Parks_and_Recreation_Department_Organizational_Assessment_Services.pdf

Request for Proposal

No. PR-0318

FOR

PARKS AND RECREATION DEPARTMENT ORGANIZATIONAL

ASSESSMENT SERVICES

Contact: Emeline Nguyen, Principal Management Analyst

Email: enguyen@santacruzca.gov

RESPONSE DEADLINE: August 21, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Santa Cruz

Parks and Recreation Department Organizational Assessment Services

I. INTRODUCTION

II. GENERAL INFORMATION FOR PROPOSERS

III. PROCESS INSTRUCTIONS

IV. EVALUATION CRITERIA

V. TERMS AND CONDITIONS

VI. PRELIMINARY SCOPE OF WORK

VII. PROPOSAL SUBMITTALS

#PR-0318

Title: Parks and Recreation Department Organizational Assessment Services

1. INTRODUCTION

1.1. Summary

The City of Santa Cruz is seeking proposals from qualified consulting firms to conduct a comprehensive organizational assessment of the Parks and Recreation Department. The Department provides a wide range of services and programs, including park maintenance, recreation programming, facility operations, special events, and other public-facing services that enhance the quality of life for residents and visitors.

The City seeks an independent evaluation of the Department's organizational structure, staffing, service delivery, operational effectiveness, and long-term sustainability. The assessment will identify opportunities to improve alignment among departmental priorities, available resources, community needs, and the City's Strategic Plan while positioning the Department to effectively deliver services now and into the future.

The selected consultant will conduct document review, stakeholder engagement, organizational and operational analysis, benchmarking, and development of recommendations. The final assessment should provide practical, fiscally responsible, and implementable recommendations that improve organizational effectiveness, operational efficiency, service delivery, and long-term sustainability within existing or reasonably anticipated staffing and budget resources.

A detailed description of the requested services, project assumptions, deliverables, qualifications, and project schedule is provided in the Preliminary Scope of Services.

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 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.

As the Parks and Recreation Department continues to evolve to meet changing community needs, service demands, and organizational priorities, the City is seeking an independent organizational assessment to evaluate current operations and identify opportunities to improve organizational effectiveness, staffing, service delivery, and long-term sustainability. The selected consultant will provide an objective assessment of the Department's current organizational structure and operational practices and develop practical, fiscally responsible recommendations that can be implemented within existing or reasonably anticipated staffing and budget resources.

1.3. Contact Information

Emeline Nguyen

Principal Management Analyst

Email: enguyen@santacruzca.gov

Phone: (831) 420-5017

Department:

Parks and Recreation

Department Head:

Tony Eillot

Parks and Recreation 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 July 31, 2026

RFP Questions and Clarification Due Date August 7, 2026, 5:00pm

Proposal Submission Deadline August 21, 2026, 5:00pm mailto:enguyen@santacruzca.gov tel:(831)420-5017

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 consulting firms to respond to this Request for Proposal (RFP) for the project

(“Project”) titled below:

Parks and Recreation Department Organizational Assessment Services

RFP No. PR-0318

The City anticipates awarding a contract to a vendor for a one-time professional consulting service. 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.

The City is seeking a consultant with demonstrated experience conducting organizational assessments, operational reviews, or management studies for municipal Parks and Recreation agencies. The successful Proposer should demonstrate familiarity with parks operations, recreation programming, maintenance functions, service delivery models, staffing structures, and local government organizational practices.

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/289147. 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 5:00 pm on Friday, August 7, 2026.

2.3. Proposal Submittal Due Date

Proposals are due no later than 5:00 pm on Friday, August 21, 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/289147.

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.

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2.4. Pre-Proposal Meeting

A pre-proposal meeting will not be held for this RFP.

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:

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. PROCESS INSTRUCTIONS

3.1. 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/289147, under Bidding Information.

3.2. 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.

3.3. 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).

3.4. 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.

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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.

The City may conduct interviews and oral presentations with the highest scoring Proposers. The City reserves the right to waive the interview process and evaluate the Proposer based on the Proposal

Evaluation Criteria alone. Should interviews and oral presentations be conducted, proposals will be evaluated by the EC using the Interview and Oral Presentation Evaluation Criteria as set forth below.

