Photos_-_College_Terrace_Library_red.pdf

This is a Request for Proposal (RFP) document from the City of Palo Alto Public Works Department seeking design and engineering services for the electrification of five pilot city facilities: the Art Center, College Terrace Library, Downtown Library, Golf Course Pro Shop/Cafe, and Ventura Community Center. The selected firm will provide comprehensive building assessments, design services, cost estimates, and construction administration across eight defined tasks. Key deliverables include facility condition assessments with equipment remaining useful life analysis, design drawings and specifications for electric system conversions, electrical service upgrade assessments (ranging from 200 to 800 amps depending on facility), cost estimates for equipment replacement and infrastructure modifications, and construction phase administration services. This pilot phase represents the initial stage of an planned 18-facility electrification program intended to achieve an 80 percent reduction in natural gas usage by 2040, with interim goals of 40 percent reduction by 2030. A non-mandatory pre-proposal conference is scheduled for March 9, 2026, at two locations; questions must be submitted by March 16, 2026, with responses provided by March 23, 2026; and proposals are due electronically by 3:00 PM on Monday, March 30, 2026. The performance schedule is approximately 84 weeks, with College Terrace Library and Art Center prioritized for accelerated completion.

Bidders must submit not-to-exceed pricing for each individual facility and a comprehensive total not-to-exceed cost for all five pilot facilities using either unit rate or lump sum pricing methodologies. No specific budget or award values are disclosed in the RFP materials. No set-aside designations for disadvantaged business enterprises, women-owned businesses, minority-owned businesses, or other protected classifications have been identified. No incumbent vendors or current contractors are identified. Qualified respondents must demonstrate experience with similar municipal electrification projects, provide audited financial statements or equivalent documentation, and comply with prevailing wage requirements if the project qualifies as public works. Required insurance includes general liability coverage with minimum limits of $1,000,000 per occurrence, professional liability/errors and omissions coverage with minimum limits of $1,000,000, workers' compensation at statutory limits, and automobile liability coverage with minimum limits of $1,000,000 per person. The City will not pay for services before receiving them and does not accept upfront payments or deposits; all permit and application fees will be paid by the City. The contract structure includes potential extensions for additional services and phases beyond the initial five-facility pilot program.