Hazardous Material Testing Services .pdf

C

CITY OF BELL

6330 Pine Ave.

Bell, CA 90201

REQUEST FOR PROPOSALS

MUST BE SUBMITTED BY:

September 14, 2026 at 4:00 P.M.

Date/Time

CD 26-001

RFP Number

COVER PAGE

The City of Bell, hereinafter referred to as “City” is seeking proposals from qualified firms, hereinafter referred to as “Proposers” to establish a contract for:

Hazardous Material Testing Services

Work provided shall be in accordance with the Scope of Services requirements attached hereto and incorporated herein by this reference as Section I (D).

All proposals must be submitted online via OpenGov at:

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

City will reject proposals submitted other than through OpenGov.

Electronic Proposals are due on or before the date and time specified above.

Proposers are not to contact any City personnel with any questions or clarifications concerning this RFP. All official communication concerning this RFP will be through OpenGov – RFP# CD26-

001. Any City response relevant to this RFP other than through OpenGov is unauthorized and will be considered invalid.

PROPOSALS WILL BE VALID FOR 120 DAYS AFTER CLOSING DATE

I have read and understand and agree to the terms and conditions herewith, and I am submitting a Proposal in response to this solicitation.

Date: Company Name: _ _

*Authorized Signature Name Title

*Authorized Signature Name Title

*If a corporation, the document must be signed by two corporate officers. The first signature must be either the

Chairman of the Board, President, or Vice President. The second signature must be either the Secretary, an Assistant

Secretary, Chief Financial Officer, or Assistant Treasurer. In the alternative, a single corporate signature is acceptable when accompanied by a corporate resolution demonstrating the legal authority of the signatory to bind the corporation.

RETURN THIS COVER PAGE WITH YOUR PROPOSAL

LATE PROPOSALS WILL NOT BE ACCEPTED

REQUEST FOR PROPOSALS

Hazardous Material Testing Services

TABLE OF CONTENTS

SECTIONS ......................................................................................................................................... PAGES

PROPOSAL DOCUMENTS (All Documents must be submitted by proposal bid date)

COVER PAGE .......................................................................................................................................... C

SECTION I: INTRODUCTION AND INSTRUCTIONS TO PROPOSERS ......................................................... P-1

SECTION II: MINIMUM QUALIFICATIONS AND PROPOSAL REQUIREMENTS ......................................... P-17

SECTION III: SELECTION PROCESS ....................................................................................................... P-23

SECTION IV: REQUIRED POST RFP DOCUMENTS ................................................................................ P-27

CONTRACT SERVICES AGREEMENT DOCUMENTS

CONTRACT SERVICES AGREEMENT ................................................................................................. CA-1

EXHIBIT “A” SCOPE OF SERVICES......................................................................................................... A-1

EXHIBIT “B” SPECIAL REQUIREMENTS .................................................................................................... B-1

EXHIBIT “C” SCHEDULE OF COMPENSATION...................................................................................... C-1

EXHIBIT “D” SCHEDULE OF PERFORMANCE ........................................................................................ D-1

EXHIBIT “E” LIST OF WORK DESCRIPTIONS FOR LEAD AND ASBESTOS TESTING ................................ E-1

NOTICE OF AWARD .............................................................................................................................. N-1

NOTICE TO PROCEED ........................................................................................................................... N-2

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SECTION I: INTRODUCTION AND INSTRUCTIONS TO PROPOSERS

A) OVERVIEW

The City of Bell (City) is soliciting Requests for Proposals (RFP) from qualified environmental consulting firms and hazardous materials testing professionals to provide hazardous materials testing, assessment, and related environmental services for various City-owned properties, facilities, residential rehabilitation projects, and other properties as needed.

The City is seeking a qualified contractor whose combination of experience, technical expertise, and personnel will provide timely, accurate, cost-effective, and professional hazardous materials testing services. Services may include, but are not limited to, lead-based paint testing, asbestos testing, mold assessments, hazardous materials sampling, laboratory coordination, site inspections, testing reports, and recommendations for appropriate remediation or abatement when necessary.

The selected contractor will be expected to provide services in compliance with all applicable federal, state, and local laws, regulations, standards, and requirements governing hazardous materials testing, handling, reporting, and worker safety. The contractor shall have appropriately qualified and experienced personnel to perform inspections, collect samples, coordinate laboratory analysis, and prepare clear and comprehensive reports documenting the findings.

The City anticipates utilizing these services on an as-needed basis for City projects, including residential rehabilitation, commercial rehabilitation, building improvements, property assessments, and other projects requiring hazardous materials testing. The amount and frequency of work will vary depending on the City's project needs.

The selected contractor will provide services pursuant to an initial three (3) year agreement with the City, with the option for the City to authorize two (2) additional one-year extensions, for a potential total contract term of five (5) years.

