Fiber_Enterprise_Strategy_&_Pro_Forma_(Addendum_#1_Revision).pdf

Utilities Department

Request for Proposals (RFP) #IRFP199425 For

Fiber Enterprise Strategy & Pro Forma

Proposal Submittal Deadline:

Friday, October 30, 2026 BEFORE 3:00 pm

Procurement Contact:

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

(650) 329-2460

CITY OF PALO ALTO

PURCHASING/CONTRACT ADMINISTRATION

250 HAMILTON AVENUE

PALO ALTO, CA 94301

(650) 329-2271

TABLE OF CONTENTS

1. Introduction

2. Pre-Proposal Conference and Certifications

3. Proposal Content and Format

4. Contract Type and Method of Payment

5. Scope of Work

6. Evaluation Criteria

7. Oral Interviews

8. Public Nature of Materials

9. Collusion

10. Disqualification

11. Non-Conforming Proposal

12. Gratuities

13. Firms or Persons Not Eligible to Submit A Proposal

14. Suspension and Debarment Status

15. Proposer Questionnaire

Attachments:

A - cost proposal

B - Firm Experience

C - Professional Services Agreement Sample

D - Attachment_-_Insurance_Requirement (1)

1. INTRODUCTION

The City of Palo Alto is seeking proposals from qualified firms to provide services for development of an updateable Fiber Enterprise Pro Forma and related decision-support analysis. The required services and performance conditions are described in the Scope of Work (or Services).

1.1. Summary

The City of Palo Alto Utilities seeks qualified consulting services to develop an updateable

Fiber Enterprise Pro Forma and related decision-support analysis. The work will help the

City evaluate the financial sustainability and future direction of its fiber enterprise, including existing dark fiber services, backbone investments, internal City use, residential fiber internet service, and potential future service offerings and expansion.

The consultant will develop a transparent, staff-maintainable financial model that supports scenario analysis and informed planning decisions. Supporting market, customer, operating, and future-service analysis should be focused on validating key model assumptions and evaluating the financial implications of potential future investments, including the timing, sequencing, scale, and operating approach for potential future fiber expansion phases.

1.2. Background

The City has provided dark fiber services for more than 20 years and began offering residential fiber internet service in May 2026. The City is updating its fiber enterprise planning using a business-planning framework that considers fiber infrastructure, services, and a phased FTTP buildout.

City Council has directed staff to advance a Fiber Backbone Rebuild and Expansion project and Phase 1 of a multi-phased FTTP approach. Staff began with a smaller pilot area to gather lessons before broader expansion. The City is now evaluating how best to strengthen the existing dark fiber business and plan for future service offerings.

The City is interested in an updateable pro forma that supports scenario analysis and ongoing financial management, along with recommendations that can inform in-house business planning and future Fiber Enterprise Plan development. The City expects the

Pro Forma to serve as an planning and decision-support tool that staff can update as actual performance, market conditions, and City priorities evolve.

1.3. Contact Information

Procurement Contact:

Ann Marie Romero

Contracts Administrator annmarie.romero@paloalto.gov

Request for Proposal (RFP) #IRFP199425 4

(650) 329-2460

Department:

Utilities

1.4. Timeline

Release Project Date: October 15, 2026

Question Submission Deadline: October 21, 2026, 1:00pm

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

2. PRE-PROPOSAL CONFERENCE AND CERTIFICATIONS

2.1. Examination of Proposal Documents

The submission of a proposal shall be deemed a representation and certification by the

Proposer that it:

• Has carefully read and fully understand the information that was provided by the

City to serve as the basis for submission of this proposal.

• Has the capability to successfully undertake and complete the responsibilities and obligations of the proposal being submitted.

• Represents that all information contained in the proposal is true and correct.

• Did not, in any way, collude, conspire to agree, directly or indirectly, with any person, firm, corporation or other Proposer in regard to the amount, terms or conditions of this proposal.

• Acknowledge that the City has the right to make any inquiry it deems appropriate to substantiate or supplement information supplied by Proposer, and Proposer hereby grants the City permission to make these inquiries, and to provide any and all related documentation in a timely manner.

2.2. Addenda / Clarifications

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

Questions & Answers section of this project listing on OpenGov.

