Electrification of City Facilities

The City of Palo Alto Public Works Department is seeking qualified design and engineering firms to provide comprehensive building assessment, design, cost estimates, and construction administration services for the electrification of five pilot city facilities: the Art Center, College Terrace Library, Downtown Library, Golf Course Pro Shop/Cafe, and Ventura Community Center. This procurement represents the initial phase of a planned 18-facility electrification program intended to achieve an 80 percent reduction in natural gas usage by 2040, with interim goals of 40 percent reduction by 2030. The selected firm must conduct facility condition assessments, identify all gas-fired equipment requiring conversion to electric alternatives, develop detailed electrification designs, provide cost estimates for system upgrades, and deliver construction administration services across the scope of eight defined tasks. Key deliverables include building assessments with equipment remaining useful life analysis, design drawings and specifications for electric system conversions, electrical service upgrade assessments and designs (ranging from 200 amps to 800 amps depending on facility), cost estimates for equipment replacement and infrastructure modifications, and construction phase administration services. Required qualifications include demonstrated experience with similar municipal electrification or facility conversion projects, financial stability verified through audited financial statements or equivalent documentation, the ability to meet an approximately 84-week performance schedule with College Terrace Library and Art Center prioritized for accelerated completion, and compliance with all applicable laws and regulations including prevailing wage requirements if the project qualifies as public works. Evaluation criteria include proposal quality, proposed solution effectiveness, consultant experience with comparable projects, proposed costs, financial condition and stability, ability to meet the specified timeline, prior performance record with government agencies, ability to provide ongoing services, and regulatory compliance. The non-mandatory pre-proposal conference is scheduled for March 9, 2026, at two locations; questions must be submitted by March 16, 2026, with responses provided by March 23, 2026; and proposals are due electronically through the City's OpenGov portal by 3:00 PM on Monday, March 30, 2026.

The RFP does not identify any specific set-aside designations for disadvantaged business enterprises, women-owned businesses, minority-owned businesses, or other protected classifications in the available documentation. No incumbent vendors or current contractors are identified in the procurement materials. The City has provided comprehensive Facility Condition Assessment reports prepared by Bureau Veritas for all five pilot facilities, establishing baseline data regarding existing equipment specifications, electrical infrastructure capacity, site conditions, and capital improvement needs that will inform design proposals. Selected proposers must obtain City approval of all insurance policies and endorsements, including general liability coverage with minimum limits of $1,000,000 per occurrence, professional liability/errors and omissions coverage with minimum limits of $1,000,000, workers' compensation at statutory limits, and automobile liability coverage with minimum limits of $1,000,000 per person. The City will not pay for services before receiving them and does not accept upfront payments or deposits; all permit and application fees will be paid by the City. Specific budget or award values are not disclosed in the RFP materials, though the Cost Proposal Form requires bidders to submit not-to-exceed pricing for each individual facility and a comprehensive total not-to-exceed cost for all five pilot facilities using either unit rate or lump sum pricing methodologies, and the contract structure will include potential extensions for additional services and phases beyond the initial five-facility pilot program.