Request for Proposals
for
CONSULTING SERVICES TO CONDUCT A COMMUNITY NEEDS ASSESSMENT AND
DEVELOP A STRATEGIC INVESTMENT PLAN IN CONJUNCTION WITH THE AMERICAN
RESCUE PLAN ACT FUNDS
For the
City of Richmond, City Manager’s Office
Release Date:
Friday, October 22, 2021
Closing Date and Time:
Monday, November 15th, 2021 at 12:00 PM
Contact:
LaShonda White, Interim Library and Community Services Department [email protected]
510.620.6828
Submittal Location:
BidsOnline - Electronic Proposals Only Via the City’s Secured Online Bidding System
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Contents
Introduction ............................................................................................................................ 3 City of Richmond Background ............................................................................................... 4 Scope of Services .................................................................................................................. 5 Community Engagement .................................................................................................... 5 Community Needs Assessment ......................................................................................... 6 Strategic Investment Plan (Plan) ........................................................................................ 7 Qualifications of Applicants .................................................................................................... 8 Consultant Responsiveness .................................................................................................. 9 RFP Schedule ........................................................................................................................ 9 Proposal Format Guidelines .................................................................................................. 9 Proposal Elements and Format Requirements .................................................................... 10
1. Transmittal Letter ................................................................................................... 10
2. Implementation and Methodology ......................................................................... 10
3. Timeline of project ................................................................................................. 11
4. Proposed Budget & Costs ..................................................................................... 11
5. Experience and References .................................................................................. 12
6. Value Added Services ........................................................................................... 12
8. Exceptions to this Request for Proposal ................................................................ 13 Questions and Correspondence Concerning RFP ............................................................... 13 Utilizing the City’s BidsOnline System .......................................................................... 13 Questions & Answers ................................................................................................... 13 Addendums .................................................................................................................. 13 Submittal Instructions - Process for Submitting Proposals .................................................. 13 Evaluation ............................................................................................................................ 14 Pre-Award Negotiations ................................................................................................... 15 Award ............................................................................................................................... 16 General City Requirements .................................................................................................. 16
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Introduction
Through the passage of House of Representative Bill 1319, also known as the American Rescue Plan Act (ARPA), state, tribal and local governments are expected to receive much needed assistance to help offset the negative impacts of COVID-19. As part of the $1.9 trillion ARPA relief package, the City of Richmond is currently situated to receive $27.7 million, with the first installment received in August 2021, and the final installment expected one year later in 2022. As part of the Fiscal Year (FY) 2021-22 annual budget process, the Richmond City Council approved an allocation of $8.55 million in ARPA funds for various projects, including funding conduct a Community Needs Assessment (CNA) for informing City Council’s decision for how to allocate the remaining ARPA relief funding of $19.15 million. All funds have to be allocated by the end of 2024 and spent by the end of 2026.
There are significant requirements, guidance, and limitations on uses of ARPA funds. Richmond has discretion to use the award funds in ways that best suit the needs of our community, as long as each use fits into one of the following statutory categories:
To respond to the COVID-19 public health emergency or its nega tive economic impacts; To respond to workers performing essential work during the COV ID-19 public health emergency by providing premium pay to such eligible workers of the recipient, or by providing grants to eligible employers that have eligible workers who performed essential work;
For the provision of government services, to the extent of the reduction in revenue of such recipient due to the COVID–19 public health emergency, relative to revenues collected in the most recent full fiscal year of the recipient prior to the emergency; and To make necessary investments in water, sewer, or broadband in frastructure
The City of Richmond is requesting proposals from qualified firms to support the City Manager’s Office (Department) in the development of (1) a CNA informed by extensive community outreach to residents, business owners, community partners, and other stakeholders, and (2) a Strategic Investment Plan to help guide City Council’s decision for allocating remaining ARPA allocations. This work will be centered on a robust and authentic community engagement process.
