REQUEST FOR PROPOSAL

2026-RFP-016

WAYFINDING AND ENTRY MONUMENT IMPROVEMENTS

City of Palm Desert

73-510 Fred Waring Drive

Palm Desert, CA 92260

RELEASE DATE: April 16, 2026

DEADLINE FOR QUESTIONS: May 5, 2026

RESPONSE DEADLINE: May 19, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofpalmdesert https://procurement.opengov.com/portal/cityofpalmdesert

City of Palm Desert

REQUEST FOR PROPOSAL

Wayfinding and Entry Monument Improvements

1. Background and Introduction

2. Notice Inviting Proposals

3. Scope of Services

4. Requests for Clarification

5. Content and Format of Proposal

6. Submittal Requirements

7. Evaluation Criteria

8. Selection Process

9. General Conditions

10. Protests

Attachments:

A - Design-Build Agreement

B - Wayfinding and Monument Sign Master Plan

C - Roadrunner Relocation - Current and Proposed Location

D - Desert Gateway Rock Sculpture Relocation - Current and Requested Location

Request For Proposal #2026-RFP-016 Title: Wayfinding and Entry Monument Improvements

1. Background and Introduction

1.1. Summary

The City of Palm Desert (“City”) is requesting proposals from qualified firms (“Proposers”) for Wayfinding and Entry Monument Improvements (“Services”) to establish a Design Build Agreement ("Agreement").

To serve and promote the welfare of its residents, the City intends to procure the Services, as described below.

The project is needed to implement the City’s adopted Wayfinding and Monument Master Plan by delivering coordinated, clearly visible entry monuments and wayfinding signage that improve navigation, reinforce City identity, and support safe and intuitive movement throughout the community.

1.2. Background

The City is a charter city located in the Coachella Valley in Eastern Riverside County, within the low desert region of Southern California. The City is home to approximately 50,000 full-time and an additional 32,000 seasonal residents. Palm Desert offers big-city resources within a welcoming, small-town environment, with high-quality educational opportunities, safe and clean streets, extensive retail and entertainment options, and a robust community programming. Widely considered the geographical, educational, and retail hub of the Coachella Valley, Palm Desert was incorporated in 1973 and operates under a council-manager form of government with a five-member City Council elected by district, each serving a four-year term. The City Council meets on the second and fourth Thursdays of the month at

Palm Desert City Hall, 73-510 Fred Waring Drive

1.3. Contact Information

Project Contact:

Melanie Slater

Management Analyst

73510 Fred Waring Drive

Palm Desert, CA 92260

Email: mslater@palmdesert.gov

Phone: (760) 776-6447

Procurement Contact:

Celina Cabrera

Senior Management Analyst

73510 Fred Waring Dr

Palm Desert, CA 92260

Email: ccabrera@palmdesert.gov

Phone: (760) 776-6449

Department:

PW - Operations & Maintenance mailto:mslater@palmdesert.gov tel:(760)776-6447 mailto:ccabrera@palmdesert.gov tel:(760)776-6449

1.4. Timeline

The above scheduled dates are tentative and City retains the sole discretion to adjust the above schedule.

Nothing set forth herein shall be deemed to bind City to award a contract for the Services and City retains the sole discretion to cancel or modify any part of or all of this RFP at any time.

Release of Request for Proposal April 16, 2026

Pre-Proposal Meeting (Non-Mandatory) April 27, 2026, 11:00am

Palm Desert City Hall, Administrative Conference

Room, 73510 Fred Waring Drive Palm Desert, CA

92260

Last Day to Submit Questions for

Clarification

May 5, 2026, 5:00pm

Clarifications Issued by City on or before May 7, 2026, 5:00pm

Deadline for Receipt of Proposals submitted on or before

May 19, 2026, 5:00pm

2. Notice Inviting Proposals

2.1. NOTICE

RFP No.: 2026-RFP-016

Project Title: Wayfinding and Entry Monument Improvements

Project No. (if applicable): MTS00003

PUBLIC NOTICE IS HEREBY GIVEN that proposals will be received by the City of Palm Desert (“City”) electronically through the City of Palm Desert’s ("City") online bid management provider (“OpenGov

Procurement”), until 5:00 pm, Tuesday, May 19, 2026. Proposals may not be submitted by fax, email, telephone, mail, hand delivery, or other means; any proposals received through any means other than

OpenGov Procurement will be returned to the proposer unopened.

The City is requesting proposals to provide: This project will be delivered using a design-build approach to implement the City’s adopted Wayfinding and Monument Master Plan. The approach allows locations, messaging, and sequencing to be refined based on field conditions and available budget, while requiring the Design-Build Team to deliver a complete Project consistent with the Contract Documents for the

Contract Price.

