7DEOH
&DWHJRU\'HSWKDQG%UHDGWKRI2IIHUHG(TXLSPHQW3URGXFWVDQG6HUYLFHV ,QGLFDWHEHORZLIWKHOLVWHGW\SHVRUFODVVHVRIHTXLSPHQWSURGXFWVDQGVHUYLFHVDUHRIIHUHGZLWKLQ\RXUSURSRVDO3URYLGHDGGLWLRQDOFRPPHQWVLQWKHWH[WER[SURYLGHGDVQHFHVVDU\ 3URSRVHUVVXEPLWWLQJDSURSRVDOLQ&DWHJRU\ZLOOEHVXEPLWWLQJLQWKHEURDGFDWHJRU\WKDWLQFOXGHVDOOW\SHVRIHQJLQHVIXHODQGSURSXOVLRQV\VWHPV6HH5)36HFWLRQ,,%IRUGHWDLOV :HZLOOQRWEHVXEPLWWLQJIRU7DEOH
&DWHJRU\'HSWKDQG%UHDGWKRI2IIHUHG(TXLSPHQW3URGXFWVDQG6HUYLFHV /LQH
,WHP &DWHJRU\RU7\SH 2IIHUHG
&KDVVLV7\SH
,&(DQGRU%(9
&RPPHQWV
&ODVVௐௐFKDVVLV <HV
1R
%RWK&KDVVLV7\SHV
,&(DQG%(9
7K URXJKௐRXUௐௐ2(0VௐIRUௐ,&(ௐ2SWLPDOௐ(9ௐIRUௐ%(9
&ODVVௐௐFKDVVLV <HV
1R
,QWHUQDO&RPEXVWLRQ(QJLQHIXHOW\SHV
,&(
7KURXJKௐRXUௐௐ2(0ௐ3D UWQHUV
&ODVVௐௐFKDVVLV <HV
1R
,QWHUQDO&RPEXVWLRQ(QJLQHIXHOW\SHV
,&(
7KURXJKௐRXUௐௐ2(0ௐ3D UWQHUV
&ODVVௐௐFKDVVLV <HV
1R
,QWHUQDO&RPEXVWLRQ(QJLQHIXHOW\SHV
,&(
7KURXJKௐRXUௐௐ2(0ௐ3D UWQHUV
&ODVVௐௐFKDVVLV <HV
1R
,QWHUQDO&RPEXVWLRQ(QJLQHIXHOW\SHV
,&(
1RWௐDWௐWKLVௐWLPH
5HODWHGௐHTXLSPHQWௐDFFHVVRULHVௐ
SDUWVௐXSILWWLQJௐVHUYLFHVௐXVHGௐFKDVVLVௐ
DQGௐ&ODVVௐௐFKDVVLV
<HV
1R
%RWK&KDVVLV7\SHV
,&(DQG%(9
7K URXJKௐRXUௐௐ2(0ௐSDUWQHUVௐIRUௐ&KDVVLVௐௐ:HௐZLOOௐDOVRௐEHௐRIIHULQJௐ YDULRXVௐDGGRQVௐWKURXJKௐRXUௐ8SILWWHUௐ3DUWQHUVௐUDQJLQJௐIURPௐEHGௐ FRQILJXUDWLRQVௐELQVKHOYLQJௐFRQILJXUDWLRQVௐDFFHVVRULHVௐER[HVௐZRUNௐ WUXFNௐEHGVௐௐ7KHVHௐXSILWVௐFDQௐEHௐDGGHGௐWKURXJKௐ2ODWKH
Vௐ3DUWQHUௐRUௐ
WKHௐPHPEHUVௐSDUWQHUௐRIௐFKRLFH
7DEOH
&DWHJRU\'HSWKDQG%UHDGWKRI2IIHUHG(TXLSPHQW3URGXFWVDQG6HUYLFHV ,QGLFDWHEHORZLIWKHOLVWHGW\SHVRUFODVVHVRIHTXLSPHQWSURGXFWVDQGVHUYLFHVDUHRIIHUHGZLWKLQ\RXUSURSRVDO3URYLGHDGGLWLRQDOFRPPHQWVLQWKHWH[WER[SURYLGHGDVQHFHVVDU\ 3URSRVHUVVHHNLQJDQDZDUGLQ&DWHJRU\DVGHILQHGKHUHLQPXVWLQFOXGHDWOHDVWRQHVROXWLRQRIIHUHGZLWKLQWKHVFRSHRI&DWHJRU\IRUHOHFWULFSURSXOVLRQV\VWHPVRQO\6HH5)3 6HFWLRQ,,%IRUGHWDLOV
:HZLOOQRWEHVXEPLWWLQJIRU7DEOH
&DWHJRU\'HSWKDQG%UHDGWKRI2IIHUHG(TXLSPHQW3URGXFWVDQG6HUYLFHV /LQH
,WHP &DWHJRU\RU7\SH 2IIHUHG
&RPPHQWV
%DWWHU\ௐ(OHFWULFௐ9HKLFOHௐ
%(9
&ODVVௐௐ&KDVVLV
<HV
1R
:HௐKDYHௐIXOO\ௐHOHFWULILHGௐ(ௐDQGௐ*ௐFKDVVLVௐWKURXJKௐRXUௐGHDOHUௐSDUWQHUௐ2SWLPDOௐ(9 %DWWHU\ௐ(OHFWULFௐ9HKLFOHௐ
%(9
&ODVVௐௐ&KDVVLV
<HV
1R
1RWௐDWௐWKLVௐWLPH
%DWWHU\ௐ(OHFWULFௐ9HKLFOHௐ
%(9
&ODVVௐௐ&KDVVLV
<HV
1R
1RWௐDWௐWKLVௐWLPH
%DWWHU\ௐ(OHFWULFௐ9HKLFOHௐ
%(9
&ODVVௐௐ&KDVVLV
<HV
1R
1RWௐDWௐWKLVௐWLPH
%DWWHU\ௐ(OHFWULFௐ9HKLFOHௐ
%(9
&ODVVௐௐ&KDVVLV
<HV
1R
1RWௐDWௐWKLVௐWLPH
5HODWHGௐHTXLSPHQWௐDFFHVVRULHVௐSDUWVௐXSILWWLQJௐ
VHUYLFHVௐXVHGௐFKDVVLVௐDQGௐ&ODVVௐௐFKDVVLV
<HV
1R
1RWௐDWௐWKLVௐWLPH
7DEOH
([FHSWLRQVWR7HUPV&RQGLWLRQVRU6SHFLILFDWLRQV)RUP /LQH,WHP 127,&(
7RLGHQWLI\DQ\H[FHSWLRQRUWRUHTXHVWDQ\PRGLILFDWLRQWR6RXUFHZHOOVWDQGDUG&RQWUDFWWHUPVFRQGLWLRQVRUVSHFLILFDWLRQVD3URSRVHUPXVWVXEPLWWKHSURSRVHG H[FHSWLRQ
V
RUUHTXHVWHGPRGLILFDWLRQ
V
YLDUHGOLQHLQWKH&RQWUDFW7HPSODWHSURYLGHGLQWKH³%LG'RFXPHQWV´VHFWLRQ3URSRVHUPXVWXSORDGWKHUHGOLQHLQWKH³5HTXHVWHG([FHSWLRQV´ XSORDGILHOG$OOH[FHSWLRQVDQGRUSURSRVHGPRGLILFDWLRQVDUHVXEMHFWWRUHYLHZDQGDSSURYDOE\6RXUFHZHOODQGZLOOQRWDXWRPDWLFDOO\EHLQFOXGHGLQWKH&RQWUDFW 'R\RXKDYHH[FHSWLRQVRUPRGLILFDWLRQVWRSURSRVH" $FNQRZOHGJHP HQW <HV
1R
'RFXPHQWV
(QVXUH\RXUVXEPLVVLRQGRFXPHQW
V
FRQIRUPVWRWKHIROORZLQJ
'RFXPHQWVLQ3')IRUPDWDUHSUHIHUUHG'RFXPHQWVLQ:RUG([FHORUFRPSDWLEOHIRUPDWVPD\DOVREHSURYLGHG 'RFXPHQWVVKRXOG127KDYHDVHFXULW\SDVVZRUGDV6RXUFHZHOOPD\QRWEHDEOHWRRSHQWKHILOH,WLV\RXUVROHUHVSRQVLELOLW\WRHQVXUHWKDWWKHXSORDGHGGRFXPHQW V
DUHQRWHLWKHU
GHIHFWLYHFRUUXSWHGRUEODQNDQGWKDWWKHGRFXPHQWVFDQEHRSHQHGDQGYLHZHGE\6RXUFHZHOO 6RXUFHZHOOPD\UHMHFWDQ\UHVSRQVHZKHUHDQ\GRFXPHQW V
FDQQRWEHRSHQHGDQGYLHZHGE\6RXUFHZHOO
,I\RXQHHGWRXSORDGPRUHWKDQRQH
GRFXPHQWIRUDVLQJOHLWHP\RXVKRXOGFRPELQHWKHGRFXPHQWVLQWRRQH]LSSHGILOH,IWKH]LSSHGILOHFRQWDLQVPRUHWKDQRQH
GRFXPHQW
HQVXUHHDFKGRFXPHQWLVQDPHGLQUHODWLRQWRWKHVXEPLVVLRQIRUPDWLWHPUHVSRQGLQJWR)RUH[DPSOHLIUHVSRQGLQJWRWKH0DUNHWLQJ3ODQFDWHJRU\VDYHWKHGRFXPHQWDV³0DUNHWLQJ3ODQ´ 3ULFLQJ3ULFLQJ$WWDFKPHQWGRF[7KXUVGD\0DUFK
)LQDQFLDO6WUHQJWKDQG6WDELOLW\)LQDQFLDO6WUHQJWK'RFXPHQWVSGI:HGQHVGD\0DUFK
0DUNHWLQJ3ODQ6DPSOHV
RSWLRQDO
:0%(0%(6%(RU5HODWHG&HUWLILFDWHV0LQRULW\'HDOHU9HULILFDWLRQ/HWWHU2ODWKH)RUGSGI:HGQHVGD\0DUFK
:DUUDQW\,QIRUPDWLRQ:DUUDQW\'RFV]LS:HGQHVGD\0DUFK
6WDQGDUG7UDQVDFWLRQ'RFXPHQW6DPSOHV
RSWLRQDO
5HTXHVWHG([FHSWLRQV
RSWLRQDO
8SORDG$GGLWLRQDO'RFXPHQW
RSWLRQDO
Bid Number: RFP 032824 Vendor Name: Olathe Ford Sales Inc.
$GGHQGD7HUPVDQG&RQGLWLRQV
352326(5$)),'$9,7$1'$6685$1&(2)&203/,$1&(
,FHUWLI\WKDW,DPWKHDXWKRUL]HGUHSUHVHQWDWLYHRIWKH3URSRVHUVXEPLWWLQJWKHIRUHJRLQJ3URSRVDOZLWKWKHOHJDODXWKRULW\WRELQGWKH3URSRVHUWRWKLV$IILGDYLWDQG$VVXUDQFHRI&RPSOLDQFH
7KH3URSRVHULVVXEPLWWLQJWKLV3URSRVDOXQGHULWVIXOODQGFRPSOHWHOHJDOQDPHDQGWKH3URSRVHUOHJDOO\H[LVWVLQJRRGVWDQGLQJLQWKHMXULVGLFWLRQRILWVUHVLGHQFH
7KH3URSRVHUZDUUDQWVWKDWWKHLQIRUPDWLRQSURYLGHGLQWKLV3URSRVDOLVWUXHFRUUHFWDQGUHOLDEOHIRUSXUSRVHVRIHYDOXDWLRQIRUFRQWUDFWDZDUG
7KH3URSRVHULQFOXGLQJDQ\SHUVRQDVVLVWLQJZLWKWKHFUHDWLRQRIWKLV3URSRVDOKDVDUULYHGDWWKLV3URSRVDOLQGHSHQGHQWO\DQGWKH3URSRVDOKDVEHHQFUHDWHGZLWKRXWFROOXGLQJZLWK DQ\RWKHUSHUVRQFRPSDQ\RUSDUWLHVWKDWKDYHRUZLOOVXEPLWDSURSRVDOXQGHUWKLVVROLFLWDWLRQ DQGWKH3URSRVDOKDVLQDOOUHVSHFWVEHHQFUHDWHGIDLUO\ZLWKRXWDQ\IUDXGRUGLVKRQHVW\ 7KH3URSRVHUKDVQRWGLUHFWO\RULQGLUHFWO\HQWHUHGLQWRDQ\DJUHHPHQWRUDUUDQJHPHQWZLWKDQ\SHUVRQRUEXVLQHVVLQDQHIIRUWWRLQIOXHQFHDQ\SDUWRIWKLVVROLFLWDWLRQRURSHUDWLRQVRID UHVXOWLQJFRQWUDFW
DQGWKH3URSRVHUKDVQRWWDNHQDQ\DFWLRQLQUHVWUDLQWRIIUHHWUDGHRUFRPSHWLWLYHQHVVLQFRQQHFWLRQZLWKWKLVVROLFLWDWLRQ$GGLWLRQDOO\LI3URSRVHUKDVZRUNHGZLWKD FRQVXOWDQWRQWKH3URSRVDOWKHFRQVXOWDQW
DQLQGLYLGXDORUDFRPSDQ\
KDVQRWDVVLVWHGDQ\RWKHUHQWLW\WKDWKDVVXEPLWWHGRUZLOOVXEPLWDSURSRVDOIRUWKLVVROLFLWDWLRQ
7RWKHEHVWRILWVNQRZOHGJHDQGEHOLHIDQGH[FHSWDVRWKHUZLVHGLVFORVHGLQWKH3URSRVDOWKHUHDUHQRUHOHYDQWIDFWVRUFLUFXPVWDQFHVZKLFKFRXOGJLYHULVHWRDQRUJDQL]DWLRQDO FRQIOLFWRILQWHUHVW$QRUJDQL]DWLRQDOFRQIOLFWRILQWHUHVWH[LVWVZKHQDYHQGRUKDVDQXQIDLUFRPSHWLWLYHDGYDQWDJHRUWKHYHQGRU¶VREMHFWLYLW\LQSHUIRUPLQJWKHFRQWUDFWLVRUPLJKWEH LPSDLUHG
7KHFRQWHQWVRIWKH3URSRVDOKDYHQRWEHHQFRPPXQLFDWHGE\WKH3URSRVHURULWVHPSOR\HHVRUDJHQWVWRDQ\SHUVRQQRWDQHPSOR\HHRUOHJDOO\DXWKRUL]HGDJHQWRIWKH3URSRVHUDQG ZLOOQRWEHFRPPXQLFDWHGWRDQ\VXFKSHUVRQVSULRUWR'XH'DWHRIWKLVVROLFLWDWLRQ
,IDZDUGHGDFRQWUDFWWKH3URSRVHUZLOOSURYLGHWR6RXUFHZHOO3DUWLFLSDWLQJ(QWLWLHVWKHHTXLSPHQWSURGXFWVDQGVHUYLFHVLQDFFRUGDQFHZLWKWKHWHUPVFRQGLWLRQVDQGVFRSHRID UHVXOWLQJFRQWUDFW
7KH3URSRVHUSRVVHVVHVRUZLOOSRVVHVVEHIRUHGHOLYHULQJDQ\HTXLSPHQWSURGXFWVRUVHUYLFHVDOODSSOLFDEOHOLFHQVHVRUFHUWLILFDWLRQVQHFHVVDU\WRGHOLYHUVXFKHTXLSPHQWSURGXFWV RUVHUYLFHVXQGHUDQ\UHVXOWLQJFRQWUDFW
7KH3URSRVHUDJUHHVWRGHOLYHUHTXLSPHQWSURGXFWVDQGVHUYLFHVWKURXJKYDOLGFRQWUDFWVSXUFKDVHRUGHUVRUPHDQVWKDWDUHDFFHSWDEOHWR6RXUFHZHOO0HPEHUV8QOHVVRWKHUZLVH DJUHHGWRWKH3URSRVHUPXVWSURYLGHRQO\QHZDQGILUVWTXDOLW\SURGXFWVDQGUHODWHGVHUYLFHVWR6RXUFHZHOO0HPEHUVXQGHUDQDZDUGHG&RQWUDFW
7KH3URSRVHUZLOOFRPSO\ZLWKDOODSSOLFDEOHSURYLVLRQVRIIHGHUDOVWDWHDQGORFDOODZVUHJXODWLRQVUXOHVDQGRUGHUV
7KH3URSRVHUXQGHUVWDQGVWKDW6RXUFHZHOOZLOOUHMHFW5)3SURSRVDOVWKDWDUHPDUNHGFRQILGHQWLDO RUQRQSXEOLFHWF
HLWKHUVXEVWDQWLDOO\RULQWKHLUHQWLUHW\8QGHU0LQQHVRWD 6WDWXWHV6HFWLRQ
VXEGLYLVLRQDOOSURSRVDOVDUHFRQVLGHUHGQRQSXEOLFGDWDXQWLOWKHHYDOXDWLRQLVFRPSOHWHDQGD&RQWUDFWLVDZDUGHG$WWKDWSRLQWSURSRVDOVEHFRPHSXEOLF GDWD0LQQHVRWD6WDWXWHV6HFWLRQSHUPLWVRQO\FHUWDLQQDUURZO\GHILQHGGDWDWREHFRQVLGHUHGDWUDGHVHFUHWDQGWKXVQRQSXEOLFGDWDXQGHU0LQQHVRWD V'DWD3UDFWLFHV$FW
3URSRVHULWVHPSOR\HHVDJHQWVDQGVXEFRQWUDFWRUVDUHQRW
,QFOXGHGRQWKH³6SHFLDOO\'HVLJQDWHG1DWLRQDOVDQG%ORFNHG3HUVRQV´OLVWPDLQWDLQHGE\WKH2IILFHRI)RUHLJQ$VVHWV&RQWURORIWKH8QLWHG6WDWHV'HSDUWPHQWRIWKH7UHDVXU\ IRXQGDW
KWWSV
ZZZWUHDVXU\JRYRIDFGRZQORDGVVGQOLVWSGI
,QFOXGHGRQWKHJRYHUQPHQWZLGHH[FOXVLRQVOLVWVLQWKH8QLWHG6WDWHV6\VWHPIRU$ZDUG0DQDJHPHQWIRXQGDW KWWSV
VDPJRY6$0
RU
3UHVHQWO\GHEDUUHGVXVSHQGHGSURSRVHGIRUGHEDUPHQWGHFODUHGLQHOLJLEOHRUYROXQWDULO\H[FOXGHGIURPSURJUDPVRSHUDWHGE\WKH6WDWHRI0LQQHVRWD WKH8QLWHG6WDWHVIHGHUDO
JRYHUQPHQWRUWKH&DQDGLDQJRYHUQPHQWDVDSSOLFDEOH
RUDQ\3DUWLFLSDWLQJ(QWLW\9HQGRUFHUWLILHVDQGZDUUDQWVWKDWQHLWKHULWQRULWVSULQFLSDOVKDYHEHHQFRQYLFWHGRIDFULPLQDO RIIHQVHUHODWHGWRWKHVXEMHFWPDWWHURIWKLVVROLFLWDWLRQ %\FKHFNLQJWKLVER[,DFNQRZOHGJHWKDW,DPERXQGE\WKHWHUPVRIWKH3URSRVHU¶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
7KH%LGGHUDFNQRZOHGJHVDQGDJUHHVWKDWWKHDGGHQGXPDGGHQGDEHORZIRUPSDUWRIWKH%LG'RFXPHQW &KHFNWKHER[LQWKHFROXPQ,KDYHUHYLHZHGWKLVDGGHQGXP EHORZWRDFNQRZOHGJHHDFKRIWKHDGGHQGD Bid Number: RFP 032824 Vendor Name: Olathe Ford Sales Inc.
)LOH1DPH
,KDYHUHYLHZHGWKH
EHORZDGGHQGXPDQG
DWWDFKPHQWV
LI
DSSOLFDEOH
3DJHV
$GGHQGXPBB&ODVV&KDVVLVDQG&DEVB5)3B
7KX0DUFK
$0
$GGHQGXPBB&ODVV&KDVVLVDQG&DEVB5)3B
:HG0DUFK
30
$GGHQGXPBB&ODVV&KDVVLVDQG&DEVB5)3B
0RQ0DUFK
30
$GGHQGXPBB&ODVV&KDVVLVDQG&DEVB5)3B
:HG0DUFK
$0
$GGHQGXPBB&ODVV&KDVVLVDQG&DEVB5)3B
:HG)HEUXDU\
30
$GGHQGXPBB&ODVV&KDVVLVDQG&DEVB5)3B
:HG)HEUXDU\
30
$GGHQGXPBB&ODVV&KDVVLVDQG&DEVB5)3B
7KX)HEUXDU\
30
Bid Number: RFP 032824 Vendor Name: Olathe Ford Sales Inc.
ITEM # 18
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: John Soria, Director
SUBJECT: APPROVE ISSUING BUS ADVERTISING SERVICES REQUEST FOR PROPOSALS (RFP) NO. 26-04
DATE: September 24, 2025
RECOMMENDATIONS:
It is recommended that the City Council:
1. Approve issuing Bus Advertising Services Request for Proposals No. 26-04 (RFP No. 26-04); and
2. Take such additional, related, action that may be desirable.
FISCAL IMPACT:
There is no fiscal impact to issue Request for Proposals (RFP) No. 26-04 for bus advertising services (Attachment A). Once a vendor is selected for the award, the City Council may be requested to consider approving an agreement and amend the Transportation Department’s Fiscal Year 2025-26 adopted operating budget as needed to appropriate funds. Subsequent fiscal year budgets will be developed to incorporate the necessary appropriations for this service.
BACKGROUND/DISCUSSION:
The City of Montebello is soliciting proposals from qualified vendors to provide a comprehensive, “turnkey system” for advertising on Monebello Bus Lines' (MBL) system.
The selected vendor will be responsible for marketing the advertising opportunities to potential clients, developing innovative strategies to maximize revenue, and managing all aspects of client relationships. This includes coordinating advertising campaigns, designing and producing high-quality materials, and ensuring that all marketing efforts align with MBL’s standards and community guidelines. The vendor will also be
CITY COUNCIL AGENDA REPORT - MEETING OF SEPTEMBER 24, 2025
responsible for the installation, service, and maintenance of advertising displays on both the interior and exterior of MBL buses. This includes ensuring that all advertising is installed safely and securely, regularly maintained to preserve a professional appearance, and updated or removed as needed.
The goal of RFP No. 26-04 is to identify a qualified vendor to implement a comprehensive, turnkey advertising program for MBL that maximizes revenue, enhances the visibility of advertisers, and maintains high-quality standards for the transit system. Therefore, staff recommend that the City Council approve issuing RFP No. 26-04to solicit proposals from qualified vendors to assist MBL with bus advertising.
A selection process will be used to evaluate proposals based on various qualitative components and award an agreement based on a combination of price and qualitative considerations. Qualitative considerations include a management plan, quality of proposed personnel, qualifications and experience, and technical approach. MBL is particularly interested in a vendor that possesses experience with bus advertising and delivers objective and measurable results.
ENVIRONMENTAL:
N/A
ANALYSIS:
N/A
SUMMARY:
Staff recommend the City Council approve issuing RFP No. 26-04, attached hereto in substantial form, for bus advertising services; and direct staff to take such additional related action that may be desirable.
ATTACHMENT(S)
1. Attachment A - RFP No. 26-04
42 Montebello Bus Lines
City of Montebello
REQUEST FOR PROPOSALS (RFP) No. 26-04
B
US ADVERTISING SERVICES
September 25th, 2025
O
NLINE PROPOSAL SUBMITTAL ONLY THROUGH PLANET BIDS
NOTE: Updates, changes or addendums to the RFP are posted at:
https://pbsystem.planetbids.com/portal/33072/portal-home
ATTACHMENT
RFP No. 26-04
2 Montebello Bus Lines
TABLE OF CONTENT
Section Page(s)
INTRODUCTION 4
COVER LETTER 5
TIMETABLE & SCHEDULE OF EVENTS 7
PROPOSAL SUBMISSION CHECKLIST 7
SECTION 1 - INSTRUCTIONS TO PROPOSERS 8
Proposal Format and Submittal
Examination of Proposal Documents
SECTION 2 - GENERAL TERMS AND CONDITIONS
9-16
Addenda
Clarifications
Discrepancies and Misunderstandings
Withdrawals of Proposal
References
Proposal Signatures
Pre Contractual Expenses
City of Montebello Rights
State Credentials and Taxes
Responsibility for Compliance with Legal Requirements
Confidentiality and Public Record
Joint Offers
Company Personnel
Single Proposal Response
Protest Procedures
Incorporation of Proposal into Agreement
Time of Completion
Payment
Contract Documents
Scope of Contract
Performance of Work
Award of Contract
Point of Contact
Evaluation of Proposals
Proposal Evaluation Criteria
SECTION 3 - OTHER REQUIREMENTS 17-18 Licensing and Permit Requirement
Liquidation Damages
Bond Requirements
SECTION 4 - SCOPE OF WORK 18-27
SECTION 5 - QUALIFICATIONS 27-28
SECTION 6 - FORM OF CONTRACT (SAMPLE) 28-39
RFP No. 26-04
3 Montebello Bus Lines
SECTION 7 - FORMS AND CERTIFICATIONS 39-41
Letter of Transmittal
EXHIBITS 42
Exhibit A - Indemnification and Hold Harmless Agreement and Waiver of Subrogation and Contribution
Exhibit B – References
Exhibit C – Insurance
Exhibit D – Cost Proposal Sheet
Exhibit E – Bidder’s List of Sub-vendor (DBE and Non- DBE) Exhibit F – Certification Regarding Debarment, Suspension and Other Responsibility Matters - Primary Covered Transactions
Exhibit G – Performance Guarantee Certification
Exhibit H – Performance Bond
Exhibit I – Irrevocable Standby Letter of Credit Certificate Exhibit J – Bank Draft
Exhibit K – Drug Free Workplace
Exhibit L – Compliance with 49 CFP Part 655
RFP No. 26-04
4 Montebello Bus Lines
INTRODUCTION
The City of Montebello operates the Montebello Bus Lines (MBL) to primarily provide transportation services to the residents of Montebello and neighboring communities. MBL is the third largest municipal bus system in Los Angeles County with a fleet of 66 buses. MBL proudly serves 2.6 million passengers a year throughout the communities Alhambra, Bell Gardens, San Gabriel, Boyle Heights, Commerce, Downtown Los Angeles, East Los Angeles, La Mirada, Montebello, Monterey Park, Pico Rivera, Rosemead, South Gate, and Whittier.
MBL operates a fleet of sixty-six (66) buses, inclusive of five (5) hybrid / gasoline buses, forty-four (44) CNG buses, and a contingency reserve fleet of seventeen (17) buses (consisting of three (3) electric / battery rebuilds and fourteen (14) hybrid / gasoline buses). The older hybrid / gasoline buses will be phased out of operation in accordance with the MBL fleet replacement program / schedule to comply with the state’s Air Quality Management District requirements. The entire fleet is equipped with wheelchair lifts, kneeling devices, radios, air conditioners, bike racks, security cameras and other standard operating equipment. MBL’s fixed- route service utilizes standard coaches that are forty (40) feet long, with seating capacity for thirty-eight to thirty-nine passengers respectively; standing capacity is twenty respectively, with two wheelchair tie -down positions on each vehicle.
Transportation Department desires to enter into an Agreement with a qualified Vendor, giving the Vendor the exclusive right to sell and display advertising on the exterior and interior of MBL buses as well as alternate approaches to using available ad spac e on MBL fleet of buses and bus stops. The preferred Agreement is one that would attain the maximum possible revenue for both MBL and the Vendor.
RFP No. 26-04
5 Montebello Bus Lines
DATE: September 25th, 2025
ATTENTION: PROSPECTIVE PROPOSERS
SUBJECT: REQUEST FOR PROPOSAL (RFP) NO. 26-04
TITLE: CITY OF MONTEBELLO and MONTEBELLO BUS LINES
BUS ADVERTISING PROGRAM
MBL is seeking a bus advertising vendor to operate a “turnkey” revenue producing advertising program on the exterior and interior of MBL buses along with optional alternate approaches to using additional Ad space available. Vendor shall ensure a complete Turnkey System that provides advert ising sales, billing, accounts receivables, installation and removal services, vandalism repairs, reporting, client information, and agreements to MBL in the authorized inventory; and such that nothing remains to be purchased, provided or supplied by MBL.
The Vendor will execute standard transit advertising techniques. Additionally, the Vendor is welcome to propose a comprehensive and holistic approach to next -generation/innovative techniques utilizing the MBL Bus System assets. Any next -generation/innovative techniques must address MBL’s desire to improve customer experience and generate revenue for the agency.
The term of the proposed agreement shall be a three (3) years with two (2) one (1) year options commencing upon the date of execution between the City and the successful vendor.
A Pre-Proposal Meeting will be held on Thursday, October 2 nd, 2025. The meeting will convene at 10:00am
Pacific Standard Time in the Transportation Building located at 400 South Taylor Avenue, Montebello. A facility walk-thru will follow the meeting.
It is highly recommended that all potential proposers (“Proposers”) attend this important meeting. All correspondence, communications, and contact concerning any aspect of this solicitation or offers shall be only with the following person [or his designat ed representative if applicable] (hereinafter, the “City’s Point of Contact”).
Name: Yessica Carrasco-Garcia
Title: Management Analyst
Address: 400 S. Taylor Ave.
Montebello, CA 90640
Telephone: (323) 558-1625 ext.1345
E-mail: [email protected]
Only substantive inquiries will receive a response. All substantive questions submitted in writing , as outlined below, will be responded to according to the guidelines contained herein. Responses will be in writing and will be provided to all prospective Proposers and placed on the City ’s website. Responses to questions or comments regarding this RFP provided by any other department, employee, or City department other than the City’s Point of Contact set forth above shall not be considered valid and the City will not be bound by any such comments or responses. Inquiries received via telephone or orally in - person will not receive a response.