The City intends that the successful Proposer shall provide the services requested in accordance with the Scope of Services contained within this RFP, including all exhibits, attachments, and appendices. The City reserves the right to request services on an as-needed, project-specific basis throughout the term of the agreement.

B) PROPOSED SCHEDULE

RFP Issuance Date Wednesday, August 28, 2026

Questions Due Thursday, September 3, 2026

Questions answered by city

Electronic Proposals Due Date Monday, September 14, 2026

City Council Contract Award Date Friday, September 18, 2026

C) GENERAL REQUIREMENTS

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1. Proposers shall have at least five (5) years of consecutive experience providing hazardous material testing service.

2. The proposed term of the contract under this RFP shall be for three (3) years and to authorize two (2) additional one-year extensions, for a potential total contract term of five (5) years.

3. Proposer shall comply with the insurance requirements set forth in the Contract

Services Agreement.

4. The selected Contractor shall comply with all applicable federal, state, and local laws and regulations governing hazardous materials testing and environmental services, including requirements established by OSHA, the U.S

Environmental Protection Agency (EPA), California Department of Toxic

Substances Control (DTSC), and other applicable regulatory agencies.

5. The selected individual/Contractor shall possess the appropriate knowledge, certifications, licenses, registrations, and qualifications necessary to perform the services identified in this RFP. Experience should include, but not be limited to:

i. Lead-based paint and lead-containing material testing and assessments;

ii. Mold and moisture-related assessments and sampling, when applicable;

iv. Hazardous materials inspections, sampling, and testing associated with residential, commercial, and public buildings;

vi. Coordination with certified laboratories for analysis of collected samples;

vii. Preparation of clear and comprehensive testing and assessment reports identifying findings, laboratory results, and recommendations;

viii. Experience supporting rehabilitation, renovation, demolition, construction, or property improvement projects where hazardous materials testing is required; and

x. Ability to provide timely response and field services on an as-needed basis in accordance with City project schedules.

6. The City will select a Contractor based on a combination of factors, including qualifications, past performance for public agencies, responsiveness and

P-3 completeness of the proposal, and reference checks.

In addition, the following factors will be considered:

i) Completeness of the proposal and ability of the Proposer to comply with the mandatory requirements proposed under this

RFP.

ii) Whether the Contractor has the financial resources and facilities to perform or provide the required services promptly, or within the time specified without delay or interference.

iii) Experience in providing similar services

iv) Recommendations from prior clients and record of performance on previous contracts or services.

v) Ability to communicate effectively with diverse population, particularly English and Spanish language speakers; and

vi) Cost reasonableness

7. OTHER MINIMUM GENERAL REQUIREMENTS

i) The submittal should be typed and as brief as possible while adequately describing the qualifications of the Contractor.

ii) Proposals are to be submitted online via OpenGov on or before the proposed Due date and time specified in this RFP.

iii) The proposing Contractor shall submit the following information with their package, including the same information on subcontractors.

D) SCOPE OF SERVICES

Proposers should present their concept for providing hazardous material testing services and as described in the scope of services. Include the range of tasks and services provided by your company. Proposers are encouraged to recommend supplementary alternatives or tasks that may reduce the costs to the City and/or enhance the overall quality of the work product. The selected firm will be required to provide the City with certified personnel to assist inquiring hazardous material testing services.

The Proposer shall provide all labor, equipment, materials, tools, and supervision necessary to conduct hazardous testing material services. The scope of services may include, but will not be limited to the following:

SERVICES AND PERSONNEL

The selected proposer will be required to provide hazardous materials testing services for the

City of Bell’s Residential Rehabilitation Program on an as-needed, project-specific basis.

Testing services will be initiated after City staff provides the selected Contractor with a work write-up or scope of work identifying the proposed rehabilitation improvements for the residential property.

Upon receiving the work write-up from City staff, the selected Contractor shall review the proposed scope of work and determine the appropriate hazardous materials testing required

P-4 based on the age, condition, construction materials, and proposed rehabilitation activities at the property. The proposer should also inspect other home areas to properly evaluate potential hazardous materials.

The selected Contractor shall provide qualified personnel capable of performing the following services:

• Review work write-ups and proposed rehabilitation scopes provided by City staff.

• Identify materials and areas that may require hazardous materials testing based on the proposed construction or rehabilitation activities.

• Conduct on-site inspections and collect appropriate samples from residential properties.

• Perform lead-based paint, lead-containing material testing, and asbestos-containing as applicable.

• Perform asbestos-containing material testing, as applicable.

• Conduct additional hazardous materials sampling or testing when determined necessary based on the proposed scope of work and applicable requirements.

• Properly document all samples collected, including the location and material sampled.

• Prepare a written testing report identifying the materials tested, sampling locations, laboratory results, and any applicable recommendations.

