On-Call_Financial_Consulting_Services.pdf

REQUEST FOR QUALIFICATIONS

22-046-RFQ

ON-CALL FINANCIAL CONSULTING SERVICES

City of West Sacramento

1110 W Capitol Ave

West Sacramento, CA 95691

RELEASE DATE: July 19, 2022

DEADLINE FOR QUESTIONS: July 25, 2022

RESPONSE DEADLINE: August 9, 2022, 11:59 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofwestsacramento https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of West Sacramento

REQUEST FOR QUALIFICATIONS

On-Call Financial Consulting Services

I. Introduction II. Scope of Work

III. Proposal Requirements IV. General Information V. Terms and Conditions

VI. Evaluation Criteria VII. Consultant Selection and Contract Award

VIII. Standard Contract Information IX. Proposer Questionnaire

Attachments:

A - Contract for Services (West Sacramento) - Boilerplate

B - Insurance Checklist 2022

Request for Qualifications #22-046-RFQ Title: On-Call Financial Consulting Services

1. INTRODUCTION

1.1. Summary

STATEMENT OF PURPOSE

The City of West Sacramento is seeking Statements of Qualifications from qualified firms or individuals

("Proposer") to develop an on-call list of consultants to provide financial services to the City of West

Sacramento (“City”) for projects on an "as-needed" basis.

Each qualified Proposer is to submit a response in conformity with the terms of this Request for

Qualifications ("RFQ") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFQ and the City's contracting procedures, if any is selected, is referred to herein as

"Contractor."

SYNONYMOUS TERMS

As used throughout this bid and its attachments, the following terms are synonymous:

a. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror

b. Purchase Order, Contract, Agreement

c. Services, Work, Scope, and Project

d. Pricing proposal/table/sheet, Cost proposal/table/sheet, Rate table/sheet

1.2. Background

West Sacramento is a vibrant riverfront community centrally located in Northern California. West

Sacramento shares the Sacramento River with neighboring Sacramento, with the deep-water ship canal serving the Port of Sacramento. Incorporated in 1987, West Sacramento encompasses approximately 22 square miles, with a population just over 53,000 people. The City of West Sacramento is a general law city, operating under the council/manager form of government with approximately 412 authorized positions and approximately 150 part-time employees. The City provides a full range of municipal services including public safety, water, wastewater and solid waste services, planning and building, economic development and housing and maintenance of parks, streets, fleet, facilities and landscaping.

1.3. Contact Information

Marc Rotteveel

Finance Analyst

1110 W Capitol Ave

West Sacramento, CA 95691

Email: marcr@cityofwestsacramento.org

Phone: (916) 617-4575

Department:

Finance mailto:marcr@cityofwestsacramento.org tel:(916)617-4575

1.4. Timeline

Project Release Date July 19, 2022

Question Submission Deadline July 25, 2022, 11:59pm

Question Response Deadline August 1, 2022, 11:59pm

Proposal Submission Deadline August 9, 2022, 11:59pm

Prospective Interview Date August 24, 2022

2. SCOPE OF WORK

2.1. Scope of Work

The following is a list of tasks that are intended to be the responsibility of the Contractor pursuant to this Request for Qualifications ("Scope of Work ").

Consultants may be selected for a particular project on any basis that meets the interests of the City.

The City anticipates that any consultant selected may be called upon to assist with the following, including providing general consulting services related to the following:

• Fiscal Impact Analysis

• Community Facility Districts (CFD’s) formation

• Assessment Districts (AD’s) formation

• Property Based Business Improvement Districts (PBID’s) formation

• Development Impact Fee Studies

• Infrastructure Financing Districts (IFD’s) and Enhanced Infrastructure Financing Districts (EIFD’s) formation

• Other Financing District formation

• Property tax and special tax financial analysis

• Preparation of Rate and Methods of Apportionment (RMA’s)/Hearing Reports

• Preparation of Benefit Methodology

• Preparation of Finance Plans

• Preparation of Nexus Studies

• Preparation of Engineer’s Reports

• Financial/Municipal Advisor Services

• Debt Analysis

• Long-Term Financial Modeling/Projections

• Other Financial Analysis/Services

Consultant is required to have a knowledge of the the following:

• Mello Roos Act of 1982

• AB 1600 Mitigation Fee Act

• IFD/EIFD laws https://secure.procurenow.com/portal/cityofwestsacramento/projects/22449?section=174637

• Proposition 218 Requirements

The above list is not meant to constitute an exhaustive list of specialty areas and areas of knowledge.

Firms selected may be called upon to provide other services not identified here in connection with a particular transaction.