Given the scale of revenue and its potential to bring forth a more equitable recovery for Richmond residents and businesses, the City of Richmond wants to hear from the Richmond community (elected officials, City staff, residents, businesses, CBOs, faith community, etc.) to ensure that the funds are spent in a way that best meets the current and future needs of the community. This work must focus on public input, equity, transparency and accountability.
This Request for Proposal (RFP) describes the project, required scope of services, consultant selection process, minimum information that must be included in the proposal, and submittal processes. By responding to this RFP, the consultant agrees to read and understand all information contained within this entire proposal package.
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The words “organization”, “consultant”, “respondent”, “offeror” and “proposer” are used interchangeably throughout this Request for Proposals (RFP) to refer to the organization, firm, institution, team, or partnership that would act as the City’s consultant throughout the development of the plans detailed above.
City of Richmond Background
The City of Richmond is a charter city located in Contra Costa County, part of the San Francisco Bay Area with a population of 110,175 residents. Richmond is one of the region’s most diverse communities. The four largest demographic groups are Hispanic or Latino (39.7%), Asian (19.7%), non-Hispanic or Latino Caucasians (19.2%), and Black and African-American (16.1%).
Richmond is home to a multi-modal transit hub that includes BART and Amtrak, marinas, shopping, recreational and cultural amenities, and 32 miles of shoreline. This all contributes to making Richmond among the most desirable up-and-coming communities in California. The total adopted City budget for FY 2021-22 is $362.8 million (revenue), of which $188.5 million (revenue) comprises the General Fund.
The City of Richmond provides a full range of municipal services including police and fire protection; construction and maintenance of streets and infrastructure; library services; storm water and municipal sewer systems; operation of a wastewater treatment facility; and the administration of recreational activities and cultural events. Richmond is home to the Rosie the Riveter/World War II Home Front National Historical Park, 36 miles of the San Francisco Bay Bicycle and Pedestrian Trail, and the 23-acre Point Isabel Regional Shoreline Park.
The City has shown leadership in addressing equity and sustainability by adopting a Health in All Policies (HiAP) Ordinance and Strategy, Climate Action Plan (CAP), and Economic Development Action Plan (EDAP), as well as focused work surrounding Race, Equity and Inclusion. The City of Richmond also launched its Open Data and Performance Reporting System, Transparent Richmond (www.transparentrichmond.org). This platform allows members of the public and city staff members to access important data about the city including Major Developments, Open Finance, Capital Projects, and more.
COVID-19 Impacts
Richmond’s diverse working-class residents have suffered greatly due to COVID-19 in terms of displacement, health impacts, and financial instability. The pandemic has exasperated existing racial, workforce, and economic disparities in Richmond.
Data from the California Employment Development Department illustrates the negative impact the COVID-19 pandemic has had and continues to have on the City of Richmond’s workforce.
COVID-19 caused a surge in unemployment in Richmond with a peak of 3,412 weekly unemployment claims in late March 2020. Since then, weekly unemployment claims have significantly decreased and stayed below 500 per week. Job losses due to COVID-19 did not City of Richmond, CA
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impact all Richmond residents equally, and low-income workers living in Richmond were disproportionately impacted. Richmond’s recovery has been slower than both the Contra Costa County and statewide unemployment. Furthermore, the unemployment rate is being exacerbated by the COVID-19 pandemic as the unemployment rate in Richmond which has not exceeded 4.5 percent since August 2017.
The COVID-19 public health emergency will have lasting negative effects on economic outcomes, particularly in exacerbating inequities that existed prior to the pandemic. Given the disproportionate impact of COVID-19 on low-income households, there is a risk that the current pandemic-induced recession could further increase concentrated poverty and cause long-term damage to economic prospects in neighborhoods of concentrated poverty. The City of Richmond wants to ensure that long-term and equitable decisions guide the way out of the pandemic, beyond immediate relief, and into an equitable recovery.