• Clearly identify any materials that require additional evaluation, abatement, handling, or other action before or during construction.

• Coordinate with City staff regarding testing results and any findings that may affect the proposed rehabilitation work.

• Maintain appropriate records and documentation for each residential rehabilitation project.

The selected Contractor shall ensure that all testing, sampling, laboratory analysis, documentation, and reporting are performed in accordance with applicable federal, state, and local requirements and industry standards.

WORK PROCESS

For each Residential Rehabilitation Program project, the City will provide the selected

Contractor with the applicable work write-up and/or scope of work prepared by City staff. The

Contractor shall review the information provided and coordinate with City staff to schedule the required site visit.

Following the site inspection and completion of sampling, the Contractor shall coordinate laboratory analysis and provide the City with a comprehensive testing report. The report shall be used by City staff to determine whether any additional requirements or modifications to the proposed rehabilitation work are necessary before construction proceeds.

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Testing services shall be performed only as authorized by the City and shall be limited to the specific property and scope of work identified by City staff.

PERSONNEL REQUIREMENTS

The selected Contractor shall assign qualified and appropriately trained personnel with demonstrated experience in residential hazardous materials inspections, sampling, and testing. Personnel performing the work shall possess all applicable certifications, licenses, registrations, and training required for the services being provided.

The Contractor shall maintain sufficient personnel to respond to City requests and complete testing and reporting within the timelines established by the City for each residential rehabilitation project.

The Contractor shall designate a primary point of contact who will be responsible for coordinating scheduling, field services, laboratory testing, reports, and communication with

City staff throughout the term of the agreement.

F) INSTRUCTIONS TO PROPOSERS AND PROCEDURE FOR SUMBITTAL

1. Submission of Proposal:

Proposals must be submitted online at:

City will only accept proposals submitted online via OpenGov on or before the Proposal Due

Date specified in this RFP. Refer to Invitation Number “RFP# CD26-001.” Interested contractors must be registered on the City’s OpenGov portal to participate in this RFP.

All documents specified in Section II – Proposal Requirements shall be scanned and uploaded to OpenGov. Any proposal submitted other than in the manner specified in this RFP will be rejected.

2. Questions and Addenda:

All questions or requests for interpretation regarding this RFP must be submitted online through

OpenGov. Proposers are not to contact City personnel with any questions or clarifications concerning this RFP other than through OpenGov. Any City response for this RFP that is not posted through OpenGov is unauthorized and will be considered invalid.

If clarification or interpretation of this solicitation is considered necessary by the City, a written addendum shall be issued on OpenGov. Any interpretation of or correction to this solicitation will be made only by addendum issued through OpenGov. It is the responsibility of each

Proposer to ensure that they have received and reviewed all addenda to this RFP. For technical support with the OpenGov system, contact OpenGov at (650) 336-7167.

3. Validity of Proposals:

Proposals must be valid for a period of at least 120 calendar days from the closing date and time for receipt of proposals.

4. Proposals are not to be marked as confidential or proprietary. City may refuse to consider any Proposal so marked. Proposals submitted in response to this RFP may become subject

P-6 to public disclosure. The City shall not be liable in any way for disclosure of any such records. Additionally, all Proposals shall become the property of the City.

5. Proposer RFP Examination:

By submitting a Proposal, Proposer represents that it has thoroughly examined City’s requirements and is familiar with the services required under this RFP and that it is qualified and capable of providing the services to achieve City’s objectives.

6. Proposal Compliance:

Each Proposer must submit its Proposal in strict accordance with all requirements of this RFP and compliance must be stated in the Proposal. Deviations, clarifications and/or exceptions must be clearly identified and listed separately as alternative items for the City’s consideration.

7. Proposal Rejection:

Any Proposal may be rejected if it is conditional, incomplete, or deviates from specifications in this RFP. City reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects, or other improprieties which City deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a proponent from full compliance.

8. Pre-Contractual Expenses:

The City shall not, in any event, be liable for any pre-contractual expense incurred by the

Proposer in the preparation of its proposal. Pre-contractual expenses are defined as expenses incurred by the Proposer but not limited to the following:

a. Preparing its proposal in response to this RFP

b. Submitting its proposal to the City

c. Negotiating with the City on any matter related to the proposal

d. Any other expenses incurred by the Proposer prior to date of contract award

9. Negotiations:

City reserves the right to: a) negotiate the final Contract with any Proposer(s); b) withdraw this RFP in whole or in part at any time without prior notice and, furthermore, makes no representations that any Contract will be awarded to any Proposer responding to this RFP; c) award its total requirements to one Proposer or to apportion those requirements among two or more Proposers; or d) reject any proposal if it is conditional, incomplete or deviates significantly from the services requested in this RFP. In addition, negotiations may or may not be conducted with Proposer; therefore, the Proposal submitted should contain Proposer’s most favorable terms and conditions, since the selection and award may be made without discussion with any Proposer.

