RFP-SP2809_SMO_Measure_A_PD_Project.pdf

Request for Proposals

The Santa Monica Airport Measure A Planning & Pre-Design Park Project

SP2809

Department of Public Works

Architecture Services Division 1685 Main Street, Mail Stop 15

Santa Monica, CA 90401

ISSUE DATE: TUESDAY, OCTOBER 6, 2026

QUESTIONS DUE: OCTOBER 27, 2026 @ 5PM

SUBMITTALS DUE: NOVEMBER 5, 2026 @ 5PM

APPROVED FOR ADVERTISEMENT:

Amelia Feichtner, City Architect

Proposer RFP Checklist

Read the entire document. Note critical items such as mandatory requirements;

supplies/services required; submittal dates; format; contract requirements (i.e., insurance, performance and or reporting, etc.).

Attend the pre-proposal conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

Take advantage of the “question and answer” period. Submit your questions by the due date. View all answers given in the formal addenda issued for the RFP. All addenda issued for an RFP are posted on the City’s online vendor portal: OpenGov Procurement and will include all questions asked and answered concerning the RFP.

Follow the format required in the RFP when preparing your response. Provide point-by-point response to all sections in a clear and concise manner. The proposals are evaluated based solely on the information and materials provided in your response.

Check the City’s online vendor portal: OpenGov Procurement for RFP addenda. Before submitting your response, check whether any addenda were issued for the RFP. If so, you must submit a signed acknowledgment for each addendum issued along with your response

Review and read the RFP document again to make sure that you have addressed all requirements.

Submit your response on time. Note all the dates and times listed on the front page of the RFP document and be sure to submit all required items on time. Late proposals are never accepted.

https://secure.procurenow.com/portal/santa-monica-ca

I. INTRODUCTION

The City of Santa Monica, (referred to hereafter as “the City”) is inviting proposals from qualified persons or firms interested in SP2809 The Santa Monica Airport Measure A Planning & Pre-design Park Project for an initial term of two years, with one option for renewal of one year each, to be exercised at the City’s sole discretion.

SUMMARY OF PROPOSAL

The City of Santa Monica’s Public Works Department continues to advance adopted City plans and initiatives with the Los Angeles County Regional Parks and Open Space District (RPOSD) Competitive Grant Program, funded by Measure A, for the continued planning and pre-design of a public park (the “Park”) on land owned by the City that is currently used as an airport (the “Santa Monica Airport”), which is scheduled to close at midnight on December 31, 2028. The goal of this planning and design grant is to support feasibility and pre-design efforts for a portion of the Park designated as the Immersive Nature District, as further described, below. This grant aligns with RPOSD Categories 3 and 4 goals to improve and protect natural lands, open space, and water resources through development and restoration, as well as support regional-scale recreation projects that improve public access to nature, increase countywide connectivity, and serve broad populations.

On October 15, 2025, staff submitted a Planning and Design application, requesting $499,149 to fund enhanced connectivity to the Park and continued planning and pre-design of the Immersive Nature District from 20 acres of Santa Monica Airport land post-closure, thus positioning the City to apply for 2028 RPOSD Competitive Grant Program funding to develop the Grant Project. On March 17, 2026, the City of Santa Monica received an award of $499,149 to implement the planning and pre-design of a portion of the Park (the “Grant Project”). With the addition of the City of Santa Monica’s cash match of $130,326, the Grant Project’s total budget is $629,475, including a 5% contingency.

Public Works identified the RPOSD Competitive Grant Program - Planning and Design - as an opportunity to explore efforts to realize day-one programming and activation of the Park after closure of the Santa Monica Airport.

The intent of the Grant Project is to further advance the planning and pre-design of the Park by focusing on connectivity improvements along 25th Street and Airport Avenue as well as pre-design of the Immersive Nature District (see diagram below). The City has already received $10,000,000 in Proposition 4 grant funds for the Immersive Nature District.

The Scope of Work includes:

1. Research and Report for the Park: Compile a brief report demonstrating an understanding of the planning efforts and community input to date for the Park, analyzing the opportunities and constraints related to local and regional connectivity to the site and continued pre-design of the Immersive Nature District within the Park.

