On-Call_Control_System_Integrator_Services_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

For

ON-CALL CONTROL SYSTEM INTEGRATOR SERVICES

Utilities Department

Issued: August 30, 2024

Proposal Deadline: October 2, 2024, 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 - Services Agreement (Professional Services)

City of Napa Request For Proposals Page 3 of 14

2024-RFP-038

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

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

The City requires On-Call Control System Integrator Services (“Services”) for the Water Treatment

Operation SCADA control system.

The Utilities Department operates three water treatment plants along with fifteen remote sites that primarily consists of pump stations and reservoirs. The City relies heavily on its control system for the optimal delivery of water 24 hours a day, seven days a week.

The City’s SCADA system’s HMI is based on Rockwell’s FactoryTalk View SE platform and consists of a single networked distributed application, architected with a single HMI server, device server, and alarm server. All three of these components are set up to provide redundancy and are physically located at separate locations to improve disaster recovery response. From a PLC perspective, the system is based on Allen Bradley SLCs, ControlLogix and CompactLogix. The City is in the process of phasing out all the

SLC PLCs.

Here are some counts to help quantify the size and scope of the City’s controls infrastructure: 400 instruments, 3000 I/O points, 40 PLCs, 40+ VFDs, 15 SCADA clients, 12 virtual machines, 45 switches, 20 firewalls, 225 SCADA graphics.

The City requires Control Systems Integrator Services (“Services”) for its SCADA control system for optimal delivery of drinking water. Due to intermittent needs for such services, the City is requesting proposals from qualified professional integration firms to perform work on an “on-call” basis. The three-year service agreement(s) with the selected Respondent(s) shall be for a not-to-exceed amount of

$200,000.00. The three-year agreement(s) will be on-call as needed with no minimum amount that must be spent. The City has sole discretion as to how and when the selected Respondents’ services will be utilized based on the City’s operational needs.

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.

City of Napa Request For Proposals Page 4 of 14

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

For purposes of the Selection and Award section of this RFP, Mark Holderbein, Management Analyst II, is the City’s project manager (“Project Manager”), and Steve Potter, City Manageris the City’s decision-maker (“Decision-Maker”).

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

2.1. ...................................................................................................... SCOPE OF SERVICES

1.0. SERVICES. Respondent shall provide all labor, supervision, equipment, materials, and supplies needed for control systems integrator services, as designated and/or required by the City of Napa.

Respondent shall be responsible for the method, type of material, and equipment used successfully under the conditions encountered in the performance of the work described herein.

1.1 The integration services to be performed may include, but are not limited to the following:

1.1.1 Instrumentation calibration, maintenance, testing and troubleshooting. Instrument types include but aren’t limited to particle counters, pH analyzers, turbidimeters, chlorine analyzers, differential pressure flow meters, magflow meters, ultrasonic level transmitters, temperature indicating transmitters, differential pressure level transmitters, guided wave radar level transmitters, conductivity level transmitters, pressure transmitters, and pressure switches.

1.1.2 Programming services for PLC and HMI programming. All programming changes must be pre-approved by the City prior to any modifications.

1.1.3 PLC troubleshooting, repair, and diagnostics.

1.1.4 HMI diagnostics, troubleshooting, and repair.

1.1.5 Diagnostics, troubleshooting, and repair of VFDs, actuators, starters, relays, overloads, wiring, and control panels.

1.1.6 Assist the City with miscellaneous control system upgrades.

1.1.7 The City intends for the integrator to serve as a backup in unscheduled emergency repair and troubleshooting of control system hardware and software in the event that City staff are unavailable.

The integrator shall be able to meet the emergency response times as follows:

1.1.7.1 During normal business; for phone and/or remote access support: respond to request for services within 2 hours from receipt of notification.

1.1.7.2 During normal business hours; for onsite required support: respond to site within 6 hours from receipt of notification.

1.1.7.3 After hours; for onsite required support: respond to site within 24 hours for after-hours, holidays, and weekends from receipt of notification.