2.2. Term of Contract

The anticipated term of the on-call list shall be 5 years. The initial term of any Contract executed from the on call list is at the City's discretion and may be up to 3 years. The City reserves the right to extend the Contract for up to 2 additional 1-year terms (individually, “Extension”) upon the same terms and conditions as parties agreed to in the Contract. Thus, parties agree the Contract may be for a total of 5 years upon the same terms and conditions as parties agreed in the Contract. At least sixty (60) calendar days prior to the commencement of each Extension, parties may agree to an adjustment in the rates, fees, and costs for the Scope of Work. Any such adjustment shall not be more than the aggregate annual change in the Consumer Price Index, Pacific Cities, West – Size Class B/C, published by the U.S.

Department of Labor, ending each year, or Extension, of the Contract.

Notwithstanding the foregoing, the City is not obligated to extend the Contract for any amount of time.

If there is outstanding work within the Scope of Work at the end of the term of the Contract and the City requires time to solicit for and secure an alternative contractor, Contractor shall continue to provide the services within the Scope of Work on a month-to-month basis, not to exceed six (6) months, at the same cost, terms, and conditions in effect at the termination of the Contract. The City shall give Contractor at least thirty (30) days written notice of such a need and the anticipated timeline to secure an alternative contractor.

3. PROPOSAL REQUIREMENTS

3.1. Proposal Format & Content

Responding proposals must include each of the following sections to be uploaded in the Proposer

Questionnaire section.

A. Proposal Transmittal Letter

B. Proposer's Mandatory Qualifications and Experience

C. Technical Project Approach

D. Rate Sheet

Specific content and format requirements for each section are detailed below.

Each section shall be uploaded separately in the Proposer Questionnaire section of this RFQ.

3.2. Proposal Transmittal Letter

A Proposer is required to provide a written transmittal letter and offer in the form of a standard business letter ("Proposal Transmittal Letter" or "Letter"). The Proposal Transmittal Letter shall reference and respond to the following subsections in sequence and have attached to it corresponding documentation, as required. A Proposal Transmittal Letter is mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

A. Proposer's Name and Contact. The Letter shall state the complete name, or business name, of the Proposer making the Proposal. The Letter shall state the name, title, mailing address, email address , and telephone number of the person the City should contact regarding the Proposal.

B. Statement of Offer. The Letter shall state that the Proposal is an offer to complete the Scope of

Work and the offer, including the Cost Proposal rates and budget, remains valid for at least ninety (90) business days after the Proposal due date.

C. Conflict of Interest. The Letter shall state whether the Proposer, or any individual who shall perform work under the Contract, has a possible conflict of interest and, if so, the nature of that conflict. The City reserves the right to terminate the Contract if its execution would or could create, or give the appearance of creating, a conflict of interest. The City, at its sole discretion, shall make all determinations on the existence or appearance of a conflict of interest.

D. City Contract Terms. The Letter shall include a statement of acknowledgement that the City’s

Standard Contract and Insurance Requirements (Included in Attachments) have been reviewed and accepted by the Proposer with or without qualification. If the Proposer has qualifications, the Proposer shall upload a document identifying the Contract language at issue and Proposer's suggested adjustment or modification in redline. If no qualifications are identified, Proposer is presumed to have accepted the Contract and be capable of completing the Scope of Work, as https://secure.procurenow.com/portal/cityofwestsacramento/projects/22449?section=174643 https://secure.procurenow.com/portal/cityofwestsacramento/projects/22449?section=174643 https://secure.procurenow.com/portal/cityofwestsacramento/projects/22449?section=undefined well as all reasonably associated managerial tasks, without reservation or qualification pursuant to the Contract.

1. If qualifications are involved, those items requiring adjustment or modification must be provided via tracked changes on the Standard Contract (see Attachments) and uploaded in the Proposer Questionnaire, under Standard City Contract Qualifications.

E. Subcontractors. The Letter shall state whether the Proposer intends to use subcontractors, subconsultants, or other contracting parties to complete the Scope of Work (collectively, "Subcontractors"). If so, the Letter shall clearly identify the name of each proposed

Subcontractor, their mailing address, email address, and telephone number as well as the service related to the Scope of Work that the Subcontractor is anticipated to perform. NOTE:

The Contractor must obtain written approval from the City prior to the use of any

Subcontractor, even after a Contract is executed.

F. Signature and Authority. The Letter shall be signed by a person empowered to bind the

Proposer to the provisions of the RFP, and any contract awarded pursuant to it. Evidence showing authority to bind the Proposer shall be attached to the Letter.

3.3. Proposer's Mandatory Qualifications and Experience

A Proposal shall demonstrate that the Proposer holds the qualifications and experience required to complete the Scope of Work by referencing and responding to the following subsections in sequence and attaching corresponding documentation, as required ("Mandatory Qualifications and Experience").

