Technology_Solutions_for_Smart_Curb_Management.pdf

CITY OF SANTA MONICA

TECHNOLOGY SOLUTIONS FOR SMART CURB

MANAGEMENT

Public Works

RELEASE DATE: May 19, 2026

DEADLINE FOR QUESTIONS: June 3, 2026

RESPONSE DEADLINE: July 1, 2026, 3:00 pm

APPROVED FOR ADVERTISEMENT

City of Santa Monica

Technology Solutions for Smart Curb Management

Table of Contents

1. Introduction

2. Term

3. Scope of Work

4. Questions and Answers

5. Vendor Questionnaire

6. Evaluation Criteria

7. Award Process

8. Terms & Conditions

Attachments:

A - Proposer Checklist

B - Software as a Service Template (11-25)

C - City of Santa Monica VISA Questionnaire

D - Vendor Questionnaire (fillable)

E - Software Maintenance Agreement Template

F - Enterprise_Core_Technologies

G - Architecture_Questionnaire

H - Technology Services Template

Technology Solutions for Smart Curb Management

1 Introduction

1.1 Summary

The City of Santa Monica (“the City”) seeks proposals from qualified vendors for a software and hardware technology solution using emerging technologies to move toward a more efficient, data-driven, and user-friendly model of curb management.

1.2 Background

The City of Santa Monica is well known for adopting innovative technologies for a more sustainable and safe transportation network and for its customer-facing information capabilities.

The City of Santa Monica is densely populated, with more than 11,000 residents per square mile throughout its 8.4 square mile area. In addition, the City’s population increases drastically from eight million visitors annually for tourism, shopping, and employment, resulting in high demand on curb space from both individual and commercial users, particularly in the downtown area. Furthermore, the rapid global growth of on-demand delivery, freight, and ride-hailing — whether driver-operated or autonomous — highlights the increasing need for more effective curb management.

1.3 Contact Information

Any inquiries or requests regarding this procurement should be submitted via OpenGov. 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.

Kellee Mac Donald Sr. Buyer 1685 Main St. Mail Stop #9 Santa Monica, CA 90401 Email: kellee.macdonald@santamonica.gov Phone: (310) 458-8797 Department:

Public Works

Department Head:

Christopher Dishlip Director of Public Works mailto:kellee.macdonald@santamonica.gov tel:(310)458-8797

Technology Solutions for Smart Curb Management

1.4 Timeline

Release Project Date May 19, 2026

Question Submission Deadline June 3, 2026, 3:00pm

Question Response Deadline June 17, 2026, 3:00pm

Proposal Submission Deadline July 1, 2026, 3:00pm

2 Term

The City is inviting proposals from qualified persons or firms for a firm-fixed contract for an initial term of Two (2) years, with Three (3) for renewal of One (1) year each, to be exercised at the City’s sole discretion.

3 Scope of Work

3.1 Scope of Work

The City is seeking proposals for a Curb Management Solution or Solutions with related services to enhance the City’s curb performance via innovative hardware and software approaches. The City seeks to solicit solutions on emerging areas, including enhanced video and sensor technologies; data collection, analysis, and organization and payment solutions, and/or enforcement enhancement. The purpose is to choose from among software applications, with or without integrated hardware, and related contractor capabilities to support the City's efforts to develop smart curbs and loading zones, to improve curbside access, and to reduce unsafe blockages of red curbs, bike lanes, and center left turn lanes. Particularly in downtown Santa Monica, short-term curb users such as freight or passenger carriers struggle to find appropriate curb space at which to do business due to high demands for parking, access, and outdoor dining uses. The result is frequent double parking or unsafe blockages of red curbs, bike lanes, and center left turn lanes. The City seeks an advanced and integrated solution for these issues.

The City is requesting proposals from companies with experience in providing relevant technology solutions that can meet the business and technical requirements outlined in this RFP.

Technology Solutions for Smart Curb Management

3.1.1 Proposed solutions shall advance the City’s objectives of improving curb access, minimizing operational friction at designated loading zones, and mitigating hazardous infractions such as blocked bike and center turn lanes.

3.1.2 A focus of these solutions shall be to improve loading zone turnover and regulatory compliance via pricing or other mechanisms, with evidence to support the efficacy of the solution.

3.1.3 Solutions shall be deployable initially on focused Downtown corridors and should have the potential to scale more broadly.

3.1.4 All solutions must have integration capabilities with relevant City systems. Refer to the Attachment titled 'Enterprise Core Technologies' for details on the enterprise technologies currently in use by the City.

