Tree_Maintenance_Services.pdf

REQUEST FOR PROPOSALS

24-054-RFP

TREE MAINTENANCE SERVICES

City of West Sacramento

1110 W Capitol Ave

West Sacramento, CA 95691

RELEASE DATE: August 29, 2024

DEADLINE FOR QUESTIONS: September 9, 2024

RESPONSE DEADLINE: September 19, 2024, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofwestsacramento https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of West Sacramento

REQUEST FOR PROPOSALS

Tree Maintenance Services

I. Introduction II. Scope of Work

III. Proposal Requirements IV. General Information V. Terms and Conditions

VI. Evaluation Criteria VII. Consultant Selection and Contract Award

VIII. Standard Contract Information IX. Proposer Questionnaire X. Cost Proposal

Attachments:

A - Contract for Services (West Sacramento) - Boilerplate for RFP 8.1.24

B - Insurance Checklist

C - Four year CFD pruning cycle or RFPs 2024

D - Pruning cycle maps for 2024 CFD RFP

Request for Proposals #24-054-RFP Title: Tree Maintenance Services

1. Introduction

1.1. Summary

Please state the Statement of Purpose of this Solicitation, being as descriptive as possible.

STATEMENT OF PURPOSE

The City of West Sacramento is soliciting proposals from qualified firms or individuals ("Proposer") to provide "Tree Maintenance Services" in the Community Facility Districts and the Landscape and Lighting

Districts in West Sacramento, California. More details on the City's needs for this work are provided in the Scope of Work.

Interested firms must be registered with California Department of Industrial Relations (DIR), hold a

California Contractor’s License (C-49), have a Certified Arborist on staff while performing maintenance, ability to create traffic control plans, and have previous work experience with other Public Agencies.

Each qualified Proposer is to submit a proposal in conformity with the terms of this Request for Proposal

("RFP") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFP and the City's contracting procedures, if any is selected, is referred to herein as "Contractor."

SYNONYMOUS TERMS

Unless the use indicates otherwise, as used throughout this bid and its attachments, the following terms are synonymous:

a. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror

b. Purchase Order, Contract, Agreement

c. Services, Work, Scope, and Project

d. Pricing proposal/sheet, Cost proposal/sheet, Rate table/sheet

1.2. Background

West Sacramento is a vibrant riverfront community centrally located in Northern California. West

Sacramento shares the Sacramento River with neighboring Sacramento, with the deep water ship canal serving the Port of Sacramento. Incorporated in 1987, West Sacramento encompasses approximately 22 square miles, with a population just over 55,000. The City of West Sacramento operates under a

Council/Manager form of government consisting of the Mayor and four Council Members who each serve four year terms. The City is full-service with nine (9) departments and over 400 full-time employees. The City provides the full range of municipal services including police and fire protection, park, street, fleet, and facility maintenance, economic development and housing, community development, capital projects, and parks and recreation. The City also provides water, wastewater, and solid waste services. In addition, the City maintains port, water, wastewater, and solid waste enterprise https://secure.procurenow.com/portal/cityofwestsacramento/projects/109648/document?section=1000414 funds. Other activities and related entities include the West Sacramento Redevelopment Successor

Agency, Reclamation District 900 and the West Sacramento Area Flood Control Agency.

1.3. Contact Information

David Culbertson

Project Manager II

1110 West Capitol Ave.

West Sacramento, CA 95691

Email: davidcu@cityofwestsacramento.org

Phone: (916) 617-4717

Department:

Parks and Recreation

1.4. Timeline

Project Release Date August 29, 2024

Question Submission Deadline September 9, 2024, 4:00pm

Question Response Deadline September 12, 2024, 4:00pm

Proposal Submission Deadline September 19, 2024, 4:00pm

Prospective Interview Date October 3, 2024 mailto:davidcu@cityofwestsacramento.org tel:(916)617-4717

2. Scope of Work

2.1. Scope of Work

The following is a list of tasks that are intended to be the responsibility of the Contractor pursuant to this Request for Proposals ("Scope of Work ").

The selected firm shall serve as the City’s representative when designated. David Culbertson, Senior Project Manager shall oversee and facilitate the activities of the firm with other government agencies or city departments as needed. The selected firm shall provide professional services and expertise related to tree maintenance, including inventory, tree planting, and removal in compliance with the governing codes and applicable regulations.

The city implements a 4-year pruning cycle. See attached 4-year pruning cycle and maps. Work may include emergency work or storm damage clean up, tree planting, consulting and arborist reports, proposing projects for continued improvement of the urban forest.

The primary purpose of this contract is for the maintenance of the City’s trees and urban forest.

1. MATERIALS

A. All materials used shall conform to original plans, landscape specifications, or as approved by the City.

2. TREES

A. The contractor shall maintain and replace as needed, existing stakes and ties on all trees until such time as they are no longer needed for support, as determined by the City of

West Sacramento. Stakes and ties shall be inspected monthly and/or more often as required by weather conditions. This inspection is to prevent girdling of trunks and branches and to prevent rubbing that causes bark wounds. Contractor shall be responsible for installation and maintenance of stakes. Contractor shall be responsible for replacement of existing stakes with another type of staking system such as “Guying” or “Reddy Stakes” as determined by the City of West Sacramento. All removed stakes, which are in good enough condition for re-use, shall be turned over to the City of West

Sacramento.

