Napa_County_Animal_Shelter_Phased_Expansion_Feasibility_Design_(Addendum_#1_Revision).pdf

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County of Napa, CA

PW260801

NAPA COUNTY ANIMAL SHELTER PHASED EXPANSION FEASIBILITY /

DESIGN

RELEASE DATE: August 18, 2026 RESPONSE DEADLINE: September 14, 2026, 5:00 pm

Please refer to the project timeline in this document for all important deadlines.

Request For Qualification #PW260801 Title: Napa County Animal Shelter Phased Expansion Feasibility / Design

Table Of Contents

1. Calendar of Events

2. Scope of Work

3. General Conditions

4. Questions Regarding the RFQ

5. RFQ Addenda

6. Response Submission, Due Date and Late Submittals

7. Organization of Submittal and Submittal Organization Requirements

8. Evaluation and Award

9. Evaluation Criteria

10. PSA and Insurance Requirements

11. Local Vendor Preference Policy

12. Protests or Objections

13. Vendor Submissions

Attachments:

A - Napa County Project - PW 01-05 Animal Shelter - as builts

AA - Napa County Professional Services boiler

Calendar of Events

Release of Request for Qualifications: August 18, 2026

Question Submission Deadline: September 2, 2026, 12:00pm

Statement of Qualifications Submission Deadline:

September 14, 2026, 5:00pm

County Selection of Candidates for Interview:

September 22, 2026

Virtual Interview Day 1, by selection/appointment:

September 24, 2026

Virtual Interview Day 2, by selection/appointment:

September 28, 2026

Estimated Qualifications Review and Selection Completion :

October 5, 2026

Estimated Feasibility Phase Contract Award / Start of Services:

November 3, 2026

*These dates may be changed at the discretion of Napa County. Changes to the due date for questions or due date for qualifications submittal will be made by addendum.

Scope of Work

General Scope of Work

The Napa County Animal Shelter is in need of additional space at its current facility. Napa County is seeking professional architectural and engineering services to evaluate and design an expansion of the existing facility. The existing facility contains approximately 23,000 square feet of enclosed shelter space, with additional site area available for expansion or to add adjacent buildings. Design considerations shall include all standard industry and California code compliance.

Project goals with all required building systems include:

• Additional cat space to include: (80) double compartment feline cat kennels (stray), 3'w x 2.5'd x 2.5'h each (stack 2)

• Additional cat space to include: (70) double compartment feline cat kennels (adoption), 3'w x 2.5'd x 2.5'h each (stack 2)

• Additional dog space to include: (5) additional indoor-outdoor dog kennels (isolation), 6-8"t x3- 7"w x 16'd each

• Additional dog space to include: (5) additional indoor-outdoor dog kennels (stray), 6'-8"t x3'-7"w x 16'd each

• Additional dog space to include: (5) additional indoor-outdoor dog kennels (adoption), 6'-8"t x3'- 7"w x 16'd each

• A dedicated spay/neuter room.

• Additional laundry/cleaning facilities.

• Additional storage space.

The selected Consultant shall provide services necessary to develop and deliver the project, including:

• Space planning and evaluation of design options, including preliminary cost estimates and recommendations regarding durability, longevity, and life-cycle considerations.

• Site visits including visiting comparable facilities and existing conditions evaluation. See attached as-built plans for the original building construction in 2002.

• Project reporting including a feasibility study.

• Architectural, structural, mechanical, electrical, plumbing, civil/site, and other specialty design services as required through schematic design, design development, construction documents, bidding, and construction.

• Construction cost estimating and updates throughout design phases.

• Permitting, licensing, and regulatory coordination.

• Bidding assistance, including responses to bidder questions and addenda.

• Construction-phase services, including submittal and RFI review, site observations, and design clarification.

• Other as needed.

The Consultant shall coordinate all disciplines and provide a complete, integrated design. Additional services may be requested by Napa County as needed.