The qualifications and experience listed below are mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

A Proposal shall provide the following information by referencing the subsections in sequence and attaching corresponding documentation, as required, to evidence the Proposer's Mandatory

Qualifications and Experience to deliver services required to complete the Scope of Work:

A. Organization. A brief description of Proposer's background, years in business, organizational history, and client base. Briefly state Proposer's total number of employees and list all relevant licenses, specialties, and trainings held by Proposer and/or employees. List office location(s) and identify the office(s) from which services will be performed.

B. Experience. A brief statement of how long Proposer has been performing the services required to complete the Scope of Work. Proposer shall have a minimum of five (5) years of experience providing the services required to complete the Scope of Work to public agencies in California. If the Proposer has been in business for less than five years, the experience of its principals may be used to meet this requirement.

C. Public Agency Experience. A description of no more than ten (10) public sector projects completed within the last five (5) years that demonstrates Proposer's experience performing services to complete the Scope of Work, including a statement as to whether Proposer has experience working for the City of West Sacramento, or a public agency similar in size to the

City. Note key personnel involved in each project and if they are proposed for this Proposal. If applicable, differentiate which work was performed by subcontractor. List any contractual relationships with the City existing now or within the past five (5) years.

D. Personnel. A narrative description, resume, and organizational structure chart of personnel to be assigned to complete tasks within the Scope of Work, clearly indicating where Subcontractors will be used, if applicable. The narrative description or resume shall list, at least, each individual’s title, education, relevant experience and duration, professional licenses, and demonstrated accomplishments. Identify the individual who will lead the day-to-day work effort and serve as the primary contact to the City.

E. References. A list of five (5) references for whom the services required to complete the Scope of

Services have been performed by Proposer within the last three (3) years. The list of references shall include name, mailing address, email address, brief description of services completed relevant to this RFP, and point of contact who can attest to the quality and effectiveness of the services.

F. Local Benefit. A statement describing any and all local benefit the Proposer would bring to the

Contract. For example, local benefit may include but is not limited to local vendors, suppliers, labor or subcontractors used in support of the project as well as fees or taxes paid to the City. To the extent practical, the local benefit described with the Proposal should be measurable. At the end of the Contract, the Contractor shall be required to provide a report detailing the measures taken to enhance the local benefit and whether or not stated goals were met. For purposes of this section, a local vendor or service provider is one located within the City limits and in possession of a West Sacramento business license.

G. History. A statement as to whether there have been any mergers, acquisitions, or sales related to Proposer's organizational structure within the last three (3) years. If so, attach an explanation providing relevant details.

H. Legal Challenges. A statement as to whether there is any pending litigation against the Proposer.

If such litigation exists, attach an opinion of counsel as to whether the pending litigation will impair the Proposer's ability to perform the Contract.

I. Fiscal Viability. A statement as to whether, in the last ten (10) years, the Proposer has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors. If so, attach an explanation providing relevant details.

J. Business License. Registration with the Secretary of State to conduct business in the State of

California. Attach a copy of a proof of registration.

3.4. Technical Project Approach

Describe the operational or organizational approach the Proposer will take to fulfill the Scope of Work.

Proposer must provide a comprehensive narrative on how to accomplish required objectives and provide continuity on work efforts.

3.5. Rate Sheets

Rate Sheets for Professional Services as addressed in this RFQ, must be submitted via the City's e-

Procurement Portal. Costs shall include all applicable federal, state, and local taxes and must be all-inclusive of project expenses, as no additional charges shall be allowed, except for additional services as requested by the City, if any. There will be no additional reimbursement for travel time or expenses, telephone costs, copying costs, etc. Rate Sheets will only be opened after all other criteria have been evaluated and scored. Once rate sheets have been opened, evaluation and scoring of the rate sheets will be completed.

Proposer agrees to maintain pricing pursuant to their submittal for the duration of the initial contract term and any optional extensions.

https://secure.procurenow.com/portal/cityofwestsacramento/projects/22449?section=174636

4. GENERAL INFORMATION

4.1. Proposal Submission

All Proposals, including any attachments, exhibits, or amendments, shall be submitted through the City's

E-Procurement Portal, which will deliver Proposals to the City of West Sacramento, Finance and

Technology Department. Proposals not submitted through the City's E-Procurement Portal shall be deemed nonresponsive and rejected. Proposals may not be delivered orally, by paper, by email, by facsimile transmission, or by any other telecommunication or electronic means.

All proposals shall be submitted through the City’s e-Procurement Portal no later than:

Tuesday, August 9, 2022 at 11:59 pm.

Firms shall respond to the RFQ and any exhibits, attachments, or amendments.

