Rancho_Murieta_Resilience_Plan_RFP.pdf

Community Services Agency Department of Transportation

Request for Proposals

Rancho Murieta Resilience Plan

RFP publish date: February 6, 2025

Closing date for questions: February 24, 2025 at 4:00pm

Proposals due date: March 6, 2025 at 2:00pm

Table of Contents 1 Introduction

1.1 Purpose of RFP

1.2 Background

1.3 Scope of work

2 General Rules

2.1 RFP overview

2.2 Estimated timeline and extension of time

2.3 Proposal format and content

2.4 Proposal submission

2.5 Questions and communication

2.6 Addenda

2.7 County’s right to withdraw, cancel, suspend and/or modify RFP

2.8 Proposer’s right to edit or cancel proposal

2.9 Proposals will not be returned

2.10 Public disclosure of proposal documents

2.11 Proposer’s costs

2.12 Invoice Submittal

2.13 Proposer’s ideas

2.14 Collusion

2.15 Conflict of interest

3 Evaluation and Selection

3.1 Proposal evaluation and recommendation for selection

3.2 Evaluation of responsiveness

3.3 Evaluation of responsibility

3.4 Evaluation panel and evaluation criteria

3.5 Interviews

3.6 Execution of contract

3.7 Protests

4 Attachments

1 Introduction

1.1 Purpose of RFP

The County of Sacramento (“County”) through its Department of Transportation (“SacDOT”), is soliciting proposals for consulting services to develop the Rancho Murieta Resilience Plan.

1.2 Background

The Rancho Murieta Resilience Plan will be funded with State Caltrans Sustainable Transportation Planning grant dollars requiring the Consultant to follow all pertinent local, State, and Federal laws and regulations.

1.3 Scope of work

The scope of work is provided in Attachment 1. The final grant application is included for Proposers’ reference in Attachment 2. The County notes that the public outreach and stakeholder engagement tasks have been separated out in the final scope (Attachment 1), as compared to the initial scope submitted with the grant application (Attachment 2). The scope of work provided in Attachment 1 shall govern.

2 General Rules

2.1 RFP overview

This Request for Proposals (“RFP”) is an invitation for Proposers to submit a proposal to the County. This RFP does not commit the County to award a contract to any respondent/proposer. Submission of a proposal shall neither obligate nor entitle a Proposer to enter into a contract with the County.

2.2 Estimated timeline and extension of time

February 24, 2025 Due date for questions March 6, 2025 Due date for proposals March 24–28, 2025 Interviews (if applicable) May 20, 2025 Estimated recommendation for award/Board date May 26, 2025 Estimated start of contract June 30, 2027 Expiration of contract

These dates are subject to revision or cancellation by the County in its sole and absolute discretion.

2.3 Proposal format and content

When submitting a proposal, Proposers must follow the format and contents detailed below. Failure to do so will likely prolong the evaluation process and could result in a proposal not being considered.

Proposals shall not exceed 20 pages, excluding the cover letter and resumes, and must adhere to the following format:

1. Cover letter

The Proposer must submit a cover letter that includes the following:

a. A statement that the Proposal is effective for a period of one hundred eighty (180) days or the date the contract takes effect, whichever is later;

b. A statement confirming that the Proposer has reviewed and agrees to be bound by County of Sacramento Terms and Conditions (Attachment 5) including insurance provisions; or, alternatively, a statement confirming that the Proposer has reviewed and agrees to be bound by County of Sacramento Terms and Conditions excluding only those provisions that have been redlined for negotiation purposes and are included in their Proposal;

c. A statement that the Proposer does not have an actual or perceived conflict of interest regarding this RFP or in submission of their Proposal.

Proposers shall disclose any financial, business or other relationship with the County that may have an impact upon the outcome of this agreement or any construction project that may follow. Proposers shall also list current clients who may have a financial interest in the outcome of this agreement or any construction project that may follow.

Proposers shall disclose any financial interest or relationship with any construction company that might submit a bid on a resultant construction project;

d. A statement acknowledging any addenda issued by the County; and

e. A statement that the Proposer will comply with all Caltrans Sustainable Transportation Planning grant requirements.

2. Proposal

The Proposal shall contain the following information (and in the same order):

a. A brief profile of the Proposer, including the size, organizational structure and history. If Proposer will be using subconsultants, Proposer must list all subconsultants. Proposer shall also include a profile for any subconsultants whose budget exceeds $25,000.

b. A plan for delivering services consistent with the scope of work in Attachment 1, including but not limited to the following:

i. understanding of the project and key issues

ii. description of the proposed services

iii. procedures for carrying out services

iv. proposed schedule for services

v. proposed dates for deliverables/ milestones

vi. capacity to perform the services, including availability of staff and resources

c. Name of project manager to be assigned to the project.

d. Bios of key staff. Information for key staff must include:

i. professional credentials;

ii. education or certifications;

iii. expertise and capability;

iv. applicable professional affiliations and accreditations, and

v. applicable professional experience.

