July 11, 2023
Human Resources
DATE: July 11, 2023
TO: Mayor Martinez and Members of the City Council
FROM: Nickie Mastay, Deputy City Manager
Sharrone Taylor, Interim Director of Human Resources
Subject: Resolution Amending Staffing (Position Control) for Community Development and Public Works Departments
FINANCIAL IMPACT: There is no fiscal impact for the reallocations of the identified positions. These positions are already funded in the budget.
PREVIOUS COUNCIL
ACTION:
Click or tap here to enter text.
STATEMENT OF THE
ISSUE:
The City Council’s authorization is required to amend
staffing (position control).
RECOMMENDED ACTION: ADOPT a resolution amending staffing (position control) – Human Resources Department (Nickie Mastay/
Sharrone Taylor 510-620-6602).
DISCUSSION:
City Council approval is required to amend the City's authorized staffing (position control). Therefore, Human Resources is requesting the following amendments to position control:
Reallocate a Senior Planner to Planner I/II in Community Development Correct position control Planner I/II in Community Development Reallocate an Executive Secretary to Administrative Aide in Public Works AGENDA
REPORT
749
July 11, 2023
Community Development – Planner I/II
Planner I/II
Following changes that were adopted by City Council on May 16, 2023, the approved position control for the classification of Planner I/II in the Community Development Department heading into the fiscal year (FY) 2023-24 budget was two positions.
However, the FY 2023-24 budget document still showed three positions. To correct this, the Planner I/II position listing would be reduced by one.
Additionally, the department seeks to reallocate an existing Senior Planner position to a Planner I/II position. The Senior Planner position is vacant and is more difficult to recruit for than the Planner I/II position, which yielded a much more significant pool of qualified candidates. Reallocating the position would reduce the Senior Planner positions by one, and add one Planner I/II position.
To summarize, we are requesting to:
- Remove one Planner I/II (correction)
- Add one Planner I/II (reallocation)
- Remove one Senior Planner (reallocation)
The net of these changes is removing one Senior Planner from the adopted position control.
Public Works – Administrative Aide
Administrative Aide
Public Works position control has a current Executive Secretary vacancy that the department seeks to reallocate to Administrative Aide. The Public Works Department has one dedicated Executive Secretary already. By reallocating their vacant Executive Secretary position to Administrative Aide, the incumbent can provide clerical support to the Wastewater division.
To summarize, we are requesting to:
- Remove one Executive Secretary II (reallocation)
- Add one Administrative Aide (reallocation)
FISCAL IMPACT:
There is no fiscal impact for the reallocation of the one Senior Planner to Planner I/I as there will be salary savings.
750
July 11, 2023
In addition, there is no fiscal impact for Planner I/II correction or the reallocation of the Executive Secretary II to Administrative Aide.
NEXT STEPS:
City staff recommends the amendment of position control for the Community Development and Public Works Departments. Accordingly, the attached resolution will adjust position control in the following manner:
Position Control
Action Classification Department Unit
ADD Planner I/II Community
Development
SEIU Local 1021 –
General Employee
Unit
DELETE Senior Planner Community
Development
Local 21 MidManagement
DELETE Planner I/II Community
Development
SEIU Local 1021 –
General Employee
Unit
ADD Administrative Aide Public Works
SEIU Local 1021 –
General Employee
Unit
DELETE Executive Secretary
II Public Works
SEIU Local 1021 –
General Employee
Unit
DOCUMENTS ATTACHED:
Attachment 1 – Resolution Amending Position Control
751
RESOLUTION NO. _____
RESOLUTION OF THE COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA AMENDING THE CITY’S POSITION CONTROL LIST
WHEREAS, pursuant to Article IV Section 1(b)(1) of the City Charter, the City Manager has the responsibility to manage all affairs of the City's operations, and appoint employees when necessary for the good service of the City; and WHEREAS, pursuant to City Resolution No. 148-20, the City Manager has the authority to make appropriate administrative changes to the City’s position control list; and WHEREAS, the City Manager has determined that certain amendments to the position control list are necessary to meet the operational needs of the City.
NOW THEREFORE BE IT RESOLVED, that the Richmond City Council authorizes the City Manager to modify the position control in order to meet the operational needs of the City; and
BE IT FURTHER RESOLVED, that, effective July 11, 2023, the City’s position control is hereby revised to add the following positions:
Classification Unit
Planner I/II Community Development SEIU 1021 – General
Employees Unit
Administrative Aide Public Works SEIU 1021 – General
Employees Unit
BE IT FURTHER RESOLVED, that, effective July 11, 2023, the City’s position control is hereby revised to delete the following positions:
Classification Unit
Planner I/II Community Development SEIU 1021 – General
Employees Unit
Senior Planner Community Development IFPTE Local 21 – Mid Management Unit
Executive Secretary I/II Public Works SEIU 1021 – General Employees Unit
-----------
I hereby certify that the foregoing Resolution was passed and adopted by the Council of the City of Richmond at a regular meeting thereof held____________________________by the following vote:
752
AYES:
NOES:
ABSTENTIONS:
ABSENT:
_____________________________
CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:
____________________
Mayor
Approved as to form:
____________________
City Attorney
753
July 11, 2023
Human Resources
DATE: July 11, 2023
TO: Mayor Martinez and Members of the City Council
FROM: Nickie Mastay, Deputy City Manager
Sharrone Taylor, Interim Director of Human Resources
Subject: Cooperative Personnel Services (CPS) Second Contract Amendment
FINANCIAL IMPACT: The current contract limit is $239,080. The total proposed fiscal impact shall not exceed $200,000 for Fire
promotional and general recruitments, and training
services for a total contract not to exceed $439,080. The cost is split between Fire, Police, and Human Resources fiscal year (FY) 2023-24 budgets, and will be budgeted
for accordingly in FY 2024-25 budgets.
HR recruitment - 01181016-400216
HR professional services - 01181016-400201
Fire professional services - 01204022-400201
PREVIOUS COUNCIL
ACTION:
October 15, 2021
September 13, 2022
STATEMENT OF THE
ISSUE:
City Council's approval is required to amend the City's contract with Cooperative Personnel Services HR
Consulting (CPS) to revise the scope of work for Fiscal Year 2023-224 Fire department promotional
recruitments, training, coaching, facilitation, and highlevel recruitments as needed and increase the current contract amount by $200,000 for a new total amount not
to exceed $439,080.
