Fleet_Equipment_Maintenance_and_Repair_Services.pdf

REQUEST FOR PROPOSALS

26-058-RFP

FLEET/EQUIPMENT MAINTENANCE AND REPAIR SERVICES

City of West Sacramento

1110 W Capitol Ave

West Sacramento, CA 95691

RELEASE DATE: June 29, 2026

DEADLINE FOR QUESTIONS: July 10, 2026

RESPONSE DEADLINE: July 24, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of West Sacramento

REQUEST FOR PROPOSALS

Fleet/Equipment Maintenance and Repair 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) - Boilerplate for RFP 11.4.24

B - Insurance Checklist

Request for Proposals #26-058-RFP Title: Fleet/Equipment Maintenance and Repair 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 of West Sacramento is soliciting proposals from qualified firms or individuals ("Proposer") to provide fleet/equipment maintenance and repair services. More details on the City's needs for this work are provided in the Scope of Work.

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

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

SYNONYMOUS TERMS

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

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

b. Purchase Order, Contract, Agreement

c. Services, Work, Scope, and Project

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

1.2. Background

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

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

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1.3. Contact Information

Kyle Buchanan

Parks Facility Maintenance Supervisor

1951 S River Rd

West Sacramento, CA 95691

Email: kyleb@cityofwestsacramento.org

Phone: (916) 617-4815

Department:

Parks and Recreation

1.4. Timeline

Project Release Date June 29, 2026

Question Submission Deadline July 10, 2026, 5:00pm

Question Response Deadline July 17, 2026, 5:00pm

Proposal Submission Deadline July 24, 2026, 5:00pm

Prospective Interview Date (Optional) July 29, 2026 mailto:kyleb@cityofwestsacramento.org tel:(916)617-4815

2. Scope of Work

2.1. Scope of Work

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 ").

• Provider must be mobile and able to perform vehicle and equipment maintenance on-site, as well as the ability to provide maintenance tracking.

• All non-consumable items provided under this contract shall be original equipment manufacturer (OEM) replacement parts. All consumable items provided under this contract shall be equivalent in function and workmanship to the parts originally supplied.

• Provider must dispose of all consumable and non consumable items after service/repair.

• As part of each service or repair, Provider will clean each piece of equipment.

• When it is determined that a manufacturer’s warranty or recall is warranted, the Provider shall pick up and deliver when work has been completed.

• Provider shall perform all regularly scheduled mechanical maintenance and scheduled tracking for the Agency’s fleet, which consists of diesel-powered, gasoline-powered and electric vehicles

(EVs), as specified for severe-commercial service in the applicable manufacturer’s manuals and maintenance schedules. Provider shall perform regularly scheduled minor mechanical service within one-half (1/2) working day from delivery, and any scheduled major service within one working day from delivery, including provision of oil, filters, fluids, batteries, and other parts specified for scheduled service, as applicable to each vehicle type. Provider shall maintain preventative service records and schedule preventative maintenance as required by manufacturer recommendations.

• Provider shall provide pick-up and delivery service at locations requested by each department, and/or provide shuttle service for City personnel to and from various City locations. Pick up and deliveries shall be free of charge when a tow truck is not required. When a tow is required, the rate charged shall be as low as or lower than the rate charged for preferential customers.

Vehicles shall be picked up within four (4) working hours of request.

• Payment on non-disputed invoices will be paid net 30 days from date of receipt of invoice. In submitting invoices under these specifications, Providers should take into account all discounts, both trade and time, allowed in accordance with the above payment policy. If a prompt payment discount is offered and the invoice is priced incorrectly, the prompt payment discount period will not start until the city receives the corrected invoice (no exceptions).

• Tires will be provided by the City.

