Trucking_Services.pdf

REQUEST FOR PROPOSAL

For

TRUCKING SERVICES

Public Works Department

Issued: January 23, 2026

Proposal Deadline: February 13, 2026, 4:00 pm

CITY OF NAPA

REQUEST FOR PROPOSAL

I. THE SERVICES

II. DRAFT SCOPE OF SERVICES

III. REQUEST FOR PROPOSAL PROCEDURES

IV. PROPOSAL REQUIREMENTS

V. EVALUATION

VI. SELECTION AND AWARD

VII. MISCELLANEOUS

VIII. PRICE PROPOSAL

IX. PROPOSAL SUBMITTAL

Attachments:

A - Public Works Construction Template (Task Order)

B - Noncollusion_Declaration - Required with Proposal

C - Bid_Form - - Required with Proposal

D - Bidder's_Questionnaire

E - CARB - Fleet Compliance Certification-c1 - Required with Proposal

F - Performance_Bond - Only required upon award

G - Payment_Bond - Only required upon award

H - Warranty_Bond - Only required upon award

City of Napa Request For Proposals Page 3 of 19

2025-RFP-071

1. ............................................................................................... THE SERVICES

1.1. ...................................................................................................................... Summary

The City requires Trucking Services (“Services”) for receiving grindings/millings during cold planing

(grinding) operations, delivery and feeding of hot mix asphalt (HMA) into City CAT AP655F paver (or equivalent), and backhauling materials or assisting with debris and spoils removal. These services involve City paving, concrete, parks maintenance, water distribution, and water plant maintenance operations. The City plans to award up to two (2) multi-year agreements with a combined total not-to-exceed (NTE) amount of up to $3,000,000. Services shall be performed on a task order basis, with no minimum amount of work guaranteed, in support of grinding, paving, and other City operations that require trucking services.

1.2. ....................................................................................................... Form of Agreement

A copy of the City’s standard Services Agreement (General) (“Agreement”), is attached hereto in the

Attachments section and incorporated herein. Respondents are strongly encouraged to have the

Agreement reviewed by their legal counsel and insurance company. Any objections and/or proposed changes to the Agreement must be included in the Respondent’s Proposal pursuant to the Exceptions to

Agreement provision within the Proposal Requirements section and are subject to City approval.

1.3. .......................................................................................................... Scope of Services

The City has prepared a draft Scope of Services, see the Draft Scope Services section (“Draft Scope of

Services”). The final scope of services to be included in the Agreement with the successful Respondent will be based on the Draft Scope of Services as well as the Proposed Scope of Services, provided by the successful Respondent in the Proposal Submittal section and may be the subject of negotiations between the City and the successful Respondent.

1.4. ............................................................................ Project Manager and Decision Maker

For purposes of the Selection and Award section of this RFP, Dominic Digloria, Maintenance

Superintendent, is the City’s project manager (“Project Manager”), and City Council is the City’s decision-maker (“Decision-Maker”).

2. ........................................................................... DRAFT SCOPE OF SERVICES

2.1. ........................................................................................................................ General

This Scope of Work outlines the requirements for trucking contractor(s) to support ongoing in-house paving and grinding operations performed by the City of Napa’s Public Works crews. The trucking contractor shall provide trucks and skilled drivers to work in close coordination with City crews and equipment, ensuring safe, efficient, and continuous paving operations.

Other City functions in the Public Works, Utilities, and Parks Departments may also require the use of trucking services. The Utilities Department may utilize trucking services to off-haul sludge by-product generated from the water treatment process or to deliver aggregate materials. The Parks Department may utilize trucking services to haul material to projects within City parks and areas of responsibility.

City of Napa Request For Proposals Page 4 of 19

2.2. ...................................................................................................... Description of Work

Work includes, but is not limited to:

• Receiving grindings/millings during cold planing (grinding) operations

• Delivery and feeding of hot mix asphalt (HMA) into the City's CAT AP655F Paver (or equivalent)

• Backhauling materials or assisting with debris and spoil removal

• Hauling of construction materials (aggregates, asphalt, etc.)

2.3. ............................................................................................................................. Term

Initial Contract Term: The initial contract term is tentatively scheduled to commence on July 1, 2026.

The City anticipates that the contract(s) will remain in effect through June 30, 2029, unless otherwise terminated in accordance with the Agreement.

Initial Rates: The rates proposed in the Price Proposal shall apply for the period of July 1, 2026 through

June 30, 2027.

Rate Increases: Annual rate adjustments shall be subject to the provisions set forth in Section 2.15.

