Napa_Downtown_Parking_Structure_Feasibility_Study_(Addendum_#4_Revision).pdf

REQUEST FOR PROPOSAL

For

NAPA DOWNTOWN PARKING STRUCTURE FEASIBILITY STUDY

Community Development Department

Issued: October 27, 2025

Proposal Deadline: December 5, 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. PROPOSAL SUBMITTAL

Attachments:

A - ATCH A - Services Agreement (Professional Services) (2024-08-29)

B - ATCH B - Site Boundaries

C - Pre-submittal Meeting Pres. 11.20.2025

City of Napa Request For Proposals Page 3 of 15

2025-RFP-075

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

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

The City requires Napa Downtown Parking Structure Feasibility Study (“Services”) for a comprehensive parking feasibility study for the development of a new parking garage at two potential locations.

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

A copy of the City’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 City approval.

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

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

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

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

For purposes of the Selection and Award section of this RFP, Neal Harrison, Economic Development

Manager, is the City’s project manager (“Project Manager”), and Molly Rattigan, Community

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

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

2.1. ..................................................... Napa Downtown Parking Structure Feasibility Study

The City of Napa is seeking proposals from qualified consultants to conduct a comprehensive parking feasibility study for the development of a new parking garage at two potential locations, Lot A and

Cinedome Masterplan area, including the Napa Sanitation-owned parcel (see Attachment B, Site

Boundaries), in downtown Napa. The study will evaluate each site’s suitability for a new parking structure, analyze parking and development implications, and provide actionable recommendations and schematics.

The project represents the first step toward developing a new downtown parking structure. It will be followed by the preparation of bridge documents to support design-build procurement and, ultimately, project delivery.

City of Napa Request For Proposals Page 4 of 15

The study’s primary purpose is to provide the City Council with sufficient technical and strategic information to determine whether and where to proceed with a new garage and to establish the framework for subsequent design and implementation steps.

Phase 1: Feasibility and Site Recommendation

Task 1: Site and Context Analysis

• Conduct field assessments of Lot A and Lot X/Cinedome parcels.

• Evaluate site conditions, including configuration, access and circulation, utilities, topography, and soil reports

• Review zoning, General Plan, the 2018 Cinedome Master Plan, Downtown Specific Plan, and other reports and policies relevant to parking and mixed-use development.

• Assess compatibility with surrounding land uses, pedestrian and bicycle connections, and ongoing or planned projects.

• Identify potential environmental or infrastructure constraints.

• Summarize opportunities and challenges for each site.

Task 2: Parking Demand and Functional Assessment

• Review existing and projected parking demand in Downtown Napa using City data and previous studies.

• Assess how new development, redevelopment, and visitor growth may affect future parking needs.

• Evaluate operational and access requirements, including entry/exit points, internal circulation, and pedestrian connections.

• Identify opportunities for integration with other civic or private uses (e.g., the Napa Farmer’s Market, ground-floor activation, public art, parks, public restrooms, etc.).

• Identify sustainable features that could be integrated into the facility (e.g., solar panels, charging stations, adaptive reuse potential, etc.)

• Identify technology and payment systems for parking management (e.g., parking space counters, entry/exit payment systems, etc.)

Task 3: Conceptual Layouts and Preliminary Cost Estimates

• Prepare up to three conceptual layout options for each site (6 total for the two sites) illustrating potential parking capacity, uses, and configuration.

• Provide order-of-magnitude cost estimates for design, construction, and operations for each concept.

• Identify potential opportunities for phased development or shared-use configurations.

Task 4: Targeted Stakeholder Engagement

• Conduct up to five (5) focused outreach or focus groups with key partners and the community, including downtown business and property owners, the Downtown Napa Association, Napa’s Farmers Market, and relevant City departments.

• Facilitate at least one public meeting or open house to share findings and solicit feedback.

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• Document all input and summarize how it informs the analysis.

Task 5: Comparative Analysis and Preferred Site Recommendation

• Compare both sites based on technical feasibility, development constraints, community compatibility, and cost implications.

• Prepare a recommendation identifying the preferred site for City Council consideration, with supporting rationale.

• Present findings to City staff and City Council for direction on proceeding to Phase 2.