The award of this contract is subject to available budget adequate to carry out the provisions of the proposed Agreement including the identified scope of work. The City reserves the right to reject any or all proposals determined not to be in the best interest of the City.

The City of Palm Desert is committed to inclusion and diversity and welcomes proposals and bids from contractors, consultants, and vendors of all faiths, creeds, ancestries, and ethnicities without regard to disability, gender identity, sexual orientation, or immigration status. The City condemns and will not tolerate prejudice, racism, bigotry, hatred, bullying, or violence towards any group within or outside of our community.

2.2. SCOPE OF SERVICES

The Services sought under this Request for Proposals (“RFP”) are set forth in more detail in the Scope of

Services Section, incorporated herein by this reference. Notwithstanding the inclusion of such Services in the Scope of Services Section, the final scope of Services negotiated between City and the successful

Proposer shall be set forth in the Professional Services Agreement (“Agreement”) executed by and between City and the successful Proposer. A copy of the Agreement is attached and incorporated herein by this reference.

2.3. REGISTRATION

Interested proposers may register as vendors and download the Request for Proposals (“RFP”). To register, visit the City's electronic bidding website, OpenGov Procurement, and proceed to "Subscribe" as a vendor with the City to receive new project notifications. Interested proposers may "Follow" the RFP to view and/or download the RFP details, receive addenda alerts and notices, and draft and submit a response.

2.4. PRE-PROPOSAL MEETING

Proposer's can attend a “non-mandatory” pre-proposal meeting to be held at 11:00 am on Monday, April

27, 2026, at Palm Desert City Hall, Administrative Conference Room, 73510 Fred Waring Drive Palm

Desert, CA 92260. Failure to attend this meeting will not preclude a Proposer from submitting a proposal.

Attendance at the pre-proposal meeting will ensure the Proposer understands the full scope of the

Services requested.

3. Scope of Services

3.1. Project Overview

General Description

The City of Palm Desert (“City”) is soliciting proposals from qualified Design–Build teams to provide final design, engineering, fabrication, installation, and construction services for the citywide implementation of the City’s adopted Wayfinding and Monument Master Plan.

The project generally includes:

• Construction of three (3) new City entry monument signs

• Relocation of two (2) existing public art monument signs https://secure.procurenow.com/portal/cityofpalmdesert

• Removal and replacement of the City’s wayfinding sign system, including:

o Installation of approximately fifty-eight (58) new wayfinding signs o Removal of approximately eighty-two (82) existing wayfinding signs

Governing Design Standards

The adopted Wayfinding and Monument Master Plan establishes the City’s approved design framework, sign families, materials palette, typography, and overall design character and shall serve as the governing design standard for this project.

The Design–Build Team shall implement the Master Plan faithfully and refine site-specific details necessary to achieve constructible, durable, and code-compliant improvements. Such refinement does not relieve the Contractor of responsibility to deliver a complete Project consistent with the Contract

Documents for the Contract Price.

Project Budget and Funding Constraints

The City has identified funding sufficient to deliver the core elements of the Master Plan. The total project budget, inclusive of design, engineering, fabrication, installation, permitting, and construction services, shall not exceed $2,500,000.

Proposers shall develop proposals and sequencing strategies consistent with this constraint. The

Contract Price shall be based on the Proposer’s proposed scope and sequencing with the Project budget.

The City reserves the right to adjust scope through additive or deductive items to align the Project with available funding.

Scope of Work Components

The scope of work includes all civil, structural, electrical, landscape, irrigation, grading, and site improvements necessary to deliver complete and fully operational installations consistent with the

Master Plan.

The Design–Build Team shall provide all labor, materials, equipment, supervision, coordination, and incidental components necessary to deliver complete, fully operational, and code-compliant installations, whether or not every incidental component is expressly described herein.

3.2. Project Initiation and Coordination

The Design-Build Team shall:

• Review the adopted Master Plan and all relevant background materials

• Conduct kickoff meetings with City staff

• Establish coordination protocols, milestones, and decision points

• Coordinate with City representatives, property owners, artists, utilities, and regulatory agencies

Following Notice to Proceed, the Team shall submit a detailed project schedule identifying:

• Design milestones

• Permitting durations

• Fabrication lead times

• Construction sequencing

• Critical path activities

• Anticipated final completion

3.3. Site Verification, Survey, and Utility Coordination

The Design-Build Team shall:

• Perform field verification and sign locations

• Provide necessary surveying (horizontal and vertical control)

• Evaluate site-specific constraints, including:

o Visibility, access o Geometry and constructability o Drainage and utilities o Traffic considerations o ADA compliance

• Conduct utility coordination and incorporate constraints into design

The Team shall verify field conditions and resolve conflicts reasonably discoverable through customary investigation. Subsurface utility engineering or potholing shall be included as required.