B. Trees other than native oaks shall be checked annually and pruned during the dormant season as needed to insure proper growth in compliance with the following guidelines. Native oaks shall be checked annually and pruned during the summer months as needed to insure proper growth in compliance with the following guidelines.

C. Qualified professional tree crew, which must include an ISA Certified Arborist as

Foreman in charge, will do all pruning using recognized and approved methods and https://secure.procurenow.com/portal/cityofwestsacramento/projects/109648/document?section=1000414 techniques.

All work shall conform to:

ANSI A300 Tree Care Standards

ANSI Z133 Safety Standard

D. Young trees shall be pruned to select and develop permanent scaffold branches that are smaller in diameter than the trunk or branch to which they are attached. Permanent branches shall have vertical spacing ranging from 12 to 48 inches with radial orientation so as to not overlay one another.

E. Under no circumstances will stripping of lower branches (“raising up”) of young trees be permitted. Lower branches shall be retained in a “tipped back” or pinched condition with much foliage as possible to promote caliper trunk growth, tapered trunk. Lower temporary branches may be removed only after the tree canopy is able to shade the trunk during the late afternoon.

F. All tree canopies shall be thinned when necessary to prevent wind and storm damage.

G. Pruning of trees shall be done as needed to achieve the following:

1. To maintain a sound structure and an aesthetically pleasant form, particularly to correct deformation caused by wind, vandalism or mechanical damage.

2. To raise the lower branches of trees to meet ADA requirements wherever they overhang walkways.

3. Raise all lower branches to 13.5 feet over roadways, 8 feet over sidewalks, and 5 feet from street and pathway lights.

4. To cut back branches that are rubbing on walks, fences, and buildings.

5. To remove suckers, waterspouts, and other undesirable growth on trees.

6. To remove all dead or damaged branches.

7. The Contractor shall be responsible for removal and disposal of any dead trees (including stumps) up to 4 inches dbh (13 inches circumference).

H. Planting:

1. In general, planting season shall begin October 1st and end April 1st.

2. METHOD OF PERFORMING WORK

a. Planting pit shall be dug one and a half times the width and the same depth of the root ball. Before placing the tree in the planting pit Contractor shall examine root ball for injured roots and canopy for broken branches. Damaged roots should be cleanly cut off at a point just in front of the break. Broken branches should be cut out of the canopy making sure that the branch collar is not damaged.

b. Tree shall be placed in the planting pit with its original growing level (the truck flare) at the same height of the surrounding finish grade. In grass-covered parkways, the top of the root ball shall be level or slightly higher than the surrounding soil. In a concrete tree well, the root ball shall be 3 inches below the level of the finished surface of the concrete.

c. Backfill material shall be with native soil. Eliminate all air pockets while backfilling the planting pit by watering the soil as it’s put into the hole. Soils shall not be compacted by tamping it down by foot. Trees are not to be planted in root grindings.

d. Trees that are planted in open space areas shall have a 4” to 6” high water retention basin built around the tree capable of holding at least 10 gallons of water. In a concrete tree well, soil should be raked against the edge of the concrete to create a sloping basin.

Immediately after planting, the tree shall be watered thoroughly by filling the water retention basin twice.

e. All trees shall be staked with two wooded lodge poles and two ties per pole unless instructed otherwise. Minimum size of lodge poles shall be 8-foot long, with a 1 ½-inch diameter. Tree ties shall be placed at 2/3 of the trunk height.

f. In some cases, root barriers may be required. The Tree Supervisor will make this determination. Should a root barrier be required, the Contractor will install a mechanical barrier that redirects root growth downward, eliminating the surface rooting that damages expensive hardscapes and creates a hazard. The barrier shall be twelve inches (12”) in depth and sixty feet (60’) in length and placed in a circular fashion surrounding the tree’s root system. Root barriers shall be included in the unit price of the trees.

g. Center the tree between the sidewalk and curb.

h. Trees planted in grass streetscapes shall have a square planter established around them.

The planter will be lined on two sides by wood 2x4’s, held in place with wood stakes, which extend from the sidewalk to the curb. Planter shall also be mulched with Recycled

Mocha Mulch from Greenwaste (Florin Perkins) or an approved substitute.

i. Clean up all trash and any soil or dirt spilled on any paved surface at the end of each working day.

3. MAINTENANCE PROGRAM

a. Water the tree upon planting, and a second time with in within 3-10 days of planting.

Check new trees at least once a month for first three months for condition and health.

Report any issues in tree establishment to the City. As needed, re-condition the water retention basin built around the tree, stake or re-stake, adjust tree ties and Arbor-

Guards for the term of the contract.

