Owner's_Representative:_Coral_Street_SUD_(Substance_Use_Disorder)_Navigation_Center.pdf

Request for Proposal

No. RFP No. EDH-0277

FOR

OWNER'S REPRESENTATIVE: CORAL STREET SUD (SUBSTANCE

USE DISORDER) NAVIGATION CENTER

Contact: Jessie Bristow, Development Manager

Email: jbristow@santacruzca.gov

RESPONSE DEADLINE: April 23, 2026, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Santa Cruz

Owner's Representative: Coral Street SUD (Substance Use Disorder)

Navigation Center

I. INTRODUCTION

II. GENERAL INFORMATION FOR PROPOSERS

III. PRELIMINARY SCOPE OF WORK

IV. PROCESS INSTRUCTIONS

V. EVALUATION CRITERIA

VI. PROPOSAL SUBMITTALS

VII. TERMS AND CONDITIONS

#RFP No. EDH-0277 Title: Owner's Representative: Coral Street SUD (Substance Use Disorder) Navigation Center

1. INTRODUCTION

1.1. Summary

The City purchased the project site at 125 Coral Street in 2022 for three million dollars with the intention of using it to provide 24/7, temporary, non-congregate shelter for a minimum of 50 individuals for stays of six months or less. The current project scope for the Coral Street SUD (Substance Use

Disorder) Navigation Center includes the construction of a new Navigation Center that will provide a residential substance use disorder facility with related support services and therapeutic spaces, for residents (individuals) during their recovery treatment.

The property has a total of approximately 27,835 square feet of land (APNs 008-171-24 and 008-171-25) and is located a half block west of River Street, northwest of Highway 1 within the City of Santa Cruz. It is adjacent to the Coral Street Campus, a City owned property under long term lease to the local non-profit Housing Matters.

The project addresses the need to add residential substance use disorder (SUD) treatment to the local continuum of care by providing 50 beds of SUD treatment with ASAM levels 3.1, 3.2WM, and 3.5.

The City of Santa Cruz (“City”) is issuing this Request for Proposals (RFP) for an owner’s representative to manage the overall Coral Street Residential Substance Use Disorder Navigation Center construction project. The City seeks responses from an individual or team (“Consultant”) to represent the City’s interests at each stage of the process and oversee the management of a design-bid-build process, including but not limited to the design process, contract scopes, budget management, development of construction plans, and construction supervision.

1.2. Background

The City of Santa Cruz was incorporated in 1866 and formed its current charter in 1948. It is governed under a Council/Manager form of government. A Mayor and six Council members set policy for the City and a City Manager serves as chief administrator of those policies. The City is located on the coast, 75 miles south of San Francisco on the northern edge of the Monterey Bay. It encompasses 15.8 square miles with cultural and ethnic diversity among its population of 65,000. Santa Cruz is part of the

Monterey Bay National Marine Sanctuary and is a popular tourist destination owing to its beaches, surf culture, and historical landmarks.

The City provides a full range of municipal services and facilities including a recreational wharf, public golf course, over thirteen hundred acres of open space, full beach services, refuse management, law enforcement, fire protection, and water and wastewater utilities. The City is also host to University of

California Santa Cruz, the Santa Cruz Harbor, and the Santa Cruz Beach Boardwalk amusement park.

The City of Santa Cruz requests proposals from qualified proposers to respond to this Request for

Proposals and to lead While short-term residential SUD services are the key component of the facility, spaces for other therapeutic supportive services are also critical.

All applicants must provide thorough and complete responses, clearly demonstrating their approach to and consistency with the standards identified in this RFP.

The funding agency of this project requires that the building be completed and put in service by May 31, 2030. The City anticipates awarding a contract to a Proposer through completion of the Project.

A successful Proposer will have the ability to and will perform all work contemplated to complete the

Project, furnishing all tools, equipment, materials, apparatus, facilities, labor, services, transportation, supervision, and management, and pay applicable taxes and fees, not specifically provided by the City, to complete the Project.

1.3. Contact Information

Project Contact:

Jessie Bristow

Development Manager

Email: jbristow@santacruzca.gov

Phone: (831) 420-5126

Procurement Contact:

Jessie Bristow

Development Manager

Email: jbristow@santacruzca.gov

Phone: (831) 420-5126

Department:

Economic Development and Housing

Department Head:

Bonnie Lipscomb

Economic Development Director

1.4. Timeline

The City will make every effort to adhere to the following tentative schedule. All dates set forth in this

RFP are subject to change at the City’s sole discretion. Any change will be set forth in an addendum. All references in this RFP to “time” are Pacific Standard Time.

Release Project Date March 30, 2026

Pre-Proposal Meeting (Non-Mandatory) April 7, 2026, 2:00pm

125 Coral Street, Santa Cruz, CA 95060

RFP Questions and Clarification Due Date April 14, 2026, 4:00pm

Question Response Deadline April 20, 2026, 4:00pm mailto:jbristow@santacruzca.gov tel:(831)420-5126 mailto:jbristow@santacruzca.gov tel:(831)420-5126

Proposal Submission Deadline April 23, 2026, 4:00pm

Finalist Interviews May 6, 2026

2. GENERAL INFORMATION FOR PROPOSERS

2.1. Summary Scope of Work

All applicants must provide thorough and comprehensive responses that clearly demonstrate their team’s approach to and consistency with the below-mentioned standards.