The Team shall coordinate all electrical service requirements for illuminated signage, including:

• Service upgrades

• New connections

• Metering

• Utility clearances

3.4. Permitting and Regulatory Approvals

• Obtain all permits, encroachment approvals, traffic control approvals, electrical permits, utility clearances, and other regulatory approvals necessary to complete the work.

• Prepare and submit all required documentation to applicable agencies and incorporate permit conditions into final design and construction.

• Coordinate inspections required by permitting authorities.

3.5. Public Art Monument Relocation

The Design-Build Team shall provide full services for relocation of existing public art monument signs, including:

• Deinstallation

• Transportation

• New foundations

• Electrical and lighting

• Installation

• Site restoration

Services shall include coordination with artists and property owners and full integration with fabrication and installation activities.

3.6. Design Development and Final Design

The Design-Build Team shall:

• Advance designs consistent with the adopted Master Plan

• Finalize:

o Locations and orientations o Foundations and structural systems o Lighting systems o Materials and finishes

• Prepare site-specific landscape design and construction documents, including:

o Planting layouts o Irrigation modifications o Grading adjustments o Decorative rock or groundcover treatments and hardscape integration

The Team shall also:

• Prepare fabrication-ready drawings, structural calculations, and specifications.

• Develop City-directed additive or deductive options (without altering design character)

• Coordinate final messaging and content with the City prior to fabrication

3.7. Performance Standards

All components shall meet the following minimum criteria:

• Compliance with California Building Code wind load requirements

• Durable materials suitable for desert climate conditions including high UV and temperature fluctuations

• Corrosion-resistant materials and coatings

• Energy efficient illumination systems (where applicable)

• Minimum 20-year service life for major structural components.

• Landscape design emphasizing durability, water efficiency, and maintainability

• Graffiti-resistant finishes

• Tamper-resistant, or anti-theft, hardware where appropriate

• Safe and efficient maintenance access

3.8. Cost Control and Project Management

The Design-Build Team shall:

• Manage and control project costs throughout all phases

• Identify cost efficiencies without compromising quality

• Deliver the project within the contract amount (unless City-approved changes occur)

• Continuously evaluate budget impacts and notify the City of potential overruns

3.9. Fabrication and Construction

General Requirements

The Design-Build Team shall provide all labor, materials, equipment, supervision, coordination, and incidentals necessary to fabricate, construct, install, and deliver all project components in accordance with the approved design documents and Contract Documents.

All work shall be performed in a professional manner and in compliance with applicable codes, standards, and permitting requirements.

Sign Fabrication and Installation

The Design-Build Team shall:

• Fabricate and install all monument and wayfinding signage

• Ensure all signage components meet approved design, material, and performance standards

• Coordinate fabrication with approved shop drawings and submittals

• Deliver and install signage in accordance with approved sequencing and site conditions

Public Art Monument Relocation Implementation

The Design-Build Team shall implement the relocation of existing public art monument signs, including:

• Deinstallation and protection of existing elements

• Transportation to new locations

• Construction of new foundations

• Installation of electrical and lighting systems

• Reinstallation and alignment of relocated monuments

• Full site restoration

All relocation work shall be coordinated with artists, property owners, and the City to ensure preservation of artistic integrity and proper installation.

Site Work and Supporting Improvements

The Design-Build Team shall construct all required supporting improvements, including:

• Foundations and structural supports

• Electrical systems and connections

• Lighting systems and controls

• Grading and drainage improvements

• Landscape and irrigation installation

• Decorative rock, groundcover, and hardscape integration

• Restoration or replacement of disturbed areas

All site work shall result in complete, functional, and visually integrated installation.

Traffic Control and Site Management

The Design-Build Team shall:

• Provide traffic control in accordance with applicable standards and approved traffic control plans

• Coordinate work to minimize impacts to public navigation, traffic operations, and adjacent businesses

• Maintain safe work zones and public access at all times

Removal and replacement activities shall be carefully sequenced to avoid prolonged absence of functional wayfinding signage.

Construction Sequencing and Coordination

The Design-Build Team shall:

• Sequence work to maintain continuity of wayfinding throughout the City

• Coordinate fabrication, delivery and installation activities

• Minimize disruption to City operations and the public

• Coordinate with utilities, agencies, and stakeholders as required

Record Documents and Closeout Deliverables

Prior to final acceptance, the Design-Build Team shall provide:

• Record drawings

• Maintenance manuals for all installed components

• Recommended maintenance schedules

• Manufacturer warranties and product data

All deliverables shall be complete, accurate, and acceptable to the City.