A Proposer's failure to submit a Proposal in compliance with the procedures and timelines set forth in the RFQ shall cause the Proposal to be deemed nonresponsive and rejected. A late Proposal shall not be accepted. Additional time to respond shall not be granted to any Proposer.

4.2. Questions and/or Objections

It is to the City and Proposer's benefit that questions and objections are brought to the City's attention so it may issue necessary amendments to the RFQ and help prevent the opening of defective proposals upon which the City could not award a Contract. Proposer should carefully review this RFQ and all attachments for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively, “Questions”).

A Proposer may submit Questions related to this RFQ to the City through the City’s e-Procurement

Portal at or before:

Monday, July 25, 2022 at 11:59 pm.

Questions shall be considered waived and invalid if not brought to the attention of the City in conformity with this subsection. Questions not submitted through the City's e-Procurement Portal will not be accepted or responded to. Questions submitted after the deadline will not be accepted or responded to. Questions and answers will be posted on the City's e-Procurement Portal and visible to all.

Any revisions to the Standard Contract should be in the Proposal Transmission Letter and shown in redline, as described above.

4.3. General Proposal Format Requirements

A. The City discourages lengthy and costly proposals. A Proposal should be prepared simply and economically and provide a straightforward, concise description of the Proposer's capabilities to satisfy the requirements of this RFQ. Emphasis should be on conformity to the City’s instructions, requirements of this RFQ, and completeness and clarity of content.

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

B. A Proposal must address all portions of the RFQ, provide all information requested, and comply with all formatting requirements detailed herein.

C. A Proposal must be labeled and organized as requested in this RFQ, including using section headers.

Failure to follow the specified format, to label the responses correctly, or to address all of the subsections may, at the City’s sole discretion, result in the rejection of a Proposal.

D. A Proposal must not contain extraneous information. All information presented in a Proposal must be relevant to, and in response to, a requirement of this RFQ. Any information not meeting these criteria shall be deemed extraneous and shall in no way contribute to the evaluation process.

E. A Proposal shall be prepared on standard 8 1/2" x 11" formatted electronic documents. Foldouts containing charts, spreadsheets, and other exhibits are permissible but Proposer shall be reminded that responses will be read electronically through the City’s e-Procurement Portal.

1. All responses, as well as any reference material presented, must be written in English.

2. All monetary amounts must be detailed in United States currency.

3. All uploaded proposal pages must be numbered. Proposals shall be limited to a total of twenty-five

(25) pages and should not include unnecessary company advertisement material. Resumes and references are part of the proposal package and will be included as part of the total page count. Cost proposals may be excluded.

4.4. Proposal Preparation, Interview and Negotiation Costs

The City shall not be responsible for and/or shall not pay any costs associated with the preparation, proposal, or presentation of any proposal, or costs incurred by the responding firms during the interview and negotiations phase of the solicitation process.

4.5. Proposal Withdrawal

A Proposal may be withdrawn at any time by clicking "unsubmit" on the City's e-Procurement Portal. If before the deadline to submit a Proposal, after withdrawing a Proposal, a Proposer may submit another

Proposal.

4.6. Proposal Amendment

A Proposal may be amended prior to the deadline to submit a Proposal by unsubmitting and resubmitting a Proposal on the City's e-Procurement Portal. After the deadline to submit a Proposal, the

City shall not accept any amendments, revisions, or alterations to a Proposal.

4.7. Proposal Errors

Proposers are liable for all errors or omissions contained in their proposal. A Proposer is prohibited from altering a Proposal after the deadline for submitting a proposal, through any means.

4.8. Incorrect Proposal Information

If the City determines that a Proposer has provided, for consideration in the evaluation process or contract negotiations, incorrect information which the Proposer knew or should have known was materially incorrect, the Proposal may be rejected by the City, at its sole discretion.

5. TERMS AND CONDITIONS

5.1. Assignment and Subcontracting

The Contractor may not subcontract, transfer, or assign any portion of the Contract without prior written approval from the City. Any subcontractor, subconsultant, or other contracting parties

(collectively, "Subcontractor") must be specifically approved in writing by the City. Inclusion of a subcontractor in a Proposal does not guarantee the City's later approval of a Subcontractor.

Notwithstanding the use of an approved Subcontractor, the Contractor shall remain the prime contractor and responsible for all work performed under the Contract and pursuant to this RFP.

5.2. RFQ Amendment and Cancellation

The City reserves the unilateral right to amend this RFQ in writing at any time. The City also reserves the right to cancel or reissue the RFQ at its sole discretion. The City shall post copies of the RFQ and amendments on the City’s e-Procurement Portal and it shall be the responsibility of the responding firm to click "Follow" on the project to receive notifications. It shall be the responsibility of the firm to also self-monitor the posting of written responses. Responding firms shall respond to the final written RFQ and any exhibits, attachments, and amendments.

