Website_Design_and_Development_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

2027-RFP-003

WEBSITE DESIGN AND DEVELOPMENT

RELEASE DATE: August 31, 2026

DEADLINE FOR QUESTIONS: September 14, 2026

RESPONSE DEADLINE: October 15, 2026, 4:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

San Joaquin Council of Governments

REQUEST FOR PROPOSAL

Website Design and Development

I. Introduction II. Requirements & Scope of Work

III. Submittal and Proposal Requirements IV. Selection Process/Contract Award V. Evaluation Criteria

VI. Contract Provisions VII. Bid Protest

VIII. Vendor Submission

Request For Proposal 2027-RFP-003 Title: Website Design and Development

1. Introduction

1.1. Summary

The San Joaquin Council of Governments (SJCOG) is the planning, financing and coordinating agency for the San Joaquin region overseeing transportation, housing and habitat conservation. SJCOG is a joint-powers authority with a board of directors comprised of elected representatives from Escalon, Lathrop, Lodi, Manteca, Mountain House, Ripon, San Joaquin County, Stockton, and Tracy.

SJCOG’s broad range of responsibilities includes managing the Measure K transportation sales tax program, collecting county demographic and economic data, airport land use planning, and regional air quality. SJCOG partners with a network of local governments, private organizations and community groups to deliver a variety of local, state and federal programs that support the streets, roads, highways, public transit, and other transportation resources that help our residents get where they need to be. It is also responsible for assigning each city and the county its fair share of affordable housing.

SJCOG is seeking proposals from qualified firms to design, develop, and host SJCOG’s website. This will be a “concept to completion” process. The website should include a custom high-end web design and development to support easy access to public information, allow for interactivity, and be easy to update and expand.

1.2. Background

Project Overview

The existing website is currently maintained through in-house resources by the Communications team.

While the current format and layout generally meet our needs, we are seeking a provider that can offer greater flexibility and ease of editing. In particular, we are looking for a platform that allows staff to freely edit and update content without being limited by fixed or uneditable modules, while also allowing us to control which users have access to edit specific pages/sections based on their department or role.

An opportunity exists to enhance the site to better reflect the role and activities of SJCOG while incorporating modern web technology to support outreach, communication, information sharing, and business functions.

Project Description

SJCOG is seeking to enhance its existing website through targeted design and functionality improvements while maintaining the overall strengths of the current site. The project’s primary focus is to provide a flexible, easy-to-navigate website that is simple for staff to maintain and update internally.

The selected platform should include a user-friendly content management system that allows staff to easily add, edit, and manage content without relying on fixed or difficult-to-modify modules. SJCOG is seeking a solution that offers greater flexibility in page layouts and content presentation while maintaining a clean, professional, and accessible user experience.

The new site should:

• Refresh and enhance the current look and feel while maintaining brand consistency.

• Provide a cohesive and intuitive navigation structure and user experience.

• Comply with current web accessibility and web standards.

• Be fully responsive and functional across desktop, tablet, and mobile devices.

• Allow for flexible content management and future scalability.

• Include analytics and reporting capabilities.

• Support secure, reliable and efficient website administration.

• Provide the ability to integrate with third-party tools and services, as needed.

• Include training and documentation for staff responsible for maintaining the website.

• Provide recommendations for refinements, modernization opportunities, and functionality improvements that enhance the user experience and long-term maintainability of the website.

Objective

SJCOG’s primary objective is to provide information, increase public awareness, support brand identity, and offer convenient access to organizational documents, programs, and services. The website should effectively communicate SJCOG’s mission and activities through clear messaging, intuitive navigation, and engaging visuals.

The goal of the SJCOG website is to serve as an accessible public communication tool that provides simple electronic access to information and reflects the Agency’s work in a clear, professional, and user-friendly format. While the current site generally meets operational needs, SJCOG is seeking enhancements that improve flexibility, usability, accessibility, mobile responsiveness, and long-term content management capabilities.

Proposers may reference SJCOG’s existing website (https://www.sjcog.org) to understand current content structure, functionality, and user experience. The existing site should be viewed as a baseline only, and proposals should not be constrained by current design or architecture. SJCOG is seeking a modernized solution that improves flexibility, usability, accessibility, mobile responsiveness, and long-term content management capabilities.

1.3. Timeline

Release Project Date August 31, 2026

Question Submission Deadline September 14, 2026, 4:00pm

Response Submission Deadline October 15, 2026, 4:00pm

Proposal Evaluation Period October 16 - November 6, 2026 https://www.sjcog.org/

Interviews (if required) November 9 - 13, 2026

SJCOG Board Approval and Contract Award December 3, 2026

2. Requirements & Scope of Work

2.1. Minimum Requirements

Proposers must demonstrate the following minimum qualifications:

• A minimum of five (5) years of experience designing, developing, and maintaining public-sector or similarly complex organizational websites.