2.4. .................................................................................... Master Agreement - Task Order

Contractor will perform the work specified in this Scope of Services, and shall furnish all labor, materials, equipment, supplies, transportation, and any and all other items or services necessary or incidental to the work set forth in a duly executed Task Order as defined below (collectively, the “Work”), in accordance with the terms and conditions in this Contract (Attachment A - Public Works Construction

Template - Task Order), including all attachments to the Contract, and in compliance with all applicable federal, state, and local laws, regulations, codes, ordinances, rules, licenses, and permits (collectively, “Laws”).

To the extent that any attachment contains provisions that conflict or are inconsistent with the terms set forth in the body of this Contract, the Contract terms will control.

This Contract is a master agreement. City does not guarantee any minimum amount of Work. All Work shall be authorized through a written task order (“Task Order”) issued by City staff. Each Task Order may specify department, location, hours, materials, and duration. No Work shall be performed unless authorized by a duly executed Task Order in the form attached to the Contract as Exhibit “D”.

2.5. ................. Required Contractor Capabilities - Grinding, Paving and Hauling Operations

The contractor must demonstrate the ability to:

• Respond to short-notice dispatches for scheduled or emergency paving work

• Own and operate at least 25% of the trucks required for each task order, and ensure that at least one (1) Contractor employee is present during the performance of the Work

• Provide properly equipped trucks and experienced drivers skilled in:

o Safely backing into and feeding a paving machine during paving operations

City of Napa Request For Proposals Page 5 of 19 o Receiving grindings directly from milling machines during grinding operations o Maintaining steady speed and alignment in coordination with City equipment

• Operate efficiently and safely in residential streets, arterial roads, parks, and tight urban settings

• Accommodate early morning, evening, or weekend schedules, as required by City operations

2.6. ..................................................................................................... Driver Requirements

All drivers must:

• Maintain a valid Commercial Driver’s License (CDL) as required by the California Department of

Motor Vehicles, for the specific trucks used in the performance of the services. Driver's licenses must meet all federal, state, and local regulations.

• For grinding and paving operations, drivers must have a minimum of two (2) years of experience operating in coordination with paving and grinding equipment.

• Follow directions from City crew leads (hand signals, radio, or verbal communications)

• Comply with all site safety protocols and PPE requirements

2.7. ...................................................................................................... Truck Requirements

All trucks and/or equipment to provide the Services must:

A. Be in safe, legal operating condition, properly registered, currently licensed for hauling of debris in the State of California, and meet all City insurance requirements.

B. Be suitable for hot mix asphalt, grindings, or other aggregate materials

C. Have functioning backup alarms, tarping systems, and safety lighting

D. Be clean and leak-free to prevent project/work site contamination

Truck Type:

A. “Super Tag” trucks are required for all paving and grinding operations (no substitutions)

B. Various trucks may be requested for the haul away of spoils and other debris, or for the delivery of aggregate material

C. Trucks must meet all California Air Resources Board regulations. Contractor must complete

Attachment E - Fleet Compliance Certification with their proposal

2.8. ............................................................................................... Scheduling and Dispatch

• Work will be requested on a task-order basis

• The City will provide a minimum 24-hour notice

• Emergency or high-priority work may require shorter notice

City of Napa Request For Proposals Page 6 of 19

• Scheduling will be coordinated through the Public Works, Utilities, or Parks departments

(depending on project needs/locations)

2.9. .............................................................................................................. Working Hours

City and Contractor shall work together to schedule delivery and haul-away services to coincide with job-site operations.

A. Materials Delivery: Work begins when the contractor arrives at the materials distributor’s location (currently within 5 miles of the City of Napa) to retrieve the materials and end when the materials are unloaded at the project site.

B. Haul Away Services: Work begins when the contractor arrives at the project site for loading and end when the debris has been disposed of at the disposal site.

Hours

Regular Hours Monday thru Friday 7:00 am – 4:59 pm

Overtime Hours Monday thru Friday 5:00 pm – 6:59 am

Saturday 12:01 am – 11:59 pm

After eight (8) consecutive hours

Double Time After twelve (12) consecutive hours

Sunday 12:00 am – 11:59 pm

City Recognized Holidays

2.10. ............................................................................................... Safety and Compliance

Contractor must comply with:

• All City of Napa safety and operational policies

• OSHA, DOT, and any applicable state safety regulations

• City traffic control and work zone safety standards

• Use of proper PPE at all times

Failure to follow safety protocols or directions from City crews may result in immediate removal from the project site and/or possible contract termination.

2.11. ........................................................................................................ Prevailing Wages

All trucking services, including delivery and haul-away services related to City projects and operations, are subject to prevailing wage requirements. Contractors are solely responsible for ensuring that drivers are paid prevailing wages and for maintaining full compliance with all applicable regulations set forth by

City of Napa Request For Proposals Page 7 of 19 the California Department of Industrial Relations (DIR). Upon award of a contract under this RFP, Contractor will receive a DIR Project ID number for reporting purposes.