The City invites qualified firms to respond to this Request for Proposal (RFP) for the project (“Project”) titled below:

Owner's Representative: Coral Street SUD (Substance Use Disorder) Navigation Center

RFP No. RFP No. EDH-0277

The City anticipates awarding a contract to a vendor for a 5 year term with the option of extension, if the City so elects. The Proposer will provide the services outlined in Section PRELIMINARY SCOPE OF

WORK.

The successful Proposer shall furnish all tools, equipment, materials, tax, apparatus, facilities, labor, transportation, supervision, and management, not specifically provided by the City, to complete the work described in this RFP. The successful Proposer will provide a brief statement of services, as detailed further in Section PRELIMINARY SCOPE OF WORK.

2.2. Contact

If you have any questions concerning this solicitation, please ask questions utilizing City’s e-Procurement

Question & Answer feature. This RFP document may be downloaded from the City’s e-Procurement

Portal at https://procurement.opengov.com/portal/santacruzca/projects/232499. For technical assistance, contact OpenGov using the real-time chat feature on the Portal (located in the lower right-hand corner of the screen), or via email at procurement-support@opengov.com for support. All questions must be received by 4:00 pm on Tuesday, April 14, 2026.

2.3. Proposal Submittal Due Date

Proposals are due no later than 4:00 pm on Thursday, April 23, 2026, to guarantee review. Proposals received after the deadline will be deemed non-responsive. All proposals will be submitted via City’s e-

Procurement Portal at: https://procurement.opengov.com/portal/santacruzca/projects/232499.

Proposers take full responsibility for City’s receipt of its Proposal. The City will not be liable for any expenses incurred by Proposers in responding to this solicitation, including but not limited to any costs associated with interviews.

It is the responsibility of the Proposer to ensure that electronic submittals are received by the City prior to the deadline.

2.4. Pre-Proposal Meeting

A pre-proposal meeting is scheduled on the date and time and at the location stated in Timeline in

INTRODUCTION Section. The purpose of this meeting is to give Proposers the opportunity to familiarize https://procurement.opengov.com/portal/santacruzca/projects/232499/document?section=2207686 https://procurement.opengov.com/portal/santacruzca/projects/232499/document?section=2207686 https://procurement.opengov.com/portal/santacruzca/projects/232499/document?section=2207686 https://procurement.opengov.com/portal/santacruzca/projects/232499 https://procurement.opengov.com/portal/santacruzca/projects/232499 mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/santacruzca/projects/232499 https://procurement.opengov.com/portal/santacruzca/projects/232499/document?section=2207689 themselves with the City’s requirements. Clarification and a review of the RFP process may be discussed at the pre-proposal meeting. To expedite the sign-in process, the city will accept a company business card containing the attendee’s name and contact information, as a valid sign-in. Attendance at the pre-proposal conference is not mandatory, however, it is strongly encouraged.

The City complies with the Americans with Disabilities Act. If you require reasonable accommodations in order to attend the pre-bid meeting, please call the contact listed in the INTRODUCTION section at least

48 hours prior to the meeting.

2.5. Responsiveness and Responsibility

When determining the Responsiveness of the proposal, the City may consider any of the following but not limited to:

A. Proposal received on time and completed per instructions.

B. Proposal contains required contents, forms and signatures submitted in accordance with RFP instructions.

C. Proposal is compliant with specifications and industry standards.

When determining the Responsibility of the Proposer, the City may consider any of the following but not limited to:

A. Possession of industry standard licensing and/or certifications.

B. Financial capacity of the Proposer.

C. Experience or past performance of the Proposer.

D. Use of Subcontractors / Subconsultants.

E. Past, Present and Pending Legal Actions.

F. Exceptions with City’s Terms and Conditions.

G. Anticipated adherence with Project delivery schedule.

H. Ability to respond to City’s inquiries for proposal clarification.

Proposers have the right to take exception to the specifications or terms and conditions of this RFP, however, such exceptions may deem the proposal non-responsible. Any exceptions taken must be explained in the proposal and submitted by the submittal due date. Any exceptions that contradict the

City’s terms and conditions or contain provisions that are not in the best interest of the City will disqualify the Proposer. If exceptions are not explained, the Proposer will comply with the specifications as stated in this RFP. Exceptions submitted after the proposal due date will not be accepted.

The City reserves the right to reject any or all proposals and to waive any informality or minor defect in proposals received.

2.6. Definitions

In this RFP document:

https://procurement.opengov.com/portal/santacruzca/projects/232499/document?section=2207689

A. “Proposer” means contractor, firm, supplier, vendor, or consultant submitting a proposal to this

RFP.

B. “Proposal” means the complete submittal of Proposer to the City in response to this RFP, including any written documentation and oral interview responses.