• Demonstrated experience delivering full-cycle website projects, including design, development, content migration, testing, deployment, and ongoing hosting or support services.

• Experience implementing open-source content management systems (CMS) that provide flexible content management, role-based user permissions, and the ability for non-technical staff to manage and update website content.

• Demonstrated knowledge of current web accessibility standards, including WCAG 2.2 Level AA compliance, and experience implementing accessible website design and remediation practices.

• Experience integrating third-party tools and systems, such as mapping platforms, document libraries, forms/surveys, analytics tools, and email subscription services.

• Demonstrated ability to provide hosting, maintenance, security updates, and ongoing technical support for mission-critical public-facing websites.

• A project team with appropriate technical qualifications in UX/UI design, web development, accessibility compliance, and CMS administration.

SJCOG reserves the right to request additional information to verify qualifications and experience.

* Proposers may be required to provide examples of comparable public-sector website projects and references.

2.2. Design Requirements

The design component includes the conceptual development of the overall look, functionality, structure, and user experience of the new website. The website should provide intuitive access to information while incorporating accessibility standards, navigational tools, interactivity, search functionality, and analytics.

The website should be built on a user-friendly content management system (CMS) that enables SJCOG staff to independently manage website content.

The redesigned site should incorporate the following design principles:

• Provide a consistent and unified design theme. Each section of the site should maintain a cohesive visual identity, including consistent branding, typography, headers, colors, spacing, and page layouts. The SJCOG logo and common navigation elements should appear throughout the site.

• Be visually appealing and professionally designed. The site should include an appropriate balance of text, photos, videos, graphics, and white space to create a clean, modern, and accessible user experience without visual clutter.

• Provide a user-friendly experience.

A. Use logical, intuitive navigation and clearly labeled links.

B. Be fully responsive and optimized for major web browsers, tablets, and mobile devices.

C. Present information in a clear and organized manner that does not overwhelm users.

D. Include printer-friendly functionality for pages and documents, where appropriate.

E. Allow users to easily locate documents and information without requiring familiarity with regional government structure or SJCOG operations.

• Provide effective navigational tools. Include clear menu structures, navigation elements, shortcut links, and “breadcrumb” navigation to improve usability and orientation throughout the site.

• Provide social media and third-party integration as defined in Functional Requirements.

• Allow for interactivity. The site should support online forms, surveys, feedback tools, meeting agenda access, email response functionality, and other interactive features that improve public engagement and communication.

• Provide robust search capabilities. The site should include an internal search function that allows users to quickly locate content, documents, and information. The site should also incorporate basic search engine optimization (SEO) best practices to improve discoverability through major search engines.

• Support flexible growth and scalability. The website should be designed to accommodate future content expansion, feature enhancements, and evolving agency priorities.

• Support subscription and notification tools. The system should allow SJCOG staff to manage subscriber lists and distribute updates, notices, meeting agendas, and related communications.

• Provide analytics and reporting capabilities, with detailed tracking requirements defined in the

Website Requirements section. The site should include user tracking and reporting tools that provide administrators with access to website analytics and visitor data.

• Maintain accessibility and compliance standards. The website should comply with current ADA accessibility requirements and applicable web standards, including WCAG guidelines, where appropriate.

• Provide secure and reliable administration. The platform should support secure user access, routine maintenance, software updates, and backup capabilities.

• Include training and documentation. The selected vendor should provide training and supporting documentation for SJCOG staff responsible for maintaining website content and administration.

The website should be designed to serve San Joaquin County residents, member agencies, businesses, government agencies, civic organizations, developers, community groups, and other individuals or organizations seeking information about or conducting business with San Joaquin Council of

Governments.

2.3. Website Requirements

General Requirements:

• Provide a simple, efficient, and intuitive user experience through a clear, consistent, and uncluttered design layout. The website should present a professional appearance and consistently represent SJCOG in its interactions with agencies, businesses, community organizations, and the public.

• Create a searchable document library that allows users to easily locate, view, and download documents, agendas, reports, maps, forms, and related materials.

• Provide integration with SJCOG social media platforms, including Facebook, Instagram (grid view), LinkedIn, and other applicable channels.

• Provide access to general information about SJCOG, including meeting agendas and minutes, current projects and developments, organizational information, public notices, and searchable website content.

• Include intuitive and consistent navigation features throughout the website, including clear pathways back to the homepage and key content areas.

• Be developed on a platform that allows the website and its content to remain portable and transferable to another platform, if necessary. SJCOG reserves the right to transfer the website at the conclusion of the contract period. Proposals should describe how website code, databases, files, and content would be transferred to SJCOG or another platform.

• Provide administrative reporting capabilities related to website activity and performance.

• Include on-site or virtual training for designated SJCOG staff (up to eight users) to ensure staff can effectively manage website content and administration. Training manuals and documentation should be provided in electronic format.