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• The following safety checks shall be performed every time a vehicle is brought in for service or repairs:

o Tires- Check air pressure and visually inspect condition.

o Lights- Check directional signaling devices and emergency light systems for proper operation.

o Windshield Wipers and Washers- Check condition of wiper arms and blades. Check aim and flow of washer spray. Fill washer reservoir with washer solvent.

o Fluid Levels- Check and replenish fluid levels in transmission, differential, steering sector or power steering pump, and master cylinder. Inspect all units for leakage and clogging.

o Battery- Check condition of heatshield, hold-down clamps and cable ends, top off electrolyte level, and clean top and terminals as necessary o Heater, Defroster, Air Conditioner System and Wiper Controls- Check switches, valves and ducting doors for proper operation. Replace air filters as needed.

o Exhaust System- Visually inspect complete exhaust system including catalytic converter and heat shielding. Check for broken, damaged, missing, or poorly positioned parts. Inspect for open seams, holes, or any condition which could allow exhaust fumes to enter the vehicle.

o Steering and Suspension Components- Conduct a “look and shake” inspection.

o Frame, Sub-Frame, and Cross Member- Visually check for “drive-over” and/or vehicular damage and fatiguing.

o Drive Shaft U-Joints/ CV Joints- Conduct a “look and shake” inspection for seal leakage and joint failure.

o Critical Components- Check condition of all under-hood heatshields, and the routing of all hoses and wiring to ensure maximum protection from radiated exhaust heat. Inspect all coolant hoses, fuel line hoses, power steering hoses, engine accessory drive belts, and other under-hood plastic or rubber components.

o Brakes- Inspect all brake line hoses and master cylinder for signs of leaks or damage. Inspect front brake pads, rear brake linings, wheel cylinders, and parking brake cables and linkage.

Report estimate of remaining life of pads and shoes.

o Starter/Charging System- Electronically check starter motor cranking speed and current draw. Check alternator charging rate.

o Cooling System- Visually inspect entire system for leaks, damage or other signs of needed repair.

• Provider may be requested to complete 2-cycle mower and equipment repair and maintenance.

AUTO BODY WORK AND OTHER UNSCHEDULED REPAIR SERVICES

As a result of vehicle inspection service, the vendor may make recommendations for further repair service. Vendor shall support recommendations for such repair work by using diagnostic statistics, accepted performance standards, vehicle history records, mileage, and other customary means. The vendor shall obtain prior authorization before completing any further repair work that is identified during the vehicle inspection. City contact information will be provided upon award of contract. Tire repair and/or replacement will include properly stowing the vehicles spare, at no charge.

By submitting a bid, you agreed to meet manufacturer requirements for service, products and parts and if it is determined that service done did not meet these requirements the vehicle(s) will be returned to the vendor for correct service at no additional cost to the city.

Full collaboration with staff to meet the following key components:

• Comprehensive, preventative maintenance schedule

• Full utilization of standard warranty coverage

• Customer service responsiveness to maximize cost efficiencies, minimize unscheduled repairs and downtime

• Courteous, quality service while providing staff with mechanically sound, safe and reliable vehicles

Additional Repair Services may include but are not limited to the following:

• Misc. Small Equipment Repairs and Diagnostics

• Small Motor Repair and Diagnostics

• Mower and Tractor Repair and Diagnostics

• Trailer Repairs

• Seat/interior repair

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.

• All non-consumable items provided under this contract shall be original equipment manufacturer (OEM) replacement parts. All consumable items provided under this contract shall be equivalent in function and workmanship to the parts originally supplied.

2.3. Licenses and Certifications

The Contractor shall ensure that personnel assigned to perform services under this contract possess and maintain all licenses, certifications, endorsements, and qualifications required by applicable federal, state, and local laws and regulations to perform the work described herein. This includes as applicable, valid Commercial Driver's Licenses (CDLs) with required endorsements and EPA Section 609 certification for personnel servicing motor vehicle air conditioning (MVAC) systems. The Contractor shall provide evidence of such licenses and certifications upon the City's request.

2.4. Term of Contract

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

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

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

3. Proposal Requirements

3.1. Proposal Format & Content

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

Questionnaire section.