RFP No. 26-04
6 Montebello Bus Lines
Proposals must b e received by 10:00am Pacific Standard Time , on Thursday, October 23rd, 2025, and submitted in accordance with the instructions contained in this RFP. No exceptions will be granted regardless of reason or circumstances.
All proposals must contain an original signature by an authorized officer of the company.
The successful Proposer will be required to comply with all applicable Equal Opportunity Laws and Regulations. The City hereby notifies all prospective Proposers that the City will require each Proposer affirmatively demonstrate that Disadvantaged Business Enterprises are afforded full opportunity to participate in the performance of contracts and sub-contracts financed in part or in whole under this RFP and will not be discriminated against on the grounds of race, color, gender, age, or national origin in consideration for an award.
The City reserves the right to reject any or all proposals, to accept all or any part of any proposal, to waive any informality or minor irregularities in any proposal received to the extent permitted by law and where such action best serves the interest of the City , and to be the sole judge of the merits of the respective proposal received.
The City and MBL are committed to ensuring that no person is excluded from participation in, or denied the benefits of its programs and/or services on the basis of race, color or national origin in accordance with FTA Circular 4704.1 and Title VI of the Civil Rights Act of 1964, as amended ("Title VI"). In addition to Title VI, NTS also prohibits discrimination based on sex, age or disability.
Any person who believes he or she has been subjected to discrimination under Title VI can file a complaint with MBL. For more information on M BL’s Civil Rights Program, and the procedures to file a complaint, contact:
Name: John Soria
Title: Director of Transportation
Address: 400 S. Taylor Ave.
Montebello, CA 90640
Telephone: (323) 558-1625, ext. 1315
Fax Number: (323) 887-4643
E-mail: RideMBL.com
You may also contact the Federal Coordination and Compliance Office, Civil Rights Division at the Title VI Hotline: 888-TITLE-06 (888-848-5306) or send a letter to:
U.S. Department of Justice
Civil Rights Division
Federal Coordination and Compliance Section, NWB
950 Pennsylvania Avenue, N.W. Washington, D.C. 20530
More information on Title VI is available from the Justice Department online at www.justice.gov
RFP No. 26-04
7 Montebello Bus Lines
TIMETABLE & SCHEDULE OF EVENTS (30-90 Days)
Scheduled Tasks Scheduled Date
Issuance of RFP Thursday September 25th, 2025
Pre-Proposal Meeting Thursday October 2nd, 2025, at 10:00AM PST Deadline to Submit Questions Thursday October 9th, 2025, at 3:00 PM PST Responses to Questions Provided Thursday October 16th, 2025 Deadline to Submit Proposals Thursday October 23rd, 2025, at 10:00 AM PST Presentations & Intent to Award November
PROPOSAL SUBMISSION CHECKLIST
This checklist must be completed and returned with the Proposal. Failure to return this checklist may be cause for considering the Proposal non-responsive.
Description Section/
Page
Proposer shall
initial here
1 Proposal Page # 5
2 Letter of Transmittal Page # 40
3 Licensing, Permits, and Certificates Page # 17
4 Indemnification and Hold Harmless Agreement and Waiver of Subrogation and Contribution
Exhibit A
5 References Exhibit B
6 Insurance Exhibit C
7 Cost Proposal Sheet Exhibit D
9 Bidder’s List of Sub-vendor(s) (DBE and Non-DBE) Exhibit E 10 Certification Regarding Debarment, Suspension…. Exhibit F 11 Performance Guarantee Certification Exhibit G
12 Performance Bond Exhibit H
13 Irrevocable Standby Letter Of Credit Certificate Exhibit I 14 Bank Draft Exhibit J
15 Certification of Drug-Free Workplace Exhibit K
16 Certificate of Compliance with 49 CFR Part 655 Exhibit L
OPTIONAL ITEMS
15 Requests for exceptions or deviations. Page # 8
Company Name:
Name of Proposer initialing document (print):
Email address of Company Contact:
Signature:
Title:
Date:
RFP No. 26-04
8 Montebello Bus Lines
SECTION 1 - INSTRUCTIONS TO PROPOSERS
PROPOSAL FORMAT AND SUBMITTAL
Proposals can be submitted via the https://pbsystem.planetbids.com/portal/33072/portal-home Portal (accessed through the City of Montebello’s official website at https://cityofmontebello.hosted2.civiclive.com/cms/One.aspx?portalId=58756&pageId=84839)up to the hour of 10:00 a.m. on Thursday, October 23rd, 2025.
All proposals must contain an original signature by an authorized officer of the company. Proposals received after the above listed date and time will not be considered.
Proposals shall not include a photocopy of the following:
· INSTRUCTIONS TO PROPOSERS,
· QUALIFICATIONS,
· SCOPE OF WORK.
Proposals shall be typed, single -spaced, and submitted on 8 1/2“x11” paper. Proposals shall not include any unnecessarily elaborate or promotional material. Proposals may not be modified or corrected after being opened unless an addendum is issued requesting resubmissions. Proposals will not be valid until all information has been verified and P roposers’ references have been checked. All p roposals shall be accompanied by a completed and signed letter of transmittal provided as a part of this RFP.
All requests for exceptions or deviations because of this RFP shall be clearly identifiable by a separate section of the Proposer’s submitted proposal for review by the City. It shall be the City’s right to accept or reject any portion of the submitted requests.
Proposals shall be submitted in accordance with the form prescribed herein. Failure to respond in this manner may render the proposal non -responsive. Unauthorized conditions, limitations, or provisions attached to a Proposal will render the p roposal non-conforming and non-responsive and may cause its rejection. The completed proposal shall be without interlineations, alterations, or erasures. Proposer submitting basic conforming p roposals may choose to submit alternate p roposals as complete and separate offers, if the alternate proposal offers technical or other improvements or modifications, which are to the overall benefit to the City. Any and all alternate p roposals must be submitted in writing and included with the original p roposal, conforming to the requirements as stated herein. No verbal modifications will be accepted.
Proposal documents shall be deemed to include by reference each and every one of the following:
1. Request for Proposal (RFP)
2. Addenda to RFP
3. Supplements to RFP
4. All other required forms
EXAMINATION OF PROPOSAL DOCUMENTS
By submitting a proposal, Proposer represents that: (1) Proposer has thoroughly examined and become familiar with the Scope of Work required under this RFP, (2) Proposer comprehends all conditions that
RFP No. 26-04
9 Montebello Bus Lines
may impact the proposal, (3) Proposer has reviewed all addenda, and (4) Proposer is capable of providing the equipment, goods and services necessary to perform the Scope of Work and/or meet the specifications outlined in this RFP, in a manner that meets the City’s objectives. Failure to examine the documents and inform themselves shall be at the P roposers’ own risk. A Proposer shall have no claim against the City based upon ignorance of or misunderstanding of the RFP documents. Once the award has been made, failure of a Proposer to have read all the conditions, instructions , and the a greement shall not be cause to alter any term of the agreement nor shall such failure provide valid grounds for a Proposer to withdraw its proposal or to seek additional compensation.
SECTION 2 – GENERAL TERMS AND CONDITIONS
ADDENDA
Any changes made by the City to the requirements in this RFP will be made by written addenda. Any written addenda issued to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. The City will not be bound by any modificat ions to or deviations from the requirements set forth in this RFP as the result of oral instructions. The City reserves the right to revise or withdraw this RFP at any time and for any reason.
CLARIFICATIONS
Should a Proposer require clarifications of this RFP, the Proposer shall notify the contact person identified in this RFP in writing. Should the City, in its sole discretion, determine that the point in question is not clearly and fully set forth; the City will issue a written addendum clarifying the matter. Said addendum shall be posted on the https://pbsystem.planetbids.com/portal/33072/portal-home web page.
All questions, clarifications or comments must be submitted no later than 3:00 pm, Thursday, October 9th, 2025. No questions will be answered individually by the City or Transportation Department.
Requests for clarification, questions and comments must be clearly posted on the PlanetBids Q & A section. The City is not responsible for failure to respond to a request that has not been submitted in accordance with this section.
Responses by the City to the clarifications, comments and questions will be communicated via PlanetBids.
Every attempt will be made to provide responses to all P roposers in accordance with the procurement schedule for this RFP. Inquiries received after the deadline will not be accepted and will be returned to the sender without a response.
Requests for clarifications and questions should be formatted in the following manner:
1. Section
2. Paragraph number
3. Page number
4. Text of passage being questioned
5. Question
DISCREPANCIES AND MISUNDERSTANDINGS
Proposing companies must satisfy themselves by personal examination of any work site, drawings, Scopes of Work, and by any other means as they may believe necessary, as to the actual physical conditions,
RFP No. 26-04
10 Montebello Bus Lines
requirements, and difficulties under which the work must be performed. No proposing company shall, at any time, after submission of the p roposal, make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or discrepancies found in any plans, specifications, or other documents provided, shall be called to the attention of the Buyer and clarified prior to the submission of proposals.
WITHDRAWAL OF PROPOSALS
Proposers may withdraw their proposals in writing, provided that such requests are received by the City prior to the scheduled deadline for Proposal submission or within six months following the scheduled deadline for Proposal submission when no contract has been awarded.
REFERENCES
All reference information requested in this RFP and specified in the form included in this RFP must be submitted with the proposal. Refer to Exhibit B.
At the discretion of the Evaluation Committee, the City may elect to perform site visits at the Proposer’s customer locations. These optional site visits will be in addition to any presentations and/or technical demonstrations. Some or all RFP Evaluation Committee members may travel, at City expense, to sites at which finalist p roposers are performing like services. The purpose of such visits shall be to provide the evaluation team with an increased understanding of the process and assess the proposer’s implementation and performance.
PROPOSAL SIGNATURES
If an individual makes the proposal, it shall be signed, and the full name and address of the Proposer shall be given.
If a partnership makes the p roposal, it shall be signed with the partnership name, by a member of the partnership who shall sign by name and the name and address of each partner shall be given.
If a corporation prepares the proposal, the name of the corporation shall be provided and signed by two (2) duly authorized Officers and, if available, stamped with the corporate seal, and the names and titles of all officers of the corporation shall be given. If a corporation provides a certified letter stating that one (1) duly authorized officer signature is binding for the corporation, this will suffice to omit the second signature requirement in the proposal. Certified letter is to be included in the proposal accompanied with the Letter of Transmittal.
PRE-CONTRACTUAL EXPENSES
The City will be under no obligation for payment of pre -contractual expenses. Pre-contractual expenses are defined as expenses incurred by proposer in:
· Preparing the proposal in response to this request.
· Submitting that proposal to the City.
· Negotiating with the City any matter related to this proposal, and/or · Any other expenses incurred by the Proposer prior to date of award.
RFP No. 26-04
11 Montebello Bus Lines
CITY OF MONTEBELLO RIGHTS
In its discretion, the City reserves the right to:
1. Reject any and/or all proposals for no reason or any reason including but not limited to the following:
a. The proposal is incomplete, non-responsive, obscure, irregular or lacking necessary detail and specificity.
b. The Proposer, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services.
c. The Proposer failed or neglected to complete and submit any information within the time specified by the City, and as may be otherwise required herein.
2. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform.
3. Accept all or any part of a proposal.
4. Cancel the entire RFP;
5. Issue subsequent RFPs; and/or
6. Waive any errors or informalities in any proposal, to the extent permitted by law.
STATE CREDENTIALS AND TAXES
The Proposer shall be appropriately licensed in accordance with the laws of the State of California for the work to be performed. The cost for any required licenses and/or permits shall be the responsibility of the successful Proposer. The successful Proposer is liable for any and all taxes due as a result of the contract.
RESPONSIBILITY FOR COMPLIANCE WITH LEGAL REQUIREMENTS
The Proposer’s products, services, and facilities shall be in full compliance with all applicable Federal, State and local regulations, standards and ordinances, regardless of whether or not they are referred to in the RFP.
CONFIDENTIALITY AND PUBLIC RECORD
All Proposers are hereby put on notice that each Proposal received shall become the exclusive property of the City. Notwithstanding authorized exemptions and privileges, each p roposal shall be subject to disclosure according to the California Public Records Act and/or the Federal Freedom of Information Act.
The City shall not in any way be liable or responsible for the disclosure if required to do so by law.
JOINT OFFERS
Where two or more Proposers desire to submit in response to this RFP, they shall do so on a prime -sub vendor basis rather than as a joint venture. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Any p roposal submitted on behalf of any form of joint venture or partnership between two (2) existing Proposers may be considered collusive and may be rejected as non-responsive.
COMPANY PERSONNEL
It shall be the burden of the successful P roposer to ensure all personnel possesses qualifications and/or experience. All personnel required to perform the services herein shall be secured at the expense of the successful Proposer. Personnel shall not be employees of or have any contractual relationship with the
RFP No. 26-04
12 Montebello Bus Lines
City. Successful Proposer’s personnel shall always conduct themselves in a professional manner to all City employees. Rude or discourteous behavior by the successful Proposer will not be tolerated and the offense can be justification for termination of contract. All sub-vendors of successful Proposer shall abide by all the requirements set forth in this section.
SINGLE PROPOSAL RESPONSE
If only one proposal is received in response to this RFP, a detailed cost/price p roposal may be requested of the Proposer. A cost or cost and price analysis and evaluation and/or audit of the cost may be performed in order to determine if the price is fair and reasonable. If the City determines a cost analysis is required, Proposer must be prepared to provide, upon request, cost summaries of estimated costs (i.e. labor, equipment, supplies, overhead costs etc.) and documentation supporting all cost elements.
PROTEST PROCEDURES
All protests must be filed in accordance with the following:
1. The protest must be in writing and identify the solicitation (RFP) number.
2. The protest must be submitted by some return receipt method or guarantee of delivery that insures that the protest was received in a timely manner. The City is not responsible for lost or delayed deliverables.
3. The party’s standing to protest must be identified.
4. Identification of the specific provision, law, regulation, specification, procedure or policy violated.
5. A statement of the relief requested.
Protests related to the content of the RFP shall be received no later than ten (10) days before the proposal due date. Protests related to matters other than the content of the RFP shall be received no later than five (5) days after proposal opening. If the p rotest does not comply with the preceding requirements, it may not be evaluated and may be returned to the protestor.
All protests shall be submitted to the contact person identified in this solicitation. If the solicitation is funded with Federal Transit Administration (FTA) monies, a protest may be filed with the FTA. However, the FTA only accepts protests alleging that a grantee failed to have written protest procedures or did not comply with those procedures or protests that involve a conflict of interest or fraud.
INCORPORATION OF PROPOSAL INTO AGREEMENT
This RFP and the Proposer’s response, including all promises, warranties, commitments and representations made in the successful proposal, shall be binding and incorporated by reference in the City’s contract with the successful Proposer.
TIME OF COMPLETION
The Contract time shall commence from the date on the Notice to Proceed (NTP) as authorized in writing by the City. The services shall be completed within the time period specified in the Request for Proposal. In case the services under the terms of these provisions and related professional contract shall be necessarily delayed because of strike, injunctions, government controls, or by reasons of any cause or circumstances beyond the control of the successful vendor (the “Vendor”), the time of completion shall be extended by a number of days to be determined in each instance by mutual agreement between the Vendor and MBL.
RFP No. 26-04
13 Montebello Bus Lines
PAYMENT
A separate invoice, referencing the respective purchase order number, shall be issued in duplicate for each invoice shown in the payment schedule, and addressed to:
City of Montebello
Attn: Accounts Payable
1600 West Beverly Boulevard
Montebello, California 90640
Payment will be made within thirty (30) days after acceptance and approval of invoice.
Payment Schedule: Quarterly
Provide One (1) invoice quarterly.
CONTRACT DOCUMENTS: ORAL CHANGES / CONTRACT TERMINATION Oral Changes: Oral changes and oral change orders are not permitted. All proposed changes must be submitted in writing to, and approved by, MBL prior to becoming a c ontract modification.
Contract Termination: MBL may terminate any resulting contract for convenience at any time by giving the Vendor five (5) days’ written notice thereof. Upon termination, MBL shall pay the Vendor his allowable cost incurred to date of termination, and those costs deemed reasonably necessary by MBL to affect such termination, determined in accordance with Part 1 -8.705-1 of the Federal Procurement Regulations (41CFR 1 -8) or other applicable portion(s) of said Regulations. In addition, MBL shall pay the Vendor a percentage of the project, which relates to contract work accomplished to date of termination. The effective date of termination shall be the date of Notice of Termination.
In the event the Vendor breaches the terms or violates the conditions of the contract, and does not within ten days, thereafter, cure such breach of violation, MBL may immediately terminate the Contract for default. The vendor shall be liable for all costs incurred by MBL because of such default.
SCOPE OF CONTRACT
The Vendor shall provide all services necessary as per the Scope of Work described in this Request for Proposal.
PERFORMANCE OF WORK
It is the intent of these specifications to provide only services of the highest quality. The cost to be quoted and submitted shall include all items of service and any other costs necessary to fully complete the work pursuant to the provisions. It is the aim of these specifications that the Vendor provide complete services of the type prescribed. Any items omitted from such specifications which are clearly necessary for the completion of such services shall be considered a portion of such services, although not directly specified or called for in these specifications. No advantage shall be taken by the Vendor in the omission of any detail which goes to make the services complete, even though such detail is not mentioned in these specifications.
RFP No. 26-04
14 Montebello Bus Lines
AWARD OF CONTRACT
The contract resulting from this RFP ( or the “Agreement”) will be awarded to the responsive and responsible Proposer whose proposal, conforming to the requirements of the RFP, is determined to be the most advantageous (“Best Value” as described in the Federal Transit Administration Circular 4220.1F) to the City, based on the Evaluation Criteria. No agreement shall exist until the City C ouncil or the City Manager has awarded the Agreement and it has been mutually executed. The City reserves the right to:
(a) Accept all or any part of a proposal;
(b) Reject any or all proposals for any reason;
(c) Waive any informality or minor errors to the extent permitted by law; (d) Award the Agreement as the interest of the City may require; (e) Cancel the entire RFP; or
(f) Issue subsequent RFPs.
An Evaluation Committee comprised of MBL staff, in accordance with the proposal Evaluation Criteria set forth in Evaluation Criteria section of this RFP, will evaluate all the proposals. During the evaluation period, the City may interview some or all the proposing firms. Proposers should be aware; however, that award may be made without interviews or further discussions.
The City may negotiate contract terms with the selected P roposer prior to award and expressly reserves the right to negotiate with several Proposers simultaneously and, thereafter, to award a contract to the Proposer offering the most favorable terms to the City. However, negotiations may or may not be conducted with Proposers; therefore , the proposal submitted should contain the most favorable terms and conditions, since the selection and award may be made without discussion with any Proposer.
No agreement shall exist until the City Council or City Manager has awarded the Agreement and it has been mutually executed. The City reserves the right to reject any and all proposals for any reason, to waive any informality or minor errors as determined by the City in any proposal and to award the Agreement as the best interests of the City may require. The award, if any, may be made by the City within ninety (90) calendar days after the opening of the proposals.
POINT OF CONTACT
This RFP is issued by the City, and the Management Analyst will be the sole point of contact (“Point of Contact”) during the RFP submission and procurement process. Communications initiated by respondents to this RFP with members of the City Council, or officers, personnel or employees of the City, other than as coordinated by the Point of Contact, may be grounds for disqualification. Any inquiries or requests during this submission or procurement process shall be submitted in writing to the following Point of Contact:
City of Montebello Transportation Department
Attention: Yessica Carrasco-Garcia
Management Analyst
400 South Taylor Ave.
Montebello, CA 90640
(323) 558-1625 ext. 1345
Email: [email protected]
RFP No. 26-04
15 Montebello Bus Lines
If the Point of Contact determines a response to any such inquiry is warranted, said response will be issued to all prospective Proposers via PlanetBids.com.
EVALUATION OF PROPOSALS
MBL uses a selection process in which proposals contain both price and qualitative components, and award is based upon a combination of price and qualitative considerations. Qualitative considerations may include experience and qualifications, technical ap proach, quality of proposed personnel, and/or management plan. The award selection is based upon consideration of a combination of technical and price factors to determine the offer deemed most advantageous to MBL.
An evaluation committee will be appointed to review all proposals. The committee will be comprised of MBL staff. Committee members will initially evaluate each proposal using the pass or fail criteria identified herein. Proposers who pass this first stage of testing will progress to the next step in the evaluation.
MBL will evaluate the offers based on the following criteria: Pass/Fail Criteria • Proposer has demonstrated the ability to meet the insurance requirements described in the Agreement. Proof of ability, for example a sample certificate with another agency, or a statement that the Proposer can meet the insurance requirements in the RFP should be attached to proposal.
• Proposer has demonstrated evidence of good standing. If the Proposer is a corporation or limited liability company, provide evidence that it is in good standing in the state of its incorporation/organization and qualified to do business in California. If the Proposer is a partnership or joint venture, provide such e vidence for all partners or members. The evidence provided must be in the form of (i) an official certificate of good standing issued by the state of incorporation/organization and (ii) qualification to do business issued by the California Secretary of State. If the Proposer is operating under a fictitious name or trade name, provide evidence that the Proposer has filed for and/or registered the fictitious name with the county where the Proposer’s business is located.
On the completion of the initial Pass/Fail review, the committee will evaluate proposals using the two - step process. Qualitative considerations will be reviewed and scored first without attention to the price.
The committee will then present the cost and p rice proposals and evaluate and score them accordingly.
During the qualitative evaluation, the committee, at its sole discretion, may contact any or all the Proposers with specific questions or requests for clarification. After both the qualitative and cos t/price proposals have been evaluated and scored, the committee will arrive at a “comprehensive proposal score” for each proposal. A list of top-ranked proposals within a competitive range will be developed based upon the total comprehensive scores provided by committee members. At this time, the committee may decide that the evaluation process is complete and submit a final recommendation to the Director of Transportation.
The committee may ask the Proposers to consider the dialog of negotiations and revise their proposals. A deadline will be set for the submission of the revised proposals. If a Proposer is unable to meet the deadline or chooses not to revise its proposal, its ’ existing proposal will be rescored along with revised proposals in the same manner as the original proposals.
RFP No. 26-04
16 Montebello Bus Lines
EVALUATION CRITERIA
Award will be made to the Offeror whose proposal offers the best value to the City. Proposals that meet the pass/ fail criteria now will be evaluated in accordance with the following criteria:
QUALITATIVE CONSIDERATIONS
The Proposer’s Qualitative Proposal will be evaluated based on the following factors, each having the weighted value set forth below (100 potential points in total):
1 Project Management Plan
The proposal shall contain a detailed explanation of the project and not a reiteration of the RFP itself. The information offered should be a compendium of the P roposer’s knowledge of the standards outlined in the Scope of Work.
20 points
2 Proposed Project Team
Qualifications and experience of management and staff and other personnel; comprehensiveness of plan and team’s familiarity with bus advertising services
15 points
3 Qualifications and Experience
Demonstrate proven experience delivering bus advertising services of similar scope and scale. Provide a comprehensive catalog of prior bus advertising campaigns, highlighting expertise, measurable outcomes, and innovative strategies most advantageous to the City.
20 points
4 Technical Approach
Vendor will submit with their proposal a written plan of action. Plan of action shall include contact persons and schedule adherence, as well as invoicing process.
Understanding of the RFP requirements and illustrating the ability to meet performance objective s, compliance with all technical and administrative requirements, financial viability, accounting, and reporting.
30 points
TOTAL 85 points
Price Considerations
The Price proposals will be evaluated as follows:
5 Price
The Proposer’s price proposal will be compared to the proposal with the Best Value to the City. The best value responsive price will receive the total weighted value for this criterion.
15 points
TOTAL 15 points
SECTION 3 - OTHER REQUIREMENTS
LICENSING AND PERMITS
The Vendor shall be licensed, bonded, and experienced in performing the services described in the Scope of Work and shall provide evidence of current licensing and permits as required by local, State, and Federal regulations in providing such services.
RFP No. 26-04
17 Montebello Bus Lines
LIQUIDATION DAMAGES
MBL commits to working cooperatively with the Vendor to resolve personnel and Contract performance challenges as they may arise, however, certain proven contractual violations may result in the assessment of liquidated damages at MBL’s discretion.
Whenever assessed, MBL and VENDOR/LESSOR agree that in case the item or equipment embraced in this Proposal shall not have been completed due to the failure of the VENDOR /LESSOR, MBL should recover said sum or sums of money, equal to the cost of engineering, inspection of work, and any additional and other expenses incurred from the VENDOR /LESSOR, from the surety or from both. The amount of these deductions shall be assessed as liquidated damages and are not to be considered penalties. For administrative pu rposes, $100 per -hour “not to exceed $1,200 per -day,” for every day beyond the specified date, as extended, shall be withheld as a special reserve to be applied as liquidated damages, if any, the amount of said damages to be determined as per the above-mentioned method.
BOND REQUIREMENTS
Bid Guarantee
The Vendors shall furnish a bid guarantee in the form of a bid bond, or certified treasurer’s or cashier’s check issued by a responsible bank or trust company, made payable to the City. The amount of s uch guaranty shall be equal to 5% of the bid price.
In submitting this bid, it is understood and agreed by the Vendor that the City reserves the right to reject all bids, or part of any bid, and it is agreed that the Bid may not be withdrawn for a period of ninety (90) days subsequent to the opening of bids, without the written consent of City.
It is also understood and agreed that if the undersigned bidder should withdraw any part or all of his bid within ninety (90) days after the bid opening without the written consent of the City, or refuse or be unable to enter into an agreement as provided above, or refuse or be unable to furnish adequate and acceptable Performance and Payment Bonds, or refuse or be unable to furnish adequate and acceptable insurance, as provided above, it shall forfeit its bid guarantee to the extent City’s damages occasioned by such withdrawal, or refusal, or inability to enter into an agreement, or provide adequate security thereof.
It is further understood and agreed that to the extent the defaulting Vend or's bid guarantee shall prove inadequate to fully recompense the City for the damages occasioned by default, then the undersigned Vendor agrees to indemnify the City and pay over to the City the difference between the bid guarantee and City’s total damages so as to make City whole.
The undersigned understands that any material alteration of any of the above or any of the material contained herein, other than that requested will render the bid unresponsive (Exhibit H. Performance Bid Guarantee). A copy of the bid bond can be submitted via the PlanetBids Portal https://pbsystem.planetbids.com/portal/33072/portal-home.
Performance Guarantee
A Performance Guarantee in the amount of 5% of the Agreement value is required by the City to ensure faithful performance of the Agreement. Either a Performance Bond or an Irrevocable Standby Letter of Credit shall be provided by the Vendor and shall remain in full force for the term of the Agreement.
RFP No. 26-04
18 Montebello Bus Lines
The successful Vend or shall certify that it will provide the requisite Performance Guarantee to the City within ten (10) business days from Agreement execution (Exhibit I. Performance Bond). The City requires all Performance Bonds to be provided by a fully qualified surety company acceptable to the City and listed as a company currently authorized under 31 C.F.R. part 22 as possessing a Certificate of Authority as described hereunder. The City may require additional performance bond protection when the cont ract price is increased. The increase in protection shall generally equal 100 percent of the increase in the contract price. The City may secure additional protection by directing the Vendor to increase the amount of the existing bond or to obtain an additional bond.
If the Vend or chooses to provide a Letter of Credit as its Performance Guarantee, the City shall furnish with its bid, certification that an Irrevocable Standby Letter of Credit will be furnished should the Bidder become the successful Vendor. The Vend or shall also provide a statement from the banking institution certifying that an Irrevocable Standby Letter of Credit for the action will be provided if the Contract is awarded to the Bidder. The Irrevocable Stand-By Letter of Credit will only be accepted by the City if:
1. A bank in good standing issues it. The City will not accept a Letter of Credit from an entity other than a bank.
2. It is in writing and signed by the issuing bank.
3. It conspicuously states that it is an irrevocable, non-transferable, “standby” Letter of Credit.
4. The City is identified as the Beneficiary.
5. It is in an amount equal to 100% of the Contract first year value. This amount must be in U.S. dollars.
6. The effective date of the Letter of Credit is the same as the effective date of the Contract.
7. The expiration date of the Letter of Credit coincides with the term of this Agreement.
8. It indicates that it is being issued to support the obligation of the Vendor to perform under the Contract. It must specifically reference the Contract between the City and the Vend or the work stipulated herein.
The issuing bank’s obligation to pay will arise upon the presentation of the original Letter of Credit and a certificate and draft (similar to the attac hed forms contained in Exhibit J. Irrevocable Stand -By Letter of Credit Certificate and Exhibit K. Bank Draft) to the issuing bank’s representative at a location and time to be determined by the parties. This documentation will indicate that the Vend or is in default under the Contract.
SECTION 4 – SCOPE OF WORK
BACKGROUND
MBL is seeking a qualified Vendor to establish an exclusive agreement for selling and displaying advertising on the exterior and interior of its bus fleet, as well as on bus stops. The objective is to maximize revenue for both MBL and the selected Vendor. The project requires a "turnkey" advertising program where the Vendor is responsible for all aspects, including advertising sales, billing, installation and removal, vandalism repairs, reporting, and client management. MBL seeks a comprehensive solution wi th no further investment or supply required from their end.
PROJECT OVERVIEW
The objective is to maximize revenue for both MBL and the selected Vendor. While standard transit advertising techniques are expected, MBL is also open to innovative, next- generation approaches that
RFP No. 26-04
19 Montebello Bus Lines
enhance customer experience and generate additional revenue for the agency. The Vendor is encouraged to propose holistic strategies utilizing MBL's assets.
