REQUEST FOR PROPOSAL

For

GENERATOR SERVICES

Public Works Department

Issued: November 5, 2026

Proposal Deadline: November 30, 2026, 4:00 pm

CITY OF NAPA

REQUEST FOR PROPOSAL

I. THE SERVICES

II. DRAFT SCOPE OF SERVICES

III. REQUEST FOR PROPOSAL PROCEDURES

IV. PROPOSAL REQUIREMENTS

V. EVALUATION

VI. SELECTION AND AWARD

VII. MISCELLANEOUS

VIII. PROPOSAL SUBMITTAL

Attachments:

A - 2.1.1_Services Agreement (General) (2024-08-29)

City of Napa Request For Proposals Page 3 of 16

2026-RFP-055

1. ............................................................................................... THE SERVICES

1.1. ...................................................................................................................... Summary

The City requires Generator Services (“Services”) for comprehensive maintenance and repair services for the City's generators. Contractor will be responsible for regularly scheduled maintenance, ensure the continuous and reliable operation of all generators. Brands and models of each generator are listed in the pricing table.

1.2. ....................................................................................................... Form of Agreement

A copy of the City’s standard Services Agreement (General) (“Agreement”), is attached hereto in the

Attachments section and incorporated herein. Respondents are strongly encouraged to have the

Agreement reviewed by their legal counsel and insurance company. Any objections and/or proposed changes to the Agreement must be included in the Respondent’s Proposal pursuant to the Exceptions to

Agreement provision within the Proposal Requirements section and are subject to City approval.

1.3. .......................................................................................................... Scope of Services

The City has prepared a draft Scope of Services, see the Draft Scope Services section (“Draft Scope of

Services”). The final scope of services to be included in the Agreement with the successful Respondent will be based on the Draft Scope of Services as well as the Proposed Scope of Services, provided by the successful Respondent in the Proposal Submittal section and may be the subject of negotiations between the City and the successful Respondent.

1.4. ............................................................................ Project Manager and Decision Maker

For purposes of the Selection and Award section of this RFP, Matthew Price, Maintenance

Superintendent , is the City’s project manager (“Project Manager”), and Jessica Lowe, Public Works

Director is the City’s decision-maker (“Decision-Maker”).

2. ........................................................................... DRAFT SCOPE OF SERVICES

2.1. ........................................................................................................................ General

The successful Contractor shall provide comprehensive maintenance and repair services for the City's generators. Contractor will be responsible for regularly scheduled maintenance and will ensure the continuous and reliable operation of all generators.

Contractor shall possess and maintain a valid California C-10 Electrical Contractor license for the duration of the Agreement. Respondent shall provide its license number in its Proposal.

Brands and models of each generator are listed in the pricing table.

2.2. .............................................................................................................. Scope of Work

Routine Maintenance (Semi-annual)

Contractor shall perform Level I preventive maintenance on a semi-annual basis in April and October of each year for all generators listed in the pricing schedule.

City of Napa Request For Proposals Page 4 of 16

Level I Maintenance shall include the inspection, testing, and maintenance activities identified in Items A through V below.

Level I Maintenance performed in April shall be included in the annual Level II Maintenance price. Level I

Maintenance performed in October shall be billed separately at the applicable Level I Maintenance price.

Level I Maintenance. Contractor shall perform the following preventive maintenance:

A. Inspection of the cooling system fan, fan blades, and remote cooling fan motor.

B. Inspection of all cooling system hoses and adjustment of hose clamps, if necessary.

C. Inspection of engine belts, check belt tension and adjust or repair, if necessary.

D. Inspection of engine block heater for proper operation, temperature and flow.

E. Inspection and cleaning of generator controller and interior, if required.

F. Inspection of shutdown functions, including an emergency stop for proper operation.

G. Inspect and test the Automatic Transfer Switch for proper operation, with or without load, as appropriate for the equipment and operating conditions. Document the testing method, results, and any deficiencies identified.

H. Checking of settings for Automatic Transfer Switch.

I. Verifying proper operation of the annunciator panel.

J. Checking all bulbs in the controller and elsewhere for proper operation.

K. Inspection and testing of both the engine battery charging alternator and the system battery charger. Adjust, as necessary.

L. Start and operate the generator for a sufficient duration to verify proper operation. Record the operating duration, operating conditions, applicable readings, and any deficiencies identified during testing.