C. “Subcontractor” means those performing any portion of the services as subcontractors, vendors, suppliers, and other business entities and individuals that is not the Proposer.

D. “Key Staff”, if required, means the employees of the Contractor or subcontractor(s) that will provide project leadership or expertise in lead technical services and are considered essential to the success of the Project.

E. “Contract” also means Purchase Order or Agreement.

3. PRELIMINARY SCOPE OF WORK

3.1. Project Objectives

The project will provide 50 beds with ASAM levels 3.1, 3.2WM, and 3.5 within a residential substance use disorders ("SUD") treatment facility that will be operational by June 30, 2030.

3.2. Minimum Qualifications

o A strong project manager skilled at managing complex projects subject to political forces, and experience with public and other stakeholder involvement. The project manager must be skilled at managing projects to ensure that they are delivered within scope, according to schedule, and within budget.

o Experience managing development projects that have a behavioral health, navigation center, transitional housing, and supportive residential facilities components.

o Track record of managing complex projects subject to political forces, and experience with public and other stakeholder involvement.

o Knowledge of California Building Code requirements.

o Experience with affordable or transitional housing development & funding mechanisms o Experience with maintaining project schedule and cost effectiveness o Experience developing and overseeing community engagement processes o Knowledge of California Building Code requirements.

o Familiarity with LEED building practices

3.3. Scope of Work

The Owner's Representative will take on the role for the City on the Coral Street SUD (Substance Use

Disorder) Navigation Center project acting as an extension of City staff. Duties will vary widely from overseeing the major components of the Navigation Center construction program to taking a hands-on supervision role in the details of developing the facility plans. Tasks may be broken into two phases, consisting of pre-development and construction and will include the following:

Phase 1:

• Work with City staff to manage the Design-Bid-Build Team for the Navigation Center Project.

• Establish meetings with design team.

• Oversee project timeline deliverables.

• Under the direction of City staff, represent the City in managing the City's contract with the chosen construction contractor.

• Facilitate construction bid process in partnership with the City.

• Review and advise City staff regarding project documents including design, plans, building specifications and cost estimates.

• Work with Design-Bid-Build Team to develop and initiate a neighborhood outreach process focused on construction impacts.

• Facilitate outreach with service providers and facility programming.

• Review Invoices for percent of work completion in order to authorize the release of funds.

Phase 2:

• Value engineering and constructability reviews.

• Construction management and oversight, including quality control.

• Conduct Site Inspections for Funding Release.

• Oversee overall project budgets and schedules.

• Oversee project timeline deliverables.

• Oversee project documentation including prevailing wages.

• Manage utility connections and service delivery.

• Any other items identified by the City staff related to the construction of the Navigation Center

Project.

3.4. Responsibilities of City

The City will be responsible for providing a designated City contact during the course of the project.

Access to the facilities/reports/systems/records/etc. needed to complete the work. Information regarding past work performed on this project.

3.5. Vendor’s Employee Conduct

Vendor will agree to remove any employee whose conduct is improper, inappropriate, or offensive as determined by the City. A removed employee(s) is not to work on City premises without the written consent of the City. The Vendor will remove any employee from working in, or delivering to, City facilities who is convicted of a felony during his/her employment.

3.6. Project Objectives

The City of Santa Cruz (City) is issuing this Request for Proposals (RFP) with the goal of identifying an

Owner’s Representative for the Coral Street SUD (Substance Use Disorder) Navigation Center. The

Navigation Center, funded through a thirty million dollar grant from the California Department of Health

Care Services Bond Behavioral Health Continuum Infrastructure Program (BHCIP), is a component of the

City’s strategies to address the need for the continuum of addiction recovery treatment in Santa Cruz.

Along with this effort, the City is working in partnership with the County of Santa Cruz for the Medi-Cal funding that will provide the payment for substance use disorder services provided at the facility and to effectively coordinate the availability and delivery of supportive services.

3.7. Project Parameters

The Project Site is located in the northern industrial area of the City of Santa Cruz and is subject to development guidelines established in the Santa Cruz Municipal Code and Santa Cruz 2030 General Plan.

Proposed projects should be designed to conform to the approved zoning for the area, subject to recent legislation enabling permitting the navigation and behavioral center use.

The Coral Street Campus in Santa Cruz co-locates medical services, outpatient mental health services, transitional housing, and permanent housing to create a continuum of care for unhoused people with mental health and substance use conditions. The existing campus served 3,586 people in fiscal year

2024. The Project addresses the urgent need to add residential SUD treatment to the continuum of care by providing 50 beds of SUD treatment with ASAM levels 3.1, 3.2WM, and 3.5. The current service providers on the Coral Street Campus, Housing Matters and County Health Services Agency staff are thoroughly trained in trauma-informed care and use the County HMIS system to connect clients with services and track use.

The successful candidate will be required to deliver a conceptual plan, schematic design, and design drawings that can be taken out to bid for a general contractor. The design team must commit to providing constructions drawings for the Project that may be utilized by the general contractor of the

Project once selected.

