REQUEST FOR PROPOSAL
For
PROJECT MANAGEMENT SERVICES FOR NEW PUBLIC
RECREATION & AQUATICS CENTER
Parks & Recreation Department
Issued: May 20, 2026
Proposal Deadline: June 23, 2026, 11:59 pm
CITY OF NAPA
REQUEST FOR PROPOSAL
I. THE SERVICES........................................................................................
II. SCOPE OF SERVICES ..............................................................................
III. REQUEST FOR PROPOSAL PROCEDURES ...............................................
IV. PROPOSAL SUBMITTAL .........................................................................
V. EVALUATION.........................................................................................
VI. SELECTION AND AWARD.......................................................................
VII. MISCELLANEOUS...................................................................................
Attachments:
A - Draft Professional Services Agreement
B - Harvest Middle School Property Map
C - Phase I Schedule
D - Scope of Services from Project Architect
E - ALTA Survey
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1. ............................................................................................... THE SERVICES
1.1....................................................................................................................... Summary The City of Napa ("City") intends to retain project management services from a qualified firm/team during the design and construction of a New Public Recreation & Aquatics Center located at 2447 Old Sonoma Road, Napa, CA 94558. A detailed Scope of Services is included in this Request for Proposal ("RFP"), which includes three phases focused on delivery of an approved concept design, 100% plans, specifications, and cost estimate (PS&E), and construction support.
1.2........................................................................................................Form of Agreement A copy of the City’s standard Services Agreement (Professional Services) (“Agreement”), is attached hereto in the Attachments section and incorporated herein. Firms responding to the RFP ("Consultant") are strongly encouraged to have the Agreement reviewed by their legal counsel and insurance company.
Any objections and/or proposed changes to the Agreement must be included in the Consultant’s proposal and are subject to City approval.
1.3........................................................................................................... Scope of Services The City has prepared an anticipated scope of services, see the Scope of Services section (“Scope of Services”). The final scope of services to be included in the Agreement with the awarded Consultant ("Awarded Consultant") will be based on the Scope of Services, as well as the Proposed Scope of Services submitted as part of the Awarded Consultant's proposal, and may be the subject of negotiations.
1.4.............................................................................Project Manager and Decision Maker For purposes of the Selection and Award section of this RFP, Ali Koenig, Parks Planning Manager, is the City’s project manager (“Project Manager”), and Breyana Brandt, Parks & Recreation Director, is the City’s decision-maker (“Decision-Maker”).
1.5........................................................................................................... Project Overview The City of Napa (“City”) is requesting Proposals (“Proposals”) from professional project management firms/teams for a New Public Recreation & Aquatics Center located at 2447 Old Sonoma Road, Napa, CA 94558 (“Project”). Consultants should have experience in working with agency staff and design consultants on project design and managing project construction for public sector projects.
The primary Project goal is to address multiple citywide recreational facility needs for Napa's diverse and growing community. The anticipated budget range for full Project build-out is $50 million to $75 million, inclusive of all soft and hard costs (excluding soft costs rendered from this RFP). On May 5, 2026, City Council awarded the project's design services to a qualified architectural firm ("Project Architect") with a background in public sector recreation and aquatic facility planning, design, and construction.
To achieve the City's goals and design intent, the Project is anticipated to span across three phases (see Scope of Services section) which will require a variety of technical specialties to support design, preconstruction, bidding, construction, and post-construction tasks and deliverables. The Awarded Consultant will be expected to engage with the City and Project Architect throughout the project.
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The City intends to work with the Awarded Consultant across all three phases. The purpose of Phase I Services is to support the production of a Council-approved Final Phased Conceptual Design, to define which program elements advance to Phase II Services. The agreement between the City and the Awarded Consultant will capture all costs related to Phase I Services. Future contract amendments will account for tasks included in Phase II and Phase III Services.
1.6...................................................................................... Project Location & Significance The City of Napa has recently acquired the former Harvest Middle School property ("Project Location") from the Napa Valley Unified School District (NVUSD). The acquisition is part of a collaborative partnership aimed at enhancing local recreational opportunities and supporting community priorities.
The Project Location is centrally located off the city’s main thoroughfare, State Route 29, as well as located amongst a densely populated and diverse demographic of the Napa community. The Project Location is to be developed into a new public recreation and aquatics center, providing the City with a unique and exciting opportunity to meet multiple recreational facility needs citywide, as well as provide public amenities within walking distance of many neighboring residents.