The vendor will provide the following deliverables, subject to prior MBL approval, according to a schedule approved by the project manager. Typically, this will consist of business hours from 7:00 PM to 1:00 AM (Pacific Standard Time), Sunday through Thursday. The deliverables are as follows:
PRICING STRATEGY AND STRUCTURE
Vendor shall assess the identified ad space inventory and recommend a pricing strategy and structure. As part of a negotiated procurement, MBL will work jointly with the Vendor to finalize the pricing strategy and structure. The pricing strategy and structure shall include:
1. Estimate of production and installation costs per square foot of wrap material and estimate for interior bus advertising production and installation (Vendor shall specify if they receive as hare of revenue from production and installation costs);
2. Duration of typical advertising campaign;
3. Rate per period for each unique ad space;
4. Minimum duration period for each unique ad space;
5. Proposed percentage split of gross revenue between Vendor and MBL; and
SALE OF ADVERTISING SPACE
Vendor is responsible for selling the identified advertising space and will manage all contracts with advertisers and provide quarterly reports detailing the following:
• MBL requires the following information with all vehicle advertisement sales: Client name, timeframe for installation, run dates for ad, gross sales amounts for each ad, and a description of the ad product or products to be installed;
• Upon notification from Vendor of an exterior wrap sale, MBL shall provide the bus assignment to be used for the wrap within five (5) business days;
A. Bus Exterior Advertising
a. Exterior Ad Framing
Vendor shall not use “framing” to affix advertisements on the exterior of CITY owned/operated fixed route buses. All advertisements shall be affixed directly on the exterior of the bus.
b. Exterior Ad Placement
Due to the mix of fixed route buses, the placement and size must be approved by the CITY representative prior to placement of advertisement. All ads shall not cover the State of California issued carrier identification number assigned to CITY. If the ad re quires for the carrier identification number to be covered by the ad, Vendor shall be responsible for the cost of material and labor to place the carrier identification number on top of the ad. Advertising material may not be placed on a bus’s exterior as follows:
• Over the front, including the operator’s window;
• Over the roof of the bus;
RFP No. 26-04
20 Montebello Bus Lines
• Cumulatively no more than twenty -five percent (25%) of the bus window areas may be covered by ads. Material covering windows shall be perforated to allow for passengers to see out of the bus;
• Over air/exhaust vent(s) along the sides of the bus. Air/exhaust vents at the rear of the bus may be covered if the material is cut so air can pass freely through the vents; • Along the rear of the bus above the ventilation panel hinge line; • Over the compartment access doors unless the material is cut to allow opening of such doors; • Over side marker lights and directional turn signals unless the material is cut around the lighting;
• Over the rear bumper, license plate, bus numbers, disability logos, and MBL logos unless new decals, which are of a design approved by the CITY Representative, or his or her designee, and of a size that meets minimum California Department of Motor Vehicles regulations, are placed over the advertising material.
• Replacement decals for bus numbers must be a black reflective material; and • Over informational or directional graphics and any other portion of a bus in a manner that interferes in the CITY representative’s sole determination, with the safe operation of the bus.
c. Exterior Ad Dimensions.
In no case shall the dimensions of any exterior advertising material exceed dimensions that interfere with safe bus operation. The CITY representative shall be the sole judge of such matters of safety, convenience, appearance, and the number and location of non-permanent adhesive vinyl on any vehicle. The following calculations are approximate:
d. Street-side / Curbside.
i. Thirty (30) inches in height by one hundred twenty (120) to one hundred forty - four (144) inches in width, (King Size ads).
e. Rear Tail End.
i. . Twenty one (21) inches in height by seventy (70) inches in width.
B. Bus Interior Advertising
The interior space of MBL buses may be available for contracted advertising. Various industry -standard techniques may be applied to MBL’s bus interiors including bus cards, ceilings, backs, hand rails, and safety guards.
1. Bus Cards - Interior ad space, or bus cards. MBL reserves the right to determine placement of this advertisement inside all buses.
2. Ceilings, Backs, Hand Rails, And Safety Guards - Advertisement may not obscure or in any way interfere with the visibility of pre-existing vehicle, safety, or boarding information.
Up to twice a month throughout the year, the Vendor will also agree to install up to a maximum of eighteen (18) 28” x 11” interior information cards per bus, as supplied by MBL and at no charge to MBL.
C. Additional Advertising Displays
a. Digital Bus Interior Advertising – digital displays inside buses
RFP No. 26-04
21 Montebello Bus Lines
b. Bus Stops – MBL operates and maintains approximately 1,000 bus stops including shelters, double and single poles stops. The majority of these bus stops consist of pole with the bus sign at the top, where the metal pole is available for advertising purposes .
The Vendor may recommend traditional or new media advertising formats for partial or all of MBL’s bus stops. The Vendor may also recommend new technology partnerships such as cell data networks, Wi- Fi enabled networks, or beacon -enabled networks, with the goal of long-term revenue sharing for the agency.
REVENUE
MBL anticipates receiving the maximum revenue possible. Using the attached cost proposal template, Proposers are to provide the percentage revenue split in the form of a commission on gross sales. MBL considers gross sales as the amount invoiced by the Ven dor to the advertiser. Costs associated with the selling, printing, posting, vandalism repairs, installation or maintenance of the advertisement shall not be deducted from the gross sales.
Quarterly reports detailing the revenue generated from each vehicle advertisement shall be provided to MBL no later than a quarterly basis. Sales reports shall include the following information for each ad sold:
Advertiser name, vehicle number, advertising type (full wrap, full- side wrap, full-side wrap w/o windows or full tail wrap), duration of advertisement placement, gross sale amount and other information as MBL directs throughout the contract. Vendor shall make all contracts between the vendor and th e advertiser available to MBL upon request. MBL reserves the right to audit advertising contracts, quarterly reports and physical advertising placements with the vendor at any time of MBL’s choosing. Vendor shall pay MBL a percentage of revenue sales in a quarterly basis.
Vendor is responsible for all advertising sales generation, invoicing and accounts receivable with advertising entities.
Payments shall be made in the form of a check for all advertising and sales, attention: MBL.
APPROVAL OF ADVERTISEMENTS BY MBL
All ads shall be subject to review and approval by MBL.
Vendor shall avoid selling advertising that may be deemed offensive or controversial. MBL has the right to refuse advertising that they deem offensive or controversial and such advertising will be removed by the Vendor within 24 hours. If any questions arise regarding the nature of a specific advertisement, MBL will have sole discretion to determine what may be deemed offensive. Any questions regarding the appropriateness of an ad shall be directed to the Director of Transportation and their designee.
A. Advertising Guidelines
CITY declares that the advertising space on all CITY owned/operated fixed route buses is nonpublic forum.
All exterior advertisements on CITY fixed route buses shall be commercial advertisements that propose commercial transactions and services and shall conform to the following rules.
Unacceptable Advertising. Vendor shall not accept and/or display advertisements:
a. that are false, misleading, deceptive or libelous;
RFP No. 26-04
22 Montebello Bus Lines
b. that involve tobacco or tobacco related products;
c. that involve alcohol or alcoholic related products;
d. that involve unlawful or illegal goods (including drugs), services or activities; e. that depict of the use of firearms;
f. that relate to political campaigns or political issues; g. that relate to religious issues;
h. that infringe on any copyright, trade or service mark, title or slogan; i. that imply endorsement of any goods, services, or activities by CITY; j. that display any word, phrase, symbol or character likely to interfere with, mislead, or distract traffic, or conflict with any traffic control device pursuant to the California Department of Motor Vehicles; and
k. that contain flashing, illuminated, neon, phosphorescent or luminous elements.
B. Violation of Advertising
Vendor shall promptly remove any advertisements that are in violation of this policy within twenty -four (24) hours upon a verbal or written request by CITY.
C. Advertising Policy
CITY reserves the right to amend this policy at any time with a thirty (30) calendar day written notice to Contractor.
a. No Route Specific Advertising.
Under no circumstances shall advertisements be route specific and Vendor shall not represent to potential advertisers that advertising can be route specific.
b. Self-Promotion.
Vendor shall not engage in unpaid self -promotion without prior written approval from the CITY representative.
c. Warranty.
Vendor assumes all responsibility for all of the materials and services provided under this Agreement, whether those materials and services are provided by Vendor, purchased ready -made, or provided by a subvendor.
D. MBL Rights
From time to time MBL may be required to remove buses from operation for the purpose of alteration, repair or painting of its vehicle and asset. The cost of any painting, alteration or repair of MBL vehicles shall be borne by MBL. MBL will not be held liable or accountable for potential loss of ad impressions due to a vehicle or asset being off the road and in repair or maintenance.
MBL reserves the right to suspend temporarily, or discontinue permanently, the operation of any of its lines or any of its vehicles (buses) at any time and to decrease or increase the number of vehicles in daily use, and to change timetables and routes. No increase, decrease, suspension or discontinuance of any
RFP No. 26-04
23 Montebello Bus Lines
line or service, or change of vehicles by MBL shall be deemed a breach of this Agreement, or affect or change the rights of either party against the other, or affect the payments provided herein. Upon determination of an increase or decrease of vehicles and assets, Vendor shall be notified by MBL.
MBL shall retain the right to use any unsold ad spaces as available inventory on its vehicles and assets for MBL partnerships, promotions, public service announcements, or any advertiser of its choice at no cost.
Those spaces not filled by paid advertiseme nts may also be filled with any advertising, as approved by MBL.
Notwithstanding the above paragraph, Vendor shall reimburse MBL for the cost of repairs should removal of adhesive ads installed by Vendor cause damage to MBL vehicles or assets or if damage occurs to the frame while replacing signs. The cost of repairs sh all include all material and labor. Labor shall be at the current MBL labor rate plus benefits.
In keeping with MBL’s desire to maintain an attractive exterior on each of its buses, the Vendor shall agree to maintain clean and not worn, tattered or defaced advertising displays.
In the event exterior advertising space is not sold, the Vendor will install MBL supplied displays, at no cost to MBL. Vendor is to provide MBL for its own self -promotion. If MBL does not desire the posting of displays, the Vendor may make space available to bona-fide public service organizations, and charge such posting fees as the Vendor deems necessary. The Vendor will not permit more than three (3) percent of the exterior advertising display spaces to remain empty at any one time.
The Vendor will agree to provide all candidates for public office and all proponents/opponents of public issues equal opportunity to purchase advertising space on MBL buses or assets.
INSTALLATION AND REMOVAL
Vendor shall be responsible for all costs associated with installation, maintenance and restoration of advertisements sold by Vendor.
Vendor must use changeable graphic film that is easily removed without heat and leaves no adhesive residue.
Vendor shall be responsible for all costs associated with vandalism repairs.
Vendor shall be responsible for the quality of work performed throughout the installation process
Vendor shall submit a design for the advertising surface to MBL for review and approval, ten (10) business days prior to tentative installation date of each advertisement.
Vehicle advertisement installations and removals must be coordinated with MBL five (5) business days in advance. MBL may require that work is performed between hours of 8:00 pm and 4:00 am.
Best efforts shall be made by MBL to accommodate the Vendor’s requested installation and removal dates, times and locations, including those sold on short notice or that require special circumstances, however MBL reserves final decision.
RFP No. 26-04
24 Montebello Bus Lines
Vendor shall provide MBL with a preferred removal date and time that allows a minimum of five (5) business day notice
Vendor shall remove expired or obsolete ads no later than fifteen (15) days from the end of the run date, and/or within forty -eight (48) hours of MBL notice for removal of MBL ads. Failure by the Vendor to remove expired or obsolete ads or MBL ads in timef rames listed herein shall constitute non -compliance with this Agreement. Removal means from the vehicles and from the MBL premises. All signs removed and all related frames, trash and debris shall be cleaned up and disposed of from MBL premises at the expense of the Vendor.
Removal of all expired advertising and restoration of the vehicle surface including damage occurring as a result of advertising installations including the cost associated with the removal/restoration shall be the sole responsibility of the Vendor and performed within thirty (30) days of expiration of the advertisement unless otherwise authorized by MBL.
Vendor shall reimburse MBL for the cost of repairs should removal of ads installed by Vendor cause damage to MBL vehicles or if damage occurs to the frame while replacing signs. The cost of repairs shall include all material and labor. Labor shall be at the current MBL labor rate plus benefits;
All damaged or vandalized advertisements shall be replaced within forty -eight (48) by Vendor at its expense regardless of the cause of damage.
All vehicle numbers, decals and/or route information, or other MBL signage must either remain uncovered or duplicated.
WORK REQUIREMENTS
MBL desires that competent advertising services be secured to operate the revenue producing advertising program on the exterior and interior of MBL buses, as well as possible alternate options. Vendor shall have complete responsibility to do everything nec essary, at the contractor’s expense, to administer the leasing and operation of the revenue producing advertising program. All advertising places are to be used for revenue purposes only.
The Vendor shall provide advertising services to MBL in accordance with the authorized inventory of buses. These services shall be performed in accordance with the task descriptions listed herein. The work consists of, but is not limited to, these task descriptions.
During the contract life, the Vendor shall have the exclusive commercial advertising rights on the exterior of all the designated MBL buses. These rights are subject to compliance with the requirements for timely monthly payments and all other terms, conditions and restrictions as specified herein.
The Vendor will agree to sell and post ads only on existing advertising space. The Vendor will not install additional advertising space on MBL’s existing fleet unless specifically authorized by MBL.
New buses purchased during the term of this Agreement, will be equipped with a minimum of three (3) advertising places.
The Vendor shall maintain all places in good working order during the term of the Agreement.
RFP No. 26-04
25 Montebello Bus Lines
The Vendor shall maintain, store and install equipment and advertising materials.
The Vendor must remove date sensitive advertisements within one (1) week after expiration. Failure to remove date sensitive advertisements within one (1) week after expiration may result in MBL removing the advertisements and assessing the cost for removal to the Contractor.
The Vendor shall provide to MBL, quarterly, a statement of gross billings, net billings and collections for advertising on MBL buses or other Ad spaces. This statement must include the number and type of displays purchased by each advertiser and the amount billed to and/or collected from each advertiser.
Even if there is no revenue for the quarter vendor must provide a statement demonstrating a prospective bidder sheet
The Vendor shall make these records available for inspection or audit by MBL or its authorized agent during regular business hours throughout the term of this Agreement.
Vendor and its employees shall have reasonable access to said equipment as may be necessary for the purpose of this agreement.
A. SAFETY
Vendor must comply with the following Safety Guidelines:
Vendor shall recognize the importance of performing services in a safe and responsible manner so as to prevent damage, injury, or loss to individuals, and the environment. Vendor assumes responsibility for implementing and monitoring all Environment, Health & Safety precautions and programs related to the performance of services.
The Vendor is solely responsible with providing a safe work environment for its employees, agents and subcontractors. Any hazards or unsafe practices the Vendor may identify that it is unable to correct or are outside the Contractor’s scope of responsibil ity must be promptly reported to MBL. MBL reserves the right to require Vendor to discontinue operations at any time if it determines that Contractors actions are creating an unsafe environment or situation.
The Vendor must refrain from creating work hazards for others and for individuals authorized to be within or in proximity to MBL work areas.
Contractors shall not operate MBL machinery without express written consent. Only licensed operators may operate forklifts or other heavy machinery on MBL property, with MBL approval.
MBL is a smoke free environment. This policy applies to all contractors, their employees and subcontractors working on MBL premises.
Contractors must abide by all applicable local, state, and federal rules and regulations pertaining to safe working practices and procedures to protect contractor/subvendor employees as well as MBL staff and visitors.
B. CONTRACT TERM
RFP No. 26-04
26 Montebello Bus Lines
The contract term shall be for a base period of three (3) years with two (2) one (1) year options, exercisable at MBL’s sole discretion. Proposers are required to submit its revenue payment proposal for all five (5) years, or its proposal may be deemed non-responsive.
C. PLACE OF PERFORMANCE
MBL Headquarters- 400 S. Taylor Ave, Montebello CA 90640; Bus stops located at vary cities.
D. OTHER REQUIREMENTS
Supplier must abide by all MBL security, traffic and parking rules and regulations while working at any MBL property. If MBL issues a parking pass, the supplier must display it on their vehicle as required at all times while on any MBL property and return it when instructed to do so.
MONTEBELLO BUS LINES FLEET
Current fleet of Montebello Bus Lines consists of electric, hybrid, and compressed natural gas:
MBL Fixed Route Fleet
Year Make Model Seats Length Fuel Type Total Owned
2008
New Flyer /
Rebuild
Low Floor
38 41'
Electric Battery
3 2009 New Flyer Low Floor 38 35' Hybrid Gas 4
2009 New Flyer Low Floor 38 40' Hybrid Gas 15
2010 New Flyer Low Floor 38 40' CNG 3
2011 New Flyer Low Floor 38 40' CNG 4
2013 New Flyer Low Floor 38 40' CNG 8
2016 New Flyer Low Floor 38 40' CNG 7
2018 New Flyer Low Floor 38 40' CNG 5
2020 New Flyer Low Floor 38 40' CNG 1
2021 New Flyer Low Floor 39 40' CNG 9
2023 New Flyer Low Floor 39 40’ CNG 7
Total: 66
The successful vendor will have the opportunity to advertise using king and tail ads, as well as full and partial bus wraps. MBL is open to consider additional ad space availability, for example, ads on wheels and on underside of bike rack, bus stops, and transit hubs. MBL may also consider ad space on the interior of the bus, as approved by the Director of Transportation and or their designee.
For security reasons, three windows on each side of the bus must remain without ad coverage
A. OPTIONS
RFP No. 26-04
27 Montebello Bus Lines
In addition to the services/quantities outlined in the SOW, options(s) for additional services/quantities under the resulting agreement may be exercised at the discretion of MBL and are defined as follows:
MBL is interested in receiving proposals for consideration for the following options:
1. Standard decal advertising
2. Full and partial wraps
3. Exterior and Interior Digital
4. Any other creative proposal
SECTION 5 – QUALIFICATIONS
DESIRED QUALIFICATION
• Provide a brief profile of the firm, including: the types of services offered, the year founded, form of the organization (corporation, partnership, sole proprietorship) number, size and location of offices, and the number of employees.
• Describe the firm’s experience in performing work of a similar nature to that solicited in this RFP, and highlight the participation in such work by the key personnel proposed for assignment to this project. Describe any experience in similar projects, particularly in the transit and public sector environments. The Vend or must demonstrate to the satisfaction of MBL that it has sufficient resources, capabilities and experience to meet the business needs as stated in this document. The Vendor will state and identify its involvement with other clients for both past and present projects. The Vendor will state the client’s name, and references for similar projects, particularly those conducted for public transit and the public sector in general. Be specific with respect to past and current assignments elaborating on those projects of similar type, magnitude and complexity.
The Vendor’s involvement and responsibility should be defined for each project. • Identify any sub-vendors by company name, address, contact person, and telephone number and project function.
• Briefly describe other projects currently in process and how those projects affect the company’s current capacity and capacity during this proposed project. Identify any capacity or availability issues for any major sub vendors proposed.
FIRM QUALIFICATIONS
To be considered responsive to the RFP, firms must demonstrate that they meet the following minimum qualifications by providing a thorough response and verifiable evidence of compliance. Non -compliance with these requirements may disqualify your proposal from further consideration.
A. Firm has not defaulted on a contract within the past five (5) years or declared bankruptcy or been placed in receivership or been denied credit within the past three (3) years.
B. Firm has not been assessed any penalties for non -compliance with any federal, state, local, City, or county labor laws and/or regulations within the past five (5) years.
C. Firm is currently not under investigation for any charge or claim for noncompliance with any federal, state, local, city, or county labor laws and/or regulations including, without limitation prevailing wage laws and apprenticeship laws.
RFP No. 26-04
28 Montebello Bus Lines
D. Firm must have a minimum of five to ten years of experience and demonstrated track record of quality work, knowledge, skills, and abilities in advertising sales and installation for public transit agencies, preferably in an environment of similar size and scope of the MBL.
E. Licensed to do business in the State of California.
F. Certifications (if required)
G. Experience with projects of similar size and scope.
H. Experience with agencies of similar size and scope as MBL.
SECTION 6 – FORM OF CONTRACT (SAMPLE)
PROFESSIONAL SERVICES AGREEMENT FOR
BUS ADVERTISING SERVICES
THIS AGREEMENT (“Agreement”) is made and entered into on …………………….., 2025 , by the CITY OF MONTEBELLO, a municipal corporation (hereinafter referred to as “CITY”) and …………………………….. (Hereinafter referred to as “VENDOR”). CITY and VENDOR are sometimes referred to herein individual as a “Party,” and jointly as the “Parties.”
RECITALS
WHEREAS, CITY desires to retain a qualified professional VENDOR to operate a “turnkey” revenue producing Bus Advertising program for the CITY’s key commercial corridors to improve transit access and reduce vehicle emissions; and
WHEREAS, VENDOR represents the degree of specialized expertise contemplated within California Government Code, Section 37103, and is qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees; and
WHEREAS, no official or employee of CITY has a financial interest, within the provisions of Sections 1090 – 1092 of the California Government Code, in the subject matter of this Agreement; and
WHEREAS, VENDOR responded to CITY’s Request for Proposals dated September 25th, 2025 (RFP No. [26-04]), as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter “Vendor Proposal”).
NOW THEREFORE, in consideration of performance by the Parties of the covenants and conditions herein contained, the Parties hereto agree as follows:
SECTION 1. INCORPORATION OF RECITALS AND OTHER CONTRACT DOCUMENTS
A. The above-referenced Recitals constitute a material part hereof and shall hereby be incorporated by reference. Moreover, this Agreement consists of the following documents, in order of precedence, all of which are incorporated herein and made part of this Agreement, as though fully set forth herein:
a. This Agreement.
b. RFP No. 26-04, attached hereto as Exhibit “A.”
c. VENDOR’S Proposal to RFP No. 26-04 dated ……………., 2025, attached hereto as Exhibit “B”.
RFP No. 26-04
29 Montebello Bus Lines
d. VENDOR’S “Best and Final Offer” to RFP No. 26 -04 dated ……………., 2025 , attached hereto as Exhibit “C”.
e. All other documents, including but not limited to all applicable bonds, insurance certificates, permits, notices, schedules, forms, certifications, and affidavits.
B. These documents shall be collectively referred to herein as the “Contract Documents.” In the event of a conflict among the Contract Documents, the order of precedence.
SECTION 2. SERVICES / COMPENSATION.
A. VENDOR shall provide to CITY those services that are set forth fully in the Scope of Services, as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter “Professional Services”).
B. VENDOR shall complete the Scope of Services within the time set forth in the Schedule of Performance, as such is set forth in Exhibit “B” hereto and incorporated fully herein by this reference.
B. VENDOR shall be compensated a sum not -to-exceed $…………………………………… … ( the “Maximum Compensation”) for performance of the Professional Services as set forth in the Schedule of Compensation attached hereto as Exhibit “C” and incorporated fully herein by this reference (“Compensation”). VEND OR shall provide an itemized billing statement to CITY each month for Professional Services performed. VEND OR shall not incur fees or costs which exceed the Maximum Compensation without the prior written consent of CITY.
C. CITY will be invoiced at the end of the first billing period following commencement of work and at the end of each billing period thereafter. Payment in full of an invoice must be received by VENDOR within thirty (30) days of the date of such invoice.
D. Work performed shall be deemed approved and accepted by CITY as and when invoiced unless CITY objects within fifteen (15) days of invoice date by written notice specifically stating the details in which CITY believes such work is incomplete or defective, and the invoice amount(s) in dispute. CITY shall pay undisputed amounts as provided for in the preceding paragraph.
E. Failure of CITY to submit full payment of an invoice within thirty (30) days of the date thereof subjects this agreement and the work herein contemplated to suspension or termination at VENDOR's discretion.
SECTION 3. TERM.
This Agreement shall commence on ………………, 2025 and shall be valid for an initial term three-year (3- year) term, with the option to extend for an additional two (2), one-year (1-year) terms.
The Parties agree that Sections 4(B), 9, 10, 11, 13, 16, 17, 18, and 19 shall survive for three (3) years following the expiration or termination of this Agreement.
SECTION 4. PERFORMANCE.
A. VENDOR shall at all times, faithfully, competently, and to the best of its ability, experience
RFP No. 26-04
30 Montebello Bus Lines
and talent, perform all tasks described herein.
B. VENDOR shall employ, at a minimum, generally accepted standards and practices utilized by companies engaged in providing similar services, as are required of VENDOR hereunder, in meeting its obligations under this Agreement.
C. VENDOR shall be knowledgeable of and subject to all CITY ordinances, rules and regulations, standard operating procedures, and the supervisory chain of command.
A. VENDOR shall have the right to retain, subject to CITY's written approval, additional individuals, Vendors, or sub-vendors to assist in the completion of services as herein defined. Compensation for additional individuals, Vendors, or sub-vendors shall be the sole and exclusive responsibility of the VENDOR.
E. VENDOR shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of three (3) years unless otherwise provided for in Exhibit “A.” Upon CITY providing twenty -four (24) hours advanced prior notice, VEND OR shall make all records, invoices, timecards, cost control sheets and other records maintained by VEND OR in connection with this Agreement available during VENDOR’s regular working hours to CITY for review and audit by CITY.
F. All reports, documents, or other written material developed by VEND OR in the performance of this Agreement shall be and remain the property of CITY without restriction or limitation upon its use or dissemination by CITY. Such material shall not be the subject of a copyright application by VENDOR. Any alteration or reuse by the CITY of any such materials on any project other than the Project shall be at CITY’s sole risk unless CITY compensates VENDOR for such reuse.
SECTION 5. WORK PRODUCT.
A. VENDOR hereby agrees that all work produced pursuant to this Agreement and provided to CITY during and upon completion of this Agreement, shall be the property of CITY, and ownership of said work product shall be retained by CITY. VENDOR may take and retain copies of such written products as desired.
B. All data, documents, discussion, or other information developed or received by VENDOR or provided for performance of this Agreement are deemed confidential and shall not be disclosed by VENDOR without prior written consent by CITY. CITY shall grant such consent if disclosure is legally required. All such written products shall be returned to CITY upon the termination or expiration of this Agreement. VENDOR agrees that the covenants contained in this Article shall survive the expiration or termination of this Agreement.
C. Documents are provided in VEND OR’s standard software formats. CITY recognizes that electronic or magnetic data and its transmission can be easily damaged, may not be compatible with CITY’s software formats and systems, may develop inaccuracies during conversion or use, and may contain viruses or other destructive programs, and that software and hardware operating systems may become obsolete. As a condition of delivery of electronic or magnetic data, CITY agrees to defend indemnify and hold VENDOR, its sub-vendors, agents and employees harmless from and against all claims, loss, damages, expense and liability arising from or connected with its use, reuse, misuse, modification or misinterpretation. In no event shall the VENDOR be liable for any loss of use, profit or any other damage.
RFP No. 26-04
31 Montebello Bus Lines
SECTION 6. EXTRA SERVICES.
No extra services over and above the Compensation shall be rendered by VEND OR under this Agreement unless such extra services first shall have been duly authorized in writing by CITY’s City Manager (“City Manager”).
SECTION 7. CITY SUPERVISION.
The Transportation Director shall have the right of general supervision of all work performed by VENDOR and shall be CITY’s agent with respect to obtaining VEND OR’s compliance hereunder. No payment for services rendered under this Agreement shall be made without the prior approval of the City Manager.
SECTION 8. TERMINATION.
If either Party hereto fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, the non -defaulting party shall give the defaulting party written notice of the default, the nature of the default, and of the steps necessary to cure the default.
A. Termination for Cause. In the event that any of the provisions of the Agreement are violated by either party, the non-defaulting Party may terminate the Agreement by serving written notice upon the other Party, listing the violation(s) and its intent to terminate such Agreement unless within ten (10) days after the serving of such notice, such violation shall cease or be rectified, the contract shall upon the expiration of an additional thirty (30) days cease and terminate. Violations by VENDOR which cannot be corrected within ten (10) days, said contract shall at the option of CITY cease and terminate upon the giving of like notice. In the event of any such termination for default by VENDOR, CITY may take over the work and prosecute the same to completion by contract or otherwise for the account and at the expense of VENDOR. VENDOR and his sureties shall be liable to CITY for any excess cost occasioned in the event of any such termination. This change shall not be construed to prevent the termination, for other causes authorized by law or other provisions of this contract. In the event of a termination for cause, VEND OR shall only be entitled to Compensation for those Professional Services satisfactory performed on or before the effective date of termination.
B. Termination for Convenience. CITY shall have the option, at its sole discretion and without cause, to terminate this Agreement in whole, or in part, after giving written notice to VENDOR at least five (5) business days before the termination is to be effective. Upon the termination of this Agreement as provided herein, CITY shall provide to VEND OR the part of Compensation which would otherwise be payable to VENDOR for services VENDOR had completed as of the date of termination, less the amount of all previ ous payment with respect to the Compensation. Further, upon such a termination for convenience by CITY, the Parties agree that VENDOR shall be reimbursed for any “non-refundable” costs that VENDOR has incurred for its services under this Agreement, provided that: (1) such “non- refundable” costs were incurred by VEND OR prior to the date of termination; (2) that VEND OR provides CITY with adequate proof that VENDOR incurred the costs, and is unable to be seek a refund for such costs; and (3) such costs were within the scope of work or services to be performed under this Agreement. Such “non- refundable” costs may include, but are not limited to, travel reservations incurred by VEND OR for its performance of services under this Agreement. VEND OR agrees to cease all work under this Agreement on or before the effective date of any notice of termination.
RFP No. 26-04
32 Montebello Bus Lines
SECTION 9. EMPLOYMENT OF CITY EMPLOYEES.
No regular employee of CITY shall be employed by VENDOR during the Term of this Agreement.
SECTION 10. NON-LIABILITY OF CITY OFFICIALS AND EMPLOYEES.
No official or employee of CITY shall be personally liable to VENDOR in the event of any default or breach by CITY, or for any amount which may become due to VENDOR.
SECTION 11. INDEPENDENT VENDOR.
