Parks and Recreation Master Plan.pdf

CITY OF FULLERTON

REQUEST FOR PROPOSAL

RFP #2526-RFP-015

PARKS AND RECREATION MASTER PLAN

PROPOSAL DUE:

JULY 17, 2026, 4:00 PM

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/cityoffullerton

Table Of Contents

1. SECTION I

1.1. NOTICE OF REQUEST FOR PROPOSALS

2. SECTION II

2.1. INTRODUCTION

2.2. MINIMUM QUALIFICATIONS

2.3. SCOPE OF SERVICES

3. SECTION III

3.1. INSTRUCTIONS TO PROPOSERS

3.2. INSURANCE REQUIREMENTS

4. SECTION IV

4.1. TECHNICAL PROPOSAL

5. SECTION V

5.1. EVALUATION AND AWARD

5.2. EVALUATION CRITERIA

6. SECTION VI

6.1. VENDOR QUESTIONNAIRE

6.2. ATTACHMENTS

Attachments:

A - PSA - Standard -Master-SAMPLE

1. SECTION I

1.1. NOTICE OF REQUEST FOR PROPOSALS

1.1.1. NOTICE IS HEREBY GIVEN

The City of Fullerton is requesting Proposals from qualified consultants and firms for Parks and

Recreation Master Plan. Proposals are due no later than 4:00 pm on Friday, July 17, 2026. This

Request for Proposals (RFP) provides information on the City of Fullerton, the required scope of services, the consultant/contractor selection process, and the minimum information that must be included in the RFP Response.

The City is seeking to award one (1) professional services agreement with the top firm selected to perform required scope of services based on a number of qualifying and determinable factors, herein outlined in this RFP. Proposals will be evaluated on the overall best value to the City based on firm’s qualifications and experience, ability to perform scope of services and implementation plan, cost proposal, and any other criteria set out herein this RFP. The City shall be the sole judge of the qualifications and services and reserves the right to select firm(s) on any basis or weighted criteria that is in the best interests of the City.

1.1.2. BACKGROUND

The City of Fullerton is located 22 miles southeast of metropolitan Los Angeles, in the center of North

Orange County. Fullerton is a full-service, general law city that was incorporated in 1904. Fullerton is renowned for its unique mix of residential, commercial, industrial, educational, and cultural environments and is known for being “the Education Community”. Fullerton has 52 City parks, a museum, a cultural center, a public library, a golf course, and 29 miles of recreational trails. Fullerton provides an outstanding quality of life for both residents and businesses. At 22.4 square miles, Fullerton is also one of the largest cities in Orange County by area and is the sixth most populous.

1.1.3. SUBMITTAL DEADLINE

COMPLETE ELECTRONIC PROPOSALS MUST BE SUBMITTED NO LATER THAN Friday, July

17, 2026 at 4:00 pm PST via the City’s eProcurement portal, OpenGov at https://procurement.opengov.com/portal/cityoffullerton. Proposals submitted by email, mail, or fax, will not be accepted nor considered. Failure to upload due to electronic glitches is not a legitimate reason for proposals submitted after the deadline. The City may extend the deadline at its discretion.

Please see instructions in Section 3 for details on how to submit a proposal to this RFP.

It is not the responsibility of the City to notify potential bidders. Prospective bidders shall be notified via the City’s eProcurement portal, OpenGov at https://procurement.opengov.com/portal/cityoffullerton.

Registration is free and prospective bidders and firms may select to be notified of all future bids posted by the City of Fullerton.

Proposed RFP Schedule ** Proposed RFP Schedule is “Tentative” and may be changed at the City’s discretion.

Interviews will be scheduled if required **

Release of RFP: June 11, 2026

Question Submittal Deadline: June 26, 2026, 4:00pm

Response to Questions Posted: July 3, 2026, 4:00pm

RFP Submittal Deadline: July 17, 2026, 4:00pm

Consultant Interviews: TBD

Agreement/Contract Finalized: TBD

2. SECTION II

2.1. INTRODUCTION

The City of Fullerton is requesting proposals from qualified and experienced firms for Parks and

Recreation Master Plan that evaluates existing facilities, parks and trails and analyzes potential needs, costs, and phasing for improvements based upon existing and forecasted populations.