AGENDA
REPORT
754
July 11, 2023
RECOMMENDED ACTION: APPROVE a second amendment to the Cooperative Personnel Services HR Consulting (CPS) contract to
amend the scope of services for the fiscal year 2023-24 Fire Promotional recruitments and training, and increase the payment limit by $200,000, for a new total contract amount not to exceed $439,080 – Human Resources
Department (Nickie Mastay/Sharrone Taylor 510-620-
6602).
DISCUSSION:
Cooperative Personnel Services HR Consulting (CPS) has a tried-and-true approach to recruitment and has a bevy of highly qualified and experienced recruitment professionals. In addition, they have successfully created a multi-pronged virtual social media outreach marketing strategy for the Police Department and conducted high quality Fire promotional recruitments. Furthermore, the Human Resources Department has partnered with CPS on other recruitments and is pleased with their service and products.
Human Resources is proposing to add funds to continue collaborating with CPS for promotional and open recruitments and expand the scope to include funding for training, coaching, and facilitation as required. This amendment will revise the contract’s scope of services with the following additions:
Fire Promotional Vacancy Recruitments
Promotions are cyclical in our sworn departments. Each year, as sworn personnel acquire experience, promotional requirements are necessary to ensure appropriate staffing levels. In addition, regular and consistent promotional examinations allow the departments to back fill when personnel retire. The comprehensive examination process that CPS provides is comprised of oversight of the examinations, development of practical exercises, assessment centers examination content, candidate and assessor orientation, examination scoring, feedback report, and candidate inquiry responses.
Human Resources and the Fire Department were pleased with CPS’s service for the last round of promotional recruitments, and desires to continue working with CPS for the upcoming promotional recruitments.
Training, Coaching, and Facilitation
Currently, CPS is contracted to conduct recruitments, but the agency also offers highquality training, coaching, and facilitation. The City of Richmond wishes to engage CPS for these services. The Human Resources Department in partnership with Project Coordinator, Trina Jackson-Lincoln, have identified trainings conducted by CPS that will provide comprehensive diversity, equality, and inclusion training for our employees. It is the goal of Human Resources and the GARE Project Coordinator to create a high755
July 11, 2023
quality and robust DEI-centric curriculum to encourage an environment of respect and acceptance within our workforce.
The current contract has a not-to-exceed amount of $239,080. The additional cost of the services in the amount of $200,000 is reflected in the contract limit increase for a new not-to-exceed amount of $439,080.
RECOMMENDATION:
Human Resources staff recommends that City Council approve the amendment to the CPS contract, which will allow Human Resources to conduct Fire promotional recruitments; implement diversity, equality, and inclusion training in conjunction with the City’s GARE initiative to expand training to City staff; and, conduct various high-level recruitments, as needed.
DOCUMENTS ATTACHED:
Attachment 1 – Original CPS HR Consulting Contract
Attachment 2 – First Amendment CPS HR Consulting Contract Attachment 3 – Second Amendment CPS HR Consulting Contract 756
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CITY OF RICHMOND
CONTRACT AMENDMENT
Department: Project Manager:
Project Manager E-mail: Project Manager Phone No:
P.R. No: Vendor No: P.O./Contract No:
Description of Services:
Amendment No. ___ modifies the: (2nd or subsequent amendments attach Amendment History page)
Term, Payment Limit and Service Plan
Payment Limit and Service Plan
Term and Service Plan
Service Plan
The parties to this Contract Amendment do mutually agree and promise as follows:
1. Parties. The parties to this Contract Amendment are the City of Richmond, California, a municipal corporation (City), and the following named Contractor:
Company Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No: / Expiration Date:
A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:]
[ ] other [specify:]
2. Purpose. This Contract Amendment is being entered into to amend the Contract between City and Contractor which was approved by the City Council of the City of Richmond or executed by the City Manager on , which original term commenced on and terminates with an original
contract payment limit of $ . Said contract shall hereinafter be referred to as the "Original Contract" and is incorporated herein by reference.
3. Original Contract Provisions. The parties hereto agree to continue to abide by those terms and conditions of the Original Contract, and any amendments thereto, which are unaffected by this Contract Amendment.
Human rResources Sharrone Taylor
[email protected] 510-620-6602
2276
Recruitment Services, and Coaching and Training Services. ✔
2 CPS HR Consulting
2450 Del Paso Road, Suite 220
Sacramento, CA 95834
Melissa Asher
916-471-3358 [email protected]
400009274
✔ Joint Powers Authority
October 5, 2021
September 28, 2021 September 27, 2024
50,000.00
854
Contract Amendment/EJ/TE 09-26-07
4. Amendment Provisions. This Contract Amendment is subject to the Amendment Provisions attached hereto, which are incorporated herein by reference, and which control over any conflicting provisions of the Original Contract, or any amendment thereto.
5. City of Richmond Business License Active Status Maintained. Pursuant to Municipal Code Section 7.04.030, the Contractor must maintain its City of Richmond business license for this Contract Amendment to be deemed to be in effect.
6. Insurance Coverage Updated and Maintained. Pursuant to the Original Contract, the Contractor shall provide the City with updated insurance certificates, and the Contractor shall maintain insurance coverage, for this Contract Amendment to be deemed to be in effect.
7. Signatures. These signatures attest the parties’ agreement hereto:
CITY OF RICHMOND, CALIFORNIA
a municipal corporation
By _______________________
Title:
I hereby certify that the Original Contract
and this Amendment have been approved
by the City Council or executed by the City
Manager.
By _______________________
City Clerk
Approved as to form:
By_______________________
City Attorney
List of Attachments:
1. Amendment Provisions
2. Updated Insurance Certificates
CONTRACTOR:
______________________________
(*The Corporation Chairperson of the Board, President or Vice-President should sign on the line below.)
By____________________________
Title:________________________
(*The Corporation Chief Financial Officer, Secretary or Assistant Secretary should sign on the line below.)