The address of the Project Location is 2447 Old Sonoma Road, Napa, CA 94558 and the APN number is 004-460-030-000. The City’s General Plan Housing Element identifies the need for 53 low-income housing types which is equivalent to a 2.65-acre vacant lot being developed at 20 units per acre (matching the surrounding density allowances for this parcel). The location and connectivity of any future housing would be determined through Phase I Services and would be treated as a future development envelope for the City to manage separate from the Project. As such, the planning area for the Project is potentially 23.97 acres of the entire 26.62-acre property. Refer to Harvest Middle School Property Map (Attachment B) for further information on the Project Location and anticipated development areas.
Current Use of the Project Location
While the City works to develop a vision and determine a plan for future use of the Project Location, it is desired that the existing on-site recreational facilities currently utilized by the community remain open for passive and rental use as long as possible. The Project Location is home to Playground Fantástico and local community rental facilities. The surrounding neighborhood utilizes the Project Location as general green space for a wide range of activities (walking, biking, sports). Rental uses of the Project Location include the hourly rental of both athletic fields and gym spaces, including (1) small gymnasium, (1) large gymnasium, (1) synthetic turf athletic field and track, and (2) natural turf baseball fields. Rental applications are currently being accepted by the City through December 31, 2026. Rentals will continue on a 6-month basis until the future vision for the property is determined and construction is scheduled.
Previous Planning Efforts
In preparation for future planning, the City has completed the first phase of public outreach, a multifaceted effort in 2025 to assess citywide interests related to parks, recreation facilities, programming, special events and marketing ("2025 Citywide Parks & Recreation Engagement Initiative"). Each effort has garnered valuable input related to community desires for parks and recreation that will provide a strong baseline for the Project's design direction. In ranking order (along with notes related to any existing uses on-site) a summary of community-identified priorities for desired facilities are included in the table below. This should be considered baseline information for preliminary planning purposes. A City of Napa Request For Proposals Page 5 of 21
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comprehensive and final list of desired facilities for the Project will be determined through Phase I Services and are subject to change based upon community or decision-maker feedback. 2025 Citywide Parks & Recreation Engagement Initiative Matrix:
Community-identified Facility Priority Existing Use On-site at Project Location Aquatic Facilities (including a community pool and
spray ground)
Existing pool on-site. Facility is not operational and not adequately sized for citywide use.
Multi-generational / Multi-use Recreation
Facilities (indoor or outdoor)
No significant facilities available. (1) Multi-use room located within the small gymnasium building.
Synthetic Turf Fields Existing (1) synthetic turf field on-site. Facility is in need of repair and is due for capital replacement.
Sports Courts (e.g. Pickleball, Tennis, Basketball) Existing asphalt basketball courts. Facilities are in disrepair and existing location is more suitable for other uses.
Recreation Gymnasium Existing (2) gymnasiums: One small gymnasium that may be in need of ADA improvements, and one large
gymnasium with bleachers and lockers rooms that are in
need of renovation to extend the life of the facility.
Additionally, in preparation for the future sale of the property, NVUSD hosted three public meetings in February and March of 2022 to collect input for future uses. As a result of these meetings, strong support was communicated for improvement of the school’s athletic fields, gymnasiums and swimming pool, along with continued use of Playground Fantástico.
Furthermore, the City has completed a variety of due diligence items on the Project Location. All reports would be available for review by the Awarded Consultant:
• Environmental Phase I Assessment: Report documenting existing records, interviews and associated analysis to identify potential environmental risks associated with the property. • Preliminary Title Report: Report on public records related to the site, including legal description and easements.
• Geotechnical Report: Review of NVUSD report assessing the subsurface conditions of the property previously prepared to support the design of a new building. • ALTA Survey: Comprehensive professional land survey providing detailed information on the property. Refer to Attachment E - ALTA Survey.
Future Project Phasing Considerations
During the Project's Phase I Services, the City anticipates proceeding with City-led demolition of all vertical buildings; that is, all former school buildings, except for the small gymnasium building and large gymnasium/locker room building. Future demolition areas that should be considered in Phase I Services City of Napa Request For Proposals Page 6 of 21
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shall include all foundations of former vertical buildings, asphalt and concrete areas, and any existing recreation areas/facilities that are approved to be redeveloped.
2. ...................................................................................... SCOPE OF SERVICES In submitting a proposal, the Consultant represents that it is qualified and capable of providing all the requirements of this RFP. Any additional information or tasks that are recommended for the benefit of the Project may be included for consideration in the Consultant's Proposal. The City reserves the right to award all or a portion of the services, or authorize tasks in phases as necessary and/or in accordance with funding availability.
2.1...........................................................................................................................Phase I
PROJECT SETUP
• Assemble a team that can provide expertise in engineering, construction, design, municipal swimming pools, civil, landscaping, utilities, lighting, and security. • Develop a project management plan, clearly defining roles, key tasks, and project management tools to be used.