The City intends to enter into a professional services agreement with the selected consultant for a term of three (3) years.

2.2. MINIMUM QUALIFICATIONS

Only those consultants with qualified experience as it relates to the services requested in this solicitation will be considered during the evaluation process. Consultant staff assigned to execute the scope of services must have relevant experience in providing the necessary services as described under the scope of services. All personnel assigned to complete the scope of work shall possess appropriate certifications or registrations as required by state and local agencies.

2.3. SCOPE OF SERVICES

2.3.1. Scope of Work and Services

The Scope of Work and Services are intended to be a general guide, but also may outline a complete list of all work to be performed as required of this RFP. The Proposer shall perform the following tasks and key services as required herein and outlined in this RFP:

• Community Outreach / Education Strategy o Determine community interests, needs, and concerns relevant to programs, parks, trails, open space, and other recreation facilities and services. Provide methods to receive input from as many people as possible, including users and nonusers of the services and facilities.

• Community Demographics & Trends o Assess factors relevant to the accurate projection of current and future community needs, including detailed demographic data regarding such variables as age, presence of children, ethnicity, household size, and income as well as special populations which may require specialized or disproportionate services and programming, such as seniors, teens, preschoolers, second-language learners, individuals with disabilities, military families and veterans, etc. Analyze data collected from the demographic assessment and prepare a comprehensive report detailing current population factors. Use findings to forecast changes in demographics and distribution, and how these changes will affect Community Services over the next 20 years.

• Benchmark Analysis o Complete a benchmark analysis to compare City of Fullerton Parks and Recreation

Department to five (5) other relevant peer agencies. The Consulting Team will work with the Department to identify the 15 key metrics to be surveyed and analyzed, as well as the benchmarked communities.

• Inventory & Assess Existing Parks, Trails & Facilities o Complete assessment and inventory of existing facilities, trails and parks, including capital improvement process and projects.

• Conduct Public Outreach & Engagement o Conduct community-wide, statistically valid surveys to include public meetings/workshops

(in person and virtual meetings) to support and influence recommendations, as well as attend popular City events to collect opinions and information from residents unable to attend a more formal setting. One meeting must be held at the Fullerton Community Center and one at the Hunt Branch Library. Provide written records and summaries of the results of all public process and communication strategies.

• Program Assessment / Analysis of Programs & Services o Complete assessment and inventory of existing programs and services provided to the community. Make recommendations to accommodate future needs as forecasted for population and demographics changes.

• Assess Needs & Level of Service o Analyze the assessment and inventory of existing facilities, parks, programs, and services and forecast their capacity to meet future needs. Include physical and technological infrastructure in this analysis. Determine necessary changes to staffing levels, allocations of staff to specific divisions or programs, and budget to accommodate future needs, both within Parks and Recreation Department and supporting departments.

• Develop Equity Mapping & Gap Analysis o Utilize geographic information systems to develop maps that show the service area covered by each park type or amenity types, presenting an objective tool to determine equity of access and determine true gaps and overlaps. This will assist city staff in taking appropriate steps to build, acquire, expand, or divest offerings and ultimately maximize access to parks, trails, recreation amenities, and facilities in an equitable manner.

• Develop Priorities & Capital Improvement Plan o Identify and prioritize modifications to existing parks, facilities, trails, open space, programs and services. Address costs to implement recommendations, including increases in operations and maintenance costs. Employ statistically significant analytical methods to support any findings and recommendations generalized across the entire community.

Provide an implementation action plan for recommendations.

• Funding and Revenue Strategies o Assess funding sources such as Park Dwelling Fees and taxes, and other sources of funds to determine fiscal limitations and potential for additional funding sources. Forecast potential future funding sources including, but not limited to, participation fees, facility naming rights, sponsorships, and grants. Analyze current funding sources. Identify gaps, needs, and potential additional funding sources specific to each division and facility.

