Plan_Review_Services.pdf

CITY OF SANTA MONICA

PLAN REVIEW SERVICES

Community Development

RELEASE DATE: June 24, 2025

DEADLINE FOR QUESTIONS: July 7, 2025

RESPONSE DEADLINE: August 4, 2025, 3:00 pm

APPROVED FOR ADVERTISEMENT

City of Santa Monica

Plan Review Services

Table of Contents

1. Introduction

2. Term

3. Scope of Work

4. Questions and Answers

5. Vendor Questionnaire

6. Evaluation Criteria

7. Award Process

8. Terms & Conditions

Attachments:

A - Proposer Checklist

B - PSA Template

E - PSA Insurance Template With Professional Liability

Plan Review Services

1 Introduction

1.1 Summary

The City of Santa Monica, (“the City”) is inviting proposals from qualified consulting professionals or firms (“Consultant”) related to building and safety plan check services.

These plan check services should be construed as mutually exclusive services.

1.2 Background

The Building and Safety Division currently has eight employees in its Plan Check section. Six are dedicated to architectural/structural review, while the remaining two are dedicated to mechanical, electrical, and plumbing (MEP) reviews. The City is interested in establishing expedited plan check services, which currently are not offered. Plans submitted to the City will be sent to Consultants for expedited review, primarily focused on architectural/structural review, but may include MEPs.

The intent is for Consultants to mainly receive the largest commercial and residential plan submittals for expedited review, thereby freeing City staff to plan check smaller, less time-intensive projects. However, any submittal may potentially be eligible for expedited service and may be sent to Consultants for review. Consultants may also be utilized for standard plan checks, as needed.

The City utilizes Avolve's ProjectDox software to review plans electronically online, allowing all reviews to be completed remotely .

The Building and Safety Division performs roughly 3,000 plan checks annually. The following plan check turnaround timelines have been established for various project types:

Plan Review Type Type Review Timelines

OTC Same Day Minor Initial review- 5 working days

Subsequent reviews- 3 working days

Medium Initial review- 3 weeks Subsequent reviews- 2 weeks

Major Initial review- 5 weeks Subsequent reviews- 3 weeks

Single-Family Residential

(SFR)

Initial review- 4 weeks Subsequent reviews- 2 weeks

EV Chargers Initial review- 5 working days Subsequent reviews- 3 working days

Solar Systems Initial review- 5 working days Subsequent reviews- 3 working days

Plan Review Services

1.3 Contact Information

Any inquiries or requests regarding this procurement should be submitted via OpenGov. Other City officers, agents, employees or representatives do not have authority to respond on behalf of the City. Contact with unauthorized City personnel during the selection process may result in disqualification.

Denise Mixon Senior Buyer 1685 Main Street, Mail Stop 09 Santa Monica, CA 90401 Email: denise.mixon@santamonica.gov Phone: (310) 458-2211 Department:

Community Development

Department Head:

1.4 Timeline

Proposal Calendar

The following is a list of key dates:

Release Project Date June 24, 2025

Question Submission Deadline July 7, 2025, 3:00pm

Question Response Deadline July 21, 2025, 5:00pm

Proposal Submission Deadline August 4, 2025, 3:00pm

2 Term

The City is inviting proposals from qualified persons or firms for a firm-fixed contract for a term of three (3) years.

3 Scope of Work

Consultants must be able to complete a plan check in a timely fashion in compliance with Santa Monica Municipal Code (SMMC) Chapter 8:

City of Santa Monica, CA Building Regulations mailto:denise.mixon@santamonica.gov tel:(310)458-2211 https://ecode360.com/43039927#43039927

Plan Review Services

The following Scope of Work represents the services and responsibilities the successful proposer will be expected to provide and perform. Any additional services or tasks must be clearly identified. Conversely, requested services or tasks which should not be included, or are specifically excluded from the proposal, must also be clearly identified.

The City is committed to selecting an excellent team that will produce a high-quality work product and deliver a high level of customer service. Should the use of sub-consultants be proposed by the proposing firm, they must be clearly identified and included as part of the proposal in response to this RFP.