2. Immersive Nature District Pre-Design Concepts: Develop pre-design concepts of the Immersive Nature District to assist in community outreach and public engagement (outlined below), helping to determine a preferred alternative that would be further refined, as part of a future planning effort. Concepts should consider adjacent district identities and preferred uses.

3. Connectivity Improvement Design Concepts: Develop connectivity improvement concepts, along 25th Street (within the Grant LOW), in alignment with initiatives defined by the City of Santa Monica Pedestrian Action Plan and Bike Action Plan, demonstrating a comprehensive approach that aligns with the Immersive Nature District pre-design concepts, improving local and regional connectivity to the Park site. Validate previously documented improvements to Airport Avenue and provide recommendations for design updates in alignment with the Bike and Pedestrian Action Plans (within the Grant LOW) and provide updated cost estimates.

4. Community outreach and public engagement: Conduct an inclusive and modern outreach process that engages Santa Monica’s diverse stakeholders in providing input on conceptual scenarios related to the Immersive Nature District, 25th Street, and Airport Avenue prioritizing an inclusive process.

5. Cost estimating: Prepare an opinion of probable cost for the Immersive Nature District pre-design options and develop a detailed cost estimate for a preferred connectivity improvement approach.

6. Final report: Prepare a final report that documents the Grant Project process including public outreach, pre-design studies, connectivity studies, connectivity engineering and landscape plans, and costing.

7. Immersive Nature Design Concepts (optional service at owner’s discretion): Develop grant scope Immersive Nature pre-concepts upon completion of Santa Monica Airport Conversion CEQA analysis.

Proposal Calendar

The following is a list of key dates:

Request for proposals issued ...................................................... Tuesday, October 6, 2026

Mandatory site walk ............................. Tuesday, October 20, 2026 @ 10:00 a.m - 11:00 a.m.

Submission of inquiries ........................ Prior to or by Tuesday, October 27, 2026 @ 5:00 p.m.

Proposals due ..................................................... Thursday, November 5, 2026 @ 5:00 p.m.

Final candidate interviews ............................... November 16th through November 20th, 2026

Staff recommendation made to City Council for award of bid ............................ Winter 2026/27

Mandatory site walk will start at the Clover Park tennis courts at 2600 Ocean Park Blvd, Santa Monica, CA 90405. The tennis courts are along 25th Street.

A. PROJECT DESCRIPTION/ SCOPE OF WORK

The Los Angeles County RPOSD Competitive Grant Program provides opportunities to realize larger projects to further advance the goals of the RPOSD. The 2025 grant cycle offers grants for Planning and Design and Development to deliver measurable impact, promote park equity, and strengthen access to parks, natural areas, and regional recreation spaces throughout Los Angeles County. On October 15, 2025, staff submitted the Planning and Design application, requesting $500,000 to fund pre-design and feasibility of enhanced connectivity to the Immersive Nature District, which is part of the Park and is being funded by Proposition 4 grant funding. On March 17, 2026, the City of Santa Monica received an award of $499,149, to implement the planning and pre-design project (Grant Project). This award reflects growing regional recognition of the Grant Project’s potential to deliver meaningful, lasting benefits to Santa Monica and the broader region, advancing a generational opportunity to create community-centered, equitable access to open space and respond to the park needs of an urban environment.

The Grant Project should prioritize project goals of Carbon Positive, Net Zero Energy, Water Self- Sufficiency, and Zero Waste. Key strategies include reducing embodied carbon, maximizing sequestration potential, celebrating heritage, reusing materials onsite to the maximum extent possible, supporting heat-resilient communities, prioritizing nature-based solutions, utilizing phytoremediation for any potentially contaminated soil, and collaborating with local experts who are collecting seeds and propagating pre-development native plants from the project site.

Grant Project Description Studying regional community plans and connectivity feasibility studies alongside Santa Monica’s Pedestrian and Bike Action Plans, this Grant Project presents a proactive opportunity to prioritize pedestrian and mobility enhancements to the Westside’s mobility network, serving as an essential connection for people across western Los Angeles County and helping them bridge neighborhoods and access vital resources in a region that is ever-growing and increasingly interconnected. Objectives of this Grant Project include:

• Increasing local and regional access to recreational open space and environmental benefits

• Refining community outreach methods

• Increasing urban forest, biodiversity, and habitat in alignment with City plans.