4. NURSERY STOCK

a. All trees shall be of good nursery stock that adheres to the Guideline

Specifications for Nursery Tree Quality as described in the website of the Urban

Tree Foundation. Trees shall be free from pests, disease and structural defects.

6.

3. TREE REMOVAL SPECIFICATIONS

A. Removal shall be conducted in good workmanlike manner in accordance with the standards of the arboricultural profession. The Contractor shall be responsible for contacting Underground Service Alert (USA) 811 for the locating of underground utilities prior to stumping operations. All trees shall be measured at four inches above finish grade level to determine its size.

4. REMOVAL OF STUMPS AND SURFACE ROOTS

A. All tree stumps must be removed to at least 18 inches below the lowest soil level adjacent to the stump, or until deep roots are no longer encountered. The Contractor shall grind the stump a minimum distance of 1 ½ feet either side of the outer circumference of the stump, or until surface roots are no longer encountered.

B. Stumps should be cut low enough to the ground where routing can be done safely. This may be accomplished by cutting the stump at the time of grinding, or at the time of tree removal.

C. Grindings should be removed from the site with the exception of those used to backfill the stump.

5. SPECIFICATIONS FOR “EMERGENCY / ON CALL WORK”

A. The Contractor shall be required to provide emergency / on call response to hanging limbs, wind damaged or down trees. This may be at night or during storm conditions. The Contractor will be given specific locations and the work to be done at each location via telephone call from a city authorized representative. The Contractor shall be required to start the work indicated within one hundred ninety (90) minutes of the initial telephone call and report back to the City Representative upon completion of the work specified.

B. The Contractor is required to provide 24-hour emergency phone numbers and names of a minimum of two (2) contact individuals within two weeks of award of contract. Should the phone number or contact person change during the course of the contract those changes must be provided to the City.

C. The Contractor shall be required to provide a traffic control plan to submit to the City for approval and implement all traffic control required during his emergency operations. Should the work involve any high voltage lines the Contractor shall be required to notify the responsible utility company.

D. Work performed under the emergency provision of this contract shall be paid for on a per crew hour basis. This shall include all labor, tools, equipment, disposal fees, and materials necessary for doing the emergency work.

6. VANDALISM

A. Any acts of vandalism shall be reported immediately to the City of West Sacramento, shall be appropriately remedied by the contractor after notification has been submitted to the City of West Sacramento, repair cost agreed upon, and permission obtained in writing.

Contractors will response within 24 hours after being notified by the City of West Sacramento of vandalism.

7. DISPOSAL OF MATERIALS

A. All tree branches produced as a result of the Contractor’s operations under this contract will be reduced, reused, recycled, and/or transformed. Included in the monthly billing for tree maintenance the city will receive a green waste report detailing the number of debris recycled and the location. This report to be used for compliance with Assembly

Bill 939.

8. INSPECTION

A. The Tree Supervisor shall, at all times, have access to the work and shall be furnished with every reasonable facility for ascertaining full knowledge respecting the progress, workmanship, and character of materials and equipment used and employed in the work.

B. The inspection of the work shall not relieve the Contractor of any of his obligation to fulfill the contract and/or complete the project described. Defective work shall be made good notwithstanding the fact that such defective work may have been previously overlooked by the Tree Supervisor and accepted for payment.

9. BROCHURES & NOTICES

A. Contractor will provide and distribute door hangers that are acceptable to the Tree

Supervisor that describe the tree maintenance process and are readily accessible to the citizens of West Sacramento. Sample brochures must be approved by the city prior to issuance.

B. Contractor is responsible for the posting and removing of no parking signage and working with residents on ensuring the work area is clear.

10. SAFETY

A. Contractor shall conform to all of the City ‘s traffic safety requirements and operating rules at all times while this contract is in effect.

B. The Contractor shall be required to provide a traffic control plan to submit to the City for approval and implement all traffic control required during maintenance operations. Contractor will be responsible for supplying and using all safety equipment necessary to close or delineate traffic lanes to through traffic. This is to include a high visibility Arrow Board/s as necessary.

C. Illuminated arrow boards, sign stands, delineators and/or cones shall be used to identify work site for vehicular and pedestrian safety.

Provide the City of West Sacramento with a record keeping system consisting of a tree inventory software program (“TISP”) that allows the city to maintain information about its tree population, including the description of each tree by species, height, diameter, work history, and tree & planting site location.

Applicants must be registered with California Department of Industrial Relations (DIR), hold a

California Contractor’s License C-49, have a Certified Arborist on staff while performing maintenance, ability to create traffic control plans, and have previous work experience with other Public Agencies.

2.2. Standard Specifications

Arborists and other workers engaged in arboricultural operations shall refer to the following standards:

ANSI A300 Tree Care Standards

ANSI Z133 Safety Standard

2.3. Equipment and Supplies

The Contractor shall furnish all tools, materials, supplies, and equipment to perform the tasks outlined in the Scope of Work. This includes appropriate traffic control, signage, and posting.