3.1 Scope of Work

Provide plan review services to the Building and Safety Division. Plan reviews will be completed entirely online, using the City's ProjectDox system. Since this system is web-based, all reviews can be performed remotely.

Consultants must be able to provide Plan Check Services, include, but not limited to:

1. Perform architectural, structural, plumbing, mechanical and electrical plan check review for buildings and structures for compliance with applicable Federal and State laws, Building and Safety codes, City ordinances, and acceptable engineering practices. The type of proposed plan check work may include: new construction (residential, commercial, or industrial), additions, alterations (including tenant improvements), green building, Accessibility, etc.

2. Perform traditional building plan check of submitted plans to determine compliance with the current California Building Code, California Plumbing Code, California Mechanical Code, California Electrical Code, California Energy Code, California Green Building Code, California Residential Code, California Historical Code and City amendments to these codes.

3. Provide the applicant and the City with a written list of items needed for clarification or correction in order to achieve compliance with building requirements.

4. Perform all necessary liaison services with the Building Official, or designee, either by mail, e-mail, telephone, or virtual capacity, to ensure compliance with local policy interpretations.

5. Perform building permit plan check services of plan revisions that have been previously submitted and/or have been previously approved for permit issuance.

6. Provide a Structural Inventory for the project such as Use, Occupancy Type, Construction Type, Number of Stories, total floor area for each occupancy type, Fire Sprinkler requirements, Special Inspections, etc.

7. Confirm building use, occupancy, and type of construction, and review construction of buildings and structures to determine satisfaction of safety requirements.

Plan Review Services

8. Perform plan check of both regular and expedited plan reviews within proposed working days for different plan check types (e.g. New Mixed-Use projects, New Commercial/industrial buildings, new multiple-dwelling buildings) from the date the City submits the plans to Consultant for plan review. These pre-specified deadlines must be met for both initial plan reviews and subsequent plan review cycles. Make appropriate entries into the City’s ProjectDox module within the City’s established timelines, as needed.

All engineering work shall conform to the appropriate editions of the California Building Standards Code as amended by the City of Santa Monica. Local amendments can be found online on the City’s website under Chapter 8 of the Santa Monica Municipal Code

(SMMC):

(https://ecode360.com/SA5008)

Proposals must include the number of working days required to complete a plan check for both standard and expedited service.

3.2 Vendor Requirements

Licensing or certifications:

Professional staff must have a current license with the California State Board for Professional Engineers, Land Surveyors, and Geologists, or with the California State Architects Board.

All engineering work shall conform to the appropriate editions of the California Building Standards Code as amended by the City of Santa Monica. Local amendments can be found online at the City’s website under Article VIII Building Regulations of the Santa Monica Municipal Code:

(https://ecode360.com/SA5008).

Respondents must include, and be aware of, the following items:

Prohibited Contracts – The City will not contract with and will reject any Statement of Qualifications submitted by the persons or entities specified below, unless the City Council finds that Special Circumstances exist which justify the approval of such a contract.

A. Persons employed by the City, or of public agencies for which the City Council are the governing body.

B. Firms or businesses in which persons described above serve as officers, principals, partners, or major shareholders.

C. Persons who, within the immediately preceding 12 months, came within the provisions of this solicitation and who (1) were employed in positions of substantial responsibility in the area of service to be performed by the contract, or (2) participation any way in developing the contract or its service specifications.

https://ecode360.com/SA5008 https://ecode360.com/SA5008)

Plan Review Services

4 Questions and Answers

Vendor Queries Due Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

5 Vendor Questionnaire

5.1 Proposal

5.1.1 Letter of Transmittal*

Please upload your letter of Transmittal as a PDF here. Make sure to include the following items.

A. Identify the submitting organization;

B. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized by the organization to contractually obligate the organization;

C. Identify the name, title, telephone and fax numbers, and e-mail address of the person authorized to negotiate the contract on behalf of the organization;

D. Identify the names, titles, telephone and fax numbers, and e-mail addresses of persons to be contacted for clarification;

E. Be signed by the person authorized to contractually obligate the organization;

F. Acknowledge receipt of any and all amendments to this RFP.

*Response required

5.1.2 Qualifications*

Provide a brief summary of your company’s history, its capabilities, and its recent relevant experience (last five years). Also, describe your demonstrated experience with similar projects and qualification including professional licenses and certifications.