Staff has determined that this Grant Project may study contextual and regional connectivity improvements, along 25th Street and Airport Avenue, to a level of detail that may position the City of Santa Monica to competitively apply for development grant funding in 2028.

Scope of Work

Task 1: Project Initiation and Research and Report

The consultant will hold a kick-off meeting with City’s designated Project Manager and key staff to understand project background, goals, schedule, needs, and requirements for the Grant Project. This meeting may be virtual. A draft schedule has been included as an attachment.

The consultant will obtain and review available City plans and initiatives pertinent to the Grant Project, collect additional data as needed, and refine the project schedule as necessary.

The consultant will compile a brief report demonstrating an understanding of the Park’s pre-planning efforts including, but not limited to, existing conditions, outreach, contextual and regional influences, and the Preferred Framework Scenario and analyze the opportunities and constraints related to connectivity and continued pre-design of the Immersive Nature District. All relevant materials related to this scope item can be found at the project website smacproject.com.

Deliverables:

• Revised project schedule.

• Research report.

Task 2: Development of Immersive Nature Pre-Design Concepts

Immersive Nature Pre-Design Concept sketches should be informed by the community, and City Staff anticipates a minimum of one community outreach event be conducted prior to any pre-design concepts being presented (refer to draft schedule). The consultant shall document, analyze, and present recommendations put forth by the community and define a further refined vision for the Immersive Nature District through narrative and precedent imagery.

City Staff anticipates that the consultant presents a minimum of two (2) pre-design concept sketches to the community at each community event, supported by the vision, Guiding Principles, relevant precedent imagery, and additional supporting graphics as necessary to convey the pre-design intent.

Concepts presented at each community event should be legible, demonstrate flexibility for refinement, and differ enough to solicit thoughtful feedback in English and Spanish. Subsequent community events should demonstrate the evolution of the pre-design concepts based on prior engagement and feedback. Additionally, pre-design concepts should consider initiatives outlined within adopted City plans (and their appendices) such as:

• The Pedestrian Action Plan

• The Bike Action Plan

• The Land Use and Circulation Element

• The Climate Action and Adaptation Plan https://www.santamonica.gov/pedestrian-action-plan https://www.santamonica.gov/mobility-projects/bike-action-plan-amendment https://www.santamonica.gov/media/Document%20Library/Topic%20Explainers/Planning%20Resources/Revised%20LUCE%20May%202023%20(6th%20Housing%20Element).pdf https://www.santamonica.gov/climate-action-and-adaptation-plan

• The Sustainable City Plan

• Sustainable Water Master Plan

• Urban Water Management Plan

• Equity Plan

• The Urban Forest Master Plan

• Open Space Element

• Parks and Recreation Vision Plan

Deliverable:

• The consultant shall participate in bi-weekly phone/video coordination calls (one every two weeks) to develop pre-design concept drafts.

• A minimum of two (2) Immersive Nature Pre-Design Concept sketches, supporting imagery, and graphics for each community event, with up to two (2) rounds of revisions prior to the event.

• Meeting minutes.

Task 3: Development of Connectivity Design Concepts

Connectivity Design Concept sketches should be informed by the community, and City Staff anticipates a minimum of one community outreach event be conducted prior to any Connectivity Design Concepts being presented. Connectivity Designs may be presented alongside Immersive Nature Pre-Design Concepts at the same meetings. The consultant shall document, analyze, and present recommendations put forth by the community and define a further refined vision for Connectivity Designs through narrative and precedent imagery and demonstrate alignment with the City of Santa Monica Pedestrian Action Plan and Bike Action Plan. City Staff anticipates that the consultant presents a minimum of one (1) Connectivity Design Concept sketch to the community at each community event, complimenting Immersive Nature Pre-Design Concept sketches. Subsequent community events should demonstrate the evolution of the Connectivity Design Concepts based on prior engagement and feedback.

