REQUEST FOR PROPOSAL

2026-RFP-050

ON-CALL COURT MAINTENANCE AND REPAIRS

City of Palm Desert

73-510 Fred Waring Drive

Palm Desert, CA 92260

RELEASE DATE: July 22, 2026

DEADLINE FOR QUESTIONS: July 31, 2026

RESPONSE DEADLINE: August 12, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Palm Desert

REQUEST FOR PROPOSAL

On-Call Court Maintenance and Repairs

1. Background and Introduction

2. Notice Inviting Proposals

3. Scope of Services

4. Requests for Clarification

5. Content and Format of Proposal

6. Selection Process

7. Evaluation Criteria

8. Submittal Requirements

9. General Conditions

10. Protests

11. Pricing Proposal

Attachments:

A - SAMPLE Maintenance Services Agreement

B - SAMPLE Payment and Performance Bonds

Request For Proposal #2026-RFP-050 Title: On-Call Court Maintenance and Repairs

1. Background and Introduction

1.1. Summary

The City of Palm Desert (“City”) is requesting proposals from qualified firms (“Proposers”) for On-Call

Court Maintenance and Repairs (“Services”) to establish a 3 years Maintenance Services Agreement

("Agreement").

To serve and promote the welfare of its residents, the City intends to procure the Services, as described below.

The City is seeking qualified contractors to provide on-call maintenance, repair, resurfacing, and replacement services for outdoor recreational courts and related amenities located at various City-owned parks and facilities. Services shall be performed on an as-needed basis.

1.2. Background

The City is a charter city located in the Coachella Valley in Eastern Riverside County, within the low desert region of Southern California. The City is home to approximately 50,000 full-time and an additional 32,000 seasonal residents. Palm Desert offers big-city resources within a welcoming, small-town environment, with high-quality educational opportunities, safe and clean streets, extensive retail and entertainment options, and a robust community programming. Widely considered the geographical, educational, and retail hub of the Coachella Valley, Palm Desert was incorporated in 1973 and operates under a council-manager form of government with a five-member City Council elected by district, each serving a four-year term. The City Council meets on the second and fourth Thursdays of the month at

Palm Desert City Hall, 73-510 Fred Waring Drive.

1.3. Contact Information

Project Contact:

Maria Murillo

Management Analyst

Email: mmurillo@palmdesert.gov

Phone: (760) 574-7781

Procurement Contact:

Celina Cabrera

Senior Management Analyst

Email: ccabrera@palmdesert.gov

Phone: (760) 776-6449

Department:

PW - Operations & Maintenance

1.4. Timeline

The scheduled dates are tentative and City retains the sole discretion to adjust the above schedule.

Nothing set forth herein shall be deemed to bind City to award a contract for the Services and City retains the sole discretion to cancel or modify any part of or all of this RFP at any time.

mailto:mmurillo@palmdesert.gov tel:(760)574-7781 mailto:ccabrera@palmdesert.gov tel:(760)776-6449

Release of Request for Proposal July 22, 2026

Last Day to Submit Questions for

Clarification

July 31, 2026, 2:00pm

Clarifications Issued by City on or before August 7, 2026, 2:00pm

Deadline for Receipt of Proposals submitted on or before

August 12, 2026, 2:00pm

2. Notice Inviting Proposals

2.1. NOTICE

RFP No.: 2026-RFP-050

Project Title: On-Call Court Maintenance and Repairs

PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the City of Palm Desert (“City”) electronically through the City of Palm Desert’s ("City") online bid management provider (“OpenGov

Procurement”), until 2:00 pm, Wednesday, August 12, 2026. Proposals may not be submitted by fax, email, telephone, mail, hand delivery, or other means; any proposals received through any means other than OpenGov Procurement will be returned to the proposer unopened.

The City is requesting proposals to provide: On-Call Court Maintenance and Repairs

The award of this contract is subject to available budget adequate to carry out the provisions of the proposed Agreement including the identified scope of work. The City reserves the right to reject any or all proposals determined not to be in the best interest of the City.