By:___________________________
Title:________________________
(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a
corporation or nonprofit organization, this
Contract (1) should be signed by the
Chairperson of the Board, President or
Vice-President and the Chief Financial
Officer, Secretary or Assistant Secretary; (2)
should have both signatures conform to
designated representative groups pursuant
to Corporations Code Section 313.
CPS HR Consulting
855
Contract Amendment between the City of Richmond and
Amendment No. P.O./Contract No.
AMENDMENT PROVISIONS (PAYMENT LIMIT AND SERVICE PLAN)
1. Paragraph 3 (Payment Limit) of the Original Contract is hereby amended to increase the payment limit by $ . Paragraph 3 of the Original Contract is amended to read as follows:
"3. Payment Limit. City's total payments to Contractor under this Contract Amendment shall not exceed $ including expenses."
“The City of Richmond shall not pay for services that exceed the Contract Payment Limit without the prior written approval of the City Manager if the total Contract amount does not exceed $10,000 or without the prior approval of the City Council if the total Contract amount is over $10,000.”
2. The Service Plan (Exhibit A) of the Original Contract is hereby amended to include the following tasks and/or services:
Contract Amendment/EJ/TE 9-26-07
CPS HR Consulting
2 200,000.00
439,080.00
Please see attached Fire Promotional and Training Proposals. 856
Contract Amendment between the City of Richmond and
Amendment No. P.O./Contract No.
AMENDMENT PROVISIONS (AMENDMENT HISTORY)
The first Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the
following provisions (check those that apply):
exceed $ _________________________.
Term Amendment (insert new termination date):________________________
Service Plan
The second Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________
Service Plan
The third Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the
following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________
Service Plan
The fourth Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________
Service Plan
The fifth Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the
following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________
Service Plan
CPS HR Consulting
2 October 5, 2021
Increased contract payment limit by $ 189,080.00 _ for a payment limit not to 239,080.00
June 30, 2026
✔
✔
✔
✔ 200,000.00
439,080.00
0.00 0.00
0.00 ✔
857
PROPOSAL
City of Richmond
Fire Department Testing Services
June 26, 2023
SUBMITTED BY:
VICKI QUINTERO BRASHEAR
Director of Products and Services
CPS HR Consulting
2450 Del Paso Rd, Suite 220
Sacramento, CA 95834
P: 916-471-3481
[email protected]
Tax ID: 68-0067209
www.cpshr.us Your Path to Performance
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Proposal to the City of Richmond
Fire Department Testing Services
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Table of Contents
Qualifications and Experience ........................................................................... 4 About CPS HR ............................................................................................................... 4 Qualifications of Firm .................................................................................................... 4 Qualifications of Staff ................................................................................................... 5 Roles and Responsibilities ............................................................................................. 6 Résumés ....................................................................................................................... 7 Approach to Work ............................................................................................. 11 Project Understanding ............................................................................................... 11 Project Planning, Job Analysis, and Examination Plan Development ................. 12 Written Examination Development, Administration, and Scoring ........................... 15 Assessment Center Development, Administration, and Scoring .............................. 16 Project Outcomes ...................................................................................................... 20 Project Management and Communication Process ................................................ 22 Price Proposal .................................................................................................... 25 Fee Assumptions ........................................................................................................ 26 859
Proposal to the City of Richmond
Fire Department Testing Services
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June 26, 2023
Sharrone Taylor
Interim Human Resources Director
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Via e-mail to: [email protected]
Subject Line: Fire Department Testing Services
CPS HR Consulting (CPS HR) is pleased to submit this proposal to Richmond Fire Department (Department) to provide professional consulting services in the development and administration of Fire testing services.
Our CPS HR team members are available and uniquely qualified to undertake this effort in a timely manner because of our wide resources and extensive experience in job analysis studies and examination development and administration. We have worked extensively with public safety communities, and our test services are recognized as among the best in the industry. In our proposal, we describe our understanding of the Department’s requested scope of work and our approach and methodology for accomplishing the goals of the project. Our proposal is based upon the following elements to accomplish the Department’s goals:
Developing tailored professional products and providing personalized services to meet the Department’s specific needs;
Maintaining open communication with the Department to ensure the project preserves its focus and adheres to the timeline and budget;
Providing extensive professional expertise acquired through numerous similar promotional examination processes provided to other public safety agencies throughout the State of California, including the Richmond Fire Department;
Providing a dedicated Project Manager who will be actively involved in all aspects of the process in order to maintain continuity and provide consistent communication.
Thank you for the opportunity to submit this proposal. We look forward to an opportunity to discuss our proposal with you. Should you have any questions, please feel free to contact Breana Lopez, Project Manager, at (714) 224-6459 or via email at [email protected].
Sincerely,
Vicki Quintero Brashear, Director of Products and Services 860
Proposal to the City of Richmond
Fire Department Testing Services
Page | 4
Qualifications and Experience
About CPS HR
CPS HR is an innovative, client-centered human resources and management consulting firm specializing in solving the unique problems and challenges faced by government and non-profit agencies. As a self-supporting public agency, we understand the needs of public sector clients and have served as a trusted advisor to our clients for more than 35 years. Our mission is to transform human resource management in the public sector and our vision to enable people to realize the promise of public service.
As a network of thought leaders in HR Systems, CPS HR delivers breakthrough solutions that dramatically transform public sector organizations to positively impact the communities they serve. By establishing centers of excellence and communities of practice, we provide your organization with the latest knowledge and the expertise to put that knowledge into action. With headquarters in Sacramento, CA; field offices in Austin, TX and Littleton, CO; and partners throughout the country, our clients draw experience from a powerful national network.
CPS HR offers clients a comprehensive range of competitively priced services, all of which can be customized to meet your organization’s specific needs. We are committed to supporting and developing strategic organizational leadership and human resource management in the public sector. We offer expertise in the areas of organizational strategy, recruitment and selection, training and development, and organization and workforce management.
Through our collaborative process, client-centered approach, and nationwide network of distinguished partner organizations, CPS HR has the experience and capabilities to help your organization evolve and enable your employees to realize the promise of public service.