Scope of Services
The City is currently seeking proposals from highly qualified firms to:
(1) Conduct comprehensive Community Engagement and develop a Community Needs Assessment (CNA) that will evaluate current assets and determine community needs/gaps in services or programs that can benefit the Richmond community through the use of ARPA funds. The CNA must incorporate a robust community engagement process and use effective engagement techniques that will reach Richmond’s diverse populations, and
(2) Develop a Strategic Investment Plan (Plan) that includes a proposed decision- making structure and metrics and is based on the results from the CNA report, ARPA eligible uses, use of an equity framework, and ability to leverage internal and external funds. This Plan will include strategic funding recommendations to help guide Richmond City Council’s decision for allocating approximately $18 million in remaining ARPA funds that is in alignment with ARPA regulations.
The following is a preliminary scope of work to be utilized when submitting a response and is not meant to be prescriptive. Respondents are encouraged to include any other items relevant to the stated objective of this RFP for the City’s consideration. It is expected that the firm or individual will have experience with public sector projects of similar nature and scope.
Community Engagement
Community engagement is essential to the development of the CNA and the Plan. Information collected from our community should directly inform reports and recommendations presented to the community and City Council. The consultant will be responsible for conducting the following engagement activities:
Managing, facilitating, and collaborating with diverse groups of stakeholders (i.e., elected officials, city staff, residents, community-based organizations, youth, small and large City of Richmond, CA
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businesses, faith-based community, etc.) across race and ethnicity, language, socio- economic status, sexual orientation, gender presentation, age, etc. Utilizing various modern engagement practices and tools that; (1) yield high levels of participation, (2) produce accurate data that speaks accurately to public opinion, and (3) aim to mitigate barriers for participation (language, literacy abilities, childcare, physical accommodations, etc.).
Conducting a minimum of three (3) city-wide engagement session s. Communicating back to the public and disseminate learnings aft er community engagement activities.
Transcribing all data and taking detailed notes gathered from meetings to provide to the Project Manager within five (5) business days of each meeting in a format that may be easily uploaded to the City’s website.
Designing and conducting robust methodologies for providing no tice of engagement sessions a minimum of 14 calendar days before each meeting, unless a valid exception is requested to publicize in less time.
Providing translation for City meetings and outreach materials . Providing project information for a project website to be host ed by the City. Providing multilingual outreach material to the City for publi cation on the City’s website, social media channels, as well as in key City facilities.
Community Needs Assessment
Per ARPA Interim rules, Treasury includes language stating that governments may use ARPA funds to engage in planning and analysis in order to improve programs addressing the COVID- 19 pandemic, through use of targeted consumer outreach, improvements to data or technology infrastructure, impact evaluations, and data analysis (https://www.govinfo.gov/content/pkg/FR- 2021-05-17/pdf/2021-10283.pdf). The Interim Rules also mention the desire for jurisdictions to use ARPA funds to provide equity-focused services and serve the hardest-hit communities and families.
The selected firm will need to develop a CNA that will evaluate current assets and determine community needs/gaps in services or programs that can be provided to Richmond residents through the use of ARPA funds. The CNA will be based on, but not limited to input on; (a) how to spend ARPA funds, (b) understanding community needs and assets, and (c) understanding needs based on the hardest hit/most impacted communities. Community engagement is essential to the development of the Community Needs Assessment and Strategic Investment Plan. The City collected preliminary ARPA input in April 2021, and other assessments, reports, surveys, etc. have been conducted which might help to inform this work.
Information collected through this CNA will increase the City’s understanding of the types of challenges faced by Richmond residents as a result of COVID-19 (i.e. the impact of the end of federal unemployment benefits, the exacerbated housing crises, and other challenges that are unique to the current moment). The CNA will also provide opportunities for supporting the community’s voice, highlight the types of services needed, and ensure our recovery assistance City of Richmond, CA
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is designed to best meet the needs of our community. Additional information pertaining to the City and ARPA may be found on the City’s website at
https://www.ci.richmond.ca.us/4095/American-Rescue-Plan-Act. Information generated as a result of the CNA may also be used to guide and/or inform other Council priorities and City work.