5.3. Right of Rejection

A. The City reserves the right, at its sole discretion, to reject any and all Proposals, no matter their level of responsiveness, or to cancel this RFQ in its entirety.

B. A Proposer must comply with all of the terms and instruction of this RFQ, and all applicable state and local laws and regulations. Any Proposal that does not meet the requirements of this RFQ may be considered to be nonresponsive and rejected.

C. A Proposer may not restrict the rights of the City or otherwise qualify a Proposal. If a Proposer does so, the City may determine the Proposal is a nonresponsive counteroffer, and the Proposal may be rejected.

D. The City reserves the right, at its sole discretion, to waive variances in a Proposal, provided such action is in the best interest of the City. Where the City waives variances in a Proposal, such waiver does not modify the RFQ requirements or excuse the Proposer from full compliance with the RFQ

Notwithstanding any variance, the City may hold any Proposer to strict compliance with the RFQ.

5.4. Prohibition of Respondent Terms and Conditions

A Proposer shall not submit their own contract terms and conditions in a Proposal. If a Proposal contains such terms and conditions, the City, at its sole discretion, may reject the Proposal. A Proposer may either submit Questions to gain clarification on a term of the City's Standard Contract or submit proposed revisions to the City's Standard Contract in redline as part of the Proposal Transmission Letter, both pursuant to the terms of this RFQ.

5.5. Joint Ventures and Partnering

A Proposal from joint ventures or entities partnering for a specific service must be designed to minimize any administrative burden on the City as a result of the participation of multiple entities. Joint proposals must adhere to the following:

A. The Proposal shall respond to each section and subsection of this RFQ.

B. The Proposal shall clearly set forth the respective responsibilities and functions that each Principal of the joint venture or partnering entities would perform if awarded a Contract pursuant to this RFQ.

C. The Proposal must include a copy of the joint venture or partnering agreement(s) that identify the

Principals involved, as well as their rights and responsibilities regarding the Contract pursuant to this

RFQ.

D. The Proposal Transmittal Letter must be signed by each Principal of the joint venture and include all required information.

5.6. Proposal of Alternate Services

A Proposal for alternate services (i.e., proposals that offer something different from that requested by the RFQ) will be considered nonresponsive and rejected.

5.7. Proposal of Additional Services

A Proposal may indicate and offer services in addition to those required by this RFQ. These additional services may be added to the Contract, at the sole discretion of the City. The cost for any such additional services shall be mutually agreed upon by the Contractor and the City, and incorporated into the

Contract before execution.

5.8. Severability

If any provision of this RFQ is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the City and

Proposers shall be construed and enforced as if the RFQ did not contain the particular provision held to be invalid.

5.9. Licensure and Special Certification

Before executing the Contract pursuant to this RFQ, the Contractor must hold all necessary business and professional licenses and certifications to complete the Scope of Work. The City may require any or all

Proposers to submit evidence of proper licensure and certifications.

5.10. Disclosure of Proposal Contents

All Proposals and other materials submitted to the City related to this RFQ shall become the property of the City. Selection or rejection of a Proposal does not affect this right. All proposal information, including detailed price and cost information, shall be held in confidence during the evaluation and selection process. Upon the completion of the evaluation and selection process, or by rejection of all Proposals, the Proposals and shall be open for review by the public to the extent required by the California Public

Records Act, Government Code section 6254 et seq.. By submitting a Proposal, a Proposer acknowledges and accepts that the contents of the Proposal and associated documents shall become open to public inspection.

Portions of a Proposal exempt from public disclosure by law may be protected from public disclosure by the City. A Proposer is required to clearly label such portion of a Proposal "CONFIDENTIAL" and list the grounds for non-disclosure. In doing so, the Proposer thereby agrees to indemnify and defend the City from any action arising from the non-disclosure of the information. The failure to so label any information shall constitute a complete waiver of all claims for damages caused by or related to any release of the information.

5.11. Conflict of Interest and Restrictions

By submitting a Proposal, the Proposer certifies that no amount shall be paid directly or indirectly to an employee or official of the City as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the procurement under this RFQ.

5.12. Local Benefit Definition

The Proposer is required to provide a statement describing any and all local benefit the Proposer would bring to the Contract. For example, local benefit may include but is not limited to local vendors, suppliers, labor or subcontractors used in support of the project as well as fees or taxes paid to the City.

To the extent practical, the local benefit described with the Proposal should be measurable. At the end of the Contract, the Contractor shall be required to provide a report detailing the measures taken to enhance the local benefit and whether or not stated goals were met.

For purposes of this section, a local vendor or service provider is one located within the city limits and in possession of a West Sacramento business license.