M. Inspection and adjustment of all gauges.

N. Inspection of anti-freeze/coolant level.

O. Inspection of generator for oil, fuel and coolant leaks.

P. Inspection of air induction exhaust system and silencer for leaks, cracks and deterioration.

Q. Draining of moisture from exhaust piping (if equipped).

R. Checking batteries for water level, level of charge and corrosion on terminals.

S. Checking of fuel system.

City of Napa Request For Proposals Page 5 of 16

T. Maintenance and service requirements for Transfer Switches, Controller, Switch Gear Cubicles, and Transformers:

1. Clean cabinet, controls, timers, and furnish contacts as needed.

2. While under load and while generator is operating, conduct infrared heat checks on all cabinet connectors, terminals, transformers, and contacts, as well as switchgear.

3. Check, record, and report millivolt readings in panels and correct any findings that not within working parameters.

4. Check and replace pilot lamps.

5. Inspect all transformer cables and connections. Correct all hot spots and/or report discrepancies.

6. Check, record, and correct any interlocks found in panels.

7. Inspect all contact points and report all problems. Correct as required.

U. Identify and perform minor adjustments as described under Included Maintenance and Minor

Adjustments. Additional repairs shall be subject to Section 2.5

V. Any materials or parts used in complying with the contract shall be new and equal to or better than the original equipment.

Included Maintenance and Minor Adjustments

The prices quoted for scheduled maintenance shall include all inspections, testing, routine adjustments, cleaning, lubricants, filters, consumable materials, labor, and travel required to perform the applicable maintenance services identified in Sections 2.2 through 2.4.

Minor adjustments identified during scheduled maintenance shall be performed at no additional cost when they can be completed without replacement parts or substantial additional labor.

Repairs requiring replacement parts or substantial additional labor beyond the scheduled maintenance requirements shall be considered additional repair services and shall be subject to Section 2.5.

Replacement of parts and materials expressly required under the scheduled maintenance services shall remain included in the applicable maintenance price.

2.3. ..................................................................................................... Level II Maintenance

Contractor shall perform Level II preventive maintenance annually in April of each year for all generators listed in the pricing schedule, in conjunction with the scheduled Level I Maintenance.

Level II Maintenance shall include all Level I Maintenance requirements and the additional preventive maintenance activities identified below:

A. Change lubricating oil and filters. Oil analysis will be collected and a report provided to the City.

B. Change fuel filter elements.

City of Napa Request For Proposals Page 6 of 16

C. Inspect and replace air filter element with DCA additives. Report coolant DCA levels to the City.

D. Analyze engine oil.

E. Pricing for Level II Maintenance shall include all Level I Maintenance costs. The City shall not be separately charged for Level I Maintenance performed during the April service.

2.4. .................................................................................................... Level V Maintenance

Contractor shall perform Level V Maintenance annually in April of each year for all generators listed in the pricing schedule, in conjunction with the scheduled Level II Maintenance.

A. Contractor shall perform a full two-hour load test annually in April for each generator listed in the pricing schedule, in conjunction with the scheduled Level II Maintenance.

Testing shall be performed progressively through different load levels, reaching at least eighty percent (80%) of the generator's rated capacity, in accordance with applicable manufacturer recommendations.

Contractor shall document the test duration, load levels, maximum load achieved, operating conditions, relevant performance measurements, and any deficiencies identified. A written load-testing report shall be provided to the City upon completion.

Pricing for Level V Maintenance shall be in addition to Level II Maintenance pricing.

B. Any materials or parts used in complying with the contract shall be new and equal to or better than the original equipment.

2.5. .................................................................................... Repairs and Emergency Repairs

A. General Repair Services

Contractor shall notify the City when repairs are identified that fall outside the scheduled maintenance services described in Sections 2.2 through 2.4.

Upon request by City staff, Contractor shall provide the City Facilities Superintendent, or designee, a written estimate identifying the proposed repairs, anticipated schedule, labor hours, applicable labor rates, replacement parts, and total estimated cost.

Replacement parts shall be billed at Contractor's actual cost plus the fixed percentage markup identified in the attached pricing schedule. Contractor shall provide supporting documentation of actual parts costs upon request by the City.

Contractor shall not commence any additional repair work without prior written authorization from the

City Facilities Superintendent, or designee.

The City reserves the right to obtain repair estimates from other vendors and is not obligated to authorize additional repair work identified by Contractor.