Deliverables – Phase 1

• Site Analysis Report (including opportunities and constraints matrix)

• Parking Demand and Functional Assessment

• Up to 3 Conceptual Layouts at 10% design and Cost Estimates

• Summary of Stakeholder Engagement

• Comparative Evaluation and Preferred Site Recommendation

• Presentation Materials for City Council

Phase 2: Preliminary Design Documents (Optional, Pending Council Direction)

Upon City Council’s approval of a preferred site, the consultant may be directed to prepare Preliminary

Design Documents to support to advance the selected concept to a schematic level (approximately 30% design). These Preliminary Design Documents are intended to support the City’s decision-making regarding project scope, budget, funding, and potential delivery methods. They are not intended as bridging documents nor as a commitment to any particular procurement approach.

The purpose of Phase 2 is to refine the selected concept to a schematic level suitable for cost modeling, establish clear functional, performance, and design parameters, and to provide supporting information to inform the City’s choice of delivery methodology. .

Task 6: Schematic Design Development

• Develop schematic-level design drawings, including floor plans, site layout, structural bays, and circulation patterns.

• Prepare conceptual elevations and renderings to illustrate architectural character and massing.

• Incorporate design principles emphasizing accessibility, safety, and pedestrian-oriented urban design.

• Incorporate opportunities for sustainable features (e.g., EV charging, rooftop solar, stormwater management) and ground-floor activation (e.g., retail, art, or community uses) that were identified as priorities during Phase 1.

• Integrate the Napa Farmer’s Market into concepts if applicable.

Task 7: Engineering and Site Schematics

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• Provide preliminary structural and civil engineering schematics sufficient to support cost estimating and identifying major site constraints..

• Address site utilities, grading, and access needs.

• Identify potential areas requiring additional study (e.g., geotechnical, environmental review).

Task 8: Cost Modeling and Funding Strategy

• Prepare detailed cost estimates for schematic designs, including construction, soft cost, and operations.

• Identify potential funding and financing mechanisms, including Parking Impact Fees, EIFD proceeds, grants, potential revenue from a paid parking program, rents if ground floor commercial is proposed, and public-private partnerships.

• Provide a high-level financial feasibility summary aligned with City capital planning and potential phasing.

Task 9: Final Report and Presentation

• Compile all Phase 2 work products into a comprehensive Planning Document package

• Present findings, schematic material, and cost summaries to City staff and City Council.

Deliverables – Phase 2

• Schematic Design Package (approx. 30% design)

• Preliminary Cost Estimate and Funding Strategy

• Design Criteria and Performance Parameters (not-bridging)

• Final Report and Presentation Materials

Schedule

The City anticipates completion of Phase 1 within 4-6 months of contract execution. Phase 2, if authorized, will be scheduled based on Council direction.

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, November 21, 2025 (the “Request for

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

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

City of Napa Request For Proposals Page 7 of 15

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

3.2. .................................................................................................. Pre-Submittal Meeting

A Pre-Submittal Meeting will be held on Thursday, November 20, 2025 at 11:00 am, at https://cityofnapa-my.sharepoint.com/:v:/g/personal/nharrison_cityofnapa_org/IQAuatHWLApgS7DzEMU0jH-kAdWheevNiq-jKf_nVDYfTCE?e=zrcV7w&nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAi

LCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJl

ZmVycmFsTW9kZSI6InZpZXcifX0%3D. Prospective Respondents will have the opportunity to ask questions about the RFP and the required Services. Respondents will be required to sign-in at the Pre-

Submittal Meeting. The Pre-Submittal Meeting is NO VALUE.

3.3. ................................................................................................... Submittal Instructions

A. General. Proposals must be received by the City by or before Friday, December 5, 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.