2.4. Environmental Requirements

Disposing of Organic Waste

Contractor shall maintain source separated organic waste and landscape debris from other waste generated during the course of the services provided to the City. Contractor shall haul all source separated organic waste to an Approved Organic Waste Recycling Facility that may include a compostable material handling operation or facility, a transfer/processing operation or facility, or a solid waste landfill that recycles organic waste.

Contractor shall keep a record of the amount of organic waste delivered to each Approved Organic

Waste Recycling Facility. Records shall be provided to and on a schedule to be determined by the City.

The records may include:

• Delivery receipts and/or weight tickets from the entity accepting the waste.

• Amount of material (in cubic yards or tons) transported by the Contractor to each operation or facility.

• If the material is transported to an operation or facility that does not have scales on-site or employs scales incapable of weighing the Contractor’s vehicle in a manner that allows it to determine the weight of waste received, the Contractor is not required to record the weight of material but shall keep a record of the entities that received the organic waste.

Procurement of Compost and Mulch

• Contractor shall act as a Direct Service Provider for the City when procuring Recovered Organic

Waste Products such as compost and mulch as part of their landscape maintenance program. All compost and mulch procured for City landscape maintenance projects shall be SB1383 approved and meet or exceed physical contamination standards.

• Contractor shall provide to the City, based on a pre-approved schedule, all invoices or similar records evidencing procurement of SB1383 Eligible Compost and Mulch. Invoices should include the name, physical location, and contact information of each operation or facility from whom the recovered organic waste products were procured.

Definitions

• “Approved Organic Waste Recycling Facility” means:

o A compostable material handling operation or facility as defined in 14 CCR Section

17852(a)(12), that is permitted or authorized under 14 CCR Division 7;

o A transfer/processing facility or transfer/processing operation as defined in 14 CCR Sections

17402(a)(30) and (31), respectively, that is permitted or authorized under 14 CCR Division 7;

or

• A solid waste landfill as defined in Public Resources Code Section 40195.1 that is permitted under 27 CCR Division 2.

• “Direct Service Provider” means a person, company, agency, district, or other entity that provides a service or services to Jurisdiction pursuant to a contract or other written agreement.

• “Organic Waste” means solid wastes containing material originated from living organisms and their metabolic waste products including, but not limited to, food, yard trimmings, organic textiles and carpets, lumber, wood, Paper Products, Printing and Writing Paper, manure, biosolids, digestate, and sludges.

• “Recovered Organic Waste Products”:means products made from California, landfill-diverted recovered Organic Waste processed at a permitted or otherwise authorized operation or facility.

• “SB1383”means Senate Bill 1383 of 2016 approved by the Governor on September 19, 2016, establishing methane emissions reduction targets in a statewide effort to reduce emissions of short-lived climate pollutants, as amended, supplemented, superseded, and replaced from time to time.

• “SB1383 Eligible Compost and Mulch” means compost or mulch produced at an Approved

Organic Waste Recycling Facility.

• "Source Separated Organic Waste" means organic waste that is placed in a container that is specifically intended for the separate collection of organic waste by the generator.

2.5. Term of Contract

The initial term of the Contract is at the City's discretion and may be up to 3 years. The City also reserves the right to extend the Contract for up to 2 additional 1-year terms (individually, “Extension”) upon the same terms and conditions as parties agreed to in the Contract. Thus, parties agree the Contract may be for a total of 5 years upon the same terms and conditions as parties agreed in the Contract.

Notwithstanding the foregoing, the City is not obligated to extend the Contract for any amount of time.

If there is outstanding work within the Scope of Work at the end of the term of the Contract and the City requires time to solicit for and secure an alternative contractor, Contractor shall continue to provide the services within the Scope of Work on a month-to-month basis, not to exceed six (6) months, at the same cost, terms, and conditions in effect at the termination of the Contract. The City shall give Contractor at least thirty (30) days written notice of such a need and the anticipated timeline to secure an alternative contractor.

3. Proposal Requirements

3.1. Proposal Format & Content

Proposer Questionnaire must include each of the following sections to be uploaded in the Proposer

Questionnaire section.

A. Proposal Transmittal Letter

B. Proposer's Mandatory Qualifications and Experience

C. Technical Project Approach

D. Cost Proposal

Specific content and format requirements for each section are detailed below.

Each section shall be uploaded in the Proposer Questionnaire section of this RFP.

3.2. Proposal Transmittal Letter

A Proposer is required to provide a written transmittal letter and offer in the form of a standard business letter ("Proposal Transmittal Letter" or "Letter"). The Proposal Transmittal Letter shall reference and respond to the following subsections in sequence and have attached to it corresponding documentation, as required. A Proposal Transmittal Letter is mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

A. Proposer's Name and Contact. The Letter shall state the complete name, or business name, of the Proposer making the Proposal. The Letter shall state the name, title, mailing address, email address, and telephone number of the person the City should contact regarding the Proposal.

B. Statement of Offer. The Letter shall state that the Proposal is an offer to complete the Scope of

Work and the offer, including the Cost Proposal rates and budget, remains valid for at least ninety (90) business days after the Proposal due date.