B. Emergency Repair Services

City of Napa Request For Proposals Page 7 of 16

Contractor shall provide emergency repair services twenty-four (24) hours per day, seven (7) days per week, including weekends and holidays. Contractor shall maintain an emergency contact number and have qualified personnel available to respond to emergency service requests.

Contractor shall acknowledge emergency service requests within one (1) hour and have qualified personnel on-site within two (2) hours of notification.

Upon arrival, Contractor shall promptly diagnose the equipment failure and provide the City with a written estimate identifying the necessary repairs, anticipated costs, and estimated completion time.

Contractor shall not commence any emergency repair work without prior written authorization from the

City Facilities Superintendent, or designee. Written authorization may be granted via electronic mail.

If repairs cannot be completed during the initial service visit, Contractor shall notify the City of the anticipated delay, required replacement parts, and recommended interim measures to restore or maintain generator operation.

The replacement parts pricing provisions in Section 2.5(A) shall also apply to emergency repairs.

2.6. ........................................................................................................ Other Information

A. Contractor Employees & Subcontractor Employees: All employees used on this job by Contractor or

Subcontractor may be required to obtain security clearance to do work within the facility.

B. All travel costs associated with scheduled maintenance, general repairs and emergency repairs shall be included in the applicable maintenance prices or repair labor rates identified in the Price Proposal Schedule.

No separate travel, mileage or trip charges shall be permitted.

C. The prices quoted for scheduled maintenance shall include compensation for bringing oil and coolant to proper operating levels, unless a significant leak is identified. Any additional repairs required to address such leaks shall be subject to Section 2.5.

D. Compensation for all labor, materials, equipment, supplies and consumables expressly required under the applicable scheduled maintenance level shall be included in the corresponding maintenance price.

E. Compensation for adhering to any safe practices related to the work shall be included in the prices quoted.

F. Invoices for work shall be accompanied by reports for each station showing the following:

1. The inspection task performed, and date performed

2. The result of the inspection (pass/fail and observed/measured values)

3. Fluids provided

4. Notes regarding needed remedial or preventative tasks

5. Invoices shall include the date, time, location, description of services performed (including applicable maintenance level or repair service), and final pricing matching the existing contract rates.

2.7. ........................................................................... Quality of Performance of Contractor

A. Contract Manager. Contractor shall designate a Contract Manager and shall provide the name of that person in writing to the City staff and any other time the person in that position changes. The Contract

Manager shall be available to City staff by telephone, at all times that Contractor is providing services

City of Napa Request For Proposals Page 8 of 16 pursuant to this Agreement. Contractor shall provide City with an emergency phone number where the

Contract Manager can be reached outside of normal business hours.

B. Generator Maintenance Quality of Work. Work shall be performed by competent and experienced maintenance personnel. The standards of performance which the Contractor is obligated to meet are those practices which leave the serviced equipment in a manner consistent with industry standards and in good working order free of hazards.

C. Supervision of Contract. All work shall meet the approval of the City of Napa Public Works

Department. There shall be a minimum of one semi-annual meeting with the Contractor and City staff to determine progress and to establish areas needing attention. A status report of activities performed and maintenance issues addressed by the Contractor will be submitted in writing to the City during this meeting. Any specific problem area which does not meet the conditions of the specifications set forth herein shall be called to the attention of the Contractor and if not corrected, payment to the Contractor will not be made until the condition is corrected in a satisfactory manner as set forth in the specifications.

D. Administrative Charges. In the event Contractor fails to perform the services as set forth in this

Agreement, City may assess an administrative charge against Contractor and may deduct such charge from any monies due or which may become due to Contractor in the following amounts:

List of Administrative Charges

Failure to comply with service intervals as outlined in this agreement - $200 per incident

Failure to clean up spillage or litter caused by Contractor - $200 per incident

E. Procedure for Review of Administrative Charges. The City staff may assess administrative charges pursuant to this Section 11 by issuing a written notice to Contractor (“Notice of Assessment”) of the administrative charges assessed, if any, and the basis for each assessment.

The administrative charges assessment shall become final unless, within ten (10) calendar days of the date of the Notice of Assessment, Contractor submits a written request for a meeting with the City staff to present evidence that the assessment should not be made.

The City staff shall review Contractor’s evidence and render a decision sustaining or reversing the administrative charges as soon as reasonably possible after the meeting. Written notice of the decision shall be provided to Contractor.