• Develop project controls, procedures, communication channels, and policies, with direction from the City.
• Assist with document management throughout the project. • Review Project Architect's master project schedule and status reports, report deviations to the City, and resolve schedule issues.
• Review project documents and provide a list of potential conflicts, schedule challenges, and budget issues.
DESIGN PHASE
• Assist City with reviewing and commenting on Project Architect's deliverables from Phase I Schedule (Attachment C) and Scope of Services from Project Architect (Attachment D) documents.
• Attend project meetings; establish and formalize action items for respective team members. • Work collaboratively with City staff to perform quality control of all Project Architect's deliverables (including those of subconsultants), such as plans, drawings, specifications, reports, and more, to ensure quality, accuracy, completeness, and conformance with City’s objectives. • Collect all comments from various City departments in the review of the design documents and deliverables, and to transmit them to Project Architect. • Work with the City and Project Architect to ensure that the design stays within budget, that the process stays on schedule, and to assist in ensuring constructability of the design.
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• Work with City staff and Project Architect to make suggestions or identify changes that could improve the design, constructability, or reduce costs.
o Review and analyze cost estimates as the project develops. o Review, analyze, and identify cost alternatives.
o Ensure roadblocks are mitigated where feasible.
o Assist with value engineering studies.
• Assist Project Architect and City in developing a successful construction phasing strategy, as well as construction scheduling planning.
• Review/recommend payment requests from Project Architect. If necessary, assist in negotiating any changes to the scope of work and fee as the project progresses. • Support City in developing Phase II Scope of Services for Project Architect.
2.2..........................................................................................................................Phase II
SCHEMATIC DESIGN, DESIGN DEVELOPMENT, CONSTRUCTION DOCUMENTS, & REGULATORY
PERMITTING
• Maintain and oversee project management plan, document management, and project procedures throughout the project.
• Review Project Architect's budget and schedule throughout the project. • Manage the development of key documents for Phase II, from schematic design to design development to construction documentation.
• Review and comment on progress drawings, specifications, reports, and all other deliverables. Perform quality control of all Project Architect's deliverables to ensure quality, accuracy, completeness, and conformance with City objectives. • Collaborate with City staff on deliverable review. Collect comments from City departments and transmit to Project Architect. Verify that all comments have been picked up in subsequent deliverables.
• Attend project meetings and formalize action items for team members as needed. • Work with Project Architect to ensure that the design stays within budget, that the process stays on schedule, and to assist in ensuring constructability of the design. • Work with City staff and Project Architect to make suggestions or identify changes that could improve the design, constructability, or reduce costs.
• Assist with cost alternatives and value engineering studies.
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• Coordinate architectural selections and provide FF&E selection management. • Review/recommend payment requests from Project Architect and assist in negotiating any changes to the scope of work and fee as the project progresses if necessary. • Coordinate with all relevant regulatory agencies and assist with obtaining all required permits, building permits, and all required approvals.
BIDDING SUPPORT
• Assist with the management of the bidding phase, including assisting the City in advertising the project using OpenGov.
• Respond to questions concerning the plans, specifications, and estimates prior to bid opening.
Coordinate responses with the City and Project Architect, and prepare addendum as needed. • Conduct, in conjunction with the City and Project Architect, pre-construction orientation conference(s) for the benefit of the Contractors interested in bidding the project. • Review and evaluate construction bids received and confer with the City. • Assist the City in preparing a presentation and recommendation to City Council to award the construction of the project.
• Provide technical and report writing services, including, but not limited to, conducting research, and completing studies in specific areas.
2.3.........................................................................................................................Phase III
PRE-CONSTRUCTION PHASE
• Maintain and oversee project management plan, document management, and project procedures throughout the project.
• Review project plans, specifications, reports, and permits and provide a list of items to the City on potential conflicts, constructability issues, value-engineering opportunities, and consistency between the plans, specifications, and estimates.
• Perform constructability and accuracy review of the contract plans, specifications, reports, permits, and agreements.
• Arrange and attend the pre-construction meeting. Create agenda and facilitate meeting. • Upon receipt of Contractor’s schedule, evaluate and confer with the City regarding workability of the schedule or suggest changes that may improve the schedule. • Review any material related to dispute resolution with Contractor’s methodologies, polices, and procedures.
CONSTRUCTION PHASE
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• Oversee project during construction and provide management of: construction, contract, Contractor, project finances/budget, schedule, safety, inspections, quality control, document control, and RFIs/submittals/change orders.
