On-Call Fire and HazMat Plan Review and Environmental Consultation Services

The City of Palo Alto Fire Department is seeking qualified firms to provide On-Call Fire and HazMat Plan Review and Environmental Consultation Services through RFP #RFP194180. The procurement aims to secure multiple professional services contractors to support the Fire Prevention Bureau's permit processing and plan review functions. Specific services include permit data entry, application processing, plan reviews for fire alarm systems, fire sprinkler systems, and hazardous materials permits, as well as environmental site investigations and consultation. Proposers must provide experienced personnel such as Fire Plans Examiners, HazMat Plan Reviewers, Environmental Consultants, and Permit Technicians who can work with the Accela Permit Program and maintain necessary certifications. Evaluation criteria will include proposal quality, proposed solution, firm experience, cost, and compliance with requirements. The RFP was released on May 29, 2025, with questions due by June 5, 2025, and proposals due by June 19, 2025, at 3:00 pm. Proposers must submit evidence of financial stability, detailed hourly rates for various positions, and demonstrate expertise in government agency work.

The procurement does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. The contract will be structured as a time and materials arrangement with a fixed-fee maximum "not to exceed" amount to be negotiated. Billing will occur electronically, with reimbursable expenses paid at cost, and the City reserves the right to reject any or all proposals. Selected firms will be responsible for providing their own staff, equipment, training, and ensuring compliance with IT security, ethics, and harassment training requirements. The professional services agreement template indicates potential multi-year contract terms with flexible task order engagement. While specific budget ranges are not explicitly stated, the contract will require comprehensive insurance coverage, including $1,000,000 per occurrence for various liability types, with insurance providers required to have an AM Best's Key Rating of A-:VII or higher. Invoicing and payment will be based on specific hourly rates for positions ranging from Permit Technicians to Senior Fire Plan Reviewers.