Labor Code Compliance. Unless the Contract is for construction work of $25,000 or less or alteration, demolition, or repair work of $15,000 or less, the Contract is subject to all applicable requirements of

Chapter 1 of Part 7 of Division 2 of the Labor Code, beginning at § 1720, and the related regulations, including, but not limited to, requirements pertaining to wages, working hours and workers’ compensation insurance, as further specified below. Contractor must also post all job site notices required by Laws pursuant to Labor Code § 1771.4.

A. Prevailing Wages. Each worker performing Work under this Contract that is covered under

Labor Code § 1720, 1720.3, or 1720.9, must be paid at a rate not less than the prevailing wage as defined in §§ 1771 and 1774 of the Labor Code. The prevailing wage rates are on file with the

City Engineer’s office and are available online at http://www.dir.ca.gov/DLSR. Pursuant to Labor

Code § 1775, Contractor and any subcontractor will forfeit to City as a penalty up to $200 for each calendar day, or portion thereof, for each worker paid less than the applicable prevailing wage rate, in addition to paying each worker the difference between the applicable wage rate and the amount actually paid.

B. Working Day. Pursuant to Labor Code § 1810, eight hours of labor consists of a legal day’s work.

Pursuant to Labor Code § 1813, Contractor will forfeit to City as a penalty the sum of $25 for each day during which a worker employed by Contractor or any subcontractor is required or permitted to work more than eight hours during any one calendar day, or more than 40 hours per calendar week, unless such workers are paid overtime wages under Labor Code § 1815. All

Work must be carried out during regular City working days and hours unless otherwise specified in Exhibit A or authorized in writing by City.

C. Payroll Records. Contractor and its subcontractors must maintain certified payroll records in compliance with Labor Code §§ 1771.4, 1776, and 1812, and all implementing regulations promulgated by the DIR. For each payroll record, Contractor and its subcontractors must certify under penalty of perjury that the information in the record is true and correct, and that it has complied with the requirements of Labor Code §§ 1771, 1811, and 1815. Unless the Contract

Price is $25,000 or less, Contractor must electronically submit certified payroll records to the

Labor Commissioner as required under Laws.

D. Apprentices. If the Contract Price is $30,000 or more, Contractor must comply with the apprenticeship requirements in Labor Code § 1777.5.

E. DIR Monitoring, Enforcement, and Registration. This Project is subject to compliance monitoring and enforcement by the DIR pursuant to Labor Code § 1725.5, and, subject to the exception set forth below, Contractor and any subcontractors must be registered with the DIR to perform public works projects. The registration requirements of Labor Code § 1725.5 do not apply if the Contract Price is for $25,000 or less.

City of Napa Request For Proposals Page 8 of 19

2.12. .......................................................................................... Performance Expectations

The contractor is expected to:

• Provide reliable, on-time trucking services

• Assign experienced drivers for task orders involving paving and/or grinding operations

• Maintain professional conduct and communication on project sites

• Provide alternate drivers or equipment in case of breakdowns, no-shows, or unsatisfactory performance

Failure to follow performance expectations may result in immediate removal from the project site and/or possible contract termination.

2.13. ................................................................................................... Unsatisfactory Work

Unsatisfactory work includes but is not limited to: spills, damages, inadequate equipment, unskilled drivers, and unnecessary delays. The City, or any representative therein, reserves the right to immediately dismiss any drivers not meeting these expectations.

If the Contractor's work is deemed unsatisfactory in City’s opinion, the City’s Project Manager or an authorized representative will notify the contractor verbally immediately at the project location. Upon being notified of unsatisfactory performance, the contractor shall have two (2) hours to initiate corrective actions. In the event the corrective action plan is not completed as agreed upon, the City has the right to immediately complete the work to its satisfaction, through the use of City employees and equipment, and/or engage the use of alternative vendors to complete the services. The City shall follow up in writing within (2) business days of the noted discrepancy, which resulted in unsatisfactory work.

Contractor shall be responsible for damages caused by the Contractor or its employees and shall be liable for the costs associated with such damages. In cases where drivers are removed due to failure to comply with the standards and expectations set forth in this scope, the Contractor will forfeit any charges for that driver's service for that day.

2.14. ............................................................................................... Administrative Charges

Administrative Charges. In the event Contractor fails to perform the services as set forth in this

Agreement, City may assess an administrative charge against Contractor and may deduct such charge from any monies due or which may become due to Contractor in the following amounts:

List of Administrative Charges o Failure to comply with the Services as outlined in this agreement - $200 per incident o Spillage or delays caused by Contractor - $200 per hour of delay time

Procedure for Review of Administrative Charges. The City staff may assess administrative charges pursuant to this section by issuing a written notice to Contractor (“Field Observation Report”) of the administrative charges assessed, if any, and the basis for each assessment.

