Housing_Quality_Standards_Inspection_Services.pdf

REQUEST FOR PROPOSAL

For

HOUSING QUALITY STANDARDS INSPECTION SERVICES

City Manager's Office

Issued: July 28, 2025

Proposal Deadline: August 18, 2025, 5:00 pm

CITY OF NAPA

REQUEST FOR PROPOSAL

I. THE SERVICES

II. SCOPE OF SERVICES

III. REQUEST FOR PROPOSAL PROCEDURES

IV. PROPOSAL REQUIREMENTS

V. EVALUATION

VI. SELECTION AND AWARD

VII. MISCELLANEOUS

VIII. PRICE PROPOSAL

IX. PROPOSAL SUBMITTAL

Attachments:

A - 2.1.2_Services Agreement (Professional Services) (2024-08-29)

City of Napa Request For Proposals Page 3 of 16

2025-RFP-068

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

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

The Housing Authority of the City of Napa ("Authority") requires Housing Quality Standards Inspection

Services (“Services”) for The Housing Choice Voucher Program assistance. This is an ongoing service.

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

A copy of the Authority’s standard Services Agreement (Professional Services) (“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 Authority approval.

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

The Authority 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 Authority and the successful Respondent.

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

For purposes of the Selection and Award section of this RFP, Hernando Guillem, Housing Rehabilitation

Program Supervisor, is the Authority’s project manager (“Project Manager”), and Molly Rattigan, Executive Deputy Director is the Authority’s decision-maker (“Decision-Maker”).

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

2.1. .................................................................................................. General Requirements

The successful contractor shall furnish sufficient organization, personnel and management staff with the necessary skill and judgment to perform all the duties and responsibilities normally associated with the Inspection function (including scheduling, notification, inspections, quality control, reporting) in accordance with HUD HQS inspection criteria, and this RFP.

Compliance: Unit inspections include sites, common areas, building exteriors and building systems. Units should be inspected in accordance with criteria found in 24 CFR 982.401 and all supporting HUD regulations, and the Authority Administrative Plan.

Scheduling: The Authority will work closely with the Contractor to develop a scheduling plan that will provide for a smooth flow in the inspection process. The coordination of inspections is critical to the success of the detection, correction, and re-inspection processes.

City of Napa Request For Proposals Page 4 of 16

Turn-around Time: The entire inspection process must be completed in a timely manner.

External factors such as holidays and staff availability will bear on the scheduling.

Reporting: The Contractor will render a written report for each unit inspected utilizing the form approved by the Authority and HUD as to the conditions and/or defects noted, the individual responsible for the noted conditions and/or defects (i.e. tenant or owner) and the recommended repairs.

Rating: Each item on the inspection checklist must receive a rating of pass, fail, no show, or inconclusive. The inspector shall make clear notes about the nature of all fail and inconclusive items. For the unit to receive a pass rating, no fail or inconclusive items can be noted on the inspection checklist.

HUD Inspection Forms: The Contractor shall conduct each inspection and record results using Authority’s provided tablet or on the HUD Form 52580, if the tablet is not functioning.

Notifications: The Contractor will be responsible for notifying all tenants and landlords via mail (and email if applicable) of all annual and special/HQS Quality Control (if requested by the Authority) inspections. The Contractor will be responsible for notifying all tenants and landlords for all initial inspections via telephone. The Contractor will be responsible for notifying the Authority and all tenant and landlords via mail (and email if applicable) of any

HQS violations and of the re-inspection date for all annuals/special/HQS Quality Control.

Data Management: The Authority intends to provide to the selected contractor access to the HAPPY software Inspection Module to retrieve the data required for them to accomplish their duties. When the import/export program is functional and tested, the import/export process will be set up on a scheduled basis. The selected Contractor will be required to provide the data for import/export according to the specifications provided by the Authority and reporting requirements for inspections under the Section Eight

Management Assessment Program (SEMAP).

2.2. ....................................................................................................... Type of Inspections

1. Initial Inspection: First inspection made of a unit coming into the program only upon request by the Authority. This inspection must be conducted within seven (7) business days of a request from the Authority.

2. Annual/Biennial Inspection: Conducted every year or biennial, within the timeframe dictated by Federal Regulations and the SEMAP requirements 985.3(m). Such requirements currently require an annual inspection within 364 days or biennial inspection within 728 days of the prior inspection. The Contractor will be responsible

City of Napa Request For Proposals Page 5 of 16 to pull a list of units to be inspected approximately 90 days prior to the inspection anniversary date.