*Response required

Plan Review Services

5.1.3 Key Personnel*

Describe the project team composition and include resumes of key personnel. Proposed members should be available for the duration of the contract. The City must be promptly notified of any changes in key personnel prior to award.

*Response required

5.1.4 Licenses*

Please upload the current licenses for proposed professional staff.

*Response required

5.1.5 References*

List a minimum of three (3) references for whom comparable services were provided to in the last five (5) years. Include the name of the firm, name of the contact, telephone number of the contact, email address of contact (if available), brief description of the services provided and your firm’s role, and the start and completion date.

*Response required

5.1.6 Project Work Plan*

Describe your understanding of the project and approach. Include deliverables, milestones, assumptions, and identify potential risks that could delay the project. List any resources you expect the City to provide.

*Response required

5.1.7 Cost Proposal*

Consultant’s fee structure for traditional building permit plan check services shall be based on an hourly rate for all personnel to be involved in the project for both regular and expedited plan checks. Consultants must provide hourly rates for all positions that may perform work. Both standard plan check rates, as well as expedited service rates, must be included.

Provide a proposed total fee outlining the proposal and identify the hourly fee schedule for all personnel to be involved in the project. The hourly rates should include fringe benefits, indirect costs and profit. The Consultant should also indicate what percentage of the scope of work is expected to be completed by each individual or pay classification included in fee proposal. Additionally, if applicable, a schedule of reimbursable expenses should be included.

City Fees

The City’s fees for Building Services are based on the City’s Master Fee Schedule (link provided below). The schedule was last amended in 2024 and remains in effect until new fees are adopted by the City Council.

https://finance.smgov.net/fees-taxes/fees-rates

The City will estimate plan check fees at intake and collect preliminary payment from the applicant.

Plan Review Services

*Response required

5.1.8 Statement of Qualification*

Consultant certifies they are compliant with the Prohibited Contracts clause in the Vendor Requirements section of this RFP and that any ensuing contract will be valid.

☐ Yes

☐ No

*Response required

5.1.9 If response to the above Statement of Qualification question is no, provide justification for special circumstance consideration.

5.2 Other Required Responses

5.2.1 Business License Requirements

WHO NEEDS A BUSINESS LICENSE?

1. Is this vendor physically located in the City of Santa Monica?

Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)

No (Continue to the next question)

2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?

Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)

No(STOP, no license needed)

ADDITIONAL REQUIREMENTS:

If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).

The business license documentation is only required from the successful Proposer.

5.2.2 Notice Regarding Disclosure of Contents of Documents*

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as

Plan Review Services business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

☐ Please confirm

*Response required

5.2.3 Oaks Initiative*

CITY OF SANTA MONICA OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING

DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY

OF SANTA MONICA

Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.

This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.

All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.

Plan Review Services

• OAKS_INITIATIVE_FORM.pdf

• OAKS_INITIATIVE_FORM_-_Exam...

*Response required

5.2.4 Living Wage Ordinance Certification*

CITY OF SANTA MONICA LIVING WAGE ORDINANCE

Certification for Providers of Services to the City of Santa Monica (Fiscal Year 24/25 – July 1, 2024 through June 30, 2025)

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY

OF SANTA MONICA IN EXCESS OF $54,200

The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $20.32 for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.

An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.

The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.

Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.

Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.

Please direct any questions to:

City of Santa Monica Finance Department Attention: Living Wage Compliance Section 1685 Main Street, Mail Stop 09 Santa Monica, CA 90401

You can also contact staff regarding living wage ordinance questions by e-mail at finance.mailbox@smgov.net or by phone 310-458-8281.

• FY24-25_Living_Wage_Certifi...

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Plan Review Services

5.2.5 Certificate of Compliance*

Please upload your completed Certificate of Compliance document here.

• Certification_of_Compliance...