Signage Fabricator Qualificiations

The Design–Build Team shall include a qualified signage fabrication firm as a designated subcontractor at the time of proposal.

The signage fabricator shall:

• Demonstrate experience with large-scale municipal wayfinding and monument signage projects

• Have experience with comparable size, complexity, materials, and environmental conditions

• Provide representative project examples

The proposer shall identify the signage fabricator and include qualifications within the proposal.

Self-Performance and Subcontracting

The Design–Build Team may self-perform portions of the work or utilize subcontractors, provided that:

• All work is performed in accordance with applicable licensing requirements

• Subcontractors are qualified for their respective scopes

• All subcontractors are subject to City approval as required under the Agreement

3.10. Construction-Phase Design Support

The Design-Build Team shall:

• Provide integrated design support during construction

• Prepare and manage submittals, shop drawings, fabrication details, and issue resolution without reliance on separate City design consultants.

• Participate in coordination meetings

Full-time inspection and construction management are not included unless authorized by the City.

3.11. Warranty

The Design-Build Team shall provide:

• One (1) year warranty for workmanship and installation

• Five (5) year warranty on finishes and coatings

Additional requirements:

• Assign all manufacturer warranties to the City including lighting components, electrical systems, and specialty materials

• Warranty periods begin upon final acceptance

• Corrective work shall be performed at no cost

• The one (1) year workmanship warranty shall not limit any longer manufacturer warranties or statutory rights available to the City

Exclusions include vandalism, vehicular damage, Acts of God, and improper maintenance by others

3.12. City Authority and Discretion

The City retains final approval over:

• Sign locations and quantities

• Existing sign relocation locations

• Messaging and content

• Materials and finishes

• Design deliverables

• Scope adjustments

The City may modify the project as needed to align with funding and policy direction.

3.13. Budget and Authorization

The Design–Build Team shall sequence and prioritize work to ensure delivery within the established budget and contract amount, subject only to City-approved changes.

4. Requests for Clarification

All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing VIA THE "Q&A" tab through the City’s online bid management provider (“OpenGov-

Procurement”).

All written questions, if answered, will be answered in writing, conveyed to all interested firms, and posted through OpenGov-Procurement. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by 5:00 pm (local time) on Tuesday, May 5, 2026.

5. Content and Format of Proposal

5.1. Proposal (WITHOUT COST)*

General Submittal Requirements

Proposals shall be concise, well organized, and demonstrate the Proposer’s qualifications and applicable experience. Proposals shall be organized and include page numbers for all pages in the proposal. The proposal shall be uploaded here, in the following order and shall include:

Failure to submit a complete proposal or to follow the required format may result in the proposal being deemed non-responsive.

Section 1: Cover Letter

• Firm name and address

• Primary contact (name, title, phone, email)

• Brief introduction of the firm and summarize the firm's general qualifications and relevant experience

• An executive summary of the proposed approach to delivering the project using a design-build delivery method

• Identify the individual(s) name, title, address, email address, phone, and email authorized to negotiate contract terms and compensation

Section 2: Project Understanding and Approach

Describe the Proposer's understanding of the Project and approach to delivering the Scope of Services, including:

• Understanding of the City's Wayfinding and Monument Master Plan https://secure.procurenow.com/portal/cityofpalmdesert

• Approach to implementing and refining the design while maintaining design integrity

• Overall design-build strategy, including coordination between design and construction

• Approach to minimizing disruption to the public and maintaining wayfinding continuity

• Identify additional tasks, recommendations, or considerations the Proposer believes are necessary to successfully deliver the Project.

Section 3: Project Team and Qualifications

Provide information on the Design-Build Team, including:

• Identification of the prime firm and all key subconsultants/subcontractors

• Roles and responsibilities of each team member

• Organizational chart

• Qualifications and relevant experience of key personnel

• Identification and qualifications of the signage fabrication firm

Include resumes for all key personnel proposed for this Project. Resumes shall:

• Be limited to two (2) pages per individual

• Highlight relevant project experience, roles and responsibilities

• Identify professional licenses, certifications, and years of experience

• Clearly indicate the individual's proposed role on this project

Section 4: Relevant Project Experience

Provide examples of projects demonstrating experience with:

• Municipal wayfinding signage systems

• Monument signage design and construction

• Design-build project delivery

• Projects of similar size, complexity, and environmental conditions

For each project, include:

• Project name, location, and client

• Description of services provided

• Project cost and schedule

• Relevance to this Project

• Client contact information

Section 5: Design Development and Technical Approach

Describe the technical approach to design and implementation, including:

• Approach to site verification, survey, and utility coordination

• Design development process and refinement of site-specific conditions

• Materials, fabrication methods, and durability considerations

• Approach to lighting, structural systems, and landscape integration

Section 6: Project Schedule and Sequencing

Provide a preliminary project schedule that includes:

• Include a preliminary project schedule identifying key tasks, milestones, and deliverables

• Major milestones (design, permitting, fabrication, construction)

• Construction sequencing strategy

• Approach to maintaining operational wayfinding during installation

• Identification of critical path activities

Section 7: Cost Control and Budget Approach

Describe the approach to delivering the Project within the established budget, including:

• Cost control strategies during design and construction

• Approach to identifying cost efficiencies

• Methodology for evaluating additive and deductive scope options

• Describe how cost transparency will be provided including support value analysis

• Describe how alternative materials, systems, or design approaches will be presented (with associated cost impacts) to assist the City in evaluating scope, quality, and budget tradeoffs.

• Approach to collaborating with the City during design to refine scope and prioritize project elements within the available budget.

• Describe the frequency and level of detail of cost estimates to be provided throughout the design process, and how such estimates will be used to inform design decisions and maintain alignment with the project budget.

Section 8: Construction Approach and Site Management

Describe the construction approach, including:

• Fabrication and installation strategy

• Traffic control and site management

• Coordination with utilities, agencies, and stakeholders

• Approach to minimizing impacts to the public and adjacent businesses

*Response required

5.2. References*

Provide three (3) references of recently completed projects similar in scope and function to this RFP.

Include:

• Client name

• Describe the project

• Contract amount

• term of the contract

• Contact name, title, phone, and email address

*Response required

5.3. Fee Proposal*

The fee proposal shall include a breakdown of the total lump-sum amount identifying, at a minimum:

• Design and engineering services

• Fabrication costs

• Construction and installation costs

• Project management and general conditions

• Permitting and regulatory costs

• Contractor fee or markup

• Assumptions, allowances, and contingencies

• Unit costs for major project elements, where applicable;

• Cost breakdowns by major project elements or activities, including, where applicable, individual sign types, monument construction, relocation work, site improvements, and utility connections.

The level of detail provided shall be sufficient to allow the City to understand the distribution of project costs and evaluate cost reasonableness.

The breakdown is requested for informational and evaluation purposes only and shall not alter the lump-sum nature of the contract.

*Response required

5.4. Non-Collusion Declaration*

The undersigned declares:

I am an authorized representative of my company, the party making the foregoing Bid, to certify the following.

The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other

Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her

Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder.

I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

☐ Please confirm

*Response required

5.5. Iran Contracting Act Certification*

(Public Contract Code section 2200 et seq.)

As required by California Public Contract Code Section 2204, the Contractor certifies subject to penalty for perjury that the option selected below relating to the Contractor’s status in regard to the Iran

Contracting Act of 2010 (Public Contract Code Section 2200 et seq.) is true and correct.

Note: In accordance with Public Contract Code Section 2205, false certification of this form shall be reported to the California Attorney General and may result in civil penalties equal to the greater of

$250,000 or twice the Contract amount, termination of the Contract and/or ineligibility to bid on contracts for three years.

☐ The Contractor is not identified on the current list of person and entities engaged in investment activities in Iran prepared by the California Department of General Services in accordance with subdivision (b) of Public Contract Code Section 2203; or a financial instruction that extends, for 45 calendar days or more, credit in the amount of $20,000,000 or more to any other person or entity identified on the current list of persons and entities engaging in investment activities in Iran prepared by the California Department of General Services in accordance with subdivision (b) of Public Contract Code

Section 2203, if that person or entity uses or will use the credit to provide goods or services in the energy sector in Iran.

☐ The City or Authority has exempted the Contractor from the requirements of the Iran Contracting Act of 2010 after making a public finding that, absent the exemption, the City or Authority will be unable to obtain the goods and/or services to be provided pursuant to the Contract.

☐ The amount of the Contract payable to the Contractor for the Project does not exceed $1,000,000.

*Response required

5.6. SAM.gov*

Please enter your legal entity name for SAM.gov verification.

*Response required

5.7. Type of Business*

☐ C Corporation (if corporation, two signatures are required)

☐ S Corporation (if corporation, two signatures are required)

☐ Limited Liability C Corporation (if corporation, two signatures are required)

☐ Partnership

☐ Limited Liability Partnership

☐ Sole Proprietor/Individual

☐ Other

*Response required

5.8. Litigation*

Provide litigation history for any claims filed by your firm or against your firm related to the provision of

Services in the last five (5) years (or type "N/A").