3.4. ................................................................................................... Planned RFP Schedule

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

RFP:

RFP Release Date: October 27, 2025 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 8 of 15

Pre-Submittal Meeting (Non-Mandatory): November 20, 2025, 11:00am https://cityofnapa-my.sharepoint.com/:v:/g/personal/nharrison_ci tyofnapa_org/IQAuatHWLApgS7DzEMU0jH-kAdWheevNiq-jKf_nVDYfTCE?e=zrcV7w&nav=eyJyZWZlcnJhbEl uZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZ

WJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpY

WxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Z m9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcif

X0%3D

Request for Information Deadline: November 21, 2025, 5:00pm

Proposal Submission Deadline: December 5, 2025, 5:00pm

Notice of Selection Date: January 9, 2026

Interviews (If requested by the City): TBD

Award Date: January 9, 2026

3.5. ....................................................................................................................... Addenda

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

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

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

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

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

Each Proposal must be submitted in compliance with the requirements of this RFP. Each Proposal must respond to the items listed below. Clarity and brevity are preferable to volume. Do not attach brochures or promotional materials to the Proposal. Proposals should not exceed 20 double-sided pages. However, resumes may be included in an appendix and not counted in the total page count.

https://cityofnapa-my.sharepoint.com/:v:/g/personal/nharrison_cityofnapa_org/IQAuatHWLApgS7DzEMU0jH-kAdWheevNiq-jKf_nVDYfTCE?e=zrcV7w&nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcifX0%3D https://cityofnapa-my.sharepoint.com/:v:/g/personal/nharrison_cityofnapa_org/IQAuatHWLApgS7DzEMU0jH-kAdWheevNiq-jKf_nVDYfTCE?e=zrcV7w&nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcifX0%3D https://cityofnapa-my.sharepoint.com/:v:/g/personal/nharrison_cityofnapa_org/IQAuatHWLApgS7DzEMU0jH-kAdWheevNiq-jKf_nVDYfTCE?e=zrcV7w&nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcifX0%3D https://cityofnapa-my.sharepoint.com/:v:/g/personal/nharrison_cityofnapa_org/IQAuatHWLApgS7DzEMU0jH-kAdWheevNiq-jKf_nVDYfTCE?e=zrcV7w&nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcifX0%3D https://cityofnapa-my.sharepoint.com/:v:/g/personal/nharrison_cityofnapa_org/IQAuatHWLApgS7DzEMU0jH-kAdWheevNiq-jKf_nVDYfTCE?e=zrcV7w&nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcifX0%3D https://cityofnapa-my.sharepoint.com/:v:/g/personal/nharrison_cityofnapa_org/IQAuatHWLApgS7DzEMU0jH-kAdWheevNiq-jKf_nVDYfTCE?e=zrcV7w&nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcifX0%3D https://cityofnapa-my.sharepoint.com/:v:/g/personal/nharrison_cityofnapa_org/IQAuatHWLApgS7DzEMU0jH-kAdWheevNiq-jKf_nVDYfTCE?e=zrcV7w&nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcifX0%3D https://cityofnapa-my.sharepoint.com/:v:/g/personal/nharrison_cityofnapa_org/IQAuatHWLApgS7DzEMU0jH-kAdWheevNiq-jKf_nVDYfTCE?e=zrcV7w&nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcifX0%3D https://cityofnapa-my.sharepoint.com/:v:/g/personal/nharrison_cityofnapa_org/IQAuatHWLApgS7DzEMU0jH-kAdWheevNiq-jKf_nVDYfTCE?e=zrcV7w&nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcifX0%3D https://cityofnapa-my.sharepoint.com/:v:/g/personal/nharrison_cityofnapa_org/IQAuatHWLApgS7DzEMU0jH-kAdWheevNiq-jKf_nVDYfTCE?e=zrcV7w&nav=eyJyZWZlcnJhbEluZm8iOnsicmVmZXJyYWxBcHAiOiJTdHJlYW1XZWJBcHAiLCJyZWZlcnJhbFZpZXciOiJTaGFyZURpYWxvZy1MaW5rIiwicmVmZXJyYWxBcHBQbGF0Zm9ybSI6IldlYiIsInJlZmVycmFsTW9kZSI6InZpZXcifX0%3D

City of Napa Request For Proposals Page 9 of 15

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

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

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

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

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

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

Respondent’s primary representative for purposes of this RFP.

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

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

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

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

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

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

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

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

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

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

Identify by name and title Respondent’s key personnel that will be assigned to provide the Services and for each, include a resume with his or her education, training, and experience. Identify by name, City of Napa Request For Proposals Page 10 of 15 address, and website, each subconsultant or subcontractor, if any, that will be involved with providing the Services, including the proposed role for each such subconsultant or subcontractor. Include all applicable license numbers for any license required to perform the Services.