*Response required

5.2.6 Non-Discrimination Policy, Debarment Certification & Non- Collusion Declaration*

Please download the below documents, complete, and upload.

• Proposal_Forms_(10).pdf

*Response required

5.2.7 Levine Act Disclosure Form*

Please download the below documents, complete, and upload.

• Levine_Act_Disclosure_Form.pdf

• Disclosure_Form_cover_memo.pdf

*Response required

6 Evaluation Criteria

Consultants responding to this proposal must indicate the skills, ability, and/or services which distinguish the consulting professionals or firms from other consulting professionals or firms to make the proposal the best choice for the City.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience / Technical Competence Up to 25 points may be awarded based on the evaluation of the proposer’s knowledge and prior experience. The evaluation will be based on relevant experience of the firm with similar projects. Please provide a summary of projects or contracts that are similar in scope to the types of projects and services noted herein. The summary should include a brief description of past projects, the name of project managers and staff that worked on these projects, and the names and current phone numbers of the clients' project manager.

Points Based 25 (25% of Total) 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Plan Review Services

2. Project Team Up to 25 points may be awarded based on the evaluation of the overall knowledge and experience level of the proposer's team.

Please provide the names and resumes of the key individuals that will be responsible for the coordination and production of the proposed services, as well as their respective roles and the organizational structure of the team. Technical support staff should be included if they will perform a significant role in the preparation of the work products.

Points Based 25 (25% of Total)

3. Project Approach Up to 20 points may be awarded based on the evaluation of a proposer's approach to successfully completing these types of projects. Please provide a summary of the proposed approach to typical projects. It is quite likely that, during the course of the contract, the proposer will have multiple plan reviews of significant size active at the same time. Describe how the proposer will manage the efficient completion of concurrent tasks/projects. Please also provide references relative to the Consultant's past success in this regard.

Points Based 20 (20% of Total)

4. Cost Up to 20 points may be awarded for the lowest price. Work performed under this agreement will be invoiced based on a percentage of the amount paid to the Building and Safety Division for the plans submitted as regular plans or based on hourly rates, so proposals should include a list of all positions that could perform work under this agreement. Please note that this percentage will be fixed for the term of the agreement. The contractor’s overall cost proposal for the project should reflect cost effective work and services. Cost control, performance within budget allocations, prudent auditing practices, management and clear and constant communication with City staff are essential to the success of this project. Brief descriptions of previous project experiences should be used as examples of how this was achieved with former clients, along with key examples of the firm’s accuracy in cost estimating. Cost estimates may be necessary before starting some, if not all, plan reviews covered by this agreement.

Points Based 20 (20% of Total)

Plan Review Services

5. Quality Control Up to 10 points may be awarded based on whether the distinctive goals established for each component are met. Please provide a summary of the proposer's approach to quality assurance and schedule control measures to be utilized.

Brief descriptions of previous project experiences should be used as examples of how quality control was achieved with former clients. All proposals shall include turnaround times for an initial review, as well as all resubmittals.

Points Based 10 (10% of Total)

7 Award Process

7.1 Selection

The City of Santa Monica, through either the City Council or the City Manager (or his designee) has the sole authority to select the consulting firm and reserves the right to reject any and all proposals. The City reserves the right to approve or reject all sub-consultants and engineers proposed to be retained by the prime consultant. Upon signing of the agreement, no change in proposed personnel or sub-consultants can be made without the City’s review and written authorization.

By submitting a response to this RFP, prospective consultants waive the right to protest after award or seek any legal remedies whatsoever regarding any aspect of this RFP.

The City reserves the right to select any number of finalists. In addition, the City reserves the right to issue written notice to all prospective consultants of any changes in the RFP terms or proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary.

The City reserves the right to request additional information from any proposing consultant and to reject any and all proposals. All original work products, including computer files, shall remain the property of the City.

The City reserves the right to retain an expert to evaluate the proposing consultant’s work or qualifications at all stages in the selection process. Additionally, any contract entered into will be subject to termination at any stage if in the judgment of the City, such termination is in the best interest of the City. In the event such decision is made, appropriate written notice would be given before any termination and the consultant would be compensated on a pro-rata basis for work performed.