C. Conflict of Interest. The Letter shall state whether the Proposer, or any individual who shall perform work under the Contract, has a possible conflict of interest and, if so, the nature of that conflict. The City reserves the right to terminate the Contract if its execution would or could create, or give the appearance of creating, a conflict of interest. The City, at its sole discretion, shall make all determinations on the existence or appearance of a conflict of interest.

D. City Contract Terms. The Letter shall include a statement of acknowledgement that the City’s standard contract and insurance (Included in Attachments) have been reviewed and accepted by the Proposer with or without qualification.

1. If the Proposer has qualifications, the Proposer shall download a copy of the standard contract and re-upload a version of the document in the Proposer Questionnaire under https://secure.procurenow.com/portal/cityofwestsacramento/projects/109648/document?section=1000410 https://secure.procurenow.com/portal/cityofwestsacramento/projects/109648/document?section=1000410 https://secure.procurenow.com/portal/cityofwestsacramento/projects/109648/document?section=undefined https://secure.procurenow.com/portal/cityofwestsacramento/projects/109648/document?section=1000418 https://secure.procurenow.com/portal/cityofwestsacramento/projects/109648/document?section=1000410

Standard City Contract Qualifications identifying the contract language at issue and

Proposer's suggested adjustment or modification.

2. If no qualifications are identified, Proposer is presumed to have accepted the City' standard contract and be capable of completing the Scope of Work, as well as all reasonably associated managerial tasks, without reservation or qualification.

E. Subcontractors. The Letter shall state whether the Proposer intends to use subcontractors, subconsultants, or other contracting parties to complete the Scope of Work (collectively, "Subcontractors"). If so, the Letter shall clearly identify the name of each proposed

Subcontractor, their mailing address, email address, and telephone number as well as the service related to the Scope of Work that the Subcontractor is anticipated to perform. NOTE:

The Contractor must obtain written approval from the City prior to the use of any

Subcontractor, even after a Contract is executed.

F. Signature and Authority. The Letter shall be signed by a person empowered to bind the

Proposer to the provisions of the RFP, and any contract awarded pursuant to it. Evidence demonstrating authority to bind the Proposer shall be included or attached to the Letter, such as a statement describing the signatory's role with or relationship to the Proposer.

3.3. Proposer's Mandatory Qualifications and Experience

A Proposal shall demonstrate that the Proposer holds the qualifications and experience required to complete the Scope of Work by referencing and responding to the following subsections in sequence and attaching corresponding documentation, as required ("Mandatory Qualifications and Experience").

The qualifications and experience listed below are mandatory and failure to provide the required information may result in the proposal being considered nonresponsive and rejected.

A. Organization. A brief description of Proposer's background, years in business, organizational history, and client base. Briefly state Proposer's total number of employees and list all relevant licenses, Department of Industrial Relations registration, specialties, and trainings held by

Proposer and/or employees. List office location(s) and identify the office(s) from which services will be performed.

B. Experience. A brief statement of how long Proposer has been performing the services required to complete the Scope of Work. Proposer shall have a minimum of five (5) years of experience providing the services required to complete the Scope of Work to public agencies in California. If the Proposer has been in business for less than five years, the experience of its principals may be used to meet this requirement.

C. Public Agency Experience.A description of no more than ten (10) public sector projects completed within the last five (5) years that demonstrates Proposer's experience performing services to complete the Scope of Work, including a statement as to whether Proposer has experience working for the City of West Sacramento, or a public agency similar in size to the

City. Note key personnel involved in each project and if they are proposed for this Proposal and if applicable, differentiate which work was performed by subcontractor. List any contractual relationships with the City existing now or within the past five (5) years.

D. Personnel.A narrative description, resume, and organizational structure chart of personnel to be assigned to complete tasks within the Scope of Work, clearly indicating where Subcontractors will be used, if applicable. The narrative description or resume shall list, at least, each individual’s title, education, relevant experience and duration, professional licenses, and demonstrated accomplishments. Identify the individual who will lead the day-to-day work effort and serve as the primary contact to the City.

E. References. A list of five (5) references for whom the services required to complete the Scope of

Work have been performed by Proposer within the last three (3) years. The list of references shall include name, mailing address, email address, brief description of services completed relevant to this RFP, and point of contact who can attest to the quality and effectiveness of the services.

F. Local Benefit.A statement describing any and all local benefit the Proposer would bring to the

Contract. For example, local benefit may include but is not limited to local vendors, suppliers, labor or subcontractors used in support of the project as well as fees or taxes paid to the City. To the extent practical, the local benefit described with the Proposal should be measurable. At the end of the Contract, the Contractor shall be required to provide a report detailing the measures taken to enhance the local benefit and whether or not stated goals were met. For purposes of this section, a local vendor or service provider is one located within the City limits and in possession of a West Sacramento business license. If the solicitation has Federal funds, there will be no Local Benefit considered.

G. History.A statement as to whether there have been any mergers, acquisitions, or sales related to

Proposer's organizational structure within the last three (3) years. If so, attach an explanation providing relevant details.