• Coordinate regular communication to the City staff, the City Council and the community, including bi-weekly update reports on progress, key issues, and schedule status. • Implement and maintain quality control procedures to manage conflicts, ensure accuracy, and identify critical reviews and milestones.
• Monitor work completed versus project documents, plans, and specifications, and note any issues.
• Manage and monitor the construction schedule and budget, and bring any issues to the City. • Arrange and attend weekly (or as necessary) project meetings. Create agendas and facilitate meetings.
• In conjunction with the City, receive and respond to public inquiries, concerns, and complaints regarding the project.
• Review, track, and respond to RFIs and submittals. Arrange RFI meetings as needed. • Manage FF&E procurement and coordination.
• Provide phasing, relocation, and move management.
• Perform change management and change order analysis, including reviewing: logs of proposed change orders, change order quotations from Contractor, negotiated change order costs, time extensions, processing final negotiated change orders, and effect of approved change orders in progress payment breakdowns.
o Assist with identification of appropriate changes in scope, validating impact of changes, and preparing recommendations for City review.
o Review additional compensation claims and assist with claims administration. o Review certified payroll.
CONSTRUCTION INSPECTION SERVICES
• Provide day-to-day on-the-job observation/inspection of work. Make reasonable effort to protect the City against defects and deficiencies in the work of the Contractor, and ensure provisions of the contract documents are being fulfilled. • Track workforce and prepare daily inspection reports, documenting observed construction activities and file them electronically, along with progress photos. City to provide a template City of Napa Request For Proposals Page 10 of 21
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with the minimum required information. City currently utilizes Procore for construction management services.
• Assist with monthly progress payment recommendations by taking measurements of bid items, checking the percent complete in the field, and assisting with Contractor meetings to resolve any differences.
• Issue code violation notices.
PROJECT CLOSEOUT
• Coordinate with City for final inspection.
• Along with City staff, review punch list items and ensure that all items are complete. • Review the final pay documents with City staff and provide final budgetary information to the City.
• Review any settlements, dispute resolution, or arbitration. • Work with the City as needed to coordinate move in and startup operations of the facility.
2.4............................................................................. Anticipated Schedule Considerations Anticipated project schedule for Phase I, II, and III, and associated Design deliverables, are listed below to support the Consultant's Proposal. Please refer to Attachment C - Phase I Schedule.
Phase I:
Design Alternatives & Preferred Design (Oct 2026 – April 2027):
• Topographic survey and mapping
• Concept options brainstorm/design charette to arrive at (2) design alternatives • (2) design alternatives illustrating functional relationships, circulation hierarchy, use spaces, buffers and recreation facilities
• Magnitude of cost for each alternative
• Design description, environmental considerations, and summary matrix of impacts and benefits of each alternative
• Presentations for community and City meetings
• Public feedback findings report
Draft Conceptual Design (May 2027 – September 2027):
• Development of (1) preferred design, including: civil/site layout and planning, conceptual grading and drainage design, utilities layout, recreational facilities, and circulation hierarchy.
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This will include plans, elevations, sections, renderings, and other forms of graphic communication to fully convey the design intent and incorporating facilities/amenities. • Opinion of probable cost for preferred design
• Environmental considerations and services review
• Operational & lifecycle financial study
• Traffic study
• Phasing strategy
• Presentations for internal and external meetings, including for City Council acceptance • Finalized conceptual design and opinion of probable cost Final Phased Design (October 2027 – November 2027):
• Presentation for City internal/external meetings
• Final phased conceptual design and construction cost estimate • Entitlement process
• Presentation for City Council approval
Phase II: (20 months)
• Schematic design (3 months): Floor plans, elevations, sections, and updated site layouts, plus key materials, systems, performance goals, and a detailed cost estimate. • Design development (5 months): Architectural, structural, civil, and building systems designed to a higher level of specificity, plus material selections, accessibility details, life safety systems, sustainability strategies, and updated cost estimates.
• Construction documents (6 months): Complete architectural and engineering drawings technical specifications, and required calculations suitable for permitting and bidding, with milestone progress document sets and cost estimates provided for City review and comment. • Regulatory permitting (3-4 months): Required permit documents for the building department and other regulatory agencies, plus coordination of aquatic health requirements, accessibility compliance, and support for the entitlement and permitting processes. • Bidding support (2 months): Bid-ready construction documents with all permit items incorporated, plus a pre-bid conference and issued addenda/clarifications as required.
Phase III: (20-24 months)
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• Construction administration: Ensure design intent is implemented and project requirements are met. Review submittals, RFIs, change order proposals, conduct site observations, maintain logs and meeting documentation.