The City of Palm Desert is committed to inclusion and diversity and welcomes proposals and bids from contractors, consultants, and vendors of all faiths, creeds, ancestries, and ethnicities without regard to disability, gender identity, sexual orientation, or immigration status. The City condemns and will not tolerate prejudice, racism, bigotry, hatred, bullying, or violence towards any group within or outside of our community.

2.2. SCOPE OF SERVICES

The Services sought under this Request for Proposals (“RFP”) are set forth in more detail in the Scope of

Services Section, incorporated herein by this reference. Notwithstanding the inclusion of such Services in the Scope of Services Section, the final Scope of Services negotiated between City and the successful

Proposer shall be set forth in the Maintenance Services Agreement (“Agreement”) executed by and between City and the successful Proposer. A copy of the Agreement is attached and incorporated herein by this reference.

2.3. PREVAILING WAGE

1. Certain labor categories under this project may be subject to prevailing wages as identified in the State of California Labor Code commencing at sections 1720 et seq. and 1770 et seq. If applicable, employees working in these categories at the site must be paid not less than the basic hourly rates of pay and fringe benefits established by the California Department of

Industrial Relations. Copies of the State of California wage schedules are available for review at www.dir.ca.gov/dlsr/. In addition, a copy of the prevailing rate of per diem wages will be made available at the PW - Operations & Maintenance Department upon request. The successful proposer shall post a copy of the prevailing wage rates at each job site. It shall be mandatory upon the proposer to whom the contract is awarded, and upon any subcontractors, to comply with all Labor Code provisions, which include but are not limited to the payment of not less than the said specified prevailing wage rates to all workers employed by them in the execution of the contract, employment of apprentices, hours of labor and debarment of contractors and subcontractors.

2. Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the Department of Industrial Relations (“DIR”). No proposal will be accepted, nor any contract entered into without proof of the proposer’s and subcontractors’ current registration with the DIR to perform public work. If awarded a contract, the proposer and its subcontractors, of any tier, shall maintain active registration with the DIR for the duration of the project. Notwithstanding the foregoing, the contractor registration requirements mandated by

Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections

1725.5 and 1771.1. The contract awarded pursuant to this proposal may also be subject to compliance monitoring and enforcement by the DIR.

2.4. LICENSE REQUIREMENTS

Unless otherwise provided in the Instructions for Bidders, each Bidder shall be a licensed contractor pursuant to sections 7000 et seq. of the Business and Professions Code in the following classification(s) throughout the time it submits its Bid and for the duration of the Contract: Class B, General Building or higher and/or the appropriate C specialty licenses (C-32, C-13, C-8)

2.5. REGISTRATION

Interested proposers may register as vendors and download the Request for Proposals (“RFP”). To register, visit the City's electronic bidding website, OpenGov Procurement, and proceed to "Subscribe" as a vendor with the City to receive new project notifications. Interested proposers may "Follow" the RFP to view and/or download the RFP details, receive addenda alerts and notices, and draft and submit a response.

https://secure.procurenow.com/portal/cityofpalmdesert

2.6. PRE-PROPOSAL MEETING

For this RFP, there is no pre-proposal meeting.

3. Scope of Services

3.1. Location of the Project

The Contractor may be required to provide services at the following City-owned parks and recreational facilities:

• Cahuilla Hills Park, 45-825 Edgehill Drive o Two tennis courts with pickleball lines

• Civic Center Park, 43-900 San Pablo Avenue o Three basketball Courts o Twelve pickleball courts o Three tennis courts o Four volleyball courts

• Freedom Park, 77-400 Country Club Drive o Eight pickleball courts o Two volleyball courts

• Hovley Soccer Park, 74-735 Hovley Lane o One basketball court

• Joe Mann Park, 77-810 California Drive o One basketball court o One volleyball court

• Palma Village Park, 44-550 San Carlos Avenue o 1 basketball court o 1 volleyball court

• University Park East, 74-902 University Park Drive o 1 basketball court

The locations and court quantities listed above represent the City's current inventory and are provided for informational purposes. The City may add, remove, or modify locations and facilities during the term of the Agreement.