The Proposer shall identify their proposed team that shall include an architect, engineer, and any other necessary subcontractors or consultant(s) they feel will allow them to successfully design the Navigation

Center Facility.

No professional service firms are precluded from participating in this procurement. The conceptual site plans were developed for the city's use in attaining the grant award.

The awarded BHCIP Grant Funds are the only funds that will be allocated to this project. The conceptual design that was utilized for the BHCIP Grant Application assumed the use of the entirety of the awarded funds for design and construction. No other funds were assumed to be contributed to the project.

This RFP is expected to include Construction Administration and Bidding. Bidding and Construction

Administration will be needed to coordinate with the future selected contractor for the build out of the project. The project delivery will be Design-Bid-Build.

3.8. Minimum Threshold Requirements

50 licensed beds of SUD residential care, with ASAM levels of 3.1, 3.5, and 3.2 WM, but maximizing the site for functionality and program use for facility operations.

3.9. Project Details

APNs: 008-171-24 and 25

Address: 125 Coral Street

General Plan Designation: Industrial

Zoning: General Industrial

Area (SF): Approximately - 27,834 square feet (0.64 acres)

Height Limit: 50’

Anticipated Land Use:

Navigation Center: Substance Use Disorder and American Society of Addiction Medicine Licenses 50 beds. City strongly encourages creative solutions for providing more residential treatment capacity within the overall development envelope and applicable zoning requirements. City is currently updating the zoning overlay of the Coral Street Campus to allow project use at the site and to approve entitlements. Developer input on streamlining permit approvals is highly recommended.

Parking: Project may minimize parking on site for the approved uses as allowed under the City’s zoning and design guidelines and applicable approved State legislation. Project proposals should, however, anticipate parking needs for employees, service providers, visitors, and some patients who have vehicles.

Environmental Remediation: Phase 1 and Phase 2 studies have been conducted, there is a possibility that soil remediation and vapor monitoring will be required prior to or concurrently with the construction of the Navigation Center.

3.10. Minimum Qualifications

Proposer shall include board certified, independent, and licensed architects, engineers, and environmental consultants, credentialed to perform the Project, and experienced with the following:

A. Development of navigation center projects, including behavioral health programs and services conforming to licensure requirements for operators is desirable.

B. Dynamic architectural and site design with a track record of creating successful facilities and spaces.

C. Creative parking and mode share solutions.

D. Cultivating community consensus on projects in challenging and diverse social environments.

3.11. Existing Conditions

The Project Site is offered in an “as is” condition and some limited remediation work may need to be addressed prior to or during construction if identified through a Phase I or II environmental site assessment. To date, $30 million in BHCIP Grant funding is available for this Project. A portion for these funds will be used for the design of the Project, with the remainder used for site preparation, construction and project implementation. The proposed facility design must be realistic in relation to the total Project budget.

3.12. Information and Questions

Respondents are advised to review the RFP in its entirety and to rely only upon the contents of the RFP and accompanying documents and any written clarifications or addenda issued by the City. If a responder finds a discrepancy, error, or omission in this RFP, the responder is requested to promptly notify the Project Manager via the OpenGov portal, so that written clarification may be sent to all prospective proposers. All questions must be submitted via OpenGov portal by the due date list in the

RFP schedule. All answers will be issued in the form of an addendum.

3.13. RFP Modifications / Addenda

Clarifications, modifications or amendments to this RFP will be made by the City through the issuance of an addendum. All RFP Proposal Packages must include any issued addenda signed by the proposer.

3.14. City Reservations

The City reserves, in its sole discretion, the right to exercise any or all the following rights and options with respect to this RFP:

A. To accept, reject or negotiate modifications to any and all Proposals as it shall, in its sole discretion, deem to be in its best interest; submission of an RFP does not bind the City to any action or to any party. Submissions do not create or assume any relationship, agency or obligation by the City, its officers, or employees.

B. To issue or re-issue additional solicitations for proposals or offers and/or addenda to the RFP.

C. To negotiate with any one or more of the proposers.

D. To waive any irregularities in any Proposal.

E. To select any Proposal as the basis for negotiations for a Development Agreement, and to negotiate with respondents for amendment or other modifications to their Proposals.

F. To conduct investigations with respect to the qualification of each proposer.

G. To obtain additional information deemed necessary to determine the ability of the proposer to carry out the obligations of the proposal. This includes information needed to evaluate the experience and financial capability of the proposer.

H. To award the Project development to the proposer the City has determined to be most responsive, and who has submitted a complete Proposal meeting the specifications and requirements which are deemed by the City most advantageous to and in the best interest of the City.

I. Utilize responses to this RFP for an alternate project.

J. Accept incomplete or late proposals that exhibit a competitive advantage over other proposers.

K. Cancel the Project at any time with no responsibility to reimburse the proposer for costs incurred for the project proposal.

4. PROCESS INSTRUCTIONS

4.1. Questions and Requests for Clarification and Addenda

Questions or concerns regarding any aspect of this RFP shall be sent via City’s e-Procurement Portal’s

Question & Answer feature and received by the date identified in Timeline in INTRODUCTION Section.

