 City ordinances and regulations. No payment shall be made until the Contract is executed. The City 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 the City. The City 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 the City wishes to conduct such an inspection, the Contractor shall provide reasonable access and assistance.

8.6. Contract Amendment

During the course of the Contract, the City 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, the City 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 City and Contractor, whichever is lowest. If the City 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. Proposal Documents without Cost Proposal*

Please upload all of the following Proposal Documents here and in the following order, WITHOUT any

Cost Proposal documents.

A. Proposal Transmittal Letter

B. Proposer's Mandatory Qualifications and Experience

C. Technical Project Approach

*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=ASIA47RIURE4DILYCVRX%2F20241002%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20241002T201226Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEGQaCXVzLXdlc3QtMiJHMEUCIQCm50O5XiNIXNaeU4PzvUYyV%2FZxKi2rxVcyElfOniGmzAIgbs9X3R7Z%2BwFwY%2BW86Hh4MWUxu%2FFz%2F7pdzENoP1ZHyb8qjAUIrf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDDrxSbKFZ7ZkjSyJsyrgBEfFH2jgBMtR%2BKk7W%2Fkkr9c%2Bop%2BrhIooA0yf0UsOJDmvyKhK3el3XW2P0jQAnxuFJiNJ6nj1Nw5nBlDwfXOQK4Sowwv0W9L3KXjCSOiknBhyi%2FWhblPK55tpSBHEEF0J36PXAUidL4rf%2FD1hs525DSUxRDLxCBJNEyo7esz8bhfGul1BEecFO3VBb9yA2RhFiU7iLxFGToBBcmrQPfyBem1v3lYT57u1BcZAn2TsNs8iOMEiqHyGXKnwE3jhgI84uBI1gtOjqddbsSPCYS%2BBHc6%2FMGWjHb%2B9qVzXjpW96SJ7PvUPpxIZ3BZWVfFGulbjq9cqrLsR8YHhp5Xm0pCGIdOtZlTps3B8ymLb4CHuZcj2ihxfkunYHApyfzZKwDS6k5KxBC2q61kIQXaHFCYqNSgVdViDMGFvXKMfhF4cDDb82tqvSFy8ckC25t9tChZXM4KMqwlfEuEIVNL%2FpUz%2BLTDfi7rPXi%2FKNZJqUo1KUAQHGv93q0LJrrAhRpZe6%2BEsvjWQdUXuj9HAwjJJxL%2B1ZMawMK76QW0JFmaCGZ3Td99Df5x4Xq9DINh7tCatjlblqGedv5dOYQ5pNoeJir4FVmG%2FNZMsTD6vAHW%2FWCExs4OYUVUXp%2Bj7aZERUhJ9OB7lYTpJZMtJYTGP5DrnJA0eXOtpQG%2BROj412bfEuJwHRV4uOXD%2BCexoraa4zcNPypggmW%2Ban%2FbPPF%2BOeno%2F4oYxsUCkLwDcpzKEpO3pXbsQJcS52PmGdioi3jKHC%2FR03kt2NhB5qrgrFLwW9VYgAE2fgP7Od8aynfgQCknJdAy39xFpMMTN9rcGOpsBLEZrGz4rl47959sSYJD%2Baomew1Ue8JPXrGOPKstYcP4PczQAw%2F4TN6kTS3fSZ6soPZxrjccT3gNbnXspoB6PJqmIvYwK8TxOJKFpPq%2BttG6zX8EoZr7f0n5djZeA5v4DKs1%2B3Hvfnqip8LxPySbJUfi9FLqZttDPgSUTGae2AD6WtvAvMJLzvp8hVW71NyC5xf0OfGn5pnsg08A%3D&X-Amz-Signature=58639cceca4a57f9f706c3166d30d7a3108e81884e01258dc3fea382ee2f6330&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22W-9_Form_ver._2024_-_BLANK.pdf%22&x-id=GetObject

9.7. Cost Proposal Documents*

Please upload ONLY your Cost Proposal documents here. The Cost Proposal must be uploaded separately from the rest of the proposal.

*Response required

9.8. Cost Proposal using Pricing Table*

The bidder acknowledges that a Cost Proposal for Professional Services must be submitted via the City's e-Procurement Portal and will be kept separate from the rest of the response.

☐ Please confirm

*Response required

9.9. Standard City Contract Qualifications

If the Proposer has contract qualifications, the Proposer shall upload a redlined copy of the contract found in Attachments; clearly identifying the Contract language at issue and suggested adjustment or modification in redline.

If no qualifications are identified, Proposer is presumed to have accepted the Contract and be capable of completing the Scope of Work, as well as all reasonably associated managerial tasks, without reservation or qualification pursuant to the Contract and this question may be bypassed.

9.10. Insurance Requirements*

The Proposer acknowledges the City'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

9.11. Certification Regarding…