3.1.5 Hardware solutions shall integrate with existing City infrastructure.

3.1.6 Data proposed solutions should complement existing data sources such as meter transactions and parking infractions in ways that minimize redundancy and maximize staff accessibility and functional application.

3.1.7 Solutions shall be practicable under all relevant local, state, and federal statutes.

3.1.8 The Solution must improve transportation efficiency, safety, mobility, traffic flow, and curbside access in an urban environment.

3.1.9 Respondents to the RFP must indicate their ability, either directly or via subcontractor(s), to deliver each function or service specified in the Vendor Questionnaire.

3.1.10 Contractors shall submit their complete line of equipment, products, or services that are applicable to the scope of this RFP.

3.1.11 Contractors may include related equipment, accessories, and services to the extent that these solutions are ancillary or complementary to the equipment, products, or services being proposed.

3.1.12 Proposals must include a comprehensive service and management plan, dedicated key personnel, technical staff and on-site assistance as needed. If multiple companies submit a joint proposal, one must serve as the Primary Contractor and hold full responsibility for delivering all contract requirements. The primary organization shall serve as the sole point of contact with the City and shall assume full responsibility for any subcontractors’ work. The Contractor must ensure subcontractor work meets high standards for accuracy, timeliness, and completeness. Subcontractors must be listed, including their roles, and the Primary Contractor shall outline the contractual and pricing structure with each. Changes to subcontractors during the contract term shall require prior City approval.

3.1.13 If a contractor requires the use of distributors, dealers, resellers, or subcontractors to provide the equipment, products, or services, the proposal must address how the equipment, products or services shall be provided to the City, and describe the network of distributors, dealers, resellers, and/or subcontractors that shall be available to serve the City under a resulting contract.

Technology Solutions for Smart Curb Management

Contractor shall include all relevant information in its proposal. The City reserves the right to verify contractor’s information and may request clarification from a contractor, including samples of the proposed equipment or products and/or a demonstration of services.

3.2 Pricing

3.2.1 Pricing Structure and Cost Proposal Requirements

Contractor shall submit a comprehensive pricing proposal that includes all costs associated with the delivery, installation, operation, and maintenance of the proposed solution.

3.2.2 Hardware Pricing Options

Pricing shall be provided in a clear, itemized format that allows the City to evaluate total cost of ownership under two types of payment models:

a. Hardware purchase model

b. Hardware lease or pay-as-you-go model

3.2.3 Hardware Purchase Pricing Model

Contractor shall provide firm, fixed pricing for all hardware components required for the solution, including but not limited to sensors, cameras, signage, networking equipment, and supporting infrastructure.

A. Purchase pricing shall include:

1. Unit cost per hardware component

2. Volume discount tiers, if applicable

3. Installation and configuration costs

4. Warranty coverage and duration

5. Optional extended warranty or service plans

6. Replacement cost schedule for end-of-life (EOL) or damaged equipment

7. Contractor shall identify any required ancillary equipment or materials not included in the base hardware price.

8. Contractor shall specify expected hardware lifespan and recommended replacement cycles.

3.2.4 Hardware Lease / Pay-As-You-Go Pricing Model

Contractor shall provide a lease-based/Hardware as a Service/pay-as-you-go pricing option for all hardware components, including sensors, cameras, and other field devices.

Technology Solutions for Smart Curb Management

A. Lease or subscription pricing shall include:

1. Monthly or annual cost per device or per location

2. Any minimum term commitments

3. Included maintenance, repairs, and replacements

4. Included warranty coverage

5. Installation and removal costs, if applicable

6. Any usage--based fees (e.g., per-scan, per-transaction, per-event)

7. Contractor shall clearly identify which services are included in the recurring fee and which services incur additional charges.

8. Contractor shall disclose any early termination fees, device return requirements, or end-of-term purchase options.

9. Contractor shall specify whether hardware upgrades during the lease term are included or available at additional cost.

3.2.5 Software, Licensing, and Subscription Pricing

Contractor shall provide pricing for all software components, including licensing, hosting, data storage, analytics, application programming interfaces (APIs), and administrative tools.

A. Pricing shall be itemized by:

1. User license type (e.g., admin, enforcement, analyst)

2. Monthly or annual subscription fees

3. Data storage or data transfer fees

4. Optional modules or addon features

5. Third-party integrations requiring separate licensing

6. Contractor shall identify any pricing dependencies tied to hardware purchase

vs. hardware lease models.

3.2.6 Implementation, Support, and Ongoing Services

A. Contractor shall provide itemized pricing for implementation services, including project management, configuration, testing, training, and change management.

B. Contractor shall provide pricing for a scaled or phased approach to implementation understanding that budget to launch the program may be limited.