City of Napa Request For Proposals Page 9 of 19

The administrative charges shall become final unless, within ten (10) calendar days of the date of the

Field Observation Report, Contractor submits a written request for a meeting with the City staff to present evidence that the assessment should not be made.

The City staff shall review the Contractor’s evidence and render a final decision sustaining or reversing the administrative charges as soon as reasonably possible after the meeting. Written final notice of the decision shall be provided to the Contractor.

In the event Contractor does not submit a written request for a meeting within ten (10) calendar days of the date of the Field Observation Report, the City’s determination shall be final, and the City may deduct the administrative charges from amounts otherwise due to Contractor.

Exercise of Rights. City’s assessment or collection of administrative charges shall not prevent City from exercising any other right or remedy, including the right to terminate this Agreement, for Contractor’s failure to perform the work and services in the manner set forth in this Agreement.

Withholding of Payment. In addition to express provisions contained elsewhere in this Agreement, City may withhold from any payment otherwise due to Contractor such amount as reasonably determined necessary to protect City’s interest, or if City so elects, may withhold or retain all or a portion of any monthly payment or refund payment for any of the following reasons. City shall provide written notice to Contractor of the reason for withholding of payments. Reason for withholding payments may be, but is not necessarily limited to:

1. Unsatisfactory work not caused by any condition beyond Contractor’s control;

2. Contractor's failure to carry out instructions or orders of the City or its staff;

3. Execution of work not in accordance with this Agreement;

4. Claims filed by or against Contractor or reasonable evidence indicating probable filing of claims;

5. Failure of Contractor to make payments to any subcontractor for material or labor;

6. Unsafe working conditions allowed to persist by Contractor

2.15. ............................................................................. Rates, Compensation and Invoicing

Compensation will be at agreed hourly rates per truck (see Price Proposal). Hourly rates shall include labor, truck, trailer, fuel, insurance, bonds, and all other associated costs in providing the Services.

Compensation shall reflect actual time worked. This typically includes the final trip for dumping at the end of the shift (debris disposal) at the disposal site. Once the truck has disposed of its contents at the disposal site, work is deemed finished. Contractor shall not bill time for “return to site” once the truck has been emptied and is not requested to return to the project site.

• Invoices must include:

o Date and location of work o Time: Arrival and departure times for the project site and disposal location o Truck number and driver's full name

City of Napa Request For Proposals Page 10 of 19 o Description of services provided

• Invoices should be submitted monthly or as the City sees fit.

• Year-end Close-out: Services performed June 1st through June 30th must be billed by July 15th.

Annual Rate Increase. Contractor may request an increase in the rates set forth above, on an annual basis, beginning on the first anniversary of the “Effective Date” of the Agreement and each anniversary thereafter during the term of the Agreement. Rates may be increased by the percentage equal to the rate of increase in the Consumer Price Index for the San Francisco – Oakland area as published by the

Bureau of Labor Statistics for the year immediately preceding, with City’s prior written approval.

Contractor would be required to provide City with at least 60 days' advance written notice of a proposed increase. Only one (1) request may be granted per calendar year, not to exceed three (3) percent. The requested increase would only be effective 30 days after being approved in writing by the City.

2.16. ......................................................................................................................... Bonds

(A) Payment and Performance Bonds. Upon award, Contractor shall provide City with a payment bond and a performance bond, each for at least 100% of the awarded Contract amount, using the bond forms

(Attachments F-G), and submit the bonds with the executed Contract. Each bond must be issued by a surety admitted in California. If an issuing surety cancels a bond or becomes insolvent, Contractor must provide a substitute bond from a surety acceptable to City, within seven days following written notice from City. If Contractor fails to substitute an acceptable surety within the specified time, City may, in its sole discretion, suspend further Work until the surety is replaced to City’s satisfaction, or terminate the

Contract for default. Any delay in completion due to suspension of Work pursuant to this Section is deemed unexcused delay by Contractor for purposes of calculating liquidated damages.

(B) Warranty Bond. Upon award, Contractor shall provide City with a warranty bond, each for at least

100% of the awarded Contract amount, using the bond forms (Attachment H), and submit the bonds with the executed Contract, to guarantee its Work as specified in Section 15, below. The warranty bond must be issued by a surety admitted in California for 15% of the final Contract Price or as otherwise specified in Exhibit A. If an issuing surety cancels the bond or becomes insolvent, Contractor must provide a substitute bond from a surety acceptable to City, within seven days following written notice from City.