Accessibility and Web Presence

• Contractor shall ensure that any reports, and any deliverables to the County, be delivered in a manner to ensure non-discrimination and equal access to County services and digital properties such as websites, documents, and applications by persons with a disability under the Americans with Disabilities Act (ADA) and under § 508 of the Rehabilitation Act of 1973. The successful respondent shall ensure that any deliverable, including but not limited to, reports, documents, videos, multimedia productions, live broadcasts and any and all other web content and information communications technology are fully accessible and in compliance with federal accessibility standards and laws and with the County's Web Content Accessibility Standards.

Specifically, Contractor shall ensure that all websites, mobile applications, and digital content or services provided under this Agreement comply with the latest version of the U.S.

Department of Justice’s rule on Website and Mobile Application Accessibility, which currently requires conformance with the Web Content Accessibility Guidelines (WCAG) 2.1 Level AA.

• Any web presence, including websites created, maintained, or administered for the provision of services will require approval from Napa County Information Technology Services (ITS).

• Contractor shall supply when requested by County documentation to evaluate current conformance with federal Web Content Accessibility Guidelines which may include, but is not limited to, a Voluntary Product Accessibility Template (VPAT).

• Contractor shall supply when requested by County documentation to evaluate website security which may include, but is not limited to a Soc 2 Type 2, or ISO 27001.

General Conditions

Proposal Process

The County reserves the right to:

• Accept submittals, award a contract and/or not award a contract on individual items listed, on group items, or on the submittal as a whole.

• Request clarification of information submitted.

• Request additional information from competitors.

• Waive any informality in the proposals.

• Waive any irregularity in the submission and review process.

• Reject any and all submittals.

• Accept the submittal that appears from all considerations to be in the best interest of the County.

• Modify the scope of work after the selection process without re-issuing the RFQ.

The County may reject the submittal of any respondent who previously failed to perform properly, or complete on time, contracts of a similar nature, or to reject the submittal of a respondent who is not in a position to perform such a contract satisfactorily. The County may reject the submittal of any respondent who is in default of the payment of taxes, or other monies due to Napa County.

None of the materials submitted will be returned to the respondent unless they are not submitted within the timelines of the RFP.

This solicitation and related information can be found at https://procurement.opengov.com/portal/countyofnapa. Napa County does not guarantee the accuracy of information posted on or obtained from sources other than this e-procurement portal.

Provision of Information to Respondents

Submittals will become a public record and available for release to the public upon selection of a successful respondent and an Intent to Award Notification is distributed. Respondents should not include proprietary, trade secret, or other confidential information in their submittal, and do so at their own risk. If such information is included, respondents must clearly identify it as confidential, proprietary, or trade secret within the submittal. The County will consider information so identified as a request to withhold it, but the County may nonetheless release, redact or withhold such information in its sole discretion. If the County redacts or withholds such information, the respondent shall indemnity the County and defend, at its own expense, any legal actions or challenges seeking to obtain the redacted or withheld information from the County. Nothing in this RFQ creates any obligation for the County to notify the respondent or obtain the respondent's approval or consent before releasing information subject to disclosure under the California Public Records Act. Submitting a Statement of Qualifications in response to this RFQ shall constitute the respondent’s acknowledgement and acceptance of these provisions regarding the Public Records Act.

Questions Regarding the RFQ Respondents shall submit all inquiries regarding this solicitation via the County's e-Procurement Portal, located at https://procurement.opengov.com/portal/countyofnapa. The project contact is Sonja El- Wakil, (707) 259-8383.

Please note the deadline for submitting inquiries in the Calendar of Key Events. All answers to accepted inquiries will be posted on the Napa County e-Procurement Portal. Proposers may also click “Follow” on this RFQ to receive an email notification when answers are posted. It is the responsibility of the respondent to check the website for answers to inquiries. Questions will not be answered that would tend to constitute an evaluation of a response being prepared or that might give an unfair advantage to a potential respondent.

No prior, current or post award verbal conversations or agreements with any officer, agent, or employee of the County or any other person or entity shall affect or modify any terms or obligations of this RFQ or any agreement resulting from this process. Potential respondents should not contact Napa County officials or staff regarding any aspect of this RFQ. If such contact is made, the County reserves the right to reject the submittal.