• Economic Value and Cost Recovery:

o Develop an economic model that includes a Return-on-Investment (ROI) analysis. The analysis should ensure the City is being economically efficient with the use of its resources, ensure that assets are utilized to their full replacement life, and also identifying the best time to replace prior to asset failure. The analysis will also examine and define policies to help optimize financial decision making for ideal use of resources that align with resources, community needs and expectations. The economic model will illustrate the financial management plan for the City of Fullerton that aligns with policy recommendations and action plan developed through the assessment and outreach portion of the project. The

ROI analysis shall evaluate annual capital investment required for capital replacement and maintenance on an aggressive, moderate, and low-impact schedule.

• Update City’s GIS System: Review the City’s GIS shapefiles and provide updates based on actual data. Consultant shall provide shapefiles as appropriate for all future / recommended facilities.

• Develop and Present Final Master Plan o Analyze all information gained from the previous tasks and develop it into a comprehensive report. Present to applicable City departments and advisory groups prior to creation of the final Master Plan document. City shall have 30%, 60%, and 90% review phases. Present final draft Master Plan to Parks and Recreation Commission and City Council for review, comment, and final direction. The adopted Parks and Community Services Master Plan

Update shall be provided in hard and digital copies for internal review. The document shall be produced in a manner that easily allows updates and up to two rounds of revisions. All data, information, materials, and work produced, including final text, maps, and graphics including all digital files shall become the sole property of the City of Fullerton.

3. SECTION III

3.1. INSTRUCTIONS TO PROPOSERS

3.1.1. Examination of Proposal Documents

By submitting a proposal, firm(s) represents that it has thoroughly examined and become familiar with the work required under this RFP and is capable of performing quality work to achieve the City’s objectives.

3.1.2. Addenda

Any changes to the requirements will be made by written addendum to this RFP and will be posted on

OpenGov and City of Fullerton Bid Webpage. Any written addenda issued pertaining to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. City will not be bound to any modifications to or deviations from the requirements set forth in this RFP as the result of oral instructions. Firms shall acknowledge receipt of addenda in their proposals.

If a Proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, the proposer should immediately provide the City written notice of the problem and request that the RFP be clarified or modified. Without disclosing the source of the request, the City may modify the documents prior to the date fixed for submission of proposals by issuing an addendum.

If prior to the date fixed for submissions, a firm(s) knows of or should have known of an error in the

RFP but fails to notify the City of the error, the firm shall submit a proposal at their own risk, and if awarded a contract, shall not be entitled to additional compensation or time by reason of the error or its later correction.

3.1.3. Request for Information

Submitting Questions

All questions must be submitted and received by the City no later than 4:00 pm PST on Friday, June

26, 2026.

Request for clarifications, questions and comments must be submitted through the City’s eProcurement

Portal at OpenGov (https://procurement.opengov.com/portal/cityoffullerton). Registration is free and interested proposers can select to receive automatic bid notifications from the City.

City Responses

Responses from the City will be posted as an Addendum to this RFP on the City’s e-Procurement

Portal, OpenGov to be posted no later than Friday, July 3, 2026.

City’s eProcurement Portal – OpenGov:

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

General Inquiries

General questions regarding this RFP are to be directed to the City’s Purchasing Division as follows:

Vanessa Slouka, Buyer

Email: vanessa.slouka@cityoffullerton.com Phone Number: (714) 738-6533

** Any contact outside of the City staff/representative shall be cause for disqualification **

3.1.4. California Public Records Act (CPRA)

All proposals submitted in response of this RFP become the property of the City and under the Public

Records Act (Government Code Section 7920.000 el. Seq.) are public record, and as such, may be subject to public review. However, the proposals shall not be disclosed until final negotiations are complete and/or recommendation for action is made to City Manager and/or the City Council.

If a proposer claims a privilege against public disclosure for trade secret or other proprietary information, such information must be clearly identified in the proposal. Note that under California Law, price proposal to a public agency is not a trade secret.

3.1.5. Acceptance of Proposals

A. City reserves the right to accept or reject any and all proposals, or any item or part thereof, or to waive any informalities or irregularities in proposals.

B. City reserves the right to withdraw or cancel this RFP at any time without prior notice, and the

City makes no representations that any contract will be awarded to any Proposer responding to this RFP.