In the event Contractor does not submit a written request for a meeting within ten (10) calendar days of the date of the Notice of Assessment, the City’s determination shall be final and City may deduct the administrative charges from amounts otherwise due to Contractor.

Exercise of Rights. City’s assessment or collection of administrative charges shall not prevent City from exercising any other right or remedy, including the right to terminate this Agreement, for Contractor’s failure to perform the work and services in the manner set forth in this Agreement.

F. Withholding of Payment. In addition to express provisions contained elsewhere in this Agreement, City may withhold from any payment otherwise due to Contractor such amount as reasonably determined necessary to protect City’s interest, or if City so elects, may withhold or retain all or a

City of Napa Request For Proposals Page 9 of 16 portion of any monthly payment or refund payment for any of the following reasons. City shall provide written notice to Contractor of the reason for withholding of payments. Reason for withholding payments may be, but is not necessarily limited to:

1. Unsatisfactory work not caused by any condition beyond Contractor’s control;

2. Contractor's failure to carry out instructions or orders of the City or its staff;

3. Execution of work not in accordance with this Agreement;

4. Claims filed by or against Contractor or reasonable evidence indicating probable filing of claims;

5. Failure of Contractor to make payments to any subcontractor for material or labor;

6. Unsafe working conditions allowed to persist by Contractor

G. Payment of Withheld Amounts. Upon Contractor’s remedy of the grounds for withholding payment and demonstration of the remedy to the reasonable satisfaction of the City Representative, City shall pay all withheld amounts within ten (10) Business Days. City shall not be liable for interest on any delayed or late payment.

2.8. ...................................................................Agreement Term and Annual Rate Increase

A. The City anticipates entering into an Agreement for an initial term of three (3) years, commencing upon execution of the Agreement, with the option to extend the Agreement for up to two (2) additional one-year terms, subject to mutual written agreement and City approval.

B. Contractor shall perform scheduled maintenance in April and October of each year, as specified in the

Scope of Services.

C. Contractor may request an increase in the rates identified in the attached pricing schedule on an annual basis, beginning on the first anniversary of the Effective Date of the Agreement and each anniversary thereafter during the term of the Agreement, including any extensions. Any requested increase shall not exceed the percentage increase in the Consumer Price Index for the San Francisco–

Oakland area, as published by the Bureau of Labor Statistics for the immediately preceding year, or three percent (3%), whichever is less.

D. Contractor shall provide the City with written notice of any proposed rate increase at least thirty (30) days in advance. No more than one (1) rate increase may be approved per calendar year. All rate increases are subject to the City's prior written approval and shall include an effective date. Approved increases shall apply only to services performed on or after the effective date of the increase.

3. ........................................................REQUEST FOR PROPOSAL PROCEDURES

3.1. .............................................................................................. Requests for Information

Questions or objections relating to the RFP, the attachments hereto, the RFP procedures, or the required Services must be submitted by 4:00 pm, Thursday, November 19, 2026 (the “Request for

City of Napa Request For Proposals Page 10 of 16

Information Deadline”) through OpenGov, the City's electronic procurement portal at https://procurement.opengov.com/portal/cityofnapa ("Procurement Portal").

Any questions or objections that are not submitted through the Procurement Portal and by the Request for Information Deadline will be deemed waived. City will not be bound by the oral representations of any City officials, employees, or representatives.

3.2. ................................................................................................... Submittal Instructions

A. General. Proposals must be received by the City by or before Monday, November 30, 2026 at 4:00 pm

(“Proposal Deadline”). Respondent must submit a proposal through OpenGov, the Procurement Portal, at https://procurement.opengov.com/portal/cityofnapa, no later than the Proposal Deadline.

B. Electronic Submission.

1. OpenGov. The Proposal response all required forms and attachments must be submitted in

PDF format via OpenGov at https://procurement.opengov.com/portal/cityofnapa.

2. Vendor Registration. To participate in the bidding process, each bidder must register with

OpenGov at https://procurement.opengov.com/portal/cityofnapa. Once registered, each bidder must subscribe to the City of Napa portal.

3. For instructions on how to register as a vendor with OpenGov, visit the City’s website at:

http://www.cityofnapa.org/265/Bidding-Information. Please read the instructions carefully and follow all steps, including registration with OpenGov and subscribing to the City of Napa account.