H. Legal Challenges.A statement as to whether there is any pending litigation against the Proposer.

If such litigation exists, attach an opinion of counsel as to whether the pending litigation will impair the Proposer's ability to perform the Contract.

I. Fiscal Viability. A statement as to whether, in the last ten (10) years, the Proposer has filed (or had filed against it) any bankruptcy or insolvency proceeding, whether voluntary or involuntary, or undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors. If so, attach an explanation providing relevant details.

J. Business License.Registration with the Secretary of State to conduct business in the State of

California. Attach a copy of a proof of registration.

3.4. Technical Project Approach

A document detailing the operational and/or organizational approach the Proposer will take to timely fulfill the Scope of Work shall be submitted with the Proposal ("Technical Project Approach"). The

Technical Project Approach shall be a comprehensive narrative describing how the Proposer will complete the Scope of Work, communicate with the City throughout the work, advance the project objectives, and provide continuity on work efforts.

3.5. Cost proposal using Electronic Pricing Table

Proposers shall use the electronic Rate Sheet to provide pricing for services listed. Proposers shall use the "no bid" option to opt out of any services not offered. Costs shall include all applicable federal, state, and local taxes and must be all-inclusive of project expenses, as no additional charges shall be allowed, except for additional services as requested by the City, if any. The City will not be responsible for any errors.

For sealed bids, the Cost Proposal shall be opened after and separately from the rest of the Proposal. If applicable, the Cost Proposal shall separately delineate costs for optional term extensions and/or optional services. Proposer agrees to maintain pricing for the duration of the Contract, and any optional extensions.

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4. General Information

4.1. Proposal Submission

All Proposals, including any attachments, exhibits, or amendments, shall be submitted through the City's

E-Procurement Portal, which will deliver Proposals to the City of West Sacramento staff overseeing the solicitation. Proposals not submitted through the City's E-Procurement Portal shall be deemed nonresponsive and rejected. Proposals may not be delivered orally, by paper, by email, by facsimile transmission, or by any other means.

All proposals shall be submitted through the City’s e-Procurement Portal no later than:

Thursday, September 19, 2024 at 4:00 pm.

A Proposer shall respond to the RFP and any exhibits, attachments, or amendments.

A Proposer's failure to submit a Proposal in compliance with the procedures and timelines set forth in the RFP shall cause the Proposal to be deemed nonresponsive and rejected. A late Proposal shall not be accepted. Additional time to respond shall not be granted to any Proposer.

4.2. Questions and/or Objections

It is to the City and Proposer's benefit that questions and objections are brought to the City's attention so it may issue necessary amendments to the RFP and help prevent the opening of defective proposals upon which the City could not award a Contract. Proposer should carefully review this RFP and all attachments for comments, questions, defects, objections, or any other matter requiring clarification or correction (collectively, “Questions”).

A Proposer may submit Questions related to this RFP to the City through the City’s e-Procurement Portal at or before:

Monday, September 9, 2024 at 4:00 pm.

Questions shall be considered waived and invalid if not brought to the attention of the City in conformity with this subsection. Questions not submitted through the City's e-Procurement Portal will not be accepted or responded to. Questions submitted after the deadline will not be accepted or responded to. Questions and answers will be posted on the City's e-Procurement Portal and visible to all.

Any revisions to the Standard Contract should be in the Proposal Transmission Letter and shown in redline, as described above.

4.3. General Proposal Format Requirements

A. The City discourages lengthy and costly proposals. A Proposal should be prepared simply and economically and provide a straightforward, concise description of the Proposer's capabilities to satisfy the requirements of this RFP. Emphasis should be on conformity to the City’s instructions, requirements of this RFP, and completeness and clarity of content.

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B. A Proposal must address all portions of the RFP, provide all information requested, and comply with all formatting requirements detailed herein.

C. A Proposal must be labeled and organized as requested in this RFP, including using section headers. Failure to follow the specified format, to label the responses correctly, or to address all of the subsections may, at the City’s sole discretion, result in the rejection of a Proposal.

D. A Proposal must not contain extraneous information. All information presented in a Proposal must be relevant to, and in response to, a requirement of this RFP. Any information not meeting these criteria shall be deemed extraneous and shall in no way contribute to the evaluation process.

E. A Proposal shall be prepared on standard 8 1/2" x 11" formatted electronic documents. Foldouts containing charts, spreadsheets, and other exhibits are permissible but Proposer shall be reminded that responses will be read electronically through the City’s e-Procurement Portal.

F. All responses, as well as any reference material presented, must be written in English.

G. All monetary amounts must be detailed in United States currency.

H. All uploaded proposal pages must be numbered. Proposals shall be limited to a total of twenty-five (25) pages and should not include unnecessary company advertisement material. Resumes and references are part of the proposal package and will be included as part of the total page count. Cost proposals may be excluded.

4.4. Proposal Preparation, Interview, and Negotiation Costs

The City shall not be responsible for, nor shall it pay, any costs associated with the preparation, proposal, or presentation of any Proposal, or costs incurred by the Proposer during the preparation of the Proposal, the Proposal Evaluation Process, or Contract Award Process.