The consultant will be responsible for the following:
Identifying a framework(s) for the Community Needs Assessment in consultation with Department staff members and utilize existing information, data, community feedback, and other efforts to-date to hone in and tailor additional efforts. Delivering a final written report and presentation of results. At a minimum, the final report should include the framework and methodology used; the tabulation of all contacts made as part of the engagement sessions; and analysis of key findings. Information should be analyzed and synthesized into relevant sub-groups.
Presenting findings in a narrative and visually appealing form at that is accessible and digestible by a variety of stakeholders and community members. Providing information and data for inclusion on the City’s Tra nsparent Richmond website Attending up to two (2) City Council meetings to present key s urvey findings and address questions concerning the findings.
CNA Main Deliverables
CNA Report - Administrative Draft
CNA Report - Public Draft
CNA Report - Final
Other deliverables as deemed appropriate and recommended by th e consultant
Strategic Investment Plan (Plan)
The Plan will help guide City Council by identifying potential strategies and funding allocations for ARPA-eligible projects. The Plan should describe specific program initiatives that address the needs and gaps relative to each identified strategy, including priority population(s), and how each initiative is aligned to long-term positive outcomes for the community. The Plan should include a proposed decision-making process to help guide City Council’s decision on spending remaining ARPA allocations.
The Plan should be explicit in its intended impact and intention in alignment with the leading initiatives currently underway in Richmond and Contra Costa County including the intended purpose, goals, and outcomes of the ARPA funding. The lead consultant will present on the development of the plan and final product to the community and the Richmond City Council. The Plan will be made available for public comment prior to finalization.
The Plan will clearly recommend projects that meet the objectives of ARPA, align with the community needs assessment findings, are centered within an equity framework, have a goal to help achieve an equitable recovery from COVID-19, and can be feasibly implemented within the ARPA-required timeline. In collaboration with Department staff, the goal is to provide a Plan to City of Richmond, CA
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Council which includes a list of recommended strategies, programs, projects that they can choose to implement with the available ARPA funds and that will have the greatest impact for the community. It is possible that some recommendations may not be implemented using ARPA funds but may be helpful to staff and Council for other projects with respect to future annual and CIP budget processes.
The consultant will be responsible for the following activities:
Drafting a Plan that defines goals, expected outcomes, perform ance objectives, performance measures, and funding allocations.
Developing prioritized funding strategies based on impact and outcomes aligned to the Community Needs Assessment.
Developing multilingual materials (i.e. PowerPoint, executive summaries, agenda reports, etc.) and presenting the Plan to the community and City Council, and translating materials when needed.
Establishing metrics and indicators to measure the ongoing imp act of funding decisions and to assist in ARPA reporting.
Recommending potential partnerships with Contra Costa County a nd other entities to support regional work.
Prioritizing of use of ARPA funds to ensure the hardest hit an d most impacted communities are supported.
Identifying opportunities for accessing and leveraging other A RPA, federal, and state funds and assisting as needed.
CNA Main Deliverables
Strategic Investment Plan Report - Administrative Draft Strategic Investment Plan Report - Public Draft
Strategic Investment Plan Report – Final
Other deliverables as deemed appropriate and recommended by th e consultant
Qualifications of Applicants
Qualified organizations will have demonstrated experience and expertise in:
Effective community engagement, specifically with diverse grou ps. Knowledge of ARPA and ARPA-eligible uses.
Knowledge of the Richmond community.
Conducting neighborhood-level and city-wide community needs as sessments and asset mapping through various community engagement methods.
Developing expenditure plans, accessing and analyzing existing data sources, and conducting and incorporating research and analysis.
Proven ability to gather, analyze and share data in innovative ways including preparation of a community profile; conducting relevant gap analysis; and experience creating tools to measure and display progress.
Experience working within tight deadlines and budgets.
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Proposers are allowed to include subcontractors, including community-based organizations, as appropriate for specific activities associated with the elements described in the Scope of Services.
Consultant Responsiveness
Firms with or without subcontractors are encouraged to submit proposals which can be validated based upon prior work experience, utilizing methodology that ensures proper governance and process integrity.
