Proposal_Format.pdf

Proposal Format

These guidelines are provided for standardizing the preparation and submission of the proposal. The intent of these guidelines is to assist Consultants in preparation of their proposals, to simplify the review process, and to help assure consistency in format and content. The total number of pages must not be more than 30 pages. Introductory Letter, Appendices and Resumes are not included in the page count.

Proposals shall contain the following information in the order listed:

1. Introductory Letter

The introductory letter shall be addressed to:

Tracy Irvin Real Property Manager 777 B Street City of Hayward, CA 94541 E-mail: tracy.irvin@hayward-ca.gov

The letter should be on the Consultant’s letterhead and include the proposer’s contact name, mailing address, telephone number, and email address. The letter will address the proposer’s understanding of the services being requested and any other pertinent information the proposer believes should be included.

The letter shall acknowledge the acceptance to the terms and conditions of the Consulting Services Agreement and shall contain a statement that the proposal is valid for one hundred and twenty (120) days.

2. Qualifications: Related Experience and References

This section of the proposal should establish the ability of the Consultant to satisfactorily perform the required work by reasons of experience in performing work of a similar nature, demonstrated competence in the services to be provided, strength and stability of the firm, staffing capability, workload and supportive client references. Please feel free to add as many sheets of paper as you would like to your proposal to describe your qualifications and other sections covered in this RFP.

The Consultant shall:

I. Provide a brief profile of the firm such as the types of services offered, the year founded, form of the organization (corporation, partnership, and sole proprietorship), number, size, location of offices and number of employees.

II. Provide a general description of the firm's financial condition and identify any conditions (i.e., bankruptcy, pending litigation, planned office closures, impending merger) that may impede the Consultant's ability to complete the work.

III. Describe the firm's experience in providing similar work and highlight the participation in such work by the proposed staff for this RFP.

IV. Identify subconsultants, by company name, address, contact person, telephone number and their function in relating to the work under this RFP (if applicable).

V. Provide at a minimum three (3) references for the service cited as related experience and furnish the name, title address, telephone number and email address of the person(s) at the client organization who is most knowledgeable about the work performed. The Consultant may also supply references from other work not cited in this section as related experience.

3. Staffing

The Consultant shall:

1. Identify key personnel proposed to perform the work.

2. Provide brief descriptions of key personnel, detailing applicable experience.

3. If applicable, list any required licenses of key personnel needed to perform the work under this

RFP.

4. Include a statement that identified key personnel will be available for the duration of the work and acknowledge that no key personnel shall be removed or replaced without the prior written concurrence of the City.

4. Project Approach and Work Plan

The Consultant shall provide a brief narrative of the proposed approach for the Project. The proposer shall explain the way in which the proposer will completely and timely complete all of the tasks called for under the RFP.

5. Schedule

The proposal will include a schedule detailing when the specific task will be completed. Consultants should factor in additional time that may be required due to reasonably foreseeable types of delays. The proposal shall also identify all critical tasks, sequencing and critical paths required to ensure that the work is completed. The schedule shall also factor in reasonable review and feedback periods for draft deliverables by City staff and all legally mandated review period and comment period, including those that may be required by third party regulatory agencies.

6. Cost Proposal

The proposal should include detailed cost estimate for specific tasks identified in the RFP and a schedule of rates for each proposed personnel that may be tasked to complete the Project. The task-specific cost estimate should include an estimate of the number of hours per staff member by proposed task and clearly identify an hourly rate schedule for the proposed staff. Consultant rates for clerical, reproduction, and any proposed reimbursable should also be included for each specific task.

If applicable, proposers shall submit a cost breakdown identifying items such as quantities, labor categories and rates, equipment rates, unit prices, material costs, applicable taxes, shipping, and delivery charges.

7. Conflict of Interest Statement

The Consultant shall disclose any financial, business, or other relationship with the City that may have an impact upon the outcome of the service contract. The Consultant shall also list current clients who may have a financial interest in the outcome of this contract or the construction Project that will follow.

The Consultant shall disclose any financial interest or relationship with any construction company that might submit a bid on the construction Project.

8. Contract Agreement

The Consultant shall provide a brief statement affirming that the proposal terms shall remain in effect for one hundred and twenty (120) days following the date proposal submittals are due.

9. Exceptions/Deviations

The Consultant shall state any exceptions to or deviations from the requirements of this RFP or the City’s standard consultant agreement. Where the Consultant wishes to propose alternative approaches to meeting the City's requirements, these should be thoroughly explained.