Proposers will be responsible for all their expenses associated with the interview and oral presentation. The City reserves the right to conduct interviews and oral presentations with qualified contractors by web or teleconference.

3.5. 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.

3.6. 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.

3.7. 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.

3.8. 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:

Bonnie Lipscomb, Director, blipscomb@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.

Protests letters regarding a contract award will be directed to:

City of Santa Cruz

Tony Eillot, Parks and Recreation Director

337 Locust Street

Protests regarding the contract award must be received no later than 5 business days after the written

Notice of Intent to Award is sent by the City. The award protest must be in writing and include:

The name, address, and telephone number of the protester; The Project title, RFP Number, and RFP due date; A detailed statement of the legal and/or factual grounds for the protest; and the form of relief requested. Throughout the protest review process, the City has no obligation to delay or otherwise postpone an award of a contract.

Protests regarding the award resulting from this RFP must be delivered to

Tony Eillot, Parks and Recreation Director within 5 business days after the written Notice of Intent to

Award is sent by the City. The Parks and Recreation Director will review the protest and issue a written response within 10 business days. The decision of the Parks and Recreation Director is final.

3.9. 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.

3.10. 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.

3.11. 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.

3.12. 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.

3.13. 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.

4. EVALUATION CRITERIA

4.1. 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 uploaded as a separate attachment in the Procurement Portal. The Cost

Proposal shall not be included within the Written Technical Proposal.

• 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, supporting documentation demonstrating compliance with the Minimum Qualifications, and resumes

Points Based 5 (5% of Total) submitted as separate attachments do not count toward the applicable page limits unless otherwise stated.

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, 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.

3. Firm Qualifications, Expertise, and Experience

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

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

Preliminary Scope of Services.

B. Describe how the Proposer meets the Minimum Qualifications identified in the Preliminary Scope of

Work, including relevant project experience demonstrating compliance with those qualifications.

C. 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.

D. 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.

E. Provide a list of all services the

Proposer has performed for the City during the past three (3) years, including a description of the services, dates of engagement, members of the proposed project team who performed the services, and whether the Proposer served as the prime contractor or subcontractor.

Points Based 25 (25% of Total)

4. Team Qualifications, Expertise, and

Experience

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

A. 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 with similar projects with comparable magnitude.

B. Provide resumes for each proposed project team member and include the qualifications and experience suited to the proposed assignment.

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.

Points Based 25 (25% of Total)

5. 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.

Points Based 30 (30% of Total)

6. Cost Proposal

The Cost Proposal shall be uploaded as a separate attachment and shall not be included within the Written Technical 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 as a separate attachment with the Electronic Response.

The price will be evaluated in the following manner:

A. The responsive proposal with the lowest price will be given the full weight of points assigned to the pricing criteria.

B. Every other responsive proposal will be given points proportionately in relation to the lowest price. This point total will be calculated by dividing the lowest proposed price by the total proposed price of the proposal being evaluated with the result multiplied by the maximum weight for the price (100 %) to arrive at a price score of less than the full score for price.

Example: Lowest Total Proposed

Price Total % Price Proposer’s Total Proposed

Price X for Price = Score

Points Based 10 (10% of Total)

4.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Client References

Client references shall be submitted with the

Proposal. Reference checks will only be conducted for proposers advancing to Phase 2 of the evaluation process. The client references requested in this section are separate from the qualifying projects submitted to demonstrate compliance with the Minimum Qualifications.

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

A. Three (3) Client References for representative projects completed within the past five (5) years demonstrating experience relevant to this 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.

• 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.

2. Project Understanding, Work Plan and

Approach

Proposers invited for the interview and oral presentations are expected to have a clear understanding of Project goals and objectives, the scope of services, the Project and City background, and the Proposer’s role.

Proposers must present their Project understanding, work plan, and approach effectively for achieving the Scope of Services on time and within budget.