3.3. ................................................................................................... Planned RFP Schedule

The following schedule is provided for planning purposes based on current information. However, all dates are subject to revision, including the Proposal Deadline, and may be amended by addenda to this

RFP:

RFP Release Date: November 5, 2026

Request for Information Deadline: November 19, 2026, 4:00pm

Proposal Submission Deadline: November 30, 2026, 4:00pm

Notice of Selection Date: December 9, 2026

3.4. ....................................................................................................................... Addenda

City reserves the right to issue addenda to modify the terms and conditions of this RFP, including modifications to the Proposal Deadline or to the Attachments to this RFP. Addenda will be issued through the Procurement Portal. Each Respondent is solely responsible for checking the Procurement

Portal for addenda, and for reviewing any and all addenda before submitting its Proposal.

https://procurement.opengov.com/portal/cityofnapa https://procurement.opengov.com/portal/cityofnapa https://procurement.opengov.com/portal/cityofnapa https://procurement.opengov.com/portal/cityofnapa http://www.cityofnapa.org/265/Bidding-Information

City of Napa Request For Proposals Page 11 of 16

If the City releases an addendum, it will be posted on the project. Vendors following the project, or bidders who have already submitted will be notified via email. Bidders who have already submitted responses MUST log back in, un-submit your response, acknowledge the new addendum, or risk your response being deemed non-responsive. Bidders should check OpenGov periodically for any addenda or updates on the Project at: https://procurement.opengov.com/portal/cityofnapa.

4. .......................................................................... PROPOSAL REQUIREMENTS

4.1. ................................................................................................. General Requirements.

Each Proposal must be submitted in compliance with the requirements of this RFP. Each Proposal must respond to the items listed below. Clarity and brevity are preferable to volume. Do not attach brochures or promotional materials to the Proposal. Proposals should not exceed 12 one-sided pages. However, resumes may be included in an appendix and not counted in the total page count.

4.2. ................................................................................................................. Cover Letter.

Provide a brief cover letter that includes all of the following information:

(1) Respondent’s name, address, phone number, and website address;

(2) type of organization (e.g. corporation, partnership, etc.);

(3) a summary of general information about Respondent and the types of services it provides in relation to the Services required by the City; and

(4) contact information, including name, title, address, phone number, and email, of

Respondent’s primary representative for purposes of this RFP.

The cover letter must be signed by a representative that is authorized to bind Respondent by contract and must state his or her name, title, and email address.

4.3. ................................................................................................. General Qualifications.

Provide a brief description of the Respondent’s business, including the number of years in business under the current name. Describe the size of the business, including total number of employees and offices, and identify and briefly describe each local office that will be involved in providing the Services if awarded the Agreement. Describe how and why Respondent is qualified to provide the Services.

4.4. ................................................................................................................... Experience.

Identify services Respondent has provided in the last five years that are similar in scope and nature to the Services required by this RFP, particularly with respect to services provided to other cities or public agencies. For each example, provide (1) a brief description of the services provided, (2) an explanation of why this experience is relevant to the required Services, and (3) the name and address of the contracting agency, including contact information for a reference check (name, title, phone number, and email address).

https://procurement.opengov.com/portal/cityofnapa

City of Napa Request For Proposals Page 12 of 16

4.5. .......................................................................................... Proposed Scope of Services.

Based upon the Draft Scope of Services, provide a complete description of the scope of services

(“Proposed Scope of Services”) the Respondent proposes to perform to achieve the City’s objectives identified in the Draft Scope of Services. The Proposed Scope of Services may identify services which differ from the services in the Draft Scope of Services if the Respondent believes the changes will assist the City in more efficiently and effectively achieving the City’s objectives. Briefly describe Respondent’s proposed approach to providing the Services and how that approach will offer value to the City. Identify any proposed innovations that may be used to achieve more cost-effective delivery of the Services.

Provide a work plan and proposed schedule for the tasks described in the Draft Scope of Services.

4.6. ........................................................................................................................ Staffing.

Identify by name and title Respondent’s key personnel that will be assigned to provide the Services and for each, include a resume with his or her education, training, and experience. Identify by name, address, and website, each subconsultant or subcontractor, if any, that will be involved with providing the Services, including the proposed role for each such subconsultant or subcontractor. Include all applicable license numbers for any license required to perform the Services.

4.7. ............................................................................................................................ Price.

A. Provide a total “not-to-exceed” cost for performance of all Services included in the Proposed

Scope of Services, including all labor, materials, equipment, supplies, the insurance required under the terms of the Agreement, and all reimbursable charges.