5.13. Proprietary Information

The electronic/master copy of each proposal shall be retained for official files and will become public record after the award of a contract unless the proposal or specific parts of the proposal can be shown to be exempt by law. Each responding firm may clearly label part of a proposal as "CONFIDENTIAL." In doing so, the responding firm thereby agrees to indemnify and defend the City. The failure to so label any information that is released by the City shall constitute a complete waiver of all claims for damages caused by or related to any release of the information. If a public records request for labeled information is received by the City, the City will endeavor to notify the responding firm of the request and delay access to the material until seven (7) working days after the City’s receipt of the public records request. Within that time delay, it will be the duty of the responding firm to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

6. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposal Transmittal Letter

Submission of proposal transmittal letter in conformity with requirements detailed in the

RFQ.

Points Based 5 (5% of Total)

2. Proposer Qualifications and Experience

Qualifications and experience of the Proposer and members of the team that may be assigned tasks within the Scope of Work.

Points Based 25 (25% of Total)

3. Proven Ability

Ability to provide the services to complete the

“Scope of Work” as demonstrated by the described prior projects and prior work with public agencies, including those that are similar in size to the City of West Sacramento.

Points Based 25 (25% of Total)

4. Technical Approach

Operational and organizational approach to provide the services to complete the Scope of

Work.

Points Based 15 (15% of Total)

5. Acceptance of City's Standard Contract for

Services

Willingness to accept the City’s Standard

Contract with little to no qualifications.

Points Based 10 (10% of Total)

6. Rate Sheets

The City’s evaluation process is intended to identify the Proposer with the best combination of attributes. Cost is not the exclusive attribute and the lowest Proposer is not guaranteed to be offered a Contract.

Points Based 20 (20% of Total)

7. CONSULTANT SELECTION AND CONTRACT AWARD

7.1. Interviews

A. The top-rated firms with the highest score from the proposal evaluation scoring may be interviewed and rated. The City reserves the right, at its sole discretion, to request interviews. If interviews are deemed necessary they will occur on NO VALUE. The interviews will be limited to an hour. Interviews will consist of oral panel questions and company presentations. Time slots for the interviews will be assigned by City staff. Consideration will be given to firms with significant driving time requirements.

The interviews will be held at the City of West Sacramento, City Hall, Room To Be Determined.

The interview should be led by the individual identified by the responding firm who will be the primary contact with the City on a day-to-day basis and if possible members of the proposed team. We DO NOT want to interview your company's marketing staff.

B. The same evaluation criteria used for the proposal evaluation process will be used to rate the firms during the interviews. At the end of the interview process, the evaluation panel will re-rank the firms to determine the three (3) highest ranked firms. The RFQ coordinator will then open the sealed Rate Sheets for the three (3) highest ranked firms who have achieved a minimum scope of seventy (70) percent, and will re-rank the three (3) highest ranked firms based on overall ranking and rate sheets. The City reserves the right to select a qualified firm offering the best value to the City, based on that firm's overall qualifications and cost proposal.

The selected firm may not necessarily be the firm with the lowest cost proposal.

7.2. Proposal Evaluation Process

The Proposal review and evaluation process will comply with the following processes ("Proposal

Evaluation Process"):

A. The Proposal Evaluation Process is designed to establish a list of qualified Proposers with the best combination of attributes based upon the Evaluation Criteria.

B. The City's Proposal Evaluation Process is intended to identify the Proposer with the best combination of attributes. Cost is not the exclusive attribute and the lowest Proposer is not guaranteed to be offered a Contract.

C. The Project Contact, identified in the "Contact Information" of this RFQ shall manage the Proposal

Evaluation Process and maintain all records related to the process.

D. The Project Contact shall conduct an initial review of all Proposals and determine if each Proposal is in compliance with the requirement specified in this RFQ and, thereby, responsive.

E. The Project Contact shall work with selected City staff whose specialties and responsibilities are relevant to this RFQ (collectively, "Evaluation Team") to complete the evaluation process.

F. The Evaluation Team shall evaluate all responsive Proposals. Each Evaluation Team member shall score each responsive Proposal based on the Evaluation Criteria.

G. The City reserves the right, at its sole discretion, to request clarification of any Proposal. Any such communication shall only be after initial evaluation by the Evaluation Team and only for the purpose of ensuring full understanding of the Proposal. Any clarification shall be made by the Proposer in writing.

H. Proposers with the highest scores pursuant to the Evaluation Criteria may be asked to interview with the City. The City reserves the right, at its sole discretion, to request interviews. If the City requests interviews, interviews will be on the Prospective Interview Date identified above. Interviews will be one hour, take place at the City of West Sacramento City Hall, and time slots will be assigned by City staff.