Points Based 60 (60% of Total)

3. Quality of Presentation

Proposers invited to participate in the interview and oral presentations will be evaluated on their ability to effectively communicate the project understanding, work plan and approach, and the qualifications of subcontractors and personnel. The presentations should be informative and concise.

Points Based 35 (35% of Total)

5. TERMS AND CONDITIONS

5.1. Insurance Requirements

Proposer will provide Certificate of Insurance(s) for Professional Liability, Commercial General Liability, Auto Liability, and Workers’ Compensation as stated in the City’s standard Terms and Conditions. The

City reserves the right to adjust the insurance terms provided based on the type and scope of project proposed by the Proposer.

5.2. Prevailing Wages and Labor Compliance

Prevailing Wages do not apply to this contract.

5.3. Living Wage

Proposers agree to comply with the requirements of the Living Wage Ordinance as provided in Santa

Cruz Municipal Code Chapter 5.10.

5.4. Agreement (Appendix A)

The successful Proposer will be required to enter into an Agreement in the form of the Agreement attached hereto as Appendix A. The City reserves the right to adjust the terms, including insurance terms provided, based on the type and scope of the project proposed by the Proposer. If a Proposer is unable to accept City’s proposed Agreement terms substantially in the form presented, the Proposer shall include a revised copy of the Agreement with its Proposal. The revised copy must clearly mark any section to which it objects, set forth the Proposer’s proposed alternative terms, and explain the basis for each proposed change. The City reserves all rights to reject any revisions to the Agreement.

If a satisfactory contract cannot be negotiated in a reasonable time, the City in its sole discretion may terminate negotiations.

5.5. Contract Period

The term of the contract will commence upon notification of award and continue for a period of 1 year(s) plus any renewals agreed to by the parties and made in writing.

5.6. Equal Employment Opportunity and Non-Discrimination

City’s policies promote a working environment free from abusive conduct, discrimination, harassment, and retaliation; and require equal opportunity in employment for all regardless of race, religious creed

(including religious dress and grooming practices), color, national origin (including language use restrictions), ancestry, religion, disability (mental and physical), medical condition, sex, gender (including gender identity and gender expression), physical characteristics, marital status, age, sexual orientation, genetic information (including family health history and genetic test results), organizational affiliation, and military or and veteran status, or any other consideration made unlawful by local, State or Federal law. City requires Consultant to be in compliance with all applicable Federal and State and local equal employment opportunity acts, laws, and regulations and Consultant is responsible for ensuring that effective policies and procedures concerning the prevention of abusive conduct, discrimination, harassment, and retaliation exist in Consultant’s business organization. The City’s current Equal

Employment Opportunity and Non-Discrimination policies to which this Section applies may be viewed at http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html and http://www.codepublishing.com/CA/SantaCruz/?SantaCruz09/SantaCruz0983.html http://www.cityofsantacruz.com/home/showdocument?id=59192.

http://www.cityofsantacruz.com/home/showdocument?id=59192. Copies are available upon request from the City’s Purchasing Division.

5.7. Indemnification

To the fullest extent permitted by law, Proposer agrees to indemnify, defend, and hold harmless the

City, its officials, officers, employees, agents, and volunteers (collectively, “Indemnitees”) from and against any and all liability, claim, action, loss, injury, damage, judgment, or expense, including attorneys’ fees and costs (“Losses”) caused by or resulting from the negligence, recklessness, or willful misconduct of Proposer, Proposer’s officers, employees, agents, or subcontractors in any way related to this solicitation, including but not limited to Proposer’s Proposal. Proposer’s duty to indemnify and hold harmless Indemnitees shall not apply to the extent such Losses are caused by the sole or active negligence or willful misconduct of Indemnitees, as determined by an adjudicatory body or court of competent jurisdiction, if applicable. The obligation to defend shall arise regardless of any claim or assertion that Indemnitees caused or contributed to the Losses.

In the event this Agreement involves the performance of design professional services by Proposer, Proposer’s officers, employees, agents, or subcontractors, Proposer’s costs to defend Indemnitees shall not exceed the Proposer’s proportionate percentage of fault per Civil Code §2782.8. This section shall survive the termination or expiration of the Agreement.