B. Identify whether compensation for performance of the Services will be based on hourly billing rates or a lump sum.

C. If compensation is based on hourly billing rates, attach a copy of hourly billing rates.

D. If compensation is on a lump sum basis rather than hourly, provide a breakdown of the proposed lump sum based on each task to be performed and/or deliverable to be provided.

E. Identify any reimbursable expenses (e.g., travel, supplies) and the proposed rate of reimbursement for each category of expense.

4.8. ............................................................................................. Exceptions to Agreement.

Identify any objections to and/or requested changes to the Agreement.

5. ................................................................................................ EVALUATION

The factors that the City will consider in evaluating Proposals are as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

City of Napa Request For Proposals Page 13 of 16

1. Qualifications and Experience Points Based 20

(20% of Total)

2. Proposed Scope / Approach Points Based 20

(20% of Total)

3. Staffing and Resources Points Based 15

(15% of Total)

4. Price Points Based 35

(35% of Total)

5. Proximity

Distance from Contractor's main operating office to City of Napa

(94559).

Points Based 10

(10% of Total)

6. ............................................................................... SELECTION AND AWARD

6.1. ......................................................................................................................... Review

Proposals will be reviewed for responsiveness and evaluated and ranked based on the factors listed in the Evaluation Section. When the evaluation is complete, the Proposals will be ranked based on total scores to identify the relative merits of each Proposal. Acting in its sole discretion, the City may elect to conduct interviews with shortlisted Respondents, and the City may negotiate with shortlisted

Respondents to amend the scope of services in order to best achieve the City’s goals for the Project.

6.2. .......................................................................................................................... Award

The City will award the Agreement, if at all, to the Respondent that is determined by the City’s Decision-

Maker, acting in the Decision-Maker’s sole discretion, to offer the most advantageous Proposal to the

City based on the City’s review, as outlined above. The City’s Project Manager will submit a recommendation to the City’s Decision-Maker for award of the Agreement to the Respondent that the

Project Manager determines to offer the most advantageous Proposal. The Respondents will be notified of the Project Manager’s recommendation to the Decision-Maker by a Notice of Intended Selection which will be issued through the Procurement Portal.

6.3. ....................................................................................................... Protest Procedures

Any protest challenging the City’s intended selection or the selection process must be submitted no later than 5:00 p.m., on the fifth business day following the date of the Notice of Intended Selection. The protest must be submitted in writing via email to Matthew Price, Maintenance Superintendent, at mprice@cityofnapa.org, and must clearly specify the basis for the protest. The protest will be reviewed by the City’s Decision-Maker, along with the recommendation from the Project Manager and legal advice from the City Attorney’s Office. The determination of the City’s Decision-Maker on the protest is final. No public hearing will be held on the protest. Time being of the essence, the City reserves the right mailto:mprice@cityofnapa.org

City of Napa Request For Proposals Page 14 of 16 to proceed with award of the Agreement and commencement of the Services notwithstanding any pending protest or legal challenge.

7. .......................................................................................... MISCELLANEOUS

7.1. ........................................................................... Disclaimers and Reservation of Rights

Upon receipt, each Proposal becomes the sole property of City and will not be returned to the

Respondent. Each Respondent is solely responsible for the costs it incurs to prepare and submit its

Proposal. The City reserves, in its sole discretion, the right to reject any and all Proposals, including the right to cancel or postpone the RFP or the Services at any time, or to decline to award the Agreement to any of the Respondents. The City reserves the right to waive any immaterial irregularities in a Proposal or submission of a Proposal. The City reserves the right to reject any Proposal that is determined to contain false or misleading information, or material omissions.

7.2. ........................................................................................................ Conflict of Interest

Respondents must disclose to the City any actual, apparent, direct or indirect, or potential conflicts of interest that may exist with respect to Respondent, any employees of Respondent, or any other person relative to the Services to be provided pursuant to this RFP. This RFP process will be conducted in compliance with all laws regarding political contributions, conflicts of interest, or unlawful activities. City employees are prohibited from participating in the selection process for this RFP if they have any financial or business relationship with any Respondent.