1.1.8 The proposed scope should describe the approach for responding to unscheduled emergencies and after-hours support. For non-emergency work, it will be scheduled two weeks in advance.

1.1.9 In the event that a part needs to be replaced it shall be assumed that the City will have the part in stock or will source the part. It’s not expected that the integrator will need to source parts for these work efforts unless coordinated between the City and the integrator. If a part is provided it shall meet all applicable codes and regulations.

1.1.10 Provide recommendations for upgrades and improvements as needed.

1.1.11 Provide functional and operational training for any new equipment installed or configured by the integrator.

1.1.12 All work shall follow City standards. If a City standard does not exist, then work shall follow

City of Napa Request For Proposals Page 5 of 14 industry standards.

1.1.13 All work shall be reviewed and approved by the City’s control systems staff.

1.1.14 The integrator shall follow all City safety procedures. Any lockout/tag-out must be coordinated with the control systems and operations groups.

1.2 Damage caused to public or private improvements by the Respondent’s Services shall be repaired or replaced at the City’s direction, to the satisfaction of the City’s Authorized Representative, and at no cost to the City.

2.0. MATERIALS. All materials, equipment utilized, and work performed by Respondent shall be subject to inspection and approval by the City. All materials used by Respondent shall be formulated for control systems integration services purposes and approved by the City’s Authorized Representative. A complete list of product specifications and material safety data sheets shall be available upon request.

2.1 All work schedules must be approved in writing by the City’s Authorized Representative prior to commencement of work. All work performed shall meet the latest revision of all applicable federal, state, and local regulations, laws, and codes.

2.2 Unless otherwise specified, Respondent shall guarantee the materials used are within the specified guidelines and recommendations of the manufacturer.

2.3 Materials and fixtures furnished shall be new and shall be of commercial quality material. Used, reconditioned, or discontinued models and materials are not acceptable. The warranty period for

Respondent provided materials shall be for a period of one (1) year, or within the manufacturer's warranty, whichever is longer. Such warranty shall commence upon the date of acceptance of

Respondent’s work by the City.

3.0. PREVAILING WAGE COMPLIANCE. Respondent shall comply with “Prevailing Wage Laws” (as set forth in the California Labor Code, including section 1720 et seq.), including all applicable requirements of Chapter 1 of Part 7 of Division 2 of the Labor Code, and all related regulations, including requirements pertaining to wages, working hours, and workers’ compensation insurance, and provisions.

Subconsultants performing “public works” are also subject to all of the requirements of this Section.

4.0. RESERVED RIGHTS. City retains the right to award a job to another contractor, to use City forces, or not to do the job at all. No, work shall be performed without being approved by the City’s designated

Project Manager. There is no Maximum nor Minimum amount guaranteed for each individual

Agreement.

5.0. TASK AUTHORIZATION. When services are estimated to be over $30,000, Contractor will submit a written estimate detailing the cost to perform the requested work or services, the City will then issue a

Task Authorization letter as a guide for reimbursement once the scheduled work is completed and to the satisfaction of the City. If authorized work exceeds the initial estimate or City requests additional services, Contractor is to notify the City of the additional cost and the City will provide an amended Task

Authorization. No work shall be performed unless approved by the City’s designated project manager.

6.0. PROJECT MANAGER. Designated City representative or Project Manager will determine satisfactory work performance. Contractors will clean facilities, stations, roadways, and any other areas littered or soiled by their maintenance/repair operations and/or equipment.

7.0. CITY OF NAPA’S STANDARD SPECIFICATIONS. To the extent applicable, all projects shall adhere to the City of Napa’s Standard Specifications which can be accessed at: www.cityofnapa.org. The purpose https://www.cityofnapa.org/

City of Napa Request For Proposals Page 6 of 14 of these Specifications is to provide minimum standards for materials used of construction for the City’s public infrastructure.

8.0. PERMITS. Contractor will be responsible to obtain all necessary permits to perform work

(encroachment, building, etc.), if necessary, and a scheduled of inspection, Underground Service Alerts, and a current Cal-OSHA excavation permit.