Proposers are welcome to include other professional recommenda tions to maximize outreach and engagement efforts that align with the intent of this RFP. The consultant services relative to this process must be admin istered in an independent, thorough, unimpaired, and unbiased manner.
RFP Schedule
The proposed implementation timeline for the project is below. Applicants will be notified of any changes to the schedule via the City’s BidsOnline system.
Item Date
Request for Proposals (RFP) Released Friday, October 22, 2021 All Questions Due via BidsOnline Monday, November 1, 2021 by 5:0 0pm Response to Questions Submitted by
Proposers Posted via BidsOnline
Wednesday, November 3, 2021
Proposals Due Monday, November 15, 2021 by 12:00pm
City Council Approval of Contract December 2021
Project Term December 2021 – June 2022
The final design and timeline for all tasks will be agreed upon after final selection of the consultant(s). The Department aims to have the consultant selected and contract approved by City Council in December 2021, with a plan for the preliminary results of the Community Needs Assessment (CNA) to be brought before Council in March 2022 and a draft Strategic Investment Plan (Plan) to go before Council in late April/early May 2022 at the latest. Based on the information presented in the CNA report and Plan, funding for projects/programs may be allocated for use in the FY 2022-23 and FY 2023-24 Operating and CIP budgets.
Proposal Format Guidelines
The Proposals should:
Be concise, well-organized, and demonstrate the proposer’s exp erience applicable to the program.
Be limited to 20 pages (8.5 inches X 11 inches and 12-point fo nt). This page limit is inclusive of graphics, forms, pictures, photographs, and dividers. Résumés, required City of Richmond, CA
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forms, certifications, front and back covers will not counted toward the proposals 20 page limit.
Adhere to the “Proposal Elements and Format Requirements” orde r and content descriptions within each section.
Be straightforward and provide “layman” explanations of techni cal terms that are used.
Proposal Elements and Format Requirements
1. Transmittal Letter
Address letter to LaShonda White, Interim Library and Communit y Services Director. Ensure an officer of the lead agency signs the letter. Include name, title, phone number, and email address for main staff contact for all communications regarding your proposal submission.
Include a statement regarding the firm’s ability to comply wit h the RFP and/or standard provisions of the City of Richmond’s Standard Services Agreement including insurance requirements (See Attachments 1 and 2).
Provide a very brief introduction to your organization, your m otivation for seeking this project, and an overview of the skills and experiences your organization would contribute to this project. Also, describe your understanding of the scope of services to be done, and the objectives to be accomplished.
Provide responses to the following items under the section ent itled “General City Requirements”: Item #4 (Previous Contracts with the City of Richmond), Item #5 (Exceptions to this Request for Proposals), and #6 (Statement of Impartiality and Disclosure).
Include a stipulation that the proposal price will be valid fo r a period of at least 180 days.
2. Implementation and Methodology
The Implementation Section should include:
Provide a detailed description of the approach and methodology to be used to accomplish the qualifications and scope of services specified in this RFP. An implementation plan that describes in detail (i) how the pr oposer plans to approach and complete each project task, (ii) listed deliverables that should be incorporated into the proposer’s approach, (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.
Please describe in detail how you will address the project components as outlined in the Scope of Services section of the RFP. Potential descriptions include, but should not be limited to:
A. Community Needs Assessment Report
Community Engagement:
What is your plan for community engagement that is inclusive a nd authentic? What is your plan to engage diverse populations effectively an d how has it been shaped by your specific experience and past work?
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Please describe the methods and technology you would use to so licit feedback from a diverse group of stakeholders. What activities will you incorporate? Which aspects of the work, if any, will you subcontract out an d how? How will you measure the success and/or outcomes of the commun ity engagement process?
CNA Process and Report:
How will you assess community needs, service gaps, assets, opp ortunities, and priority populations?
What other information will you collect that will help City Co uncil make decisions regarding ARPA allocations? How will you determine the types of questions asked? What framework(s) will you use?