4.5. Proposal Withdrawal

A Proposal may be withdrawn at any time by clicking "unsubmit" on the City's e-Procurement Portal. If after withdrawing a Proposal and before the deadline to submit a Proposal, a Proposer may submit another Proposal.

4.6. Proposal Amendment

A Proposal may be amended prior to the deadline to submit a Proposal by unsubmitting and resubmitting a Proposal on the City's e-Procurement Portal. After the deadline to submit a Proposal, the

City shall not accept any amendments, revisions, or alterations to a Proposal.

4.7. Proposal Errors

Proposers are liable for all errors or omissions contained in their Proposal. A Proposer is prohibited from altering a Proposal through any means after the deadline for submitting a proposal.

4.8. Incorrect Proposal Information

If the City determines that a Proposer has provided, for consideration in the Proposal Evaluation Process or Contract Award Process incorrect information which the Proposer knew or should have known was materially incorrect, the Proposal may be rejected by the City, at its sole discretion.

5. Terms and Conditions

5.1. Prevailing Wages

A. Contractor Registration. Pursuant to Labor Code section 1725.5, no contractor or subcontractor may be listed on a bid proposal for a public works project unless registered with the Department of Industrial Relations (DIR) pursuant to Labor Code section 1725.5. No contractor or subcontractor may be awarded a contract for public work on a public works project unless registered with the DIR pursuant to Labor Code section 1725.5. The work contemplated by this

RFP is subject to compliance monitoring and enforcement by the DIR.

B. Prevailing Wages. Proposers are hereby notified that the DIR has determined the general prevailing rate of wages for each craft, classification, or type of worker needed to execute the work. Copies of the current schedules for California prevailing wages are located in the City’s office, and the contents of those schedules are included herein as if set forth in full.

5.2. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic

Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. By submitting a bid or proposal, Contractor represents that it is not a target of

Economic Sanctions. Should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for rejection of the Contractor’s bid/proposal any time prior to contract execution, or, if determined after contract execution, shall be grounds for termination by the State.

5.3. Assignment and Subcontracting

The Contractor may not subcontract, transfer, or assign any portion of the Contract without prior written approval from the City. Any subcontractor, subconsultant, or other contracting parties

(collectively, "Subcontractor") must be specifically approved in writing by the City. Inclusion of a subcontractor in a Proposal does not guarantee the City's later approval of a Subcontractor.

Notwithstanding the use of an approved Subcontractor, the Contractor shall remain the prime contractor and responsible for all work performed under the Contract and pursuant to this RFP.

5.4. RFP Amendment and Cancellation

The City reserves the right to amend, cancel, or reissue this RFP at any time and at its sole discretion.

Any amendment shall be in writing and posted to the City's e-Procurement portal. A potential Proposer is solely responsible for clicking "Follow" on the RFP page to receive notifications and shall be solely responsible for complying with such notifications.

5.5. Right of Rejection

A. The City reserves the right, at its sole discretion, to reject any and all Proposals, no matter their level of responsiveness, or to cancel this RFP in its entirety.

https://www.gov.ca.gov/wp-content/uploads/2022/03/3.4.22-Russia-Ukraine-Executive-Order.pdf

B. A Proposer must comply with all of the terms and instruction of this RFP, and all applicable state and local laws and regulations. Any Proposal that does not meet the requirements of this RFP may be considered to be nonresponsive and rejected.

C. A Proposer may not restrict the rights of the City or otherwise qualify a Proposal. If a Proposer does so, the City may determine the Proposal is a nonresponsive counteroffer, and the Proposal may be rejected.

D. The City reserves the right, at its sole discretion, to waive variances in a Proposal, provided such action is in the best interest of the City. Where the City waives variances in a Proposal, such waiver does not modify the RFP requirements or excuse the Proposer from full compliance with the RFP. Notwithstanding any variance, the City may hold any Proposer to strict compliance with the RFP.

5.6. Prohibition of Respondent Terms and Conditions

A Proposer shall not submit their own contract terms and conditions in a Proposal. If a Proposal contains such terms and conditions, the City, at its sole discretion, may reject the Proposal. A Proposer may either submit Questions to gain clarification on a term of the City's standard contract or submit proposed revisions to the City's standard contract in redline as part of the Proposal Transmission Letter, both pursuant to the terms of this RFP.

5.7. Joint Ventures and Partnering

A Proposal from joint ventures or entities partnering for a specific service must be designed to minimize any administrative burden on the City as a result of the participation of multiple entities. Joint proposals must adhere to the following:

A. The Proposal shall respond to each section and subsection of this RFP.

B. The Proposal shall clearly set forth the respective responsibilities and functions that each

Principal of the joint venture or partnering entities would perform if awarded a Contract pursuant to this RFP.

C. The Proposal must include a copy of the joint venture or partnering agreement(s) that identify the Principals involved, as well as their rights and responsibilities regarding the Contract pursuant to this RFP.

D. The Proposal Transmittal Letter must be signed by each Principal of the joint venture and include all required information.