Qualifications of Firm
Founded as a local government services unit of the California State Personnel Board, CPS HR became a joint-powers agency in 1985. Today, as a self-supporting public agency, we offer a full range of human resources consulting services to government and nonprofit agencies, with particular emphasis on employment testing and assessment services.
CPS HR staff members include industrial/organizational psychologists, experienced measurement specialists, and highly trained technicians and support staff. Our testing services include test research and development; test validation; test rental and scoring; test logistics and administration; statistical analysis; and the design, development, and administration of assessment centers and performance examinations. Our staff is thoroughly familiar with the professional and regulatory standards in the testing area and has extensive experience in fair employment, Section 60-3, Uniform Guidelines on Employee Selection Procedures (1978); 43 FR 38295 (August 25, 1978), the Standards for Educational and Psychological Testing (American 861
Proposal to the City of Richmond
Fire Department Testing Services
Page | 5
Educational Research Association, American Psychological Association, and National Council on Measurement in Education, 1999), the Principles for the Validation and Use of Personnel Selection Procedures of the Society for Industrial and Organizational Psychology (2003), and the Guidelines and Ethical Considerations for Assessment Center Operations (rev. 2014). In fact, several staff members have served on national committees reviewing these documents and published articles, monographs, and textbook chapters on testing and selection.
In over 35 years of employment testing, we have not had a successful challenge to our selection instruments. We have had limited direct involvement in Title VII cases because our tests have rarely been challenged. CPS HR’s approach is designed to comply with all aforementioned prevailing technical standards and legal guidelines. We utilize these standards and guidelines to ensure best-practice in all of our assessment and selection engagements.
CPS HR has been extremely successful in performing job analyses, developing examinations, and administering and scoring examinations for public safety positions that are congruent with the needs of the Department. In addition, our specific focus on the public safety arena provides us with an in-depth level of knowledge about the jobs we study.
Qualifications of Staff
CPS HR has assembled a strong project team, with each member selected for his/her specific expertise and professionalism. We have selected Ms. Breana Lopez, B.A., to be the Project Manager for this assignment because of the strong project management skills and depth of experience with work of this nature that she possesses. She will serve as the main point of contact for the Department, oversee daily operations, maintain overall responsibility for the project, manage CPS HR’s project team, provide oversight for project assignments, manage the timeline and budget, and actively participate in all project deliverables. Ms. Lopez will be accompanied by Mr. Geoff Burcaw and Mr. Matthew Christoffersen, as Project Consultants who will be actively involved in the technical aspects of the project. These team members will have direct responsibility for fulfilling the terms of a contract that may result from this proposal.
In the unlikely event that any team member identified in this proposal needs to be replaced, we will require the same qualifications and seek written approval from the Department prior to the commencement of work by submitting names, contact information, qualifications, and other pertinent information. Additional professional and technical staff may also be involved in the project, as needed, for administrative support, as we commit our entire organization to meeting the needs of the Department. Because of the size of our organization and experience at managing promotional processes for public safety clients, we have the depth and breadth of staff to be responsive to your needs without using subcontractors or outside personnel.
Below is the Project Manager’s contact information. Experience at a glance and résumés of the primary team members follow.
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Project Manager Contact Information
Name: Breana Lopez, B.A.
Title: Senior Consultant, Assessment and Selection
E-mail: [email protected]
Location: Orange County, CA
Phone: (714) 224-6459
Roles and Responsibilities
Staff Roles and Responsibilities
Breana Lopez, B.A. PROJECT MANAGER:
Oversees daily operations
Develops and ensures the project plan is in alignment with the needs of the Department
Manages costs by ensuring the project remains within the appropriate scope and expenditure targets
Acts as primary client liaison and interfaces directly with Department representatives
Oversees project team
Defines the direction of the team on the project
Identifies and secures the necessary resources and manages tasks/ performance
Uses reports and status meetings to control progress/address hurdles Ensures project is delivered within budget and scope and on time Ensures compliance with terms and conditions of contracts Primary consultant responsible for project activities and deliverables, including, but not limited to, creation of the test plans, written examination development and administration, assessment development and administration, and report development
Provides any specialized services that may be needed
Geoff Burcaw, M.S.
Matthew Christoffersen
PROJECT CONSULTANT:
In concert with Project Manager, reviews and approves the project plan and methodologies
Assists with the development of all project deliverables Uses reports and status meetings to control progress/address hurdles Administrative Support ADDITIONAL ASSISTANCE:
Assists with project deliverables, as needed
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Résumés
Breana Lopez, B.A.
Ms. Lopez is qualified in the design, development, and administration of assessment center processes for public safety promotional opportunities, along with having experience in test development and assessment center logistics. She develops customized assessment exercises, candidate orientation materials, assessor scoring criteria, training materials, and all other work associated with assessment centers. She conducts candidate orientations and training sessions for assessors. Ms. Lopez spent a significant amount of time with the City of Anaheim responsible for the design, development, and evaluation of City-wide employee development and training programs. She also served as the Public Safety Recruitment Specialist planning and coordinating all selection and recruitment activities for both sworn and civilian personnel, ensuring decisions were made in accordance with merit system principles and in compliance with laws, regulations, rules, and bargaining agreements.
Employment History
Senior Human Resources Consultant, CPS HR Consulting
Public Safety Recruitment Specialist, City of Anaheim, CA Organizational Development Specialist, City of Anaheim, CA Professional Experience
Designs, develops, and administers valid, legally-defensible assessment centers used for selection and promotion within public safety agencies and other public entities Conducts job analyses, develops written examination test plans, and develops behaviorally-based exercises
Facilitates meetings with SME panels to obtain department-/position-specific information for use in the development of assessment center exercises, written test plans, and job analysis data
Develops customized assessment exercises, candidate orientation materials, assessor scoring criteria, training materials, and all other work associated with assessment centers Conducts training sessions for assessors to learn behavioral scoring and conducts orientation sessions for candidates to provide them with information regarding their assessment process
Develops customized candidate feedback reports documenting candidate assessment performance
Developed new Onboarding Process for the City of Anaheim 864
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Partnered in the development of a competency model for City of Anaheim to align organizational goals with employee training and performance goals Coordinated annual Citywide Training Catalog and program for the City of Anaheim Partnered in the development of a new performance appraisal system for performance management, training, and succession planning for the City of Anaheim Assisted in the development and implementation of Mission, Vision, Values for Public Safety Departments
Education
B.A., Social Sciences (Political Science & Economics), California State University, San Marcos
Geoff Burcaw, M.S., SPHR, SHRM-SCP
Mr. Burcaw is a Senior Personnel Management Consultant with CPS HR Consulting. He has over 17 years of professional-level experience in human resources with specialization in job analysis and employment test development. Mr. Burcaw’s experience includes human resources consulting for state and local government agencies, and providing human resources litigation support to private industry.