What types of events and activities will you initiate when con ducting the Community Needs Assessment?
How will you summarize and prepare findings for community memb ers, the City Council, and Department Staff?
How will you present the information collected back out to the community?
B. Strategic Investment Plan
What frameworks will you use to guide strategic decision-makin g? What is the proposer’s relevant experience in strategic planni ng? What is your capacity to manage a public process of this natur e and magnitude? Provide any additional services of benefit not specifically re quired herein, which the Proposer offers to provide.
Detail descriptions of efforts your firm will undertake to ach ieve client satisfaction and to satisfy the requirements of the "Scope of Services" section. Detail descriptions of all specific tasks you will request fro m City staff members How you will work with elected officials, City staff and other stakeholders to develop the final report.
Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the “Qualifications” and “Scope of Services” section. Detail your strategy and vision for the final deliverables res ulting from this effort.
3. Timeline of project
Provide an overall project schedule, including the timing of a ctivities. Detail project schedule, identifying all tasks and deliverable s to be performed durations for each task, and overall time of completion. The project is anticipated to start in January 2022 and the draft Strategic Investment Plan must be completed and presented to City Council by approximately late April/early May 2022 at the latest.
4. Proposed Budget & Costs
Include a not-to-exceed total budget amount.
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Provide a detailed budget spreadsheet indicating the cost of e ach major element identified in the Scope of Services and including all direct and indirect project costs associated with the budget narrative and Scope of Services. o Include a brief narrative to detail the costs for the projecte d budget as tied to the deliverables outlined in Scope of Services.
o Include line items for each staff to be assigned to the projec t, total projected hours, and hourly rate. Hourly rates shall be all-inclusive (i.e., base salary, fringe benefits, overhead, etc.).
o Include costs associated with facilitating effective community engagement activities, including materials or reproduction costs, community outreach and engagement incentives, as well as subcontractor services and costs, if needed.
Please note: Proposers will be paid at the same rates set forth in their cost proposal and no additional funds will be paid above and beyond the original quote given by the selected Proposer unless further negotiated in writing and agreed to by the City of Richmond. These rates will also be used to negotiate other mutually agreed upon tasks that may be assigned.
This is a negotiated procurement and as such, awards may not necessarily be made to the consultant submitting the lowest priced proposal. Awards will be made to the consultant submitting the best responsive proposal satisfying the Department’s criteria, including consideration of price and other indicated factors.
5. Experience and References
The information requested in this section should describe the experience of the firm, key staff and sub-contractors performing projects within the past ten years (preferably within the past 2-5 years) that are similar in size and scope to demonstrate competence to perform these services.
Information shall include:
Names of key staff that participated on named projects and the ir specific responsibilities with respect to these qualifications and scope of service. A summary of your firm’s demonstrated capability, including le ngth of time that your firm has provided the services being requested in this Request for Proposal. Include three (3) references from past clients or partners tha t received similar services from your firm. Provide contact name(s), company, address, telephone number(s), and email address(es). Also include description of services provided including contract amount and project start and end dates. The City of Richmond reserves the right to contact any of the organizations or individuals listed.
6. Value Added Services
Please provide any additional services of benefit not specifically required herein, which the proposer offers to provide.
7. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If Offerors intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) City of Richmond, CA
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and the quality control measures that the Offeror will employ to ensure that any subcontractor complies with the provisions of Offeror’s contract with the City.
If including subcontractors, please provide: addresses, telephone numbers and areas of expertise of each.
8. Exceptions to this Request for Proposal
The proposer shall state whether or not it takes any exception (s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment 3). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained.
Requests for changes or additions to sections of City of Richm ond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted Failure to make exceptions to the RFP or Standard Services Agr eement within the qualifications will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
Questions and Correspondence Concerning RFP
Utilizing the City’s BidsOnline System
Interested parties may download copies of the above mentioned p roposal by visiting the City's web site, www.ci.richmond.ca.us/bids. To download the RF P, new vendors will be required to register. Once the vendor downloads any documents r elative to a solicitation, that vendor's name will appear on the Prospective Bidders list for t hat project and will receive any addenda or notifications relating to the RFP.