A. VENDOR is and shall, at all times, remain as to CITY a wholly independent vendor. Neither CITY nor any of its elected officials, officers, employees or agents shall have control over the conduct of VENDOR except as expressly set forth in this Agreement. VENDOR shall not at any time or in any manner represent that he is in any manner an elected official, officer, employee or agent of CITY. No employee benefits shall be available to VENDOR in connection with the performance of this Agreement. Except as provided in this Agreement, CITY shall not pay salary, wages, or other compensation to VENDOR for performance hereunder for CITY. CITY shall not be liable for compensation to VEND OR, VENDOR’s employees or VENDOR’s sub-vendors for injury or sickness arising out of performing services hereunder.
B. The parties further acknowledge and agree that nothing in this Agreement shall create or be construed to create a partnership, joint venture, employment relationship or any other relationship except as set forth in this Agreement.
C. CITY shall not deduct from the Compensation paid to VEND OR any sums required for Social Security, withholding taxes, FICA, state disability insurance or any other federal, state or local tax or charge which may or may not be in effect or hereinafter enacted or required as a charge or withholding on the compensation paid to VENDOR. CITY shall have no responsibility to provide VENDOR, its employees or sub-vendors with workers’ compensation insurance or any other insurance.
SECTION 12. PERS ELIGIBILITY INDEMNITY.
A. In the event that VENDO R or any employee, agent, or sub -vendor of VENDOR providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of CITY, VENDOR shall indemnify, defend, and hold harmless CITY for the payment of any employee and/or employer contributions for PERS benefits on behalf of VENDOR or its employees, agents, or sub-vendors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of CITY.
B. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, VENDOR and any of its employees, agents, and sub-vendors providing service under this Agreement shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by CITY, including but not limited to eligibility to enroll in PERS as an employee of CITY and entitlement to any contribution to be paid by CITY for employer contribution and/or employee contributions for PERS benefits.
SECTION 13. LEGAL RESPONSIBILITIES.
RFP No. 26-04
33 Montebello Bus Lines
VENDOR shall at all times observe and comply with all applicable laws, ordinances, codes and regulations of the federal, state and local governments including, but not limited to the Montebello Municipal Code. The CITY, and its appointed or elected officers, employees, or agents, shall not be liable at law or in equity occasioned by failure of VENDOR to comply with this section.
SECTION 14. INDEMNIFICATION.
VENDOR agrees to, and shall defend, indemnify, protect and hold harmless, CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers from and against any and all claims, demands, lawsuits, defense costs, civil, penalties, exp enses, causes of action, and judgments at law or in equity, or liability of any kind or nature which CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers may sustain or incur or which may be imposed upon them for injuries or deaths of persons, or damage to property arising out of VEND OR’S negligent or wrongful act, or omission under the terms of this Agreement, except only liability arising out of the sole negligence of CITY.
SECTION 15. INSURANCE COVERAGE.
During the Term of this Agreement, VENDOR shall carry, maintain, and keep in full force and effect all following minimum scope of insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with VENDOR’s performance of this Agreement. Such insurance shall be of the types and in the amounts as set forth below:
Commercial General Liability (CGL): Broad-form, Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis for bodily injury and property damage, including premise-operations, products- completed operations, broad form property damage, blanket contractual liability, independent vendor s, personal injury or bodily injury, and advertising injury, with limits no less than Two Million Dollars and Zero Cents ($2,000,000), combined single limits, per occurrence. If a general aggregate limit applies, the limit shall be twice the required occurrence limit. (Subject to change)
Business Automobile Liability Insurance: For owned vehicles, hired, and non-owned vehicles, Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if VEND OR has no owned autos, Code 8 (hired) and 9 (non -owned), with limit no less than One Million Dollars and Zero Cents ($1,000,000.00) per accident for bodily injury and property damage. (Subject to change)
Worker's Compensation insurance as required by the laws of the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than One Million Dollars and Zero Cents ($1,000,000.00) per accident for bodily injury or disease. VEND OR agrees to waive, and to obtain endorsements from its workers’ compensation insurer waiving subrogation rights under its workers’ compensation insurance policy against CITY, its elected and appointed boards, officers, officials, employees, agents and vol unteers for losses arising from work performed by VEND OR for CITY and to require each of its sub -vendors, if any, to do likewise under their workers’ compensation insurance policies. (Subject to change)
By executing this Agreement, VENDOR further certifies as follows:
I am aware of, and will comply with, Section 3700 of the Labor Code, requiring every employer to be insured against liability of Workers’ Compensation or to undertake self-insurance before commencing any of the work contemplated herein.
RFP No. 26-04
34 Montebello Bus Lines
Professional Errors and Omissions (E&O) Liability insurance appropriate to the VEND OR’s profession, with limit no less than Two Million Dollars and Zero Cents ($2,000,000.00) per occurrence or claim, Two Million Dollars and Zero Cents ($2,000,000.00) aggregate. Architects’ and engineers’ coverage shall be endorsed to include contractual liability. If the policy is written as a “claims made” policy, the retroactivity date shall be prior to the start of work set forth herein, VENDOR shall obtain and maintain said E&O liability insurance during the Term of this Agreement and for five (5) years after completion of work hereunder. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a retroactive date prior to the effective date of this Agreement, VENDOR shall purchase “extended reporting” coverage for a minimum of five (5) years after completion of the work. (Subject to change)
If VENDOR maintains higher limits than the minimums shown above, CITY requires and shall be entitled to coverage for the higher limits maintained by VEND OR. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to CITY.
VENDOR shall require each of its sub-vendors, if any, to maintain insurance coverage that meets all requirements of this Agreement.
The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California, with a current rating of at least A: VII in the latest edition of Best's Insurance Guide and approved by CITY.
Each insurance policy required herein shall state that coverage shall not be canceled, except after providing CITY thirty (30) days’ (or ten [10] calendar days for non-payment) prior written notice. VENDOR agrees that if it does not keep the aforesaid insurance in full force and effect CITY may either: (i) immediately terminate this Agreement for Cause; or (ii) take out the necessary insurance and pay, at VENDOR’S expense, the premium thereon.
At all times during the Term of this Agreement, VEND OR shall maintain on file with CITY’s Risk Manager a certificate or certificates of insurance showing that the aforesaid policies are in effect in the required amounts and naming CITY, its officers, agents, employees and volunteers as an additional insured. VENDOR shall, prior to commencement of work under this Agreement, file with CITY’s Risk Manager such certificate(s).
VENDOR shall provide proof that policies of insurance required herein expiring during the Term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Such proof will be furnished at least two (2) weeks prior to the expiration of the coverages.
The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement naming CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers as additional insureds. All policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty (30) days’ prior written notice to CITY. VENDO R agrees to require its insurer to modify the certificates of insurance to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, and to delete the word “endeavor” with regard to any notice provisions.
Except for professional liability and workers’ compensation policies, the policies herein are primary and non-contributing with any insurance that may be carried by CITY. Any insurance or self- insurance maintained by CITY, its officers, employees, agents or volunteers, shall be in excess of VENDOR’s insurance
RFP No. 26-04
35 Montebello Bus Lines
and shall not contribute with it.
All insurance coverage provided pursuant to this Agreement shall not prohibit VENDOR and VENDOR’s employees, agents or sub -vendors, from waiving the right of subrogation prior to a loss.
VENDOR hereby waives all rights of subrogation against CITY. VENDOR agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether CITY has received a waiver if subrogation endorsement from the insurer.
Coverage not affected. Any failure to comply with the reporting provisions of the policies contemplated herein, shall not affect coverage provided to CITY, its elected and appointed boards, officers, officials, employees, agents and volunteers.
Coverage applies separately. VENDOR’s insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer’s liability.
Any deductibles or self -insured retentions must be declared to and approved by CITY. At the option of CITY, VENDOR shall either reduce or eliminate the deductibles or self- insured retentions with respect to CITY, or VENDOR shall procure a bond guaranteeing payment of losses and expenses.
Procurement of insurance by VENDOR shall not be construed as a limitation of VENDOR's liability or as fall performance of VENDOR’s duties to indemnify, hold harmless and defend under Section 9 of this Agreement.
CITY, its officers and employees shall not be responsible for any claims in law or in equity occasioned by the failure of VENDOR to comply with this section.
SECTION 16. SUBCONTRACT, ASSIGNMENT OR DELEGATION.
VENDOR shall not subcontract, delegate or assign its duties or rights hereunder, either in whole or in part, without the prior written consent of CITY. Any proposed subcontract, delegation, or assignment shall provide a description of the services to be covered, identification of the proposed sub -vendor, delegee, or assignee, and an explanation of why and how the same was selected, including the degree of competition involved.
Any subcontract, delegation or assignment shall be made in the name of VEND OR and shall not bind or purport to bind CITY and shall not release VEND OR from any obligations under this Agreement including, but not limited to, the duty to properly supervise and coordinate the work of employees, assignees, delegees or sub -vendors. No such subcontract, delegation or assignment shall result in any increase in the amount of total compensation payable to VENDOR under the Agreement.
SECTION 17. NO WAIVER.
Waiver by any party hereto of any term, condition or covenant of this Agreement shall not constitute the waiver of any other term, condition or covenant hereof.
SECTION 18. DISPUTE RESOLUTION; GOVERNING LAW.
Disputes regarding the interpretation or application of any provision(s) of this Agreement shall, to the extent reasonably feasible, be resolved through good faith negotiations between the Parties. If any action at law or in equity is brought to enforce this Agreement or because of alleged dispute, breach, default or misrepresentation in connection with the provisions of this Agreement, the prevailing party in
RFP No. 26-04
36 Montebello Bus Lines
such action shall be entitled to reasonable attorney’s fees, expert fees, costs and necessary disbursements incurred in that action or proceeding, in addition to such other relief as may be sought and awarded. The venue for any litigation shall be County of Los Angeles, California. The Parties agree that the covenants contained in this Article shall survive the expiration or termination of this Agreement.
SECTION 19. ATTORNEY’S FEES AND COSTS.
If litigation is reasonably required to enforce or interpret the provisions of this Agreement, the prevailing party in such litigation shall be entitled to an award of reasonable attorney's fees and costs in addition to any other relief to which it may be entitled.
SECTION 20. WARRANTIES.
Each of the parties represents and warrants to one another as follows:
A. It has received independent legal advice from its attorneys with respect to the advisability of entering and executing this Agreement;
B. In executing this Agreement, it has carefully read this Agreement, knows the contents thereof, and has relied solely on the statements expressly set forth herein and has placed no reliance whatsoever on any statement, representation, or promise of any oth er party, or any other person or entity, not expressly set forth herein, nor upon the failure of any other party or any other person or entity to make any statement, representation or disclosure of any matter whatsoever; and
C. It is agreed that each party has the full right and authority to enter into this Agreement, and that the person executing this Agreement on behalf of either party has the full right and authority to fully commit and bind such party to the provisions of this Agreement.
SECTION 21. MISCELLANEOUS.
A. The descriptive paragraph headings of this Agreement are included for purposes of convenience only and shall not control or affect the construction of interpretation of any of its provisions.
B. Whenever the context hereof shall so require, the singular shall include the plural, the male gender shall include the female gender, and the neuter and vice versa.
C. In case any one or more of the provisions contained in this Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect, such invalidity, illegality, or unenforceability shall not affect any other provision hereof and this Agreement shall be construed as if such invalid, illegal, or unenforceable provisions had never been contained herein.
D. The representations and warranties made by the parties to this Agreement shall survive the consummation of the transaction herein described.
E. This Agreement may be signed in any one or more counterparts all of which taken together shall be but one and the same Agreement. Any signed copy of this Agreement or of any other document or agreement referred to herein, or copy or counterpart thereof, d elivered by facsimile transmission, shall for all purposes be treated as if it were delivered containing an original manual signature of the party whose signature appears in the facsimile and shall be binding upon such party in the same manner as though an originally signed copy had been delivered.
RFP No. 26-04
37 Montebello Bus Lines
F. Each of the parties acknowledges that it has been represented by independent counsel of its own choosing, or if it has not been represented, it has been admonished to obtain independent counsel and has freely and voluntarily waived and relinquished the right to counsel. Each party who has not obtained independent counsel acknowledges that the failure to have independent legal counsel will not excuse such party’s failure to perform under this Agreement or any agreement referred to in this Agreement.
G. To the extent of a conflict between the terms of this Agreement and those set forth in any exhibits or attachments hereto, the terms of this Agreement shall govern.
SECTION 22. NOTICE.
All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals hereunder shall be given to the following addresses or such other addresses as the Parties may designate by written notice:
CITY MANAGER
City of Montebello
1600 West Beverly Boulevard
Montebello, California 90640
VENDOR
________________________
________________________
________________________
________________________
SECTION 23. NON-DISCRIMINATION AND EQUAL OPPORTUNITY EMPLOYER.
In the performance of this Agreement, VENDOR shall not discriminate against any employee, sub- vendor, or applicant for employment because of race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, mental condition or sexual orientation. VEND OR will take affirmative action to ensure that sub -vendor and applicants are employed, and that employees are treated during employment, without regard to their race, color, creed, religion, sex, marital status, national origin, ancestry, age, physical or mental handicap, medical condition or sexual orientation.
SECTION 24. CONFLICT OF INTEREST.
VENDOR and its officers, employees, associates and sub -vendors, if any, shall comply with all California conflict of interest statutes applicable to Vendor’s Services under this Agreement, including, but not limited to, the Political Reform Act (Gov. Code, § 81000 et seq.) and Government Code Section 1090.
VENDOR further covenants that it presently has no interest and shall not acquire any interest, direct or indirect, which may be affected by the services to be performed by VEND OR under this Agreement, or which would conflict in any manner with the performance of it s services hereunder. VEND OR further covenants that, in performance of this Agreement, no person having any such interest shall be employed by it. Furthermore, VENDOR shall avoid the appearance of having any interest that would conflict in any
RFP No. 26-04
38 Montebello Bus Lines
manner with the performance of its services pursuant to this Agreement.
VENDOR covenants not to give or receive any compensation, monetary or otherwise, to or from the ultimate vendor(s) of services to CITY because of the performance of this Agreement, or the services that may be procured by CITY because of the recommendations made by VENDOR. VENDOR's covenant under this section shall survive the termination of this Agreement.
SECTION 25. ENTIRE AGREEMENT.
This Agreement contains the entire understanding between CITY and VEND OR. Any prior agreements, promises, negotiations or representations not expressly set forth herein are of no force or effect. Subsequent modifications to this Agreement shall be effective only if in writing and signed by each party. If any term, conditio n or covenant of this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall be valid and binding.
CITY OF MONTEBELLO VENDOR
_______________________ _____________________
Raul Alvarez Name and Title
City Manager
Dated: _____________ Dated: _____________
ATTEST:
______________________
Christopher Jimenez
City Clerk
APPROVED AS TO FORM
________________________
Arnold M. Alvarez-Glasman
City Attorney
RFP No. 26-04
39 Montebello Bus Lines
SECTION 7 - FORMS AND CERTIFICATIONS
LETTER OF TRANSMITTAL
CITY OF MONTEBELLO
Transportation Department
SUBJECT: REQUEST FOR PROPOSAL NO. 26-04
BUS ADVERTISING SERVICES
In response to the subject Request for Proposal ( “RFP”) and in accordance with the accompanying Instructions to proposers, the proposer hereby commits to the City of Montebello to perform the work in accordance with the provisions in the p roposal Level Contract Documents and any addenda thereto and at the prices stated in the Revenue Price Sheet, which will be included and made a part of any subsequent agreement.
The proposer agrees that the proposal constitutes a firm offer that cannot be withdrawn for ninety (90) calendar days from the Proposal opening or until the Contract for the work is fully executed between the City and a third party, whichever is earlier.
If awarded a contract, the Proposer agrees to execute an agreement and deliver it to the City of Montebello within seven (7) calendar days after receiving a Letter of Award together with the necessary certificates of insurance and any applicable performance or payment bonds. The Vend or shall only proceed with the work upon receipt of a Notice to Proceed.
The proposer certifies that it has:
1. Examined and is fully familiar with all the provisions of the RFP Documents and any addenda thereto:
2. Satisfied itself as to the requirements of the Contract, the nature and location of the work, the general and local conditions to be encountered in performance of the work, and all other matters that can in any way affect the Work and/or the cost thereof.
3. Examined the experience, skill and certification requirements in Scope of Services and that the entities performing the work can fulfill the specified requirements; and
4. Carefully reviewed the accuracy of all statements and figures shown in the Proposal and attachment hereto.
Therefore, the undersigned hereby agrees that the City of Montebello will not be responsible for any errors or omissions in the Proposal.
The proposer further certifies that:
1. The only persons, firms, corporations, joint ventures/partnerships, and/or other parties interested in the Proposal as principals are those listed as such in the Proposal Forms and that,
2. The Proposal has been prepared without collusion with any other person, firm, corporation, joint venture/partnership, and/or other party.
RFP No. 26-04
40 Montebello Bus Lines
The undersigned acknowledges receipt, understanding and full consideration of the following addenda to the Proposal Documents:
Addenda No(s)
Dated Dated
Dated Dated
Dated Dated
Failure to acknowledge receipt of all addenda may cause the Proposal to be considered non -responsive to the solicitation. Acknowledged receipt of each addendum must be clearly established and included with the Proposal /offer.
Proposer’s Name
Business Address
Contact Person
Email Address
Phone
Fax
Signature of Authorized Official Signature of Authorized Official
Typed or Printed Name Typed or Printed Name
Title Title
Date Date
RFP No. 26-04
41 Montebello Bus Lines
(Joint ventures/partnerships are to provide a signed copy of their agreement with their Proposal.)
For proposals requiring licenses the following information is required:
Vendor’s License No.
Expiration Date:
License Classification:
RFP No. 26-04
42 Montebello Bus Lines
EXHIBIT A
INDEMNIFICATION AND HOLD HARMLESS AGREEMENT AND WAIVER OF SUBROGATION AND CONTRIBUTION Contract/Agreement/License/Permit No. or description: RFP No.26-04, BUS ADVERTISING SERVICES
Indemnitor(s): __________________________________________________ (List all names)
To the fullest extent permitted by law, Indemnitor hereby agrees, at its sole cost and expense, to protect, indemnify, and ho ld harmless the City of Montebello and its elected officials, officers, attorneys, agents, employees, designated volunteers, successors, and assigns (collectively “Indemnitees”) from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, expenses, judgments, penalties, liens, and losses of any nature whatsoever, including fees of accountants, attorneys, or other professionals and all costs associated therewith (collectively “Liabilities”), resulting from any wrongful or negligent act, failure to act, error, or omission of Indemnitor or any of its officers, agents, servants , employees, sub vendors, material men, suppliers or their officers, agents, servants or employees, arising or claimed to arise, directly or indirectly, out of, in connection with , resulting from, or related to the above -referenced: RFP No. 26-04 BUS ADVERTISING SERVICES (the “Waiver”) or the performance or failure to perform any term, provision, covenant, or condition of the Waiver , including this indemnity provision. This indemnity provision is effective regardless of any prior, concurrent, or subsequent passive negligence by In demnitees and shall operate to fully indemnify Indemnitees against any such negligence.
This indemnity provision shall survive the termination of the Waiver and is in addition to any other rights or remedies which Indemnitees may have under the law. Payment is not required as a condition precedent to an Indemnitee’s right to recover under this indemnity provision, and an entry of judgment against the Indemnit or shall be conclusive in favor of the Indemnitee’s right to recover under this indemnity provision. Indemnitor shall pay Indemnitees for any attorney’s fees and costs incurred in enforcing this indemnification provision. Notwithstanding the foregoing, nothing in this instrument shall b e construed to encompass (a) Indemnitees’ active negligence or willfu l misconduct to the limited extent that the underlying agreement is subject to Civil Code § 2782(a), or (b) the contracting public agency’s active negligence to the limited extent t hat the underlying agreement is subject to Civil Code § 2782(b). This indem nity is effective without reference to the existence or applicability of any insurance coverages which may have been required under the Waiver or any additional insured endorsements which may extend to Indemnitees.
City agrees to promptly inform Indemnitor in writing of any claim that City believes to be subject to this Waiver.
Indemnitor, on behalf of itself and all parties claiming under or through it, hereby waives all rights of subrogation and contribution against the Indemnitees, while acting within the scope of their duties, from all claims, losses and liabilities arising out of or incident to activities or operations performed by or on behalf of the Indemnitor regardless of any prior, concurrent, or subsequent non-active negligence by the Indemnitees.
In the event there is more than one person or entity named in the Waiver as an Indemnitor, then all obligations, liabilities, covenants and conditions under this instrument shall be joint and several. “Indemnitor”
Name: __________________________________________________ Name: _______________________ (Print) (Print)
By: _________________________________________________ By: _________________________________________ (Signature) (Signature)
Title: ______________________________________________ Title: ______________________________________
Date: ________________________________________________Date: ________________________________________
RFP No. 26-04
Montebello Bus Lines
EXHIBIT B
REFERENCES
List at Least Three (3) Professional References:
1 Project City/Agency/Other:
Person of Contact:
Phone Number:
E-mail Address:
Address:
City, State, Zip Code:
Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):
Contract Value: $
Award Date:
Term of Contract:
Description of Work:
2 Project City/Agency/Other:
Person of Contact:
Phone Number:
E-mail Address:
Address:
City, State, Zip Code:
Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):
Contract Value: $
Award Date:
Term of Contract:
Description of Work:
3 Project City/Agency/Other:
Person of Contact:
Phone Number:
E-mail Address:
Address:
City, State, Zip Code:
Description of Contract (Please
include contract value, award
date, term of contract, and
description of work):
Contract Value: $
Award Date:
Term of Contract:
Description of Work:
RFP No. 26-04
Montebello Bus Lines
EXHIBIT C
INSURANCE
The Proposal shall include a statement that the insurance requirements set forth in the contract documents can be obtained and will be carried without reservation or exclusion should Proposer be awarded a contract pursuant to this RFP.
The successful Proposer shall at all times during the term of the awarded Agreement, carry, maintain, and keep in force and effect, with an insurance company admitted to do business in California, rated “A” or better in the most recent A.M. Best’s Insurance Rating Guide, and approved by the CITY, a policy or policies of:
A. Commercial General Liability Insurance using Insurance Services Office Commercial General Liability form CG 00 O1 or the exact equivalent. Defense costs must be paid in addition to limits.
There shall be no cross-liability exclusion for claims or suits by one insured against another.
Limits shall be no less than $2,000,000 per occurrence for all covered losses and the general aggregate limit shall be twice the required occurrence limit. (Subject to change)
B. Business Auto Coverage on ISO Business Auto Coverage form CA 00 O1 including symbol 1 (Any Auto) or the exact equivalent. Limits shall be no less than $1,0 00,000 per accident, comb ined single limit. If Vendor owns no vehicles, this requirement may be satisfied by a non -owned auto endorsement to the general liability policy described in the pre ceding subsection. If Vend or or Vendor’s employees will use personal autos in any way on this project, Vendor shall provide evidence of personal auto liability coverage for each such person. (Subject to change)
C. Workers' Compensation insurance on a state approved policy form providing statutory benefits as required by law with employer's liability limits no less than $1,0 00,000 per accident for all covered losses. (Subject to change)
D. Professional Liability or Errors and Omissions Insurance as appropriate to the profession, written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Vendor and "Covered Professional Services" as designated in the policy must specifically include work performed under this Agreement. The policy limit shall be not less than $2,000,000 per claim and in the aggregate. The policy must "pay on behalf of' the insured and must include a provision establishing the ins urer's duty to defend. The policy retroactive date shall be on or before the effective date of this Agreement. City, its officers, employees, attorneys, and designated volunteers shall be named as additional insured on the policy, or policies, as to commercial general liability bodily injury and property damage coverage s and automobile coverages with respect to liability arising out of successful Proposer’s work under this Agreement. (Subject to change)
E. All insurance policies shall provide that the insurance coverage shall not be non -renewed, canceled, reduced, or otherwise modified (except through the addition of additional insureds to
RFP No. 26-04
Montebello Bus Lines
the policy) by the insurance carrier without the insurance carrier giving City thirty (30) days' prior written notice thereof. Any such thirty (30) day notice shall be submitted to City via certified mail, return receipt requested, addressed to "Risk Manag er," City of Montebello, 1600 West Beverly Boulevard, Montebello, California, 90640. Vend or agrees that it will not cancel, reduce or otherwise modify said insurance coverage.
F. Vendor shall submit to City (i) insurance certificates indicating compliance with the minimum worker's compensation insurance requirements above, and (ii) insurance policy endorsements indicating compliance with all other minimum insurance requirements above, no t less than one (1) day prior to beginning of performance under this Agreement. Endorsements shall be executed on City's appropriate standard forms entitled "Additional Insured Endorsement".
RFP No. 26-04
Montebello Bus Lines
EXHIBIT D
RFP No. 26-04
BUS ADVERTISING SERVICES
COST PROPOSAL SHEET
In accordance with the Request for Proposal issued by the City of Montebello Transportation Department (hereinafter referred to as “Vendor/Proposer), the undersigned proposing company hereby agrees to furnish all necessary labor, materials and incidentals required for the above stated contract as set forth in the Scope of Work and any addenda thereto, and to perform all work in the manner and time prescribed therein. Please provide a description of a products proven equal as well as additional costs/fees below.
: Description Cost/Fees
List other costs/fees:
Quantity Description of Work Cost of Needs
Lump sum BUS ADVERTISING SERVICES $
$
$
$
$
$
$
TOTAL $
RFP No. 26-04
Montebello Bus Lines
Contact Information:
Name & Job Title:
Business Name:
Address:
City, State, Zip Code:
Phone Number:
E-mail Address:
Authorized Signature: Date:
RFP No. 26-04
Montebello Bus Lines
EXHIBIT E
Bidder’s List of Sub-vendors (DBE and Non-DBE)
Part I
The bidder shall list all sub-vendors (both DBE and non- DBE) in accordance with Section 2 -1.054 the Standard Specification and per Title 49, Section 26.11 of the Code of Federal Regulations. This listing is required in addition to listing DBE Sub-vendors elsewhere in the proposal. Photocopy this form for additional firms.
Firm Name/
Address/
City, State, ZIP
Phone/
Fax
Annual Gross
Receipts
Description of Portion of Work to be
Performed
Local Agency Use Only
(Certified DBE?)
Name Phone
< $1 million YES
< $5 million NO
Address < $10 million If YES list DBE #:
Fax < $15 million
City State ZIP > $15 million Age of Firm (Yrs.)
Name Phone
< $1 million YES
< $5 million NO
Address < $10 million If YES list DBE #:
Fax < $15 million
City State ZIP > $15 million Age of Firm (Yrs.)
Name Phone
< $1 million YES
< $5 million NO
Address < $10 million If YES list DBE #:
Fax < $15 million
City State ZIP > $15 million Age of Firm (Yrs.)
RFP No. 26-04
Montebello Bus Lines
Part II
The bidder shall list all sub-vendors who provided a quote or bid but were not selected to participate as a sub-vendor on this project. This is required for compliance with Title 49, Section 26 of the Code of Federal Regulations. Photocopy this form for additional firms.
Firm Name/
Address/
City, State, ZIP
Phone/
Fax
Annual Gross Receipts Description of Portion of Work to be Performed
Local Agency
Use Only
(Certified
DBE?)
Name Phone
< $1 million YES
< $5 million NO
Address < $10 million If YES list DBE
#:
Fax < $15 million
City State ZIP > $15 million Age of Firm
(Yrs.)
Name Phone
< $1 million YES
< $5 million NO
Address < $10 million If YES list DBE
#:
Fax < $15 million
City State ZIP > $15 million Age of Firm
(Yrs.)
RFP No. 26-04
Montebello Bus Lines
EXHIBIT F
CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS -
PRIMARY COVERED TRANSACTIONS
The certifies to the best of it’s
(Firm Name/ Principle)
knowledge and belief, that it and its principals:
1. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency:
2. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or Local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements or receiving stolen property;
3. Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (2) of this certification; and
4. Have not within a three -year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause of default.
If unable to certify to any of the statements in this certification, the participant shall attach an explanation to this certification.
THE PRIMARY PARTICIPANT_______________________________________________________ CERTIFIES (Firm Name/Principal)
OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF THE CONTENTS OF THE STATEMENTS SUBMITTED ON OR WITH THIS CERTIFICATION AND UNDERSTANDS THAT THE PROVISIONS OF 31 U.S.C. SECTIONS 3801 ET SEQ. ARE APPLICABLE THERETO.
Signature and Title of Authorized Official
The undersigned chief legal counsel for the _____________________________________ hereby certifies that the ____________________________________ has authority under State and Local law to comply with the subject assurances that the certification above has been legally made.
Signature of Attorney Date
RFP No. 26-04
Montebello Bus Lines
EXHIBIT G
PERFORMANCE GUARANTEE CERTIFICATION
The undersigned hereby certifies that the Vend or shall provide a Performance Guarantee in accordance with Specifications.
Designate below which form of Performance Guarantee shall be provided:
Performance Bond
Irrevocable Stand-By-Letter of Credit
Vendor’s Name:
Authorized Signature:
Title:
Date:
RFP No. 26-04
Montebello Bus Lines
EXHIBIT H
PERFORMANCE BOND
KNOW ALL MEN BY THESE PRESENTS: that
(Insert full name and address and legal title of Vendor) as Principal, hereinafter called Vendor, and,
(Insert full name and address or legal title of Surety) as Surety, hereinafter called Authority, in the amount of $_____________ for the payment whereof Vendor and Surety bind themselves, their heirs, executers, administrators, successors and assigns, jointly and severally, firmly by these presents.
WHEREAS, Vendor has by written agreement dated _______________________, 20____, entered into a contract with the City for Contract No.__________________, which contract is by reference made a part hereof, and is hereinafter referred to as the “Contract”.
