Laboratory_Services.pdf

Public Works-Environmental Services Department

Request for Proposals (RFP) #RFP195801 For

Laboratory Services

Proposal Submittal Deadline:

Wednesday, November 5, 2025 BEFORE 3:00 pm

Procurement Contact:

Steven Dimter Contract Administrator steven.dimter@paloalto.gov

(650) 329-2716

CITY OF PALO ALTO

PURCHASING/CONTRACT ADMINISTRATION

250 HAMILTON AVENUE

PALO ALTO, CA 94301

(650) 329-2271

TABLE OF CONTENTS

1. Introduction

2. Pre-Proposal Conference and Certifications

3. Proposal Content and Format

4. Contract Type and Method of Payment

5. Scope of Work

6. Evaluation Criteria

7. Oral Interviews

8. Public Nature of Materials

9. Collusion

10. Disqualification

11. Non-Conforming Proposal

12. Gratuities

13. Firms or Persons Not Eligible to Submit A Proposal

14. Suspension and Debarment Status

15. Proposer Questionnaire

Attachments:

A - Cost Proposal

B - Firm Experience

C - Professional Services Agreement Sample

D - Insurance Requirements

1. INTRODUCTION

The City of Palo Alto is seeking proposals from qualified firms to provide services for analytical and consultancy services from one or more reliable laboratories for a three-year period. These services include the evaluation of potable water, reclaimed water, wastewater, dewatered biosolids, and industrial discharges for a series of analytical constituents. The required services and performance conditions are described in the

Scope of Work (or Services).

1.1. Summary

The City of Palo Alto, located about 30 miles south of San Francisco, operates a regional advanced wastewater treatment facility and drinking water utility. The City is seeking proposals from qualified analytical laboratories for a three-year period to provide analytical and consultancy services. These services include the evaluation of potable water, reclaimed water, wastewater, dewatered biosolids, and industrial discharges for a series of analytical constituents. The City is looking for one or more reliable laboratories that can meet all of our performance requirements indicated below.

1.2. Contact Information

Procurement Contact:

Steven Dimter

Contract Administrator steven.dimter@paloalto.gov

(650) 329-2716

Department:

Public Works-Environmental Services

1.3. Timeline

Release Project Date: October 8, 2025

Question Submission Deadline: October 22, 2025, 1:00pm

Proposal Submission Deadline: November 5, 2025, 3:00pm

2. PRE-PROPOSAL CONFERENCE AND CERTIFICATIONS

Request for Proposal (RFP) #RFP195801 4

2.1. Examination of Proposal Documents

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

Proposer that it:

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

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

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

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

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

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

2.2. Addenda / Clarifications

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

Questions & Answers section of this project listing on OpenGov.

Correspondence shall be communicated through the City’s electronic procurement system. Responses from the City will be provided through the Questions & Answers section of OpenGov for this project and available to all. Inquiries received after the deadline for questions stated in the timeline will not be accepted. All addenda shall become a part of this RFP and shall be acknowledged on the Proposer’s submittal.

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

2.3. Submission of Proposals

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

Proposals shall be in a submitted status no later than 3:00 pm on Wednesday, November

5, 2025.

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

https://procurement.opengov.com/portal/palo-alto-ca

Request for Proposal (RFP) #RFP195801 5

2.4. Withdrawal or Modification of Proposals

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

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

2.5. Rights of the City of Palo Alto

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

• Make the selection based on its sole discretion

• Reject any and all proposals

• Issue subsequent Requests for Proposals

• Postpone opening for its own convenience

• Remedy technical errors in the Request for Proposals process

• Approve or disapprove the use of particular subconsultants

• Negotiate with any, all or none of the Proposers

• Accept other than the lowest offer

• Waive informalities and irregularities in the Proposals and/or

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

Proposer defaults or fails to execute an agreement with the City

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

3. PROPOSAL CONTENT AND FORMAT

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

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

Request for Proposal (RFP) #RFP195801 6

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

3.1. Proposal Summary

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

3.2. Profile on the Proposing Firm(s)

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

Proposal, including similar information about the firms.