Each facility has unique maintenance and repair needs. All work shall be performed in a manner that protects the public, minimizes disruption to facility operations, and maintains the appearance and condition of City facilities.

3.2. Scope of Work

The Contractor shall furnish all labor, supervision, vehicles, tools, equipment, materials, and incidentals necessary to provide approved maintenance and repair services on an as-needed basis.

Services shall be performed only when requested and authorized in writing by the City. Contractor inspections, assessments, recommeendations, or cost eestimates shall not constitute authorization to proceed with work.

All materials, products, colors, finishes, and manufacturers shall be submitted to the City for review and approval before purchase or installation. When available, the City will provide applicable standard specifications and product requirements.

3.2.1 Inspections and Recommendations

At the City's request, the Contractor shall participate in site visits to inspect court surfaces, equipment, fencing, pavement, and related amenities. Site visits may be conducted quarterly, on a rotating basis, or in response to a specific maintenance concern.

Following each requested inspection, the Contractor shall provide a written report within fourteen calendar days that includes:

o Locations and addresses inspected o Name and contact information of the Contractor's representative o Date and time of the inspection o Description of observed conditions o Prioritized recommendations for maintenance and repairs o Identification of conditions presenting an immediate or potential safety concern o Preliminary cost estimate for each recommended project o Photographs documenting the observed conditions

Conditions that present an immediate threat to public safety shall be reported to the City as soon as discovered and no later than the end of the same business day. The Contractor shall not close a facility or perform corrective work unless directed by the City, except when immediate action is necessary to protect life or property.

When requested, the Contractor shall assist the City in developing short-term and long-term maintenance recommendations for its recreational courts and related amenities.

3.2.2 Recreational Court Maintenance and Repairs

Service may include:

• Cleaning, preparation, resurfacing, coating, and striping of tennis, basketball, volleyball, and pickleball courts

• Inspection and repair of cracks, surface deterioration, low areas, delamination, fading, and other damage

• Crack sealing, surface patching, leveling, and localized repairs

• Repainting or restriping court lines in configuration and colors approved by the City

• Installation, repair, adjustment, or replacement of:

o Fencing o Gates and gate hardware o Windscreens o Net posts and nets, o Basketball hoops, backboards, rims, poles, and related hardware o Volleyball posts, nets, and related hardware o Shade canopies and related structures

• Removal and replacement of damaged or obsolete court amenities

• Other court-related maintenance and repair service authorized by the City

Court resurfacing shall include all necessary surface preparation, cleaning, repairs, coatings, striping, curing, and protection required to provide a complete and usable finished surface.

3.2.3 Pavement and Accessibility Work

Services may also include incidental asphalt and concrete work associated with courts and their immediate access areas, including:

• Asphalt or concrete pavement repair

• Crack sealing and patching

• Repair of pathways serving recreational courts

• Restriping

• Minor accessibility improvements

• Removal and replacement of damaged pavement

Accessibility improvements shall be performed only when specifically authorized by the City and shall comply with applicable accessibility requirements. Any work requiring professional design, engineering, permits, or specialized licensing shall be identified in the Contractor’s estimate before authorization.

3.3. Work Authorization and Estimates

Before beginning work, the Contractor shall submit a written estimate or proposal containing, as applicable:

• Description and location of the proposed work

• Proposed method of repair

• Labor classifications and estimated hours

• Equipment to be used

• Materials, quantities, and manufacturers

• Subcontracted services

• Anticipated schedule and duration

• Required facility closures or access restrictions

• Required permits, inspections, or utility coordination

• Itemized total cost

• Warranty information

The Contractor shall not exceed the authorized amount or materially change the approved work without prior written approval from the City.

The City does not guarantee a minimum amount of work under the Agreement and may obtain quotes or services from other contractors when determined to be in the City’s best interest.

3.4. Response and Scheduling

The Contractor shall acknowledge City service requests within one business day. The Contractor shall provide an anticipated inspection or service date based on the urgency of the request.