Interviews shall be attended by (1) the individual identified in the Proposal as the primary contact to the

City on a day-to-day basis and (2) members of the proposed team identified in the "Personnel" section of the Mandatory Qualifications and Experience. Interviews will be conducted by the Evaluation Team and in a format determined by the Team. The Evaluation Team shall use the Evaluation Criteria to rate

Proposers during the interview.

7.3. Contract Award Process

The contract selection and award process shall comply with the following process ("Contract Award

Process"):

A. The Project Contact shall invite the Proposers with the highest score from the Proposal Evaluation

Process to participate in contract negotiations with the City.

B. Proposer and City shall negotiate the final terms and conditions of the Contract, pursuant to this RFQ.

The Contract shall contain the same, or substantially the same, terms and conditions as portrayed in this

RFQ, the Scope of Work, the Proposal, and the City's Standard Contract.

C. Following negotiations, the City shall draft contracts with all qualified vendors for execution by all parties. If the Proposer fails to sign and return the Contact within seven (7) working days of its delivery to the Proposer, the City may determine, at its sole discretion, that the Proposer is nonresponsive to the terms of this RFQ and initiate further Proposal Evaluation Processes.

D. City records related to this RFQ shall be made available for public inspection, as permitted by law, following Contract execution, or rejection of all Proposals.

E. The City reserves the right to accept or reject any or all Proposals.

7.4. Assignment for Work

Individual assignments will be awarded on an as-needed basis. The City may assign work by soliciting proposals from one or more of the Proposers approved for the Qualified List depending on the type of work required, estimated dollar value of the contract, experience and expertise required for the work, consultant’s current workload, ability to respond, or other criteria. The City reserves the right to unilaterally assign work to any of the awarded firms, as it deems prudent.

7.5. Solicitation and Award of Projects or Tasks

The City will require all of the Consultants on the final qualified list to sign a Professional Services

Contract which contains the same terms as the Contract attached to this RFQ.

Assignment of work will be made by soliciting informal proposals from one or more Proposers on this list.

As projects or tasks are identified by the County and proposals solicited, Proposers will typically be required to provide, at a minimum: a proposed scope of work, detailed fee and time schedule, and designated staff to be used.

The fee schedule submitted in the proposal shall use the fees included in Consultant’s original proposal submittal.

Failure to respond three or more times to the City’s requests for informal proposals, or failure to meet the City’s requirements may result in removal of the Proposer from the Qualified List, and/or cancellation of the Proposer's Contract, at the discretion of the City.

The City makes no specific guarantee of a minimum or maximum number of hours or amount of services, which shall be required of any single Consultant. In addition, the inclusion of any Proposer on any Qualified List or award of a Professional Services Contract shall in no way be considered an exclusive agreement to provide service for the City.

Proposers who are selected as a result of this RFQ shall not represent themselves as having an exclusive agreement with the City and further, shall not identify themselves as ranking higher than other firms in the selection process. Failure to adhere to this condition may result in removal of the Proposer from the

Qualified List and/or cancellation of a resulting agreement, at the discretion of the City.

8. STANDARD CONTRACT INFORMATION

8.1. Standard Contract

The Contract executed pursuant to this RFQ shall contain the same, or substantially the same, terms as provided in the City of West Sacramento Standard Professional Services Contract (provided in

Attachments). Capitalized and bracketed items shall be replaced with appropriate information in the final contract.

This RFQ, including the Scope of Work, and the successful Proposal emanating from the RFQ process shall be incorporated into the Contract.

8.2. Insurance Requirements

The apparent successful responding firm will be required to provide proof of insurance in compliance with the Insurance Checklist and Standard Contract, both in Attachments , prior to commencing work.

Exceptions to City insurance requirements will not be made. Any proposer unable to meet the insurance requirements, as detailed, shall not be eligible for selection or award of contract.

The apparent successful Proposer will be required to provide proof of insurance as set forth in the attached Standard Contract and Insurance Requirements prior to commencing work.

8.3. Contract Approval

This RFQ and the Contractor selection processes do not obligate the City to act in any certain way and do not create rights, interests, or claims of entitlement to any Proposer or any other entity. Any perceived or actual obligation of the City related to this RFQ shall not commence until after the Contract is fully executed in compliance with City ordinances and regulations to establish a legally binding contract.

8.4. Contract Payment

Contract payments shall only be made in accordance with the terms and conditions of the Contract and only after the Contract is fully executed in compliance with City ordinances and regulations. No payment shall be made until the Contract is executed. The City shall not be liable for any payment related to this

RFQ or the Scope of Work prior to the execution of the Contact, even if the services or work is done in good faith or reliant on oral promises.