C. City reserves the right to postpone proposal openings for its own convenience.

D. Submitted proposals are not to be copyrighted.

E. City does not guarantee any work upon award of an agreement.

3.1.6. Pre-Contractual Expenses

City shall not, in any event, be liable for any pre-contractual expenses incurred by firm in the preparation of its proposal. Firm shall not include any such expenses as part of its proposal.

Pre-contractual expenses are defined as expenses incurred by firm(s) in:

A. Preparing its proposal in response to this RFP;

B. Submitting that proposal to the City;

C. Negotiating with the City any matter related to this proposal; or any other expenses incurred by firm prior to date of award, if any, of the Agreement.

3.1.7. Joint Offers

Where two or more firms desire to submit a single proposal in response to this RFP, they should do so on a prime-sub-consultant basis rather than as a joint venture. City intends to do business with a single firm per awarded agreement and not with multiple firms doing business as a joint venture.

3.1.8. Professional Services Agreement

The selected firm shall enter into an agreement with the City based upon the contents of the RFP and the firm’s proposal. The City’s standard form of agreement is included as Attachment A. The firm shall carefully review the agreement, especially with regard to the indemnity and insurance provisions, and include with the proposal a description of any exceptions, technical or contractual, requested to the standard contract. If there are exceptions or are no exceptions, a statement to the effect shall be included in the proposal as well. See ATTACHMENTS.

https://procurement.opengov.com/portal/cityoffullerton/projects/243819/document?section=2326016

3.1.9. City Business License

The successful consultant(s) and sub-consultants are required to obtain and maintain a City of Fullerton business license. The City business license shall be maintained for the duration of the Agreement. A current business license is not a prerequisite for submittal of the qualifications.

3.2. INSURANCE REQUIREMENTS

3.2.1. Commercial General Liability Insurance.

Consultant shall maintain commercial general liability insurance coverage in a form at least as broad as ISO Form #CG 00 01, with a limit of not less than $2,000,000 each occurrence. If such insurance contains a general aggregate limit, it shall apply separately to the Agreement or shall be twice the required occurrence limit.

3.2.2. Business Automobile Liability Insurance.

Consultant shall maintain business automobile liability insurance coverage in a form at least as broad as ISO Form # CA 00 01, with a limit of not less than $1,000,000 each accident. Such insurance shall include coverage for owned, hired and non-owned automobiles.

3.2.3. Workers’ Compensation and Employers’ Liability Insurance.

Consultant shall maintain workers’ compensation insurance as required by the State of California and employers’ liability insurance with limits of not less than $1,000,000 each accident.

3.2.4. Professional Liability Insurance

Consultant shall maintain professional liability insurance appropriate to Consultant’s profession with a limit of not less than $2,000,000. Architects’ and engineers’ coverage shall be endorsed to include contractual liability. If policy is written as a “claims made” policy, the retro date of the policy shall be prior to the start of the contract work.

3.2.5. Employee/Officer Fidelity Bond

Consultant shall maintain a fidelity bond with a minimum limit of $1,000,000, providing coverage for the acts of all employees, officers and directors of Consultant.

3.2.6. Cyber Liability Insurance

Consultant shall maintain cyber liability insurance coverage with a limit of not less than $2,000,000 per claim and $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Consultant in this Agreement and shall include but not be limited to claims involving infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, alteration of electronic information, extortion and network security. The policy shall provide coverage for breach response costs as well as regulatory fines, penalties and credit monitoring expenses with limits sufficient to respond to these obligations.

3.2.7. Deductibles and Self-Insured Retentions

Any deductible or self-insured retention must be declared to and approved by City.

3.2.8. Other Insurance Provisions

The required insurance policies shall contain or be endorsed to contain the following provisions:

A. Commercial General Liability. City, its elected or appointed officials, officers, employees and volunteers are to be covered as additional insureds with respect to liability arising out of work or operations performed by or on behalf of Consultant, including materials, parts or equipment furnished in connection with such work or operations. Such coverage as an additional insured shall not be limited to the period of time during which Consultant is conducting ongoing operations for City but rather, shall continue after the completion of such operations. The coverage shall contain no special limitations on the scope of its protection afforded to City, its officers, employees and volunteers.