The City of Santa Monica previously documented and approved drawings of Airport Avenue Improvements. This task includes validation of those plans, within the Grant LOW, and presentation of recommended updates to the community.

The intent of the Connectivity Design portion of the Grant Project is to improve local and regional access to the Immersive Nature District. The consultant shall prepare engineering and landscape plans that will support environmental review and coordinate closely with the City of Santa Monica Mobility Division regarding project scope approvals, encroachment permits, jurisdictional milestones, and other applicable requirements related to pedestrian and bicycle improvements. The consultant should anticipate the need to conduct a site survey. As the City of Santa Monica Mobility Division has established precedent for this work, it is anticipated that once a preferred approach is determined through community outreach and has completed environmental review, that documentation may proceed into construction documentation after Council approves the Grant Project.

Deliverable:

• The consultant shall participate in bi-weekly phone/video coordination calls (one every two weeks) to develop pre-design concept drafts for 25th Street and analysis of previously approved Airport Avenue design documents.

https://www.santamonica.gov/sustainable-city-plan https://www.santamonica.gov/Media/Users/smgov_5Calfredo_2Egonzalez/Water_Rate_Files/City_of_Santa_Monica_SWMP_122018.pdf https://www.santamonica.gov/uwmp https://www.santamonica.gov/media/Public%20Works/Urban%20Forest/2017%20Urban%20Forest%20Master%20Plan.pdf https://www.santamonica.gov/media/Document%20Library/Topic%20Explainers/Planning%20Resources/Open%20Space%20Element%20-%20March%201997.pdfhttps:/www.santamonica.gov/media/Document%20Library/Topic%20Explainers/Planning%20Resources/Open%20Space%20Element%20-%20March%201997.pdf https://www.santamonica.gov/parks-and-recreation-vision-plan https://www.santamonica.gov/pedestrian-action-plan https://www.santamonica.gov/mobility-projects/bike-action-plan-amendment

• A minimum of three (3) Connectivity Design Concept sketches for 25th Street, and Airport Avenue, and supporting imagery and graphics with up to two (2) rounds of revisions, per concept, prior to the community events. Airport Avenue sketches may mirror existing Airport Avenue documentation if no design adjustments are deemed necessary based on analysis.

• Engineering survey of 25th Street including, but not limited to, street drive lanes, front of curb, back of curb, walls, pathways and concrete areas, tree centers, surface above ground utility locations, and landscape areas.

• Documentation of one (1) preferred Connectivity Design Concept with up two (2) rounds of revision per City comment, prior to submittal to Plan Check.

• Up to two (2) rounds of revisions per Plan Check Comments.

Task 4: Community Outreach and Public Engagement

The selected Consultant shall participate in up to four (4) community outreach events. The Consultant will be required to prepare and present appropriate project materials and offer equitable experiences for all visitors. City staff will help guide this process. It is anticipated that the first community event presents the Grant Project, demonstrates consultant understanding of the Grant Project process, and solicit meaningful feedback to guide the Immersive Nature Pre-Design Concepts and Connectivity Design Concepts.

It is anticipated that each event is staffed by a minimum of four consultant team members, representing the various scopes of the project. The consultant will be responsible for all public engagement events and materials being presented in both English and Spanish and provide for option to assist in event mobilization (provide tents, easels, etc.).

It is anticipated that outreach materials include, but are not limited to, site maps, brief questionnaires, and interactive exercises for all ages and abilities.

The consultant shall prepare draft summaries of information gathered at each station of the event in a manner that allows for information to be collated in various manners. For example, questionnaire responses collated by zip code or age.

Deliverables:

• The consultant shall participate in bi-weekly phone/video coordination calls (one every two weeks) to develop draft outreach materials for review by City staff prior to each event for approval.

• Event materials and up to two (2) rounds of revisions per City comment for each event.

• Event attendance, including set up and break down for each event.

• Event summaries and up to one (1) round of revisions per City comment for each event to be posted to the City’s website.