RFQ Addenda Respondents are required to register for an account via the County's e-Procurement Portal hosted by OpenGov. Once the respondent has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each respondent to periodically check the site for any addenda at https://procurement.opengov.com/portal/countyofnapa.

It is the sole responsibility of the respondent to ensure that they obtain information related to any Addenda, and acknowledge any and all Addenda electronically in the e-Procurement Portal as part of their Response. Failure to do so will result in rejection of the response.

Response Submission, Due Date and Late Submittals By submitting a response, the respondent represents and warrants that:

The information provided is genuine and not a sham, collusive, or made in the interest or in behalf of any party not therein named, and that the respondent has not directly or indirectly induced or solicited any other respondent to put in a sham submittal, or any other respondent to refrain from presenting information and that the prospective provider has not in any manner sought by collusion to secure an advantage.

The respondent has not paid or agreed to pay any fee or commission, or any other thing of value contingent upon the award of an exclusive operating area, to any employee, official, or existing Contractor of the County of Napa.

Submit Electronic Responses via the County's e-Procurement Portal https://procurement.opengov.com/portal/countyofnapa.

The deadline for submission of qualifications in response to this RFQ is 5:00 pm on Monday, September 14, 2026. Late submittals will not be accepted or considered.

The County reserves the right to request additional information not included in this RFQ from any or all proposers after the Response Submission deadline.

Any modification, amendment, addition, or alteration to any submission must be presented, in writing, executed by an authorized person or persons, and submitted prior to the final date for submissions. No amendments, additions or alterations will be accepted after the time and date specified as the submission deadline unless requested by the County.

The submission of a response shall be an indication that the responder has investigated and satisfied themself as to the conditions to be encountered, the character, quality and scope of the work to be performed, and the requirements of the County, including all terms and conditions contained within this

RFQ.

Organization of Submittal and Submittal Organization Requirements Submittals shall contain the following information and shall be organized in the same order as provided herein. See Vendor Submissions:

1. Cover Page. Cover page shall state Title and RFQ number ("Napa County Animal Shelter Phased Expansion Feasibility / Design," RFQ Number: PW260801), name of submitting company, and name and signature of the person who is authorized to make decisions and represent the submitting firm with respect to this RFQ.

2. Company Information. This section shall state:

1. The legal name of the company which can enter into a contract with the County and any alternate names for which the company is known (D.B.A.);

2. Mailing, and physical address(es);

3. Remit-to billing address;

4. Phone, fax, and website (if applicable);

5. Organization type;

6. Federal I.D. number

7. Federal Unique Entity ID, if applicable

8. List of owners;

9. List of corporate officers with titles (if applicable); and

10. Name (first and last), title, mailing address, phone number, fax and email of the person to receive notices and who is authorized to make decisions or represent the company with respect to this RFP

3. Company History, Experience, Qualifications and Approach to Scope of Work. See Evaluation Criteria This section shall consist of the information requested in "Evaluation Criteria" to allow for review of company history, experience, qualifications, description of offered services, and approach to the Scope of Work. Each question/information section request should be copied into proposal with answers following each request.

4. References. Provide references (company, contact, phone number, date(s) and description of service(s) provided). References should be entities for which similar work has been completed. Data entry submission -See "Vendor Submissions".

5. Disclosures. Data entry submission -See "Vendor Submissions".

6. PSA and Insurance Acceptance or Exception. Data entry submission -See "Vendor Submissions".

All information provided as a response to this RFQ should be in the context of the information requested in the RFQ. Please do not submit additional flyers, brochures, marketing material, etc.

Responses must be submitted through the County's e-Procurement Portal located at

Evaluation and Award

Evaluation

A panel will review all responses submitted pursuant to the terms of the RFQ and select the highest ranked response(s) for consideration based on the evaluation criteria noted below. After responses have been received and reviewed, the highest ranked respondent(s) may be invited to meet with the evaluation panel at no cost to the County to discuss and clarify any questions concerning the submittal and the County’s requirements.