C. Contractor shall provide pricing for ongoing support services, including:

1. Help desk and customer support

2. System monitoring

3. Maintenance and repairs

4. Software updates and enhancement

Technology Solutions for Smart Curb Management

5. Contractor shall identify any service-level agreements (SLAs) tied to pricing.

3.2.7 Total Cost of Ownership (TCO) Comparison

Contractor shall provide a five-year total cost of ownership analysis for:

a. Hardware purchase model

b. Hardware lease / pay-as-you-go model

TCO analysis shall include all recurring and nonrecurring costs, including hardware, software, installation, maintenance, support, and optional services.

Contractor shall identify any cost escalators, CPI adjustments, or other pricing changes over time.

3.3 Minimum Requirements

Vendors must have a minimum of 3 years of experience providing technology solutions for smart curb management.

All solutions must have integration capabilities with relevant City systems. Refer to the Attachment titled 'Enterprise Core Technologies' for details on the enterprise technologies currently in use by the City.

4 Questions and Answers

Vendor Queries Due Questions must be submitted online in the “Q&A” tab. The City will only accept or respond to questions submitted through the online vendor portal.

One question per submittal. (This does not mean one question per vendor.) Submittals containing multiple questions will not be answered.

Technology Solutions for Smart Curb Management

5 Vendor Questionnaire

5.1 Proposal

5.1.1 Letter of Transmittal*

Please upload your letter of Transmittal as a PDF here. Make sure to include the following items.

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.

*Response required

5.1.2 Qualifications*

Provide a brief summary of your company’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.

*Response required

5.1.3 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.

*Response required

5.1.4 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.

*Response required

5.1.5 Financial Viability & Scalability*

a. List all major or relevant ongoing contracts for similar services.

Technology Solutions for Smart Curb Management

b. Highlight case studies of recent work performed, success stories, and any lessons learned.

c. Describe or provide business continuity plan that addresses actions to be taken in the event of financial or operational disruption.

d. Address your approach to change management and evolving technology improvements.

e. Highlight any feasibility considerations or possible challenges associated with implementing proposed solutions on a larger scale.

*Response required

5.1.6 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.

*Response required

5.1.7 Hardware Pricing Options*

Contractor shall submit a comprehensive pricing proposal that includes all costs associated with the delivery, installation, operation, and maintenance of the proposed solution and various options.

Pricing shall be provided in a clear, itemized format that allows the City to evaluate total cost of ownership under two types of payment models:

a. Hardware purchase model

b. Hardware lease or pay-as-you-go model

*Response required

5.1.8 Hardware Pricing Model*

Contractor shall provide firm, fixed pricing for all hardware components required for the solution, including but not limited to sensors, cameras, signage, networking equipment, and supporting infrastructure.

Purchase pricing shall include:

a. Unit cost per hardware component

b. Volume discount tiers, if applicable

c. Installation and configuration costs

d. Warranty coverage and duration

e. Optional extended warranty or service plans

f. Replacement cost schedule for end-of-life (EOL) or damaged equipment

Contractor shall identify any required ancillary equipment or materials not included in the base hardware price.

Technology Solutions for Smart Curb Management

Contractor shall specify expected hardware lifespan and recommended replacement cycles.

*Response required

5.1.9 Pricing Hardware Lease / Pay-As-You-Go Model*

Contractor shall provide a lease-based/Hardware as a Service/pay-as-you-go pricing option for all hardware components, including sensors, cameras, and other field devices.

Lease or subscription pricing shall include:

a. Monthly or annual cost per device or per location

b. Any minimum term commitments

c. Included maintenance, repairs, and replacements

d. Included warranty coverage

e. Installation and removal costs, if applicable

f. Any usage--based fees (e.g., per-scan, per-transaction, per-event)

Contractor shall clearly identify which services are included in the recurring fee and which services incur additional charges.

Contractor shall disclose any early termination fees, device return requirements, or end-of-term purchase options.

Contractor shall specify whether hardware upgrades during the lease term are included or available at additional cost.

*Response required

5.1.10 Software, Licensing and Subscription Pricing*

Contractor shall provide pricing for all software components, including licensing, hosting, data storage, analytics, application programming interfaces (APIs), and administrative tools.

Pricing shall be itemized by:

a. User license type (e.g., admin, enforcement, analyst)

b. Monthly or annual subscription fees

c. Data storage or data transfer fees

d. Optional modules or addon features

e. Third-party integrations requiring separate licensing

Contractor shall identify any pricing dependencies tied to hardware purchase vs.

hardware lease models.