Employment History
Senior Personnel Management Consultant, CPS HR Consulting Assessment Development Specialist, Personnel Board of Jefferson County, Alabama Human Resources Consultant, SHL USA
Job Analyst, Human Resources Research Organization
Professional Experience
Developing cognitive ability, aptitude, and performance tests for unskilled, semi-skilled, and skilled job classifications, including test specifications, item writing, and standard setting
Developing selection and assessment processes, such as written tests, structured interviews, situational judgment tests, and assessment center exercises, for professional and management classifications, including behaviorally-anchored rating scales and other scoring criteria, and interviewer/rater training
Developing organizational assessment tools, such as culture surveys and motivation assessments
Conducting employee focus groups to assess organizational climate and job satisfaction 865
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Performing job analysis studies that include conducting job audit interviews, work observations, and subject matter expert focus groups
Conducting standard setting procedures for employment and licensure/certification tests using subject matter expert panels
Conducting statistical analysis of survey and test performance data, including item analysis and adverse impact analysis
Auditing selection processes to ensure compliance with federal employment law and state and local government civil service rules
Developing classification specifications, duty statements, and job announcements Matthew Christoffersen, M.S.
Mr. Christoffersen has nearly 5 years of professional-level experience working in human resources and specializes in custom assessment development, assessment administration, and facilitation of assessment scoring. Before joining CPS HR, he spent several years as an internal consultant within a county government agency in Orlando, Florida. There he provided consultation to HR staff and hiring authorities regarding recruitment and selection strategy, as well as developing custom, job-specific assessment tools for selection and promotion. He has worked with a wide variety of job classifications within government departments including Fire Rescue, Corrections, Public Works, Utilities, Human Resources, and more.
Employment History
Senior Consultant, CPS HR Consulting
Employment and Assessment Advisor; Employment and Assessment Sr. Analyst; Employment and Assessment Analyst, Orange County (Florida) Government Professional Experience
Facilitating subject matter expert (SME) meetings and focus groups to obtain job-specific information for the purpose of job description revision, recruitment and selection system planning, and custom assessment development.
Developing content for use in custom assessments for entry-level through managementlevel positions. Assessment types include multiple choice, critical incident, situational judgement, oral presentation, in-basket, structured interview, and role play. Developing behaviorally anchored rating scales and other scoring criteria for use in scoring customized, job-specific assessments.
Administering assessment exercises to groups of candidates, up to 100 at a time, using standardized methods to ensure consistency and fairness. Facilitating rater training of diverse groups of assessors prior to administering and scoring custom assessments to promote consistency across raters and across candidates. 866
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Conducting employee and SME focus groups, interviews, job shadows, and benchmarking studies for job reclassification, compensation adjustments, and organizational climate evaluation.
Education
M.S., Industrial and Organizational Psychology, University of Central Florida B.S., Psychology, The College at Brockport, State University of New York 867
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Approach to Work
Project Understanding
It is our understanding that the Department is seeking a vendor to provide testing processes for the ranks Fire Captain and Fire Battalion Chief. The project deliverables resulting from a contract with CPS HR will be designed to be legally defensible as valid and job-related procedures and fully comply with the aforementioned Uniform Guidelines, Standards, Principles, and Guidelines and Ethical Considerations, Department policy, and other related professional standards.
The purpose of this proposal is to offer our services to conduct a job analysis for the target ranks; develop the examination plan; and design, develop, and administer legally defensible, validated selection tools for use at the target rank. To accomplish these objectives, the proposed process includes the following primary components, which are outlined and further described below.
Project Planning, Job Analyses, and Examination Plan Development x Schedule and conduct meetings in conjunction with Department personnel x Conduct confirmatory job analyses
x Create examination plans that reflect the job analysis results Written Examination Development, Administration, and Scoring x Develop a written examination for each rank
x Administer and score the written examinations
x Provide statistical and analytical data for the written examinations Assessment Center Development, Administration, and Scoring x Research, develop, and customize job-related exercises x Conduct a candidate orientation session for each rank x Train assessors for the assessment center
x Administer the processes
Project Outcomes
x Compile and provide candidate scores
x Provide feedback reports for candidates
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x Gather candidate feedback regarding impressions and opinions about the applicable process
x Provide technical and litigation assistance and expert testimony, as needed Project Management and Communication Process
x Monitor and control the project
x Provide oversight and quality assurance
x Respond in a timely manner to all requests and needs
x Recognize, report, and resolve any developments or changes that may affect the project CPS HR consultants will work closely with the Department in all phases of development and implementation of this plan.
Project Planning, Job Analysis, and Examination Plan
Development
Project Planning
The first activity of this project will be to meet with representatives from the Department to discuss the project schedule, objectives, and personnel roles for the term of the contract and define any parts of the project that may require clarification. We will review all applicable Department materials and any additional information, such as the job descriptions, previous job analysis data, etc., concerning the target rank at this time.
CPS HR will also develop a detailed project plan consisting of project objectives and timelines. As the project evolves and when time requirements, specifications, major project components, project constraints, or resources change, CPS HR will revise and update the project plan.
Job Analyses
In order to validate the promotional processes, CPS HR will conduct a job analysis for each rank.
CPS HR’s experience with job analysis is extensive, as it is a critical component of the testing and assessment practice. Our job analysis studies utilize a task-based methodology (designed to comply with all prevailing technical standards and legal guidelines) that ensures completeness and legal defensibility such that the job analytic data can withstand scrutiny of challenge and/or question as to its application in any testing process.