2.17. ............................................................................................. Insurance Requirements

Insurance. Contractor will obtain and maintain, at all times under this Contract, the insurance coverage required in this Section to cover the activities of Contractor and its subcontractors relating to or arising from performance of the Work. Each policy must be issued by a company licensed to do business in

California, and with a strength and size rating from A.M. Best Company of A-VIII or better. Contractor must provide City with certificates of insurance and required endorsements as evidence of coverage with the executed Contract and before the City issues a notice to proceed with the Work. The procurement of the required insurance will not be construed to limit Contractor’s liability under this

Contract or to fulfill Contractor’s indemnification obligations under this Contract. The following policies and endorsements are required for this Contract:

City of Napa Request For Proposals Page 11 of 19

A. Workers’ Compensation Insurance and Employer’s Liability. The workers’ compensation and employer’s liability insurance policy must comply with the requirements of the California Labor

Code, providing coverage of at least $1,000,000 or as otherwise required by statute. If

Contractor is self-insured, Contractor must provide its Certificate of Permission to Self-Insure, duly authorized by the Department of Industrial Relations (“DIR”).

B. Commercial General Liability (“CGL”). The CGL insurance policy must be issued on an occurrence basis and written on a comprehensive general liability form, and include coverage for liability arising from Contractor’s or its subcontractor’s acts or omissions in performing the

Work, including Contractor’s protective coverage, blanket contractual, products and completed operations, broad form property damage, vehicular coverage, and employer’s non-ownership liability coverage, with limits of at least $1,000,000 per occurrence and $2,000,000 general aggregate.

C. Automobile Liability. The automobile liability insurance policy must provide coverage of at least

$1,000,000 combined single-limit per accident for bodily injury, death, or property damage, including hired and non-owned auto liability.

D. Subrogation Waiver. Each required policy must include an endorsement that the insurer waives any right of subrogation it may have against the City or the City’s insurers.

E. Required Endorsements. The CGL policy and the automobile liability policy must include the following specific endorsements:

1. The City, including its elected and appointed officials, officers, employees, agents, volunteers, and consultants (collectively, “Additional Insured”) must be named as an additional insured for all liability arising out of the operations by or on behalf of the named insured, and the policy must protect the Additional Insured against any and all liability for personal injury, death or property damage or destruction arising directly or indirectly in the performance of the Contract.

2. The inclusion of more than one insured will not operate to impair the rights of one insured against another, and the coverages afforded will apply as though separate policies have been issued to each insured.

3. The insurance provided is primary and no insurance held or owned by City may be called upon to contribute to a loss.

4. This policy does not exclude explosion, collapse, underground excavation hazard, or removal of lateral support.

3. ........................................................REQUEST FOR PROPOSAL PROCEDURES

3.1. .............................................................................................. Requests for Information

Questions or objections relating to the RFP, the attachments hereto, the RFP procedures, or the required Services must be submitted by 4:00 pm, Friday, February 6, 2026 (the “Request for

City of Napa Request For Proposals Page 12 of 19

Information Deadline”) through OpenGov, the City's electronic procurement portal at https://procurement.opengov.com/portal/cityofnapa ("Procurement Portal").

Any questions or objections that are not submitted through the Procurement Portal and by the Request for Information Deadline will be deemed waived. City will not be bound by the oral representations of any City officials, employees, or representatives.

3.2. ................................................................................................... Submittal Instructions

A. General. Proposals must be received by the City by or before Friday, February 13, 2026 at 4:00 pm

(“Proposal Deadline”). Respondent must submit a proposal through OpenGov, the Procurement Portal, at https://procurement.opengov.com/portal/cityofnapa, no later than the Proposal Deadline.

B. Electronic Submission.

1. OpenGov. The Proposal response all required forms and attachments must be submitted in

PDF format via OpenGov at https://procurement.opengov.com/portal/cityofnapa.

2. Vendor Registration. To participate in the bidding process, each bidder must register with

OpenGov at https://procurement.opengov.com/portal/cityofnapa. Once registered, each bidder must subscribe to the City of Napa portal.

3. For instructions on how to register as a vendor with OpenGov, visit the City’s website at:

http://www.cityofnapa.org/265/Bidding-Information. Please read the instructions carefully and follow all steps, including registration with OpenGov and subscribing to the City of Napa account.

3.3. ................................................................................................... Planned RFP Schedule

The following schedule is provided for planning purposes based on current information. However, all dates are subject to revision, including the Proposal Deadline, and may be amended by addenda to this

RFP:

RFP Release Date: January 23, 2026

Request for Information Deadline: February 6, 2026, 4:00pm

Proposal Submission Deadline: February 13, 2026, 4:00pm

Notice of Selection Date: February 20, 2026

Council Approval & Award Date: April 7, 2026

3.4. ....................................................................................................................... Addenda

City reserves the right to issue addenda to modify the terms and conditions of this RFP, including modifications to the Proposal Deadline or to the Attachments to this RFP. Addenda will be issued https://procurement.opengov.com/portal/cityofnapa https://procurement.opengov.com/portal/cityofnapa https://procurement.opengov.com/portal/cityofnapa https://procurement.opengov.com/portal/cityofnapa http://www.cityofnapa.org/265/Bidding-Information

City of Napa Request For Proposals Page 13 of 19 through the Procurement Portal. Each Respondent is solely responsible for checking the Procurement

Portal for addenda, and for reviewing any and all addenda before submitting its Proposal.