Task 5: Cost Estimating

The intent of the Grant Project is to help position the City of Santa Monica to competitively apply for Measure A Development Funding in 2028. Historically, the Development Funding award has been for up to $4 million. The consultant shall prepare an opinion of probable cost for a minimum and maximum Immersive Nature District Pre-Design Concept and a cost estimate for the preferred Connectivity Design. Based on the cost estimate, the consultant shall put forward a recommendation for a future development grant scope of approximately $4 million, including escalation and prevailing wage, for the Connectivity Design.

Deliverable:

• Opinion of probable cost for up to two (2) Immersive Nature District Pre-Design concepts.

• Cost estimate for one (1) Connectivity Design.

• Refined estimate defining the future development grant scope based on a $4 million Connectivity Design construction budget.

Task 6: Final Report

The consultant shall prepare a final report that documents the grant project process including public outreach, Immersive Nature Pre-Design Concept sketches, Connectivity Designs, connectivity engineering and landscape plans, and costing. The consultant shall reference the 2025 RPOSD Competitive Grant Program Guidelines when creating the final report in order to assist the City of Santa Monica in its future grant application.

Deliverable:

• Final report in pdf format and all supporting graphics packaged for staff reference.

• A minimum of one (1) hand-sketch style axonometric graphics for each study area (25th Street, Airport Avenue, and the Immersive Nature District).

Optional Service: Documentation of Immersive Nature Pre-Design Concepts

Upon completion of CEQA Analysis of the Santa Monica Airport Conversion Project, the City may make the decision to move forward with all drawings necessary to complete Schematic Design, Design Development, Construction Documentation, and Permitting for a preferred Immersive Nature Pre-Design Concept. Consultants may provide an add-alternate cost associated with those phases, including outreach, should the City make the decision to proceed.

Anticipated Deliverable:

• A draft project schedule identifying key milestones including, but not limited to, public outreach, Schematic Design, Design Development, Construction Documentation, permitting, and client review periods.

• Participation in up to six (6) public outreach meetings to City Council, boards and commissions or other groups as determined by staff. Public outreach should be in alignment with the grant project outreach approach.

• Public outreach summaries.

• The consultant shall participate in bi-weekly phone/video coordination calls (one every two weeks) to develop a preferred Immersive Nature concept.

• Engineering survey of the Immersive Nature District including, but not limited to, street drive lanes, front of curb, back of curb, walls, pathways and concrete areas, tree centers, surface above ground utility locations, and landscape areas.

• A minimum of three (3) refined Immersive Nature concepts and supporting imagery and graphics with up to two (2) rounds of revisions, per concept, prior to any proposed community event.

• Design Development documentation of one (1) Immersive Nature concept, including demolition plan, layout plan, hardscape plan, planting plan, irrigation plan, and details and legends.

• Construction Documentation of one (1) Immersive Nature concept including demolition plan, layout plan, hardscape plan, planting plan, irrigation plan, and details and legends.

• Permitting assistance and up to two (2) rounds of revisions per Plan Check comment.

SPECIAL REQUIREMENTS:

1. Federally Funded ☐

2. Special Grants ☒

On June 9, 2026, Santa Monica City Council authorized the City Manager to negotiate and execute a grant agreement accepting an award of $499,149, authorized by the Los Angeles County Regional Parks and Open Space District (RPOSD) Competitive Grant Program, funded by Measure A, for Planning and Design. The City of Santa Monica, upon execution of an agreement with RPOSD on May 18, 2026, has two years to procure and complete the Grant Project. City Staff anticipates completion of the Grant Project to be approximately June 9, 2028, allowing adequate time for Grant Project closeout with RPOSD.

B. CITY CONTACT

The City has designated Tony Lopez, as its contact (the “City Contact”) for this request for proposals (this “RFP”). The City Contact’s information is listed below:

City of Santa Monica Architecture Services Division Project Manager Name: Tony Lopez 1685 Main Street, Mail Stop #15 Telephone: (310) 458-2201, 5081 E-mail: tony.lopez@santamonica.gov

Office Hours:

Monday through Thursday, 7:30 AM to 5:30 PM

Alternate Fridays 8:00 AM to 5:00 PM

The City of Santa Monica offices are closed every other Friday.

Please call to ensure that offices are open and that staff is available.