Any questions or objections not submitted within the time and manner stated above or to anyone other than the above-stated contact will be deemed waived. The City is not bound by the oral representation of any City employee or official. Answers to questions received will be sent out in the City's procurement portal.

The City may determine it is necessary to revise any part of this RFP. Revisions will be made by written addenda and it is the Proposer’s sole responsibility to comply with any addenda to this RFP. Addenda will be posted on the City’s e-Procurement Portal, https://procurement.opengov.com/portal/santacruzca/projects/232499, under Bidding Information.

4.2. Proposal Evaluation Criteria

RFP responses will be evaluated and ranked according to the evaluation criteria identified in the sub-sections Responsiveness and Responsibility in GENERAL INFORMATION FOR PROPOSERS section, below, by an evaluation committee composed of City staff. The evaluation committee will open and review the proposals in confidence. Proposals will be available to the public after the contract award.

After the initial proposal evaluation, the City may determine that additional information is needed to establish the final ranking of proposers. The semi-finalists will be contacted and may be asked to:

• Conduct a scenario-based demonstration of the equipment or service,

• Revise the submitted proposal for the purpose of obtaining best and final offers, and/or

• Provide additional information to assist City in determining the best value proposer.

The Evaluation Committee will use all information collected to rank the semi-finalists in order of their ability to best meet the requirements of the City. The City will begin negotiating a firm contract with the highest ranked Proposer. If no agreement can be reached, negotiations will begin with the next ranked

Proposer.

4.3. Responsiveness

Responsiveness is determined in accordance with meeting the minimum requirements in Sub-Section

Responsive and Responsibility of Section GENERAL INFORMATION FOR PROPOSERS to be responsive

(the submittal includes all of the required documentation).

4.4. Responsibility

Responsiveness is determined in accordance with meeting the minimum requirements in Sub-Section

Responsive and Responsibility of Section GENERAL INFORMATION FOR PROPOSERS to be responsive

(the submittal includes all of the required documentation).

The total maximum score for the evaluation of proposals is 100 percent (100%). Proposals will be evaluated by the EC using the Proposal Evaluation Criteria as set forth in Section EVALUATION CRITERIA.

https://procurement.opengov.com/portal/santacruzca/projects/232499/document?section=2207689 https://procurement.opengov.com/portal/santacruzca/projects/232499 https://procurement.opengov.com/portal/santacruzca/projects/232499/document?section=2207692 https://procurement.opengov.com/portal/santacruzca/projects/232499/document?section=2207690

Proposals that are deemed responsive, from a Proposer that has been deemed responsible, will be evaluated based on the Evaluation Criteria below. Evaluation and scoring of proposals will be based on how likely the proposal content meets or exceeds the performance requirements of this RFP.

4.5. Negotiations

Upon the City’s final ranking of proposals, the Proposers shall be prepared to enter negotiations to enter into the Contract. The City will first begin negotiations with the top-ranked Proposer(s). If the City and the top-ranked Proposer(s) do not reach an agreement, then the City may negotiate with the next highest-ranked Proposer. This process will continue until the City reaches an agreement with a

Proposer(s) or terminates the procurement. The City may begin negotiating with the next highest-ranked Proposer whenever the City determines that doing so is in its best interest, and the City may negotiate with more than one Proposer at the same time.

The failure of the highest-ranked Proposer to comply with any of the requirements of this section shall constitute grounds for the City to negotiate the agreement with the next top-ranked Proposer. Upon completion of successful negotiations, the City will issue a written Notice of Intent to Award (NOITA) letter to all Proposers which lists the “Successful Proposer” that the City recommends for award of an agreement.

4.6. Collusive or Sham Bids

No person, supplier, or corporation shall make or file or be interested in more than one bid for the same work, except so far as alternate bid may be called for. Nor shall any person, supplier, or corporation submit a collusive or sham bid, per se, directly or indirectly, to induce any other supplier to submit such a bid, or to refrain from responding, or seek in any way to fix the price, or any portion of the proposed price, in order to secure an advantage against the owner or any person interested in a proposed contract. However, a person, supplier, or corporation submitting a sub-bid to a proposer or quoting prices on materials for a bidder, is not hereby disqualified from submitting sub-bids or quoting prices to other bidders.

The proposer shall acknowledge that it has not directly or indirectly been collusive with any other proposer in the preparation and submission of the proposal by submitting the Non-Collusion

Declaration. If at any time it shall be found that the proposer to whom a contract has been awarded has, in presenting the proposal, colluded with any other party or parties, said proposer shall be liable to the City for all loss or damage which the City has or may suffer as the result of the collusive activity, including, but not limited to, the cost of advertising and awarding a new contract.

4.7. Public Record

Proposals received are the property of the City. All proposals, evaluation documents, and any subsequent contracts will be subject to public disclosure per the “California Public Records Act,” (CPRA)

California Government Code, sections 7920.000 – 7931.000. All documents related to this solicitation will become public records once discussions and negotiations with proposers have been fully completed and a Notice of Intent to Award (NOITA) letter to all Proposers is issued.