• The selected Consultant shall provide technical support services for the duration of the Contract and any mutually agreed extensions. Technical support shall be included as part of the contract cost.

2.4. Functional Requirements:

The proposed content management system (CMS) must support modular, reusable, and accessible website components that allow SJCOG staff to easily create, manage, and publish content without technical expertise.

The system shall include, at minimum, the ability to support the following functional features:

• Content Presentation & Layout Tools o Tabbed content widgets (tabbed sections within pages) o Accordion and expandable content sections o Card-based layouts (clickable image tiles) o Carousel functionality for rotating featured content o Image-based buttons and calls-to-action (CTAs) o Flexible page builder or block-based editing system

• Communication & Engagement Tools o Email subscription integration (e.g., Mailchimp or equivalent embed/API support) o News, announcements, and “news flash” or alert feed functionality o Site-wide alerts, banners, or modal pop-up messaging for time-sensitive notices o Polling or survey functionality (basic public engagement tools) o Contact forms with routing/notification capabilities o Optional message inquiry system for routing public questions to departments

• Information Access & Directory Tools o Staff directory module with searchable and categorized listings o Document library with tagging, filtering, and categorization o Calendar/event module with filtering and embedding capabilities o Interactive map embedding support (e.g., Google Maps, ArcGIS Online, or equivalent)

• Accessibility & Compliance Requirements

All functional modules (including widgets, forms, and interactive elements) must:

o Be fully compliant with WCAG 2.2 Level AA standards o Support keyboard navigation and screen readers o Maintain proper semantic structure for accessibility o Be fully responsive across desktop, tablet, and mobile devices

• Multilingual/Translation Capability

The CMS should support integration with translation tools or multilingual functionality, including the ability to provide translated content or machine translation services where appropriate.

• Integration Requirements

The system must support embedding or integration of third-party tools including, but not limited to:

o Email marketing platforms (e.g., Mailchimp or equivalent) o Mapping platforms o Survey and form tools o Social media feeds and embedded content

2.5. Additional Features/Capabilities:

The following list identifies additional features and capabilities desired by SJCOG. The list is not intended to be all-inclusive or represent minimum requirements.

• Ability to use the website as a distribution platform for agendas, public notices, newsletters, committee materials, and other communications.

• Video and audio streaming or embedding capabilities for meetings, presentations, and public information content.

• A flexible technology solution that allows SJCOG staff to easily and cost-effectively update content, create pages, modify layouts, and manage website features after launch without requiring extensive vendor assistance.

• Integration capabilities with third-party applications, mapping tools, calendars, forms, and external platforms, as needed.

• Accessibility features and tools that support ongoing ADA and WCAG compliance.

• Ability to display site-wide alerts, notification banners, or modal messages (e.g., emergency notices, maintenance updates, or time-sensitive announcements) that can be easily managed by authorized staff.

2.6. Technical/Maintenance Requirements:

• The website shall be developed using widely supported open-source technologies and an open-source content management system (CMS) that allows full administrative control, long-term flexibility, and elimination of proprietary vendor lock-in. Acceptable technologies may include, but are not limited to, open-source platforms such as WordPress or Drupal, and related open-source technologies (e.g., PHP, MySQL, HTML5).

• All major site functions, including content posting, calendar updates, document management, and related administrative tasks, shall be managed through a secure, password-protected administrator control panel with role-based user permissions.

• The CMS shall enable authorized SJCOG staff to manage website content without requiring advanced technical knowledge.

• The system shall support routine software updates, security patches, backups, and general system maintenance, with a clear process for ongoing updates and support.

• The website should be designed to ensure full portability, allowing SJCOG to transfer the site, including all source code, databases, files, and content, to another vendor or hosting environment at any time without restriction.

• The vendor shall provide complete documentation of the system architecture, configuration, and administrative functions to support long-term maintainability.

2.7. Period of Performance

The period of performance for website design, development, content migration, testing, training, and implementation shall not exceed one (1) year, followed by three (3) years of hosting, maintenance and ongoing support. SJCOG anticipates the website will launch by month six of project kickoff, with continued testing, refinement, training, and initial post-launch support during the remainder of Year 1.

Note that this timeframe is an anticipated target and not a mandatory deadline.

Optional renewal terms for continued hosting, maintenance and support may be included by mutual agreement.

2.8. Website Ownership

SJCOG shall retain exclusive ownership of all website content, source code, design elements, graphics, databases, documentation, and other materials specifically developed for SJCOG under the Contract.

Proprietary third-party software, plugins, platforms, or other pre-existing materials shall remain the property of the applicable owner and shall be provided to SJCOG under the applicable license terms for as long as SJCOG elects to use them.

The consultant shall ensure that SJCOG has all access and administrative permissions necessary to manage the website. Upon termination or expiration of the contract, the consultant shall provide SJCOG with all website files, data, configurations, credentials, and other materials necessary for SJCOG or its designated provider to continue operating, maintaining, and managing the website.