• Project closeout: Final inspections, punch lists, as-built drawings, operations and maintenance manuals, and commissioning documents, plus final approvals, project acceptance, and finalized record documents.
3. ........................................................REQUEST FOR PROPOSAL PROCEDURES
3.1...............................................................................................Requests for Information Questions or objections relating to the RFP, the attachments hereto, the RFP procedures, or the required Scope of Services must be submitted by 11:59 pm, Wednesday, June 3, 2026 (the “Request for Information Deadline”) through OpenGov, the City's electronic procurement portal at https://procurement.opengov.com/portal/cityofnapa ("Procurement Portal").
Any questions or objections that are not submitted through the Procurement Portal and by the Request for Information Deadline will be deemed waived. City will not be bound by the oral representations of any City officials, employees, or representatives.
3.2.................................................................................................. Pre-Submittal Site Visit A Pre-Submittal Site Visit will be held on Friday, May 29, 2026 at 1:00 pm, at the Project Location (2447 Old Sonoma Road, Napa, CA 94558). To attend, enter the Project Location off Old Sonoma Road and sign-in at the check-in table located outside the small gymnasium (see image below). Free parking is available within the parking lot on-site. The purpose of the Pre-Submittal Site Visit is for the Consultant to visit the Project Location prior to submitting their Proposal, if desired. No additional Project information will be provided at the Pre-Submittal Site Visit. No questions will be answered on-site. Any desired questions by the Consultant will be addressed via the Procurement Portal, and by the Request for Information Deadline. The Pre-Submittal Site Visit is non-mandatory.
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3.3....................................................................................................Submittal Instructions A. General. Proposals must be received by the City by or before Tuesday, June 23, 2026 at 11:59 pm (“Proposal Deadline”). Consultant must submit a proposal through OpenGov, the Procurement Portal, at https://procurement.opengov.com/portal/cityofnapa, no later than the Proposal Deadline.
B. Electronic Submission.
1. OpenGov. The Proposal response all required forms and attachments must be submitted in PDF format via OpenGov at https://procurement.opengov.com/portal/cityofnapa.
2. Vendor Registration. To participate in the bidding process, each bidder must register with OpenGov at https://procurement.opengov.com/portal/cityofnapa. Once registered, each bidder must subscribe to the City of Napa portal.
3. For instructions on how to register as a vendor with OpenGov, visit the City’s website at:
http://www.cityofnapa.org/265/Bidding-Information. Please read the instructions carefully and follow all steps, including registration with OpenGov and subscribing to the City of Napa account.
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3.4....................................................................................................Planned RFP Schedule The following schedule is provided for planning purposes based on current information. However, all dates are subject to revision, including the Proposal Deadline, and may be amended by addenda to this RFP:
RFP Release Date: May 20, 2026
Pre-Submittal Site Visit (Non-Mandatory): May 29, 2026, 1:00pm 2447 Old Sonoma Road, Napa, CA 94558
The Pre-Submittal Site Visit is located at 2447
Old Sonoma Road, Napa, CA 94558. See the
Pre-Submittal Site Visit section for more
information.
Request for Information Deadline: June 3, 2026, 11:59pm Request for Information Response Deadline: June 16, 2026, 11:59pm Proposal Submission Deadline: June 23, 2026, 11:59pm
Interviews (If requested by the City): July 20, 2026
Notice of Selection Date: July 31, 2026
Council Approval & Award Date: September 1, 2026
3.5........................................................................................................................Addenda City reserves the right to issue addenda to modify the terms and conditions of this RFP, including modifications to the Proposal Deadline or to the Attachments to this RFP. Addenda will be issued through the Procurement Portal. Each Consultant is solely responsible for checking the Procurement Portal for addenda, and for reviewing any and all addenda before submitting its Proposal.
If the City releases an addendum, it will be posted on the project. Vendors following the project, or bidders who have already submitted will be notified via email. Bidders who have already submitted responses MUST log back in, un-submit your response, acknowledge the new addendum, or risk your response being deemed non-responsive. Bidders should check OpenGov periodically for any addenda or updates on the Project at: https://procurement.opengov.com/portal/cityofnapa.
4. .................................................................................PROPOSAL SUBMITTAL Each Proposal must be submitted in compliance with the requirements of this RFP, itemized in the Proposal Submittal Section. Do not attach brochures or promotional materials to the Proposal.
The Proposal Submittal format and page limitation are specified as needed within each section below.