If Proposer’s proprietary information is contained in documents or information submitted to City, and

Proposer claims that such information falls within one or more CPRA exemptions, Proposer must clearly mark such information “Confidential and Proprietary,” and identify the specific lines containing the information. In the event of a public request for such information, City will make best efforts to provide notice to Proposer prior to such disclosure. If Proposer contends that any documents are exempt from the CPRA and wishes to prevent disclosure, it is required to obtain a protective order, injunctive relief, or other appropriate remedy from a court of law in Santa Cruz County before the City is required to respond to the CPRA request. If Proposer fails to obtain such remedy within the time the City is required to respond to the CPRA request, City may disclose the requested information without any liability to

Proposer. Proposer further agrees that it shall defend, indemnify and hold City harmless against any claim, action or litigation (including but not limited to all judgments, costs, and attorney’s fees) that may result from denial by City of a CPRA request for information arising from any representation, or any action (or inaction), by the Proposer.

4.8. Award Protests

The City desires to foster cooperative relationships with Proposers and to reach a fair agreement in a timely manner.

The City encourages Proposers to resolve issues regarding the RFP requirements or the procurement process through written correspondence and discussions at least 5 business days prior to the proposal due date. This will allow the City time to research the validity of any stated issues and either issue an addendum to the RFP, cancel the RFP, or determine the protest to be unfounded and proceed with the solicitation. In the event, the protest of specifications is denied, and the protester wishes to continue in the protest process, the protesting Proposers must still submit a proposal in accordance with the proposal submittal procedures provided in this solicitation. Questions or concerns prior to the intent to award notice will be directed to:

Jessie Bristow, Development Manager, jbristow@santacruzca.gov

Any Proposer who unsuccessfully bids on a City contract or any trade association representing workers who would have potentially been employed by such contract may formally protest a contract award.

Protest letters regarding a formal contract award will be directed to:

City of Santa Cruz

City Clerk Administrator

809 Center Street, Room 9

Santa Cruz, California 95060

Protests will be filed with the City Clerk’s office no later than 5 business days after the written Notice of

Intent to Award is sent by the City. Protest letters will include:

• The name, address, and telephone number of the protester;

• The Project title, RFP Number, and RFP due date;

• Name of City employee and Department designated as the contact in the original RFP;

• A detailed statement of the legal and/or factual grounds for the protest; and

• The form of relief requested.

The City Council will hear the protest prior to award of the contract. The protesting party may protest the City’s or successful Proposer’s failure to comply with the requirements of the Purchasing Ordinance or the solicitation documents. The protest must clearly set forth the basis for the protest; grounds not set forth in the written protest will not be considered by the City Council at the protest hearing. The City

Council will sustain a protest if the protesting party demonstrates by clear and convincing evidence that, as specified above, the City would act improperly in awarding the contract. The decision of the City

Council is final.

4.9. Debriefing

A debriefing may be held after the contract award with the City and a Proposer for the Proposer to receive information about the evaluation of their proposal. A Proposer shall submit a written request to the City for a debriefing shall within thirty (30) days after the issuance of the NOITA. The debrief conference will be allotted a maximum of thirty (30) minutes and will consist only of evaluating the requesting Proposer’s Proposal.

4.10. Contract Implementation

Upon award notification and prior to final contract approval, the successful proposer will be required to submit:

• Proof of insurance and prevailing wage compliance documentation as specified in Sub-Section

Insurance Requirements and Sub-Section Prevailing Wage in Section Terms and Conditions of this RFP;

• Documentation of all credentials necessary to legally perform the Project specified;

• A completed W9 form and, if applicable, non-resident withholding exemption form, if not already on file with the City; and

• Proof of a current City of Santa Cruz business tax certificate if the proposer is located in, or performs services within, the city limits for more than 6 days annually.

• The finalized contract will be in the form included as Appendix A Sample Agreement herein, and include the RFP documents, the Proposer’s response to RFP and Vendor Questionnaire, the

Budget as described in Cost Proposal, and any negotiated modifications agreed to by the parties.

4.11. Reservation of Rights

The City, at its sole discretion, reserves the following rights:

• To reject any or all proposals or information received pursuant to this RFP;

• To waive any informality or minor defects in proposals received;

• To supplement, amend, substitute, or otherwise modify this RFP at any time by means of written addendum;

• To cancel this RFP with or without the substitution of another RFP or prequalification process;

• To cancel the scope of services awarded through this RFP process with or without the substitution of another RFP or prequalification process;

• To request additional information from a Proposer;

• To bid separately any item or items where it is determined by the Purchasing Manager that:

o A substantial savings in cost will result due to a large quantity purchase, or o The commodity is not appropriately classified under this specification contract.

o To verify the qualifications and experience of each Proposer;

• To require one or more Proposers to supplement, clarify, or provide additional information in order for the City to evaluate proposals submitted.

4.12. Environmental Conservation and Sustainable Living

The City of Santa Cruz has long been an advocate for environmental conservation and sustainable living.