If the City releases an addendum, it will be posted on the project. Vendors following the project, or bidders who have already submitted will be notified via email. Bidders who have already submitted responses MUST log back in, un-submit your response, acknowledge the new addendum, or risk your response being deemed non-responsive. Bidders should check OpenGov periodically for any addenda or updates on the Project at: https://procurement.opengov.com/portal/cityofnapa.

4. .......................................................................... PROPOSAL REQUIREMENTS

4.1. ................................................................................................. General Requirements.

Each Proposal must be submitted in compliance with the requirements of this RFP. Each Proposal must respond to the items listed below. Clarity and brevity are preferable to volume. Do not attach brochures or promotional materials to the Proposal. Proposals should not exceed 8 one-sided pages. However, resumes may be included in an appendix and not counted in the total page count.

4.2. ................................................................................................................. Cover Letter.

Provide a brief cover letter that includes all of the following information:

(1) Respondent’s name, address, phone number, and website address;

(2) type of organization (e.g. corporation, partnership, etc.);

(3) a summary of general information about Respondent and the types of services it provides in relation to the Services required by the City; and

(4) contact information, including name, title, address, phone number, and email, of

Respondent’s primary representative for purposes of this RFP.

The cover letter must be signed by a representative that is authorized to bind Respondent by contract and must state his or her name, title, and email address.

4.3. ................................................................................................. General Qualifications.

Provide a brief description of the Respondent’s business, including the number of years in business under the current name. Describe the size of the business, including total number of employees and offices, and identify and briefly describe each local office that will be involved in providing the Services if awarded the Agreement. Describe how and why Respondent is qualified to provide the Services.

4.4. ................................................................................................................... Experience.

Identify services Respondent has provided in the last five years that are similar in scope and nature to the Services required by this RFP, particularly with respect to services provided to other cities or public agencies. For each example, provide (1) a brief description of the services provided, (2) an explanation of why this experience is relevant to the required Services, and (3) the name and address of the https://procurement.opengov.com/portal/cityofnapa

City of Napa Request For Proposals Page 14 of 19 contracting agency, including contact information for a reference check (name, title, phone number, and email address).

4.5. .......................................................................................... Proposed Scope of Services.

Based upon the Draft Scope of Services, provide a complete description of the scope of services

(“Proposed Scope of Services”) the Respondent proposes to perform to achieve the City’s objectives identified in the Draft Scope of Services. The Proposed Scope of Services may identify services which differ from the services in the Draft Scope of Services if the Respondent believes the changes will assist the City in more efficiently and effectively achieving the City’s objectives. Briefly describe Respondent’s proposed approach to providing the Services and how that approach will offer value to the City. Identify any proposed innovations that may be used to achieve more cost-effective delivery of the Services.

Provide a work plan and proposed schedule for the tasks described in the Draft Scope of Services.

4.6. ........................................................................................................................ Staffing.

Identify by name and title Respondent’s key personnel that will be assigned to provide the Services and for each, include a resume with his or her education, training, and experience. Identify by name, address, and website, each subconsultant or subcontractor, if any, that will be involved with providing the Services, including the proposed role for each such subconsultant or subcontractor. Include all applicable license numbers for any license required to perform the Services.

4.7. ............................................................................................................................ Price.

Complete the pricing table(s) as indicated in the Price Proposal section.

The total “not-to-exceed” for performance of all Services included in the Proposed Scope of Services, including all labor, materials, equipment, supplies, the insurance required under the terms of the

Agreement, and all reimbursable charges. Identify any reimbursable expenses (e.g., travel, supplies) and provide a breakdown of the proposed rate of reimbursement for each category of expense in your proposal submission.

4.8. ............................................................................................. Exceptions to Agreement.

Identify any objections to and/or requested changes to the Agreement.

5. ................................................................................................ EVALUATION

The factors that the City will consider in evaluating Proposals are as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Evaluation

Proposals will be evaluated based on qualifications, experience, proposed scope of services, staffing, equipment, price, and other relevant factors.

Points Based 100 (100% of Total)

6. ............................................................................... SELECTION AND AWARD

City of Napa Request For Proposals Page 15 of 19

6.1. ......................................................................................................................... Review

Proposals will be reviewed for responsiveness and evaluated and ranked based on the factors listed in the Evaluation Section. When the evaluation is complete, the Proposals will be ranked based on total scores to identify the relative merits of each Proposal. Acting in its sole discretion, the City may elect to conduct interviews with shortlisted Respondents, and the City may negotiate with shortlisted

Respondents to amend the scope of services in order to best achieve the City’s goals for the Project.