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

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

3.3. Qualifications of the Firm(s)

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

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

Firm Relative to City's Needs", provide descriptions of pertinent project experience with other public municipalities and private sector entities, including a summary of the work performed, the total project cost, the percentage of work the firm was responsible for, the period over which the work was completed, and the name, title, and phone number of clients to be contacted for references. Give a brief statement of the firm’s adherence to the schedule and budget for the project.

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

3.4. Work Plan or Proposal

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

Request for Proposal (RFP) #RFP195801 7

3.5. Proposed Innovations

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

3.6. Project Staffing

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

3.7. Proposal Exceptions

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

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

3.8. Proposal Costs and Rates

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided. Provision of this information assists the City in determining the firm’s understanding of the project, and provides staff with tools to evaluate (and, if applicable, negotiate) the cost.

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

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

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

3.9. Evidence of Financial Stability

Proposers are required to establish to the City’s satisfaction that they are financially stable and can complete the obligations of a contract resulting from this solicitation. To meet this

Request for Proposal (RFP) #RFP195801 8 requirement, Proposers shall submit one of the following items that must be prepared by an independent third party:

• The most recent audited financial statement

• Reviewed financial statements for the last two years

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

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

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

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

4. CONTRACT TYPE AND METHOD OF PAYMENT

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

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

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

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

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

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

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

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

Insurance Requirements

Request for Proposal (RFP) #RFP195801 9

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

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

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

5. SCOPE OF WORK

5.1. SAMPLE PICKUP/RECEIPT

▪ The analytical laboratory shall arrange for, at no additional cost to the City, the delivery of appropriate sample containers to the wastewater treatment facility at 2501 Embarcadero Way or

Municipal Service Center at 3201 E Bayshore Rd depending on the City’s request. Delivery will be based on City request or sampling scheduled that will be routinely provided to the analytical laboratory.

▪ Sample pickup shall be made directly at the City’s laboratory or Municipal Service Center within 72 hours of City’s request.

▪ The analytical laboratory shall maintain staff of in-house couriers available to support City’s sample pick up schedule.

▪ If a project requires after-hours contact, analytical laboratory shall provide telephone numbers and email addresses for the appropriate personnel.

▪ All non-conformance irregularity or compromised samples shall be conveyed to the City’s project manager within 24 hours of sample receipt via email.

5.2. ANALYSIS

▪ All analytical services should be performed at the laboratory. If subcontracting is required the City’s project manager shall be consulted and must approve of the work ahead of time. The subcontracting laboratory shall meet the same qualifications as the contracting laboratory.

▪ The City shall be notified if reporting limits or regulatory limits are not met.

▪ If any issues arise during sample preparation or analysis, the analyst shall communicate the non-conformities to the City.

▪ If there is a reasonable issue with the data validity, the laboratory shall re-analyze samples and provide new EDDs and PDF reports at no additional charge.

▪ All analysis needs to be completed within the specified turnaround times (TAT) required by the ELAP approved methods and CFR requirements.

5.3. LABORATORY CERTIFICATION/METHODOLOGY

▪ All methods must be approved and aligned with the Environmental Laboratory

Accreditation Program (CA ELAP), align with the reporting limits set by the City’s

NPDES permit, Environmental Protection Agency (EPA) and the State Water

Request for Proposal (RFP) #RFP195801 10

Resource Control Board (SWRCB) for the analysis of water, wastewater, solid wastes, and hazardous waste testing.

5.4. REPORTING

▪ The analytical laboratory shall provide for each set of analyzed samples: description of sample containers, sample preservation, and compositing techniques with the analytical report.

▪ Quality assurance procedures shall be documented and that information shall be reported with test results including replicate samples, travel blanks, and the recovery rates for internal standards, spikes and/or surrogates.

▪ Gas chromatographic analytical reports shall include the type of column used and analytical parameters.