A. Proposal Transmittal Letter

B. Proposer's Mandatory Qualifications and Experience

C. Technical Project Approach

D. Cost Proposal

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

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

3.2. Proposal Transmittal Letter

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

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

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

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

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

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

1. If the Proposer has qualifications, the Proposer shall download a copy of the standard contract and re-upload a version of the document in the Proposer Questionnaire under https://secure.procurenow.com/portal/cityofwestsacramento/projects/267459/document?section=2576783 https://secure.procurenow.com/portal/cityofwestsacramento/projects/267459/document?section=2576783 https://secure.procurenow.com/portal/cityofwestsacramento/projects/267459/document?section=undefined https://secure.procurenow.com/portal/cityofwestsacramento/projects/267459/document?section=2576789 https://secure.procurenow.com/portal/cityofwestsacramento/projects/267459/document?section=2576783

Standard City Contract Qualifications identifying the contract language at issue and

Proposer's suggested adjustment or modification.

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

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

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

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

Subcontractor, even after a Contract is executed.

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

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

3.3. Proposer's Mandatory Qualifications and Experience

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

California. Attach a copy of a proof of registration.

3.4. Technical Project Approach

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

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

3.5. Cost proposal using Electronic Pricing Table

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

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

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4. General Information

4.1. Proposal Submission

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

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

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

Friday, July 24, 2026 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, July 10, 2026 at 5:00 pm.

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

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

4.3. General Proposal Format Requirements

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

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

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

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

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

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

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

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

A. Contractor Registration. Pursuant to Labor Code section 1725.5, no contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations (DIR) pursuant to Labor Code section 1725.5. No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the DIR pursuant to Labor Code section 1725.5. The work contemplated by this

RFP is subject to compliance monitoring and enforcement by the DIR.

B. Prevailing Wages. Proposers are hereby notified that the DIR has determined the general prevailing rate of wages for each craft, classification, or type of worker needed to execute the work. Copies of the current schedules for California prevailing wages are located in the City’s office, and the contents of those schedules are included herein as if set forth in full.

5.2. 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.

5.3. 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.

5.4. RFP Amendment and Cancellation

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

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

5.5. Right of Rejection

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

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

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

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

5.6. Prohibition of Respondent Terms and Conditions

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

5.7. Joint Ventures and Partnering

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

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

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

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

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

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

5.8. Proposal of Alternate Services

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

5.9. Proposal of Additional Services

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

Contract before execution.

5.10. Severability

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

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

5.11. Licensure and Special Certification

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

Proposers to submit evidence of proper licensure and certifications.

5.12. Disclosure of Proposal Contents

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

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

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

5.13. Conflict of Interest and Restrictions

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

5.14. Local Benefit Definition

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

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

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

5.15. Proprietary Information

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

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

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

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

6. Evaluation Criteria

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 (10.5% of Total)

2. Proposer Qualifications and Experience

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

Points Based 20 (21.1% 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 (26.3% of Total)

4. Technical Approach

Operational and organizational approach to complete the Scope of Work.

Points Based 15 (15.8% of Total)

5. Acceptance of City's Standard Contract for

Services

Ability to accept the City’s Standard Contract with little to no qualifications.

Points Based 5 (5.3% 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 (21.1% 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.

https://secure.procurenow.com/portal/cityofwestsacramento/projects/267459/document?section=undefined

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.

8.7. Other Public Agency Orders

Other Public Agency Orders. Other federal, state, county, and local public agencies may utilize the terms and conditions established by this Contract if agreeable to all parties and permitted by the laws governing the other public agency. The City does not accept any responsibility and will not be involved in the purchase orders or contracts issued by other public agencies, and any agency utilizing the terms and conditions established by this Contract agrees to indemnify the City against any claims arising from that agency’s 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. Provide a signed W-9 Form*

Please download the IRS 2024 Form W-9 and upload a completed, signed copy. Acceptable signatures include either a handwritten (wet) signature or a valid electronic signature.

• 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…