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1. ...........................................................................................................Required Format* The City requires a specific format for the Proposal Submittals. Uploads must adhere to the page limitations set forth below and shall also adhere to the following specifications:
• Primary Page Size: 8.5" x 11"
• Margins: Minimum one-inch
• Font size / Spacing: Minimum 11 point, 1.15 spaced for text and a minimum of 8 point for graphics
• PDF format, excluding the Cost of Service Excel file
• Tables and schedules may be submitted as 11”x17” PDF. Font size may be smaller than 11- point font but no smaller than 8-point font.
☐ Please confirm
*Response required
2. ...................................................................................Cover Letter (Maximum 2 Pages)* Provide a brief cover letter that includes, at minimum, all of the following information:
1. Consultant's company name, address, phone number, and website address;
2. Consultant's company type (e.g. corporation, partnership, etc.);
3. A summary of general information about the Consultant and the types of services it provides in relation to the Services required by the City;
4. Contact information, including name, title, address, phone number, and email, of Consultant's primary representative for purposes of this RFP;
5. A commitment to accept the terms and conditions in the RFP and proposed Agreement, including acknowledgement of receipt of all amendments and/or addenda to RFP. If there are any exceptions to the Agreement, they should be included in the Exceptions to Agreement submittal;
6. A statement that the Consultant shall not allow any subconsultant to commence work until all insurance required of Consultant is obtained; and
7. A statement that the proposal is valid for 90 days.
The cover letter must be signed by a representative that is authorized to pursue projects that bind the Consultant by Agreement and must state their name, title, email address and phone number. Future Agreement signers will be determined by the City's signing authority based on the company type. *Response required
3. ...................................................................................................Company Information* Consultant Information (Maximum 5 Pages):
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Consultant must provide a company profile. Information provided shall include at a minimum:
• Company ownership as it is registered with the California Secretary of State website; • Location of the company offices;
• Number of employees both locally and nationally;
• Location(s) from which Project personnel will be assigned; • Company background/history and why Consultant is qualified to provide the Scope of Services described in this RFP;
• Length of time Consultant has been providing the Scope of Services described in this RFP to the public sector. Please provide a brief description;
• Errors and Omissions Claims History within the past 10 years; • A complete disclosure of any alleged significant prior or ongoing contract failures, any administrative proceedings, civil or criminal litigation or investigation, claims, lawsuits, or other exposures pending which involves the Consultant or in which the Consultant has been judged guilty or liable; and
• Demonstration of financial stability, such as:
o Corporate history
o Years in existence
o Documentation of creditworthiness (included in Appendix if desired) o Audited financial statement for latest tax year (included in Appendix if desired) o Other documentation as deemed relevant
Subconsultant Information (Maximum 1 Page per Subconsultant):
Proposal may include the following information at a minimum to describe proposed subconsultants:
• Identify the specific subconsultant and the specific requirements of this RFP for which each proposed subconsultant will perform services;
• Company ownership as it is registered with the California Secretary of State website; • Location of the company offices;
• Number of employees both locally and nationally;
• Location(s) from which Project personnel will be assigned • Company background/history and why the subconsultant is qualified; City of Napa Request For Proposals Page 17 of 21
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• (3) Agency references per proposed subconsultant, including name, title and e-mail; and • Signature by an official of each proposed subconsultant and a statement to the effect that the subconsultant has read and will agree to abide by the awarded Consultants obligations. *Response required
4. ..................................................... Project Team & Key Personnel (Maximum 12 Pages)* The Consultant must identify all proposed key personnel responsible for accomplishing all phases of the Project. This shall include a matrix of all key personnel’s percentage availability throughout the Project's duration, and any known assignments that will overlap with this project duration.
The Consultant shall designate, at a minimum, a Principal in Charge and Project Manager (PM) to the Project for Phase I. The PM shall be the responsible point of contact for management and coordination of the Scope of Services with the City for the duration of the Project. The Principal in Charge shall act as a single source of responsibility and oversee all tasks and deliverables. Project experience, qualifications (including any-and-all licenses and certifications), and managerial skills of the PM and Principal in Charge should be demonstrated. It is desired that the PM and Principal in Charge have recent experience in the design of new aquatic facilities intended for public recreational purposes. Provide three references for the PM and Principal in Charge.
This section shall also identify the qualifications and related experience of other key staff assigned to the Project through a cameo resume (full resumes may be included in the Appendix). These resumes must identify projects performed of comparable scope performed within the last ten years. Each resume shall also include number of years employed in the respective field, and how long the individual has been employed by the Consultant.