5.8. Proposal of Alternate Services

A Proposal for alternate services (i.e., proposals that offer something different from that requested by the RFP) will be considered nonresponsive and rejected.

5.9. Proposal of Additional Services

A Proposal may indicate and offer services in addition to those required by this RFP. These additional services may be added to the Contract, at the sole discretion of the City. The cost for any such additional services shall be mutually agreed upon by the Contractor and the City, and incorporated into the

Contract before execution.

5.10. Severability

If any provision of this RFP is declared by a court to be illegal or in conflict with any law, the validity of the remaining terms and provisions shall not be affected, and the rights and obligations of the City and

Proposers shall be construed and enforced as if the RFP did not contain the particular provision held to be invalid.

5.11. Licensure and Special Certification

Before executing the Contract pursuant to this RFP, the Contractor must hold all necessary business and professional licenses and certifications to complete the Scope of Work. The City may require any or all

Proposers to submit evidence of proper licensure and certifications.

5.12. Disclosure of Proposal Contents

All Proposals and other materials submitted to the City related to this RFP shall become the property of the City. Selection or rejection of a Proposal does not affect this right. All proposal information, including detailed price and cost information, shall be held in confidence during the evaluation and selection process. Upon the completion of the evaluation and selection process, or by rejection of all Proposals, the Proposals and shall be open for review by the public to the extent required by the California Public

Records Act, Government Code section 6254 et seq.. By submitting a Proposal, a Proposer acknowledges and accepts that the contents of the Proposal and associated documents shall become open to public inspection.

Portions of a Proposal exempt from public disclosure by law may be protected from public disclosure by the City. A Proposer is required to clearly label such portion of a Proposal "CONFIDENTIAL" and list the grounds for non-disclosure. In doing so, the Proposer thereby agrees to indemnify and defend the City from any action arising from the non-disclosure of the information. The failure to so label any information shall constitute a complete waiver of all claims for damages caused by or related to any release of the information.

5.13. Conflict of Interest and Restrictions

By submitting a Proposal, the Proposer certifies that no amount shall be paid directly or indirectly to an employee or official of the City as wages, compensation, or gifts in exchange for acting as an officer, agent, employee, subcontractor, or consultant to the Proposer in connection with the procurement under this RFP.

5.14. Local Benefit Definition

The Proposer is invited to provide a statement describing any and all local benefit the Proposer would bring to the Contract. For example, local benefit may include but is not limited to local vendors, suppliers, labor or subcontractors used in support of the project as well as fees or taxes paid to the City.

To the extent practical, the local benefit described with the Proposal should be measurable. At the end of the Contract, the Contractor may be required to provide a report detailing the measures taken to enhance the local benefit and whether or not stated goals were met.

For purposes of this section, a local vendor or service provider is one located within the city limits and in possession of a West Sacramento business license.

5.15. Proprietary Information

A copy of each Proposal shall be retained for official files and will become public record after the award of a contract unless the Proposal, or specific parts of the Proposal, can be shown to be exempt by law.

Each Proposer may clearly label any part of a Proposal as "CONFIDENTIAL." In doing so, the Proposer thereby agrees to indemnify and defend the City for withholding the information from public inspection.

Failure to label information shall constitute a complete waiver of all claims for damages caused by or related to any release of the information.

If a public records request for appropriately-labeled information is received by the City, the City will endeavor to notify the Proposer of the request and delay access to the material until seven (7) working days after the City’s notice. Within that time delay, it will be the duty of the Proposer to act in protection of its labeled information. Failure to so act shall constitute a complete waiver.

6. Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Proposal Transmittal Letter

Information and completeness of a Proposal

Transmittal Letter in conformity with the requirements in the RFP.

Points Based 10 (10.5% of Total)

2. Proposer Qualifications and Experience

Qualifications and experience of the Proposer and members of the team that may be assigned tasks within the Scope of Work.

Points Based 20 (21.1% of Total)

3. Proven Ability

Ability to complete the Scope of Work, as described in the Proposal, including experience completing projects for public agencies similar to the City.

Points Based 25 (26.3% of Total)

4. Technical Approach

Operational and organizational approach to complete the Scope of Work.

Points Based 15 (15.8% of Total)

5. Acceptance of City's Standard Contract for

Services

Willingness to accept the City’s Standard

Contract with little to no qualifications.

Points Based 5 (5.3% of Total)

6. Cost Proposal or Rate Sheets

Cost-effectiveness to complete the Scope of

Work. Note that the City’s evaluation process is intended to identify the Proposer with the best combination of attributes; cost is not the exclusive attribute and the lowest Proposer is not guaranteed to be offered a Contract.

Points Based 20 (21.1% of Total)

7. Consultant Selection and Contract Award

7.1. Proposal Evaluation Process

The Proposal review and evaluation process will comply with the following processes ("Proposal

Evaluation Process"):

A. The Proposal Evaluation Process is designed to establish a list of qualified Proposers with the best combination of attributes based upon the Evaluation Criteria.

B. The City's Proposal Evaluation Process is intended to identify the Proposer with the best combination of…