NOW, THEREFORE, THE CONDITION OF THIS OBLIGATION is such that, if Vendor shall promptly and faithfully perform said Contract, then this obligation shall be null and void; otherwise it shall remain in full force and effect.
The Surety hereby waives notice of any alteration or extension of time made by the City.
Whenever Vendor shall be, and is declared by the City to be in default under the Contract, the City having performed City’s obligations thereunder, the Surety may promptly remedy the default, or shall promptly
1. Complete the Contract in accordance with it terms and conditions, or
2. Obtain a bid or bids for completing the Contract in accordance with its terms and conditions, and upon determination by Surety of the lowest responsible bidder, or, if the City elects, upon determination by the City and the Surety jointly of the lowest res ponsible bidder, arrange for a contract between such bidder and the Authority, and make available as Work progresses (even though there should be a default or a succession of defaults under the contract or contracts of completion arranged under this paragr aph) sufficient funds to pay the cost of completion less the balance of the contract price; but not exceeding, the amount set forth in the first paragraph hereof.
The term "balance of the contract price," as used in this paragraph, shall mean the total amo unt payable by the City to Vendor under the Contract and any amendments thereto, less the amount properly paid by the City to Vendor.
Any suit under this bond must be instituted before the expiration of two (2) years from the date on which final payment under the Contract falls.
No right of action shall accrue on this bond to or for the use of any person or corporation other than the RECIPIENT or the heirs, executors, administrators or successors of the City.
RFP No. 26-04
Montebello Bus Lines
Signed and sealed this ____________________ day of 20____.
WITNESS PRINCIPLE
(SEAL)
(TITLE)
WITNESS SURETY
(SEAL)
(TITLE)
Attach hereto proof of authority of officers or agents to sign bond.
RFP No. 26-04
Montebello Bus Lines
EXHIBIT I
IRREVOCABLE STANDBY LETTER OF CREDIT CERTIFICATE
The undersigned states that he/she is of the of the
(Title)
(The “Beneficiary”) and hereby
(Name of Beneficiary)
Certifies on behalf of the Beneficiary to (the "Bank), with (Name of Issuing Bank)
Reference to Irrevocable Standby Letter of Credit No. Issued by the
Bank (the "Letter of Credit"), that:
1. The undersigned is duly authorized to execute and deliver this certificate on behalf of the Beneficiary.
2. The Beneficiary is making a drawing under the Letter of Credit.
3. An Event of Default has occurred under Contract No.
4. The amount of the draft presented with this certificate does not exceed the total maximum amount drawable today under the Letter of Credit as provided therein.
IN WITNESS WHEREOF, this certificate is executed this __________________ day of_____, 20____.
NAME OF BENEFICIARY
By:
Its:
RFP No. 26-04
Montebello Bus Lines
EXHIBIT J
BANK DRAFT
FOR VALUE RECEIVED
Pay on the presentment to the sum of
(Name of Beneficiary) Dollars ($)
Charge to the Account of Irrevocable Standby Letter of (Name of Issuing Bank)
Credit No. Dated:
To
(Name of Issuing Bank)
NAME OF BENEFICIARY
By
Its
Montebello Bus Lines
EXHIBIT K
Certification of Drug-Free Workplace
I,__________________________________, hereby certify on behalf of (Name of authorized official)
______________________________________that:
(Name of company)
The VENDOR named above, and all Sub-Vendors working on this contract, will comply with Government Code Section 8355 in matters relating to providing a drug -free workplace. The VENDOR and all Sub - Vendors will, therefore:
Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance are prohibited, and that specified actions will be taken against employees for violation of these prohibitions, as required by Government Code Section 8355(a).
Establish a Drug-Free Awareness Program, as required by Government Code Section 8355(b), to inform employees about all of the following:
1. The dangers of drug abuse in the workplace.
2. The firm’s policy of maintaining a drug-free workplace.
3. Any available counseling, rehabilitation, and employee assistance programs and,
4. Penalties that may be imposed upon employees for drug abuse violations, including that no employee who tests positive for use of a controlled substance shall be permitted to work on this contract.
Provide, as required by Government Code Section 8355(c), that every employee who works on the proposed contract:
1. Will receive a copy of the firm’s drug-free policy statement, and:
2. Will agree to abide by the terms of the firm’s statement as a condition of employment on the contract.
Certification
I, ___________________________________, hereby certify that the above named company, which I am duly authorized to represent, will comply with the Drug-Free Workplace requirements of this contract. I understand that this certification is made under penalty of perjury, under the laws of the State of California.
Executed this_________ day of___________, 20________
By_____________________________________________
(Signature of Authorize Official)
_______________________________________________
(Title of Authorized Official)
Bidder________________________________________________________________________
RFP No. 26-04
Montebello Bus Lines
EXHIBIT L
Certificate of Compliance with 49 CFR Part 655
Prevention Of Alcohol Misuse and Prohibited Drug Use in Transit Operations Bider hereby certifies that
A. Anti-drug Use and Alcohol Misuse Program
(Choose one Alternative with an X in the box)
☐1. Bidder/Proposer has established and implemented an anti -drug use and alcohol misuse program meeting the requirements on 49 CFR 655.
Or
☐2. Bidder/Proposer will establish and implement an anti- drug use and alcohol misuse program meeting the requirements on 49 CFR 655 prior to contract award.
B. Drug and Alcohol Testing Program
(Choose on alternative with an X in the box)
☐1. To the best of my knowledge and belief the Work required under the Contract will not require the performance of Safety Sensitive Functions as defined in 49 CFR Part 655.
Or
☐2. To the best of my knowledge and belief the Work required under the Contract will require the performance of Safety Sensitive Functions as defined in 49 CFR Part 655. (If Alternative 2 was chosen, select one of the following alternatives with an X in the box) ☐a. Bidder/Proposer has established and implemented a drug and alcohol testing program that complies with 49 CFR Part 655.
☐b. Bidder Proposer will establish and implement a drug and alcohol testing program that will comply with 49 CFR Part 655 prior to contract award.
C. Certification
Bidder will submit its Anti-drug Use and Alcohol Misuse Program, and, if B.2 was marked above, its Drug and Alcohol Testing Program, to City of Montebello - Department of Transportation for review and approval prior to contract award.
Bidder/Proposer: ______________________________________________________________
Authorized Representative:_______________________________________________________________
Signature of Authorized
Representative:_______________________________________________________________
Title:____________________________________Date:________________________________
RFP No. 26-04
CP-1
EXHIBIT M
Revenue Price Proposal
CITY OF MONTEBELLO
ADVERTISING PROGRAM SERVICES
REVENUE PRICE PROPOSAL
COMPANY NAME: DATE:
CONTACT PERSON: TITLE:
ADDRESS:
EMAIL: PHONE:
Monthly
Estimated
Gross Income
Monthly
Estimated
Expenses
Monthly
Estimated Net
Monthly Amount
to CITY
( % of net)
Monthly Net
Amount Retained
by Proposer
Exterior Advertising
Interior Advertising
Other:
Year 1
Monthly Total
Monthly
Estimated
Gross Income
Monthly
Estimated
Expenses
Monthly
Estimated Net
Monthly Amount
to CITY
( % of net)
Monthly Net
Amount Retained
by Proposer
Exterior Advertising
Interior Advertising
Other:
Year 2
Monthly Total
Notes
Notes
RFP No. 26-04
CP-2
Montebello Bus Lines
Monthly
Estimated
Gross Income
Monthly
Estimated
Expenses
Monthly
Estimated Net
Monthly Amount
to CITY
( % of net)
Monthly Net
Amount Retained
by Proposer
Notes
Exterior Advertising
Interior Advertising
Other:
Year 3
Monthly Total
Please attach:
Anticipated Rate Cards
Assumed Occupancy Rate
List of items that comprise estimated expenses
Other relevant information
RFP No. 26-04
Montebello Bus Lines
[THIS PAGE WAS INTENTIONALLY LEFT BLANK]
ITEM # 19
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: Fernando Pelaez, Fire Chief
Andrew Kim, Senior Management Analyst
SUBJECT: APPROVE PURCHASE OF AN EMERGENCY RESPONSE VEHICLE /
PARAMEDIC RESCUE SQUAD FROM ELK GROVE AUTO UTILIZING
COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) FISCAL YEAR
2025-26 FUNDING
DATE: September 24, 2025
RECOMMENDATIONS:
It is recommended that the City Council:
1. Approve the purchase of one (1) 2026 Ram 4500 Chassis Cab Tradesman 4x2 Crew Cab (Model DP4L93) in the amount of $254,032 from Elk Grove Auto; and
2. Authorize the City Manager, or designee, to execute all necessary documents to effectuate the purchase of the vehicle plus necessary emergency equipment for the vehicle, with a not-to-exceed amount of $325,488 to accommodate taxes, fees, incidental costs and emergency response equipment; and
3. Amend the Fiscal Year 2025-26 budget by increasing appropriations by $325,488 in Account No. 255-85-850-6082 (CDBG, Fire, Fire Administration, Vehicle Purchases); and
4. Take such additional, related action that may be desirable.
FISCAL IMPACT:
The price quoted by Elk Grove Auto for the purchase of one (1) 2026 Ram 4500 Chassis Cab Tradesman 4x2 Crew Cab (Model DP4L93) is $254,032 (Attachment A), which is not inclusive of taxes and fees, nor is the required emergency response equipment included in this price quote. Staff recommends approval of a not-to-exceed amount of $325,488 to allow for sales tax, DMV registration, and emergency response equipment associated with the purchase of this Emergency Response Vehicle / Paramedic Rescue
CITY COUNCIL AGENDA REPORT - MEETING OF SEPTEMBER 24, 2025
Squad.
Funding for this purchase is available through Fiscal Year 2025-26 Community Development Block Grant (CDBG) funding. As such, staff is requesting an amendment of the Fiscal Year 2025-26 budget by increasing appropriations by $325,488 in Account No. 255-85-850-6082 (CDBG, Fire, Fire Administration, Vehicle Purchases). The FY 2025-26 budget includes appropriations for various CDBG funded activities. The budget amendment will place funding for the purchase and outfitting of the Paramedic Rescue Squad in the proper account.
BACKGROUND/DISCUSSION:
The Fire Department continues to experience increased demand for emergency medical services, particularly those requiring Advanced Life Support (ALS) intervention. The addition of a new Paramedic Rescue Squad will significantly improve response capacity, reduce strain on frontline engines, and increase overall system resiliency. A new Paramedic Rescue Squad will allow the Fire Department to provide timely and effective EMS response, particularly during high call volume periods and large-scale incidents, while ensuring more efficient deployment of resources across the City.
Earlier this year, the Montebello Fire Department applied for and was awarded $325,488 through the City of Montebello’s Community Development Block Grant (CDBG) program for Fiscal Year 2025–26 to support the purchase of a new Paramedic Rescue Squad and related equipment. This funding directly supports the Department’s transition to the squad-based response staffing model aimed at enhancing ALS service delivery and operational efficiency. This staffing model was approved by the City Council in September, 2023.
On August 14, 2025, the City of Montebello issued a Request for Quotes (RFQ 26-01) (Attachment B) for qualified vendors to provide a new, fully equipped Emergency Response Vehicle / Paramedic Rescue Squad. The RFQ closed on September 11, 2025, and the City received two responsive quotes. After evaluating the quotes, Elk Grove Auto submitted the lowest responsive and responsible bid in the amount of $254,032 prior to tax and fees (Attachment A). Staff has reviewed the submittals and determined Elk Grove Auto meets all requirements of the RFQ.
ENVIRONMENTAL:
N/A
ANALYSIS:
N/A
SUMMARY:
Staff recommends awarding the bid to Elk Grove Auto for the purchase of one 2026 Ram 4500 Chassis Cab Tradesman 4x2 Crew Cab in the amount of $254,032 in accordance
CITY COUNCIL AGENDA REPORT - MEETING OF SEPTEMBER 24, 2025
with RFQ 26-01 (Attachment B) and authorizing a not-to-exceed purchase amount of $325,488 to cover taxes, fees and the purchase of emergency response equipment for the vehicle; and amend the Fiscal Year 2025-26 budget by increasing appropriations by $325,488 in Account No. 255-85-850-6082 (CDBG, Fire, Fire Administration, Vehicle Purchases).
ATTACHMENT(S)
1. Attachment A -Quote, Elk Grove Auto
2. Attachment B - RFQ
Elk Grove Auto DATE September 9, 2025
Quotation # 10145A
TO: CITY OF MONTEBELLO
(530) 981-5164 - cell 1600 West Beverly Blvd
(916) 509-8577 - desk Montebello, CA 90640
Alexis Lucero Prepared by: Aidan Barnhart
323-887-1471
[email protected]
AMOUNT
254,032.00$
254,032.00$
TBD TBD
Total: 254,032.00$
If you have any questions concerning this quotation, contact Aidan Barnhart at (530) 981-5164 or email at [email protected]
2026 RAM 4500 CHASSIS CAB TRADESMAN 4X2 CREW CAB (DP4L93) Vehicle build and options are in additional pages according to RFQ #26-01 Subtotal
Comments or special instructions:
Tax Rate (subject to change):
8575 Laguna Grove Drive.
Elk Grove, CA 95757
Description
THANK YOU FOR YOUR BUSINESS!!
ATTACHMENT A
Sold To: Ship To:
P.O. No.
Wheelbase
Quote Due
Notes
Access panels to be provided to allow for maint. of wiring connections.
THIS PROVISION IS NOT INCLUDED AS PART of OUR PROPOSAL
OPTIONAL RADIO EQUIPMENT IS NOT QUOTED NOR PART OF OUR BID Production time required for project is 180-280 days after reciept of chassis w/ RAM chassis arrival being in Q1/Q2 2026 for completion of project approx. Q4 Phenix Squad Body per RFQ #26-01 and Appendix A drawing package.
NOTE:
All exterior walls of body shall be dual wall construction to accommodate tool mounting and to concela body wiring. PLUS the next section that states:
1 Quote
1785 Mt. Vernon Ave., Pomona, CA 91768 Date
800-736-9790 909-469-0411 Fax: 909-469-1064
www.PhenixTruckBodies.com
9/5/2025
Quote #
C/O Elk Grove CDJR Aidan Barnhart
Customer Phone #
RFQ #26-01
Montebello Fire Dept Customer Contact
[email protected] FOB Phenix This quote expires in 30 days Make - Model - Year 2026 RAM 4500/5500 VIN #
530-981-5164
Salesman Todd Davis Terms Net 30
Part #
Phenix Squad
Cab to Axle (CA) 60"
Overall Width Bed Width Compartment Depth
Rear Wheel Config. Fuel Tank
QtyDescription
Thank you for the opportunity to quote your truck equipment needs! 1 of 1
Phenix will fabricate body & equipment per drawings - No Exceptions
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] Vehicle: [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB Prepared by
Aidan Barnhart
Winner Chevrolet / Elk Grove Auto Group
530-981-5164
[email protected]
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region.
Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided.
Data Version: 26420. Data Updated: Sep 7, 2025 6:56:00 PM PDT.
Sep 8, 2025 Page 2
Table of Contents
Window Sticker•
Standard Equipment•
Technical Specifications•
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] Vehicle: [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB ( Complete )
This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region.
Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided.
Data Version: 26420. Data Updated: Sep 7, 2025 6:56:00 PM PDT.
Sep 8, 2025 Page 3
Window Sticker
SUMMARY
[Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB Interior:Diesel Gray/Black, HD Vinyl 40/20/40 Split Bench Seat Exterior 1:Flame Red Clearcoat
Exterior 2:No color has been selected.
Engine: 6.4L V8 HEMI HD
Transmission: 8-Speed TorqueFlite HD Automatic (DFZ)
OPTIONS
CODE MODEL MSRP
DP4L93 [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB
OPTIONS
2XA Quick Order Package 2XA Tradesman
DFZ Transmission: 8-Speed TorqueFlite HD Automatic (DFZ) ESL Engine: 6.4L V8 HEMI HD
MRU Black Tubular Side Steps
PR4 Flame Red Clearcoat
TAE Tires: 225/70R19.5G All Position
TXX8 Diesel Gray/Black, HD Vinyl 40/20/40 Split Bench Seat WPJ Wheels: 19.5" x 6.0" Black Painted Steel
XAA ParkSense Rear Park Assist System
XAC ParkView Rear Back Up Camera
XBJ Dual Alternators Rated at 400 Amps
XCL Engine Shutdown Timer
Z4A GVWR: 16,500 lbs
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] Vehicle: [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB ( Complete )
This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region.
Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided.
Data Version: 26420. Data Updated: Sep 7, 2025 6:56:00 PM PDT.
Sep 8, 2025 Page 4
FUEL ECONOMY
Est City:N/A
Est Highway:N/A
Est Highway Cruising Range:N/A
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] Vehicle: [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB ( Complete )
This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region.
Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided.
Data Version: 26420. Data Updated: Sep 7, 2025 6:56:00 PM PDT.
Sep 8, 2025 Page 5
Standard Equipment
Mechanical
Engine: 6.4L V8 HEMI HD (STD)
Transmission: 8-Speed TorqueFlite HD Automatic (DFZ) (STD) GVWR: 16,500 lbs (STD)
Heavy Duty Truck Federal Emissions
Transmission w/Driver Selectable Mode and Oil Cooler
Power Take-Off Right/Left
Rear-Wheel Drive
4.44 Axle Ratio
Engine Oil Cooler
730CCA Maintenance-Free Battery w/Run Down Protection
220 Amp Alternator
Towing Equipment -inc: Trailer Sway Control
Trailer Wiring Harness
8910# Maximum Payload
HD Gas-Pressurized Shock Absorbers
Front Anti-Roll Bar and Rear HD Anti-Roll Bar
Hydraulic Power-Assist Steering
52 Gal. Fuel Tank
Single Stainless Steel Exhaust
Dual Rear Wheels
Leading Link Front Suspension w/Coil Springs
Solid Axle Rear Suspension w/Leaf Springs
4-Wheel Disc Brakes w/4-Wheel ABS, Front And Rear Vented Discs Upfitter Switches
Mechanical Limited Slip Differential
Exterior
Wheels: 19.5" x 6.0" Black Painted Steel (STD)
Tires: 225/70R19.5G All Position (STD)
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] Vehicle: [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB ( Complete )
This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region.
Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided.
Data Version: 26420. Data Updated: Sep 7, 2025 6:56:00 PM PDT.
Sep 8, 2025 Page 6
Exterior
Wheels w/Hub Covers
Black Front Bumper w/2 Tow Hooks
Black Fender Flares
Black Side Windows Trim and Black Front Windshield Trim Black Door Handles
Manual Side Mirrors w/Convex Spotter
Black Exterior Mirrors
Manual Telescoping Mirrors
Manual Folding Exterior Mirrors
Fixed Rear Window
Light Tinted Glass
Variable Intermittent Wipers
Galvanized Steel/Aluminum Panels
Black Grille
Auto On/Off Reflector Led Low/High Beam Daytime Running Headlamps w/Delay-Off Front Fog Lamps
Cab Clearance Lights
Perimeter/Approach Lights
Entertainment
Radio w/Seek-Scan, Clock, Speed Compensated Volume Control, Aux Audio Input Jack, Voice Activation, Radio Data System and External Memory Control
Radio: Uconnect 5 w/8.4" Display
6 Speakers
Streaming Audio
Integrated Roof Antenna
GPS Antenna Input
2 LCD Monitors In The Front
Interior
40-20-40 Bench Folding Driver Seat w/4 Way Direction Control -inc: Manual Fore/Aft and Adjustable Headrest Driver Seat
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] Vehicle: [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB ( Complete )
This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region.
Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided.
Data Version: 26420. Data Updated: Sep 7, 2025 6:56:00 PM PDT.
Sep 8, 2025 Page 7
Interior
Manual Adjust 4-Way Driver Seat
40-20-40 Bench Folding Passenger Seat w/4 Way Direction Control -inc: Manual Fore/Aft and Adjustable Headrest
Passenger Seat
Manual Adjust 4-Way Front Passenger Seat
Front Facing Vinyl Rear Seat
Manual Tilt Steering Column
Gauges -inc: Speedometer, Odometer, Voltmeter, Oil Pressure, Engine Coolant Temp, Tachometer, Oil Temperature, Transmission Fluid Temp, Engine Hour Meter and Trip Odometer Power Rear Windows
Voice Recorder
Rear Folding Seat
Illuminated Front Cupholder
Rear Cupholder
Proximity Key For Push Button Start Only
Valet Function
Remote Keyless Entry w/Integrated Key Transmitter, Illuminated Entry and Panic Button Cruise Control w/Steering Wheel Controls
Adaptive Cruise Control
Manual Air Conditioning
HVAC -inc: Underseat Ducts
Glove Box
Full Cloth Headliner
Urethane Gear Shifter Material
Interior Trim -inc: Deluxe Sound Insulation, Metal-Look Instrument Panel Insert and Chrome/Metal-Look Interior Accents
HD Vinyl 40/20/40 Split Bench Seat
Day-Night Rearview Mirror
Passenger Visor Vanity Mirror
Mini Overhead Console and 2 12V DC Power Outlets
Front Map Lights
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] Vehicle: [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB ( Complete )
This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region.
Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided.
Data Version: 26420. Data Updated: Sep 7, 2025 6:56:00 PM PDT.
Sep 8, 2025 Page 8
Interior
Fade-To-Off Interior Lighting
Full Vinyl/Rubber Floor Covering
Storage Tray
FOB Controls -inc: Keyfob Remote Start
Smart Device Remote Engine Start
RAM Connect Tracker System
Global Telematics Box Module (TBM)
Google Android Auto
Apple CarPlay
Remote USB Port - Charge Only
4G LTE Wi-Fi Hot Spot
Integrated Voice Command w/Bluetooth
Connectivity - US/Canada
For Details, Visit DriveUconnect.com
Instrument Panel Bin, Dashboard Storage, Driver / Passenger And Rear Door Bins and 2nd Row Underseat Storage
Delayed Accessory Power
Power 1st Row Windows w/Driver And Passenger 1-Touch Up/Down Power Door Locks w/Autolock Feature
Driver Information Center
Redundant Digital Speedometer
Analog Appearance
Temperature & Compass Gauge
Manual Adjustable Front Head Restraints
Armrests w/Storage
Seats w/Vinyl Back Material
40/20/40 Split Bench Seat
Front Armrest w/Cupholders
2 Way Rear Headrest Seat
Sentry Key Immobilizer
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] Vehicle: [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB ( Complete )
This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region.
Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided.
Data Version: 26420. Data Updated: Sep 7, 2025 6:56:00 PM PDT.
Sep 8, 2025 Page 9
Interior
2 12V DC Power Outlets
Air Filtration
Safety-Mechanical
Electronic Stability Control (ESC)
ABS And Driveline Traction Control
Safety-Exterior
Side Impact Beams
Safety-Interior
RAM Connect Emergency Sos Capability
Forward Collision Warning-Plus
Collision Mitigation-Front
Dual Stage Driver And Passenger Front Airbags
Airbag Occupancy Sensor
Rear Child Safety Locks
Outboard Front Lap And Shoulder Safety Belts -inc: Rear Center 3 Point, Height Adjusters and Pretensioners
WARRANTY
Basic Years: 3
Basic Miles/km: 36,000
Drivetrain Years: 10
Drivetrain Miles/km: 100,000
Corrosion Years: 5
Corrosion Miles/km: 100,000
Roadside Assistance Years: 5
Roadside Assistance Miles/km: 100,000
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] Vehicle: [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB ( Complete )
This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region.
Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided.
Data Version: 26420. Data Updated: Sep 7, 2025 6:56:00 PM PDT.
Sep 8, 2025 Page 10
Technical Specifications
Powertrain
Transmission
Drivetrain Rear Wheel Drive Trans Order Code DFZ
Trans Type 8 Trans Description Cont. Automatic w/OD
Trans Description Cont. Again N/A First Gear Ratio (:1) 4.71 Second Gear Ratio (:1) 3.14 Third Gear Ratio (:1) 2.11
Fourth Gear Ratio (:1) 1.67 Fifth Gear Ratio (:1) 1.28
Sixth Gear Ratio (:1) 1.00 Reverse Ratio (:1) 3.29
Clutch Size N/A Trans Power Take Off Yes
Final Drive Axle Ratio (:1) N/A Transfer Case Model None Transfer Case Gear Ratio (:1), High N/A Transfer Case Gear Ratio (:1), Low N/A Transfer Case Power Take Off Yes Seventh Gear Ratio (:1) 0.84 Eighth Gear Ratio (:1) 0.67
Mileage
EPA Fuel Economy Est - Hwy N/A Cruising Range - City N/A EPA Fuel Economy Est - City N/A Fuel Economy Est-Combined N/A Cruising Range - Hwy N/A Estimated Battery Range N/A
Engine
Engine Order Code ESL Engine Type Regular Unleaded
V-8
Displacement 6.4 L/392 Fuel System Sequential MPI
SAE Net Horsepower @ RPM 375 @ 5600 SAE Net Torque @ RPM 429 @ 4000 Engine Oil Cooler Regular Duty
Electrical
Cold Cranking Amps @ 0° F (Primary) 730 Cold Cranking Amps @ 0° F (2nd) 730 Cold Cranking Amps @ 0° F (3rd) N/A Maximum Alternator Capacity (amps) 220 & 180
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] Vehicle: [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB ( Complete )
This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region.
Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided.
Data Version: 26420. Data Updated: Sep 7, 2025 6:56:00 PM PDT.
Sep 8, 2025 Page 11
Powertrain
Cooling System
Total Cooling System Capacity N/A
Vehicle
Emissions
Tons/yr of CO2 Emissions @ 15K mi/year N/A EPA Greenhouse Gas Score N/A Chassis
Weight Information
Standard Weight - Front 0.00 lbs Standard Weight - Rear 0.00 lbs Base Curb Weight 7592 lbs Gross Axle Wt Rating - Front 6000 lbs Gross Axle Wt Rating - Rear 12000 lbs Curb Weight - Front 4139 lbs Curb Weight - Rear 3453 lbs Option Weight - Front 0.00 lbs Option Weight - Rear 0.00 lbs Reserve Axle Capacity - Front 1861.00 lbs Reserve Axle Capacity - Rear 8547.00 lbs As Spec'd Curb Weight 7592.00 lbs As Spec'd Payload 8908.00 lbs Maximum Payload Capacity 8908.00 lbs Gross Combined Wt Rating 28500 lbs Gross Axle Weight Rating 18000.00 lbs Curb Weight 7592.00 lbs Reserve Axle Capacity 10408.00 lbs Total Option Weight 0.00 lbs Payload Weight Front 0 lbs Payload Weight Rear 0 lbs Gross Vehicle Weight Rating 16500.00 lbs Trailering
Dead Weight Hitch - Max Trailer Wt. 5000 lbs Dead Weight Hitch - Max Tongue Wt. 500 lbs Wt Distributing Hitch - Max Trailer Wt. 20760 lbs Wt Distributing Hitch - Max Tongue Wt. 2076 lbs Fifth Wheel Hitch - Max Trailer Wt. N/A Fifth Wheel Hitch - Max Tongue Wt. N/A Maximum Trailering Capacity 20760 lbs
Frame
Frame Type N/A Sect Modulus Rails Only N/A
Frame RBM N/A Frame Strength N/A
Frame Thickness N/A
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] Vehicle: [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB ( Complete )
This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region.
Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided.
Data Version: 26420. Data Updated: Sep 7, 2025 6:56:00 PM PDT.
Sep 8, 2025 Page 12
Chassis
Suspension
Suspension Type - Front Leading Link Suspension Type - Rear Leaf Spring Capacity - Front 6000 lbs Spring Capacity - Rear 12000 lbs Axle Type - Front Non-Independent Axle Type - Rear Rigid Axle Axle Capacity - Front 7000 lbs Axle Capacity - Rear 12000 lbs Axle Ratio (:1) - Front 4.44 Axle Ratio (:1) - Rear 4.44 Shock Absorber Diameter - Front N/A Shock Absorber Diameter - Rear N/A Stabilizer Bar Diameter - Front N/A Stabilizer Bar Diameter - Rear N/A Tires
Front Tire Order Code TAE Rear Tire Order Code TAE
Spare Tire Order Code N/A Front Tire Size 225/70R19.5
Rear Tire Size 225/70R19.5 Spare Tire Size N/A
Front Tire Capacity 7940 lbs Rear Tire Capacity 15000 lbs Spare Tire Capacity N/A Revolutions/Mile @ 45 mph - Front 651 Revolutions/Mile @ 45 mph - Rear 651 Revolutions/Mile @ 45 mph - Spare N/A Wheels
Front Wheel Size 19.5 X 6 in Rear Wheel Size 19.5 X 6 in Spare Wheel Size N/A Front Wheel Material Steel
Rear Wheel Material Steel Spare Wheel Material N/A
Steering
Steering Type Re-Circulating
Ball
Steering Ratio (:1), Overall N/A
Steering Ratio (:1), On Center N/A Steering Ratio (:1), At Lock N/A Turning Diameter - Curb to Curb 53.1 ft Turning Diameter - Wall to Wall N/A Brakes
Brake Type 4-Wheel Disc Brake ABS System 4-Wheel
Brake ABS System (Second Line) 4-Wheel Disc - Front (Yes or ) Yes
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] Vehicle: [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB ( Complete )
This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region.
Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided.
Data Version: 26420. Data Updated: Sep 7, 2025 6:56:00 PM PDT.