For conditions identified by the City as urgent or potentially hazardous, the Contractor shall respond within the timeframe specified by the City. Emergency services shall be performed only when requested by an authorized City representative.

Work schedules, court closures, and impacts to park operations shall be coordinated with City staff before work begins.

3.5. Site Protection and Completion

The Contractor shall:

• Provide appropriate barricades, warning signs, and temporary controls

• Protect adjacent landscaping, pavement, furnishings, and facilities

• Maintain safe public access around the work area

• Remove debris and surplus materials

• Legally dispose of removed materials

• Clean the work area upon completion

• Correct damage caused by the Contractor or its subcontractors

• Notify the City when the court or facility may safely be reopened

Completed work shall be subject to City inspection and acceptance.

3.6. Contractor Requirements and Compensation

The Contractor shall furnish all personnel, supervision, vehicles, tools, equipment, materials, and supplies necessary to perform the authorized services. The Contractor and its subcontractors shall maintain all licenses and registrations required for the work performed, and assigned personnel shall be appropriately trained and qualified.

Labor and equipment shall be billed at the rates included in the Contractor’s approved pricing proposal.

Labor and equipment rates shall include overhead, administrative expenses, profit, travel, mobilization, and all other applicable markups unless a separate charge is specifically identified in the pricing proposal and approved by the City.

Parts and materials shall be reimbursed at the Contractor’s documented actual cost, as supported by invoices or receipts, plus a maximum markup of fifteen percent. No additional markup shall be applied to sales tax, shipping, equipment, or subcontracted work unless specifically authorized in the

Agreement.

The Contractor shall comply with applicable prevailing wage, Department of Industrial Relations registration, certified payroll, and apprenticeship requirements when the authorized work constitutes public work subject to those requirements.

4. Requests for Clarification

All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing VIA THE "Q&A" tab through the City’s online bid management provider (“OpenGov-

Procurement”).

All written questions, if answered, will be answered in writing, conveyed to all interested firms, and posted through OpenGov-Procurement. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by 2:00 pm (local time) on Friday, July 31, 2026.

https://secure.procurenow.com/portal/cityofpalmdesert

5. Content and Format of Proposal

5.1. Proposal (WITHOUT COST)*

Proposals shall be concise, well organized, and demonstrate the Proposer’s qualifications, relevant experience, staffing, and approach to providing the Services. The proposal shall be submitted as one document, include page numbers, and be organized in the order listed below. Pricing shall not be included in this proposal document and shall be submitted separately in the Pricing Proposal section.

1. Cover Letter

A. Briefly introduce the firm and summarize its qualifications to provide on-call court maintenance and repair services.

B. Identify the primary contact for the proposal, including the individual’s name, title, address, email address, and telephone number.

C. Identify the individual or individuals authorized to negotiate Agreement terms and compensation on behalf of the firm.

2. Firm Experience and References

A. Provide a brief history of the firm and describe its experience performing services similar to those described in this RFP, including court resurfacing, court repairs, recreational facility maintenance, pavement repairs, fencing, windscreens, shade canopies, and related work, as applicable.

B. Provide examples of recently completed or current projects similar in scope and function. For each project, include the client name, project description, services performed, completion date or contract term, and approximate contract value.

C. Provide at least three references for similar work. Include the client name and the name, title, telephone number, and email address of the primary contact person.

3. Firm Staffing and Key Personnel

A. Identify the key personnel who will be principally responsible for providing the Services and describe the role and responsibilities of each individual.

B. Describe the proposed team organization and the firm’s capacity to provide additional personnel when multiple or priority work requests must be addressed.

C. Identify the applicable licenses, certifications, and relevant qualifications of key personnel.

D. Identify any services likely to be subcontracted and the subcontractor anticipated to perform each service. Describe the Proposer’s process for managing and supervising subcontractors.

4. Approach to Providing the Services

A. Describe the Proposer’s technical and management approach to providing on-call maintenance and repair services to the City.

B. Describe the proposed process for receiving City requests, coordinating site visits, inspecting conditions, preparing written recommendations and estimates, obtaining City authorization, scheduling the work, and documenting completion.