Correspondence shall be communicated through the City’s electronic procurement system. Responses from the City will be provided through the Questions & Answers

Request for Proposal (RFP) #IRFP199425 5 section of OpenGov for this project and available to all. Inquiries received after the deadline for questions stated in the timeline will not be accepted. All addenda shall become a part of this RFP and shall be acknowledged on the Proposer’s submittal.

The City shall not be responsible for nor be bound by any oral instructions, interpretations or explanations issued by the City or its representatives.

2.3. Submission of Proposals

All proposals shall be submitted electronically through the City’s electronic procurement system (OpenGov) at: https://procurement.opengov.com/portal/palo-alto-ca

Proposals shall be in a submitted status no later than 3:00 pm on Friday, October 30, 2026.

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

2.4. Withdrawal or Modification of Proposals

A Proposer may withdraw or modify its proposal at any time before the expiration of the time for submission of proposals as provided in the RFP by entering the project on

OpenGov and selecting to "unsubmit" the proposal. Proposal must be resubmitted after using the "unsubmit" button and making any updates or modifications to the submittal or it shall not be considered as a valid submittal. No request for modification of the proposal shall be considered after its submission and acceptance on grounds that Proposer was not fully informed to any fact or condition.

2.5. Rights of the City of Palo Alto

This RFP does not commit the City to enter into a contract, nor does it obligate the City to pay for any costs incurred in preparation and submission of proposals or in anticipation of a contract. The City reserves the right to:

• Make the selection based on its sole discretion

• Reject any and all proposals

• Issue subsequent Requests for Proposals

• Postpone opening for its own convenience

• Remedy technical errors in the Request for Proposals process

• Approve or disapprove the use of particular subconsultants

• Negotiate with any, all or none of the Proposers

• Accept other than the lowest offer

• Waive informalities and irregularities in the Proposals and/or https://procurement.opengov.com/portal/palo-alto-ca

Request for Proposal (RFP) #IRFP199425 6

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

Proposer defaults or fails to execute an agreement with the City

An agreement shall not be binding on the City unless and until it is executed by authorized representatives of the City and of the Proposer.

3. PROPOSAL CONTENT AND FORMAT

These instructions outline the guidelines governing the format and content of the proposal and the approach to be used in its development and presentation. The intent of the RFP is to encourage responses that clearly communicate the Proposer’s understanding of the

City’s requirements and its approach to successfully provide the products and/or services on time and within budget. Only that information which is essential to an understanding and evaluation of the proposal should be submitted. Items not specifically and explicitly related to the RFP and proposal, e.g. brochures, marketing material, etc. will not be considered in the evaluation.

All proposals shall address the following items in the order listed below and shall be numbered in the proposal document.

3.1. Proposal Summary

This Section of the Proposal shall discuss the highlights, key features and distinguishing points of the Proposal. A separate sheet shall include a list of individuals and contacts for this Proposal and how to communicate with them. Limit this Section to a total of three (3) pages including the separate sheet.

3.2. Profile on the Proposing Firm(s)

This Section of the Proposal shall include a brief description of the Proposer’s firm size as well as the proposed local organization structure. Include a discussion of the Proposer firm’s financial stability, capacity and resources. Include all other firms participating in the

Proposal, including similar information about the firms.

Additionally, this Section shall include a listing of any lawsuit or litigation and the result of that action resulting from (a) any public project undertaken by the Proposer or by its subcontractors where litigation is still pending or has occurred within the last five years or

(b) any type of project where claims or settlements were paid by the consultant or its insurers within the last five years.

3.3. Qualifications of the Firm(s)

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

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

Firm Relative to City's Needs", provide descriptions of pertinent project experience with other public municipalities and private sector entities, including a summary of the work

Request for Proposal (RFP) #IRFP199425 7 performed, the total project cost, the percentage of work the firm was responsible for, the period over which the work was completed, and the name, title, and phone number of clients to be contacted for references. Give a brief statement of the firm’s adherence to the schedule and budget for the project.

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

3.4. Work Plan or Proposal

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

3.5. Proposed Innovations

The Proposer may also suggest technical or procedural innovations that have been used successfully on other engagements and which may provide the City with better service delivery. In this Section of the Proposal discuss any ideas, innovative approaches, or specific new concepts included in the Proposal that would provide benefit to the City.