3. Submittal and Proposal Requirements

All submittals must include the following:

3.1. Proposal Submittal Process

Submission of Proposal/Period of Acceptance: Proposals may be received no later than Thursday, October 15, 2026 and 4:00 pm specified in this RFP, through the SJCOG e-Procurement Portal. The San

Joaquin Council of Governments e-Procurement Portal Clock shall be the official clock for determining all proposal submission deadlines. Proposals will not be accepted after the submission deadline under any circumstances, including technical difficulties such as poor internet connections, system issues, or other submission problems. SJCOG strongly recommends that Proposers complete and submit their proposals well in advance of the submission deadline.

All proposals shall remain valid for a period of ninety (90) days following the proposal submission deadline. All proposals shall become the sole property of SJCOG and part of its official records without obligation on the part of SJCOG. This RFP is not to be construed as a contract or commitment on the part of SJCOG. SJCOG reserves the right to reject any or all proposals, to request additional information from any Proposer, or to issue another RFP if deemed appropriate.

Proposals shall not exceed fifteen (15) pages, excluding the cover letter, table of contents, samples/examples, resumes, and references. Proposals shall be submitted in PDF format.

3.2. Submittal Requirements

In order to simplify the review process and maximize the degree of comparative analysis, the proposal should be organized in the following manner:

A. Cover letter: The cover letter shall be signed by an official authorized to bind the

Proposer contractually and shall contain a statement that the proposal constitutes a firm offer for a period of ninety (90) days following the proposal submission deadline. The proposal shall also provide the name, title, address, telephone number, and email address of the individual(s) authorized to negotiate and contractually bind the Proposer.

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

B. Overview: This section should clearly convey the Consultant's understanding of the nature of the work and the general approach to be taken in its performance. This section should include, but not be limited to, a discussion of the purpose of the project, the organization of the project effort, and a summary of the proposed approach.

C. Table of Contents: Include identification of the material by section and page number.

D. Detailed Work Plan: This section should include the following components:

• Task Description: Include a full description of each step to be followed in carrying out the project. The work description should be presented in sufficient detail (tasks, subtasks, etc.) to show a clear understanding of the work and the proposed approach.

• Format of Web Design: List the applications to be used in the design and construction of the site.

• Sample Home Page: Provide a sample of what you envision as the home page for this site.

• Site Map: Based upon the information provided, provide a sample site map showing the number of levels envisioned.

• Technical/Software Information: Provide the following information as it relates to website development:

• Under what operating systems does the application software run?

• Describe how your system is to be implemented.

• What software language is the program written in?

• List all supported network protocols.

• Describe how the proposed website will comply with current accessibility standards, including WCAG 2.2 Level AA requirements, ADA requirements, and best practices for accessibility. Include your firm's experience conducting accessibility testing and remediation.

• Explain your system’s ability to integrate with third party portal products and identify any with which you have achieved successful integration.

• Provide any additional technical information and/or requirements applicable to the website.

• Cybersecurity: Describe the security measures that will be incorporated into the website, including:

• Secure hosting environment.

• SSL/TLS encryption.

• Multi-factor authentication for administrative users.

• User access controls and permissions.

• Vulnerability management and patching procedures.

• Backup and disaster recovery procedures.

• Protection against common web vulnerabilities (OWASP Top 10).

• Mobile Optimization: Describe how the website will be designed and tested to provide optimal user experience across desktop, tablet, and mobile devices.

• Content Management System (CMS): Describe the CMS platform proposed, including:

▪ Content editing capabilities.

▪ User roles and permissions.

▪ Workflow and approval processes.

▪ Ease of use for non-technical staff.

▪ Upgrade and maintenance requirements.

• Hosting Environment: Describe the proposed hosting environment, including hosting provider, server environment, geographic location of hosting, uptime commitments, backup procedures, security measures, disaster recovery, monitoring, and procedures for transferring the website to SJCOG or another hosting provider.

• Ongoing Support:

▪ Describe ongoing maintenance and support services.

▪ Provide service level commitments, response times, and escalation procedures.

▪ Explain software update and patch management practices.

• Analytics and Reporting: Describe the website analytics and reporting tools that will be provided, including the ability to track visitor traffic, user engagement, accessibility metrics, and content performance.

• Search Functionality: Describe the site's search capabilities, including indexing, filtering, document search, and accessibility considerations.

• Artificial Intelligence and Automation: Identify any AI-powered tools or functionality proposed for the website. Describe how such tools will be implemented, governed, maintained, and monitored for accuracy, accessibility, privacy, and security.

• Training: Submit a plan to transition maintenance and updates to SJCOG staff.