Following the interview process, the selected successful candidate will be requested to provide a proposal for services. See the PSA and Insurance Requirements section of this RFQ.

The County reserves the right to award an agreement without further competition based on the responses received to this RFQ.

Award

The County intends to award a contract to the firm who distinguish themselves as capable of the type and breadth of services provided for in the Scope of Work as evident in submitted response Selection and determination of qualifications is at the sole discretion of the County.

The County will attempt to negotiate a contract with the firm submitting the top ranked response. If no contract can be successfully negotiated with the top ranked respondent, then the County may, at its election enter into negotiations with the next highest ranked responsdent; and move down the list of responders in order of scoring until a contract can be negotiated.

Upon selection of qualified responsdent, completion of successful negotiations, and distribution of the “Intent to Award Notification” has taken place, the contract will be presented to the appropriate authority level for authorization.

The County reserves the right to decline awarding a contract to any of the respondents.

Evaluation Criteria Qualifications and experience will be evaluated to determine the response that provides the best value to the County.

Statement of Qualifications Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Company History

Please provide a description and brief history of your company. Included in this should be the number of years in business;

list of owners; board of directors, if applicable; key company personnel; number of total employees (both company wide and those working out of the office, warehouse, or depot from where services for this contract will originate); and number of staff who provide the services as described in this RFQ (both company wide and those working out of the office, warehouse, or depot from where services for this contract will originate). Include a detailed description of the proposed role of the lead firm and all sub-consultants for the Projects. The consultant is responsible for performing the work required under the contract in an acceptable manner. The consultant’s organization and all associated consultants and sub-consultants, must be identified at the time of the proposal. If the consultant wishes to use a sub-consultant not specified in the proposal, prior written approval must be obtained.

Proposers are scored based on the range of services provided by the team.

Points Based 20 (20% of Total)

2. Background, Experience, Qualifications, and Approach to Scope of Work

Please describe background, experience, qualifications, technical capabilities, training programs, safety programs, and expertise providing the services as described in this RFQ. Experience and qualifications of key field personnel should be included. A description of your customer service approach and process, should also be included. Any current or past contracts with government agencies can be listed and described in this section. Licensing and certification shall also be described in this section. This Section shall also include a detailed description of the offered services and approach to the Scope of Work. Attention to the details provided in the Scope of Work should be considered with your response, as well as your design approach.

Proposers are scored based on their demonstrated ability to provide biddable plans and specifications for the type of repairs listed in this RFQ .

Points Based 55 (55% of Total)

3. Communication and Responsiveness

Include key personnel contact information and project availability.

Points Based 20 (20% of Total)

4. Environmental Sustainable Business Practices

Please describe any environmentally sustainable business practices that your company utilizes, whether in the office or in the field.

Points Based 5 (5% of Total)

Interview Questions - Each selected candidate for interview will receive 50 minutes to answer the following:

No. Evaluation Criteria Scoring Method Weight (Points)

1. A.) What do you know about our project?

B.) What do you think the challenges will be in delivering the project?

0-100 Points 25 (12.5% of Total)

2. What are lessons learned from two other animal shelter designs in your team's experience?

0-100 Points 25 (12.5% of Total)

3. Construction and Operations

A.) What interim measures might be required to facilitate construction of additional facilities? B.) What is your strategy for building an expansion project without having to relocate or disrupt existing operations?

0-100 Points 20 (10% of Total)

4. Describe your team's experience producing plans and specs for projects ranging from small repairs (<$100k) to larger modifications (>$500k).

0-100 Points 20 (10% of Total)

5. How does your firm conduct due diligence during the design period to minimize change orders for the client during construction?

0-100 Points 25 (12.5% of Total)

6. A.) How does your team design for efficiencies in the face of animal shelter funding restrictions? B.) How will the team support multi-agency cooperative budgeting?

0-100 Points 50 (25% of Total)

7. What is your strategy for A.) managing quality, B.) ensuring the project stays within schedule, and C.) ensuring deliverables are sent in a timely manner from subconsultants?