C. Describe the methods that will be used to protect the public and adjacent facilities, manage court or facility closures, maintain a clean work area, and coordinate reopening with City staff.

D. Describe the firm’s quality-control procedures, including supervision of the work, review of materials and finishes, correction of deficiencies, and final inspection.

E. Identify any additional tasks or considerations the Proposer believes are necessary to successfully provide the Services described in this RFP.

5. Availability and Capacity

A. Describe the firm’s availability and anticipated response time for routine, priority, and urgent service requests.

B. Describe the firm’s ability to manage multiple work requests at different City locations and complete authorized work within the schedule established with the City.

C. Identify the vehicles, tools, equipment, and other resources available to support the Services.

*Response required

5.2. Non-Collusion Declaration*

The undersigned declares:

I am an authorized representative of my company, the party making the foregoing Bid, to certify the following.

The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other

Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her

Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

☐ Please confirm

*Response required

5.3. Enter your valid CA Contractors State License Board (CSLB) number* Please enter your License Number here. This will be verified against the state database.

*Response required

5.4. Enter your California Department of Industrial Relations (DIR) Registration number*

Please enter your Public Works Contractor DIR Number. This will be verified against the state database.

*Response required

5.5. Type of Business*

☐ C Corporation (if corporation, two signatures are required)

☐ S Corporation (if corporation, two signatures are required)

☐ Limited Liability C Corporation (if corporation, two signatures are required)

☐ Partnership

☐ Limited Liability Partnership

☐ Sole Proprietor/Individual

☐ Other

*Response required

5.6. Litigation*

Provide litigation history for any claims filed by your firm or against your firm related to the provision of

Services in the last five (5) years (or type "N/A").

*Response required

5.7. Changes to Agreement*

The City standard Maintenance Services Agreement contract is included as an attachment herein. The

Proposer shall identify any objections to and/or request changes to the standard contract language in this section of the proposal (or type "N/A"). If you are identifying changes here ALSO upload a copy of the redlined Language/Agreement with your Proposal. Changes requested may effect theCity's decision to enter into an Agreement.

*Response required

5.8. No Deviations from the RFP*

In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this

RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted here, and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein (or type "N/A").

Maximum response length: 5000 characters

*Response required

5.9. Project Team Resumes*

Submit resumes of all key personnel/support staff that will produce work product for the Services.

Describe their qualifications, education, and professional licensing.

*Response required

5.10. List the Signatory(s) Authorized to Sign and Bind an Agreement.* (If two (2) signatures are required, include the following information for both signatories)

1. Full Name

2. Title

3. Physical Business Address

4. Email Address

5. Phone Number

Corporation (C-Corp): Requires two signatures from authorized officers— one from President or Vice

President, and the other from the Secretary or Treasurer.

An alternate signatory may be used if authorized by a Notarized Corporate Resolution or Article of

Authority.

LLC: Usually requires one signature from an authorized member or manager. For significant contracts

(e.g., over $50,000 for construction or over $25,000 for service agreements), additional approvals or signatures may be required.

Sole Proprietorship, Non-Profit, Single LLC: Only the one signature is necessary.

*Response required

5.11. Certification of Proposal: The undersigned hereby submits its proposal and, by doing so, agrees to furnish services in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.*

☐ Please confirm

*Response required

6. Selection Process

1. During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

2. It is the City’s intent to select a Proposer best evidencing demonstrated competence and professional qualification to perform the Services. The City reserves the right to reject all proposals, select by proposal review only or interview as needed. Certain Proposers may be selected to make a brief presentation and oral interview after which a final selection will be made.

The successful Proposer will be selected on the basis of information provided in the RFP, in-person presentations, and the results of the City’s research and investigation. Upon selection of a

Proposer, the City will endeavor to negotiate a mutually agreeable Maintenance Services

Agreement with the selected Proposer. In the event that the City is unable to reach Agreement, the City will proceed, at its sole discretion, to negotiate with the next Proposer selected by the

City. The City reserves the right to contract for services in the manner that most benefits the City including awarding more than one contract if desired.