• Ownership: SJCOG shall retain exclusive ownership of all website content, source code, design elements, graphics, documentation, and associated intellectual property developed specifically for this project, except for proprietary third-party software components licensed to SJCOG.

• Schedule: A detailed project schedule showing the expected sequence and duration of tasks and subtasks shall accompany the work description. The schedule shall identify key milestones, deliverables, review periods, testing periods, anticipated website launch date, and the expected time of completion for each phase. The proposed schedule should demonstrate the Consultant’s ability to launch the website by month six of project kickoff, recognizing that this timeframe is an anticipated target and not a mandatory deadline, and provide continued testing, refinement, training, and initial post-launch support during the remainder of the Year 1 implementation period.

• Management Approach: This section should describe the Consultant’s management approach. If this proposal is a team effort, the distribution of work among the team members should be indicated. Describe the organization of the management team, the structure of the work assignments, and any specific features of the management approach that requires special explanation. Designate by name the project manager to be employed who will oversee the project. Substitutions of the identified project manager will be allowed only under special circumstances and only with approval from the SJCOG project manager(s).

• Qualifications: Include the name and qualifications of all professional personnel to be employed, a resume for each professional (included in an appendix), a statement indicating how many hours each professional will be assigned to the contract, and what tasks each professional will perform. Staffing assignments should be specific enough to demonstrate an understanding of the skills required to conduct the study, and the appropriate commitment of proper resources. This item includes qualifications of any sub‐consultants to be retained to carry out this project. The selected Consultant will not substitute members of the project team without prior approval of the SJCOG project manager(s).

E. Period of Performance: The contract shall have an initial term of four (4) years. The period of performance for website design, development, content migration, systems integration, testing, training, and implementation shall be for a period not to exceed one (1) year. SJCOG anticipates that the new website will be launched and publicly accessible by month six of project kickoff; however, this timeframe is intended as a general planning target and is not a mandatory deadline. Proposers should recommend a realistic and appropriate implementation schedule based on their proposed approach, project scope, and experience with similar projects.

The selected Consultant shall provide a detailed project schedule identifying the anticipated duration, milestones, and deliverables for each phase of work.

Following the initial launch, the selected Consultant shall continue to provide testing, refinement, training, and initial post-launch support during the remainder of the first year. The project schedule shall allow sufficient time for accessibility review, quality assurance testing, user acceptance testing, review periods, training, deployment, and post-launch support.

The remaining three (3) years shall be for website hosting, maintenance, and ongoing support services. SJCOG may, at its discretion and subject to performance and funding availability, negotiate additional one-year extensions for hosting, maintenance, and ongoing support services, subject to mutual agreement of the parties.

F. Price Quote & Cost Breakdown: The price quoted should be inclusive of all costs associated with the project, including design, development, content migration, testing, accessibility compliance, training, deployment, ongoing support, and any other services necessary to complete the project. The anticipated total budget for the initial four-year Contract term, including Year 1 design, development, implementation, hosting, maintenance, support, licensing, and other required services, is between $100,000 and $200,000. This budget is an estimate and does not guarantee a minimum expenditure by SJCOG.

The budget must encompass all design, production, software configuration, content migration, and implementation services necessary for development and launch of the website. Proposers must clearly identify any subcontractors proposed for this project, including the specific scope of work each subcontractor will perform. All subcontractors must be identified in the proposal.

Pricing: Proposers should provide a detailed cost breakdown in the following format:

• One-Time Design + Implementation Costs (Year 1): provide itemized pricing for each phase of work, including all activities necessary to design, develop, test and launch the website:

▪ Phase I: Discovery, Stakeholder Engagement, and Requirements & Site Planning

▪ Phase II: Information Architecture, User Experience (UX), and Visual Design

▪ Phase III: Website Development, Content Migration, and Systems Integration

▪ Phase IV: Accessibility Review, Quality Assurance Testing, and User Acceptance Testing

▪ Phase V: Deployment, Training, and Initial Post-Launch Support

The Year 1 cost shall include all work necessary to complete website design, development, content migration, systems integration, testing, training, and implementation within the one-year implementation period.

• Annual Recurring Costs (Years 2-4): provide a separate annual cost for each of the following services:

o Ongoing hosting, maintenance and technical support o Security updates, patches, and monitoring o CMS and third-party software/plugin licensing (if applicable) o Performance monitoring and minor enhancements (if included)

Proposers must clearly indicate whether annual costs are fixed for each year of the contract or subject to escalation and identify any assumed annual increases.