Include resumes for key staff, which shall not count toward the page limit.

e. A narrative of the experience of the Proposer in implementing similar services for other clients, including corridor plans, multimodal transportation analysis and modeling, and conducting stakeholder outreach/public engagement.

f. A minimum of three (3) references for whom the Proposer has provided services similar to those described in this RFP. If Proposer will be using subconsultants, a minimum of one (1) reference for each subconsultant whose budget exceeds $25,000. The County reserves the right to check other references not provided by the Proposer. The following information is required for each reference:

i. customer name and address;

ii. point of contact (name, telephone number, email) for contractual/administrative matters and technical performance;

iii. period of contract performance; and

iv. description of work performed.

Emphasis should be given to providing references where 1) the resources used are the same or mostly the same as those who will be used for the County’s purposes, and 2) the references are for services similar to those described in this RFP. The County may request additional references from Proposer.

g. Estimate of hours and costs by task, using hourly rates. Pricing/costs should only be submitted for Tasks 1 through 9. (Task 01 and Task 02 are for the County’s administrative use.) The total cost should not exceed $400,000.

Note: Activities and expenses must be allowable per Section 2.3 of the restricted grant agreement (Attachment 3) in order to be eligible for reimbursement. Examples of eligible expenses include data gathering and analysis, advertising for public workshops, travel expenses, up to 30 percent design or conceptual drawings, community surveys, meetings, public workshop room rental, charrettes, focus groups, virtual outreach activities and online meetings, bilingual services for interpreting and/or translation services for meetings, community/stakeholder advisory groups, and light snacks and refreshments for public workshops (no full meals). Examples of ineligible expenses include environmental plans, studies, or documents, engineering plans and design specification work, project initiation documents, program or project implementation, office furniture purchases or other capital expenses, decorations for public workshop events, and incentives for public participation (e.g. full meals, prizes, freebies, promotional/marketing items).

2.4 Proposal submission

Proposals must be received by 5:00 PM PST on March 6, 2025 at 2:00pm in the County’s eProcurement system OpenGov Procurement via the solicitation link at:

https://procurement.opengov.com/portal/saccounty/projects/145091

Failure to submit a proposal on time may be grounds for rejection of the proposal; however, the County reserves the right, in its sole and absolute discretion, to accept proposals after the proposal due date.

2.5 Questions and communication

Questions concerning this RFP must be submitted in OpenGov Procurement via the “Question and Answer” page.

https://secure.procurenow.com/login

2.6 Addenda

The County reserves the right to modify the RFP at any time prior to the proposal due date. The County will modify the RFP only by formal written addenda. Proposer’s proposal should be based on this RFP document and any formal written addenda. Proposers should not rely on oral statements.

Addenda will be posted in OpenGov Procurement. It is the responsibility of each prospective Proposer to assure receipt of all addenda.

2.7 County’s right to withdraw, cancel, suspend and/or modify RFP

The County reserves the right to withdraw, cancel, suspend, and/or modify this RFP for any reason and at any time with no liability to any prospective Proposer for any costs or expenses incurred in connection with the RFP or otherwise.

2.8 Proposer’s right to edit or cancel proposal

Proposers may edit or cancel their proposal in OpenGov Procurement prior to the due date.

2.9 Proposals will not be returned

Upon submission, proposals will not be returned.

2.10 Public disclosure of proposal documents

The County will treat all information submitted in a proposal as available for public inspection once negotiations with the selected party have been completed. If copies of proposals are included with Board materials, the County will make proposals available for public inspection once staff has made a recommendation for award.

If a Proposer believes protected data is included in its proposal, the Proposer shall clearly identify the data and provide the legal basis in support of the asserted classification. Proposer must present such information separately as part of its proposal OR type in bold red letters the term “CONFIDENTIAL” on that specific part or page of the Proposal which Proposer believes to be confidential. Classification of data as trade secret data will be determined pursuant to applicable law, and, accordingly, merely labeling data as “trade secret” does not necessarily make the data protected as such under any applicable law.

In order for the County to assert the confidentiality of any such information in the event a Public Record Act request is received, the Proposer must request, execute and submit a County-prepared written agreement to defend and indemnify the County for any liability, costs and expenses incurred in asserting such confidentiality as part of the proposal. A copy of that written agreement is attached as Attachment 6.

The final determination of whether the County will assert a Proposer’s claim of confidentiality shall be at the sole discretion of the County. Any information determined to be non-confidential shall be considered public record. If the County determines that your information does not meet the criteria for confidentiality, you will be notified of the County’s intent to release the public record pursuant to any Public Records Act request.

The Proposer agrees, as a condition of submitting its proposal, that the County will not, as between the parties, be liable or accountable for any loss or damage, which may result from a breach of confidentiality related to the proposal. The Proposer agrees to indemnify and hold the County, its officials, agents, and employees harmless from all claims arising out of, resulting from, or in any manner attributable to any violation of any provision of the California Public Records Act, including legal fees and disbursements paid or incurred to enforce this provision.

2.11 Proposer’s costs

The County shall not be responsible for any costs incurred by Proposer in connection with this RFP. Proposer shall bear all costs associated with proposal preparation, submission, and attendance at interviews, or any other activity associated with this RFP or otherwise.