*Response required
5. ..................................Relevant Project Experience and References (Maximum 6 Pages)* Demonstrate relevant Consultant Project experience. Consultants are strongly recommended to provide a minimum of three (3) projects from public recreation projects of similar type, value and complexity, preferably, within the last ten years. Information provided is recommended to include at a minimum:
• Client name;
• Project name and location;
• Project dates (starting and ending);
• Project description;
• Project status;
• Project scope of services;
• Key personnel that are assigned to the City's Project RFP; • Initial project management fee and final fee total;
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• Initial construction budget and final construction cost; • Client project manager name, e-mail and telephone number.
It is preferred that relevant project experience is only included if the key staff proposed had a role in the project referenced.
*Response required
6. ..........................................................Proposed Scope of Services (Maximum 10 Pages)* This section should demonstrate an understanding of the Project and Scope of Services. It is not intended for the Project's Scope of Services to be repeated in this section.
Based upon this RFP, provide a complete description of the scope of services (“Proposed Scope of Services”) the Consultant proposes to perform to achieve the City’s objectives and tasks identified in the Scope of Services for all Phases. This shall include a schedule showing the Consultant’s proposed approach to supporting the City in meeting Phase I milestones. To develop the schedule, use key Phase I dates included in the Scope of Services section 2.4.
The Proposed Scope of Services may identify services which differ from the services in the Scope of Services section if the Consultant believes the changes will assist the City in more efficiently and effectively achieving the City’s objectives. Briefly describe Consultant’s proposed approach to providing such services and how that approach will offer value to the City. *Response required
7. ................................................................... Project Tasks by Personnel (No Page Limit)* Provide a spreadsheet which shows, in detail, the number of hours for each Project personnel and subconsultants for Phase I Services only. At a minimum this should include the total number of hours for each Phase I task listed in the Scope of Services section 2.4 and total hours for each project personnel (including job title).
*Response required
8. ...................................................................Cost of Services (Excel file format required)* Provide a fee rate schedule for Phase I Services only.
Phase II and Phase III cost of services will be based upon the fee schedule included in the Project agreement.
Identify whether compensation for performance will be based on hourly billing rates or a lump sum.
Identify any reimbursable expenses and the proposed rate of reimbursement for each category of expense.
*Response required
9. .............................................................. Hourly Billing Rates & Reimbursable Expenses* Provide a complete list of all staff hourly rates by calendar year of the positions that would be invoiced.
Hourly rates shall be itemized and all-inclusive.
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Hourly billing rates and reimbursable expenses may be provided for one year, at a minimum, or multiple years to span the Consultant’s proposed schedule/approach for Phase I Services.
The Awarded Consultant will be compensated for time reasonably necessary to provide project services based on the approved hourly rate schedule, subject to the task/deliverable amount itemized in the agreement exhibits, as well as the not-to-exceed limit of the Project agreement.
Commencing on the first anniversary of the agreement's effective date, and each anniversary thereafter, the Awarded Consultant may request an annual increase in the hourly rates once per year. Rates may be increased by the percentage equal to the rate of increase in the Consumer Price Index for the San Francisco – Oakland area as published by the Bureau of Labor Statistics for the year immediately preceding, with City’s prior written approval. The Consultant would provide the City with at least 60 days advance written notice of a proposed rate increase. Only one (1) request may be granted per calendar year, not to exceed five (5) percent. The requested increase would be effective 30 days after approved in writing by the City.
Any increase in rates may not result in any increase to the task/deliverable amount itemized in the agreement exhibits, nor to the not-to-exceed limit of the agreement. The initial Project agreement will include all tasks/deliverables related to Phase I services. Future contract amendments will account for tasks/deliverables included in Phase II and Phase III Services, and hourly rates for those services would be accepted based on the hourly rates provided initially for Phase I Services (as described above).
Mark-up on all reimbursable expenses, shall be individually negotiated and shall be subject to the City's approval.
*Response required
10................................................................................................Exceptions to Agreement Identify any objections to and/or requested changes to the Agreement and upload a copy here.
11........................................................................................................................Appendix As deemed necessary by the Consultant, attach any items that accompany the Company Information or Project Team & Key Personnel submission.
5. ................................................................................................ EVALUATION No. Evaluation Criteria Scoring Method Weight (Points)
1. Evaluation
Proposals will be evaluated based on
demonstrated competence, experience, price
and other relevant factors.
Points Based 100
(100% of Total)
6. ...............................................................................SELECTION AND AWARD City of Napa Request For Proposals Page 20 of 21
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6.1.......................................................................................................................... Review When the evaluation is complete, the City may elect to conduct interviews with shortlisted Consultants, and the City may negotiate with shortlisted Consultants to amend the scope of services in order to best achieve the City’s goals for the Project.