▪ Raw instrument data including COCs are to be retained in the laboratory’s

Laboratory Information Management System database for a minimum of five (5) years and shall make available upon request by the City.

▪ The tabulation of test results shall include the following: appropriate detection limits;

reporting limits or ‘minimum levels’; j-flags (DNQ, detected not quantified); results for blanks and duplicates; date of sample, extraction, and preparation/analysis; and the name of the analyst conducting the test.

▪ Any data flags shall be explained, and all outliers shall be flagged in the final report.

▪ All reports shall be signed and approved by the Laboratory’s Director or Project Manager.

▪ Unless otherwise specified, reports shall be provided to the City between seven (7) to twenty (20) business days from the date of sample receipt by the analytical laboratory.

▪ Results shall be submitted to the City as electronic document deliverables (EDDs) compatible with City databases along with a PDF. Email attachments are also preferred to ensure prompt report notification. Alternatively, the analytical laboratory could notify the City of results that are accessible on-line via an email notification that the laboratory sends to the City when reports are finalized and available for download.

▪ Drinking water analysis results requested by the City of Palo Alto Utilities Water Transmission Department shall be entered by the analytical laboratory directly into the California Laboratory Intake Portal (CLIP) to ensure proper submission to the State Water Resources Control Board Division of Drinking Water.

5.5. NOTIFICATION

▪ Within 24-hours of sample receipt at the analytical laboratory, sample receiving personnel shall inspect the coolers and samples for custody seals, cooler temperatures, preservation, sample labels, and completeness of the chain of custody.

▪ The laboratory shall check and verify samples and log into their Laboratory Information

Management System.

▪ Within 24-hours of sample receipt, the laboratory will communicate to the City any discrepancies and include the receipt of confirmation and login summary.

▪ Late Courier pickups shall be communicated to the City by 3:00 pm the day of the expected collection.

▪ Email notification shall be initiated when reports are finalized.

Request for Proposal (RFP) #RFP195801 11

▪ The laboratory’s project manager shall monitor costs and schedule requirements and notify the City prior to budget or schedule overruns.

▪ The laboratory’s project manager shall make sure the City’s technical requirements are conveyed to their lab staff.

5.6. EXPERIENCE/CONSULTATION/CUSTOMER SERVICE

▪ Analytical laboratory staff must demonstrate expertise and experience in organic and inorganic analyses of biosolids, wastewater, reclaimed water, and potable water as required by the State Water Resources Control Board.

▪ Laboratory will have good customer service and a current ethics policy and code that is followed and integrated into the team at all levels.

▪ Laboratory will have sufficient staffing and back-up instrumentation to handle sample capacity.

5.7. QUALITY ASSURANCE

▪ The analytical laboratory shall have in place an operating quality assurance program including sample handling and preservation, employee training, performance checks, equipment maintenance and calibration, data storage/retrieval systems, and other elements of good laboratory practices.

▪ Each of the laboratories shall maintain a Quality Assurance Manual (QAM) describing the specific Quality System.

▪ All laboratories must be certified by CA ELAP.

▪ The City participates in the annual DMR QA study for pollutants listed in their NPDES permit and requests the contract lab to comply with it and provide necessary details as requested

5.8. REQUIRED PROPOSAL ITEMS

1. SAMPLE PICKUP/RECEIPT

▪ Description of courier services with hours and pick up times and contact information for any issues.

2. LAB CERTIFICATION AND ANALYSES

▪ A copy of the current ELAP Certificate.

▪ A copy of the ELAP ‘List of Approved Fields of Testing’.

▪ Provide documentation to include the analytical methods, standard reporting limits and method detection limits as well as TATs for the analysis required. The limits shall meet the NPDES and Title 22 required detection and reporting limits.

▪ Provide a list of laboratories used for subcontracted work and identify the analysis you are unable to provide on the individual schedules.

▪ Completed Attachment E – Required Cost Proposal Form

3. REPORTING

▪ An example of your typical lab report to include VOCs and metals.