3.6. Project Staffing

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

3.7. Proposal Exceptions

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

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

3.8. Proposal Costs and Rates

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Provision of this information assists the City in

Request for Proposal (RFP) #IRFP199425 8 determining the firm’s understanding of the project, and provides staff with tools to evaluate (and, if applicable, negotiate) the cost.

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

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

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

3.9. Evidence of Financial Stability

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

• The most recent audited financial statement

• Reviewed financial statements for the last two years

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

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

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

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

4. CONTRACT TYPE AND METHOD OF PAYMENT

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

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

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

Request for Proposal (RFP) #IRFP199425 9 and materials and any subcontracted items of work. Progress payments will be based on a percentage of project completed.

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

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

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

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

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

Insurance Requirements

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

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

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

5. SCOPE OF WORK

5.1. Fiber Enterprise Pro Forma and Decision Support Services

1. Purpose

The City of Palo Alto, through its Utilities Department “City”, seeks professional consulting services to develop an updateable Fiber Enterprise Pro Forma and related decision-support analysis.

The work will support the City’s ongoing fiber enterprise planning by providing a transparent, staff-maintainable financial model and recommendations that help the

City assess the financial implications of its fiber infrastructure, existing dark fiber services, internal City use, residential fiber internet service, and potential future fiber expansion phases and service offerings.

The selected consultant “Consultant” shall provide a practical, data-informed approach that builds upon available City information and supports ongoing scenario analysis, financial management, and in-house business planning. The Consultant

Request for Proposal (RFP) #IRFP199425 10 shall use supporting analysis to develop, document, validate, and sensitivity-test the material assumptions that drive the Fiber Enterprise Pro Forma.

2. Project objectives

The objectives of this engagement are to:

a. Develop an updateable, transparent Fiber Enterprise Pro Forma that City staff can use for ongoing planning, financial management, and scenario analysis.

b. Evaluate and document key financial, operating, market, customer, and capital assumptions that affect the fiber enterprise.

c. Assess the financial implications of current and potential future fiber services, investments, and expansion phases and identify significant tradeoffs, risks, opportunities, and decision points.

d. Support the City’s evaluation of options for strengthening the existing dark fiber business while planning for future service offerings.

e. Provide practical recommendations and a decision framework to inform the City’s fiber enterprise planning and potential future Fiber Enterprise Plan.

f. Establish a staff-maintainable Fiber Enterprise Pro Forma through which the City can update assumptions, evaluate future options, and compare the financial implications of alternatives as planning priorities evolve.

3. Scope of Services

The Consultant shall perform the tasks described below. Proposers may recommend refinements to the scope, sequencing, methodology, or deliverables where appropriate, provided that the proposal clearly identifies any recommended changes. The City acknowledges that certain tasks may proceed concurrently or iteratively as information is developed and assumptions are refined.

Task 1. Project Initiation and Information Review

The Consultant shall conduct a kickoff meeting; review City-provided financial, operational, customer, infrastructure, and planning materials; confirm the work plan and schedule; and identify key data needs, assumptions, risks, and decision points.

The Consultant shall identify information needed from the City to conduct the supporting analysis and shall maintain an information request tracker, to be reviewed with the City as needed, showing the requested information, purpose, requested format, responsible party, requested date, date received, status, and any effect on the work if the information is unavailable or delayed.

Deliverables: Initial work plan and schedule; information request tracker; initial assumptions and issues tracker; and summary of initial data assumptions and information needs.

Task 2. Supporting Analysis and Assumption Development

The Consultant shall perform the financial, operating, market, customer, service, and future-phase analysis necessary to develop, document, validate, and sensitivity-test the material assumptions used in the Fiber Enterprise Pro Forma.

Request for Proposal (RFP) #IRFP199425 11

The analysis may include, as applicable, review of available City financial and operational data; dark fiber business performance; residential fiber internet service and pilot experience; backbone and expansion investments; potential customer segments and service offerings; pricing and adoption assumptions; capital and operating cost drivers; internal City use; relevant peer practices; and potential future fiber expansion opportunities.

The Consultant is not required to conduct an extensive stand-alone market study, detailed engineering analysis, construction design, rate study, or cost-of-service study unless separately authorized by the City.