9.0. IDENTIFICATION. Contractor’s crews shall be identified at all times either by a Company uniform, or by a safety vest worn outside other clothing with the Company name clearly displayed. Vehicles will have a Company sign clearly displayed.

10.0. MINIMUM QUALIFICATIONS.

10.1. A minimum of four (4) full time technical staff (technicians, programmers, engineers). The years required for the minimum qualifications are for the individuals and not the firm.

10.2. Trained and qualified to diagnose, troubleshoot and repair instruments, control panels, HMI, PLC, and other control system equipment components.

10.3. Minimum of five (5) years of calibrating, maintaining, testing and troubleshooting instruments, VFDs, actuators, starters, and other common control system components.

10.4. Minimum of five (5) years working on Allen Bradley PLC’s and the ability to modify programming where needed on existing PLCs.

10.5. Minimum of five (5) years working with Rockwell’s FactoryTalk View SE software.

10.6. Minimum of five (5) years’ experience in the design, construction, installation, and successful startup of PLC-based SCADA systems of comparable size, type, and complexity to the City’s water treatment type facilities.

10.7. Minimum of five (5) years’ experience in Windows Server Operating System configuration and implementation of Hyper-V and hyper converged systems.

10.8. A local office and all proposed technical staff shall be located within a 100-mile radius of the

City’s Jameson Treatment Plant location at 270 Kirkland Ranch Road, American Canyon, CA 94503.

11.0. KEY STAFF QUALIFICATIONS, EXPERIENCES, LOCATION AND AVAILABILITY.

11.1. For all staff proposed, the firm is to provide an overall services organization chart. The firm should identify the roles/positions/responsibilities of each proposed team member. The proposed organization chart should include the subject matter expert(s), programmer(s), engineer(s), and technician(s). Complete the table in Appendix C.

12.0. OTHER REQUIREMENTS.

12.1. Use in-house staff personnel for the completion of any services performed for the City. No part-time staff or sub-contractors shall be used except with prior City approval.

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, Wednesday, September 18, 2024 (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 14

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 Tuesday, September 10, 2024 at 9:00 am, at https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODA1YTY1NGItYTg4Mi00MTQ3LTgwNmItMTNhNDc1NzE2ODMx%40thread.v2/0?c ontext=%7b%22Tid%22%3a%227c2235c7-3aee-4099-a6c4-bde6470cfa85%22%2c%22Oid%22%3a%225b224c97-03e3-4ebf-b91b-af570931c43f%22%7d.

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 Wednesday, October 2, 2024 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: August 30, 2024 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 14

Pre-Submittal Meeting (Non-Mandatory): September 10, 2024, 9:00am https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODA1YTY1NGItYTg4Mi00M

TQ3LTgwNmItMTNhNDc1NzE2ODMx%40thread

.v2/0?context=%7b%22Tid%22%3a%227c2235c

7-3aee-4099-a6c4-bde6470cfa85%22%2c%22Oid%22%3a%225b22

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Request for Information Deadline: September 18, 2024, 5:00pm

Proposal Submission Deadline: October 2, 2024, 5:00pm

Notice of Selection Date: October 16, 2024

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 one-sided pages, excluding any tabs or dividers. However, resumes may be included in an appendix and not counted in the total page count.