3. After negotiating a proposed Agreement that is fair and reasonable, City staff will make the final recommendation to the City Council concerning the proposed Agreement. The City Council has the final authority to approve or reject the Agreement.

7. Evaluation Criteria

The City will evaluate proposals based on the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Firm Experience and Past Performance

• Experience with court resurfacing, court repair, pavement repair, fencing, windscreens, shade canopies, and related work.

• Experience providing on-call or as-needed services for public agencies or comparable facilities.

• Demonstrated quality, timeliness, reliability, and successful performance on similar projects.

0-5 Points 25 (25% of Total)

2. Qualifications and Key Personnel and Team

• Qualifications, licenses, experience, and assigned responsibilities of key personnel.

• Organization and supervision of the proposed team.

• Qualifications and management of proposed subcontractors, if any.

0-5 Points 15 (15% of Total)

3. Approach to Providing the Services

• Process for receiving requests, inspecting conditions, preparing estimates, obtaining authorization, scheduling, and documenting completion.

• Quality-control procedures and review of materials, finishes, and completed work.

• Approach to public safety, facility closures, protection of adjacent improvements, cleanup, and correction of deficiencies.

0-5 Points 25 (25% of Total)

4. Availability, Capacity, and Resources

• Availability and anticipated response times for routine, priority, and urgent requests.

• Ability to manage multiple work requests and locations.

• Adequacy of staffing, vehicles, tools, equipment, and other resources.

0-5 Points 15 (15% of Total)

5. Price Proposal

• Completeness, competitiveness, and reasonableness of the proposed pricing.

• Consistency of labor, equipment, unit prices, material markups, and other charges with the Scope of Services.

0-5 Points 20 (20% of Total)

8. Submittal Requirements

8.1. General

It is strongly recommended that the Proposer submit proposals in the format identified in this RFP to allow the City to fully evaluate and compare the proposal. All requirements and questions in the RFP should be addressed and all requested data shall be supplied. The City reserves the right to request additional information which, in the City’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the Agreement.

8.2. Preparation

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Proposer’s demonstrated capability to perform the Services. Expensive bindings and promotional materials, etc., are not necessary or desired. However, technical literature that supports the approach to providing the

Services and work plan should be forwarded as part of the proposal. Emphasis should be concentrated on completeness, approach to the work and clarity of proposal.

8.3. Site Examination

Proposers may visit the City and its physical facilities to determine the local conditions which may in any way affect the performance of the work; familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the

Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement.

8.4. Authorization

The proposal shall be signed by an individual, partner, officer or officers authorized to execute legal documents on behalf of the Proposer.

8.5. Confidentiality of Proposal

Proposals submitted in response to this RFP shall be held confidential by City and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either City and the successful Proposer have completed negotiations and entered into an Agreement or

City has rejected all proposals. All correspondence with the City including responses to this RFP will become the exclusive property of the City and will become public records under the California Public

Records Act. The City will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement.

If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public

Records Act, the Proposer must mark it as such and state the specific provision in the California Public

Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), the City will provide

Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give City written notice of Proposer's objection to the City's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information.

Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this RFP.

8.6. Submittal Instructions

The proposal must be received no later than 2:00 pm, on or before Wednesday, August 12, 2026 through the City’s electronic bidding system, OpenGov Procurement. It is solely the responsibility of Proposer to see that its proposal is properly submitted in #Content and Format of Proposal in proper form and prior to the stated closing time. The City’s electronic bidding system will not accept late proposals. The City will only consider proposals that have transmitted successfully and have been sent an email with a time stamp from the City’s electronic bidding system indicating that the proposal was submitted successfully.

Proposers shall be solely responsible for informing themselves with respect to the proper utilization of the City’s electronic bidding system, ensuring the capability of their computer system to upload the required documents, and the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer’s sole risk, and no relief will be given for late and/or improperly submitted proposals.