10. Term:

The term of this contract shall be for a period of three years and may be extended annually, solely based on the discretion of the City, for up to two additional one-year terms.

The City reserves the right to cancel the contract any time upon thirty (30) days prior written notice to the Contractor of its intent to terminate.

11. Protest Procedure:

Only a proposer who has submitted a proposal in response to this RFP is eligible to submit a protest. The City will not accept or entertain RFP protests from anyone who did not submit a proposal for the project or work being protested.

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Proposers may file a protest of an RFP with the Finance Department, City of Bell – 6330 Pine Ave., Bell, CA 90201, up to the end of business day on the fifth business day after the date the Notice of Intent to Award was announced.

At the time of the filing, the protest shall be:

a. Submitted on the proposer’s formal letterhead and include the proposer’s company name, address, phone number and the name and title of the individual filing the protest;

b. List the reasons for the protest including the specific section of the documents or technical specifications being disputed and shall site any statutes or case law supporting or serving as the basis for the protest and describe how they support the item(s) being disputed.

If the protest does not meet these requirements, the City will reject it without further review. If the protest is submitted on time and complies with all the above requirements, the Director of

Finance or his/her designee, shall review the protest and all relevant information submitted by the protestor. The City will provide a written response to the protestor. The City has the right to respond to any protest until the date on which the contract is awarded by the Bell City Council.

The procedure and time limits set forth in this paragraph is mandatory and is the sole and exclusive remedy in the event of an RFP protest. Failure to comply with these procedures shall constitute a failure to exhaust administrative remedies and a waiver of any right to further pursue the proposal protest, including filing a Government Code Claim or legal proceedings.

If the City determines that the protest is frivolous, the party originating the protest may be determined irresponsible and that party may be determined to be ineligible for future contract awards.

12. Local Business Preference:

The City of Bell has adopted a Local Business Preference Ordinance (Ord. 1192 § 1, 2013) in order to promote City businesses. The terms of the ordinance provide the City with the option of reducing bids from qualified local vendors by five percent (5%) or $15,000 dollars, whichever amount is lower in determining the lowest responsible bid. Contract or Purchase

Order will be awarded at the preference bid amount. If your company is located within the

City, you may qualify for this preference under the guidelines of the Local Business

Preference Ordinance. To comply under the terms of the local Business Preference

Ordinance, companies must meet the following criteria: (1) The business has a current City of

Bell business tax certificate; and (2) the local sales tax generated by the business is allocated to the City of Bell.

13. California Wage Rate Requirements:

Pursuant to Division 2, Part 7, Chapter 1 of the Labor Code of the State of California (including sections 1771 and 1773.2), Department of Industrial Relations of the State of California lists the general prevailing rate of per diem wages, and the general prevailing rate of holiday and overtime work in the locality in which the public work is to be performed for each craft, classification or type of workers needed to perform the Work. Copies of schedules of prevailing wage rates may be obtained on the California Department of Industrial Relations website http://www.dir.ca.gov/dlsr.

14. Department of Industrial Relations (DIR) Compliance:

http://www.dir.ca.gov/dlsr

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This public work is subject to compliance monitoring and enforcement by the Department of

Industrial Relations (DIR). In bidding on this work, it shall be the Bidder’s sole responsibility to evaluate and include the cost of complying with all labor compliance requirements under this contract and applicable law in its bid.

15. Registration with the Department of Industrial Relations:

Pursuant to Labor Code sections 1725.5, 1771.1, and SB 854, Public Works Contractor

Registration Program, all contractors and subcontractors who bid or work on Public Works projects must be registered with, and pay an annual fee to, the State Department of

Industrial Relations (DIR), subject to the limited exceptions set forth in Labor Code Section

1771.1(a) (regarding the submission of a bid as authorized by Business & Professions Code

Section 7029.1 or Public Contract Code Section 10164 or 20103.5), provided that contractors and subcontractors subject to such exceptions shall be registered with the DIR at the time the contract is awarded. No bid will be accepted, except as provided above, nor any contract entered, without proof of the contractor’s and subcontractors’ current registration with the

Department of Industrial Relations to perform public work. If awarded a contract, the Bidder and its subcontractor, of any tier, shall maintain active registration with the Department of

Industrial Relations for the duration of the Project.

*** End of Section I ***

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SECTION II: MINIMUM QUALIFICATIONS AND PROPOSAL REQUIREMENTS

To qualify for selection, Proposer must meet the following minimum requirements:

1. Must be able to execute the City’s Agreement for Services.

2. Must possess a valid California State Contractor’s License to perform the work as specified in the Scope of Services within this RFP (Section I).

3. Must have qualified personnel with current and applicable certifications, licenses, and training required to perform hazardous materials testing and sampling services, including lead and asbestos testing, as applicable, throughout the entire duration of the contract.