The responsible proposer whose proposal is the most advantageous to the City, taking to consideration all the evaluation factors will be recommended for the contract award.

Notwithstanding the Evaluation Team’s selection, the City reserves the right to award this RFP and the resultant Contract in any manner it deems to be in the best interest of the City and make the selection based on its sole discretion. The City is the sole and

Plan Review Services exclusive judge of quality and compliance with proposal specifications in any of the matters pertaining to this RFP.

7.2 Contract Award and Execution

Selection of a proposer with whom the City enters into contract negotiations with, or a recommendation of an award by the Evaluation Committee or any other party, does not constitute an award of Contract. Once the City formally awards the contract, the successful consultant will be notified to enter into an agreement. If the selected consultant does not enter into the agreement, the City will begin negotiations with the second highest ranking proposing consultant.

Please review all contract forms prior to submitting a proposal. The City of Santa Monica intends to use these forms as the baseline agreements with the successful consultant. The City will not entertain proposals to make material changes to the contract form once the project has been awarded. If you wish to request changes to the contracting forms, you must do so during the proposal process. In addition, the City requires compliance with several other policies and ordinances, proposing consultants will need to complete these Exhibits and submit with their Proposal.

The RFP document and the successful proposal response, as amended by agreement between the City of Santa Monica and the successful consultant, will become part of the contract documents. Additionally, the City of Santa Monica may verify the successful consultant’s representations that appear in the proposal. Failure of the successful consultant to perform as represented may result in elimination of the successful consultant from further negotiation or in contract cancellation or termination.

No oral explanation or instruction of any kind or nature whatsoever given before the award of a contract to a consultant shall be binding. The City of Santa Monica shall not be bound, or in any way obligated, until the City has awarded the contract and all documents have been executed. The proposing consultant may not incur any chargeable costs prior to final contract execution.

8 Terms & Conditions

8.1 Best Qualified Person Or Firm

The award, if any, will be made to the best qualified person or firm(s). In evaluating whether a proposer(s) is (are) the best qualified person or firm(s) pursuant to the Santa Monica Municipal Code, City staff may utilize some or all of the following criteria:

A. The training, credentials and experience of the person or firm;

B. The demonstrated competence, ability, capacity and skill of the person or firm to perform the contract or provide the services;

Plan Review Services

C. The capacity of the person or firm to perform the contract or provide the service promptly, within the time specified, and without delay;

D. The sufficiency of the person’s or firm’s financial and other resources;

E. The character, integrity, reputation and judgment of the person or firm;

F. The ability of the person or firm to provide such future service as may be needed;

G. The price which the person or firm proposes to charge, including whether the price is fair, reasonable and competitive; and

H. Any other factor which will further the intent set forth in Section 608 of the City Charter.

The City shall have absolute discretion in determining the applicability and weight or relative weight of some or all of the criteria listed above and is not required to select the lowest monetary proposer.

8.2 Receiving Time / Late Proposals

It is the responsibility of proposer to see that their proposal is submitted with sufficient time to be received by the City prior to the proposal closing time. The receiving time in the City Office will be the governing time for acceptability of proposals.

Late proposals are not accepted.

8.3 Acceptance of Conditions Governing this RFP

Submission of a proposal constitutes acceptance of the Evaluation Factors contained in this RFP.

8.4 Incurring Cost

Any cost incurred by the proposer in preparation, transmittal, presentation of any proposal or material submitted in response to this RFP shall be borne solely by the proposer.

8.5 Prime Consultant Responsibility

Any agreement that may result from the RFP shall specify that the prime consultant is solely responsible for fulfillment of the agreement with the City. The City will make agreement payments only to the prime consultant.

8.6 Sub-consultants

Use of sub-consultants must be clearly explained in the proposal, and major sub-consultants must be identified by name. Prime consultants shall be wholly responsible for the entire performance whether or not sub-consultants are used.

Plan Review Services

8.7 Amended Proposals

A proposer may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter. City personnel will not merge, collate, or assemble proposal materials.