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

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

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

https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODA1YTY1NGItYTg4Mi00MTQ3LTgwNmItMTNhNDc1NzE2ODMx%40thread.v2/0?context=%7b%22Tid%22%3a%227c2235c7-3aee-4099-a6c4-bde6470cfa85%22%2c%22Oid%22%3a%225b224c97-03e3-4ebf-b91b-af570931c43f%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODA1YTY1NGItYTg4Mi00MTQ3LTgwNmItMTNhNDc1NzE2ODMx%40thread.v2/0?context=%7b%22Tid%22%3a%227c2235c7-3aee-4099-a6c4-bde6470cfa85%22%2c%22Oid%22%3a%225b224c97-03e3-4ebf-b91b-af570931c43f%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODA1YTY1NGItYTg4Mi00MTQ3LTgwNmItMTNhNDc1NzE2ODMx%40thread.v2/0?context=%7b%22Tid%22%3a%227c2235c7-3aee-4099-a6c4-bde6470cfa85%22%2c%22Oid%22%3a%225b224c97-03e3-4ebf-b91b-af570931c43f%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODA1YTY1NGItYTg4Mi00MTQ3LTgwNmItMTNhNDc1NzE2ODMx%40thread.v2/0?context=%7b%22Tid%22%3a%227c2235c7-3aee-4099-a6c4-bde6470cfa85%22%2c%22Oid%22%3a%225b224c97-03e3-4ebf-b91b-af570931c43f%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODA1YTY1NGItYTg4Mi00MTQ3LTgwNmItMTNhNDc1NzE2ODMx%40thread.v2/0?context=%7b%22Tid%22%3a%227c2235c7-3aee-4099-a6c4-bde6470cfa85%22%2c%22Oid%22%3a%225b224c97-03e3-4ebf-b91b-af570931c43f%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODA1YTY1NGItYTg4Mi00MTQ3LTgwNmItMTNhNDc1NzE2ODMx%40thread.v2/0?context=%7b%22Tid%22%3a%227c2235c7-3aee-4099-a6c4-bde6470cfa85%22%2c%22Oid%22%3a%225b224c97-03e3-4ebf-b91b-af570931c43f%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ODA1YTY1NGItYTg4Mi00MTQ3LTgwNmItMTNhNDc1NzE2ODMx%40thread.v2/0?context=%7b%22Tid%22%3a%227c2235c7-3aee-4099-a6c4-bde6470cfa85%22%2c%22Oid%22%3a%225b224c97-03e3-4ebf-b91b-af570931c43f%22%7d

City of Napa Request For Proposals Page 9 of 14

(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, 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.

City of Napa Request For Proposals Page 10 of 14

A. Not applicable.

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

Licences, cerifications, etc.

Points Based 15 (15% of Total)

2. Relevant Experience Points Based 25 (25% of Total)

3. Proposed Staffing Points Based 10 (10% of Total)

4. Pricing Points Based 20 (20% of Total)

5. Proposed Methodology and Approach Points Based 15 (15% of Total)

6. Proximity to Zip Code 94503 Points Based 5 (5% of Total)

7. References 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

City of Napa Request For Proposals Page 11 of 14 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 Finance Purchasing Division at purchasing@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.

City of Napa Request For Proposals Page 12 of 14

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.)

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.

City of Napa Request For Proposals Page 13 of 14

Each Proposal must be submitted in compliance with the requirements of this RFP. Respondent must respond to the items listed below. Clarity and brevity are preferable to volume. Do not attach brochures or promotional materials to the Proposal.

1. .................................................................................................................. Cover Letter* Provide a brief cover letter that includes all of the following information:

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

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.

*Response required

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

*Response required

3. .................................................................................................................... Experience* Identify services Respondent has provided in the last five years that are similar in scope and nature to the Services required by this RFP, particularly with respect to services provided to other cities or public agencies.

For each example, provide:

1. A brief description of the services provided

2. An explanation of why this experience is relevant to the required Services, and

3. The name and address of the contracting agency, including contact information for a reference check (name, title, phone number, and email address).

*Response required

4. ........................................................................................... Proposed Scope of Services* Based upon the Draft Scope of Services, provide a complete description of the scope of services

(“Proposed Scope of Services”) the Respondent proposes to perform to achieve the 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

City of Napa Request For Proposals Page 14 of 14 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.

*Response required

5. ......................................................................................................................... Staffing* Please download the below documents, complete, and upload.

• Staff_Qualifications_and_Av...

*Response required

6. ............................................................................................................... Price Proposal*

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.

*Response required

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

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