Any inquiries, questions or requests regarding this RFP should be submitted via OpenGov Procurement. All Questions must be entered in the Question and Answers section within OpenGov Procurement - Do not email questions directly to the Project Manager.

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.

CITY’S ONLINE VENDOR PORTAL

The website for this RFP and related documents is: OpenGov Procurement or https://procurement.opengov.com/portal/santa-monica-ca.

All project correspondence will be posted on the OpenGov Procurement website. It is the responsibility of Proposers to check the website regularly for information updates and RFP clarifications, as well as any RFP addenda.

https://secure.procurenow.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca

C. ORIGINAL DOCUMENTS

Proposer shall complete and return the following documents via OpenGov Procurement:

The forms are available on City's procurement webpage (OpenGov).

Please refer to Project Documents Tab, Section 7. Vendor Questionnaire to access the pdf. copy of the forms.

1. RFP/RFQ Form (vendor to upload to OpenGov)

2. Cost Proposal (vendor to upload to OpenGov)

3. City Contract Template Acknowledgement The proposer certifies that they have reviewed the City’s contract template and agree to be bound by its terms and conditions.

4. Living Wage Certification (if the award amount is >$54,200)

5. Oaks Initiative Disclosure Form (if the award amount is >$25,000 annually; identifies recipients of public benefit in relation to political donation restrictions: click here for more information)

6. Levine Act Disclosure Form

7. Prevailing Wage Acknowledgement (if applicable) ☐ Applicable X Not Applicable

8. Subcontractor List

9. Non-Collusion Declaration (this does not need to be notarized)

10. Non-Discrimination Policy Acknowledgement

11. Certification Regarding Debarment

12. Public Works Insurance Requirements The contractor attests that he will require every employer to be insured against liability for workers’ compensation

13. Business License (if selected you must also obtain a business license or provide your current business license number.) You can go to the Business License page for more information.

14. RFP Addenda if issued (vendors must acknowledge & sign addenda electronically via OpenGov Procurement)

15. Payment Bond (if the award amount is >$25,000: applicable only for Contractual Services Agreements)

D. BEST QUALIFIED PERSON OR FIRM FOR PSA

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:

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

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

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

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

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

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

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

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

http://www.smgov.net/uploadedFiles/Departments/Finance/Purchasing_Section/OaksInitiativeNotice.pdf http://www.smgov.net/Departments/Finance/content.aspx?id=11959

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.

E. PREVAILING WAGE

Bidders are hereby notified that pursuant to provisions of Section 1770, et seq., of the Labor Code of the State of California, the Contractor shall pay its employees the general prevailing rate of wages as determined by the Director of Department of Industrial Relations. In addition, the Contractor shall be responsible for compliance with the requirements of Section 1777.5 of the California Labor Code relating to apprentice public works contracts.

No contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].

No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.

This project is not subject to compliance monitoring and enforcement by the Department of Industrial Relations.

II. CONDITIONS GOVERNING THE PROCUREMENT

A. GENERAL REQUIREMENTS

This procurement will be conducted in accordance with the City of Santa Monica procurement codes and procedures.

1. 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.

2. Acceptance of Conditions Governing this RFP Submission of a proposal constitutes acceptance of the Evaluation Factors contained in this RFP.

3. City Contract Template Acknowledgement By submitting a proposal, the Proposer certifies that they have reviewed the City’s contract template for this project and agree to be bound by its terms and conditions. Any requested exceptions must be clearly identified within the proposal; otherwise, the contract template shall be deemed accepted in its entirety. Failure to acknowledge and accept these terms may result in disqualification of the proposal.

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.

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.

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.

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. 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.

9. Proposal Offer Firm

Responses to this RFP, including proposal prices, will be considered firm for ninety (90) 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.

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.

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.

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.

13. 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.

14. 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.

15. 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.

16. 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.

17. Legal Review

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

18. Governing Law

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

19. 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.

20. 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 Exhibit A, 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 Exhibit A, 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.

21. 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.

22. 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.

23. Right to Waive Minor Irregularities

The City reserves the right to waive minor irregularities and the right to waive mandatory requirements, provided that all of the otherwise responsive proposals fail to meet the same mandatory requirements and/or doing so does not otherwise materially affect the procurement.