▪ Provide a csv file of a typical upload file for CIWQS.

▪ Provide an EDD file for a typical upload for Element LIMS

Request for Proposal (RFP) #RFP195801 12

▪ Provide your current LIMS vendor.

4. QUALITY ASSURANCE

▪ Provide five of your most recent corrective action reports.

▪ QA manual for review.

▪ Most recent ELAP and TNI California audit report.

▪ Latest WP/WS results.

▪ Provide PT Study results for participation in the DMR QA Study

The City reserves the right to include and evaluate other factors it deems appropriate, whether or not such factors have been stated in this request proposal, and to reject as unresponsive any proposals not containing all of the information requested. The City also retains the right to cancel the contract as per Agreement if services are not satisfactory.

The contracting laboratory must perform all work, unless otherwise stated in their proposal. Prices quoted shall remain firm for the duration of the contract. Proposers may submit for one or more

Tables; the City may award the contract to more than one Analytical Laboratory based on the evaluation criteria and may exercise line item veto.

5.9. REMEDIES AVAILABLE TO THE CITY FOR VENDOR'S FAILURE TO

PERFORM ACCORDING TO SPECIFICATIONS

The vendor's failure to submit a complete written report following the specified format may result in the City subtracting 5% of the invoiced amount for each day's delay in providing the report past 12 working days from sample receipt by the Laboratory. The City shall not be liable for payment of unacceptable reports/data based on EPA and CDPH protocols.

Occasionally ‘blind’ samples shall be submitted by the City to the Contract Laboratory for analysis. Results reported outside the acceptable range determined for the "true" value of the analyte shall be cause for review of acceptability and may result in the termination of the

Agreement. In the case of unacceptable data shown to be the result of laboratory error, the vendor shall repeat the analysis at no cost to the City and may be required to reimburse the City for costs incurred in resampling, if a new sample needs to be collected.

6. EVALUATION CRITERIA

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

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality of the Proposal (Required)

Quality and completeness of proposal

N/A N/A

2. Proposed Solution (Required)

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

N/A N/A

Request for Proposal (RFP) #RFP195801 13

3. Experience (Required)

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

N/A N/A

4. Cost (Required)

Proposed cost to the City

N/A N/A

5. Financial Condition and Stability

(Required)

Consultant or contractor’s financial condition and stability

N/A N/A

6. Timely Performance (Required)

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

N/A N/A

7. Prior Record of Performance for

Government Agencies (Optional)

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

N/A N/A

8. Ability to Provide Ongoing Services

(Optional)

Consultant or contractor’s ability to provide in the future any maintenance, repairs, parts and/or services

N/A N/A

9. Compliance (Required)

Consultant or contractor’s compliance with applicable laws, regulations, policies

(including city policies), guidelines and orders governing prior or existing contracts performed by the consultant or contractor

N/A N/A

7. ORAL INTERVIEWS

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

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

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

Request for Proposal (RFP) #RFP195801 14

8. PUBLIC NATURE OF MATERIALS

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

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

Any proposal which contains language purporting to render all or significant portions of the proposal “Confidential”, “Trade Secret”, or “Proprietary” shall be regarded as non-responsive.

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

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

9. COLLUSION

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

10. DISQUALIFICATION

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

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

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

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

Proposer and the City

• Evidence of incorrect information submitted as part of the proposal

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

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

11. NON-CONFORMING PROPOSAL

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

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

12. GRATUITIES

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

13. FIRMS OR PERSONS NOT ELIGIBLE TO SUBMIT A

PROPOSAL

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

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

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

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

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

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

Proposer(s) participation in the planning, discussions, or drawing of project plans

Request for Proposal (RFP) #RFP195801 16 or specifications is limited to conceptual, preliminary, or initial plans or specifications and cooperates with the City to ensure that all bidders for a subsequent contract on any subsequent phase of the project have access to the same information, including all conceptual, preliminary, or initial plans or specifications prepared by the Proposer(s).