5.8. Performance Bond/Payment Bond

Bonding requirements for federally funded contracts are subject to the following federal directives:

Bidder’s security of ten percent of the bid price for all public works contracts at the time of Bid submittal

(Public Contract Code Section 20483(a)).

A. Performance bond equal to 100-percent of the contract price for all public works contracts.

B. Payment bond for all public works contracts of at least:

C. 50-percent of the contract price if the contract price does not exceed $1 million.

1. 40 percent of the contract price if the contract price exceeds $1 million but is not more than

$5 million; or

2. $2.5 million if the contract price exceeds $5 million.

Within ten (10) business days, not including legal holidays, of contract award, the successful Proposer must submit a performance bond and payment bond, executed by the Contractor and the Surety. All bonds must be issued by California admitted Sureties.

Should any surety or sureties be deemed unsatisfactory by the City, a notice will be given to the

Contractor. The Contractor shall promptly substitute a new surety or sureties satisfactory to the City. No further payment shall be deemed due or will be made under the contract until the new sureties are accepted by the City.

At its sole discretion, the City may allow the Contractor to provide bonds from multiple sureties to meet the bond requirements.

http://www.cityofsantacruz.com/home/showdocument?id=59192.

6. PRELIMINARY SCOPE OF WORK

6.1. Project Objectives

The organizational assessment should:

• Evaluate the Department's organizational structure, staffing model, and operational practices.

• Assess the Department's ability to meet current and future service delivery needs.

• Identify opportunities to improve organizational effectiveness, operational efficiency, and accountability.

• Evaluate alignment among departmental priorities, community expectations, available resources, and the City's Strategic Plan.

• Identify opportunities to improve organizational structure, operations, service delivery, and long-term funding sustainability.

• Provide practical, fiscally responsible recommendations and implementation strategies that can be implemented within existing or reasonably anticipated staffing and budget resources.

6.2. Minimum Qualifications

To be considered responsive, the Proposer shall demonstrate the following minimum qualifications:

• Completed a minimum of five (5) organizational assessments, operational reviews, and/or management studies for municipal Parks and Recreation Departments in California within the past 10 years.

• At least three (3) of the projects shall have involved departments with an annual operating budget of at least $15 million and service delivery responsibilities comparable to the City of

Santa Cruz.

• At least three (3) of the projects shall have included evaluation of organizational structure, staffing, supervisory ratios, and/or service delivery models.

• Demonstrated experience completing organizational assessments, operational reviews, and/or management studies for municipal governments.

• Demonstrated experience aligning organizational recommendations within existing fiscal parameters.

• Demonstrated experience developing recommendations that can be implemented within existing or reasonably anticipated staffing and budget resources.

• Present sufficient qualified personnel to complete the project within the required schedule.

Failure to demonstrate the Minimum Qualifications may result in the Proposal being determined non-responsive and removed from further consideration.

Proposers shall demonstrate compliance with the Minimum Qualifications within their Proposal.

Supporting documentation, if provided, may be uploaded under the Appendices Page (Supporting

Attachments) to supplement the Proposal.

To assist the City's evaluation, the City recommends that Proposers organize their response in a manner that clearly demonstrates how each Minimum Qualification has been satisfied. The City reserves the right to determine whether a Proposer has demonstrated compliance with the Minimum Qualifications.

6.3. Scope of Work

The City seeks proposals from qualified consulting firms meeting the Minimum Qualifications identified in this RFP to conduct a comprehensive organizational assessment of the Parks and Recreation

Department.

The selected consultant shall conduct a comprehensive organizational assessment of the Department, including document review, stakeholder engagement, organizational and operational analysis, benchmarking, and development of practical, fiscally responsible recommendations. The consultant shall complete the tasks described below and provide the associated deliverables in accordance with the project schedule.

Final Report Requirements

The final report shall include, at a minimum:

• Executive Summary

• Existing Conditions Assessment

• Organizational Analysis

• Benchmarking Findings

• Key Strengths and Challenges

• Recommendations

• Implementation Considerations

• Prioritized Action Items

Out of Scope

The consultant is not expected to:

• Conduct a compensation study.