2.12 Invoice Submittal

• Invoices Should be submitted with staff time broken down by each task

• All receipts for the purchases must be provided with invoice submittal

2.13 Proposer’s ideas

To the extent permitted by law, the County reserves the right to use any or all ideas, concepts, or other information provided in any proposals. Selection or rejection of the Proposal does not affect this right.

2.14 Collusion

If the County determines that collusion has occurred among Proposers, none of the proposals of the participants involved in the collusion shall be considered. The County’s determination shall be final.

2.15 Conflict of interest

The Proposer affirms that to the best of its knowledge the submission of its Proposal, or any resulting contract, does not present an actual or perceived conflict of interest. The Proposer agrees that should any actual or perceived conflict of interest become known, it will immediately notify the County and will advise whether it will or will not avoid, mitigate, or neutralize the conflict of interest.

The County may make reasonable efforts to avoid, mitigate, or neutralize a conflict of interest by a Proposer. To avoid a conflict of interest by a Proposer, the County may utilize methods including disqualifying a Proposer from eligibility for a contract award or cancelling the contract if the conflict is discovered after a contract has been issued. The County may, at its sole and absolute discretion, waive any conflict of interest.

3 Evaluation and Selection

3.1 Proposal evaluation and recommendation for selection

The County reserves the following rights, to be exercised in the County’s sole and absolute discretion: 1) to determine whether any aspect of a proposal satisfactorily meets the criteria established in this RFP; 2) to seek clarification or additional information from any Proposer; 3) to negotiate, sequentially or simultaneously, pricing and/or terms with any Proposer or vendor; 4) to reject any or all proposals with or without cause; 5) to waive any irregularities or informalities in a proposal; 6) to cancel or amend by addenda this RFP, in part or entirely; 7) to award multiple contracts to Proposers; and/or 8) award a contract to a vendor that did not submit a proposal.

Evaluation of proposals by a selection committee, evaluation panel, County staff, a technical advisory committee, or by another group, individual or entity is advisory only. The County of Sacramento Board of Supervisors or its designee may consider or reject such evaluation(s) for any or all proposals. Such evaluations are for the sole benefit of the County of Sacramento Board of Supervisors or its designee, and as such, they are not binding upon the County, nor may they be relied upon in any way by a Proposer.

3.2 Evaluation of responsiveness

The County will consider all the material submitted by the Proposer to determine whether the Proposer’s offer is in compliance with the terms and conditions set forth in this RFP. Proposals that do not comply with the provisions in this RFP may be considered nonresponsive and may be rejected.

3.3 Evaluation of responsibility

To determine whether a Proposer is responsible, the County will consider the Proposer’s general qualifications to perform the requested services in a satisfactory manner; financial responsibility; integrity; skill; past performance; and ability. Proposals from Proposers considered non-responsible will be rejected.

3.4 Evaluation panel and evaluation criteria

After review of each responsive proposal, the County may award a contract to a successful Proposer based on the evaluation criteria, or it may establish a short list of Proposers for further consideration as discussed in section 3.5.

Evaluation criteria shall include the following:

CRITERIA MAX POINTS

Understanding and project approach 30

Technical ability and quality of staff 20

Experience with similar plans/projects 40

Cost proposal 10

Proposal Score 100

The scores of all proposals will be released to all Proposers in the award process for transparency.

3.5 Interviews

After review of each responsive proposal, the County may award a contract to a successful Proposer based on the evaluation criteria in section 3.4, or it may establish a short list of Proposers for further consideration. The short list of Proposers may be asked to provide additional information, or an interview/demonstration as determined by the County in its sole discretion.

Evaluation criteria for an interview, if determined by the County to be necessary, shall include the following:

CRITERIA MAX POINTS

Proposal Score 100

Interview (if determined necessary and by invitation only)

Proposer’s interview added depth to the written proposal and solidified County’s understanding on the proposer’s qualifications and vision for providing services.

Total Composite Score 150

A total composite score (i.e. proposal score plus interview score) will be tallied for only the shortlisted teams but will be released to other participants.

3.6 Execution of contract

Before a contract becomes effective between the County and any Proposer, the contract award must be approved by the County Board of Supervisors or its designee. If for any reason the County Board of Supervisors or its designee does not ratify and sign the contract then there are no binding obligations whatsoever between the County and the Proposer relative to the proposed contract.

3.7 Protests

Upon completion of the evaluation committee’s review of all proposals, the County will issue a Notice of Intent to Award (NOIA) naming the proposer to which the County intends to issue a contract award. The next working day following the issuance of the NOIA will commence the protest period of five

(5) working days. A protest must be submitted, electronically, to the project manager at: gasperig@saccounty.gov with a copy to: drakei@saccounty.gov.

Protests received after the deadline will not be considered.

4 Attachments

Attachment 1 – Scope of work Attachment 2 – Final Grant Application Attachment 3 – Restricted Grant Agreement Attachment 4 – County of Sacramento Standard Consulting Agreement Attachment 5 – Written Agreement to Indemnify for Release of Propriety Information

4 Attachments