Questions & Answers
All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00 PM PST, Monday, November 1, 2021. Notification of answers to questions received by that date will be provided via BidsOnline by Wednesday, November 3, 2021.
Addendums
If the City finds it necessary to issue an addendum, prospective propo sers will receive e-mail notification of addendum. However, it is the proposer’s respons ibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible addendums to the RFP that may have been posted.
Submittal Instructions - Process for Submitting Proposals
Electronic Proposals shall be submitted via the City’s secure online bidding system, BidsOnline.
All required sections of the proposal must be submitted via the website. The Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e- City of Richmond, CA
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bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
The proposal must be received no later than 12:00 PM, local time, on Monday, November, 15, 2021.
Proposals submitted by facsimile or e-mail are not acceptable and will not be considered. The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
The City of Richmond reserves the right to waive inconsequential irregularities.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFP. Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.
Evaluation
The selection committee, comprised of City of Richmond personnel shall first review submittals to verify that the proposer has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration.
Criteria upon which the evaluation of the proposals will be based include, but are not limited to, the following:
Category Score
Percentage
Description
Quality,
Completeness &
Attention to
Requirements
5 Proposal exhibits clarity, organization, detail, and responsiveness overall
Transmittal Letter is included and meets all requirements. All submittal requirements are met and required
information is provided in the format specified
All three references are provided
Scope/Approach
to Work
30 Demonstrated understanding and knowledge of the work required and ability to provide services as outlined in the RFP
Approach and proposed methodology to project scope
Innovative approaches and internal measures for services requested
Potential problems and suggestions of possible solutions are shared
Ability to effectively manage multiple community
engagement activities throughout the duration of the
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planning process is demonstrated
Timeline provides sufficient detail for reviewers to analyze feasibility of scope of work, robustness of activities and approach, and demonstrates Respondent’s clear
understanding of the requested scope of work
Special resources the team offers that are relevant to the successful completion of the project
Qualifications/
References
20 Firm’s experience in performing similar work, years in business, past and current client references are relevant, and technical expertise and professional competence in
areas directly related to this RFP
Prior experience and capacity of firm in leading community engagement in diverse communities, community needs
assessments, strategic planning, public funding allocation, or similarly relevant environments is described
Project Team 20 Unique qualifications of key personnel and successful involvement with projects of similar scope and magnitude Professional background and qualifications of all team members comprising the team are clearly demonstrated
Availability of staff to conduct tasks within required timeframe
Résumés included and organizational structure makes
sense
Cost Proposal 25 Budget is sufficiently detailed, clear, and includes all specified requirements such as pricing for staff, including direct and indirect labor expenses
Proposed Budget and Costs includes narrative and line- item budgets
TOTAL 100
Upon request of the City of Richmond, short-listed vendors may be requested to participate in interview/ presentation/demonstration on the vendor’s proposal, which would include a detailed analysis of how the RFP requirements would be addressed should Offeror receive the award. A virtual presentation shall be conducted via Zoom. The presentation shall be conducted at no cost to the City. Vendors may be eliminated from consideration based solely on inability to meet minimal requirements and/or review of written proposals.
The total points for both the interview and the written proposal combined shall be used to determine the top candidate(s). The selection committee may then consider references and responsibility before selecting the finalist. The selection committee shall select the Proposer that is evaluated to be most competitive, and whose response is deemed to be in the best interest of this requirement.
Pre-Award Negotiations
After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked proposer for purposes of:
Resolving minor differences and information
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Clarifying necessary details and responsibilities
Emphasizing important issues and points
Receiving assurances from proposers
Clarifying cost/budget
If the City cannot successfully negotiate a contract with the highest ranked proposer, the City may begin negotiations with the second highest ranked proposer.