0-100 Points 25 (12.5% of Total)

8. What is your project manager’s communication style with the team and with the client?

0-100 Points 10 (5% of Total)

PSA and Insurance Requirements

Professional Services Agreement

The successful proposer will be expected to enter into a Professional Services Agreement (PSA) with the County. The County’s standard General Terms and Conditions of the PSA is attached (see Attachments Tab) to this RFQ for review by prospective Proposers. Proposers are not required to submit a signed copy of the County’s PSA with their proposal but are merely directed to review the PSA to ensure that all Proposers understand the County’s PSA requirements.

Proposers should clearly note in their proposals whether they take exception to any of the PSA requirements and should include a detailed explanation of the reason for the exception and a counterproposal or alternative suggestion(s) for the County’s review. However, after review of any proposer’s exceptions, the County reserves the right to reject any and all exceptions taken to the County’s PSA.

Insurance Requirements

Respondents are directed to review the County’s insurance requirements as detailed in the attached draft PSA, General Terms and Conditions (Article IV, Article V, and Exhibit C ) and are required to submit a written statement with their submittal indicating their willingness and ability to meet all the County’s insurance requirements. Additionally, required insurance endorsements must be scheduled endorsements specifically naming Napa County. Without prior written approval, blanket endorsements will not be accepted

Respondents who are unable to meet all the County’s insurance requirements may submit with their response an alternative plan for obtaining insurance that will adequately mitigate the risks associated with providing the services. Any alternative insurance coverage request is subject to review and approval by County Counsel and the County’s Risk Management Officer.

Failure to meet the County’s insurance requirements (as determined by County Counsel and County Risk Management) may be sufficient reason for disqualification from the selection process.

Proposed Services

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 RFQ. 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.

PLEASE NOTE: Napa County does not pay for services before it receives them. Contract terms that call for upfront payments or deposits are not accepted.

Local Vendor Preference Policy Napa County has a local vendor preference that covers the acquisition of requested services. Local vendors will be awarded contracts for services where qualifications are determined by the reviewing panel to be otherwise equal unless such preference is not allowable by law. For this matter, a local vendor is a vendor who has a billing address located within Napa County.

Protests or Objections The County’s appeals process is as follows:

A bidder or proposer who is not selected for contract award may protest the award of the contract to another bidder or proposer by submitting a written protest. Subcontractors, sub consultants, and members of the public may not submit a protest.

Protest Deadlines

(a) For contracts awarded pursuant to an RFP or RFQ (Request for Qualifications), the protest must be received by the Purchasing Agent no later than 5:00 p.m. on the seventh calendar day after the County notifies all proposers via the Intent to Award Notification.

(b) Notwithstanding subsection (a) above, if a proposal or statement of qualifications is rejected as non-responsive or because the bidder is not a responsible bidder, the protest must be received by the Purchasing Agent no later than 5:00 p.m. on the seventh calendar day after the County notifies the bidder or proposer that their bid or proposal is being rejected.

(c) The County’s notification under subsections (a) and (b) above may be by any reasonable means, including but not limited to U.S. mail, e-mail, facsimile, or internet posting. The effective date of notice by mail is the date that the notice is deposited in the mail. The effective date of all other means of notice is the date it is transmitted.

(d) If the seventh calendar day falls on a weekend or County holiday, the deadline to submit a protest shall be extended to 5:00 p.m. on the first business day following such weekend or holiday.

(e) Written protests must be delivered to:

Napa County Purchasing Agent

County Administration Building

1195 Third Street, Suite 310

Napa, CA 94559

Content of Protest

The protest must be identified as a “RFP protest” in the subject line or title of the document and shall clearly state all legal and factual grounds claimed for the protest. Any grounds not raised in the written protest are deemed waived by the bidder or proposer.

Resolution Process

(a) Upon timely receipt of a written protest, the Purchasing Agent will convene a meeting with the protesting party and appropriate County staff to seek informal resolution and/or to clarify the issues.

(b) If the protest is not resolved at the informal meeting, the Purchasing Agent shall provide a written response to the protesting party within fifteen (15) business days following the informal meeting. County Counsel may be consulted before the written response is issued. The response shall state the Purchasing Agent’s decision and facts and law supporting that decision.

