Pre-Proposal_Meeting_Sign_In_Sheet.pdf

This is a Pre-Proposal Meeting Sign-In Sheet for the City of Palo Alto Public Works Department's Electrification of City Facilities procurement. The City is soliciting design and engineering services for a comprehensive electrification program targeting five pilot facilities: the Art Center, College Terrace Library, Downtown Library, Golf Course Pro Shop/Cafe, and Ventura Community Center. The project scope includes building assessments, identification of gas-fired equipment requiring conversion, detailed electrification designs, cost estimates for system upgrades, and construction administration services. A non-mandatory pre-proposal conference was scheduled for March 9, 2026, at two locations to address bidder questions. Questions were required to be submitted by March 16, 2026, with responses provided by March 23, 2026. Proposals were due electronically through the City's OpenGov portal by 3:00 PM on Monday, March 30, 2026. The contract performance timeline spans approximately 84 weeks, with College Terrace Library and Art Center prioritized for accelerated completion. The initial pilot phase is intended to support an 18-facility electrification program designed to achieve a 40 percent reduction in natural gas usage by 2030 and 80 percent by 2040.

Bidders must submit not-to-exceed pricing for each individual facility and a comprehensive total for all five pilot facilities using either unit rate or lump sum pricing methodologies. No specific set-aside designations for disadvantaged business enterprises, women-owned businesses, or minority-owned businesses are identified in the available documentation. No incumbent vendors or current contractors are referenced in the procurement materials. Selected firms must demonstrate financial stability through audited financial statements, maintain insurance coverage including general liability of $1,000,000 per occurrence, professional liability of $1,000,000, and automobile liability of $1,000,000 per person, and comply with all applicable laws including prevailing wage requirements if applicable. 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.