3. Special Inspection: This inspection is generally triggered by a complaint from the owner or tenant and should be conducted within 48 hours of a request by the

Authority.

4. Emergency Re-inspection: These re-inspections will be conducted within 24 hours of first inspection only upon the request from the Authority.

5. Re-inspection: These inspections will be conducted within five (5) business days of receipt of owner's certification that all failed items have been corrected.

6. HQS Quality Control Inspection: These inspections are conducted only upon the request of the Authority.

2.3. ........................................................................................... Contractor Responsibilities

Contractor will be responsible for:

1. Scheduling appointments with landlords and/or tenants within the time required by

Authority, including rescheduling if necessary; inspecting sites, units, common areas, building exteriors, and building systems to ascertain compliance with HUD's HQS, including

HUD's Lead Based Paint Rules. Providing timely notice to both the Landlord and the Tenant of the scheduled inspection date.

2. Documenting each inspection by the completion of an inspection report as approved by the

Authority and HUD and noting thereon when appropriate, information relating to the apartment, deficiencies, failures, and tenant-caused damage or deficiency. The Contractor shall conduct each inspection and record results using Authority’s provided tablet or on the

HUD Form 52580, if the tablet is not functioning.

3. Photographing items of egregious danger/fail or neglect and sharing with appropriate staff upon completion of inspections and return to the Authority’s office in order for staff to determine appropriate actions (which may include alerting family members, advocates and owners).

4. Informing owners and/or tenants within five (5) days of inspection, in writing, on a notification letter approved by the Authority, as to deficiencies and repairs.

5. Re-inspecting units within five (5) business days of notice that deficiencies have been corrected.

6. For any 24-hour emergency fail items, notifying Authority staff IMMEDIATELY, so that reinspection can be scheduled and landlord properly notified.

City of Napa Request For Proposals Page 6 of 16

7. For any 24-hour emergency fail items, if requested by the Authority, notifying owner and/or property manager IMMEDIATELY and scheduling re-inspection within 24-hour. All life-threatening fail items must be completed within 24 hours of first inspection.

8. Completing one attempt for each no-show inspection and then notifying Authority’s staff to issue "intent to terminate assistance" notice to the tenant.

9. Completing one attempt for each non-emergency “fail” inspection prior to issuance of abatement notification to the owner.

10. Discussing inspection reports with owners, tenants, and the Authority's representative.

11. Submitting copies of all correspondence with Landlords and/or Tenants to the Authority.

12. Maintaining confidentiality of records regarding program.

13. Invoicing the Authority on a monthly basis for services performed.

14. Attending monthly meetings with the Authority to ensure contract compliance.

2.4. ......................................................................................................................... Reports

The Contractor shall conduct each inspection and record results using the Authority’s provided tablet or on the HUD Form 52580, if the tablet is not functioning, for all inspections and related follow-up. There may be additional special reports required which are related to this contract, if deemed necessary by the Authority.

Life Threatening Emergencies: If the Contractor determines that the dwelling unit has failed the inspection due to a "life threatening emergency" the Contractor must immediately report the existence of the emergency to the landlord. The Contractor shall also notify the designated Authority staff electronically within 24 hours.

Weekly: On a weekly basis, the Contractor shall upload all completed inspection results to the database and submit to the Authority all correspondence with landlord and/or tenant.

Monthly: The Contractor will invoice the Authority on a monthly basis and itemize each inspection performed in an Excel spreadsheet, or form approved by the Authority, with the following information as determined by the Authority.

Inspection Services:

• Annual (or Biennial) Inspection

• Initial Inspection

• Re-inspection

City of Napa Request For Proposals Page 7 of 16

• No-Show Inspection

• Special Inspection

• Quality Control,

• Quality Control Inspection

• 24-hour Fail Re-inspection

Admin/Support Services:

• Initial (RFTA) Inspection (only upon request by the Authority)

• Inspection administration of all inspections not part of the RFTA process (Annual, Annual

Re-inspection, Special, etc.) with notices generated through HAPPY software.

• Manual entry of inspection results (only if electronic upload is not possible)

• Postage

The Authority will not pay for any inspections completed without the required notifications.