Sep 8, 2025 Page 13
Chassis
Brakes
Disc - Rear (Yes or ) Yes Front Brake Rotor Diam x Thickness 15.3 in Rear Brake Rotor Diam x Thickness 15.3 in Drum - Rear (Yes or ) N/A Rear Drum Diam x Width N/A
Fuel Tank
Fuel Tank Capacity, Approx 52 gal Aux Fuel Tank Capacity, Approx N/A Fuel Tank Location N/A Aux Fuel Tank Location N/A
Dimensions
Interior Dimensions
Passenger Capacity 6 Front Head Room 40.9 in
Front Leg Room 40.9 in Front Shoulder Room 65.9 in
Front Hip Room 62.9 in Second Head Room 39.8 in
Second Leg Room 40.2 in Second Shoulder Room 65.6 in
Second Hip Room 62.7 in
Exterior Dimensions
Wheelbase 173.4 in Length, Overall w/o rear bumper N/A
Length, Overall w/rear bumper N/A Length, Overall 265.2 in Width, Max w/o mirrors 86.9 in Height, Overall 81.4 in
Overhang, Front 40.8 in Overhang, Rear w/o bumper 50.9 in Front Bumper to Back of Cab N/A Cab to Axle 60.1 in
Cab to End of Frame 111.1 in Ground to Top of Load Floor N/A Ground to Top of Frame N/A Frame Width, Rear N/A
Ground Clearance, Front 8.1 in Ground Clearance, Rear 8.1 in Body Length 0.00 ft Cab to Body N/A
Cargo Area Dimensions
Cargo Box Width @ Top, Rear N/A Cargo Box Width @ Floor N/A Cargo Box Width @ Wheelhousings N/A Cargo Box (Area) Height N/A
Winner Chevrolet / Elk Grove Auto Group
Aidan Barnhart | 916-509-8577 | [email protected] Vehicle: [Fleet] 2026 Ram 4500 Chassis Cab (DP4L93) Tradesman 4x2 Crew Cab 60" CA 173.4" WB ( Complete )
This document contains information considered Confidential between GM and its Clients uniquely. The information provided is not intended for public disclosure. Prices, specifications, and availability are subject to change without notice, and do not include certain fees, taxes and charges that may be required by law or vary by manufacturer or region.
Performance figures are guidelines only, and actual performance may vary. Photos may not represent actual vehicles or exact configurations. Content based on report preparer’s input is subject to the accuracy of the input provided.
Data Version: 26420. Data Updated: Sep 7, 2025 6:56:00 PM PDT.
Sep 8, 2025 Page 14
Dimensions
Cargo Area Dimensions
Tailgate Width N/A Cargo Volume N/A
Ext'd Cab Cargo Volume N/A
Appendix “B”
Cost Proposal
COST SHEET
Cost
Rate/Unit
Not to exceed
Annual Cost
TOTAL
Emergency Response Vehicle –
Paramedic Squad
$ $ $
Optional Radio Equipment $ $ $
$ $ $
$ $ $
$ $ $
TOTAL ANNUAL AMOUNT $ $
Appendix “C” Reference Sheet
RFP 26-01 Paramedic Rescue Squad
Entity Name _________________________________________________________________________ Business Address ____________________________________________________________________ Name of Contact ______________________________________________________________________ Title Contact _________________________________________________________________________ Telephone Number of Contact ___________________________________________________________ Email of Contact ______________________________________________________________________ Description of Project __________________________________________________________________ Date of Service _______________________________________________________________________ Entity Name _________________________________________________________________________ Business Address ____________________________________________________________________ Name of Contact ______________________________________________________________________ Title Contact _________________________________________________________________________ Telephone Number of Contact ___________________________________________________________ Email of Contact ______________________________________________________________________ Description of Project __________________________________________________________________ Date of Service _______________________________________________________________________ Entity Name _________________________________________________________________________ Business Address ____________________________________________________________________ Name of Contact ______________________________________________________________________ Title Contact _________________________________________________________________________ Telephone Number of Contact ___________________________________________________________ Email of Contact ______________________________________________________________________ Description of Project __________________________________________________________________ Date of Service _______________________________________________________________________
CITY OF MONTEBELLO
1600 West Beverly Blvd.
Montebello, CA 90640
RFQ #26-01
RFQ ISSUE DATE: August 14, 2025
DEADLINE: September 11, 2025 at 11:00am
Page | 1
CITY OF MONTEBELLO
FINANCE DEPARTMENT
REQUEST FOR
QUOTATIONS
THE CITY OF MONTEBELLO (“City”), invites quotations from qualified vendors (“Companies”, “Bidders”, or “Contractors”) to procure a brand new fully equipped Emergency Response Vehicle – Paramedic Rescue Squad.
****
*BEFORE SUBMITTING YOUR RESPONSE, PLEASE REVIEW THIS REQUEST FOR QUOTATIONS IN ITS ENTIRETY* ****
ITEMS BELOW APPLY TO ALL RESPONSES TO THIS REQUEST FOR QUOTATIONS
INTRODUCTION - The City of Montebello (the “City”) is seeking proposals from a qualified consultant or firm to procure a brand new fully equipped Emergency Response Vehicle – Paramedic Rescue Squad. This vehicle will enhance the City’s ability to provide timely and effective advanced life support (ALS) services and increase operational self-sufficiency during large-scale emergencies and high-demand incidents. The addition of a dedicated Paramedic Squad will significantly improve emergency medical response capacity and community resiliency. This purchase will be made with Federal HUD CDBG funds.
Services must be formed in accordance with the specifications, terms, and conditions identified in Request for Quotations (RFQ) 2 6-01. Prospective respondents are advised to carefully read information related to this opportunity before submitting a response.
S
COPE OF WORK/SERVICE DESCRIPTION – The selected consultant or firm, working under the direction of staff from the Montebello Fire Department, shall supply and deliver a brand-new, complete, operational Emergency Response Vehicle – Paramedic Rescue Squad (Appendix A also depicts one of our current vehicles for reference with the same specs):
The Scope of Services shall include, but is not limited to, performing the following tasks:
1. Vehicle
• Gasoline (largest HP and Trq. Rating available for vehicle model) • 4x2
• Vinyl seats
• Running boards/steps
• Rear view camera in reverse
• Reverse sensors
• Vehicle shall be able to idle infinitely without shutting down
2. Warning devices
• All Whelen dual color (red white forward facing, red amber rear facing)
ATTACHMENT B
CITY OF MONTEBELLO
1600 West Beverly Blvd.
Montebello, CA 90640
RFQ #26-01
RFQ ISSUE DATE: August 14, 2025
DEADLINE: September 11, 2025 at 11:00am
Page | 2
• lighting must meet nfpa1901 minimums for emergency vehicle lighting • Liberty 2 duo light bar (red whit forward and sides red amber facing rear) • Whelen Cencom core lighting and siren controller
• 200 watt dual tone siren, grill or bumper mounted speakers • Grover Sttertone air horn system
• All lighting shall be individually wired to Cencom core controller
3. Scene lighting (Whelen)
• Two pole mounted LED scene lights
• Two rear facing LED scene lights
• Ground lighting under each body compartment and cab doors
4. Cab interior
• Center console to extend from dash to back of front seats and must provide room for the following
o Whelen Cencom core control head
o 2 APX E5 control heads
o 2 cupholders
o 2 apx8000 portable radio chargers
o Storage for binders and clip boards
o 2 USB charging ports
o 1 MDT side mount for tablet
• Compartment provided in the cab to allow the mounting of the following equipment o 2 Motorola APX8500 radio transceivers
o 1 Cradlepoint LTE router
o 1 Whelen Lighting and siren controller
o 1 auxiliary siren amplifier
5. Vehicle / body electrical
• Appropriately sized engine alternator(s) for all auxiliary equipment (lighting radios, scene lights, Etc.)
• Dual vehicle batteries
• 110v on board battery charger
o 110v plug to be mounted on driver side front face of body • All body, scene, and warning to be LED
6. Body
• Squad style body
• Minimum 110” in length
• Minimum height of the top of cab
• 3 compartments on each side
o 2 adjustable shelves in each compartment with a minimum 250lb rating each • 1 compartment in rear
o Full length of body
o Full extension Roll out tray
CITY OF MONTEBELLO
1600 West Beverly Blvd.
Montebello, CA 90640
RFQ #26-01
RFQ ISSUE DATE: August 14, 2025
DEADLINE: September 11, 2025 at 11:00am
Page | 3
o 1
full length shelf with rear wall and wone side to allow for tool and equipment mounting
• All exterior walls of body shall be dual wall construction to accommodate tool mounting and to conceal body wiring
o Access panels to be provided to allow for maintenance of wiring connections • Dual pan body doors brush stainless finish on interior • All body compartment doors to have electric locks actuated by vehicle electric door locks • Bottle storage in each fender for spare 45 min SCBA tanks • All compartments shall have led compartment lighting
QUESTIONS – All questions regarding this RFQ shall be submitted via the PlanetBids portal no later than August 27, 2025, at 11:00 am PDT. An addendum answering all inquiries will be issued on the Planet Bids Portal.
PROPOSALS – Each proposal shall be in accordance with the specifications described in this Request for Quotations (RFQ) as prepared by City of Montebello Finance Department.
SUBMISSION DEADLINE/CLOSING DATE - To be considered for this opportunity, responses must be received by Thursday, September 11, 2025, at 11:00am PST. All responses to this opportunity must be submitted electronically using the PlanetBids Portal. Vendors responding to this opportunity must create a vendor profile in the City’s PlanetBids Portals. Vendors are highly encouraged to submit their responses ahead of the deadline to avoid issues arising as a result of technical difficulties.
T
HE FOLLOWING DOCUMENTS ARE HEREBY MADE PART OF THIS RFQ:
X
INSTRUCTIONS BIDDERS
N/A BIDDER’S PROPOSAL FORM
N/A BID BOND FORM
N/A PERFORMANCE BOND FORM
X INSURANCE REQUIREMENTS
X APPENDIX A – SPECIFICATIONS*
X APPENDIX B – COST PROPOSAL*
X APPENDIX C – REFERENCES*
(
* Please include as an attachment with your PlanetBids submission)
CITY OF MONTEBELLO
1600 West Beverly Blvd.
Montebello, CA 90640
RFQ #26-01
RFQ ISSUE DATE: August 14, 2025
DEADLINE: September 11, 2025 at 11:00am
Page | 4
INSTRUCTIONS TO BIDDERS
PRICES/NOTATIONS – All prices/notations must be typewritten or written in ink. No erasures are permitted. Mistakes shall be crossed out, corrections made adjacent, and initiated by the person signing the document. Each item shall be bid separately.
FORMAT – Use the documents provided. If you decide to submit more than one (1) bid, photocopy the documents provided by the City. Submissions must be uploading using the PlanetBids Portal.
PRICING/TERMS/TAX – If applicable, all pricing shall be quoted both F.O.B. shipping point (a.k.a. “buyer’s place of business”) and
F.O.B. destination, (e.g., cash terms less than 20 days should be considered net) excluding applicable tax. The City pays California Sales Tax and is exempt from Federal excise tax. In the event of an extension error, the unit price shall prevail.
OTHER TERMS AND CONDITIONS – Terms and conditions as indicated in this document and/or attached are hereby included with full force and like effect as if set forth herein. Copies of the applicable Terms and Conditions may be obtained by contacting the City of Montebello Purchasing at the number shown above and requesting a copy be emailed to you.
PERIOD OF FIRM PRICING – Unless stated otherwise in this document, prices shall be firm for the duration of the agreement term. If fees need to be adjusted, the selected vendor must inform the City, provide proof of cost increase, and both parties must mutually agree to amend the service agreement to include the pricing.
METHOD OF AWARD – The City reserves the right to reject any or all offers, to waive any discrepancy or technicality and to split or make the award in any manner determined by the City to be most advantageous to the City. The award will be made based on price , specifications, and length of delivery. Copies of the City of Montebello’s specifications (Appendix A) for this work and standard terms & conditions are included with this packet and will become part of any purchase order/contracting resulting from this solicitation.
The Contract shall be awarded upon issuance of a City of Montebello Purchase Order and Purchasing Contract.
Execution of the Purchase Order and Purchasing Contract shall constitute a written memorial thereof.
RETURN OF BID/CLOSING DATE/RETURN TO/FORMAT OF PROPOSALS - In order to be considered for selection, respondent individuals or firms shall submit their quotes electronically. All proposals must be electronically submitted through PlanetBids’ Bidder Portal, accessed through the City of Montebello’s official website at https://www.montebelloca.gov/departments/finance/request_for_proposal___bids. A ll prospective Bidders must register through the PlanetBids Vendor Portal found on the City of Montebello’s website at the link provided above.
There is no fee to register to bid for this or any City of Montebello RFQ/RFP.
CITY OF MONTEBELLO
1600 West Beverly Blvd.
Montebello, CA 90640
RFQ #26-01
RFQ ISSUE DATE: August 14, 2025
DEADLINE: September 11, 2025 at 11:00am
Page | 5
WITHDRAWAL OF SUBMITTAL – A proposal may be withdrawn only prior to the Closing Date and time. Withdrawal of a proposal must be made in person by the Bidder or someone authorized by the Bidder in writing. Proof of identification will be required for proposal withdrawal. No Bidder may withdraw its bid for a period of sixty (60) days after the time set for opening thereof.
INTERPRETATION OF THE DOCUMENTS – Discrepancies in, and omissions from the plans, specifications or other contract documents or questions as to their meaning shall, at once, be brought to the attention of the City. Any interpretation of the documents will be made only by addenda duly issued, and a copy of such addenda will be mailed or delivered to each person or firm receiving a set of such documents. The City will not be responsible for any other explanations or interpretations. Should anything in the scope of the work or any section of the specification be of such nature as to be apt to cause disputes between the various trades involved, such information shall be promptly called to the City's attention.
ADDENDA TO THE DOCUMENTS – The City reserves the right to issue such addenda to the documents as it may desire at any time prior to the Closing Date. A copy of all such addenda will be made available to each Bidder via PlanetBids accessed from the City of Montebello’s website. The number and date of each addendum shall be listed on the Bidder’s proposal in the space provided. All Bidders must acknowledge any addenda through the PlanetBids site.
ADDITIONAL INFORMATION – The City reserves the right to require of a bidder, information regarding financial responsibility or such other information as the City determines is necessary to ascertain whether a bid is in fact the lowest responsible and responsive bid submitted.
PERMITS AND LICENSES – The successful Contractor shall procure all permits and licenses, pay all charges and fees due, and give all notices necessary and incidental to the lawful prosecution of the work (as required). The Contractor shall pay for and obtain a City Business License as required.
PROPOSER’S COST – Costs for developing proposals including travel, mileage, fuel, printing, and per diem, are entirely the Bidder's responsibility and shall not be chargeable to the City of Montebello.
CITY OF MONTEBELLO
1600 West Beverly Blvd.
Montebello, CA 90640
RFQ #26-01
RFQ ISSUE DATE: August 14, 2025
DEADLINE: September 11, 2025 at 11:00am
Page | 6
Please review:
Appendix A – Specifications
Appendix B – Cost Proposal
Appendix C – References
Appendix “B”
Cost Proposal
COST SHEET
Cost
Rate/Unit
Not to exceed
Annual Cost
TOTAL
Emergency Response Vehicle –
Paramedic Squad
$ $ $
Optional Radio Equipment $ $ $
$ $ $
$ $ $
$ $ $
TOTAL ANNUAL AMOUNT $ $
Appendix “C” Reference Sheet
RFP 26-01 Paramedic Rescue Squad
Entity Name _________________________________________________________________________ Business Address ____________________________________________________________________ Name of Contact ______________________________________________________________________ Title Contact _________________________________________________________________________ Telephone Number of Contact ___________________________________________________________ Email of Contact ______________________________________________________________________ Description of Project __________________________________________________________________ Date of Service _______________________________________________________________________ Entity Name _________________________________________________________________________ Business Address ____________________________________________________________________ Name of Contact ______________________________________________________________________ Title Contact _________________________________________________________________________ Telephone Number of Contact ___________________________________________________________ Email of Contact ______________________________________________________________________ Description of Project __________________________________________________________________ Date of Service _______________________________________________________________________ Entity Name _________________________________________________________________________ Business Address ____________________________________________________________________ Name of Contact ______________________________________________________________________ Title Contact _________________________________________________________________________ Telephone Number of Contact ___________________________________________________________ Email of Contact ______________________________________________________________________ Description of Project __________________________________________________________________ Date of Service _______________________________________________________________________
ITEM # 20
CITY OF MONTEBELLO
CITY COUNCIL AGENDA STAFF REPORT
TO: Honorable Mayor and City Council Members
FROM: Raul Alvarez, City Manager
BY: John Soria, Director
SUBJECT: APPROVE ISSUING REQUEST FOR PROPOSALS (RFP) NO 26-05
FOR DESIGN, ENGINEERING, AND CONSTRUCTION SUPPORT
SERVICES FOR A ZERO-EMISSION BUS FACILITY UPGRADE
DATE: September 24, 2025
RECOMMENDATIONS:
It is recommended that the City Council:
1. Approve issuing Request for Proposals (RFP) No. 26-06 for Design, Engineering and Construction Services for a Zero-Emission Bus Facility Upgrade; and
2. Take such additional, related action that may be desirable.
FISCAL IMPACT:
There is no fiscal impact to issue Request for Proposals (RFP) No. 26-06 for design, engineering, and construction support services (Attachment A). Once a vendor is selected for the award, the City Council may be requested to consider approving an agreement and amending the Transportation Department’s Fiscal Year 2025-26 adopted operating budget as needed to appropriate funds.
BACKGROUND/DISCUSSION:
The City of Montebello is soliciting proposals from qualified firms to provide design, engineering, and construction support services to upgrade Montebello Bus Line's (MBL) maintenance facility to a zero-emission (ZE) bus facility that supports MBLs transition to a hydrogen fuel-cell electric bus (FCEB) fleet. The selected vendor will be responsible for assessing site requirements, developing code-compliant design documents, securing necessary approvals, and supporting construction activities to ensure MBL’s facilities are prepared for ZE operations. This includes conducting detailed site assessments,
CITY COUNCIL AGENDA REPORT - MEETING OF SEPTEMBER 24, 2025
coordinating with regulatory agencies having jurisdiction, developing design drawings and technical specifications, and providing construction-phase support to ensure safety, compliance, and operational readiness.
The goal of RFP No. 26-06 is to identify firms with expertise and experience to deliver a comprehensive approach that ensures the safe and effective maintenance of MBL’s new hydrogen FCEB fleet. The scope of work includes site analysis, design development, permitting support, preparation of construction documents, cost estimating, and construction support services. Therefore, staff recommend City Council approve issuing RFP No. 26-06 to solicit proposals from qualified vendors to assist MBL in upgrading its maintenance facility for hydrogen FCEB operations.
A selection process will be used to evaluate proposals based on both qualitative and cost considerations. Qualitative factors will include the consultant’s management plan, qualifications and experience of proposed personnel, technical approach, and demonstrated expertise in hydrogen or zero-emission transit facility design. MBL is particularly interested in firms that possess proven experience delivering facility conversions that meet regulatory requirements while providing measurable results on safety, efficiency, and cost-effectiveness.
ENVIRONMENTAL:
N/A
ANALYSIS:
N/A
SUMMARY:
Staff recommend the City Council approve issuing RFP No. 26-06, attached hereto in substantial form (Attachment A), to solicit design, engineering, and construction support services for a zero-emission bus facility upgrade; and direct staff to take such additional related action that may be desirable.
ATTACHMENT(S)
1. Attachment A - RFP No. 26-06
ATTACHMENT A
Montebello Bus Lines
City of Montebello
REQUEST FOR PROPOSALS (RFP) No. 26-06
DESIGN, ENGINEERING, AND CONSTRUCTION SUPPORT SERVICES
FOR A ZERO-EMISSION BUS FACILITY UPGRADE
September 25th, 2025
ONLINE PROPOSAL SUBMITTAL ONLY THROUGH PLANET BIDS
NOTE: Updates, changes or addendums to the RFP are posted at:
https://pbsystem.planetbids.com/portal/33072/portal-home
RFP No. 26-06
2 Montebello Bus Lines
TABLE OF CONTENT
Section Page(s)
INTRODUCTION 4
COVER LETTER 5
TIMETABLE & SCHEDULE OF EVENTS 7
PROPOSAL SUBMISSION CHECKLIST 7
SECTION 1 - INSTRUCTIONS TO PROPOSERS 8
Proposal Format and Submittal
Examination of Proposal Documents
SECTION 2 - GENERAL TERMS AND CONDITIONS
9-16
Addenda
Clarifications
Discrepancies and Misunderstandings
Withdrawals of Proposal
References
Proposal Signatures
Pre Contractual Expenses
City of Montebello Rights
State Credentials and Taxes
Responsibility for Compliance with Legal Requirements
Confidentiality and Public Record
Joint Offers
Company Personnel
Single Proposal Response
Protest Procedures
Incorporation of Proposal into Agreement
Time of Completion
Payment
Contract Documents
Scope of Contract
Performance of Work
Award of Contract
Point of Contact
Evaluation of Proposals
Evaluation Criteria
SECTION 3 - OTHER REQUIREMENTS 17-18 Licensing and Permit Requirement
Liquidation Damages
Bond Requirements
SECTION 4 - SCOPE OF WORK 19-29
SECTION 5 - QUALIFICATIONS 30
SECTION 6 - FORM OF CONTRACT (SAMPLE) 31-41
RFP No. 26-06
3 Montebello Bus Lines
SECTION 7 - FORMS AND CERTIFICATIONS 42-44 Letter of Transmittal
EXHIBITS
Exhibit A - Indemnification and Hold Harmless Agreement and Waiver of Subrogation and Contribution
Exhibit B – References
Exhibit C – Insurance
Exhibit D – Cost Proposal Sheet
Exhibit E – Bidder’s List of Sub-Consultant (DBE and Non- DBE) Exhibit F – Certification Regarding Debarment, Suspension and Other Responsibility Matters - Primary Covered Transactions
Exhibit G – Performance Guarantee Certification
Exhibit H – Performance Bond
Exhibit I – Irrevocable Standby Letter of Credit Certificate Exhibit J – Bank Draft
Exhibit K – Drug Free Workplace
Exhibit L – Compliance with 49 CFP Part 655
RFP No. 26-06
4 Montebello Bus Lines
INTRODUCTION
The City of Montebello (City), Montebello Bus Lines (MBL), invites proposals from fully qualified and experienced consultants, licensed in the State of California, to provide design, engineering, and construction support services for the conversion of its maintenance facilities to safely accommodate hydrogen fuel cell electric buses (FCEBs). The selected firm will be responsible for assessing site requirements, developing code-compliant design documents, securing necessary approvals, and supporting construction activities to ensure MBL’s facilities are prepared for zero-emission bus operations. This includes conducting detailed site assessments, coordinating with authorities having jurisdiction, developing design drawings and technical specifications, and providing construction-phase support to ensure safety, compliance, and operational readiness.
The City operates MBL to provide reliable and efficient public transportation services to the residents of Montebello and neighboring communities. As the third-largest municipal bus system in Los Angeles County, MBL proudly serves 2.6 million passengers a year throughout the communities of Alhambra, Bell Gardens, San Gabriel, Boyle Heights, Commerce, Downtown Los Angeles, East Los Angeles, La Mirada, Montebello, Monterey Park, Pico Rivera, Rosemead, South Gate, and Whittier.
In addition, the City reserves the right to reject any or all proposals, to waive information or irregularities to the extent permitted by law in any proposal received, and to be the sole judge of the merits of the respective proposals received.
RFP No. 26-06
5 Montebello Bus Lines
DATE: September 25 th, 2025
ATTENTION: PROSPECTIVE PROPOSERS
SUBJECT: REQUEST FOR PROPOSAL (RFP) NO. 26-06
TITLE: CITY OF MONTEBELLO and MONTEBELLO BUS LINES
DESIGN, ENGINEERING, AND CONSTRUCTION SUPPORT SERVICES FOR A ZERO-EMISSION BUS FACILITY
UPGRADE
The City of Montebello (City), Montebello Bus Lines (MBL), is soliciting proposals from qualified firms to provide design, engineering, and construction support services for the conversion of its maintenance facilities to safely accommodate hydrogen fuel cell electric buses (FCEBs). The selected firm will be responsible for assessing site requirements, developing code-compliant design documents, securing necessary approvals, and supporting construction activities to ensure MBL’s facilities are prepared for zero-emission bus operations. This includes conducting detailed site assessments, coordinating with authorities having jurisdiction, developing design drawings and technical specifications, and providing construction-phase support to ensure safety, compliance, and operational readiness.
The qualified firm will hold valuable expertise and experience to deliver a comprehensive approach that ensures the safe and effective maintenance of MBL’s new hydrogen-powered fleet. Qualitative factors include the consultant’s management plan, qualifications and experience of proposed personnel, technical approach, and demonstrated expertise in hydrogen or zero-emission transit facility design. MBL is particularly interested in firms that possess proven experience delivering facility conversions that meet regulatory requirements while providing measurable results on safety, efficiency, and cost-effectiveness.
The term of the proposed agreement shall be a three-year (3-year) term, with the option to extend for an additional two (2), one-year (1-year) terms, commencing upon the date of execution between the City and the successful Consultant.
A Pre-Proposal Meeting will be held on Thursday, October 2 nd, 2025. The meeting will convene at 11:00Am Pacific Standard Time in the Transportation Building located at 400 South Taylor Avenue, Montebello. A facility walk-thru will follow the meeting. In order to bid for this proposal – WALKTHROUGH
IS MANDATORY
It is highly recommended that all potential proposers (“Proposers”) attend this important meeting. All correspondence, communications, and contact concerning any aspect of this solicitation or offers shall be only with the following person [or his designated representative if applicable] (hereinafter, the “City’s Point of Contact”).
Name: Robert Fierro
Title: Acting Senior Management Analyst
Address: 400 S. Taylor Ave.
Montebello, CA 90640
Telephone: (323) 558-1625 ext.1115
E-mail: [email protected]
Only substantive inquiries will receive a response. All substantive questions submitted in writing, as outlined below, will be responded to according to the guidelines contained herein. Responses will be in
RFP No. 26-06
6 Montebello Bus Lines
writing and will be provided to all prospective Proposers and placed on the City’s website. Responses to questions or comments regarding this RFP provided by any other department, employee, or City department other than the City’s Point of Contact set forth above shall not be considered valid and the City will not be bound by any such comments or responses. Inquiries received via telephone or orally in- person will not receive a response.
Proposals must be received by 11:00 AM Pacific Standard Time, on Thursday, October 23 rd, 2025, and submitted in accordance with the instructions contained in this RFP. No exceptions will be granted regardless of reason or circumstances.
All proposals must contain an original signature by an authorized officer of the company.
The successful Proposer will be required to comply with all applicable Equal Opportunity Laws and Regulations. The City hereby notifies all prospective Proposers that the City will require each Proposer affirmatively demonstrate that Disadvantaged Business Enterprises are afforded full opportunity to participate in the performance of contracts and sub-contracts financed in part or in whole under this RFP and will not be discriminated against on the grounds of race, color, gender, age, or national origin in consideration for an award.
The City reserves the right to reject any or all proposals, to accept all or any part of any proposal, to waive any informality or minor irregularities in any proposal received to the extent permitted by law and where such action best serves the interest of the City, and to be the sole judge of the merits of the respective proposal received.
The City and MBL are committed to ensuring that no person is excluded from participation in, or denied the benefits of its programs and/or services on the basis of race, color or national origin in accordance with FTA Circular 4704.1 and Title VI of the Civil Rights Act of 1964, as amended ("Title VI"). In addition to Title VI, NTS also prohibits discrimination based on sex, age or disability.
Any person who believes he or she has been subjected to discrimination under Title VI can file a complaint with MBL. For more information on MBL’s Civil Rights Program, and the procedures to file a complaint, contact:
Name: John Soria
Title: Director of Transportation
Address: 400 S. Taylor Ave.
Montebello, CA 90640
Telephone: (323) 558-1625, ext. 1315
Fax Number: (323) 887-4643
E-mail: RideMBL.com
You may also contact the Federal Coordination and Compliance Office, Civil Rights Division at the Title VI Hotline: 888-TITLE-06 (888-848-5306) or send a letter to:
U.S. Department of Justice
Civil Rights Division
Federal Coordination and Compliance Section, NWB
950 Pennsylvania Avenue, N.W. Washington, D.C. 20530
More information on Title VI is available from the Justice Department online at www.justice.gov
RFP No. 26-06
7 Montebello Bus Lines
TIMETABLE & SCHEDULE OF EVENTS (30-90 Days)
Scheduled Tasks Scheduled Date
Issuance of RFP Thursday September 25th, 2025
Pre-Proposal Meeting Thursday October 2nd, 2025, at 11:00 AM PST (MANDATORY)
Deadline to Submit Questions Thursday October 9th, 2025, at 11:00 AM PST Responses to Questions Provided Thursday October 16th, 2025 Deadline to Submit Proposals Thursday October 23rd, 2025, at 11:00 AM PST Presentations & Intent to Award November
PROPOSAL SUBMISSION CHECKLIST
This checklist must be completed and returned with the Proposal. Failure to return this checklist may be cause for considering the Proposal non-responsive.
Description Section/
Page
Proposer shall
initial here
1 Proposal Page # 5
2 Letter of Transmittal Page # 42
3 Licensing, Permits, and Certificates Page # 17
4 Indemnification and Hold Harmless Agreement and Waiver of Subrogation and Contribution
Exhibit A
5 References Exhibit B
6 Insurance Exhibit C
7 Cost Proposal Sheet Exhibit D
9 Bidder’s List of Sub-Consultant(s) (DBE and Non-DBE) Exhibit E 10 Certification Regarding Debarment, Suspension…. Exhibit F 11 Performance Guarantee Certification Exhibit G
12 Performance Bond Exhibit H
13 Irrevocable Standby Letter Of Credit Certificate Exhibit I 14 Bank Draft Exhibit J
15 Certification of Drug-Free Workplace Exhibit K
16 Certificate of Compliance with 49 CFR Part 655 Exhibit L
OPTIONAL ITEMS
15 Requests for exceptions or deviations. Page # 8
Company Name:
Name of Proposer initialing document (print):
Email address of Company Contact:
Signature:
Title:
Date:
RFP No. 26-06
8 Montebello Bus Lines
SECTION 1 - INSTRUCTIONS TO PROPOSERS
PROPOSAL FORMAT AND SUBMITTAL
Proposals can be submitted via the https://pbsystem.planetbids.com/portal/33072/portal-home Portal (accessed through the City of Montebello’s official website at https://cityofmontebello.hosted2.civiclive.com/cms/One.aspx?portalId=58756&pageId=84839)up to the hour of 11:00 a.m. on Thursday, October 23rd, 2025.