4. Must have a proven track record of providing hazardous materials testing and assessment services to at least three (3) cities or other government agencies within the past five (5) years, preferably for residential rehabilitation, construction, renovation, or similar programs.

Each Proposal submitted in response to this Request for Proposal (RFP) shall be submitted as follows:

A) COVER SHEET:

Submit the completed RFP cover sheet.

B) LETTER OF TRANSMITTAL:

A one-page Letter of Transmittal shall be addressed to Javier Ochiqui, Community Development

Director, and shall, at a minimum, contain the following information:

1. Identification of Proposer who will have contractual responsibility with the City of Bell.

Identification shall include legal name of company, address from which the services will be managed, telephone number and e-mail address of the contact person identified during the period of proposal evaluation.

2. A summary of the Proposer’s Qualifications, including a brief description of its proposed representative(s) and key staff. It shall make a commitment to accept the terms and conditions in the RFP and Contract Services Agreement, including acknowledgment of receipt of all amendments or addenda to the RFP.

3. A statement accepting the RFP and City’s Contract Services Agreement without any exceptions. Any proposal submitted with exceptions will be automatically disqualified.

4. A statement that the proposal shall remain valid for a period of not less than 120 days from the date of submittal.

5. Signed statement attesting that all information submitted with the proposal is true and correct.

C) TECHNICAL PROPOSAL

1. Qualifications of the Company

This section of the proposal should establish that the Proposer can satisfactorily perform the required work; the requisite previous experience on similar assignments; and the stability and professional standing of the contractor.

This section should include, at a minimum:

a. Company Profile

Provide a summary of Proposer’s qualifications and experience to show competence in providing required Services. Include the company’s licenses, work history, organizational structure, equipment, yard/office facilities, and number of employees.

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b. Litigation and Contract History

i. Provide a brief description of any:

• Conviction or indictment of the contractor or any officer of the contractor within the last three years involving alleged fraud, bribery, collusion, conspiracy, or violation of state or federal antitrust law.

• Adjudication or determination by any federal, state, or local agency that the contractor or any officer of the contractor has violated any provision of law relating to equal opportunity or fair employment.

• Termination of a contract for convenience or for cause.

• Proposer shall certify that Proposer has not been disciplined in the last five (5) years as a Contractor by any government body.

c. Performance References

i. Provide a list of City and or County clients for whom you have provided hazardous material testing services, the length of time services have been provided along with contact information including name, phone and email address. (Minimum of three)

2. Qualifications of Personnel

This section should identify the qualifications of the individuals, subcontractors, and/or suppliers that will be providing services to the City.

a. Provide an organization chart clearly showing all employees who will perform the service.

b. Identify any subcontractors who will be used. Include licenses and credential information.

3. Means and Methods of Approach

a. This section should clearly describe the methodology to be used to carry out the specific work tasks described in the Work Plan, including descriptions of the type(s) of equipment to be utilized in the City. Describe the Contractor’s understanding of the

City and the work to be completed.

b. Describe the sequential work tasks you plan to carry out in completing this contract.

Indicate all key deliverables and their contents.

4. Fee Proposal (Use Form provided As Exhibit “C” – Schedule of Compensation in the Services

Agreement, Section IV)

The Fee Proposal form is provided in Exhibit “C’ of the Services Agreement, Section IV. Proposer shall define the fee schedule/pricing information for the services. DO NOT INCLUDE YOUR FEE

PROPOSAL WITH YOUR TECHNICAL PROPOSAL.

This original fee proposal must be submitted and received on OpenGov by the RFP due date and specified time.

Pricing shall remain fixed for the f i r s t 3 y e a r s o f t h e c o n t r a c t . I f t h e C i t y e x e r c i s e s t h e o p t i o n t o e x t e n d t h e t e r m o f t h e c o n t r a c t b e y o n d t h e i n i t i a l 3 - y e a r t e r m , t h e n t h e c o n t r a c t o r m a y r e q u e s t a n a d j u s t m e n t t o i t s f e e b a s e d o n t h e C o n s u m e r P r i c e I n d e x f o r A l l U r b a n C o n s u m e r s ( C P I - U ) f o r L o s A n g e l s , L o n g B e a c h - A n a h e i m f o r e a c h a d d i t i o n a l y e a r t h e t e r m i s e x t e n d e d .

Additional Documents to Submit with Technical Proposal in OpenGov:

Complete and submit the cover page and documents at the end of Section II with Proposal through

OpenGov

a) ADDENDA ACKNOWLEDGEMENT/SIGNATURE

b) CONFLICT OF INTEREST STATEMENT

c) ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

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5. Appendices (limit: 5 pages)

Information considered by Proposer to be pertinent to this RFP and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section.

Proposers are cautioned, however, that this does not constitute an invitation to submit large amounts of extraneous materials. Appendices shall be relevant and brief.