B. Commercial General Liability. This insurance shall be primary insurance as respects City, its officers, employees and volunteers and shall apply separately to each insured against whom a suit is brought or a claim is made. Any insurance or self-insurance maintained by City, its officers, employees and volunteers shall be excess of this insurance and shall not contribute with it.

C. Professional Liability. If the Professional Liability policy is written on a “claims made” form, the

Retroactive Date must be shown and must be before the date of the contract or beginning of contract work. The insurance must be maintained and evidence of insurance must be provided for at least (5) years after completion of the contract work. If the coverage is canceled or non-renewed and not replaced with another claims-made policy form with a

Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting coverage” for a minimum of five (5) years after completion of work.

D. Workers’ Compensation and Employers’ Liability Insurance. Insurer shall waive their right of subrogation against City, its officers, employees and volunteers for work done on behalf of

City.

E. Employee/Officer Fidelity Bond, City shall be named as third party beneficiary for losses arising from work done on behalf of City.

F. All Coverages. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be canceled, except after thirty (30) days’ prior written notice by certified mail, return receipt requested, has been given to City.

G. If Consultant maintains higher limits or has broader coverage than the minimums shown above, City requires and shall be entitled to all coverage, and to the higher limits maintained by

Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to City.

H. Subcontractors. Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein and Consultant shall ensure that City is an additional insured on insurance required from subconsultants.

I. Special Risks or Circumstances. City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage or other special circumstances.

4. SECTION IV

4.1. TECHNICAL PROPOSAL

Proposal Format and Content

This section provides the requirements which the City will look for and expect to be included in the proposal.

Electronic proposals shall be submitted electronically in a format that will print on 8 ½” x 11" size paper. Charts and schedules must adhere to this requirement as well. Proposals should not include any unnecessary elaborate or promotional material. Lengthy narrative is discouraged, and presentations should be brief and concise. Links to sample work should be clearly labeled and identified in the proposal.

The Proposal should be presented in the order shown and include the following:

4.1.1. Proposed Staffing and Organization

This section of the proposal should establish the method that will be used by the firm to manage the contract as well as identify key personnel assigned. Proposed staffing and organization are to be presented by firm identified in the Scope of Work.

Proposer to:

A. Provide education, experience and applicable professional credentials of contract staff. Include applicable professional credentials of “key” contract staff.

B. Identify primary Project Manager, role they will have with the City and primary office contact information.

C. Furnish brief resumes (no more than one page each) for key personnel.

D. Identify key personnel proposed to perform the work in the specified tasks and include major areas of subcontract work. Include the person's name, current location, and proposed position for this project, current assignment, and level of commitment to that assignment, availability for this assignment and how long each person has been with the firm.

E. Include an organization chart that clearly delineates communication/reporting relationships among the staff, including sub-consultants.

4.1.2. Letter of Transmittal

The Letter of Transmittal shall be high-level and concise (recommended no more than 1 page), addressed to the City of Fullerton, and at a minimum contain the following:

A. Express the firm’s intent and formal interest in applying for this RFP and why their firm’s services are advantageous/beneficial to the City.

B. Identification of proposer that will have contractual responsibility with the City. Identification shall include legal name of company, corporate address, and telephone number. Include name, title, address, email and telephone number of the contact person identified during period of proposal evaluation.

C. Identification of all proposed sub-consultants (if applicable) including legal name of company, contact person’s name and address, and phone number.

D. Acknowledgment of receipt of all RFP addenda, if any.

E. A statement to the effect that the proposal shall remain valid for a period of no less than 120 days from the date of submittal.

F. Signature of a person authorized to bind proposer to the terms of the proposal.

G. Signed statement attesting that all information submitted with the proposal is true and correct.

4.1.3. Qualifications & Experience

This section of the proposal should establish the ability of the firm(s) to satisfactorily perform the required work by reasons of: experience in performing work of the same or similar nature;

demonstrated experience working with other public agencies; strength and stability of the firm(s);

staffing capability; work load; record of meeting schedules on similar contracts; and supportive client references. Most recent references are preferrable.