This right is at the sole discretion of the City.

24. Change in Agreement or Representatives

The City reserves the right to require a change in the selected proposer or representatives if the assigned representatives are not, in the opinion of the City, meeting its needs adequately.

25. City Rights

The City reserves the right to award the proposal to separate proposers on any of the services as set forth in the proposer’s proposal. It is further understood that if the proposer to whom any recommended award is made fails to enter into an agreement with the City, award may be made to the next best qualified person or firm, who shall be bound to perform as if she, he or it received the award in the first instance.

26. Right to Publish

Throughout the duration of this procurement process and agreement term, potential proposers, and proposers, must secure from the City written approval prior to the release of any information that pertains to the potential work or activities covered by this procurement or the subsequent agreement. Failure to adhere to this requirement may result in disqualification of the proposer or termination of the agreement.

27. Ownership of Proposals

All documents submitted in response to the RFP shall be become the property of the City of Santa Monica and are subject to the provisions of the California Public Records Act, as described in Section II. A. 11. herein.

28. Agreement Award Proposal will be evaluated by a committee comprised of City staff and may include outside consultants (the “Evaluation Committee”). The Evaluation Committee will make an award recommendation to City staff. City Council may give approval of the agreement and/or direct staff to negotiate the final terms and execute the agreement.

This agreement shall be awarded to the proposer or proposers whose proposal is best qualified, taking into consideration the evaluation factors set forth in the RFP. The most qualified proposal may or may not have received the most points or be the lowest cost proposal. Proposers will be notified when the award is being made or an award recommendation goes to the City Council for approval.

29. Protest Deadline

PUBLIC WORKS ONLY

All parties wishing to file a protest shall comply with the procedures set forth below.

Proposer may file a written protest with the Director of Public Works no more than seven calendar days following the posting of award recommendation on the City’s online vendor portal website.

The protest must include the name address and telephone number of the protestor and or the person representing the protesting party.

Once a protest has been filed with the Director of Public Works no contract shall be awarded until the Director of Public Works has issued his or her final determination on the protest. The Director of Public Works shall review the merits and timeliness of the protest and issue a written decision to the protestor within ten calendar days of receipt of the protest. The Director of Public Works shall have final authority to sustain or deny a protest. The Director of Public Works decision shall constitute the City’s final determination on the protest.

Protests received after the deadline will not be accepted.

29. Records and Audits The Consultant shall maintain such detailed records as may be necessary to demonstrate its performance of the duties required by this Agreement, including the date, time and nature of services rendered. These records shall be maintained for a period of three years from the date of the final payment under this Agreement and shall be subject to inspection by City. The City shall have the right to audit any billings or examine any records maintained pursuant to this Agreement both before and after payment. Payment under this Agreement shall not foreclose the right of City to recover excessive and/or illegal payments.

30. Enforcement of Agreement/Waiver

A party's failure to require strict performance of any provision of this Agreement shall not waive or diminish that party's right thereafter to demand strict compliance with that or any other provision.

No waiver by a party of any of its rights under this Agreement shall be effective unless expressed in writing and signed by the party alleged to have granted the waiver. A waiver by a party of any of its rights shall not be effective to waive any other rights.

31. Prevailing Wage, Apprentices, Penalties & Certified Payroll In accordance with the provisions of Labor Code Section 1773.2, the Director of Industrial Relations has determined the general prevailing rates of wages and employer payments for health, welfare, vacation, pensions and similar purposes applicable, which is on file in the State of California Office of Industrial Relations. The contractor shall post a copy of these prevailing wage rates at the site of the project. It shall be mandatory upon the contractor to whom the contract is awarded and its subcontractors hired to pay not less than the said prevailing rates of wages to all workers employed by him in the execution of the contract as required under Articles 2 and 3, Division 2, Part 7, Chapter 1 of the Labor Code, State of California, including, but not limited to, Sections 1771, 1774 and 1815.

It is the duty of the contractor and subcontractors to employ registered apprentices and to comply with all aspects of Labor Code Section 1777.5.