6.2. .......................................................................................................................... Award

The City will award the Agreement, if at all, to the Respondent that is determined by the City’s Decision-

Maker, acting in the Decision-Maker’s sole discretion, to offer the most advantageous Proposal to the

City based on the City’s review, as outlined above. The City’s Project Manager will submit a recommendation to the City’s Decision-Maker for award of the Agreement to the Respondent that the

Project Manager determines to offer the most advantageous Proposal. The Respondents will be notified of the Project Manager’s recommendation to the Decision-Maker by a Notice of Intended Selection which will be issued through the Procurement Portal.

6.3. ....................................................................................................... Protest Procedures

Any protest challenging the City’s intended selection or the selection process must be submitted no later than 5:00 p.m., on the fifth business day following the date of the Notice of Intended Selection. The protest must be submitted in writing via email to Dominic DiGloria, Maintenance Superintendent, at ddigloria@cityofnapa.org, and must clearly specify the basis for the protest. The protest will be reviewed by the City’s Decision-Maker, along with the recommendation from the Project Manager and legal advice from the City Attorney’s Office. The determination of the City’s Decision-Maker on the protest is final. No public hearing will be held on the protest. Time being of the essence, the City reserves the right to proceed with award of the Agreement and commencement of the Services notwithstanding any pending protest or legal challenge.

7. .......................................................................................... MISCELLANEOUS

7.1. ........................................................................... Disclaimers and Reservation of Rights

Upon receipt, each Proposal becomes the sole property of City and will not be returned to the

Respondent. Each Respondent is solely responsible for the costs it incurs to prepare and submit its

Proposal. The City reserves, in its sole discretion, the right to reject any and all Proposals, including the right to cancel or postpone the RFP or the Services at any time, or to decline to award the Agreement to any of the Respondents. The City reserves the right to waive any immaterial irregularities in a Proposal or submission of a Proposal. The City reserves the right to reject any Proposal that is determined to contain false or misleading information, or material omissions.

7.2. ........................................................................................................ Conflict of Interest

Respondents must disclose to the City any actual, apparent, direct or indirect, or potential conflicts of interest that may exist with respect to Respondent, any employees of Respondent, or any other person relative to the Services to be provided pursuant to this RFP. This RFP process will be conducted in compliance with all laws regarding political contributions, conflicts of interest, or unlawful activities. City mailto:ddigloria@cityofnapa.org

City of Napa Request For Proposals Page 16 of 19 employees are prohibited from participating in the selection process for this RFP if they have any financial or business relationship with any Respondent.

7.3. ............................................................................................ Confidentiality of Proposal

Pursuant to Michaelis, Montanari, & Johnson v. Superior Court (2006) 38 Cal.4th 1065, proposals submitted in response to this RFP shall be held confidential by the City and shall not be subject to disclosure under the California Public Records Act (Government Code section 7920.000 et seq.) until after either the City and the successful proposer have completed negotiations and entered into an

Agreement or the City has rejected all proposals. All correspondence with the City including responses to this RFP will become the exclusive property of the City and will become public records under the

California Public Records Act. Furthermore, the City will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement.

If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public

Records Act, the Proposer must mark it as such and state the specific provision in the California Public

Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. Although the

California Public Records Act recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information that a

Proposer submits is a trade secret. If a request is made for information marked “Confidential”, “Trade

Secret” or “Proprietary”, the City will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction.

8. .......................................................................................... PRICE PROPOSAL

Your total “not-to-exceed” cost for performance of all Services must include all labor, materials, equipment, supplies, the insurance required under the terms of the Agreement, and all reimbursable charges. Identify any reimbursable expenses (e.g., travel, supplies) and provide a breakdown of the proposed rate of reimbursement for each category of expense in your proposal.

TRUCKING SERVICES RATES

Rates include labor, truck, trailer, fuel, insurance, and all other associated cost in providing the Services.