• 4-Year Total Cost Summary: proposers must provide a consolidated total cost for the full four (4) year contract term, including:

• Year 1 one-time cost (design/development + implementation)

• Year 2 recurring cost (hosting + maintenance/ongoing support)

• Year 3 recurring cost (hosting + maintenance/ ongoing support)

• Year 4 recurring cost (hosting + maintenance/ ongoing support)

• Additional Costs: provide a detailed cost breakdown for all costs that may be charged to SJCOG, including:

• Labor hours by project phase and task

• Labor categories or key staff roles

• Hourly rates (if applicable)

• Software, licensing, and third-party service costs

• Hosting, maintenance, and support costs

• Travel and reimbursable expenses (if applicable)

• Subcontractor costs

* Subcontractor costs shall be clearly identified and itemized. Any markup on subcontractor costs must be disclosed and approved by SJCOG.

* Proposers shall provide a clear description of how project funds will be allocated across tasks and phases described in this RFP.

G. References: Provide a description of previous projects that significantly relate to your qualifications for this project. Provide names, addresses, and telephone numbers for at least three clients for whom your firm provided services comparable to those described in this RFP.

SJCOG may not be used as one of the required references. Proposers may identify prior work performed for SJCOG elsewhere in their proposal as relevant project experience.

3.3. Inquiries and Clarifications

Proposers shall submit all inquiries and requests for clarification regarding this RFP through the SJCOG e-

Procurement Portal. Proposers shall submit inquiries by the deadline specified in the RFP Schedule.

Responses to inquiries that have a material impact on the proposal, as well as any applicable clarifications or addenda, will be posted on the SJCOG e-Procurement Portal.. Proposers may select https://secure.procurenow.com/portal/sjcog

“Follow” on the solicitation to receive email notifications when updates or responses are posted. It is the sole responsibility of each Proposer to monitor the e-Procurement Portal for responses to inquiries, clarifications, addenda, and other updates related to this RFP.

3.4. Addenda and Waiver of Minor Irregularities

SJCOG reserves the right to amend this RFP by written addendum and to waive minor irregularities in proposals that do not affect the substance or fairness of the procurement process. If an addendum materially affects the preparation of proposals, SJCOG may, at its discretion, extend the proposal submission deadline to provide Proposers with additional time to respond.

3.5. Examination of Proposal Documents

The Proposer shall be solely responsible for carefully examining the RFP, including all requirements, specifications, attachments, and addenda issued during the proposal period. The Proposer shall also be responsible for informing itself of all conditions that may in any way affect the amount or nature of its proposal or the performance of the work if selected. Failure of the Proposer to examine the RFP and inform itself of such conditions shall be at the Proposer’s sole risk, and no relief or adjustment shall be provided for errors or omissions that could reasonably have been identified through such examination.

3.6. Conflict of Interest

The prospective Consultant shall disclose any financial, business, or other relationship with SJCOG that may affect, or reasonably appear to affect, the Consultant’s objectivity or the selection process.

The selected Consultant shall not be precluded from participating in future SJCOG projects, provided that no direct conflict of interest exists at the time of such participation. Consultants responsible for the design of a project shall not participate in the construction management or construction inspection of that same project. The determination of whether a conflict of interest exists, whether direct or incidental, shall be at the sole discretion of SJCOG.

3.7. Modification or Withdrawals of Proposals

Any proposal received before the date and time specified for receipt of proposals may be withdrawn or modified by the Proposer by un-submitting the proposal through the SJCOG e-Procurement Portal and making any necessary adjustments. To be considered, a modified proposal must be resubmitted and received by SJCOG no later than the proposal submission deadline specified in this RFP.

3.8. Signing of Proposal/Authorization to Negotiate

The proposal shall be signed by an official authorized to bind the Proposer contractually and shall contain a statement that the proposal constitutes a firm offer for a period of ninety (90) days following the proposal submission deadline. The proposal shall also provide the name, title, address, telephone number, and email address of the individual(s) authorized to negotiate and contractually bind the

Proposer.

3.9. Rejection of Proposals

Failure to comply with the requirements of this RFP may result in rejection of the proposal. SJCOG reserves the right to reject any proposal that is conditional, incomplete, contains material irregularities, or includes unreasonable or excessively high costs or rates. SJCOG may, at its discretion, waive an immaterial deviation or minor irregularity in a proposal. Any waiver of an immaterial deviation or minor irregularity shall not modify the requirements of this RFP or relieve the Proposer of its obligation to fully comply with all requirements of the resulting Contract if awarded.

3.10. Ineligible Bidders

Each Proposer shall certify that neither the Proposer nor any of its principals is currently debarred, suspended, or otherwise prohibited from contracting with a public agency or governmental entity under applicable federal, state, or local law.

3.11. SJCOG Rights

SJCOG may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by a proposer, and require additional evidence of qualifications to perform the work described in the RFP. SJCOG reserves the right to:

Reject any or all of the proposals if it deems such action is in the public interest;

• Issue subsequent Requests for Proposals;

• Cancel the entire Requests for Proposal;

• Remedy technical errors in the Request for Proposals process;

• Appoint an evaluation committee to review the proposals;

• Seek the assistance of outside technical experts in proposal evaluation;

• Approve or disapprove the use of particular subconsultants;

• Establish a short list of proposers eligible for interviews after review of written proposals;

• Negotiate with some, all, or none of the respondents to the RFP;

• Solicit best and final offers from all or some of the proposers;

• Award a contract to one or more proposers;

• Accept an offer other than the lowest price offer; and

• Waive informalities and irregularities in proposals and the bid process.