This includes, but is not limited to, the Green Business Program, the Living Wage Ordinance, the Clean

Ocean Business Program, the Green Building Program and Climate Action Plan 2030 goals which define greenhouse gas reduction objectives to reduce community-wide greenhouse gas emissions 40 percent by 2030 and 100 percent by 2035 (compared to 1990 levels). In your proposal, please provide information about your company regarding any existing environmental conservation goals or guidelines, environmental or greenhouse gas emissions disclosures, Green Business certifications, existing alternative fuel service vehicles, superior employee benefit policies, or other applicable policies.

4.13. Financial Responsibility

The City accepts no financial responsibility for any costs incurred by a Proposer in responding to this

RFP. Proposers acknowledge and agree that their Proposals will become the property of the City and may be used by the City in any way deemed appropriate.

5. EVALUATION CRITERIA

5.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points)

1. Adherence to RFP Requirements

To be considered responsive, the proposal shall include the information detailed in this section. The proposer must provide information in the proposal in the same order as shown below. The proposal shall be separated into the subheadings referenced below. Failure to provide this information may result in a proposal being considered non-responsive to requirements.

Proposal Format

Proposals should be organized as follows:

• Cost Proposal: Provide a comprehensive cost proposal as part of your submittal.

• Written Technical Proposal

• Optional Appendices or Exhibits:

Proposers may include sample project information, sample reports, peer review reports, letters of recommendation, or other exhibits that may assist the City in favorably evaluating the proposal. Do not include generic marketing materials.

• Proposals will be deemed non-responsive and removed from further consideration if the Proposal is not received in accordance with the terms of this RFP or the Proposer does not meet the basic minimum qualifications and proposal requirements set forth in this RFP.

Proposals shall be typed, as concisely as possible, and shall not include any unnecessary promotional material. The Proposer shall provide the information required in this

Evaluation Criteria section and comply with the maximum page limitations provided for each subsection of the proposal. The RFP Required

Submittal Documents do not count toward applicable section page limits.

Resumes, if requested, shall be included as a separate attachment. Number every page sequentially beginning with the cover page, including any text, charts and graphic pages, 0-100 Points 10 (10% of Total) including attachments and exhibits. If used, narrative pages shall be used sparingly and only where required to convey related information that cannot be accommodated.

The proposal shall use Arial or a similar, easily readable font. A minimum of 11-point font size and 1.25-line spacing is required for text.

Narrow or condensed fonts are not permitted. Font restrictions do not apply to attachments. Different size fonts will be allowed for headings, charts, tables, and graphics and must be easily readable.

2. Firm Background Information

This section must include the following

(maximum 2 pages):

A. Legal name, addresses, telephone numbers of the principal office

(national headquarters) and local office. Include the same information if services will be provided from additional locations.

B. Year established and history.

C. Business entity status (i.e., partnership, corporation, LLC).

D. Indicate if Proposer has defaulted in its performance of an agreement or project during the past five (5) years which has led the other party to terminate the agreement and if so, the identity of the parties involved and the circumstances of the default or termination.

E. Respond to the following:

1. Explain any pending litigation, liens, or claims involving your organization.

2. Has your company filed for bankruptcy in the last ten (10) years?

F. Provide information about your company regarding environmental conservation practices or objectives, Green Business certifications, alternative fuel service vehicles, superior employee benefit policies, or other applicable policies that align with Sub-Section Environmental

Conservation and Sustainable Living in Section Process Instructions.

0-100 Points 5 (5% of Total)

3. Firm Qualifications, Expertise, and Experience

In this section (maximum 5 pages), include the following:

A. Describe the Proposer’s qualifications and experience working on similar, relevant, or related projects that were completed, as outlined in Section

Preliminary Scope of Services.

B. Describe how the Proposer (or

Proposers if submitting a jointly prepared proposal) is organized to provide the required services as outlined in Section Preliminary

Scope of Services.

C. If utilizing any subconsultants and/or subcontractors, describe their qualifications working on similar, relevant, or related projects that were completed, as outlined in

Section Preliminary Scope of

Services.

D. Provide a list of all services Proposer has performed for the City in the past three (3) years, include a description of the services, date of engagement(s), members of the proposed team that performed the services. Indicate if Proposer served as the prime contractor or as a subcontractor.

E. In this section (maximum 5 pages), include the following:

1. Provide the names, qualifications, certifications, and relevant technical experience of personnel and subcontractors of the proposed project team who will perform the services described in Section Preliminary

Scope of Services. Include details about their experience

0-100 Points 50 (50% of Total) with similar projects with comparable magnitude.

2. Provide resumes for each member of the proposed project team and include the qualifications and experience suited to the proposed assignment. Include resumes as a separate attachment.

F. If awarded the contract, the

Proposer shall make every effort to ensure that the staff resources identified in the proposal will be available for the Project. If staff identified in the proposal are not available, the City reserves the right to review and approve alternate personnel.