*Response required

5.9. Changes to Agreement*

The City standard professional services agreement contract is included as an attachment herein. The

Proposer shall identify any objections to and/or request changes to the standard contract language in this section of the proposal (or type "N/A"). If you are identifying changes here ALSO upload a copy of the redlined Language/Agreement with your Proposal. Changes requested may affect theCity's decision to enter into an Agreement.

*Response required

5.10. No Deviations from the RFP*

In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this

RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted here, and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein (or type "N/A").

*Response required

5.11. List the Signatory(s) Authorized to Sign and Bind an Agreement.* (If two (2) signatures are required, include the following information for both signatories)

1. Full Name

2. Title

3. Physical Business Address

4. Email Address

5. Phone Number

Corporation (C-Corp): Requires two signatures from authorized officers— one from President or Vice

President, and the other from the Secretary or Treasurer.

An alternate signatory may be used if authorized by a Notarized Corporate Resolution or Article of

Authority.

LLC: Usually requires one signature from an authorized member or manager. For significant contracts

(e.g., over $50,000 for construction or over $25,000 for service agreements), additional approvals or signatures may be required.

Sole Proprietorship, Non-Profit, Single LLC: Only the one signature is necessary.

*Response required

5.12. Conflict of Interest Disclosure*

The proposer understands that any and all relationships with construction firms that may submit bids for projects developed under this agreement will require full disclosure of any direct or indirect conflicts of interest, financial interests, relationships, and the nature of any relationships with any related project bid submitters; and that any violation of this provision may result in the immediate termination of the

Agreement

☐ Please confirm

*Response required

5.13. Certification of Proposal*

The undersigned hereby submits its proposal and, by doing so, agrees to furnish services in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP.

☐ Please confirm

*Response required

6. Submittal Requirements

6.1. General

It is strongly recommended that the Proposer submit proposals in the format identified in this RFP to allow the City to fully evaluate and compare the proposal. All requirements and questions in the RFP should be addressed and all requested data shall be supplied. The City reserves the right to request additional information which, in the City’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the Agreement.

6.2. Preparation

Proposals should be prepared in such a way as to provide a straightforward, concise delineation of capabilities to satisfy the requirements of this RFP. Responses should emphasize the Proposer’s demonstrated capability to perform the Services. Expensive bindings and promotional materials, etc., are not necessary or desired. However, technical literature that supports the approach to providing the

Services and work plan should be forwarded as part of the proposal. Emphasis should be concentrated on completeness, approach to the work and clarity of proposal.

6.3. Site Examination

Proposers may visit the City and its physical facilities to determine the local conditions which may in any way affect the performance of the work; familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the

Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement.

6.4. Authorization

The proposal shall be signed by an individual, partner, officer or officers authorized to execute legal documents on behalf of the Proposer.

6.5. Confidentiality of Proposal

Proposals submitted in response to this RFP shall be held confidential by City and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either City and the successful Proposer have completed negotiations and entered into an Agreement or

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. 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. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), the City will provide

Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give City written notice of Proposer's objection to the City's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information.

Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this RFP.

6.6. Submittal Instructions

The proposal must be received no later than 5:00 pm, on or before Tuesday, May 19, 2026 through the

City’s electronic bidding system, OpenGov Procurement. It is solely the responsibility of Proposer to see that its proposal is properly submitted in #Content and Format of Proposal in proper form and prior to the stated closing time. The City’s electronic bidding system will not accept late proposals. The City will only consider proposals that have transmitted successfully and have been sent an email with a time stamp from the City’s electronic bidding system indicating that the proposal was submitted successfully.

Proposers shall be solely responsible for informing themselves with respect to the proper utilization of the City’s electronic bidding system, ensuring the capability of their computer system to upload the required documents, and the stability of their internet service. Failure of the Proposer to successfully submit an electronic proposal shall be at the Proposer’s sole risk, and no relief will be given for late and/or improperly submitted proposals.

Proposers experiencing any technical difficulties with the proposal submission process may contact

OpenGov Procurement Support using the instant help chat function (located at the bottom right of the screen while on the website) during business hours, or by emailing support@procurenow.com. Neither the City nor OpenGov Procurement make any guarantee as to the timely availability of assistance or assurance that any given problem will be resolved by the proposal submission date and/or time.