• Perform a classification and compensation review.

• Conduct a comprehensive financial audit.

• Negotiate labor agreements.

• Prepare engineering or facility conditions assessments.

Project Assumptions

For proposal purposes, consultants should assume:

• Up to two (2) days of on-site visits

• Interviews with up to 10 staff members

• Interviews with up to 8 external stakeholders

• One (1) kick-off meeting

• One (1) draft findings review meeting

• One (1) final presentation

Task 1: Project Initiation and Existing Conditions Review

Kick-off and review of the Department’s organizational structure, operations, budget (expenditures and revenues), including a review of current programs and priorities, program delivery, and staff resources.

The work shall include, at a minimum:

• Kick-off meeting with City Manager’s Office and Park and Recreation Director.

• Maintain regular communication with the City's Project Manager throughout the project and provide periodic progress updates as requested.

• Review departmental (including divisions) budgets, expenditures, and revenue sources.

• Review organizational structure, staffing levels, job descriptions, and organizational charts over the last five (5) years.

• Review strategic plans and operational priorities.

• Review the 2026 City of Santa Cruz Recreational Needs, Satisfaction, and Future Priorities Survey and survey results – Open through May 25, 2026.

• Review available Community Survey Data and related public engagement findings.

• Current and planned technology infrastructure for delivery of services.

Related Deliverables: Project management plan, existing conditions summary report

Estimated Due Date: Week 3

Task 2: Stakeholder & Department Engagement (Up to two (2) days on-site and additional remote meetings)

• Facility tours https://polco.us/n/res/vote/santa-cruz-ca/2026-city-of-santa-cruz-recreational-needs-satisfaction-and-future-priorities-survey-open-to-all-residents?pn-area=1&pn-method=open

• Key Operational Staff interviews

• Supervisor interviews

• Commissioner interviews

• Councilmember interviews

• Other external stakeholder interviews identified by the City

Related Deliverables: Stakeholder engagement summary

Estimated Due Date: Week 6

Task 3: Organizational Assessment & Analysis

Conduct an analysis built on the gathered information and including the following components:

• Benchmarking against a minimum of five (5) comparable municipal parks and recreation agencies and recognized industry best practices.

• Staffing and supervisory analysis.

o Use of seasonal or temporary staff or contract services for service delivery needs.

o Alignment of leadership, management and supervision.

o Number of organizational levels and reporting procedures and supervisory ratios.

• Organizational structure review.

• Gap analysis matched to City’s existing resources.

• Assessment of funding opportunities and cost-recovery strategies to support existing and future programmatic and operational needs.

• Efficiency analysis.

• Review of internal and external communication systems and practices.

• Identification of duplicated or overlapping functions across the department.

Related Deliverables: Draft organizational assessment and findings report

Estimated Due Date: Week 9

Task 4: Final Recommendations & Reporting

Prepare draft and final reports consistent with the Final Report Requirements identified in this Scope of

Work.

• Prepare draft report

• Staff review meeting

• Incorporate comments

• Final report preparation

• Presentation to the executive leadership team and other City bodies as requested

Related Deliverables: Draft recommendations report, final organizational assessment report, final presentation

Estimated Due Date: Week 12

Project Schedule

The Project Schedule below is based on a 12-week project beginning at contract execution. The schedule may be adjusted upon mutual agreement between the City and the selected consultant.

Week Task Activity

1 1 Kick-off meeting and project initiation

2 1 Document collection and review

3 1 Complete existing conditions review and submit Existing Conditions Summary

4 2 Department tours and staff interviews

5 2 Supervisor, key operational staff, Councilmember, Commissioner, and external stakeholder interviews

6 2 Complete engagement activities and submit Stakeholder Engagement Summary

7 3 Organizational analysis and benchmarking

8 3 Staffing, service delivery, and funding analysis

9 3 Prepare and submit Draft Organizational Assessment Report

10 4 City review and consultant revisions

11 4 Final report preparation

12 4 Submit Final Organizational Assessment Report and conduct a final presentation

6.4. Responsibilities of City

The City will designate a project manager…