All proposals must contain an original signature by an authorized officer of the company. Proposals received after the above listed date and time will not be considered.
Proposals shall not include a photocopy of the following:
· INSTRUCTIONS TO PROPOSERS,
· QUALIFICATIONS,
· SCOPE OF WORK.
Proposals shall be typed, single-spaced, and submitted on 8 1/2“x11” paper. Proposals shall not include any unnecessarily elaborate or promotional material. Proposals may not be modified or corrected after being opened unless an addendum is issued requesting resubmissions. Proposals will not be valid until all information has been verified and Proposers’ references have been checked. All proposals shall be accompanied by a completed and signed letter of transmittal provided as a part of this RFP.
All requests for exceptions or deviations because of this RFP shall be clearly identifiable by a separate section of the Proposer’s submitted proposal for review by the City. It shall be the City’s right to accept or reject any portion of the submitted requests.
Proposals shall be submitted in accordance with the form prescribed herein. Failure to respond in this manner may render the proposal non-responsive. Unauthorized conditions, limitations, or provisions attached to a Proposal will render the proposal non-conforming and non-responsive and may cause its rejection. The completed proposal shall be without interlineations, alterations, or erasures. Proposer submitting basic conforming proposals may choose to submit alternate proposals as complete and separate offers, if the alternate proposal offers technical or other improvements or modifications, which are to the overall benefit to the City. Any and all alternate proposals must be submitted in writing and included with the original proposal, conforming to the requirements as stated herein. No verbal modifications will be accepted.
Proposal documents shall be deemed to include by reference each and every one of the following:
1. Request for Proposal (RFP)
2. Addenda to RFP
3. Supplements to RFP
4. All other required forms
EXAMINATION OF PROPOSAL DOCUMENTS
RFP No. 26-06
9 Montebello Bus Lines
By submitting a proposal, Proposer represents that: (1) Proposer has thoroughly examined and become familiar with the Scope of Work required under this RFP, (2) Proposer comprehends all conditions that may impact the proposal, (3) Proposer has reviewed all addenda, and (4) Proposer is capable of providing the equipment, goods and services necessary to perform the Scope of Work and/or meet the specifications outlined in this RFP, in a manner that meets the City’s objectives. Failure to examine the documents and inform themselves shall be at the Proposers’ own risk. A Proposer shall have no claim against the City based upon ignorance of or misunderstanding of the RFP documents. Once the award has been made, failure of a Proposer to have read all the conditions, instructions, and the agreement shall not be cause to alter any term of the agreement nor shall such failure provide valid grounds for a Proposer to withdraw its proposal or to seek additional compensation.
SECTION 2 – GENERAL TERMS AND CONDITIONS
ADDENDA
Any changes made by the City to the requirements in this RFP will be made by written addenda. Any written addenda issued to this RFP shall be incorporated into the terms and conditions of any resulting Agreement. The City will not be bound by any modifications to or deviations from the requirements set forth in this RFP as the result of oral instructions. The City reserves the right to revise or withdraw this RFP at any time and for any reason.
CLARIFICATIONS
Should a Proposer require clarifications of this RFP, the Proposer shall notify the contact person identified in this RFP in writing. Should the City, in its sole discretion, determine that the point in question is not clearly and fully set forth; the City will issue a written addendum clarifying the matter. Said addendum shall be posted on the https://pbsystem.planetbids.com/portal/33072/portal-home web page.
All questions, clarifications or comments must be submitted no later than 11:00 am, Thursday, October 9th, 2025. No questions will be answered individually by the City or Transportation Department.
Requests for clarification, questions and comments must be clearly posted on the PlanetBids Q & A section. The City is not responsible for failure to respond to a request that has not been submitted in accordance with this section.
Responses by the City to the clarifications, comments and questions will be communicated via PlanetBids.
Every attempt will be made to provide responses to all Proposers in accordance with the procurement schedule for this RFP. Inquiries received after the deadline will not be accepted and will be returned to the sender without a response.
Requests for clarifications and questions should be formatted in the following manner:
1. Section
2. Paragraph number
3. Page number
4. Text of passage being questioned
5. Question
DISCREPANCIES AND MISUNDERSTANDINGS
RFP No. 26-06
10 Montebello Bus Lines
Proposing companies must satisfy themselves by personal examination of any work site, drawings, Scopes of Work, and by any other means as they may believe necessary, as to the actual physical conditions, requirements, and difficulties under which the work must be performed. No proposing company shall, at any time, after submission of the proposal, make any claim or assertion that there was any misunderstanding or lack of information regarding the nature or amount of work necessary for the satisfactory completion of the job. Any errors, omissions, or discrepancies found in any plans, specifications, or other documents provided, shall be called to the attention of the Buyer and clarified prior to the submission of proposals.
WITHDRAWAL OF PROPOSALS
Proposers may withdraw their proposals in writing, provided that such requests are received by the City prior to the scheduled deadline for Proposal submission or within six months following the scheduled deadline for Proposal submission when no contract has been awarded.
REFERENCES
All reference information requested in this RFP and specified in the form included in this RFP must be submitted with the proposal. Refer to Exhibit B.
At the discretion of the Evaluation Committee, the City may elect to perform site visits at the Proposer’s customer locations. These optional site visits will be in addition to any presentations and/or technical demonstrations. Some or all RFP Evaluation Committee members may travel, at City expense, to sites at which finalist proposers are performing like services. The purpose of such visits shall be to provide the evaluation team with an increased understanding of the process and assess the proposer’s implementation and performance.
PROPOSAL SIGNATURES
If an individual makes the proposal, it shall be signed, and the full name and address of the Proposer shall be given.
If a partnership makes the proposal, it shall be signed with the partnership name, by a member of the partnership who shall sign by name and the name and address of each partner shall be given.
If a corporation prepares the proposal, the name of the corporation shall be provided and signed by two (2) duly authorized Officers and, if available, stamped with the corporate seal, and the names and titles of all officers of the corporation shall be given. If a corporation provides a certified letter stating that one (1) duly authorized officer signature is binding for the corporation, this will suffice to omit the second signature requirement in the proposal. Certified letter is to be included in the proposal accompanied with the Letter of Transmittal.
PRE-CONTRACTUAL EXPENSES
The City will be under no obligation for payment of pre-contractual expenses. Pre-contractual expenses are defined as expenses incurred by proposer in:
· Preparing the proposal in response to this request.
· Submitting that proposal to the City.
· Negotiating with the City any matter related to this proposal, and/or
RFP No. 26-06
11 Montebello Bus Lines
· Any other expenses incurred by the Proposer prior to date of award.
CITY OF MONTEBELLO RIGHTS
In its discretion, the City reserves the right to:
1. Reject any and/or all proposals for no reason or any reason including but not limited to the following:
a. The proposal is incomplete, non-responsive, obscure, irregular or lacking necessary detail and specificity.
b. The Proposer, in the sole judgment of the City, lacks the qualifications, experience, and/or responsibility necessary to provide the services.
c. The Proposer failed or neglected to complete and submit any information within the time specified by the City, and as may be otherwise required herein.
2. Reject any proposal that, in the opinion of the City, is so unbalanced in comparison to other proposals received and/or to the City’s internal estimates that it does not accurately reflect the cost to perform.
3. Accept all or any part of a proposal.
4. Cancel the entire RFP;
5. Issue subsequent RFPs; and/or
6. Waive any errors or informalities in any proposal, to the extent permitted by law.
STATE CREDENTIALS AND TAXES
The Proposer shall be appropriately licensed in accordance with the laws of the State of California for the work to be performed. The cost for any required licenses and/or permits shall be the responsibility of the successful Proposer. The successful Proposer is liable for any and all taxes due as a result of the contract.
RESPONSIBILITY FOR COMPLIANCE WITH LEGAL REQUIREMENTS
The Proposer’s products, services, and facilities shall be in full compliance with all applicable Federal, State and local regulations, standards and ordinances, regardless of whether or not they are referred to in the RFP.
CONFIDENTIALITY AND PUBLIC RECORD
All Proposers are hereby put on notice that each Proposal received shall become the exclusive property of the City. Notwithstanding authorized exemptions and privileges, each proposal shall be subject to disclosure according to the California Public Records Act and/or the Federal Freedom of Information Act.
The City shall not in any way be liable or responsible for the disclosure if required to do so by law.
JOINT OFFERS
Where two or more Proposers desire to submit in response to this RFP, they shall do so on a prime-sub Consultant basis rather than as a joint venture. The City intends to contract with a single firm and not with multiple firms doing business as a joint venture. Any proposal submitted on behalf of any form of joint venture or partnership between two (2) existing Proposers may be considered collusive and may be rejected as non-responsive.
COMPANY PERSONNEL
RFP No. 26-06
12 Montebello Bus Lines
It shall be the burden of the successful Proposer to ensure all personnel possesses qualifications and/or experience. All personnel required to perform the services herein shall be secured at the expense of the successful Proposer. Personnel shall not be employees of or have any contractual relationship with the City. Successful Proposer’s personnel shall always conduct themselves in a professional manner to all City employees. Rude or discourteous behavior by the successful Proposer will not be tolerated and the offense can be justification for termination of contract. All sub-Consultants of successful Proposer shall abide by all the requirements set forth in this section.
SINGLE PROPOSAL RESPONSE
If only one proposal is received in response to this RFP, a detailed cost/price proposal may be requested of the Proposer. A cost or cost and price analysis and evaluation and/or audit of the cost may be performed in order to determine if the price is fair and reasonable. If the City determines a cost analysis is required, Proposer must be prepared to provide, upon request, cost summaries of estimated costs (i.e. labor, equipment, supplies, overhead costs etc.) and documentation supporting all cost elements.
PROTEST PROCEDURES
All protests must be filed in accordance with the following:
1. The protest must be in writing and identify the solicitation (RFP) number.
2. The protest must be submitted by some return receipt method or guarantee of delivery that insures that the protest was received in a timely manner. The City is not responsible for lost or delayed deliverables.
3. The party’s standing to protest must be identified.
4. Identification of the specific provision, law, regulation, specification, procedure or policy violated.
5. A statement of the relief requested.
Protests related to the content of the RFP shall be received no later than ten (10) days before the proposal due date. Protests related to matters other than the content of the RFP shall be received no later than five (5) days after proposal opening. If the protest does not comply with the preceding requirements, it may not be evaluated and may be returned to the protestor.
All protests shall be submitted to the contact person identified in this solicitation. If the solicitation is funded with Federal Transit Administration (FTA) monies, a protest may be filed with the FTA. However, the FTA only accepts protests alleging that a grantee failed to have written protest procedures or did not comply with those procedures or protests that involve a conflict of interest or fraud.
INCORPORATION OF PROPOSAL INTO AGREEMENT
This RFP and the Proposer’s response, including all promises, warranties, commitments and representations made in the successful proposal, shall be binding and incorporated by reference in the City’s contract with the successful Proposer.
TIME OF COMPLETION
The Contract time shall commence from the date on the Notice to Proceed (NTP) as authorized in writing by the City. The services shall be completed within the time period specified in the Request for Proposal. In case the services under the terms of these provisions and related professional contract shall be necessarily
RFP No. 26-06
13 Montebello Bus Lines
delayed because of strike, injunctions, government controls, or by reasons of any cause or circumstances beyond the control of the successful Consultant (the “Consultant”), the time of completion shall be extended by a number of days to be determined in each instance by mutual agreement between the Consultant and MBL.
PAYMENT
A separate invoice, referencing the respective purchase order number, shall be issued in duplicate for each invoice shown in the payment schedule, and addressed to:
City of Montebello
Attn: Accounts Payable
1600 West Beverly Boulevard
Montebello, California 90640
Payment will be made within thirty (30) days after acceptance and approval of invoice.
Payment Schedule: Monthly
Provide One (1) invoice Monthly.
CONTRACT DOCUMENTS: ORAL CHANGES / CONTRACT TERMINATION Oral Changes: Oral changes and oral change orders are not permitted. All proposed changes must be submitted in writing to, and approved by, MBL prior to becoming a contract modification.
Contract Termination: MBL may terminate any resulting contract for convenience at any time by giving the Consultant five (5) days’ written notice thereof. Upon termination, MBL shall pay the Consultant his allowable cost incurred to date of termination, and those costs deemed reasonably necessary by MBL to affect such termination, determined in accordance with Part 1-8.705-1 of the Federal Procurement Regulations (41CFR 1-8) or other applicable portion(s) of said Regulations. In addition, MBL shall pay the Consultant a percentage of the project, which relates to contract work accomplished to date of termination. The effective date of termination shall be the date of Notice of Termination.
In the event the Consultant breaches the terms or violates the conditions of the contract, and does not within ten days, thereafter, cure such breach of violation, MBL may immediately terminate the Contract for default. The Consultant shall be liable for all costs incurred by MBL because of such default.
SCOPE OF CONTRACT
The Consultant shall provide all services necessary as per the Scope of Work described in this Request for Proposal.
PERFORMANCE OF WORK
It is the intent of these specifications to provide only services of the highest quality. The cost to be quoted and submitted shall include all items of service and any other costs necessary to fully complete the work pursuant to the provisions. It is the aim of these specifications that the Consultant provide complete services of the type prescribed. Any items omitted from such specifications which are clearly necessary for the completion of such services shall be considered a portion of such services, although not directly specified or
RFP No. 26-06
14 Montebello Bus Lines
called for in these specifications. No advantage shall be taken by the Consultant in the omission of any detail which goes to make the services complete, even though such detail is not mentioned in these specifications.
AWARD OF CONTRACT
The contract resulting from this RFP (or the “Agreement”) will be awarded to the responsive and responsible Proposer whose proposal, conforming to the requirements of the RFP, is determined to be the most advantageous (“Best Value” as described in the Federal Transit Administration Circular 4220.1F) to the City, based on the Evaluation Criteria. No agreement shall exist until the City Council or the City Manager has awarded the Agreement and it has been mutually executed. The City reserves the right to:
(a) Accept all or any part of a proposal;
(b) Reject any or all proposals for any reason;
(c) Waive any informality or minor errors to the extent permitted by law; (d) Award the Agreement as the interest of the City may require; (e) Cancel the entire RFP; or
(f) Issue subsequent RFPs.
An Evaluation Committee comprised of MBL staff, in accordance with the proposal Evaluation Criteria set forth in Evaluation Criteria section of this RFP, will evaluate all the proposals. During the evaluation period, the City may interview some or all the proposing firms. Proposers should be aware; however, that award may be made without interviews or further discussions.
The City may negotiate contract terms with the selected Proposer prior to award and expressly reserves the right to negotiate with several Proposers simultaneously and, thereafter, to award a contract to the Proposer offering the most favorable terms to the City. However, negotiations may or may not be conducted with Proposers; therefore, the proposal submitted should contain the most favorable terms and conditions, since the selection and award may be made without discussion with any Proposer.
No agreement shall exist until the City Council or City Manager has awarded the Agreement and it has been mutually executed. The City reserves the right to reject any and all proposals for any reason, to waive any informality or minor errors as determined by the City in any proposal and to award the Agreement as the best interests of the City may require. The award, if any, may be made by the City within ninety (90) calendar days after the opening of the proposals.
POINT OF CONTACT
This RFP is issued by the City, and the Management Analyst will be the sole point of contact (“Point of Contact”) during the RFP submission and procurement process. Communications initiated by respondents to this RFP with members of the City Council, or officers, personnel or employees of the City, other than as coordinated by the Point of Contact, may be grounds for disqualification. Any inquiries or requests during this submission or procurement process shall be submitted in writing to the following Point of Contact:
City of Montebello Transportation Department
Attention: Robert Fierro
RFP No. 26-06
15 Montebello Bus Lines
Acting Senior Management Analyst
400 South Taylor Ave.
Montebello, CA 90640
(323) 558-1625 ext. 1115
Email: [email protected]
If the Point of Contact determines a response to any such inquiry is warranted, said response will be issued to all prospective Proposers via PlanetBids.com.
EVALUATION OF PROPOSALS
MBL uses a selection process in which proposals contain both price and qualitative components, and award is based upon a combination of price and qualitative considerations. Qualitative considerations may include experience and qualifications, technical approach, quality of proposed personnel, and/or management plan. The award selection is based upon consideration of a combination of technical and price factors to determine the offer deemed most advantageous to MBL.
An evaluation committee will be appointed to review all proposals. The committee will be comprised of MBL staff. Committee members will initially evaluate each proposal using the pass or fail criteria identified herein. Proposers who pass this first stage of testing will progress to the next step in the evaluation.
MBL will evaluate the offers based on the following criteria: Pass/Fail Criteria • Proposer has demonstrated the ability to meet the insurance requirements described in the Agreement. Proof of ability, for example a sample certificate with another agency, or a statement that the Proposer can meet the insurance requirements in the RFP should be attached to proposal.
• Proposer has demonstrated evidence of good standing. If the Proposer is a corporation or limited liability company, provide evidence that it is in good standing in the state of its incorporation/organization and qualified to do business in California. If the Proposer is a partnership or joint venture, provide such evidence for all partners or members. The evidence provided must be in the form of (i) an official certificate of good standing issued by the state of incorporation/organization and (ii) qualification to do business issued by the California Secretary of State. If the Proposer is operating under a fictitious name or trade name, provide evidence that the Proposer has filed for and/or registered the fictitious name with the county where the Proposer’s business is located.
On the completion of the initial Pass/Fail review, the committee will evaluate proposals using the two- step process. Qualitative considerations will be reviewed and scored first without attention to the price.
The committee will then present the cost and price proposals and evaluate and score them accordingly.
During the qualitative evaluation, the committee, at its sole discretion, may contact any or all the Proposers with specific questions or requests for clarification. After both the qualitative and cost/price proposals have been evaluated and scored, the committee will arrive at a “comprehensive proposal score” for each proposal. A list of top-ranked proposals within a competitive range will be developed based upon the total comprehensive scores provided by committee members. At this time, the committee may decide that the evaluation process is complete and submit a final recommendation to the Director of Transportation.
RFP No. 26-06
16 Montebello Bus Lines
The committee may ask the Proposers to consider the dialog of negotiations and revise their proposals. A deadline will be set for the submission of the revised proposals. If a Proposer is unable to meet the deadline or chooses not to revise its proposal, its’ existing proposal will be rescored along with revised proposals in the same manner as the original proposals.
EVALUATION CRITERIA
Award will be made to the Offeror whose proposal offers the best value to the City. Proposals that meet the pass/ fail criteria now will be evaluated in accordance with the following criteria:
QUALITATIVE CONSIDERATIONS
The Proposer’s Qualitative Proposal will be evaluated based on the following factors, each having the weighted value set forth below (100 potential points in total):
1 Project Management Plan
The proposal shall contain a detailed explanation of the project and not a reiteration of the RFP itself. The information offered should be a compendium of the Proposer’s knowledge of the standards outlined in the Scope of Work.
20 points
2 Proposed Project Team
Qualifications and experience of management and staff and other personnel; comprehensiveness of plan and team’s familiarity with the hydrogen fuel cell bus maintenance facility upgrade services.
10 points
3 Qualifications and Experience
Demonstrate experience completing support services for hydrogen fuel cell bus maintenance facility upgrade of the same or similar magnitude. Presentation of a catalog of services for hydrogen fuel cell bus maintenance facility upgrade services and expertise most advantageous to the City.
15 points
4 Technical Approach
Consultant will submit with their proposal a written plan of action. Plan of action shall include contact persons and schedule adherence, as well as invoicing process.
Understanding of the RFP requirements and illustrating the ability to meet performance objectives, compliance with all technical and administrative requirements, financial viability, accounting, and reporting.
30 points
TOTAL 75 points
Price Considerations
The Price proposals will be evaluated as follows:
5 Price
The Proposer’s price proposal will be compared to the proposal with the Best Value to the City. The best value responsive price will receive the total weighted value for this criterion.
25 points
TOTAL 25 points
RFP No. 26-06
17 Montebello Bus Lines
SECTION 3 - OTHER REQUIREMENTS
LICENSING AND PERMITS
The Consultant shall be licensed, bonded, and experienced in performing the services described in the Scope of Work and shall provide evidence of current licensing and permits as required by local, State, and Federal regulations in providing such services.
LIQUIDATION DAMAGES
MBL commits to working cooperatively with the Consultant to resolve personnel and Contract performance challenges as they may arise, however, certain proven contractual violations may result in the assessment of liquidated damages at MBL’s discretion.
Whenever assessed, MBL and CONSULTANT/LESSOR agree that in case the item or equipment embraced in this Proposal shall not have been completed due to the failure of the CONSULTANT/LESSOR, MBL should recover said sum or sums of money, equal to the cost of engineering, inspection of work, and any additional and other expenses incurred from the CONSULTANT/LESSOR, from the surety or from both.
The amount of these deductions shall be assessed as liquidated damages and are not to be considered penalties. For administrative purposes, $100 per-hour “not to exceed $1,200 per-day,” for every day beyond the specified date, as extended, shall be withheld as a special reserve to be applied as liquidated damages, if any, the amount of said damages to be determined as per the above-mentioned method.
BOND REQUIREMENTS
Bid Guarantee
The Consultants shall furnish a bid guarantee in the form of a bid bond, or certified treasurer’s or cashier’s check issued by a responsible bank or trust company, made payable to the City. The amount of such guaranty shall be equal to 5% of the bid price.
In submitting this bid, it is understood and agreed by the Consultant that the City reserves the right to reject all bids, or part of any bid, and it is agreed that the Bid may not be withdrawn for a period of ninety (90) days subsequent to the opening of bids, without the written consent of City.
It is also understood and agreed that if the undersigned bidder should withdraw any part or all of his bid within ninety (90) days after the bid opening without the written consent of the City, or refuse or be unable to enter into an agreement as provided above, or refuse or be unable to furnish adequate and acceptable Performance and Payment Bonds, or refuse or be unable to furnish adequate and acceptable insurance, as provided above, it shall forfeit its bid guarantee to the extent City’s damages occasioned by such withdrawal, or refusal, or inability to enter into an agreement, or provide adequate security thereof.
It is further understood and agreed that to the extent the defaulting Consultant's bid guarantee shall prove inadequate to fully recompense the City for the damages occasioned by default, then the undersigned Consultant agrees to indemnify the City and pay over to the City the difference between the bid guarantee and City’s total damages so as to make City whole.
The undersigned understands that any material alteration of any of the above or any of the material contained herein, other than that requested will render the bid unresponsive (Exhibit H. Performance Bid Guarantee). A copy of the bid bond can be submitted via the PlanetBids Portal https://pbsystem.planetbids.com/portal/33072/portal-home.
RFP No. 26-06
18 Montebello Bus Lines
Performance Guarantee
A Performance Guarantee in the amount of 20% of the Agreement value is required by the City to ensure faithful performance of the Agreement. Either a Performance Bond or an Irrevocable Standby Letter of Credit shall be provided by the Consultant and shall remain in full force for the term of the Agreement.
The successful Consultant shall certify that it will provide the requisite Performance Guarantee to the City within ten (10) business days from Agreement execution (Exhibit I. Performance Bond). The City requires all Performance Bonds to be provided by a fully qualified surety company acceptable to the City and listed as a company currently authorized under 31 C.F.R. part 22 as possessing a Certificate of Authority as described hereunder. The City may require additional performance bond protection when the contract price is increased. The increase in protection shall generally equal 100 percent of the increase in the contract price. The City may secure additional protection by directing the Consultant to increase the amount of the existing bond or to obtain an additional bond.
If the Consultant chooses to provide a Letter of Credit as its Performance Guarantee, the City shall furnish with its bid, certification that an Irrevocable Standby Letter of Credit will be furnished should the Bidder become the successful Consultant. The Consultant shall also provide a statement from the banking institution certifying that an Irrevocable Standby Letter of Credit for the action will be provided if the Contract is awarded to the Bidder. The Irrevocable Stand-By Letter of Credit will only be accepted by the City if:
1. A bank in good standing issues it. The City will not accept a Letter of Credit from an entity other than a bank.
2. It is in writing and signed by the issuing bank.
3. It conspicuously states that it is an irrevocable, non-transferable, “standby” Letter of Credit.
4. The City is identified as the Beneficiary.
5. It is in an amount equal to 100% of the Contract first year value. This amount must be in U.S. dollars.
6. The effective date of the Letter of Credit is the same as the effective date of the Contract.
7. The expiration date of the Letter of Credit coincides with the term of this Agreement.
8. It indicates that it is being issued to support the obligation of the Consultant to perform under the Contract. It must specifically reference the Contract between the City and the Consultant the work stipulated herein.
The issuing bank’s obligation to pay will arise upon the presentation of the original Letter of Credit and a certificate and draft (similar to the attached forms contained in Exhibit J. Irrevocable Stand-By Letter of Credit Certificate and Exhibit K. Bank Draft) to the issuing bank’s representative at a location and time to be determined by the parties. This documentation will indicate that the Consultant is in default under the Contract.
RFP No. 26-06
19 Montebello Bus Lines
SECTION 4 – SCOPE OF WORK
PROJECT INTRODUCTION
The City of Montebello (City) operates Montebello Bus Lines (MBL) to provide reliable and efficient public transportation services to the residents of Montebello and neighboring communities. As the third-largest municipal bus system in Los Angeles County, MBL proudly serves 1.8 million passengers a year throughout the communities of Alhambra, Bell Gardens, San Gabriel, Boyle Heights, Commerce, Downtown Los Angeles, East Los Angeles, La Mirada, Montebello, Monterey Park, Pico Rivera, Rosemead, South Gate, and Whittier. As of 2025, MBL operates a fleet of sixty-six buses, inclusive of a contingency reserve fleet of seventeen buses. MBL strives to be at the forefront of efforts to reduce transit fleet emissions and plans for a full transition to zero-emission vehicles by 2040.
MBL is embarking on a six-bus fuel cell electric bus (FCEB) deployment with the first three buses arriving in 4Q2025, and the next three arriving in 4Q2026. These six FCEBs will be provided by New Flyer Industries.
They will each be equipped with 350-bar hydrogen gas storage tanks and a 136-kWh lithium-ion battery pack. MBL’s main campus (located at 400 South Taylor Avenue, Montebello, CA 90640) serves as the Agency’s primary location and houses administrative offices, an operations control center, fleet maintenance services, bus refueling infrastructure, a bus wash, and bus storage.
The introduction of FCEBs into existing repair facilities and bus storage bays introduces unique considerations for life safety and notification systems. The goals of this project are to first determine a cost-effective and code-complaint approach to safely servicing MBL’s zero-emission buses (ZEBs) within its existing maintenance facilities and then to develop design documents, complete plan check(s), and provide construction support services for the selected approach. For the purposes of engineering and design, all vehicle-types being serviced in the facility shall be considered. The primary authorities having jurisdiction are expected to be the Montebello Fire Department, the Montebello Building and Safety Department, the Montebello Planning Department (for compliance with local zoning code), and the Montebello Public Works Department.
This project seeks that MBL’s maintenance facilities be fully commissioned and available for maintaining its FCEBs one year from when the Consultant is issued a notice-to-proceed. In addition, because the first three buses will be delivered in 4Q2025, the Consultant shall be responsible for developing an interim service plan, which will ensure MBL is adequately prepared to maintain their FCEB fleet while the maintenance facility upgrades are being completed. The ongoing service of existing vehicles within the facility must be considered and accommodated during all phases of the project.
SCOPE OF SERVICES
The Scope of Work under this Agreement shall consist of individual phases, each of which will be separately negotiated and mutually agreed upon in writing prior to execution. The City may elect to group phases together to be included in a single agreement. The scope, schedule, and cost for each phase or group of phases will be determined on a case-by-case basis and may be amended as required to meet the specific needs of the City. No phase shall commence unless a separate, written authorization for such phase has been issued by the City. Consultant shall commence work immediately upon issuance of the Notice to Proceed (NTP). If, after the completion of a negotiation period following the completion of a
RFP No. 26-06
20 Montebello Bus Lines
prior Phase, the Parties are unable to come to a mutually agreeable cost, the City may, at its sole discretion, elect to rebid the task or set of tasks to other Consultants or contractors through a competitive procurement process. Should the City choose to exercise this right, the Consultant will cooperate with the rebidding process, providing necessary documentation and details as requested. The City is under no obligation to accept any bids and may select an alternate Consultant or approach for any Phase.
Services will be completed under four major phases:
1. Site Requirements Assessment
2. Design and Permitting
3. Bid and Award of Construction/Installation Contract
4. Construction Support
Project Management responsibilities (as described in Phase 0, below) shall apply to all phases of the Project. Consultant shall complete the work in accordance with the project schedule. Consultant is responsible for making sure all design and engineering work, including the report in the site assessment phase, fully reflects the requirements of the applicable AHJ(s) and complies with all applicable codes and standards which may include but are not limited to:
1. NFPA 2. If the latest version of NFPA 2 has not been adopted by local authorities, Consultant shall work with applicable AHJs to design according to their prefe6rences.
2. Latest or locally adopted versions of California Fire, Electrical, Building, and Mechanical code. (CFC, CEC, CBC, CMC).
3. NFPA 30A, 70, 52, 72, 13
4. ASME, ANSI.
Consultant’s personnel who are placed in responsible charge of the architectural, civil, structural, mechanical, or electrical engineering design work shall be currently registered in the State of California to practice in the particular professional field involved and shall sign and seal all plans for which each has responsibility.