7. Evaluation Criteria

7.1. Phase 1

No. Evaluation Criteria Scoring Method Weight (Points) https://secure.procurenow.com/portal/cityofpalmdesert/projects/235554/document?section=2241561 mailto:support@procurenow.com

1. Firm Qualifications and Relevant Experience

The extent to which the Proposer demonstrates experience delivering projects of similar scope, complexity, and delivery method, particularly for public agencies.

Evaluation will consider:

• Experience with design-build delivery

• Experience implementing wayfinding, monument, signage, public art, or similar urban design projects

• Experience working within public right-of-way and coordinating with multiple stakeholders.

• Demonstrated success delivering projects of comparable scale and visibility.

• Demonstrated experience delivering design-build projects within defined budgets and schedules.

0-5 Points 25 (25% of Total)

2. Project Team and Key Personnel

The qualifications, experience, availability, and organization of the proposed project team.

Evaluation will consider:

• Experience and role of key personnel proposed for delivery of the project

• Clarity of team organization, roles, and lines of responsibility

• Demonstrated ability of the team to coordinate and communicate effectively with City staff

• Adequacy of staffing levels and overall capacity to support the design and construction work

• Level of integration between the design and construction team members, including demonstrated experience working together and clarity of roles in delivering a unified design-build approach

• Qualifications and experience of the individual(s) responsible for cost estimating and cost control during the design phase

0-5 Points 25 (25% of Total)

3. Technical Approach, Design-Build Integration, and Cost Control

The quality, clarity, and completeness of the

Proposer’s proposed approach to delivering the project using a design-build delivery method. Evaluation will consider:

• Understanding of the adopted

Wayfinding and Monument Master

Plan and overall project objective

• Approach to design-build coordination and collaboration with the City

• Strategy for site verification, constructability review, fabrication, and installation coordination

• Approach to confirming locations, quantities, and messaging consistent with the adopted Master Plan

• Overall project management approach, including schedule realism, quality control, and decision-making processes

• Ability to deliver the project within the established budget, including approach to scope prioritization and sequencing

• Identification of key assumptions, constraints, and risks, including permitting and utility coordination

• Approach to maintaining cost alignment between design development and construction, including how cost impacts will be evaluated and communicated to the

City

0-5 Points 30 (30% of Total)

4. Fee Proposal

The reasonableness, transparency, and alignment of the proposed fee with the

Proposer’s technical approach and scope of work. Evaluation will consider:

• Alignment of the proposed fee with the scope, staffing plan, and technical approach described

• Completeness and transparency of the fee proposal

• Reasonableness of pricing relative to the proposed scope and level of effort

• Structure and reasonableness of fully burdened hourly rates for Additional

Work, if applicable

• Level of detail and clarity in the cost breakdown, including identification of major cost components such as signage systems, monument construction, relocation work, site improvements, and utility connections

• Identification of key cost drivers, assumptions, allowances, and potential cost risks.

0-5 Points 20 (20% of Total)

7.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Interviews

At the City’s discretion, one or more Proposers may be invited to participate in interviews.

Interviews may be used to further evaluate team chemistry, understanding of project objectives, collaboration approach, cost assumptions, sequencing strategy, and responsiveness to questions posed by the selection committee.

Interviews may include discussion of the team’s approach to cost control, design-to-budget delivery, and real-time problem solving using project-specific scenarios. Interviews are anticipated to occur during the week of May

19, 2026. Proposers are encouraged to make key team members available during this time.

0-5 Points 100 (100% of Total)

8. Selection Process

1. During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from Proposers, or to allow corrections of errors or omissions.

2. It is the City’s intent to select a Proposer best evidencing demonstrated competence and professional qualification to perform the Services. The City reserves the right to reject all proposals, select by proposal review only or interview as needed. Certain Proposers may be selected to make a brief presentation and oral interview after which a final selection will be made.

The successful Proposer will be selected on the basis of information provided in the RFP, in-person presentations, and the results of the City’s research and investigation. Upon selection of a

Proposer, the City will endeavor to negotiate a mutually agreeable NO VALUE with the selected

Proposer. In the event that the City is unable to reach Agreement, the City will proceed, at its sole discretion, to negotiate with the next Proposer selected by the City. The City reserves the right to contract for services in the manner that most benefits the City including awarding more than one contract if desired.

3. After negotiating a proposed Agreement that is fair and reasonable, City staff will make the final recommendation to the City Council concerning the proposed Agreement. The City Council has the final authority to approve or reject the Agreement.

9. General Conditions

9.1. Federal Requirements

If the Services are funded through a federal funding source, the successful Proposer and its subconsultants/subcontractors shall be required to take cognizance of and comply with all requirements set forth in the Federal Requirements, attached and incorporated herein by this reference.