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

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

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

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

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

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

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

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

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

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

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

No. Evaluation Criteria Scoring Method Weight (Points)

1. General Qualifications

Demonstrated organizational capacity, technical ability, and team configuration to perform required services

Points Based 15 (15% of Total)

2. Relevant Experience

Experience with similar feasibility or design-related projects

Points Based 15 (15% of Total)

3. Proposed Staffing

Key personnel possess the expertise, availability, and complementary skills necessary to complete the project successfully

Points Based 15 (15% of Total)

City of Napa Request For Proposals Page 11 of 15

4. Pricing & Schedule

Proposed costs and timeline are reasonable, well-justified, and achievable within City budget expectations

Points Based 15 (15% of Total)

5. Proposed Approach

Proposal demonstrates a clear and actionable methodology tailored to City objectives

Points Based 10 (10% of Total)

6. Responsiveness

Proposal is complete, well-organized, and directly addresses all RFP requirements and deliverables

Points Based 10 (10% of Total)

7. References

Quality of past client relationships and project outcomes as verified by references

Points Based 10 (10% of Total)

8. Interview (If requested)

Team effectively communicates understanding of the project and City priorities

Points Based 10 (10% of Total)

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

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

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

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

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

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

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

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

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

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

Any protest challenging the City’s intended selection or the selection process must be submitted no later than 5:00 p.m., on the fifth business day following the date of the Notice of Intended Selection. The protest must be submitted in writing via email to Neal Harrison, Economic Development Manager, at

City of Napa Request For Proposals Page 12 of 15 nharrison@cityofnapa.org , and must clearly specify the basis for the protest. The protest will be reviewed by the City’s Decision-Maker, along with the recommendation from the Project Manager and legal advice from the City Attorney’s Office. The determination of the City’s Decision-Maker on the protest is final. No public hearing will be held on the protest. Time being of the essence, the City reserves the right to proceed with award of the Agreement and commencement of the Services notwithstanding any pending protest or legal challenge.

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

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

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

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

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

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

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

7.3. .............................................................................................................. Public Records

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

“Act”), and each Proposal submitted to the City 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 City to refuse to disclose City records to the public, include (1) the “deliberative process”; and (2) “Confidential – Official Information.”

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

Proposal while the City conducts its “deliberative process” of reviewing the Proposals. However, when the Project Manager submits a recommendation to the City Council to award the Agreement to the preferred Respondent, the City will consider all Proposals to be subject to public disclosure, unless the

Respondent demonstrates to the satisfaction of the City 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 City 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.)

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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 City 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 City in any way whatsoever.

If the City receives a request for disclosure of records identified by a Respondent as “Confidential,” the

City will take one of the following actions in its sole and absolute discretion:

1. If the City determines there is a legal basis to withhold the records from disclosure, the City will not disclose those records unless compelled by a court order; provided that, upon request by the City, the Respondent shall defend, indemnify, and hold harmless the City regarding any claim or litigation by any third party for the public disclosure of the

“Confidential” portion of the Proposal.

2. If the City does not identify a legal basis to withhold the records from disclosure, the City 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 City’s disclosure of the requested information.

8. ................................................................................. 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, General Qualification, Experience, Scope of Services, Staffing, Price, Exceptions to Agreement* A. Cover Letter

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

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

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

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

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

Respondent’s primary representative for purposes of this RFP.

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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.

B. 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.

C. 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).

D. Proposed Scope of Services. Based upon the Draft Scope of Services, provide a complete description of the scope of services (“Proposed Scope of Services”) the Respondent proposes to perform to achieve the City’s objectives identified in the Draft Scope of Services. The Proposed Scope of

Services may identify services which differ from the services in the Draft Scope of Services if the

Respondent believes the changes will assist the City in more efficiently and effectively achieving the

City’s objectives. Briefly describe Respondent’s proposed approach to providing the Services and how that approach will offer value to the City. Identify any proposed innovations that may be used to achieve more cost-effective delivery of the Services. Provide a work plan and proposed schedule for the tasks described in the Draft Scope of Services.

E. 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.

F. Price.

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

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

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

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

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

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

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

Agreement.

*Response required