The purpose of the job analysis is to do the following:
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CPS HR will initiate the job analysis process for each rank by reviewing information pertaining to the rank, including duty statements/job descriptions and any other available job-specific information. Furthermore, given our experience with promotional testing and assessment and job analysis studies for public safety, we have a database of tasks and KSAOs from which to pull.
From the information gathered, CPS HR will develop a preliminary list of tasks and KSAOs for the target rank. CPS HR will then convene a small panel of departmental subject matter experts (SMEs) with significant knowledge of the target rank to review the initial list of tasks and KSAOs for accuracy and completeness and assist in the development of task and KSAO statements that capture the unique aspects of the rank. It is assumed that no more than a half-day meeting will be needed with the SMEs to finalize the task and KSAO lists. It is also anticipated that the SME group will be gender and ethnically diverse (if possible) to ensure the integrity of the job analysis processes from inception and to decrease the likelihood of any unanticipated biases being introduced into the process.
CPS HR will then construct the job analysis questionnaire (JAQ) for distribution to the incumbents and first-level supervisors for the target rank to solicit ratings regarding the frequency and criticality of job tasks and the criticality of KSAOs required upon appointment to the target rank.
Following respondent completion of the JAQ, CPS HR will analyze the data to establish the frequency and importance of each task, the overall criticality of each KSAO, the linkage between the tasks and KSAOs, and when an incumbent must possess each KSAO. The documented job analysis data will then serve as the basis for subsequent examination design for the target rank.
The JAQs can be distributed in a web-based format and/or in hard copy format, based upon ease of completion consideration for the respondents and the Department’s preference. Typically, completion of the questionnaire takes approximately two hours, although respondents will be provided with an ample overall response time of approximately two weeks to facilitate completion of the questionnaire in such a manner so as not to interfere with their regular duties Identify the important and frequently performed tasks and duties associated with the target rank;
Identify the overall criticality of the knowledge, skills, abilities, and other characteristics (KSAOs) required to perform the tasks;
Determine the linkage between the critical tasks and KSAOs; and Determine where and when the KSAOs are acquired and how important they are to successful job performance for the target rank.
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and to ensure the collection of accurate, complete ratings. Respondents can also revisit the questionnaire at any time and continue from where they left off.
It is intended that the thoroughness of the job analysis and the resultant data will ensure that future job analysis activities/studies for the target rank should only need to be of a confirmatory nature, thus reducing future expense to the Department in terms of both time and staff resources.
When a current job analysis exist, CPS HR will conduct a confirmatory job analysis whereby subject matter experts (SMEs) identified and provided by the Department, will review the previously-developed tasks and KSAs for accuracy and completeness, and either review/reconfirm the task and KSA rating results, or provide new ratings of the tasks and KSAs related to importance and frequency of tasks performed, importance of KSAs, and if the KSAs are needed upon entry into the classification.
Examination Plan Development
An SME panel of Department representatives will be convened to assist in the examination development processes. This group(s) of SMEs will be selected by the Department and may include the same SMEs who participate in the job analysis process.
The first step will be a review of the job analysis results for the target rank. Specifically, those critically important and/or frequently occurring job behaviors, tasks, and KSAOs that are amenable to the testing process will be identified. The initial criteria utilized in reviewing the job behaviors, tasks, and KSAOs will include the following:
Measurability
• Only those job behaviors/tasks/KSAOs that can be adequately (and reasonably) measured in the testing process will be considered.
Training Considerations
• Job Behaviors/Tasks/KSAOs that require specific skill training after hire or promotion in order to be successfully performed will be avoided.
Reliability/Standardization Considerations
• Those job behaviors/tasks/KSAOs that are deemed to be difficult or impossible to standardize, or to otherwise administer in a consistent manner, will be avoided.
Financial Considerations
• Job Behaviors/Tasks/KSAOs that would entail a prohibitively high financial outlay to simulate will be avoided.
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Based on these considerations, CPS HR staff will work with the SME panel to select the job behaviors, tasks, and KSAOs to incorporate into a series of performance exercises appropriate to the target rank. The examination development process will be guided by CPS HR staff to ensure that the procedures are standardized; that the KSAOs/job behaviors are measurable and/or observable; that the criteria for evaluating these KSAOs/job behaviors are clear; and that a lucid, reasonable scoring method is produced.
Written Examination Development, Administration, and
Scoring
Develop a Written Examination
There may be a timed, written, multiple-choice job-knowledge examination created as part of this project for each rank. Test items will be developed by CPS HR’s pool of trained item writers and identified as to source, edition, and page in accord with the applicable examination reading list. In order to ensure the integrity and security of the examination process, CPS HR will develop a larger pool of items than necessary for review by the SMEs. The SMEs (under a confidentiality agreement and if approved to do so by the City) will then review the entire group of test items, eliminating those that are not relevant, appropriate, or applicable and editing others as necessary. Following review of the test items, CPS HR will choose those items to be included in the final version of the examination, thus limiting the exposure of test materials to members of the SME committee and protecting against the possibility of a security breach. We have utilized this methodology with other organizations and have found it to be both highly successful and well-accepted in the testing community.
Administer the Written Examinations
Once the final version of each written examination is developed, the tests will be administered to candidates. CPS HR has extensive experience in the administration of written tests and will provide all materials necessary for the administration of the examination, including proctor’s instructions, test booklets, item appeal forms, and answer sheets in order to maintain the security and integrity of the testing process.
Immediately following the administration of each written examination, candidates will have an opportunity to appeal any items they feel may be unfair or inconsistent with the source material (unless City/Department policy dictates otherwise). CPS HR staff and SMEs will review all item appeals and provide an initial decision as to each outcome on a case-by-case basis.
Score the Written Examinations
Following the administration of the written test and appeals process (if applicable), CPS HR will electronically score the tests and evaluate the item and test statistics (i.e., reliability estimates, standard error of measurement, mean, standard deviation, etc.). Additionally, item difficulty statistics and discrimination indices will be used to identify questionable items and to evaluate 872
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internal consistency reliability. Furthermore, CPS HR will again review all appeals from candidates regarding the testing process against the resulting test statistics. Based on the outcome of the appeals processes and item statistics evaluation processes, CPS HR will either rekey (i.e., allow for more than one correct answer) or eliminate (i.e., give all candidates one point) items as needed. CPS HR will then compute the candidate scores and provide a ranked list of results (according to City policy) within 48 hours of receipt of answer sheets.