9.2. Amendments to RFP

The City reserves the right to amend the RFP or issue to all Proposers addenda to answer questions for clarification.

9.3. Amendments to Proposals

Unless specifically requested by the City, no amendment, addendum or modification will be accepted after a proposal has been submitted to City. If a change to a proposal that has been submitted is desired, the submitted proposal must be withdrawn and the replacement proposal submitted prior to the deadline stated herein for receiving proposals.

9.4. Non-Responsive Proposals

A proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the proposal.

9.5. Costs for Preparing

The City will not compensate any Proposer for the cost of preparing any proposal, and all materials submitted with a proposal shall become the property of the City. The City will retain all proposals submitted and may use any idea in a proposal regardless of whether that proposal is selected.

9.6. Cancellation of RFP

City reserves the right to cancel this RFP at any time prior to contract award without obligation in any manner for proposal preparation, interview, fee negotiation or other marketing costs associated with this

RFP.

9.7. Price Validity

Prices provided by Proposers in response to this RFP are valid for 90 days from the proposal due date. The

City intends to award the contract within this time but may request an extension from the Proposers to hold pricing, until negotiations are complete, and the contract is awarded.

9.8. No Commitment to Award

Issuance of this RFP and receipt of proposals does not commit the City to award a contract. City expressly reserves the right to postpone the proposal for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Proposer concurrently, or to cancel all or part of this RFP.

9.9. Right to Negotiate and/or Reject Proposals

City reserves the right to negotiate any price or provision, task order or service, accept any part or all of any proposals, waive any irregularities, and to reject any and all, or parts of any and all proposals, whenever, in the sole opinion of City, such action shall serve its best interests and those of the tax-paying public. The Agreement, if any is awarded, will go to the Proposer whose proposal best meets City’s requirements.

9.10. Non-Discrimination

The City does not discriminate on the basis of race, color, national origin, religion, age, ancestry, medical condition, disability or gender in consideration for an award of contract.

The City's commitment to diversity and inclusion can be found here.

10. Protests

The procedures set forth in this section are mandatory and are the sole and exclusive remedy of a bidder, proposer or other vendor to dispute the award of a contract that the city solicits through a competitive process. A protest that does not comply with these procedures with these procedures may be summarily rejected and the person submitting the protest shall be deemed to have waived all rights to relief.

10.1. Protests of Solicitation Method

By submitting a bid, proposal or other application for a contract award, the bidder, proposer or other vendor shall be deemed to have waived all rights to challenge the city's method for procuring the contract or any discrepancy in the solicitation process or documents. Bidders, proposers, or vendors may submit bids, proposals or other applications under protest. Protests under this section shall be submitted in writing to the official designated to receive the bid, proposal or other application and shall contain a full summary of the factual and legal basis for the protest.

10.2. Waiver

Any person that: (1 ) did not directly submit a bid or proposal, (2) is not responsible or qualified to receive the contract, (3) failed to submit a responsive bid or proposal, (4) is not in line to receive the contract or is otherwise ineligible to receive the contract, (5) is otherwise not beneficially interested in the award, or

(6) fails to submit a timely protest shall be deemed to have waived the right to protest the award of the contract. Any protest deemed waived will be subject to summary rejection without further consideration and the person will have no right to any relief.

10.3. Protests of Award

A bidder, proposer or other vendor applying for a city contract through a competitive process may submit a written protest of the award of the contract. The protest shall identify and explain the factual and legal grounds for the protest. Any grounds not raised in the written protest are deemed waived by the protesting bidder.

https://www.cityofpalmdesert.org/our-city/departments/city-manager/inclusion

10.4. Timing of Protest of Award

Protests shall be submitted in writing to the official designated to receive the bid, proposal or other application within the following times:

1. If of another bidder, within five (5) calendar days after the bid opening date.

2. If the City of Palm Desert makes a recommendation to the City Council/Housing Authority to award a proposal or other application, then within five (5) calendar days following the issuance of the recommendation and prior to the date of the award.

3. If in response to a notice of intent to reject a bid, proposal or other application, then within five

(5) calendar days following the issuance of the notice of intent.

10.5. Protest Review and Response

If the protest is timely and complies with the above requirements, the City of Palm Desert shall review the protest, any response from the challenged bidder, proposer or other vendor, and all other relevant information. The City of Palm Desert will provide a written decision to the protester in a reasonable amount of time. If the protest is in response to a recommendation of award to the City of Palm Desert then the protest will be considered concurrently with the award of the contract, and the approval authority's action is final.

10.6. Conflicts

The protest procedures contained in this section shall not apply if a particular solicitation contains a different protest procedure.