Deliverables: Draft and final assumptions tracker; supporting analysis summary identifying relevant data sources, methodologies, limitations, key findings, recommended model inputs, and sensitivity-testing approach.

Task 3. Fiber Enterprise Pro Forma Development and Testing

The Consultant shall develop an editable, transparent, and staff-maintainable Fiber

Enterprise Pro Forma that evaluates the financial performance and sustainability of the City's fiber enterprise.

The Pro Forma shall be informed by the Consultant's supporting analysis and shall incorporate the financial drivers necessary to assess the City’s existing and potential future fiber services, investments, and expansion opportunities. As applicable, this may include assumptions related to customer segments, service offerings, revenues, operating costs, capital investments, implementation timing, funding or financing, and other material factors.

The model shall be structured to allow City staff to update material assumptions and evaluate the financial implications of future options as actual performance information, market conditions, and City priorities evolve.

The Consultant shall recommend a reasonable, decision-relevant set of illustrative analysis or planning cases after completing the initial information review and assumption-development work. The City and Consultant shall confirm the illustrative analysis to be completed within the base scope. The City is not requiring the Consultant to develop a pre-defined number of scenarios before completion of the initial analysis.

Illustrative planning cases may include, but are not limited to, strengthening the existing dark fiber business; potential enterprise internet or other service offerings;

targeted greenfield multi-dwelling unit opportunities; residential FTTP expansion approaches; alternative deployment sequencing; and other options identified through the Consultant’s analysis.

Deliverable: Draft and final editable Fiber Enterprise Pro Forma, including all files necessary for City staff to use and update the model; assumptions tracker or other clear explanation of model inputs and assumptions; brief user guide explaining the model tabs, inputs, and key outputs; summary of model validation and testing;

Request for Proposal (RFP) #IRFP199425 12 agreed illustrative analysis outputs; staff training materials; and complete model handoff package.

Task 4. Findings, Recommendations, and Knowledge Transfer

The Consultant shall synthesize the analysis into clear, practical findings and recommendations for City staff. Recommendations should identify key decisions, risks, assumptions, performance indicators, and actions that can inform the City’s ongoing fiber enterprise planning and potential future development of a Fiber

Enterprise Plan.

The Consultant shall identify material financial and operational tradeoffs associated with future options, including considerations related to service offerings, customer segments, investment timing, expansion sequencing, operating approach, implementation risk, and information that should be monitored as the enterprise evolves.

The Consultant shall conduct staff working sessions to review the final model, findings, and recommended next steps. The Consultant shall provide final materials suitable for City staff and management review.

Deliverables: Final written summary of findings and recommendations; final presentation; staff working sessions; and complete model handoff package.

4. City Responsibilities

The City anticipates providing available background information and coordinating access to appropriate staff, subject to applicable confidentiality, security, and records requirements. The City may provide materials such as:

- Existing financial, budget, revenue, and expense information;

- Fiber infrastructure and asset information;

- Dark fiber, residential service, customer, and operational information;

- Prior planning studies, presentations, and Council materials;

- Information related to the Fiber Backbone Rebuild and Expansion project and

Phase 1 pilot area; and

- Other information reasonably available and relevant to the engagement.

The City will designate a project manager to coordinate City review and provide direction on key assumptions and deliverables.

The City will provide consolidated comments on draft deliverables, coordinate reasonable access to relevant staff and available information, and advise the

Consultant of known constraints affecting City-provided information or review timing. The City’s provision of information is subject to applicable confidentiality, security, records-retention, and other City requirements.

5. Project Coordination and Schedule Tracking

Request for Proposal (RFP) #IRFP199425 13

The Consultant shall actively manage its work to maintain progress, identify dependencies, and promptly notify the City of issues that may affect scope, schedule, budget, data availability, model assumptions, or deliverable quality.

Within ten (10) business days after the City issues a Notice to Proceed or otherwise provides written authorization to begin work, the Consultant shall submit an initial work plan and schedule for City review. The work plan and schedule shall include:

a. Tasks, activities, milestones, and draft and final deliverables;

b. A schedule of Consultant activities, anticipated City review periods, required City inputs or decisions, and activities or decisions that could affect the overall completion date;

c. An information request tracker identifying each requested item, its purpose, requested format, source or responsible party, requested due date, and potential effect if unavailable or delayed;

d. An assumptions and issues tracker identifying key assumptions, open issues, risks, and decisions needed from the City;

e. A proposed meeting schedule and communication approach; and

f. The Consultant’s approach for reviewing draft deliverables and responding to City comments.