*Response required

Technology Solutions for Smart Curb Management

5.1.11 Total Cost of Ownership (TCO) Comparison*

Contractor shall provide a five-year cost of ownership analysis for:

a. Hardware purchase model

b. Hardware lease / pay-as-you-go model

TCO analysis shall include all recurring and nonrecurring costs, including hardware, software, installation, maintenance, support, and optional services.

Contractor shall identify any cost escalators, CPI adjustments, or other pricing changes over time.

*Response required

5.1.12 Implementation, Support and Ongoing Services*

Contractor shall provide itemized pricing for implementation services, including project management, configuration, testing, training, and change management.

Contractor shall provide pricing for a scaled or phased approach to implementation understanding that budget to launch the program may be limited.

Contractor shall provide pricing for ongoing support services, including:

a. Help desk and customer support

b. System monitoring

c. Maintenance and repairs

d. Software updates and enhancements

Contractor shall identify any service-level agreements (SLAs) tied to pricing.

*Response required

5.1.13 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.

*Response required

5.2 Other Required Responses

5.2.1 Business License Requirements

WHO NEEDS A BUSINESS LICENSE?

1. Is this vendor physically located in the City of Santa Monica?

Technology Solutions for Smart Curb Management

Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)

No (Continue to the next question)

2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?

Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)

No(STOP, no license needed)

ADDITIONAL REQUIREMENTS:

If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).

The business license documentation is only required from the successful Proposer.

5.2.2 Notice Regarding Disclosure of Contents of Documents*

All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.

☐ Please confirm

*Response required

5.2.3 Oaks Initiative*

CITY OF SANTA MONICA OAKS INITIATIVE NOTICE

NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING

DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY

OF SANTA MONICA

Technology Solutions for Smart Curb Management

Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.

This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.

All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.

In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.

• OAKS_INITIATIVE_FORM.pdf

• OAKS_INITIATIVE_FORM_-_Exam...

*Response required

5.2.4 Living Wage Ordinance Certification*

CITY OF SANTA MONICA LIVING WAGE ORDINANCE

Certification for Providers of Services to the City of Santa Monica (Fiscal Year 25/26 – September 8, 2025 through June 30, 2026)

TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY

OF SANTA MONICA IN EXCESS OF $54,200

The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $22.50 for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.

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Technology Solutions for Smart Curb Management

An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.

The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.

Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.

Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.

Please direct any questions to:

City of Santa Monica Finance Department Attention: Living Wage Compliance Section 1685 Main Street, Mail Stop 09 Santa Monica, CA 90401

You can also contact staff regarding living wage ordinance questions by e-mail at finance.mailbox@smgov.net or by phone 310-458-8281.

• FY25-26_Living_Wage_Certifi...

*Response required

5.2.5 Certificate of Compliance*

Please upload your completed Certificate of Compliance document here.

• Certification_of_Compliance...

*Response required

5.2.6 Non-Discrimination Policy, Debarment Certification & Non- Collusion Declaration*

Please download the below documents, complete, and upload.

• Proposal_Forms_(10).pdf

*Response required

5.2.7 Levine Act Disclosure Form*

Please download the below documents, complete, and upload.

• Levine_Act_Disclosure_Form.pdf

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Technology Solutions for Smart Curb Management

*Response required

5.2.8 City of Santa Monica VISA Questionnaire Attachment C*

Upload completed questionnaire ONLY, additional documents not provided by the City will not be reviewed.

*Response required

5.2.9 Vendor Questionnaire Attachment D*

Upload completed questionnaire ONLY, additional documents not provided by the City will not be reviewed.

*Response required

5.2.10 Architecture Questionnaire Attachment J*

Upload completed responses ONLY, additional documents will not be reviewed.

*Response required

5.2.11 Exceptions to Terms and Conditions

Provide specific exceptions if any.

6 Evaluation Criteria

Should the City decide to conduct demonstrations, there will be a second evaluation phase.

1. Phase One Short Listing

a) The first phase will identify the top three (3) preliminary scoring proposals to be short listed.

2. Phase Two Oral Presentation/Demonstration

a) Short listed vendors will be invited not limited to): on-site interviews, demonstration testing, and evaluation of performance.

b) The same evaluation criteria shall be used for each phase; however, scoring is not cumulative from the first phase to the second (i.e., an independent score will be developed in the second phase for Proposers using the same evaluation criteria).

c) Such presentations and/or demonstrations will be conducted either virtually or at a facility within the City of Santa Monica.

d) Proposers are responsible for all travel expenses incurred. The City reserves the right to award a contract without Proposer presentations.

