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 seeking qualified design and engineering firms to provide comprehensive building assessment, design, cost estimates, and construction administration 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. This pilot project represents the initial phase of an planned 18-facility electrification program designed to achieve an 80 percent reduction in natural gas usage by 2040. The non-mandatory pre-proposal conference was scheduled for March 9, 2026, at two locations. Written questions were due 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 project performance schedule is approximately 84 weeks, with College Terrace Library and Art Center prioritized for accelerated completion.

The City has not disclosed a specific budget or award value in the available RFP materials. 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 set-aside designations for disadvantaged business enterprises, women-owned businesses, minority-owned businesses, or other protected classifications are identified in the procurement documentation. No incumbent vendors or current contractors are specified. Selected proposers must obtain City approval of all insurance policies, including general liability coverage with minimum limits of $1,000,000 per occurrence and professional liability/errors and omissions coverage with minimum limits of $1,000,000. The contract structure includes potential extensions for additional services and phases beyond the initial five-facility pilot program.