6.2........................................................................................................................... Award The City will award the Agreement, if at all, to the Consultant that is determined by the City’s DecisionMaker, acting in the Decision-Maker’s sole discretion, to offer the most advantageous Proposal to the City based on the City’s review, as outlined above. The City’s Project Manager will submit a recommendation to the City’s Decision-Maker for award of the Agreement to the Consultant that the Project Manager determines to offer the most advantageous Proposal. The Consultant will be notified of the Project Manager’s recommendation to the Decision-Maker by a Notice of Intended Selection which will be issued through the Procurement Portal.
6.3........................................................................................................ Protest Procedures Any protest challenging the City’s intended selection or the selection process must be submitted no later than 5:00 p.m., on the fifth business day following the date of the Notice of Intended Selection. The protest must be submitted in writing via email to Ali Koenig, Parks Planning Manager, at [email protected], and must clearly specify the basis for the protest. The protest will be reviewed by the City’s Decision-Maker, along with the recommendation from the Project Manager and legal advice from the City Attorney’s Office. The determination of the City’s Decision-Maker on the protest is final. No public hearing will be held on the protest. Time being of the essence, the City reserves the right to proceed with award of the Agreement and commencement of the Services notwithstanding any pending protest or legal challenge.
7. .......................................................................................... MISCELLANEOUS
7.1............................................................................Disclaimers and Reservation of Rights Upon receipt, each Proposal becomes the sole property of City and will not be returned to the Consultant. Each Consultant is solely responsible for the costs it incurs to prepare and submit its Proposal. The City reserves, in its sole discretion, the right to reject any and all Proposals, including the right to cancel or postpone the RFP or the Services at any time, or to decline to award the Agreement to any of the Consultants. The City reserves the right to waive any immaterial irregularities in a Proposal or submission of a Proposal. The City reserves the right to reject any Proposal that is determined to contain false or misleading information, or material omissions.
7.2.........................................................................................................Conflict of Interest Consultants must disclose to the City any actual, apparent, direct or indirect, or potential conflicts of interest that may exist with respect to Consultant, any employees of Consultant, or any other person relative to the Scope of Services to be provided pursuant to this RFP. This RFP process will be conducted in compliance with all laws regarding political contributions, conflicts of interest, or unlawful activities.
City employees are prohibited from participating in the selection process for this RFP if they have any financial or business relationship with any Consultant.
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7.3............................................................................................................... Public Records The City is subject to the provisions of the California Public Records Act (Govt. Code § 7920.000 et seq.) (the “Act”), and each Proposal submitted to the City is subject to disclosure as a public record, unless the Proposal or any portion thereof is exempt under the Act.
Exceptions relevant to this RFP that authorize the City to refuse to disclose City records to the public, include (1) the “deliberative process”; and (2) “Confidential – Official Information.” Deliberative Process: Unless otherwise compelled by a court order, the City will not disclose any Proposal while the City conducts its “deliberative process” of reviewing the Proposals. However, when the Project Manager submits a recommendation to the City Council to award the Agreement to the preferred Consultant, the City will consider all Proposals to be subject to public disclosure, unless the Respondent demonstrates to the satisfaction of the City that there is a legal exception to disclosure. (See, Michaelis v Superior Court (2006) 38 Cal.4th 1065) Confidential – Official Information: Another potential exception from public disclosure is “official information” submitted to the City in confidence, where the necessity for preserving the confidentiality of the information outweighs the necessity for disclosure in the interests of justice. (See California Government Code Section 6254(k) and Evidence Code Section 1040.) If a Consultant asserts that any portion of its Proposal is exempt from disclosure under the Act, it must clearly mark each portion of its Proposal “Confidential”; and for each marked portion, identify the legal basis for the exemption, including citations to specific sections of the Act. Each Consultant bears the burden of proving any claimed exemption under the Act, and by submitting a Proposal, a Consultant agrees to indemnify, defend, and hold harmless the City against any third party claim seeking disclosure of the Proposal or any portions thereof. Any blanket confidentiality statement in the Proposal (e.g., regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever.
If the City receives a request for disclosure of records identified by a Consultant as “Confidential,” the City will take one of the following actions in its sole and absolute discretion:
A. If the City determines there is a legal basis to withhold the records from disclosure, the City will not disclose those records unless compelled by a court order; provided that, upon request by the City, the Consultant shall defend, indemnify, and hold harmless the City regarding any claim or litigation by any third party for the public disclosure of the “Confidential” portion of the Proposal.
B. If the City does not identify a legal basis to withhold the records from disclosure, the City will provide written notice of the request for disclosure to the Consultant, and the Consultant will be given a reasonable opportunity to seek protection from disclosure by a court of competent jurisdiction prior to the City’s disclosure of the requested information.