In case of conflict, ambiguities, discrepancies, errors or omissions among any of the items of work, the Consultant shall submit the matter to the City for clarification. Any work affected by such conflicts, ambiguities, discrepancies, errors or omissions which is performed by Consultant prior to clarification by the City shall be at Consultant’s risk.
Phase 0: Project Management
A. Consultant shall coordinate with project stakeholders, contractors, or consultants, as needed and as directed by the City throughout the duration of the project.
B. Consultant shall coordinate design with the City, utility companies, regulatory agencies, and Constructor in the design and construction of the project. An initial conference shall be scheduled after award of contract. Thereafter, regularly scheduled meetings shall be held for the duration of the project. Consultant shall set the agenda and notify relevant parties of meeting dates and locations. Consultant shall produce minutes of all meetings and distribute the minutes within five (5) working days to the relevant parties. Meeting minutes shall include completed items, items in progress, upcoming items, changes, and budget impacts.
RFP No. 26-06
21 Montebello Bus Lines
Consultant is also expected to make and maintain action item checklists and other pertinent documentation and tools to successfully manage the project’s deliverables. Consultant shall notify the City immediately of any problem(s), which may impact either the project’s schedule or budget.
C. Consultant shall implement and maintain a QA/QC plan in effect during the performance of the services under the Contract to ensure that the reports, plans, specifications, estimates, and other documents submitted under the Contract shall be complete, constructible, accurate, checked and proofread to meet professional engineering practices in effect at the time of execution of the Contract.
D. Consultant shall submit a copy of its quality control/quality assurance plan for this project within ten (10) working days upon receipt of a notice to proceed (NTP). Consultant’s QA/QC plan shall be submitted to the City for review and comment.
E. Consultant’s QA/QC plan shall include, at a minimum, the following quality control measures:
a. Calculations shall be independently checked. Plans shall be independently cross checked and corrected.
b. Drawing Titles shall match on Title Sheet and on each individual drawing sheet. c. The title sheet for specifications and reports, and each sheet of plans shall bear the professional seal, certificate number, registration classification, expiration date of certificate, and signature of the professional engineer responsible for their preparation.
F. Consultant shall coordinate between various engineering disciplines to ensure a complete and coordinated design.
G. Consultant shall perform a quality assurance review of plans, specifications, estimates, reports, and other documents prior to drawing set submittals (30%, 60%, 90%, final design, etc.) to the City.
H. Consultant shall prepare a schedule for the project’s design, to include all design activities including appropriate sub-activities, start dates, submittal dates, completion date relationships, and duration. The Consultant shall complete and submit a work breakdown structure (WBS). The schedule shall account for interfaces with the City and other agencies, and plan check review. Schedule must include a minimum of five working days (5) for review by the City for all deliverables submitted by consultant.
I. A preliminary schedule shall be submitted to the City for approval within ten (10) working days after Notice to Proceed. The schedule shall indicate a logical sequence for completing the work within the allotted time. After review by the City, a final schedule shall be submitted for approval. Upon approval, this schedule shall be designated the project schedule from which contract progress shall be tracked. Periodic updates of the schedule to show progress may be required on a bi-weekly basis at the City’s election but shall minimally occur on a monthly basis.
Phase 1: SITE REQUIREMENTS ASSESSMENT
RFP No. 26-06
22 Montebello Bus Lines
1.1 INFORMATION GATHERING
A. Consultant shall communicate and coordinate with the City and other consultants to obtain all information and requirements that may affect the design, including the City’s construction budget, if applicable. Consultant shall submit an initial Client Information Request (CIR) to the City with detailed information and document requirements to perform the scope of work.
B. Consultant shall review existing record documents, including incorporated modifications since the buildings were constructed, provided by the City. Consultant shall also review all data, criteria, or other information furnished by the City.
C. If deemed necessary by Consultant, Consultant shall conduct and submit an Air Balance Test Report on the existing ventilation functionality before completing the assessment report detailed below. Evaluation of the existing ventilation systems shall include review of the existing systems’ efficiency throughout the entire facility.
D. Consultant shall conduct an on-site project kickoff with the City to confirm understanding of project scope, approach, and timeline.
E. Consultant shall communicate and coordinate with the City to obtain locations of gas detection control panel(s), electrical distribution panels, HVAC systems, and any other information that will influence the design.
F. Consultant shall visit the site, and conduct a site audit to assess existing conditions, including the current state of regulatory compliance. Consultant shall field verify all dimensions, space limitations, weight, utilities, and other physical parameters of the existing systems that will influence design and modifications. Consultant shall conduct follow up site visits, as necessary, if adequate information is not collected during the initial site visit.
1.2 SITE APPROACH DETERMINATION
A. In a workshop setting, Consultant shall review high-level compliance pathways (i.e. full facility retrofit, partitioned bay(s), vehicle defueling, off-site service, etc.) available to the City for their interim service approach and long-term service approach. a. The first phase shall be a short-term, interim service solution to enable major maintenance of the three FCEBs expected to be delivered in Q4 2025. The Consultant will also be expected to review the interim service solution with local authorities to ensure compliance, even if no plan check is required. If plan check is required, the City will negotiate a separate task order for this additional scope, if needed. Given the first three buses will arrive in 4Q2025, Consultant may elect to complete two workshops in order to properly prioritize the first phase of the project, the immediate service plan.
b. The second phase shall be long-term to support the entire fleet once it is transitioned entirely to FCEBs.
c. Each compliance pathway must align with the latest locally adopted codes and standards. For each potential pathway, Consultant shall include a well-defined list of advantages and disadvantages and make a recommendation to the City on the best path forward. The recommendation shall consider the City’s long-range transition plan, construction budget, upcoming procurements, rough order-of-magnitude costs
RFP No. 26-06
23 Montebello Bus Lines
(Level 1) for each pathway, and any site constraints discovered during Phase 1.1 Information Gathering.
B. Consultant shall deliver the workshop slide deck(s) to the City at least five (5) business days before the workshop. Consultant shall be expected to revise the workshop materials as requested by the City. Phase 1.2 concludes with delivery of finalized workshop materials and City consent on the desired compliance pathways for both phases of the project.
1.3 SITE RECOMMENDATIONS REPORT AND PRELIMINARY COST ESTIMATES A. After completing the scope detailed in Section 1.2, Consultant shall develop a report summarizing what modifications will be required to achieve compliance given the selected pathways.
B. Consultant is responsible for making sure the report recommendations are comprehensive such that the facility complies with the latest, applicable locally adopted codes and standards for all vehicle fuel types maintained in at the facility. The report should make sure to include approach and design recommendations on at least the following topics (this list is not intended to be comprehensive of all report topics):
a. Gas detection and alarm, including CH4, H2, CO, and NOx. System must consider existing and proposed air flow, including architectural considerations, such as low or high spots where fugitive gas or vapors may accumulate or concentrate b. Electrical hazard areas
c. HVAC systems, including heaters approved for use and ventilation systems, both steady-state and under alarm conditions
d. Areas utilizing open flames, arcing/sparking tools, and welding e. Emergency detection systems, alarms, and notification appliances f. Fire Protection Systems, including considerations for the lithium-ion batteries onboard the vehicles.
g. Emergency power generation systems
h. Evaluation of operational use of the bus wash facility to determine if any modifications are necessary as a result of the introduction of FCEBs i. Evaluation of the existing capacity of the structural support members, space limits and constraints that may affect the design and installation of additional equipment and systems required to achieve the project scope
C. In the report, Consultant shall include recommendations for any facility modifications required for the safe maintenance of vehicles with lithium-ion batteries. This shall include a preliminary assessment of the facility’s fire suppression system and a determination if the existing system adequately limits the impact of potential thermal runaway of the Li-ion batteries onboard the vehicles.
D. In the report, Consultant shall determine the feasibility of a single, integrated alarm detection system. If system consolidation is determined to be impractical, the system design shall maintain the existing gas detection systems and work with new hydrogen detection
RFP No. 26-06
24 Montebello Bus Lines
appliances/systems for seamless hazard notification to facility personnel. The overall system must differentiate between carbon monoxide, methane, and hydrogen audible and visual alarms.
E. In the report, Consultant shall make a recommendation for an outdoor bus defueling location to ensure the City has adequate capability to defuel their FCEBs. If site design drawings are mutually agreed upon by Consultant and the City to be necessary for the provision of this recommendation, the City will negotiate a supplemental task in future Phases to support this work.
F. The report shall include a Level 2 construction cost estimate that builds on the Level 1 cost estimate included in Phase 1.2. The estimate should associate each required modification included in the report with a cost. The scope of project costs must reflect construction, installation, modification, commissioning, and testing, based on the Consultant’s own Study recommendations. Underlying cost data must be current and based on recent (<12 months) applicable empirical (e.g., past project) data, or from prevailing accredited industry publications.
G. If the Level 2 cost estimate required in Phase 1.3 significantly exceeds the Level 1 cost estimate from Phase 1.2, Consultant shall work with the agency and applicable AHJs to determine alternate compliance pathways and revise the report, including the cost estimate, accordingly.
H. The Phase 1.3 cost estimate shall include any predicted additional operational expenses associated with recommendations included in the report. An example of this could include estimating and comparing approximate costs to lower electrical hazards beyond the first 18” of the ceiling deck, to replace electrical hazards with a Class 1 Div. 2 Group B versions of similar function, or to maintain continuous ventilation at level specific by applicable codes and standards.
I. Consultant shall meet with and review recommendations and cost estimates with the City.
Consultant shall make revisions as requested by the Agency.
J. Consultant shall attend a virtual pre-design conference with the City’s AHJ(s) to review report recommendations. Consultant shall make revisions as requested by the AHJ(s).
K. Consultant shall submit an electronic copy of the report and cost estimate in PDF format via email or other file sharing service, as directed by the City.
L. Consultant shall ensure the scope proposed in the report complies with all relevant codes and standards and include a certification statement in the report.
M. Consultant shall gain the City’s approval before proceeding with the Design Development Phase.
Phase 2: DESIGN DEVELOPMENT, PLAN CHECK, PUBLISHING OF DRAWINGS FOR PERMITTING
2.1 DESIGN DEVELOPMENT
A. The Consultant shall be responsible for the design, engineering, drafting, permitting, and publishing of construction plans and specifications.
RFP No. 26-06
25 Montebello Bus Lines
B. The Consultant shall complete 30%, 60%, 90%, and 100% design drawings throughout the course of the design development phase. Final Design documents and calculations require the seal of a Professional Engineer registered in the State of California. Each drawing set must be provided to the City for review, comment, and approval before proceeding with developing more advanced drawing sets. It is the Consultant’s responsibility to ensure all design drawings adhere to local codes and standards; the City’s approval will not act as certification that the design drawings have adhered to requirements set forth by applicable AHJs. Each design set shall be accompanied by a memorandum describing constructability considerations associated with design choices.
C. The Consultant shall prepare designs that replace, re-route, add, or connect the new and modified systems to existing structures, circuits, conduits, conductors, and accessories, as required. Consultant must ensure all designs will result in efficient and complete working systems.
D. Consultant shall submit a Level 3 cost estimate at the 30% design stage for City approval.
Consultant shall advise the City of any major adjustments from the Level 2 cost estimate completed in Phase 1.3 due to changes in project requirements or in general market conditions.
E. During the design phase, Consultant shall develop a System Sequence of Operations (SOO) (emergency response matrix) that specifies the engineering logic for programmable operations (e.g., if gas is detected at a specific percentage of Lower Explosive Limit (LEL), then…). Consultant shall ensure that the SOO is clearly articulated and easily comprehensible and shall review with the City.
F. A rough draft of the specifications shall be submitted to the City. Technical specifications shall be developed in CSI MasterFormat. The final technical specifications shall be complete and ready for construction, including all specifications to support the plans, identify material, indicate inspection and testing requirements, and ensure a quality project. Specifications shall be prepared in such a format and manner as to stimulate competition between contractors while following industry standards.
A. Consultant shall prepare the Issue for Permitting (IFP) document package consisting of drawings and other documents that fix and describe the size and character of the entire Project. The package shall include drawing sheets and details for the following relevant design elements (the following is not intended as a comprehensive list):
a. Architectural
b. Civil/Structural
c. Mechanical
d. Electrical & Control Systems
e. Fire Protection Systems
B. The IFP drawings must identify all project elements that affect the function and operation of each portion of the facility. The IFP package must be complete, and sufficient to be built upon.
RFP No. 26-06
26 Montebello Bus Lines
Although not intended for construction, the IFP package must be consistent with and possess equal detail to the subsequent construction drawing package.
G. Consultant shall submit an electronic copy of plans, technical specifications, and the cost estimate to the City for review and comment in PDF format via email or a file sharing service, as directed by the City.
2.2 PLAN CHECK REVIEW THROUGH APPLICABLE AHJ(s)
A. Consultant will be responsible for obtaining all required approvals from applicable Authorities Having Jurisdiction (AHJs). Consultant shall draft, complete, and submit the following items to applicable AHJ(s) for review and approval:
a. Application(s) for local entitlement or discretionary permits (if applicable). b. Application(s) for all applicable construction permits c. IFP package
d. Any and all documents requested for review
B. If required by the AHJ(s) or any other regulation or agency applicable to the Project:
Consultant shall provide and submit additional drawings, reports, documents, or specifications (irrespective of discipline) required for the approval of the project.
C. Consultant shall revise IFP package to reflect any necessary changes as a result of comments or requests made by the AHJs and applicable regulatory agencies. Consultant shall continue to incorporate any comments received into their prepared documents until final approval is provided.
D. Consultant shall obtain plan check approval and pay for all plan check fees incidental to the Work to the appropriate regulatory agencies. Plan check fees for the original plan check submission and one re-submittal will be reimbursed to the Consultant at actual cost, excluding any mark-up and labor costs. All other plan check fees shall be the responsibility of the Consultant. “Trade permit”, defined as permits issued by the AHJs or other regulatory agencies which do not require review and approval of plans, are excluded from this scope.
E. Consultant shall submit an electronic copy of final drawings, specifications, and applicable documents to the City for review and final approval in PDF format via email or a file sharing service, as directed by the City. Consultant shall provide the City with a statement of certification that the design is in compliance with the requirements of the Contract, that Consultant has used reasonable care and diligence, and that the design is complete and ready for construction. Consultant shall be obligated to perform all required redesign work to correct any design errors or omissions discovered during bidding or construction at no additional cost to the City.
2.3 ISSUE FOR CONSTRUCTION DOCUMENT PACKAGE
A. Upon final approval from the City, Consultant shall publish a complete document package meeting the needs, comments, and requests made by the City and all applicable regulatory agencies, into a final Issue for Construction (IFC) document package.
RFP No. 26-06
27 Montebello Bus Lines
B. Upon publishing of the IFC package, Consultant shall prepare, for the City’s approval, a Level 4 cost estimate. Consultant shall advise the City of any major adjustments from the Level 3 cost estimate completed in Phase 2.1 due to changes in project requirements or in general market conditions.
C. Consultant shall provide a tentative milestone schedule for construction based on works expressed by the published IFC package. In addition to the evaluation of technical details and parameters, consultant must utilize past empirical experience from applicable projects of similar nature.
D. Consultant shall be responsible for the working drawings, technical specifications (CSI MasterFormat), and cost estimate for the construction of the Project consistent with contemporary professional standards as is necessary to enable the construction of Project.
The City shall provide all bid documents, including the Agreement between the City and Constructor.
Phase 3: BIDDING AND AWARD OF CONSTRUCTION CONTRACT
A. The requisition of bids from Constructors is not within the scope of Consultant. However, Consultant shall assist the City with the requisition and review of solicited bids. Specific tasks that shall be within the scope of Consultant are as follows:
a. Answer questions posed by prospective Constructors which are technical in nature, relevant to the IFC package, or otherwise necessary for the complete scoping of the prospective Constructors’ works.
b. Review modifications or substitutions to materials and designs proposed by Constructors. c. Review Constructor bids to ensure technical and scope compliance with Consultant’s published documents
d. Revise IFC package as necessary, based on applicable addenda issued during the solicitation. Revisions must be completed by Consultant in time for inclusion into the construction contract between the City and Constructor.
B. Consultant is required to attend a mandatory pre-bid meeting with prospective Constructors at the City’s Maintenance and Operations Facility.
Phase 4: CONSTRUCTION SUPPORT SERVICES
4.1 CONSTRUCTION SUPPORT SERVICES
A. The Construction Support Services Phase shall commence with the award of the Construction Contract and shall terminate with closure of all applicable construction permits, as well as delivery of "As-Built" drawings.
B. Consultant is required to attend a mandatory pre-construction meeting that will be held at the City’s Maintenance and Operations Facility.
C. Constructor shall be responsible for obtaining all construction permits from governmental authorities having jurisdiction over the Project. Consultant shall immediately, at its expense, complete all necessary changes in the plans or specifications, as required by any regulatory agencies, in order for Constructor to obtain the necessary permits.
RFP No. 26-06
28 Montebello Bus Lines
D. Consultant shall make periodic site visits to familiarize itself with the progress and quality of the construction work. The frequency of site visits will be determined before Consultant proceeds with Phase 4 based on the complexity of work required. Consultant must also determine if the construction work is proceeding in accordance with the contract documents.
Consultant shall inform the City of any potential defects and deficiencies in the work of the Constructor.
E. Consultant shall recommend to the City the rejection of any work performed by Constructor which does not conform to the contract documents. Consultant shall recommend to the City special inspection or testing of any work in accordance with the provisions of the construction documents whether or not such work be fabricated, installed, or completed.
F. Consultant shall review and approve all shop drawings, samples, and other submissions of Constructor as required by the construction documents to ensure conformance with the design concept of Project.
G. Consultant shall respond Constructor Requests for Information (RFI) within five (5) working days upon receipt of an RFI. However, after construction starts and during construction, timing for reviews become critical and only two (2) working days will be allowed for responding to proposed RFIs, amendments.
H. Consultant shall assist the City in reviewing proposed Change Orders and shall prepare sketches and/or revise contract drawings and specifications, and cost estimates related thereto. The Consultant shall also obtain timely plan check approval from agencies of jurisdiction (e.g., city, county, state, etc.) for permit plan changes.
I. Consultant shall conduct inspections of the project site to determine dates of substantial completion and final completion. Consultant shall review written guarantees and related documents assembled by Constructor and shall recommend to the City the issuance of the final certificate for payment.
J. Consultant shall be present during final system commissioning (HVAC, detection system, etc.) and be witness to performance testing. Consultant shall provide written acknowledgement and approval that system is functioning as designed and meets all applicable codes and standards. This may be conducted in tandem with AHJ(s) & fire department final inspection.
K. Consultant shall provide support services during construction of the Project. Consultant will be responsible for construction support, inspection, testing, and reports required during the construction support phase. The services, information, testing, and reports required shall be furnished at the Consultant’s expense.
4.2 AS-BUILT PROJECT DOCUMENT AND EMERGENCY RESPONSE PLAN REVIEW A. Consultant shall be responsible for the preparation of the "As-Built" drawings based on the information supplied by Constructor and based on the information from the Consultant’s field inspections of the project site after construction is completed. The "As-Built" information shall be assembled and placed on the original drawings by Consultant as the final revision to the drawings.
B. Consultant shall review and recommend revisions to the City’s facility emergency response plan based on facility modifications completed under the scope of this project. Consultant and Constructor shall provide in-person training on system logic and operation.
RFP No. 26-06
29 Montebello Bus Lines
C. All submittals from consultant to the City shall be consistent with the schedule and scope of work. Submittals shall be reviewed and commented upon by the City. Consultant shall address all comments, revise the design/construction document, and re-submit it to the City for verification in the next phase submittal not more than one (1) week after receipt of the City’s review comments, unless otherwise requested.
Deliverables shall be submitted separately for each part of the project in accordance with the specific requirements listed below:
a. Consultant shall submit one (1) half size hard copy of the as-built drawings to the City for verification of completeness. Consultant shall incorporate any changes required by The City into the final “As-Built” drawings. Constructor to provide Redline drawings. b. Upon completion of the “As-Built” drawings, Consultant shall furnish sealed and signed Mylar originals of the complete drawings to The City. Submit one (1) set of the completed as-built drawing files in AutoCAD, DWG format, including all applicable plot files, along with one (1) set of electronic drawing files in PDF format via email or a file sharing service, as directed by the City prior to release of final payment. c. One (1) electronic copy of all design calculations for Project shall be submitted to the City, in a neat condition and logical sequence, in PDF format via email or a file sharing service, as directed by the City.
RFP No. 26-06
30 Montebello Bus Lines
SECTION 5 – QUALIFICATIONS
DESIRED QUALIFICATION
• Provide a brief profile of the firm, including: the types of services offered, the year founded, form of the organization (corporation, partnership, sole proprietorship) number, size and location of offices, and the number of employees.
• Describe the firm’s experience in performing work of a similar nature to that solicited in this RFP, and highlight the participation in such work by the key personnel proposed for assignment to this project. Describe any experience in similar projects, particularly in the transit and public sector environments. The Consultant must demonstrate to the satisfaction of MBL that it has sufficient resources, capabilities and experience to meet the business needs as stated in this document. The Consultant will state and identify its involvement with other clients for both past and present projects. The Consultant will state the client’s name, and references for similar projects, particularly those conducted for public transit and the public sector in general. Be specific with respect to past and current assignments elaborating on those projects of similar type, magnitude and complexity. The Consultant’s involvement and responsibility should be defined for each project.
• Identify any sub-Consultants by company name, address, contact person, and telephone number and project function.
• Briefly describe other projects currently in process and how those projects affect the company’s current capacity and capacity during this proposed project. Identify any capacity or availability issues for any major sub Consultants proposed.
FIRM QUALIFICATIONS
To be considered responsive to the RFP, firms must demonstrate that they meet the following minimum qualifications by providing a thorough response and verifiable evidence of compliance. Non-compliance with these requirements may disqualify your proposal from further consideration.
A. Firm has not defaulted on a contract within the past five (5) years or declared bankruptcy or been placed in receivership or been denied credit within the past three (3) years.
B. Firm has not been assessed any penalties for non-compliance with any federal, state, local, city, or county labor laws and/or regulations within the past five (5) years.
C. Firm is currently not under investigation for any charge or claim for noncompliance with any federal, state, local, city, or county labor laws and/or regulations including, without limitation prevailing wage laws and apprenticeship laws.
D. The firm must have a minimum of five (5) years of experience and demonstrated track record of quality work, knowledge, skills, and abilities in safety and security for public transit agencies, preferably in an environment of similar size and scope to MBL.
E. Licensed to do business in the State of California.
F. Experience with projects of similar size and scope.
RFP No. 26-06
31 Montebello Bus Lines
SECTION 6 – FORM OF CONTRACT (SAMPLE)
PROFESSIONAL SERVICES AGREEMENT FOR
HYDROGEN FUEL CELL BUS MAINTENANCE FACILITY UPGRADES
THIS AGREEMENT (“Agreement”) is made and entered into on …………………….., 2025, by the CITY OF MONTEBELLO, a municipal corporation (hereinafter referred to as “CITY”) and …………………………….. (Hereinafter referred to as “CONSULTANT”). CITY and CONSULTANT are sometimes referred to herein individual as a “Party,” and jointly as the “Parties.”
RECITALS
WHEREAS, CITY desires to retain a qualified professional CONSULTANT to provide design, engineering, and construction support services for the conversion of its maintenance facilities for its incoming hydrogen fuel cell electric buses (FCEBs); and
WHEREAS, CONSULTANT represents the degree of specialized expertise contemplated within California Government Code, Section 37103, and is qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees; and
WHEREAS, no official or employee of CITY has a financial interest, within the provisions of Sections 1090 – 1092 of the California Government Code, in the subject matter of this Agreement; and
WHEREAS, CONSULTANT responded to CITY’s Request for Proposals dated September 25 th, 2025 (RFP No. [26-06]), as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter “Consultant Proposal”).
NOW THEREFORE, in consideration of performance by the Parties of the covenants and conditions herein contained, the Parties hereto agree as follows:
SECTION 1. INCORPORATION OF RECITALS AND OTHER CONTRACT DOCUMENTS
A. The above-referenced Recitals constitute a material part hereof and shall hereby be incorporated by reference. Moreover, this Agreement consists of the following documents, in order of precedence, all of which are incorporated herein and made part of this Agreement, as though fully set forth herein:
a. This Agreement.
b. RFP No. 26-06, attached hereto as Exhibit “A.”
c. CONSULTANT’S Proposal to RFP No. 26-06 dated ……………., 2025, attached hereto as Exhibit “B”. d. CONSULTANT’S “Best and Final Offer” to RFP No. 26-06 dated ……………., 2025, attached hereto as Exhibit “C”.
e. All other documents, including but not limited to all applicable bonds, insurance certificates, permits, notices, schedules, forms, certifications, and affidavits.
B. These documents shall be collectively referred to herein as the “Contract Documents.” In the event of a conflict among the Contract Documents, the order of precedence.
RFP No. 26-06
32 Montebello Bus Lines
SECTION 2. SERVICES / COMPENSATION.
A. CONSULTANT shall provide to CITY those services that are set forth fully in the Scope of Services, as such is set forth fully in Exhibit “A” hereto and incorporated fully herein by this reference (hereinafter “Professional Services”).
B. CONSULTANT shall complete the Scope of Services within the time set forth in the Schedule of Performance, as such is set forth in Exhibit “B” hereto and incorporated fully herein by this reference.
B. CONSULTANT shall be compensated a sum not-to-exceed $……………………………………… (the “Maximum Compensation”) for performance of the Professional Services as set forth in the Schedule of Compensation attached hereto as Exhibit “C” and incorporated fully herein by this reference (“Compensation”). CONSULTANT shall provide an itemized billing statement to CITY each month for Professional Services performed. CONSULTANT shall not incur fees or costs which exceed the Maximum Compensation without the prior written consent of CITY.
C. CITY will be invoiced at the end of the first billing period following commencement of work and at the end of each billing period thereafter. Payment in full of an invoice must be received by CONSULTANT within thirty (30) days of the date of such invoice.
D. Work performed shall be deemed approved and accepted by CITY as and when invoiced unless CITY objects within fifteen (15) days of invoice date by written notice specifically stating the details in which CITY believes such work is incomplete or defective, and the invoice amount(s) in dispute. CITY shall pay undisputed amounts as provided for in the preceding paragraph.
E. Failure of CITY to submit full payment of an invoice within thirty (30) days of the date thereof subjects this agreement and the work herein contemplated to suspension or termination at CONSULTANT's discretion.
SECTION 3. TERM.
This Agreement shall commence on ………………, 2025 and shall be valid for an initial term three-year (3- year) term, with the option to extend for an additional two (2), one-year (1-year) terms.
The Parties agree that Sections 4(B), 9, 10, 11, 13, 16, 17, 18, and 19 shall survive for three (3) years following the expiration or termination of this Agreement.
SECTION 4. PERFORMANCE.
A. CONSULTANT shall at all times, faithfully, competently, and to the best of its ability, experience and talent, perform all tasks described herein.
B. CONSULTANT shall employ, at a minimum, generally accepted standards and practices utilized by companies engaged in providing similar services, as are required of CONSULTANT hereunder, in meeting its obligations under this Agreement.
C. CONSULTANT shall be knowledgeable of and subject to all CITY ordinances, rules and
RFP No. 26-06
33 Montebello Bus Lines
regulations, standard operating procedures, and the supervisory chain of command.
A. CONSULTANT shall have the right to retain, subject to CITY's written approval, additional individuals, Consultants, or sub-Consultants to assist in the completion of services as herein defined. Compensation for additional individuals, Consultants, or sub-Consultants shall be the sole and exclusive responsibility of the CONSULTANT.
E. CONSULTANT shall maintain full and accurate records with respect to all matters covered under this Agreement for a period of three (3) years unless otherwise provided for in Exhibit “A.” Upon CITY providing twenty-four (24) hours advanced prior notice, CONSULTANT shall make all records, invoices, timecards, cost control sheets and other records maintained by CONSULTANT in connection with this Agreement available during CONSULTANT’s regular working hours to CITY for review and audit by CITY.
F. All reports, documents, or other written material developed by CONSULTANT in the performance of this Agreement shall be and remain the property of CITY without restriction or limitation upon its use or dissemination by CITY. Such material shall not be the subject of a copyright application by CONSULTANT. Any alteration or reuse by the CITY of any such materials on any project other than the Project shall be at CITY’s sole risk unless CITY compensates CONSULTANT for such reuse.
SECTION 5. WORK PRODUCT.
A. CONSULTANT hereby agrees that all work produced pursuant to this Agreement and provided to CITY during and upon completion of this Agreement, shall be the property of CITY, and ownership of said work product shall be retained by CITY. CONSULTANT may take and retain copies of such written products as desired.
B. All data, documents, discussion, or other information developed or received by CONSULTANT or provided for performance of this Agreement are deemed confidential and shall not be disclosed by CONSULTANT without prior written consent by CITY. CITY shall grant such consent if disclosure is legally required. All such written products shall be returned to CITY upon the termination or expiration of this Agreement. CONSULTANT agrees that the covenants contained in this Article shall survive the expiration or termination of this Agreement.
C. Documents are provided in CONSULTANT’s standard software formats. CITY recognizes that electronic or magnetic data and its transmission can be easily damaged, may not be compatible with CITY’s software formats and systems, may develop inaccuracies during conversion or use, and may contain viruses or other destructive programs, and that software and hardware operating systems may become obsolete. As a condition of delivery of electronic or magnetic data, CITY agrees to defend indemnify and hold CONSULTANT, its sub-Consultants, agents and employees harmless from and against all claims, loss, damages, expense and liability arising from or connected with its use, reuse, misuse, modification or misinterpretation. In no event shall the CONSULTANT be liable for any loss of use, profit or any other damage.
SECTION 6. EXTRA SERVICES.
No extra services over and above the Compensation shall be rendered by CONSULTANT under this Agreement unless such extra services first shall have been duly authorized in writing by CITY’s City Manager (“City Manager”).