7.3. ............................................................................................ Confidentiality of Proposal

Pursuant to Michaelis, Montanari, & Johnson v. Superior Court (2006) 38 Cal.4th 1065, proposals submitted in response to this RFP shall be held confidential by the City and shall not be subject to disclosure under the California Public Records Act (Government Code section 7920.000 et seq.) until after either the City and the successful proposer have completed negotiations and entered into an

Agreement or the City has rejected all proposals. All correspondence with the City including responses to this RFP will become the exclusive property of the City and will become public records under the

California Public Records Act. Furthermore, the City will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement.

If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public

Records Act, the Proposer must mark it as such and state the specific provision in the California Public

Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. Although the

California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish 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 will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction.

8. ................................................................................. PROPOSAL SUBMITTAL

City of Napa Request For Proposals Page 15 of 16

Please see the Proposal Requirements section of this RFP.

Each Proposal must be submitted in compliance with the requirements of this RFP. Respondent must respond to the items listed below. Clarity and brevity are preferable to volume. Do not attach brochures or promotional materials to the Proposal.

1. .................................................................................................................. Cover Letter* Provide a brief cover letter that includes all of the following information:

1. Respondent’s name, address, phone number, and website address;

2. Type of organization (e.g. corporation, partnership, etc.);

3. A summary of general information about Respondent and the types of services it provides in relation to the Services required by the City; and

4. Contact information, including name, title, address, phone number, and email, of

Respondent’s primary representative for purposes of this RFP.

The cover letter must be signed by a representative that is authorized to bind Respondent by contract and must state his or her name, title, and email address.

*Response required

2. ...................................................................................................General Qualifications* Provide a brief description of the Respondent’s business, including the number of years in business under the current name. Describe the size of the business, including total number of employees and offices, and identify and briefly describe each local office that will be involved in providing the Services if awarded the Agreement. Describe how and why Respondent is qualified to provide the Services.

*Response required

3. .................................................................................................................... Experience* Identify services Respondent has provided in the last five years that are similar in scope and nature to the Services required by this RFP, particularly with respect to services provided to other cities or public agencies.

For each example, provide:

1. A brief description of the services provided

2. An explanation of why this experience is relevant to the required Services, and

3. The name and address of the contracting agency, including contact information for a reference check (name, title, phone number, and email address).

*Response required

4. ........................................................................................... Proposed Scope of Services* Based upon the Draft Scope of Services, provide a complete description of the scope of services

(“Proposed Scope of Services”) the Respondent proposes to perform to achieve the City’s objectives

City of Napa Request For Proposals Page 16 of 16 identified in the Draft Scope of Services. The Proposed Scope of Services may identify services which differ from the services in the Draft Scope of Services if the Respondent believes the changes will assist the City in more efficiently and effectively achieving the City’s objectives. Briefly describe Respondent’s proposed approach to providing the Services and how that approach will offer value to the City. Identify any proposed innovations that may be used to achieve more cost-effective delivery of the Services.

Provide a work plan and proposed schedule for the tasks described in the Draft Scope of Services.

*Response required

5. ......................................................................................................................... Staffing* Identify by name and title Respondent’s key personnel that will be assigned to provide the Services and for each, include a resume with his or her education, training, and experience. Identify by name, address, and website, each subconsultant or subcontractor, if any, that will be involved with providing the Services, including the proposed role for each such subconsultant or subcontractor. Include all applicable license numbers for any license required to perform the Services.

*Response required

6. ............................................................................................................... Price Proposal* Please download the below documents, complete, and upload.

• RFP_Pricing_Table_-_Generat...

*Response required

7. ............................................................................................................... Price Proposal*

A. Provide a total “not-to-exceed” cost for performance of all Services included in the Proposed

Scope of Services, including all labor, materials, equipment, supplies, the insurance required under the terms of the Agreement, and all reimbursable charges.

B. Identify whether compensation for performance of the Services will be based on hourly billing rates or a lump sum.

C. If compensation is based on hourly billing rates, attach a copy of hourly billing rates.

D. If compensation is on a lump sum basis rather than hourly, provide a breakdown of the proposed lump sum based on each task to be performed and/or deliverable to be provided.

E. Identify any reimbursable expenses (e.g., travel, supplies) and the proposed rate of reimbursement for each category of expense.

*Response required

8. ................................................................................................ Exceptions to Agreement Identify any objections to and/or requested changes to the Agreement and upload a copy here.

https://government-project.s3.us-west-2.amazonaws.com/310213/46cfa417-cc65-4dd7-b646-612b8d084f62_RFP_Pricing_Table_-_Generator_Maintenance_9.30.26.xlsx