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ADDENDA ACKNOWLEDGEMENT/SIGNATURE

This Proposal Response is submitted with respect to the changes to the Request for Proposal included in the following addenda numbers:

1 2 3 4 5 6 7

(Initial above all appropriate numbers)

By signing below, Proposer certifies that the information submitted in response to this Request for

Proposal is true and correct. I also understand that failure to submit a completed Proposal response package (fully completed and executed) will result in rejection of Proposal.

Respectfully submitted, Proposer Signature Date

Print Name / Title

Legal Name of Company Business Address (Actual Address – P. O. Box)

Telephone Number Email Address

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CONFLICT OF INTEREST STATEMENT

Provide in this section a statement disclosing any past, ongoing or potential conflicts of interest that your contractor, proposed staff, or any subcontractors may have as a result of performing this work.

If there is no conflict of interest then provide such statement in this section.

If there is a real or perceived conflict of interest that exists with the submission of a proposal, or would exist if the Proposer entered into an Agreement with the City of Bell in this proposal, full details should be provided in this section. Detail a plan to manage the conflict of interest.

Proposer Signature Date

Print Name / Title

Proposing Company Name

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ACKNOWLEDGEMENT OF INSURANCE REQUIREMENTS

I, ,the _________________________________ (Title) of _____________________ , certify that the Insurance Requirements set forth in

(Proposer’s Company Name) the Proposed Agreement for RFP# ____________ – ________________________ has been read and understood. I certify that

’s

(Proposer’s Company Name) insurance company(ies) __________________________________________ is/are able to provide the

(Name(s) of insurance company(ies) coverages specified.

Authorized Signature Date

*** End of Section II ***

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III. SELECTION PROCESS

All timely submitted proposals will be reviewed to ensure they meet the minimum qualifications and requirements. Proposals that fail to comply with RFP specifications, lack required content or quality, or include unacceptable exceptions to the Contract Services Agreement may, at the

City’s discretion, be disqualified from further consideration.

An evaluation committee composed of City of Bell staff will review and assess all qualifying proposals. The City will serve as the sole and final judge of compliance, quality, and overall merit.

Selection will not be based on any single factor, including price. Instead, the City reserves the right to award the contract in any manner deemed to be in its best interest, including negotiating with one or more Proposers for the same services.

Proposals will be evaluated based on responsiveness to the City’s requirements and the overall value offered, considering both cost and the quality of services proposed. Additional evaluation factors include the proposer’s qualifications, financial stability, and relevant experience. Failure to meet any RFP requirement may result in rejection.

The City will consider the following in selecting a contractor.

Appropriate Licenses or certifications

A) EVALUATION CRITERIA and WEIGHTS

Proposals must be in compliance with the requirements of this RFP. Selection will be based on the quality and value of the proposal, including comprehensiveness and responsiveness to the requirements outlined in this RFP. The proposals will be evaluated and scored based on the following criteria. The highest possible score is 100 points for the written proposal.

1. Qualifications (30 points)

2. Performance (30 points)

3. Understanding and approach to perform required Service (20 points)

4. Competitive pricing as compared to other qualified Proposer’s RFP responses (20 points)

B) EVALUATION PROCEDURE

Each RFP will be reviewed and evaluated by each member of a selection panel established by the

City. Each reviewer will use the evaluation criteria set forth in this RFP and score each proposal accordingly. Each reviewer will complete his/her review of proposals independently. The selection panel’s evaluations will be combined to determine a numerical ranking of each responsive proposer. Proposals obtaining less than 75% of the total available points will be eliminated from further consideration.

The City may determine that it is necessary to conduct interviews prior to final selection. In the event that interviews are necessary, the Proposers that submit the highest ranked proposal will be invited to the City to make presentations to the members of the selection panel and answer questions. Each member of the selection panel will evaluate the interviews, and the final scores will be established based on criteria and instructions provided prior to the interview taking place.

C) SELECTION

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It is the City’s intent to select one Contractor to provide services at City of Bell.

The City reserves the right to make final decisions regarding the selected contractors and the number of selected contractors based on the quantity and quality of the proposals received. This right extends to modifying the selection process to eliminate interviews if an insufficient number of qualified contractors/teams submits an RFP.

D) AWARD

Award is based on the most responsive and most responsible Proposal. City shall send a Notice of

Intent to Award to all Proposers via OpenGov, to announce the City’s intent to award the contract to the top-ranked selected Proposer.

The City of Bell may negotiate contract terms with the selected Proposer prior to award and expressly reserves the right to negotiate with several Proposers simultaneously. However, since the selection and award may be made without discussion with any Proposer, the proposal submitted should contain Proposer's most favorable terms and conditions.