4. Technical Approach and Work Plan

A. Technical Approach: Describe your approach to completing Section

Preliminary Scope of

Services. Identify deliverables and key decision points. Provide comments regarding the proposed

Section Preliminary Scope of

Services. This may be used as an opportunity to expand upon your team’s specific experience and expertise, and to outline any changes you believe would help achieve the

Project’s goals and objectives.

B. Work Plan: Describe how the project team will fulfill the Section

Preliminary Scope of

Services. Include a detailed project schedule in the Project Schedule

Document. Provide a matrix of personnel, tasks, and an estimated effort in hours.

The work plan shall include a process for delivery of the range of services outlined in

Section Preliminary Scope of Services. To the extent possible, the proposal shall reflect the roles and responsibilities of team members in the major tasks outlined in the Section

Preliminary Scope of Services and strategies to accommodate the staffing needs for each task order. As appropriate, include tools and techniques you could use in addressing challenges and delivering services outlined in

Section Preliminary Scope of Services.

Proposers shall address all major tasks outlined in Section Preliminary Scope of Services and as appropriate, suggest supplemental tasks/sub-tasks for incorporation into the final

Section Preliminary Scope of Services.

0-100 Points 15 (15% of Total)

5. Cost Proposal

Cost/Pricing is a factor in this selection.

Proposers must complete and submit a Cost

Proposal. It is the Proposer’s responsibility to state all costs to provide the services outlined in Section Preliminary Scope of Services. Costs shall include, but not be limited to, direct labor, overhead, fringe benefits, profit, subcontractors, other direct costs (ODC) such as materials, supplies, taxes, and travel. A

Proposer’s failure to submit a Cost Proposal will deem the submittal non-responsive.

Include the Cost Proposal with the Electronic

Response.

The price will be evaluated in the following manner:

This portion of the proposal will be evaluated based on the reasonableness of the proposed costs. Costs will be evaluated as compared to costs the City or other comparable public agencies have paid for similar services and with the industry’s standard and customary costs for the services.

0-100 Points 15 (15% of Total)

6. References

In this section (maximum 5 pages), provide the following:

A. Three (3) Client References that provide former clients and representative projects undertaken in the last five (5) years which demonstrate relevant experience with the Project.

B. For each project identified above, provide a project description, project costs, dates of engagement, project owner, and member(s) of the proposed team for this RFP that participated in the project, including any subcontractors that worked on the project.

C. For each reference, provide the name of the agency/firm, and contact person’s name, title, address, phone number, and email address. Please ensure that the contact information is accurate for each reference.

The City reserves the right to:

• Check as many references that the

City deems necessary.

• Assess a Proposer’s past performance.

• Contact references that the City determines are representative projects demonstrating experience relevant to this RFP.

• Check any other reference(s) that might be indicated through the specified contacts or that result from communication with other entities involved with similar projects.

• Include other industry sources and users of similar services known to the

City.

0-100 Points 5 (5% of Total)

• Contact client references for only shortlisted Proposers.

It is the responsibility of the Proposer to ensure the client reference contact person is available and willing to provide a reference within the timeframe stated in this section. The client reference score/weight shall have no bearing on any other evaluation criteria.

5.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

6. PROPOSAL SUBMITTALS

6.1. Proposal Response*

By confirming, the proposer is affirming to the following:

The proposer, upon acceptance, agrees to furnish the following in accordance with the specifications and terms and conditions per City of Santa Cruz “Request for Proposals for Owner's Representative:

Coral Street SUD (Substance Use Disorder) Navigation Center” at the prices indicated herein.

The proposer, under penalty of perjury, declares not to be a party with any other business to an agreement to propose a fixed or uniform price in connection with this proposal.

The proposer declares under penalty of perjury that she/he is authorized to submit this proposal and bind the business or organization to the terms of this Proposal.

The proposer recognizes the right of the City of Santa Cruz to reject any or all proposals received and to waive any informality or minor defects in proposals received.

The proposer declares under penalty of perjury that the information contained in this Proposal and all accompanying documents are true and correct.

☐ Please confirm

*Response required

6.2. Technical Proposal*

*Response required

6.3. Cost Proposal*

Proposers must complete and submit a Cost Proposal with their Proposal submittal by the Proposal

Submittal Due date. It is the Proposer’s responsibility to state all costs required to provide the services outlined in Section Preliminary Scope of Services. Costs shall include, but not be limited to, direct labor, overhead, fringe benefits, profit, subcontractor costs, and other direct costs (ODC) such as materials, supplies, taxes, and travel. A Proposer’s failure to submit a Cost Proposal will deem the Proposal non-responsive.

*Response required

6.4. Non-Collusion Declaration*

By confirming, the proposer, the party making the foregoing proposal declares that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the Consultant has not directly or indirectly induced or solicited any other Consultant or Sub-Consultant to put in a false or sham proposal; and has not directly or indirectly colluded, conspired, connived, or agreed with any

Consultant, Sub-Consultant or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the Consultant has not in any manner directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the Consultant or any other

Consultant or Sub-Consultant, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other Consultant or Sub-Consultant, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the Consultant has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or…