The Consultant shall maintain and update the work plan, schedule, and trackers throughout the engagement.

The Consultant shall provide a written status report at a frequency approved by the

City Project Manager. Each status report shall include:

- Status of each task and deliverable;

- Work completed during the reporting period and work planned for the next reporting period;

- Information, documents, decisions, or review needed from the City;

- Outstanding issues, risks, and proposed resolutions; and

- Significant changes, if any, anticipated to the budget or schedule.

The Consultant shall notify the City Project Manager in writing within two (2) business days after identifying an information gap, City decision, third-party dependency, or other condition that may materially affect the schedule, scope, model assumptions, or budget. The notice shall identify the issue, anticipated impact, date by which a response is needed, and reasonable options for proceeding.

The Consultant shall not treat a pending City input as a basis for extending the schedule or adjusting the scope without first notifying the City and identifying reasonable interim work, alternative data sources, provisional assumptions, or potential schedule adjustments for City consideration.

The Consultant shall submit draft deliverables in editable electronic format unless otherwise approved by the City and shall revise draft deliverables to address consolidated City comments in accordance with the agreed schedule.

Request for Proposal (RFP) #IRFP199425 14

6. Optional Services

Proposers may identify and price optional services that are related to, but not included in, the base scope of work. All optional services shall be identified and priced separately from the base-scope fee.

Optional services are not part of the base scope of work and shall not be performed or invoiced unless authorized in writing by the City in accordance with the agreement and applicable City approval requirements.

Optional services may include:

- Expanded or detailed rate, cost-of-service, market, customer, or demand analysis beyond that needed to support the pro forma;

- Additional scenario modeling or financial analysis beyond the illustrative anlaysis agreed for the base-scope; and

- Expanded evaluation of a new service concept, customer segment, geographic expansion area, financing approach, or other major option identified after agreement on the initial analysis plan.

7. Schedule

Proposers shall provide a proposed schedule showing major tasks, milestones, City review periods, draft deliverables, final deliverables, and staff working sessions. The

City anticipates that the work will be completed within the contract term.

The proposed schedule shall also identify anticipated City information needs, City decision points, key dependencies, and activities or decisions that could affect the overall completion date. Proposers shall identify assumptions regarding City review periods and the anticipated timing of City-provided information.

8. Travel and Meeting Expectations

The City expects that services will be performed primarily through virtual meetings and remote work. Proposers shall identify any assumed in-person meetings, site visits, or other travel, including the purpose, anticipated number of trips or meetings, and estimated travel or reimbursable costs.

The selected Consultant shall obtain prior approval from the City Project Manager before conducting in-person meetings, site visits, or other travel that is not identified in the approved work plan or otherwise authorized by the City.

Travel and reimbursable expenses shall be subject to the terms of the executed agreement and applicable City requirements.

9. Proposal Expectations

Each proposer's proposal shall include:

- Recommended approach and detailed work plan;

- Project team, roles, availability, and relevant experience;

- Proposed deliverables and schedule;

Request for Proposal (RFP) #IRFP199425 15

- Fixed-fee or not-to-exceed fee proposal by task, with all anticipated reimbursable expenses, pass-through costs, and travel costs clearly identified;

- Identification and pricing of any optional services;

- Assumptions, exclusions, and City information needed to complete the work;

- Description of the proposed financial model format, scenario capabilities, documentation, and knowledge-transfer approach;

- Brief description of the proposer’s financial capacity and organizational stability to perform the services during the anticipated contract term; and

- Examples of comparable engagements and references, including client name, project description, services provided, completion date, and contact information for a client reference.

6. EVALUATION CRITERIA

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

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality of the Proposal

(Required)

Quality and completeness of

Proposal.

Completeness, clarity, responsiveness to the solicitation, and identification of assumptions, exclusions, risks, and data needs.

Points Based 10

(10% of Total)

Request for Proposal (RFP) #IRFP199425 16

2. Proposed Solution (Required)

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

Technical Approach and

Proposed Solution.