Proposers experiencing any technical difficulties with the proposal submission process may contact

OpenGov Procurement Support using the instant help chat function (located at the bottom right of the screen while on the website) during business hours, or by emailing support@procurenow.com. Neither the City nor OpenGov Procurement make any guarantee as to the timely availability of assistance or assurance that any given problem will be resolved by the proposal submission date and/or time.

9. General Conditions

9.1. Amendments to RFP

The City reserves the right to amend the RFP or issue to all Proposers addenda to answer questions for clarification.

9.2. Amendments to Proposals

Unless specifically requested by the City, no amendment, addendum or modification will be accepted after a proposal has been submitted to City. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted prior to the deadline stated herein for receiving proposals.

9.3. Non-Responsive Proposals

A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

9.4. Costs for Preparing

The City will not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of the City. The City will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.

https://secure.procurenow.com/portal/cityofpalmdesert/projects/284505/document?section=2743382 mailto:support@procurenow.com

9.5. Cancellation of RFP

City reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other marketing costs associated with this

RFP.

9.6. Price Validity

Prices provided by Proposers in response to this RFP are valid for 90 days from the proposal due date. The

City intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete, and the contract is awarded.

9.7. No Commitment to Award

Issuance of this RFP and receipt of proposals does not commit the City to award a contract. City expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Proposer concurrently, or to cancel all or part of this RFP.

9.8. Right to Negotiate and/or Reject Proposals

City reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of City, such action shall serve its best interests and those of the tax-paying public. The Agreement, if any is awarded, will go to the Proposer whose proposal best meets City’s requirements.

9.9. Non-Discrimination

The City does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability or gender in consideration for an award of contract.

The City's commitment to diversity and inclusion can be found here.

10. Protests

The procedures set forth in this section are mandatory and are the sole and exclusive remedy of a bidder, proposer or other vendor to dispute the award of a contract that the city solicits through a competitive process. A protest that does not comply with these procedures with these procedures may be summarily rejected and the person submitting the protest shall be deemed to have waived all rights to relief.

10.1. Protests of Solicitation Method

By submitting a bid, proposal or other application for a contract award, the bidder, proposer or other vendor shall be deemed to have waived all rights to challenge the city's method for procuring the contract or any discrepancy in the solicitation process or documents. Bidders, proposers, or vendors may submit bids, proposals or other applications under protest. Protests under this section shall be submitted in writing to the official designated to receive the bid, proposal or other application and shall contain a full summary of the factual and legal basis for the protest.

https://www.cityofpalmdesert.org/our-city/departments/city-manager/inclusion

10.2. Waiver

Any person that: (1 ) did not directly submit a bid or proposal, (2) is not responsible or qualified to receive the contract, (3) failed to submit a responsive bid or proposal, (4) is not in line to receive the contract or is otherwise ineligible to receive the contract, (5) is otherwise not beneficially interested in the award, or

(6) fails to submit a timely protest shall be deemed to have waived the right to protest the award of the contract. Any protest deemed waived will be subject to summary rejection without further consideration and the person will have no right to any relief.

10.3. Protests of Award

A bidder, proposer or other vendor applying for a city contract through a competitive process may submit a written protest of the award of the contract. The protest shall identify and explain the factual and legal grounds for the protest. Any grounds not raised in the written protest are deemed waived by the protesting bidder.

10.4. Timing of Protest of Award

Protests shall be submitted in writing to the official designated to receive the bid, proposal or other application within the following times:

1. If of another bidder, within five (5) calendar days after the bid opening date.

2. If the City of Palm Desert makes a recommendation to the City Council/Housing Authority to award a proposal or other application, then within five (5) calendar days following the issuance of the recommendation and prior to the date of the award.

3. If in response to a notice of intent to reject a bid, proposal or other application, then within five

(5) calendar days following the issuance of the notice of intent.

10.5. Protest Review and Response

If the protest is timely and complies with the above requirements, the City of Palm Desert shall review the protest, any response from the challenged bidder, proposer or other vendor, and all other relevant information. The City of Palm Desert will provide a written decision to the protester in a reasonable amount of time. If the protest is in response to a recommendation of award to the City of Palm Desert then the protest will be considered concurrently with the award of the contract, and the approval authority's action is final.