8.5. Contract Monitoring

The Contractor shall be responsible for the completion of all services required to complete the Scope of

Work. All services, work, and tasks pursuant to the Scope of Work are subject to inspection, evaluation, and acceptance by the City. The City may employ all reasonable means to ensure that the Scope of Work is progressing and being performed in compliance with the Contract, including, but not limited to, inspection of Contractor's office, records, files, and other materials and places related to the Scope of

Work. If the City wishes to conduct such an inspection, the Contractor shall provide reasonable access and assistance.

https://secure.procurenow.com/portal/cityofwestsacramento/projects/22449?section=174645 https://secure.procurenow.com/portal/cityofwestsacramento/projects/22449?section=174645

8.6. Contract Amendment

During the course of the Contract, the City may request the Contractor to perform additional services for which the Contractor would be compensated. Those services shall be within the general scope of this

RFQ. In such instances, the City shall provide the Contractor a written description of the additional work, and the Contractor shall submit a time schedule and cost proposal for completing the additional services, based on either the rates included in the Contractor's Proposal to this RFQ or else a fixed fee that is mutually agreed to by City and Contractor, whichever is lowest. If the City and Contractor reach an agreement regarding the services and associated compensation, said agreement shall become effective by means of an amendment to the Contract.

9. PROPOSER QUESTIONNAIRE

9.1. Proposal Requirements*

Please confirm that you have read and met all of the Proposal Requirements.

☐ Yes

☐ No

*Response required

9.2. Type of Business*

Please confirm your form of business.

☐ Individual

☐ Sole Proprietor

☐ Corporation

☐ Non-Profit Corporation

☐ Partnership

☐ Joint Venture

☐ Limited Liability Company

*Response required

9.3. Please enter Legal Company Name and any related DBA*

Please enter the full legal company name and any other business names related to this proposal registered with the Secretary of State to conduct business in the State of California.

*Response required

9.4. W-9

Please upload your current W-9 form here.

9.5. Please provide your Contractors License #, if applicable.

9.6. One Proposal Document with Cost Proposal/Rate Sheets

Please upload your entire Proposal response documents here, including any pricing information.

A. Proposal Transmittal Letter

B. Proposer's Mandatory Qualifications and Experience

C. Technical Project Approach

D. Cost proposal/Rate Sheet

9.7. Standard City Contract Qualifications

If the Proposer has qualifications, the Proposer shall upload a document identifying the Contract language at issue and Proposer's suggested adjustment or modification in redline. If no qualifications are identified, Proposer is presumed to have accepted the Contract and be capable of completing the Scope of Work, as well as all reasonably associated managerial tasks, without reservation or qualification pursuant to the Contract.

• Contract_for_Services_(West...

9.8. Insurance Requirements*

The Proposer acknowledges the City's insurance requirements and endorsements as outlined in the

Insurance Checklist in Attachments. Any Proposal unable to meet the Insurance Checklist requirements shall be considered nonresponsive and ineligible for Contract award.

Proposer shall be required to provide proof of requisite insurance prior to Contract execution. Failure to do so shall be just cause for forfeiture of the Proposal guaranty and/or rejection of the Proposal.

☐ Please confirm

*Response required

9.9. Certification Regarding Debarment*

The City performs a SAM.GOV verification check to confirm debarment status. Please download the attached document, complete the form, and upload.

A unique entity identifier is requested for contracts greater than $25,000 or funded with Federal dollars.

Your entity may register for a unique entity identifier on SAM.GOV at the following link https://sam.gov/content/entity-registration.

For all other proposers, the completed form is sufficient.

• Certification_Regarding_Deb...

*Response required

9.10. Other Documentation

Please upload any additional documentation that you feel would be a value to your submitted proposal.

For example: Awards, Licenses, etc.

https://government-project.s3.us-west-2.amazonaws.com/10818/845fe1fb-3b34-4d82-8a6a-b5cdee1e47e8_Contract_for_Services_%28West_Sacramento%29_-_Boilerplate.docx?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1658322549&Signature=IVsxit%2B8DLAUEyjH6W933LI0EL8%3D&response-content-disposition=attachment%3B%20filename%3D%22Contract_for_Services_%28West_Sacramento%29_-_Boilerplate.docx%22 https://secure.procurenow.com/portal/cityofwestsacramento/projects/22449?section=174645 https://government-project.s3.us-west-2.amazonaws.com/10818/496f8bce-a987-4751-ac8d-cd39858e9f78_Certification_Regarding_Debarment_Form_COWS.pdf?AWSAccessKeyId=AKIAJX4CP36AEOP5JL2A&Expires=1658322549&Signature=9MEyqQ1m6n06IAjmkUTm2kWdNhQ%3D&response-content-disposition=attachment%3B%20filename%3D%22Certification_Regarding_Debarment_Form_COWS.pdf%22