With regard to the Bid Form and Base Bid - the total costs of line items 1-15 (far right column), is the

Base Bid.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 10-Wheeler (3-axle) Regular Hourly

Rate 100 Hourly Rate

2 10-Wheeler (3-axle) Overtime Hourly

Rate 1 Hourly Rate

City of Napa Request For Proposals Page 17 of 19

Line Item Description Quantity Unit of

Measure Unit Cost Total

3 10-Wheeler (3-axle) Double Time

Hourly Rate 1 Hourly Rate

4 Super Tags (4-axle) Regular Hourly

Rate 15,000 Hourly Rate

5 Super Tags (4-axle) Overtime Hourly

Rate 1 Hourly Rate

6 Super Tags (4-axle) Double Time

Hourly Rate 1 Hourly Rate

7 Transfers (5-axle) Regular Hourly Rate 100 Hourly Rate

8 Transfers (5-axle) Overtime Hourly

Rate 1 Hourly Rate

9 Transfers (5-axle) Double Time Hourly

Rate 1 Hourly Rate

10 Semi End Dump Trucks (5-axle)

Regular Hourly Rate 100 Hourly Rate

11 Semi End Dump Trucks (5-axle)

Overtime Hourly Rate 1 Hourly Rate

12 Semi End Dump Trucks (5-axle)

Double Time Hourly Rate 1 Hourly Rate

13 Double Bottoms & Semi Bottoms

Trucks (5-axle) Regular Hourly Rate 100 Hourly Rate

14 Double Bottoms & Semi Bottoms

Trucks (5-axle) Overtime Hourly Rate 1 Hourly Rate

15 Double Bottoms & Semi Bottoms

Trucks (5-axle) Double Time Hourly

Rate

1 Hourly Rate

TOTAL

9. ................................................................................. PROPOSAL SUBMITTAL

City of Napa Request For Proposals Page 18 of 19

Please see the Proposal Requirements section of this RFP.

Each Proposal must be submitted in compliance with the requirements of this RFP. Respondent must respond to the items listed below. Clarity and brevity are preferable to volume. Do not attach brochures or promotional materials to the Proposal.

1. .................................................................................................................. Cover Letter* Provide a brief cover letter that includes all of the following information:

1. Respondent’s name, address, phone number, and website address;

2. Type of organization (e.g. corporation, partnership, etc.);

3. A summary of general information about Respondent and the types of services it provides in relation to the Services required by the City; and

4. Contact information, including name, title, address, phone number, and email, of

Respondent’s primary representative for purposes of this RFP.

The cover letter must be signed by a representative that is authorized to bind Respondent by contract and must state his or her name, title, and email address.

*Response required

2. ...................................................................................................General Qualifications* Provide a brief description of the Respondent’s business, including the number of years in business under the current name. Describe the size of the business, including total number of employees and offices, and identify and briefly describe each local office that will be involved in providing the Services if awarded the Agreement. Describe how and why Respondent is qualified to provide the Services.

*Response required

3. .................................................................................................................... Experience* Identify services Respondent has provided in the last five years that are similar in scope and nature to the Services required by this RFP, particularly with respect to services provided to other cities or public agencies.

For each example, provide:

1. A brief description of the services provided

2. An explanation of why this experience is relevant to the required Services, and

3. The name and address of the contracting agency, including contact information for a reference check (name, title, phone number, and email address).

*Response required

4. ........................................................................................... Proposed Scope of Services* Based upon the Draft Scope of Services, provide a complete description of the scope of services

(“Proposed Scope of Services”) the Respondent proposes to perform to achieve the City’s objectives

City of Napa Request For Proposals Page 19 of 19 identified in the Draft Scope of Services. The Proposed Scope of Services may identify services which differ from the services in the Draft Scope of Services if the Respondent believes the changes will assist the City in more efficiently and effectively achieving the City’s objectives. Briefly describe Respondent’s proposed approach to providing the Services and how that approach will offer value to the City. Identify any proposed innovations that may be used to achieve more cost-effective delivery of the Services.

Provide a work plan and proposed schedule for the tasks described in the Draft Scope of Services.

*Response required

5. ................................................................................................. Staffing and Equipment* Identify, by name and title, Respondent’s key personnel (including supervisors and/or drivers) who will be assigned to provide the Services. For each individual, include a resume detailing education, training, and relevant experience.

Provide the number and types of trucks available within the Respondent’s fleet.

Identify by name, address, and website, each subconsultant or subcontractor, if any, that will be involved with providing the Services, including the proposed role for each such subconsultant or subcontractor.

Include all applicable license numbers for any license required to perform the Services.

*Response required

6. .............................................................................. Documents Required with Proposal* Please download the below documents, complete, and upload.

• Bid_Form.pdf

• Noncollusion_Declaration.pdf

• CARB_-_Fleet_Compliance_Cer...

*Response required https://government-project.s3.us-west-2.amazonaws.com/198049/b9d7b912-2bbc-4868-8cd8-cf3074c7c695_Bid_Form.pdf https://government-project.s3.us-west-2.amazonaws.com/198049/a164b8e8-cc7c-408f-b398-2c1558dc300d_Noncollusion_Declaration.pdf https://government-project.s3.us-west-2.amazonaws.com/198049/2931056e-f2b4-4fa0-ba88-c0bad7ec41ba_CARB_-_Fleet_Compliance_Certification-c1.docx