This RFP does not commit SJCOG to enter into a contract, nor does it obligate SJCOG to pay for any costs incurred in the preparation and submission of proposals or in anticipation of a contract. All proposals will be subject to public disclosure as required by the California Public Records Act.

SJCOG reserves the right to investigate the qualifications of all firms under consideration to confirm any part of the information furnished by a proposer, or to require other evidence of managerial, financial, or other capabilities that are considered necessary for the successful performance of the contract.

3.12. Confidential Information/Public Record

All responses become property of SJCOG. All responses, including the accepted proposal and any subsequent contract, become public records per the requirements of the California Government Code, Sections 6250 -6270, “California Public Records Act”. Proprietary material must be clearly marked as such. Pricing and service elements of the successful proposal are not considered proprietary information.

SJCOG will treat all information submitted in a proposal as available for public inspection once SJCOG has selected a contractor. If you believe that you have a legally justifiable basis under the California

Public Records Act (Government Section 6250 et. seq.) for protecting the confidentiality of any information contained within your proposal, you must identify any such information, together with the legal basis of your claim in your proposal, and present such information separately (see "Confidential" section in Vendor Submissions) as part of your response package.

The final determination as to whether SJCOG will assert your claim of confidentiality on your behalf shall be at the sole discretion of the SJCOG. If SJCOG makes a determination that your information does not meet the criteria for confidentiality, you will be notified as such. Any information deemed to be non-confidential shall be considered public record.

3.13. Proposer Objections

A Proposer may object to any of the terms or provisions set forth in the RFP, including the Scope of

Work, on the grounds that SJCOG’s procedures, the provisions of this RFP, or applicable law have been violated or inaccurately or inappropriately applied. Any such objection shall be submitted in writing through the SJCOG e-Procurement Portal no later than five (5) business days following the RFP release date and shall include a written explanation of the basis for the objection. Objections submitted after this deadline may not be considered.

4. Selection Process/Contract Award

4.1. Selection Process

Proposals will be judged exclusively on the criteria listed in "Evaluation Criteria." Consultant qualifications will be evaluated by a selection committee consisting of staff from SJCOG and various representatives of its member jurisdictions and agencies as determined necessary. The Selection

Committee will evaluate the proposals based on the outlined content requirements described below.

Each member of the Selection Panel will use the same evaluation criteria and categories to score the proposals.

Only those firms judged most qualified, based on their qualifications and proposal, will be invited to participate in the remainder of the selection process. Upon the completion of the evaluation of the proposals, SJCOG may invite a limited number of qualified firms, to participate in oral interviews. SJCOG will then select the most responsive firm with which to refine the Scope of Work. Assuming a successful negotiation process, the SJCOG Board will approve the selected Consultant. If for any reason negotiations are unsuccessful, the second most qualified firm will be asked to refine the Scope of Work.

4.2. Contract Award

The actual award of the contract will be by the San Joaquin Council of Governments. Proposal opening and evaluation do not constitute an award of a contract. The contract shall not be considered effective or binding until it has been approved by the SJCOG Board.

4.3. Nondiscrimination

The selected Consultant shall comply with all applicable federal, state, and local laws prohibiting discrimination in the performance of the Contract.

5. Evaluation Criteria

5.1. Initial Proposal Evaluation - Written Proposal

No. Evaluation Criteria Scoring Method Weight (Points)

1. Comprehension of the Project

Demonstrated understanding of the project, scope of work, and SJCOG’s objectives.

Points Based 25 (25% of Total)

2. Thoroughness & Meeting the RFP Objectives

Level of ability, creativity, and completeness in addressing the scope of work and meeting the objectives of the RFP.

Points Based 30 (30% of Total)

3. Qualifications & Experience of Team

Familiarity and prior experience with similar projects, as well as the qualifications and experience of the proposed project team.

Points Based 25 (25% of Total)

4. Project Budget & Delivery Time

Cost effectiveness of the proposal and the proposer’s ability to meet the required project schedule.

Points Based 10 (10% of Total)

5. References

Quality and relevance of references for similar projects.

Points Based 10 (10% of Total)

5.2. Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Oral Interview

For firms invited to participate in oral interviews, the firm’s demonstrated understanding of the project, approach, qualifications, and ability to successfully complete the work.

Points Based 40 (100% of Total)

6. Contract Provisions

6.1. Insurance Requirements

Without limiting SJCOG’s right to obtain indemnification from the Consultant or any third parties, the selected Consultant, at its sole expense, shall maintain in full force and effect the following insurance policies throughout the term of the contract.