Pass Point Setting
Prior to the administration of the written examinations, CPS HR can assist the City with developing a suggested pass point by using a Modified Angoff procedure. With this procedure, SMEs rate each examination item according to the extent to which the KSAO measured by the item is necessary for job success, the relationship between the difficulty of the item and the difficulty of the associated on-the-job behavior, and the probability that a minimally qualified candidate would get the item correct. These ratings are mathematically combined to establish a Minimal Acceptable Competence (MAC) level for each item. The MAC levels are then used to calculate the pass point for the examination. Pass points can also be established for individual sections within the written examination. According to the Uniform Guidelines and case law, the only legally defensible way to establish a pass point is by utilizing a formal methodology such as the one described above. Therefore, CPS HR cannot recommend a cut score without conducting this procedure with SMEs. If the Department does not wish to use a Modified Angoff procedure, CPS HR can discuss with the City different options for pass point setting; however, the City will make the final pass point determination.
Assessment Center Development, Administration, and
Scoring
Assessment Center Development
There may be an assessment center process comprised of exercise components created as part of this project for the ranks for Captain and Battalion Chief. CPS HR will work with the SME panel(s) to design and develop the content and structure of each individual exercise. Based on the job analysis data and associated study materials, organizational level of the target rank, the actual number of candidates to be tested, policy, and the input of the Department, various components can be used and are described below. All exercises will be customized to meet the needs of the Department and the target rank, and the list below is not exhaustive.
1. Background & Experience Exercise
This exercise requires candidate to submit written responses to a set of pre-defined questions related to their background and experience. Responses are reviewed and validated by internal SMEs and discussed with the candidate during assessment center prior to final scoring of the candidate’s responses.
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2. Incident Command Exercise
This type of exercise is designed to assess one’s ability and readiness to take command of and run an emergency scene or tactical situation. CPS HR staff has extensive experience in creating emergency scene scenarios and tactical situations for use in promotional testing processes, including those involving computerized presentation (e.g., via Digital Combustion) and/or interactive communications. CPS HR also provides trained consultants to serve as fire simulator operators and role players for this exercise.
3. Role-Play Exercise
This type of exercise requires the candidate to interact with one or more role players in connection with a specific job-related problem such as subordinate counseling, inadequate subordinate performance, conflict resolution, citizen interaction, etc.
4. Oral Presentation Exercise
This type of exercise requires the candidate to plan and organize his/her thoughts and make notes for a short presentation and/or training on a specific job-related issue (e.g., presentation of a new Department policy or procedure to subordinates, training on equipment, presentation of information to a citizen group, etc.) or plan for a specific audience. Standardized questions of the candidate may be asked following the presentation of information.
5. In-Basket Exercise
The In-Basket Exercise can be either written (narrative response) or verbal in nature – the different methods are described below. We can review the pros and cons of each methodology if so desired by the Department.
a. Verbal In-Basket Exercise
This exercise provides job-related materials for review and action by the candidate. It is designed to test the candidate’s ability to “think on his/her feet” by providing a brief opportunity to review the materials (approximately seven – 10 items), formulate a plan of action, and verbally provide information regarding his/her actions for established short- and long-term tasks, rationale for the actions, and priority level assigned to each item. Standardized questions may be asked following each candidate’s presentation of the materials.
b. Written In-Basket Exercise
In this methodology, candidates review in-basket materials, but communicate actions, rationale, and priority level in writing. Typically, this type of exercise contains more items and requires between one to six hours of response time. This can be combined with other exercises to create a “Day-in-the-Life” experience for candidates and include a follow-up structured interview.
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6. Structured Interview
This type of interview requires that the aspects of the process be as similar as possible for each candidate. Candidates are asked a predefined set of questions that may be general, behavioral, or situational and measure their individual perspectives on supervisory issues.
The standardization of questions ensures that each candidate is evaluated in a consistent fashion and critical KSAOs are assessed through job-related questions.
7. Memo/Report Writing Exercise
This exercise can take any number of forms, each designed to focus on the candidate’s ability to communicate job-related knowledge and skills in a written format, such as preparing a follow-up memo on a situation discussed or dealt with in the In-Basket or Role-Play Exercise. A Written Exercise can be developed and administered as a standalone exercise (e.g., a Written In-Basket) or as part of another exercise.
8. Problem-Solving Exercise
This type of exercise allows each candidate the opportunity to prepare for and respond to different problem situations (approximately two – four) that may be faced on the job.
These situations may consist of subordinate issues, administrative issues, etc.
We have customized and administered these exercises in different combinations for all of our assessment clients, and we have found them all to be job-related and effective in allowing candidates to demonstrate their readiness for promotion. CPS HR will work with SMEs to determine the content of which each exercise will be comprised (based on the job analysis data), and the SMEs will ensure the validity by linking each exercise to the appropriate KSAO. CPS HR will draft the exercises and scoring criteria and then meet with the SMEs for a final review of all exercise components.
Conduct Candidate Orientation Sessions
Prior to the administration of an examination for each rank, CPS HR will provide a candidate orientation session for candidates to gain valuable written and verbal information regarding the applicable promotional process. We anticipate the session being one to two hours in length. The orientation session will be designed to familiarize eligible candidates with a definition and overview of the testing process and specific assessment activities, the assessment dimensions that are the focus and basis of the testing process, guidance as to expected behavior and how to perform one’s best during the testing process, etc. Candidates will also have an opportunity to ask general questions of the CPS HR consultant(s) during the orientation session. Candidates will be provided with a manual to review and study.
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The orientation process may be conducted virtually, as necessary. It may also be videotaped and/or conducted on more than one occasion in order to accommodate candidate work schedules and the Department’s operational needs. Furthermore, extra copies of the manual associated with the orientation will be left with the Department to be distributed to those candidates who are unable to attend the seminar.