(c) Notwithstanding subsection (b) above, if the protest is not resolved at the informal meeting and the protest is to the County’s determination that the bidder is not a responsible bidder, the bidder may request a hearing to present evidence contesting the County’s determination. The request for a hearing must be in writing and received by the Purchasing Agent no later than 5:00 p.m. on the third business day after the date of the informal meeting in subsection (a). The Purchasing Agent shall serve as the hearing officer and issue a written decision within fifteen (15) business days following the conclusion of the hearing.

(d) The County shall not award the contract being protested until after the Purchasing Agent issues a written decision on the protest, unless the Purchasing Agent, in consultation with County Counsel and the Director of the Department administering the contract, makes a written determination that the award of the contract without further delay is necessary to protect public health, safety, or welfare. The Purchasing Agent’s written decision on the protest shall be final and exhaust the protestor’s administrative remedies.

Exclusive Remedy

(a) The procedure and time limits set forth in this Section are mandatory and are the protester’s sole and exclusive remedy. Failure to comply with these procedures and time limits shall constitute a waiver of any right to further pursue a protest.

(b) The submission of a protest shall not preclude the County from rejecting all bids or proposals and re-advertising or canceling the contract. Rejecting all bids or proposals shall render a protest moot and terminate all protest proceedings.

Vendor Submissions Responses must be submitted through the County's e-Procurement Portal located at https://procurement.opengov.com/portal/countyofnapa

Cover Page and Company Information* See Organization of Proposal and Project Organization Requirements for Required Information.

*Response required

Company History, Experience, Qualifications, and Approach to Scope of Work*

See Evaluation Criteria for required information that must be provided.

*Response required

Supplemental Questionnaire* Please download the below documents, complete, and upload.

• Supplemental_Questionnaire_...

*Response required

References* Provide a minimum of five (5) references for which your agency has provided animal shelter design services similar to those described in this Request for Proposals. References shall include year completed, project dollar value, entity, contact name, address, title, phone number, and term of contract.

The County reserves the right to contact references not provided in the submittals.

*Response required

You are required to disclose any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the respondent or a verification of no responsive incidents.*

Failure to comply with the terms of this provision may disqualify any response. The County of Napa reserves the right to reject any response based upon the submitter’s prior history with the County of Napa or with any other party, which documents, without limitation, unsatisfactory performance, significant failures to meet contract milestones or other contractual failures.

Please disclose below. If you have no disclosures to report please write that you have no reportable disclosures.

https://government-project.s3.us-west-2.amazonaws.com/288101/64f1f005-35f1-42e3-a08b-180a0cb6eda9_Supplemental_Questionnaire_-_Napa_County_Animal_Shelter_Phased_Expansion_Feasibility_Design_-_PW260801.docx

*Response required

Has your firm or organization, within the past seven (7) years, ever been terminated from a design project? If so, please provide a complete explanation and all pertinent details.*

*Response required

The respondent accepts the County’s standard Agreement; and is willing and able to meet the County’s insurance requirements, found in the draft Agreement, Sections IV, V, and Exhibit C ( Agreement attached)*

☐ Yes ☐ No

*Response required

When equals "No"

If no was selected, please provide reasons/exceptions:* PSA: Respondents should clearly note in their proposals whether they take exception to any of the PSA requirements and should include a detailed explanation of the reason for the exception and a counterproposal or alternative suggestion(s) for the County’s review. However, after review of any respondent’s exceptions, the County reserves the right to reject any and all exceptions taken to the County’s PSA.

Insurance: Respondents who are unable to meet all the County’s insurance requirements may submit with their proposal an alternative plan for obtaining insurance that will adequately mitigate the risks associated with providing the services. Any alternative insurance coverage request is subject to review and approval by County Counsel and the County’s Risk Management Officer.

Failure to meet the County’s insurance requirements (as determined by County Counsel and County Risk Management) may be sufficient reason for disqualification from the selection process.

*Response required