14. SUSPENSION AND DEBARMENT STATUS

15. PROPOSER QUESTIONNAIRE

15.1. Business Type*

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

☐ Individual

☐ Partnership

☐ Joint Venture

☐ Corporation

☐ Other

*Response required

15.2. Business Type Follow-Up*

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

*Response required

15.3. Year of Incorporation*

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

*Response required

15.4. State Incorporated*

In what state was your company incorporated?

*Response required

15.5. Business In California*

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

*Response required

Request for Proposal (RFP) #RFP195801 17

15.6. Qualifications of Firm - Experience of Firm*

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

• Firm_Experience.pdf

*Response required

15.7. Proposal (without Cost)*

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

*Response required

15.8. Separate Cost File*

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

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

• Attachment_A_-_Cost_Proposa...

*Response required

15.9. Evidence of Financial Stability-REQUIRED SUBMITTAL *

Please upload your Evidence of Financial Stability

*Response required

15.10. Additional Information

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

15.11. Proposer Confirmation*

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

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

☐ Please confirm

*Response required https://government-project.s3.us-west-2.amazonaws.com/53652/ce5a4be1-492e-4eaf-913a-a0e17abfe3ae_Firm_Experience.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CB6P43D2%2F20251008%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251008T170000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjECgaCXVzLXdlc3QtMiJGMEQCICn9Vjqi3OV0LIntqA8ooxXC2iPkXDYqhoJ5NQKwbKhtAiAqCfyISCHMdtlilKpEwbtiC%2F2QSdYHKeZH66q0IJ4jjiqTBQjB%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMONsHLOBpUAaYvjtWKucEf7Z6zpGM9QWJD9aGTi6vdwHnzXnxKNMeZEZhavu6I%2BKzZDBVwMn6J2nH53AqCDs5KrP0fW0OvKinNL6NpiRqc3C%2B67ZOzvTnTgpBuVihOLqhUL5lWl374nE7nefpoqWAcBAy3ApQRavad3asjhRq%2FLho%2FOW8TI3p75RESYHUVnBBVcBvNhaq9Lhh1HEPMPOA8Ya%2Fa2NjOeUi0LW2xU1usWhqdldiJN6rCDCABvIYQuO6TLk%2FfBPvwT7Bt9HUKxG9nUMGQpdWSAxKQrcSVQbtYD%2BRh2AJFDOqsckK6%2F3IEr4LgPZ3uXmifS24IESO%2BMb5Pfg%2FKmg46xsnzDyGirraP8pFuhX0NZX%2BCrRi2mS0tMRELQTndgil6vfPR263Xoqs3MN9KHIEvn%2FmEsrvRNoLenM9GSdJqXS%2FlNbBfcBc2oNAO1BEMaFDipk%2Fx5oW6TETfMy54kflKmWBhwY6rpiTUJmSGFazqzTShqruyXgD1CYmwy5WKkmaD5KVFRNiqb66oGrhXQXeQNxt%2F1%2