2.5. ..................................................................... Performance Standards & Measurements

The Contractor will redo any inspection determined by the Authority to be incomplete or not done in accordance with the applicable inspection standard(s). Only directed re-inspections and properly inspected units as determined by the Authority will result in payment in accordance with the contract. The Authority will not pay for any inspection not performed.

Contractor employees assigned to perform the work must have complete knowledge of local building codes, State Health and Safety Codes, and HUD HQS. Personnel must be courteous, professional and bondable.

Contractor employees must wear name badges with photos, identifying them by name and firm. Inspectors and any persons entering residents' apartments and/or cellars must not have been convicted of any crimes against persons or property and/or other criminal acts that would adversely affect the health, safety or welfare of residents.

Contractors shall be responsible for the actions of its inspectors and other personnel performing services on this contract and shall indemnify the Authority in the event any claims should arise from the acts or omissions of such inspectors or personnel.

The Contractor is responsible for making appointments with the tenant and/or landlord for

City of Napa Request For Proposals Page 8 of 16 inspections. The Contractor will not be entitled to payment for a unit except when a unit has been inspected and an inspection report has been issued.

Develop and submit to the Authority for approval, within 14 calendar days of contract execution, Standard Operating Procedures (SOP) for inspection processes described herein, including all forms and form letters to be used. SOP must demonstrate to the Authority’s satisfaction the contractor’s ability to provide all services as requested. The Authority is open to recommendations for changes to the Authority’s Administrative Plan that will increase the efficiency of the inspection process.

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 5:00 pm, Friday, August 8, 2025 (the “Request for Information

Deadline”) through OpenGov, the Authority'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. Authority will not be bound by the oral representations of any Authority officials, employees, or representatives.

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

A. General. Proposals must be received by the Authority by or before Monday, August 18, 2025 at 5:00 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:

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 9 of 16

RFP Release Date: July 28, 2025

Request for Information Deadline: August 8, 2025, 5:00pm

Proposal Submission Deadline: August 18, 2025, 5:00pm

Notice of Selection Date: August 25, 2025

Interviews (If requested by the City): TBD

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

Authority 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.

If the Authority 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 20 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 Authority; and

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

Respondent’s primary representative for purposes of this RFP.

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

City of Napa Request For Proposals Page 10 of 16

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).

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 Authority’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 Authority in more efficiently and effectively achieving the Authority’s objectives. Briefly describe Respondent’s proposed approach to providing the Services and how that approach will offer value to the Authority. 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.

Complete the pricing table(s) as indicated in the Price Proposal section.

The total “not-to-exceed” 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. Identify any reimbursable expenses (e.g., travel, supplies) and provide a breakdown of the proposed rate of reimbursement for each category of expense in your proposal submission.

City of Napa Request For Proposals Page 11 of 16

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)

1. General Qualifications Points Based 15 (15% of Total)

2. Relevant Experience Points Based 15 (15% of Total)

3. Proposed Staffing Points Based 15 (15% of Total)

4. Pricing Points Based 15 (15% of Total)

5. Proposed Approach Points Based 10 (10% of Total)

6. Responsiveness Points Based 10 (10% of Total)

7. References Points Based 10 (10% of Total)

8. Interview (If requested) 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 Authority may elect to conduct interviews with shortlisted Respondents, and the Authority may negotiate with shortlisted Respondents to amend the scope of services in order to best achieve the Authority’s goals for the Project.

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

The Authority will award the Agreement, if at all, to the Respondent that is determined by the

Authority’s Decision-Maker, acting in the Decision-Maker’s sole discretion, to offer the most advantageous Proposal to the Authority based on the Authority’s review, as outlined above. The

Authority’s Project Manager will submit a recommendation to the Authority’s Decision-Maker for award

City of Napa Request For Proposals Page 12 of 16 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 Authority’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 Hernando Guillem, Housing Rehabilitation

Program Supervisor, at hguillem@cityofnapa.org, and must clearly specify the basis for the protest. The protest will be reviewed by the Authority’s Decision-Maker, along with the recommendation from the

Project Manager and legal advice from the Authority Legal Counsel. The determination of the

Authority’s Decision-Maker on the protest is final. No public hearing will be held on the protest. Time being of the essence, the Authority reserves the right 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 Authority 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 Authority 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 Authority reserves the right to waive any immaterial irregularities in a Proposal or submission of a Proposal. The Authority 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 Authority 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.