Commercial General Liability: Commercial General Liability insurance with limits of not less than

$1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage. The Commercial General Liability policy shall name SJCOG, its officers, agents, and employees, individually and collectively, as additional insureds, but only insofar as the operations under the terms of the Contract are concerned. Such additional insured coverage shall apply as primary insurance, and any other insurance or self-insurance maintained by SJCOG, its officers, agents, and employees shall be excess only and shall not contribute with the insurance provided under the Consultant’s policies.

Commercial Automobile Liability: Commercial Automobile Liability insurance with limits of not less than

$25,000 per person and $250,000 per accident for bodily injury, and $50,000 for property damage, or a combined single limit of not less than $250,000.

Professional Liability: Professional Liability/Errors and Omissions insurance with limits of not less than

$1,000,000 per claim.

Workers’ Compensation: Workers’ Compensation insurance as required by applicable California law.

Cyber Liability Insurance: Cyber Liability insurance with limits of not less than $1,000,000 per claim or occurrence. The policy shall provide coverage, as applicable to the services provided under the Contract, for cybersecurity incidents, including data breaches, unauthorized access, ransomware or other malicious attacks, privacy violations, forensic investigation, notification and related response costs, data restoration, and business interruption or network interruption. The Consultant shall maintain such coverage throughout the term of the Contract and shall provide SJCOG with a current Certificate of

Insurance evidencing the required coverage upon execution of the Contract, annually thereafter, and upon request.

The selected Consultant shall provide certificates of insurance and, where applicable, endorsements evidencing the required insurance coverage to SJCOG within twenty-one (21) days following execution of the Contract. Such certificates and endorsements shall demonstrate to SJCOG’s satisfaction that the required insurance coverages have been obtained and are in full force and effect. The Consultant shall be responsible for all premiums and costs associated with the required insurance policies, and SJCOG, its officers, agents, and employees shall not be responsible for payment of any such premiums.

Where required under this section, the applicable insurance policy shall name SJCOG, its officers, agents, and employees, individually and collectively, as additional insureds, but only insofar as the operations under the Contract are concerned. Such additional insured coverage shall apply as primary insurance, and any other insurance or self-insurance maintained by SJCOG, its officers, agents, and employees shall be excess only and shall not contribute with the insurance provided under the Consultant’s policies.

The Consultant shall provide SJCOG with written notice of cancellation, non-renewal, or material change in coverage in accordance with the requirements of the applicable insurance policy and applicable law.

In the event the selected Consultant fails to maintain the insurance coverage required under this section at all times during the term of the Contract, SJCOG may, in addition to any other remedies available to it, suspend or terminate the Contract upon the occurrence of such failure

6.2. Local, State and Federal Requirements

The selected Consultant shall comply with all applicable local, state, and other legal requirements applicable to the services provided under the Contract. The proposal shall include all costs associated with consulting, planning, design, development, implementation, and other services required under this

RFP.

6.3. Negotiations and Engagement

Following the selection of a Consultant, the selected firm will participate in contract negotiations with

SJCOG staff. The final contract and Scope of Services will be negotiated. Consultants are encouraged to include in their proposal any comments relating to the Scope of Services and/or the terms and conditions of SJCOG’s standard contract. In addition, Consultants are reminded that any comments regarding the Terms and Conditions of SJCOG’s standard contract must be noted in the proposal. SJCOG reserves the right to disqualify any firm that does not provide written discussions of any disagreements it has relative to SJCOG’s Terms and Conditions. SJCOG does not anticipate making any substantive changes to its Terms and Conditions.

7. Bid Protest

7.1. Standing for Protest

A. Only a proposer who has actually submitted a responsive proposal is eligible to submit a protest.

Subcontractors are not eligible to submit protests. A proposer may not rely on the protest submitted by another proposer but must timely pursue its own protest.

B. The protesting proposer must submit a non-refundable fee in the amount of five hundred dollars ($500.00). This fee must be submitted to SJCOG no later than the respective protest deadline defined below.

7.2. Grounds for Protest.

Protests shall be based only upon the following grounds:

A. SJCOG failed to follow the procedures and adhere to the requirements set forth in the Request for Proposal or Addendum thereto.

B. The Protestor alleges misconduct by SJCOG officials or evaluation team members.

7.3. Time for Filing a Protest

A. Any protest must be in writing and received by SJCOG at 555 East Weber Avenue, Stockton, CA

95202 before 5:00 p.m. no later than two (2) business days following the date the SJCOG Board awards the Contract.

B. For purposes of this Protest Procedure, a “business day” means a day that SJCOG is open for normal business, and excludes weekends and holidays observed by SJCOG.

7.4. Required Form of Protest

A. The protest must contain a complete statement of the basis for the protest and all supporting documentation. Material submitted after the applicable protest deadline will not be considered.

The…