Proposer to provide:

A. An overview of the proposal (including the firm’s relevant experience), a summary of the firm’s understanding of the requested Scope of Work, and its approach to providing those services.

B. A brief description of your firm’s background, size, office locations in California, including a narrative addressing performance record, experience in similar advisory services, quality of work, and ability to commit necessary time and resources to perform the Scope of Services described herein.

C. Qualifications of individuals to be assigned to perform the functions described in the Scope of

Services herein.

D. List any disciplinary or investigative action, including audits, in the past five (5) years conducted by any professional body or local, state, or federal branch of government of your

Firm.

E. List any and all litigation, pending or final, to which you are a party that is related or similar to the services being solicited in the past five (5) years.

F. References – Please provide at least three (3) client references for whom your firm has performed similar work to that requested in this RFP during the past five (5) years. For each client, please provide the name, title, street address, telephone number, and email address.

G. Other Services – Please provide list of other services that your firm provides which are not identified in the Scope of Work but could be beneficial to the City.

4.1.4. Detailed Work Plan

Proposer shall provide a narrative that addresses the Scope of Work and shows proposer's understanding of City's needs and requirements.

The Proposer shall:

A. Describe the proposed approach and work plan for completing the services specified in the

Scope of Work. The description of the approach shall discuss the services in sufficient detail to demonstrate the proposer’s ability to accomplish the City’s objectives.

B. Describe the timeline for the work plan for completing the services specified in Scope of Work.

C. Describe approach to managing resources, including a description of the role(s) of any sub-consultants, if applicable, their specific responsibilities, and how their work will be supervised.

Identify methods that proposer will use to ensure quality, budget, and schedule control.

4.1.5. Appendices

Information considered by Proposer to be pertinent to this agreement and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section. Please note that this does not constitute an invitation to submit large amounts of extraneous materials. Appendices should be relevant and brief.

4.1.6. Fee Schedule / Cost Proposal

The City is seeking a Fee Schedule or Cost Proposal that is fixed for the original term of the

Agreement, with annual costs or cost escalators being clearly described every year of the Agreement, including optional years. For additional or optional services, please provide all-inclusive Fee Rates of key personnel performing services or additional services during this engagement. If applicable, Cost

Proposal should include all reimbursable or direct costs related to this agreement.

Adjustment of the fee schedule or fee rates can be negotiated at the beginning of each Agreement year. However, the maximum increase shall be based on and not exceed the applicable consumer price index (CPI) of the Los Angeles-Long Beach-Anaheim, CA area all urban consumers rate for preceding year. Rate increases must be requested and approved in writing by the City.

As fees and cost proposal may not be the only determinative factor (and other weighted factors may be considered), please submit your most competitive Fee Schedule.

5. SECTION V

5.1. EVALUATION AND AWARD

5.1.1. Evaluation Criteria

City will evaluate the proposals received based on the following criteria outlined below and may utilize various weighting factors for different criteria or sub-criteria. Respondents who are not actively engaged in providing services of the nature proposed in their response to this request and/or who cannot clearly demonstrate to the satisfaction of the City their ability to satisfactorily perform the work in accordance with the requirements set forth in this request will not be considered. The City shall be the sole judge of the qualifications and services and its decision shall be final. Discussions may be conducted with respondents who submit qualifications determined to be reasonably acceptable of being selected for award.

City will evaluate the proposals received based on the criteria listed in the Evaluation Criteria Section.

The City will select a firm based upon the completeness and adherence to RFP instructions, responding firms’ qualifications and experience, project management approach and work plan or implementation plan, as well as responses to any requests for information as set forth herein to this RFP. If any addenda are made to the RFP, the information provided will be considered as well. It should be noted that none of these factors in and of themselves are determinative, and the City reserves the right to select a firm on any basis that is in the best interests of the City.

The City may contact firms in response to questions raised in their proposals and the City reserves the right to cancel this solicitation without selecting any firms.