Authority 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. .............................................................................................................. Public Records

The Authority is subject to the provisions of the California Public Records Act (Govt. Code § 6250 et seq.)

(the “Act”), and each Proposal submitted to the Authority is subject to disclosure as a public record, unless the Proposal or any portion thereof is exempt under the Act.

Exceptions relevant to this RFP that authorize the Authority to refuse to disclose Authority records to the public, include (1) the “deliberative process”; and (2) “Confidential – Official Information.”

Deliberative Process: Unless otherwise compelled by a court order, the Authority will not disclose any

Proposal while the Authority conducts its “deliberative process” of reviewing the Proposals. However, City of Napa Request For Proposals Page 13 of 16 when the Project Manager submits a recommendation to the Housing Authority Board of Directors to award the Agreement to the preferred Respondent, the Authority will consider all Proposals to be subject to public disclosure, unless the Respondent demonstrates to the satisfaction of the Authority that there is a legal exception to disclosure. (See, Michaelis v Superior Court (2006) 38 Cal.4th 1065)

Confidential – Official Information: Another potential exception from public disclosure is “official information” submitted to the Authority in confidence, where the necessity for preserving the confidentiality of the information outweighs the necessity for disclosure in the interests of justice. (See

California Government Code Section 6254(k) and Evidence Code Section 1040.)

If a Respondent asserts that any portion of its Proposal is exempt from disclosure under the Act, it must clearly mark each portion of its Proposal “Confidential”; and for each marked portion, identify the legal basis for the exemption, including citations to specific sections of the Act. Each Respondent bears the burden of proving any claimed exemption under the Act, and by submitting a Proposal, a Respondent agrees to indemnify, defend, and hold harmless the Authority against any third party claim seeking disclosure of the Proposal or any portions thereof. Any blanket confidentiality statement in the Proposal

(e.g., regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the Authority in any way whatsoever.

If the Authority receives a request for disclosure of records identified by a Respondent as “Confidential,” the Authority will take one of the following actions in its sole and absolute discretion:

1. If the Authority determines there is a legal basis to withhold the records from disclosure, the

Authority will not disclose those records unless compelled by a court order; provided that, upon request by the Authority, the Respondent shall defend, indemnify, and hold harmless the Authority regarding any claim or litigation by any third party for the public disclosure of the “Confidential” portion of the Proposal.

2. If the Authority does not identify a legal basis to withhold the records from disclosure, the

Authority will provide written notice of the request for disclosure to the Respondent, and the Respondent will be given a reasonable opportunity to seek protection from disclosure by a court of competent jurisdiction prior to the Authority’s disclosure of the requested information.

8. .......................................................................................... PRICE PROPOSAL

Your total “not-to-exceed” cost for performance of all Services must include all labor, materials, equipment, supplies, the insurance required under the terms of the Agreement, and all reimbursable charges. Identify any reimbursable expenses (e.g., travel, supplies) and provide a breakdown of the proposed rate of reimbursement for each category of expense in your proposal.

INSPECTION SERVICES

Line Item Description Unit of Measure Unit Cost

1 Annual (or Biennial) Inspection Inspection

City of Napa Request For Proposals Page 14 of 16

Line Item Description Unit of Measure Unit Cost

2 Initial Inspection (optional - only performed upon request by the Authority) Inspection

3 Re-inspection Inspection

4 No-Show Inspection Inspection

5 Special Inspection Inspection

6 Quality Control Inspection (optional - only performed upon request by the Authority) Inspection

7 24-hour Fail Re-inspection (optional - only performed upon request by the Authority) Inspection

ADMIN/SUPPORT SERVICES

Line Item Description Unit of Measure Unit Cost

1 Initial (RFTA) Inspection (price is per inspection upon request by the Authority) Inspection

2 Inspection Administration of all inspections not part of the RFTA process (Annual (or Biennial), Annual (or

Biennial) Re-inspection, Special, etc.) with notices generated through Happy Software.

Inspection

3 Manual entry of inspection results Inspection

4 Postage Each

9. ................................................................................. PROPOSAL SUBMITTAL

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;

City of Napa Request For Proposals Page 15 of 16

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 Authority; 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 their 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 Authority’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 Authority in more efficiently and effectively achieving the Authority’s objectives. Briefly describe Respondent’s proposed approach to providing the Services and how that approach will offer value to the Authority. 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

City of Napa Request For Proposals Page 16 of 16

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