BV%2BLuwybskT0ex3XE%2BMvMvB%2BY9i0Y2OBgd7kGXuABE2ttO07AEHqJcAaztivqSmxqJsmwKSAdxOXtIW7VPPpd2%2Fac4BOcze%2FyQaSHmSkOvh%2FrfLtM0N7q93VKWEDe2xk9p1ytLkfOf0f9gong1pyMl799ecEKTqvAFzo2QCp72TpbgtBdQ6jxVMcZZwQOCz%2BjnS8TO8ZiSluulsvEQ6yFjavQpsUUA%2BWZ7vi5ILZ3ZE9pII67edAbLHBb5hWurzYuFQVdz3VO%2F8GmEQf%2BVlJqrfAOVbrZodPI5pt06MP6RmscGOpwB4A00qqRcYm%2B93ydfETqSVjNPmoo7DwEjiD%2FC2sXGJYFM0VBbo2Dt6GTDlsGpvog4jAjDz41NQW3l1Xd7tl6GjaqPSBCh%2Ff%2B192FtlQxtc8z8A4Y22mVkm00%2BTr%2B1pCQisHQ%2BjmKBUS43XQEUSI0oYXJe%2FglbFzK2axLiaFsHY1ZC7EgyxtefjcYbCJRYlRtzP54wlGkQG7wXu9Jp&X-Amz-Signature=bc37e7b704126b0feaf00d65a39abd351fcf8ce891439fb52f145da318ca017d&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Firm_Experience.pdf%22&x-id=GetObject https://government-project.s3.us-west-2.amazonaws.com/201191/7cce03b2-91a9-4e65-84b5-88b01014931f_Attachment_A_-_Cost_Proposal.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CB6P43D2%2F20251008%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20251008T170000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjECgaCXVzLXdlc3QtMiJGMEQCICn9Vjqi3OV0LIntqA8ooxXC2iPkXDYqhoJ5NQKwbKhtAiAqCfyISCHMdtlilKpEwbtiC%2F2QSdYHKeZH66q0IJ4jjiqTBQjB%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMONsHLOBpUAaYvjtWKucEf7Z6zpGM9QWJD9aGTi6vdwHnzXnxKNMeZEZhavu6I%2BKzZDBVwMn6J2nH53AqCDs5KrP0fW0OvKinNL6NpiRqc3C%2B67ZOzvTnTgpBuVihOLqhUL5lWl374nE7nefpoqWAcBAy3ApQRavad3asjhRq%2FLho%2FOW8TI3p75RESYHUVnBBVcBvNhaq9Lhh1HEPMPOA8Ya%2Fa2NjOeUi0LW2xU1usWhqdldiJN6rCDCABvIYQuO6TLk%2FfBPvwT7Bt9HUKxG9nUMGQpdWSAxKQrcSVQbtYD%2BRh2AJFDOqsckK6%2F3IEr4LgPZ3uXmifS24IESO%2BMb5Pfg%2FKmg46xsnzDyGirraP8pFuhX0NZX%2BCrRi2mS0tMRELQTndgil6vfPR263Xoqs3MN9KHIEvn%2FmEsrvRNoLenM9GSdJqXS%2FlNbBfcBc2oNAO1BEMaFDipk%2Fx5oW6TETfMy54kflKmWBhwY6rpiTUJmSGFazqzTShqruyXgD1CYmwy5WKkmaD5KVFRNiqb66oGrhXQXeQNxt%2F1%2BV%2BLuwybskT0ex3XE%2BMvMvB%2BY9i0Y2OBgd7kGXuABE2ttO07AEHqJcAaztivqSmxqJsmwKSAdxOXtIW7VPPpd2%2Fac4BOcze%2FyQaSHmSkOvh%2FrfLtM0N7q93VKWEDe2xk9p1ytLkfOf0f9gong1pyMl799ecEKTqvAFzo2QCp72TpbgtBdQ6jxVMcZZwQOCz%2BjnS8TO8ZiSluulsvEQ6yFjavQpsUUA%2BWZ7vi5ILZ3ZE9pII67edAbLHBb5hWurzYuFQVdz3VO%2F8GmEQf%2BVlJqrfAOVbrZodPI5pt06MP6RmscGOpwB4A00qqRcYm%2B93ydfETqSVjNPmoo7DwEjiD%2FC2sXGJYFM0VBbo2Dt6GTDlsGpvog4jAjDz41NQW3l1Xd7tl6GjaqPSBCh%2Ff%2B192FtlQxtc8z8A4Y22mVkm00%2BTr%2B1pCQisHQ%2BjmKBUS43XQEUSI0oYXJe%2FglbFzK2axLiaFsHY1ZC7EgyxtefjcYbCJRYlRtzP54wlGkQG7wXu9Jp&X-Amz-Signature=cad4ad3cb8127cfe94c7ecbc97442f2616f33191a8cfa35d5d1448cf67bfd5f3&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Attachment_A_-_Cost_Proposal.docx%22&x-id=GetObject

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