*** End of Section III ***

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SECTION IV: REQUIRED POST RFP DOCUMENTS

Within 10 working days from the date of the Notice of Award, Contractor is required to complete and submit to the City the documents listed below:

1. Contract Services Agreement

2. Certificates of Insurance (with proper endorsements)

3. City of Bell Contractors Business License

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CONTRACT SERVICES AGREEMENT

By and Between and

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AGREEMENT FOR CONTRACT SERVICES

BETWEEN THE CITY OF BELL AND

THIS AGREEMENT FOR CONTRACT SERVICES (herein “Agreement”) is made and entered into this ____ day of ________, 2025 by and between the City of Bell, a California charter city (“City”) and ___________________________, _________________ (“Consultant”).

City and Consultant may be referred to, individually or collectively, as “Party” or “Parties.”

RECITALS

A. City has sought, by issuance of a Request for Proposals or Invitation for Bids, the performance of the services defined and described particularly in Article 1 of this

Agreement.

B. Consultant, following submission of a proposal or bid for the performance of the services defined and described particularly in Article 1 of this Agreement, was selected by the City to perform those services.

C. Pursuant to the City of Bell Municipal Code, City has authority to enter into and execute this Agreement.

D. The Parties desire to formalize the selection of Consultant for performance of those services defined and described particularly in Article 1 of this Agreement and desire that the terms of that performance be as particularly defined and described herein.

OPERATIVE PROVISIONS

NOW, THEREFORE, in consideration of the mutual promises and covenants made by the Parties and contained herein and other consideration, the value and adequacy of which are hereby acknowledged, the parties agree as follows:

ARTICLE 1. SERVICES OF CONSULTANT

1.1 Scope of Services.

In compliance with all terms and conditions of this Agreement, the Consultant shall provide those services specified in the “Scope of Services” attached hereto as Exhibit “A” and incorporated herein by this reference, which may be referred to herein as the

“services” or “work” hereunder. As a material inducement to the City entering into this

Agreement, Consultant represents and warrants that it has the qualifications, experience, and facilities necessary to properly perform the services required under this Agreement in a thorough, competent, and professional manner, and is experienced in performing the work and services contemplated herein. Consultant shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. Consultant covenants that it shall follow the highest professional standards in performing the work and services required hereunder and that all materials will be both of good quality as well as fit for the purpose intended. For purposes of this

Commented [DF1]: IGNORE SAMPLE CONTRACT

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Agreement, the phrase “highest professional standards” shall mean those standards of practice recognized by one or more first-class contractors performing similar work under similar circumstances.

1.2 Consultant’s Proposal.

The Scope of Services shall include the Consultant’s scope of work or bid which shall be incorporated herein by this reference as though fully set forth herein. In the event of any inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement shall govern.

1.3 Compliance with Law.

Consultant shall keep itself informed concerning, and shall render all services hereunder in accordance with, all ordinances, resolutions, statutes, rules, and regulations of the City and any Federal, State or local governmental entity having jurisdiction in effect at the time service is rendered.

1.4 Licenses, Permits, Fees and Assessments.

Consultant shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this

Agreement. Consultant shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the Consultant’s performance of the services required by this Agreement, and shall indemnify, defend and hold harmless City, its officers, employees or agents of City, against any such fees, assessments, taxes, penalties or interest levied, assessed or imposed against City hereunder.

1.5 Familiarity with Work.

By executing this Agreement, Consultant warrants that Consultant (i) has thoroughly investigated and considered the scope of services to be performed, (ii) has carefully considered how the services should be performed, and (iii) fully understands the facilities, difficulties and restrictions attending performance of the services under this

Agreement. If the services involve work upon any site, Consultant warrants that

Consultant has or will investigate the site and is or will be fully acquainted with the conditions there existing, prior to commencement of services hereunder. Should the

Consultant discover any latent or unknown conditions, which will materially affect the performance of the services hereunder, Consultant shall immediately inform the City of such fact and shall not proceed except at Consultant’s risk until written instructions are received from the Contract Officer.

1.6 Care of Work.

The Consultant shall adopt reasonable methods during the life of the Agreement to furnish continuous protection to the work, and the equipment, materials, papers, documents, plans, studies and/or other components thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or property, until

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acceptance of the work by City, except such losses or damages as may be caused by

City’s own negligence.

1.7 Further Responsibilities of Parties.

Both parties agree to use reasonable care and diligence to perform their respective obligations under this Agreement. Both parties agree to act in good faith to execute all instruments, prepare all documents and take all actions as may be reasonably necessary to carry out the purposes of this Agreement. Unless hereafter specified, neither party shall be responsible for the service of the other.

1.8 Additional Services.

City shall have the right at any time during the performance of the services, without invalidating this Agreement, to order extra work beyond that specified in the

Scope of Services or make changes by altering, adding to or deducting from said work.