10.6. Conflicts

The protest procedures contained in this section shall not apply if a particular solicitation contains a different protest procedure. This section does not limit or eliminate a claimant's obligations under the

Government Claims Act, Government Code Section 900 et seq.

11. Pricing Proposal

Proposers shall provide pricing for each item below. Unit prices shall include all labor, supervision, equipment, mobilization, overhead, profit, surface preparation, cleanup, and other incidental costs necessary to complete the work, unless otherwise stated.

The estimated quantities are provided solely for evaluation and comparison of proposals. They do not represent guaranteed quantities or a commitment by the City to order any minimum amount of work.

Materials not included in a unit price shall be reimbursed at the Contractor’s documented actual cost, supported by invoices or receipts, plus a reasonable and approved markup on the materials. No additional markup shall be applied to labor or equipment rates.

COURT SURFACE MAINTENANCE AND REPAIRS

Proposers shall provide pricing for each item below. Unit prices shall include all labor, supervision, equipment, mobilization, overhead, profit, surface preparation, cleanup, and other incidental costs necessary to complete the work, unless otherwise stated. The estimated quantities are provided solely for evaluation and comparison of proposals. They do not represent guaranteed quantities or a commitment by the City to order any minimum amount of work. Materials not included in a unit price shall be reimbursed at the Contractor’s documented actual cost, supported by invoices or receipts, plus a markup not to exceed fifteen percent (15%). No additional markup shall be applied to labor or equipment rates.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Pickleball court complete resurfacing, including surface preparation, minor crack repair, approved coating system, striping, cleanup, and curing

1,800 SF

2 Tennis court complete resurfacing, including surface preparation, minor crack repair, approved coating system, striping, cleanup, and curing

7,200 SF

3 Basketball court complete resurfacing, including surface preparation, minor crack repair, approved coating system, striping, cleanup, and curing

4,700 SF

4 Volleyball court complete resurfacing, including surface preparation, minor crack repair, approved coating system, striping, cleanup, and curing

4,000 SF

5 Localized court surface patching and repair

1 SF

Line Item Description Quantity Unit of

Measure Unit Cost Total

6 Court crack repair and sealing 1 LF

7 Court line repainting or restriping, without complete resurfacing

1 LF

TOTAL

PAVEMENT AND RELATED SITE REPAIRS

Proposers shall provide pricing for each item below. Unit prices shall include all labor, supervision, equipment, mobilization, overhead, profit, surface preparation, cleanup, and other incidental costs necessary to complete the work, unless otherwise stated. The estimated quantities are provided solely for evaluation and comparison of proposals. They do not represent guaranteed quantities or a commitment by the City to order any minimum amount of work. Materials not included in a unit price shall be reimbursed at the Contractor’s documented actual cost, supported by invoices or receipts, plus a markup not to exceed fifteen percent (15%). No additional markup shall be applied to labor or equipment rates.

Line Item Description Quantity Unit of

Measure Unit Cost Total

8 Asphalt pavement patching and repair 1 SF

9 Concrete pavement patching and repair

1 SF

10 Expansion joint repair or replacement 1 LF

11 Pavement crack sealing 1 LF

12 Pavement or accessibility marking and restriping

1 LF

HOURLY LABOR RATES

These rates would apply when the City authorizes work that cannot reasonably be priced using the unit-price items above. Materials not included in a unit price shall be reimbursed at the Contractor’s documented actual cost, supported by invoices or receipts, plus a markup not to exceed fifteen percent

(15%). No additional markup shall be applied to labor or equipment rates.

Line Item Description Quantity Unit of

Measure Unit Cost Total

13 Court maintenance and repair technician 1 Hour

14 Court maintenance and repair supervisor or foreperson, when authorized

1 Hour

15 Asphalt or concrete repair technician 1 Hour

16 Fence, windscreen, or shade canopy technician 1 Hour

17 Equipment operator 1 Hour

18 General laborer 1 Hour

11. Pricing Proposal