5.1.2. Evaluation Procedure

An Evaluation Committee will be selected to review and evaluate all proposals. The Evaluation

Committee will be comprised of City staff and may include outside consultants to review all proposals submitted. The City of Fullerton reserves the right to request clarification of additional information from any firm at any time. After the proposals are evaluated, the City may elect to interview all, some, or none of the firms to help clarify and better evaluate each proposal. Firms may be asked to submit additional documentation at or after the interview stage or prepare a presentation. Please note that

Interviews are at the City’s sole discretion and are not a requirement to make any recommendation to award an agreement.

Based upon evaluation of the proposals and any interviews (if conducted), the Evaluation Committee will recommend the top-ranked firm to award an agreement to the City Manager and/or City Council (if necessary).

The City reserves the right to select a firm without conducting interviews or abandon this RFP. Final selection of firm and authority awarding agreements to proceed with these services shall be at the sole discretion of the City and if required, City Council.

5.1.3. Award

After conclusion of the evaluation period, a “Notice of Intent to Award” will be sent to all proposers to this RFP identifying the top firm selected. Award to any firm selected is contingent upon the successful negotiation of final agreement terms and the approval of City. The City reserves the right to negotiate final agreement terms with the selected firm prior to award, and expressly reserves the right to negotiate with several firms simultaneously. However, since the selection and award may be made without discussion with any firm, the Proposer’s proposal submitted should contain firm's most favorable terms and conditions.

Negotiations shall be confidential and not subject to disclosure to competing Proposers until an agreement is reached. If contract negotiations cannot be concluded successfully, the City may negotiate an agreement with the next best qualified Proposer or withdraw the RFP. In the event the

City does not approve the recommendation to award, the RFP may be cancelled without any cost or obligation of City.

City Manager and/or City Council action will be requested by City staff to award agreements to the selected firm

5.1.4. Notification of Award

Firms who submit a proposal in response to this RFP shall be notified regarding the firm(s) awarded an agreement. Such notification shall be made within seven (7) days of the date the agreement is awarded.

Notice of Intent to Award will be sent to all firms who submitted a proposal via OpenGov, the City’s eProcurement platform, and will also be available on the City’s Bid Webpage www.cityoffullerton.com/business/bids-rfps.

5.2. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

1. Adherence to RFP Instructions

Presentation, completeness, clarity, organization, and conformance to the RFP content.

Pass / Fail 1 (1% of Total)

2. Qualifications of the Firm

Technical experience in performing work of a similar nature; experience working with public agencies is mandatory; strength and stability of the firm; and assessment by client references.

Points Based 20 (19.8% of Total)

3. Project Management Approach

Qualifications of proposed key personnel;

logic of organization; and adequacy of labor commitment and resources to satisfactorily perform the requested services and meet the City’s needs.

Points Based 20 (19.8% of Total)

4. Work Plan

Thorough understanding of the City's requirements and objectives; logic, clarity, specificity, and overall quality of work plan.

Points Based 40 (39.6% of Total)

5. Fee/Cost Proposal

Reasonableness of proposed fees and/or most cost-effective rates to City.

Points Based 20 (19.8% of Total)

6. SECTION VI

6.1. VENDOR QUESTIONNAIRE

1. Confirmation*

The Firm confirms that all the information provided is true and accurate.

☐ Please confirm

*Response required http://www.cityoffullerton.com/business/bids-rfps

2. Status of Past and Present Contract Form*

Firm shall list the status of past and present contracts where either the firm has provided services as a prime contractor or a sub-consultant during the past five (5) years and the contract has ended or will end in termination, settlement or litigation.

A. Public Agency city/county/other:

B. Contact Name:

C. Phone:

D. Project Award Date:

E. Original Contract Value:

F. Term of Contract:

1. Status of Contract:

2. Identify claims/litigation or settlements associated with the contract:

*Response required

3. Technical Proposal*

Please submit your COMPLETE proposal, NOT to include the Fee Proposal, according to the instructions in REQUIRED PROPOSAL CONTENT.

*Response required

4. Fee Proposal*

Please submit your Fee Proposal, according to the instructions in REQUIRED PROPOSAL

CONTENT.

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5.2. EVALUATION CRITERIA