Understanding of the City’s fiber enterprise planning needs;

practicality of the proposed work plan; approach to developing, documenting, validating, and sensitivity-testing the Fiber

Enterprise Pro Forma; approach to illustrative analyses; project coordination; management of

City information requests and assumptions; and responsiveness to the Scope of

Services.

Points Based 20

(20% of Total)

3. Experience (Required)

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

Experience with municipal utilities, fiber enterprises, dark fiber, FTTP, broadband business planning, financial modeling, and comparable utility engagements.

Evaluate qualifications, availability, roles, and experience of proposed key staff.

Points Based 20

(20% of Total)

4. Cost (Required)

Proposed cost to the City

Reward Low Cost 15

(15% of Total)

Request for Proposal (RFP) #IRFP199425 17

5. Financial Condition and

Stability (Required)

Consultant or contractor’s financial condition and stability

Points Based 5

(5% of Total)

6. Timely Performance

(Required)

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

Project Management, Schedule, and Capacity to

Perform.

Reasonableness of the proposed schedule and sequencing; identification of City information needs, City review periods, dependencies, and activities or decisions that could affect completion; approach to project coordination, information-request tracking, status reporting, issue escalation, and availability of key personnel; and capacity to complete the work within the proposed timeframe.

Request for Proposal (RFP) #IRFP199425 18

7. Prior Record of Performance for Government Agencies

(Optional)

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

Past Performance and

References.

Relevant prior performance for public agencies, utilities, or comparable clients, including quality of work, responsiveness, adherence to schedules and budgets, success in delivering usable financial models or decision-support tools, and reference feedback.

Points Based 5

(5% of Total)

8. Compliance (Required)

Consultant or contractor’s compliance with applicable laws, regulations, policies (including city policies), guidelines and orders governing prior or existing contracts performed by the consultant or contractor

Points Based 5

(5% of Total)

Request for Proposal (RFP) #IRFP199425 19

9. Model Usability, Knowledge

Transfer, and Staff Use

Model Usability, Knowledge

Transfer, and Ongoing Staff

Use.

Approach to delivering an editable, transparent, and staff-maintainable Fiber Enterprise

Pro Forma; clarity of model inputs and assumptions;

proposed user guide and model documentation; approach to model validation and testing;

completeness of the model handoff package; and training needed for City staff to use and update the model.

7. ORAL INTERVIEWS

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

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

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

8. PUBLIC NATURE OF MATERIALS

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

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

Any proposal which contains language purporting to render all or significant portions of

Request for Proposal (RFP) #IRFP199425 20 the proposal “Confidential”, “Trade Secret”, or “Proprietary” shall be regarded as non-responsive.

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

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

9. COLLUSION

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

10. DISQUALIFICATION

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

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

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

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

Proposer and the City

• Evidence of incorrect information submitted as part of the proposal

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

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

11. NON-CONFORMING PROPOSAL

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

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

Request for Proposal (RFP) #IRFP199425 21

12. GRATUITIES

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

13. FIRMS OR PERSONS NOT ELIGIBLE TO SUBMIT A

PROPOSAL

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

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

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

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

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

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

Proposer(s) participation in the planning, discussions, or drawing of project plans or specifications is limited to conceptual, preliminary, or initial plans or specifications and cooperates with the City to ensure that all bidders for a subsequent contract on any subsequent phase of the project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by the Proposer(s).

14. SUSPENSION AND DEBARMENT STATUS

As applicable, the City will verify whether a contractor and its subcontractors, if any, are suspended or debarred from doing business with the federal government by searching the Excluded Parties List System (www.sam.gov). This verification process applies to contracts funded by federal grants and which are for $25,000 or more (including as well any subcontract that is for $25,000 or more). Unless an exception applies, no such federal https://www.sam.gov/

Request for Proposal (RFP) #IRFP199425 22 funds may go to a person or entity that is suspended or disbarred, thus any such person or entity found to be suspended or disbarred in the check of the www.sam.gov list system will be disqualified under the Request for Proposals.

15. PROPOSER QUESTIONNAIRE

15.1. Business Type*

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

☐ Individual

☐ Partnership

☐ Joint Venture

☐ Corporation

☐ Other

*Response required

15.2. Business Type Follow-Up*

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

*Response required

15.3. Year of Incorporation*

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

*Response required

15.4. State Incorporated*

In what state was your company incorporated?