Selection may be made without further discussion, negotiations, or proposer’s presentations; therefore, proposer shall offer the most favorable terms in response to this RFP. Proposer must demonstrate an understanding of the Scope of Service to be provided and the ability to accomplish the tasks set forth. Proposer shall include information that will enable the City to determine the proposer’s overall qualifications. The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.
The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow-up with requests for additional information, including, but not limited to, follow-up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed Scope of Service. The City will negotiate with that vendor to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of proposals.
Award
When the selection committee has completed its work, Department staff will then recommend a firm to the City Manager and City Council for approval. The services provided by the successful bidder shall be governed by a Standard Services Agreement (Attachment 1).
General City Requirements
1. General Information
This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work.
The City of Richmond may reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond. The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract.
The City may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by the proposer, and require additional evidence or qualifications to perform the Services described in this RFP.
The City reserves the right to:
1. Reject any or all proposals, or to make no award without providing the reason(s) City of Richmond, CA
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underlying the declination.
2. Issue subsequent Requests for Proposals.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the Respondents.
6. Solicit best and final offers from all or some of the Respondents.
7. Select one or more Respondents.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
10. Request additional information, including, but not limited to, follow-up interviews.
2. Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
3. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If proposers intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the proposer will employ to ensure that any subcontractor complies with the provisions of proposer’s contract with the City.
4. Previous Contracts with the City of Richmond
The proposer shall submit a list which indicates all prime contracts and/or amendments awarded to the proposer by the City of Richmond for the last three (3) years. The list shall include a short description of the Project, the Project scope of work, award date, completion date, name of City of Richmond’s assigned Project Manager, and contract value.
5. Exceptions to this Request for Proposals
The proposer shall state whether or not it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment 1). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection.
Exceptions will be considered during the proposal evaluation process.
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6. Statement of Impartiality and Disclosure
The nature of this Project requires an impartial unbiased approach on the part of the proposer’s team. This proposal shall include a statement declaring that the proposer’s and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third-party with interests currently in conflict or likely to be in conflict with City of Richmond’s interests. Additionally, proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
7. Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP Attachment 2. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
8. Business Licenses
Proposer, at its sole expense, and all subcontractors shall obtain and maintain during the term of any agreement, all appropriate permits, certificates and licenses including, but not limited to, a City of Richmond Business License, which will be required in connection with the performance of services hereunder.
9. Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance (Richmond Municipal Code (RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter 2.65), which are incorporated into the Contract Documents by this reference.
10. Collusion
By submitting a proposal, each proposer represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the proposer has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the proposer has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
11. Withdrawal of Proposals
A proposer may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the City Manager’s Office a written request for withdrawal signed by, or on behalf of, the proposer.
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12. Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights or patent rights by proposer in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this Project.
13. Sanctuary City Contracting Ordinance
The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”) (Attachment 4). Bidders/Proposers must submit the attached Sanctuary City Compliance Statement with their Bid or Proposal (Attachment 3).
14. Limited Liability Companies Disclosure Statement (LLCS) Resolution No. 86-21, approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC) (Attachment 5). Bidders/Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Bid or Proposal (Attachment 6).
15. Rejections
All proposals will be reviewed to determine conformance with the RFP requirements. Failure to meet the requirements may be cause for rejection of the proposal. Any proposal which is incomplete, conditional or contains irregularities may also be rejected.
The City of Richmond reserves the right to:
A. Select any proposal as a basis for written or oral communica tion with any or all of the companies or individuals when such action is considered to be in the best interest of the City of Richmond.
B. Exercise discretion and apply its judgment with respect to s election of any proposals submitted.
C. Reject all proposals.
ATTACHMENTS
ATTACHMENT 1: Standard Contract
ATTACHMENT 2: Insurance Requirements
ATTACHMENT 3: Sanctuary City Compliance Statement
ATTACHMENT 4: Sanctuary City Contracting Ordinance
ATTACHMENT 5: Resolution No. 86-21
ATTACHMENT 6: Disclosure Statement of Limited Liability Companies Form