No. Evaluation Criteria Scoring Method Weight (Points)

Technology Solutions for Smart Curb Management

1. Value Added Attributes Non-price factors such as product quality and sustainability, efficiency considerations, risk mitigation, improved lead times, and superior supplier service

Points Based 15 (15% of Total)

2. Scalability / Phased Project Management Plan

• Overall feasibility of proposed solutions if implemented on a larger scale

• Ease of deployability of initial solution(s) focused on downtown corridors

• Project management plan addresses change management and evolving technology improvements

Points Based 15 (15% of Total)

3. Financial Viability and Pricing

• Financial stability of firm(s)

• Total Cost of Ownership (TCO) considerations such as recurring and nonrecurring costs, including hardware, software, installation, maintenance, support, and optional services

• Total proposal cost

• Pricing structure

• Implementation costs

• Ongoing maintenance costs

Points Based 15 (15% of Total)

4. References Quality of references from similar public agencies for similar smart curb management solutions

Points Based 5 (5% of Total)

Technology Solutions for Smart Curb Management

5. Ability to Deliver Solutions

• System functionality and ease of use

• User-interface quality

• Company experience and stability

• Technical expertise

• Project team qualifications

• Industry knowledge

Points Based 20 (20% of Total)

6. Conformance to RFP Requirements Questionnaire Overall ability to meet the requirements listed in the Vendor Questionnaire (e.g.

hardware, software, data collection and sensing capabilities)

Points Based 10 (10% of Total)

7. Depth and Breadth of Solutions Solutions improve transportation efficiency, safety, mobility, traffic flow, and curbside access

Points Based 20 (20% of Total)

7 Award Process

7.1 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. In addition, the City reserves the right to issue written notice to all prospective consultants of any changes in the RFP terms or proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary.

The City reserves the right to request additional information from any proposing consultant and to reject any and all proposals. All original work products, including

Technology Solutions for Smart Curb Management computer files, shall remain the property of the City.

The City reserves the right to retain an expert to evaluate the proposing consultant’s work or qualifications at all stages in the selection process. Additionally, any contract entered into will be subject to termination at any stage if in the judgment of the City, such termination is in the best interest of the City. In the event such decision is made, appropriate written notice would be given before any termination and the consultant would be compensated on a pro-rata basis for work performed.

The responsible proposer whose proposal is the most advantageous to the City, taking to consideration all the evaluation factors will be recommended for the contract award.

Notwithstanding the Evaluation Team’s selection, the City reserves the right to award this RFP and the resultant Contract in any manner it deems to be in the best interest of the City and make the selection based on its sole discretion. The City is the sole and exclusive judge of quality and compliance with proposal specifications in any of the matters pertaining to this RFP.

7.2 Contract Award and Execution

Selection of a proposer with whom the City enters into contract negotiations with, or a recommendation of an award by the Evaluation Committee or any other party, does not constitute an award of Contract. Once the City formally awards the contract, the successful consultant will be notified to enter into an agreement. If the selected consultant does not enter into the agreement, the City will begin negotiations with the second highest ranking proposing consultant.

Please review all contract forms prior to submitting a proposal. The City of Santa Monica intends to use these forms as the baseline agreements with the successful consultant. The City will not entertain proposals to make material changes to the contract form once the project has been awarded. If you wish to request changes to the contracting forms, you must do so during the proposal process. In addition, the City requires compliance with several other policies and ordinances, proposing consultants will need to complete these Exhibits and submit with their Proposal.

The RFP document and the successful proposal response, as amended by agreement between the City of Santa Monica and the successful consultant, will become part of the contract documents. Additionally, the City of Santa Monica may verify the successful consultant’s representations that appear in the proposal. Failure of the successful consultant to perform as represented may result in elimination of the successful consultant from further negotiation or in contract cancellation or termination.

No oral explanation or instruction of any kind or nature whatsoever given before the award of a contract to a consultant shall be binding. The City of Santa Monica shall not be bound, or in any way obligated, until the City has awarded the contract and all documents have been executed. The proposing consultant may not incur any chargeable costs prior to final contract execution.

Technology Solutions for Smart Curb Management

8 Terms & Conditions

8.1 Best Qualified Person Or Firm

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:

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

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

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

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

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

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

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

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

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.

8.2 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.

8.3 Acceptance of Conditions Governing this RFP

Submission of a proposal constitutes acceptance of the Evaluation Factors contained in this RFP.

8.4 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.

Technology Solutions for Smart Curb Management

8.5 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.

8.6 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.

8.7 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.

8.8 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.

8.9 Proposal Offer Firm

Responses to this RFP, including proposal prices, will be considered firm for one hundred eighty (180) 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.

8.10 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.

8.11 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.

Technology Solutions for Smart Curb Management

8.12 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.

8.13 Notice Regarding Disclosure…