8.8 Proposer’s Rights to Withdraw Proposal

Proposers will be allowed to withdraw their proposals at any time prior to the deadline for receipt of proposals. The proposer must submit a written withdrawal request signed by the proposer’s duly authorized representative addressed to the City Contact.

8.9 Proposal Offer Firm

Responses to this RFP, including proposal prices, will be considered firm for one hundred eighty (180) days after the due date for receipt of proposals or sixty (60) days after receipt of a best and final offer, if one is requested.

8.10 Best and Final Offer

The City reserves the right to request Best and Final Offers from any or all proposers.

This will be the only opportunity to amend or modify proposals based on feedback from the City. Information from competing proposals will not be disclosed to other proposers prior to submission of a Best and Final Offer.

8.11 Living Wage Requirement

Any agreement issued as a result of this Request for Proposal may be subject to the City’s Living Wage Ordinance, Santa Monica Municipal Code Chapter 4.65 (LWO), and its implementing regulations.

8.12 Disclosure of Proposal Contents

All proposals are subject to the provisions of the California Public Records Act, California Government Code section 6250 et seq., and any information submitted with a response is a public record subject to disclosure, unless a specific exemption applies.

8.13 Notice Regarding Disclosure of Contents of Documents

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be

Plan Review Services considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

8.14 No Obligation

This RFP in no manner obligates the City to the eventual rental, lease, purchase, etc., of any goods or services offered until a valid written agreement is executed by the City and the selected proposer.

8.15 Termination

This RFP may be canceled at any time and any and all proposals may be rejected in whole or in part when the City determines such action to be in the best interest of the City of Santa Monica.

8.16 Sufficient Appropriation

Any agreement awarded for multiple years as a result of this RFP may be terminated if sufficient appropriations or authorizations do not exist. Such termination will be effected by sending written notice to the selected proposer. The City’s decision as to whether sufficient appropriations and authorizations are available will be accepted by the selected proposer as final.

8.17 Errors and Restrictive Specifications

If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, the proposer should immediately notify the City Contact designated in Section I, B. Without disclosing the source of the request, the City may issue a written addendum to clarify the ambiguity, or to correct the problem, omission, or other error.

If prior to the submission date, a proposer knows of or should have known of an error in the RFP but fails to notify the City Contact of the error, the proposer shall submit their proposal at his, her or its own risk, and, if awarded an agreement, shall not be entitled to additional compensation or time by reason of error or its later correction.

8.18 Legal Review

The City requires that all proposers agree to be bound by the General Requirements contained in this RFP.

Plan Review Services

8.19 Governing Law

This RFP, and any agreement entered into pursuant to this RFP, are governed by the laws of the State of California.

8.20 Oral Changes and Basis for Proposal

Proposers may not rely upon oral explanations. All changes and addenda will be issued in writing. Only information supplied by the City in writing through the City’s Contact, or in this RFP should be used as the basis for the preparation of proposals.

8.21 Agreement Terms and Conditions

The agreement between the City and the selected proposer(s) will follow the format specified by the City and contain the terms and conditions set forth in Attachment B, Professional Services Agreement. However, the City reserves the right to negotiate with a successful proposer the final provisions or provisions in addition to those contained in this RFP. The contents of this RFP, as revised and/or supplemented, and the successful proposal will be incorporated into and become part of the agreement.

Should a proposer object to any of the City’s terms and conditions, as contained in this Section or in Attachment B, that proposer must propose specific alternative language in his, her, or its proposal. Proposer must provide a brief discussion of the purpose and impact, if any, of each proposed changed followed by the specific proposed alternate wording. The City may or may not accept the alternative language. General references to the proposer’s terms and conditions or attempts at complete substitutions are not acceptable to the City and may result in disqualification of the proposer.

8.22 Proposer’s Terms and Conditions

Proposers must submit with the proposal a complete set of any additional terms and conditions that they expect to have included in an agreement negotiated with the City.

8.23 Proposer Qualifications

The City may make such investigations as necessary to determine the ability of the proposer to adhere to the requirements specified within this RFP.

8.24 Right to Waive Minor…