There are penalties required for contractor’s/subcontractor’s failure to pay prevailing wages and for failure to employ apprentices, including forfeitures and debarment under Labor Code Sections 1775, 1776, 1777.1, 1777.7 and 1813.

Under Labor Code Section 1776, contractors and subcontractors are required to keep accurate payroll records. The prime contractor is responsible for submittal of their payrolls and those of their subcontractors as one package. Payroll records shall be certified and made available for inspection at all reasonable hours at the principal office of the contractor/subcontractor pursuant to Labor Code Section 1776.

The contractor, and any work performed under this CSA, shall, at all times comply and be in accordance with, and subject to the provisions of Articles 2 and 3, Division 2, Part 7, Chapter 1 of the Labor Code, State of California.

III. SUBMISSION FORMAT AND ORGANIZATION

A. NUMBER OF RESPONSES

Proposers must upload their proposal electronically as a PDF document within OpenGov Procurement + accompanying forms located in the Vendor Questionnaire Section.

B. PROPOSAL FORMAT

1. Letter of Transmittal

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 (vendors must acknowledge & sign addenda electronically via OpenGov Procurement)

2. Qualifications Provide a brief summary of your firm’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.

3. Key Personnel Describe the project team composition and include resumes of key personnel. Proposed members should be available for ninety (90) days from the proposal due date. The City must be promptly notified of any changes in key personnel prior to award.

4. 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.

5. 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.

6. Cost Proposal 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.

IV. EVALUATION

A. EVALUATION POINT SUMMARY

All proposals meeting the requirements will be further evaluated using the same criteria and point structure. Evaluations will be based on the weighted criteria listed below, which correspond to information requested in various sections of the proposal:

Only finalist proposers will receive points for an oral presentation and demonstration if part of the criteria.

CRITERIA MAXIMUM POINTS

Experience 30

References 10

Work Plans/Timelines 15

Project Team 10

Cost 20

Value Add 10

Accuracy 5

TOTAL POINTS 100

B. EVALUATION FACTORS

A maximum of 100 points may be awarded based upon the quality and thoroughness of the proposer’s response to each evaluation factor as follows.

Experience: Up to 30 points may be awarded based on evaluation of the proposer’s experience including all sub-consultants. Evaluation will be based on documented experience on similar projects. Assign points that may be awarded for Record/Financial Stability/Quality

Level of the firm’s previous projects of comparable complexity, scale and nature; training and proven expertise in the area of work required; Efficiency and timeliness in completion of projects.

Experience in projects completed for public entities. Review of sub-consultants.

References: Up to 10 points for references may be awarded upon an evaluation of proposer’s work for previous clients receiving similar products and services to those proposed by the proposer for this project. Evaluation will be based on documented experience on similar projects.

The consultant’s work shall be such as to ensure that the distinctive goals established for each component are met. Brief descriptions of previous project experiences should be used as examples of how quality control was achieved with former clients.

Work Plans/Timelines: Up to 15 points may be awarded based on the quality and thoroughness of proposer’s project work plan and timelines. Assign points that may be awarded for their ability to meet project timeliness: The capability to perform the work within the desired time frame. The ability and past experience in assembling a highly qualified team of sub-consultants.

Project Team: Up to 10 points may be awarded for relevant experience of key personnel based upon the resumes and experience narratives submitted. Assign points that may be earned by any proposer based upon qualifications of the project team, effective communication and understanding of the project goals, experience with similar projections, and the quality of responses to questions.

Cost: Up to 20 points may be awarded for the lowest price. The consultant’s overall operation should encourage cost effective work and services. Cost control, performance within budget allocations, prudent accounting practices, management and clear communication with City staff are essential to the success of this project.

Value Add/Breadth of Service: Up to 10 points may be awarded based on the consultant’s ability to provide insight and information, industry best practices and the ability to effectively communicate information to management and provide technical training or resources.

Accuracy: Up to 5 points may be awarded based on whether the distinctive goals established for each component are met. Brief descriptions of previous project experiences should be used as examples of how quality control was achieved with former clients.

C. CONSULTANT SELECTION PROCESS:

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.