No such extra work may be undertaken unless a written order is first given by the Contract

Officer to the Consultant, incorporating therein any adjustment in (i) the Contract Sum for the actual costs of the extra work, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of the Consultant. Any increase in compensation of up to ten percent (10%) of the Contract Sum or $25,000, whichever is less; or, in the time to perform of up to one hundred eighty (180) days, may be approved by the Contract Officer. Any greater increases, taken either separately or cumulatively, must be approved by the City Council. It is expressly understood by

Consultant that the provisions of this Section shall not apply to services specifically set forth in the Scope of Services. Consultant hereby acknowledges that it accepts the risk that the services to be provided pursuant to the Scope of Services may be more costly or time consuming than Consultant anticipates and that Consultant shall not be entitled to additional compensation therefor. City may in its sole and absolute discretion have similar work done by other Consultants. No claims for an increase in the Contract Sum or time for performance shall be valid unless the procedures established in this Section are followed.

1.9 Special Requirements.

Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in the “Special Requirements” attached hereto as Exhibit “B” and incorporated herein by this reference. In the event of a conflict between the provisions of Exhibit “B” and any other provisions of this Agreement, the provisions of Exhibit “B” shall govern.

ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.

2.1 Contract Sum.

Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the amounts specified in the “Schedule of Compensation” attached hereto as Exhibit

“C” and incorporated herein by this reference. The total compensation, including reimbursement for actual expenses, shall not exceed __________________________________

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Dollars ($______) (the “Contract Sum”), unless additional compensation is approved pursuant to Section 1.8.

2.2 Method of Compensation.

The method of compensation may include: (i) a lump sum payment upon completion; (ii) payment in accordance with specified tasks or the percentage of completion of the services, less contract retention; (iii) payment for time and materials based upon the Consultant’s rates as specified in the Schedule of Compensation, provided that (a) time estimates are provided for the performance of sub tasks, (b) contract retention is maintained, and (c) the Contract Sum is not exceeded; or (iv) such other methods as may be specified in the Schedule of Compensation.

2.3 Reimbursable Expenses.

Compensation may include reimbursement for actual and necessary expenditures for reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5, and only if specified in the Schedule of

Compensation. The Contract Sum shall include the attendance of Consultant at all project meetings reasonably deemed necessary by the City. Coordination of the performance of the work with City is a critical component of the services. If Consultant is required to attend additional meetings to facilitate such coordination, Consultant shall not be entitled to any additional compensation for attending said meetings.

2.4 Invoices.

Each month Consultant shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month in a form approved by

City’s Director of Finance. By submitting an invoice for payment under this Agreement, Consultant is certifying compliance with all provisions of the Agreement. The invoice shall contain all information specified in Exhibit “C”, and shall detail charges for all necessary and actual expenses by the following categories: labor (by sub-category), travel, materials, equipment, supplies, and sub-contractor contracts. Sub-contractor charges shall also be detailed by such categories. Consultant shall not invoice City for any duplicate services performed by more than one person.

City shall independently review each invoice submitted by the Consultant to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. Except as to any charges for work performed or expenses incurred by Consultant which are disputed by City, or as provided in Section

7.3, City will use its best efforts to cause Consultant to be paid within forty-five (45) days of receipt of Consultant’s correct and undisputed invoice; however, Consultant acknowledges and agrees that due to City warrant run procedures, the City cannot guarantee that payment will occur within this time period. In the event any charges or expenses are disputed by City, the original invoice shall be returned by City to Consultant for correction and resubmission. Review and payment by City for any invoice provided

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by the Consultant shall not constitute a waiver of any rights or remedies provided herein or any applicable law.

2.5 Waiver.

Payment to Consultant for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Consultant.

ARTICLE 3. PERFORMANCE SCHEDULE

3.1 Time of Essence.

Time is of the essence in the performance of this Agreement.

3.2 Schedule of Performance.

Consultant shall commence the services pursuant to this Agreement upon receipt of a written notice to proceed and shall perform all services within the time period(s) established in the “Schedule of Performance” attached hereto as Exhibit “D” and incorporated herein by this reference. When requested by the Consultant, extensions to the time period(s) specified in the Schedule of Performance may be approved in writing by the Contract Officer but not exceeding one hundred eighty (180) days cumulatively.

3.3 Force Majeure.

The time period(s) specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of the Consultant, including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including the City, if the Consultant shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified. The Contract Officer’s determination shall be final and conclusive upon the parties to this Agreement. In no event shall Consultant be entitled to recover damages against the City for any delay in the performance of this Agreement, however caused, Consultant’s sole remedy being extension of the Agreement pursuant to this Section.

3.4 Term.

Unless earlier terminated in accordance with Article 7 of this Agreement, this

Agreement shall continue in full force and effect until completion of the services but not exceeding three (3) years from the date hereof, except as otherwise provided in the

Schedule of…