*Response required

15.5. Business In California*

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

*Response required

15.6. Qualifications of Firm - Experience of Firm*

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

• Firm_Experience.pdf

*Response required https://www.sam.gov/ https://government-project.s3.us-west-2.amazonaws.com/53652/ce5a4be1-492e-4eaf-913a-a0e17abfe3ae_Firm_Experience.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GHKZ2Z4Z%2F20261020%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20261020T202146Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEIT%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIQCzR8C9CLhbdY3S71K4MYRY91eVfwZGzoUlk547BF7J7AIgZ%2Fwpzlxwtai46A2DzGkpz%2FgfIHaJ2RirbSOYlgYGEKkqjAUITRACGgw4OTIzNjQ2ODc2NzIiDFlZT%2FuBjJG48WK6ISrpBHNvgyprqYlTM4nJDd2VtkVdPZiR7vNzAG0YhyC8%2B6Oi3o0eycZfc3ZHYrx0wAdJ4bfXzQjdchHpGkrTAXuraAbiftjhleNiR8adWDBh%2B66PH1Ucp2wVUwmATuWc8XI%2BbEejPbhhFaPpXOPPZvPFp7BerGBW2aAlCGj3Nbq6v4ybBoj9YavzD%2FEXEH1Z7WvIsQ5PDQwV7aUMsKefng7kC7HHgn9%2B0tI2SIlzt7FoVQ%2FtSrsNFNLEKM2OnLH5s%2F5xVv5Ka5lS2KPVB%2B3nePH80VT%2F%2BsXj%2FxiszgyW4ZuXFV4uU2II1jjaiCjA03VL9D6rQveFkG0vdKjR0jaoDb4BIqMrXTOAiu6k9m73e7FBcCr5OxIQ9NXQiBJWe1r6LjBdnqlO5Io4vH6E0NFqL%2BTBBZP%2FhgKCCeru%2BOYF%2Fy5n8hwaVkVxuPkuFV%2FvzY4We1oZdaqfRqwEwZHW1Ef92Lwtm5FpUaCuoQ1mwo04KZZKwt5KoycUMOa9FSkIETMFA16EStlIGrXPWSddbuhUEibrAb8lpn2NhpBpnYdYJ%2B0Csukl2VVdFh%2FoYtjygHqfjevDp3YK49xgs06obk5G0mzeTUUYcl%2BinIBB0kbvqkZTK5mh997Ylu%2BpB44e%2BVPj%2FEx9uJ7QCsae8vH3sYyVeencW3nlPp31T9r52M5TQhCv6OLCrZKaHlU3oXGrEevhljQ5pOUwRy7hf9IaBVkVcJXmMafsyLqOQXaBlNADO2qqvllabXAXETNlXamqO9q8Dq%2Fc8vu4zQxQSGym%2F99DUec6B2kmj2jcBtxMvTfFr8rsf5omD1EHiK5K14YvMKaU39YGOpkBiCYEcIiG65MceLRTmJCd%2FH9Kcljj0%2FrW%2BurGoKXgshph2O%2BHBrFZr5PXMUnahdaHWv6FE3JiTPJE%2F%2BInpqZG%2Fk%2ByHWN7yM%2BUKryYUm0DmfRO8ewFaO8G%2BMmJ7NbVXS%2FgA6%2Fcs5QHtpHko2XzAJHEZ1nyLJH2hd4hn4nLUStv4OFs%2FMhi3Mv0SUoj1xHsNEyVJZA0J3hh5f0V&X-Amz-Signature=b8cef80e3a8fbdb75fe622051b9b896c34b0545d85666edd960d7c8af63e2a72&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Firm_Experience.pdf%22&x-id=GetObject

Request for Proposal (RFP) #IRFP199425 23

15.7. Proposal (without Cost)*

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

*Response required

15.8. Separate Cost File*

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

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

• cost_proposal.xls

*Response required

15.9. Evidence of Financial Stability-REQUIRED SUBMITTAL *

Please upload your Evidence of Financial Stability

*Response required

15.10. Additional Information

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

15.11. Proposer Confirmation*

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

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

☐ Please confirm

*Response required https://government-project.s3.us-west-2.amazonaws.com/317794/b4f716f5-3acc-4624-8857-e3980420f8a8_cost_proposal.xls