Recruit and Train Assessors
In preparation for the administration of each assessment center, the Department will recruit a gender, age, and ethnically diverse group of qualified assessors to assist in the evaluation of the candidate group. The assessor group will consist of fire service personnel at or above the target rank being assessed with the background and expertise for the applicable target rank. Based on our experience with similar promotional processes and assessment centers, we recommend having two or more assessors serve on each exercise panel, plus role players (if applicable). Final approval of all assessors and role players (if applicable) will be by mutual agreement between CPS HR and the Department.
Prior to the administration of any assessment exercises created as part of this project, CPS HR will develop and conduct a four- to eight-hour training session for the assessors. A training manual for each assessor will be provided, and the training session will involve the assessment techniques developed as part of this project and ensure that the assessors are competent in observing, recording, classifying, and evaluating candidate behavior. In addition, relevant information concerning the Department and its operational philosophy and procedures will be presented. During the training, assessors will be allowed to practice observing and rating performance and behavior through a series of exercises. Through this process, the assessors’ familiarity with the operational definitions of the specific assessment dimensions (i.e., KSAOs) will be enhanced. The assessors will also be able to standardize their evaluation process and begin to function as a team.
The training agenda will include such topic areas as the following:
Review of applicable Department information;
Review of the scoring schedule and administrative procedures, including assessor responsibilities, site logistics, applicable forms, etc.; Review of the KSAOs/assessment dimensions to be evaluated, their operational definitions, and the assessment model utilized; and
Behavioral observation, classification, and evaluation methods, including assessor training exercises.
Administer the Examination
CPS HR project staff will be on-stie to administer all components of the assessment centers for each rank. CPS HR has extensive experience in the administration of public safety promotional assessment and will provide materials needed for the administration of the exercises, including 876
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candidate instructions and materials, assessor materials, exercise administration and rating materials, and any additional materials or resources deemed appropriate by the Department to maintain the security and integrity of the process. CPS HR will ensure the shipping of all materials is secure and that only CPS HR consultants will have access to all assessment documents.
All candidates for will receive the same exercises, and security will be ensured through confidentiality agreements and appropriate scheduling. Assessors will remain on their assigned exercise panel throughout the assessment process. Candidates will be scored on a five-point Likert-type scale across each dimension for each assessment exercise, and each group of assessors will be required to agree on a consensus score for each applicable dimension associated with their exercise – final scores will be on a 100-point scale.
Upon completion of the administration of the assessment (i.e., the last administration day) for each rank, CPS HR will hold a debrief session discussing the overall process with Department representatives and the assessors who observed and scored the candidates. CPS HR will also review the overall averages of candidate scores for each dimension and provide feedback to the Department regarding areas of strength and potential areas for improvement – this will assist the Department with planning for training and development of personnel.
Project Outcomes
Compile and Provide Candidate Scores
CPS HR will compile and provide overall candidate scores. Scores will be based on the terms set forth in the Department policy and will include assessment scores, and any other testing components provided by the Department. The total score may be based on the appropriate weighting of each component and will include any necessary pass/fail data. CPS HR will provide the scores in the format deemed appropriate by the Department (e.g., in a spreadsheet).
Gather Candidate Feedback Regarding the Promotional Process As each candidate exits the promotional process for each target rank, he/she will have the opportunity to provide information regarding his/her overall impressions of the process.
Candidates are encouraged to document their feedback regarding their perceived fairness of the process, the applicability of the process/exercises to the Department and position for which they are testing, whether or not the candidate orientation session was beneficial, overall comments/concerns, etc. (They can provide this information anonymously.) This data will be compiled, and a final document will be provided to the Department to be used as documentation of candidate feedback for the current process and guidance for future processes at no additional cost.
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Provide Candidate Feedback Reports
Following the administration of each promotional process, CPS HR will provide the Department with individual feedback reports to distribute to each participating candidate. These reports will include assessment scores and information detailing each candidate’s strengths and weaknesses across the testing dimensions and against the group average. Furthermore, they will include information on how each candidate can better his/her performance in future assessments and on the job.
Provide Technical and Litigation Assistance and Expert Testimony, As Needed
CPS HR’s approach is designed to comply with all aforementioned prevailing technical standards and legal guidelines. We utilize these standards and guidelines to ensure best-practice in all our assessment and selection engagements.
CPS HR consultants will be available on brief notice to provide technical and professional assistance to Department representatives and expert testimony throughout the life of the agreement. Furthermore, besides assisting the Department in responding to questions and inquiries regarding the promotional process, we will provide, without charge, four hours of consulting time in defense of the process if legally challenged and/or litigated within six months of administration. Additional hours will be at the rate specified in the Price Proposal section of this proposal. CPS HR will provide litigation support as requested by the Department.
We will provide, without charge, four hours of consulting time in defense of the process.
In addition, CPS HR has a professional relationship with Dr. David Friedland, who is available to provide expert testimony if his services are desired by the Department. Dr. Friedland is an expert in job analysis, test development and validation, statistics, and equal employment opportunity issues. He is recognized by the Court as an expert in employment discrimination litigation and government compliance reviews. Dr. Friedland has served as a litigation consultant in more than 30 cases, including several landmark employment discrimination cases. He has been retained by defense counsel in approximately 60 percent of cases and plaintiff counsel in 40 percent, including counsel for government compliance agencies. Litigation cases have included individual and class action cases involving charges of discrimination based on race, sex, national origin, age, and disability. Litigation issues have included hiring, promotions, layoffs, wrongful termination, compensation discrimination, and improper application of personnel policies. Dr. Friedland has testified in both state and federal courts as well as in arbitrations and labor-management and civil service hearings.
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Project Management and Communication Process
CPS HR uses a comprehensive approach for planning, organizing, directing, and controlling consulting engagements. Our approach is designed to ensure a focused and efficiently executed project. We use sound project management procedures and ongoing communication to ensure project success.
CPS HR is convinced that the key ingredient to a successful consulting assignment is an effective combination of sound project management procedures, high-quality project team members, and good customer service. Effective project management is required to provide for the orchestration and timely flow of activities, an ongoing feedback and adjustment mechanism, and the judicious use of time. Our project management process includes three primary components. Providing ongoing monitoring and control of project activities. Unforeseen developments or changes in circumstances may warrant changes in emphasis, revisions to the approach in certain areas, or other modifications of planned work activities. Active project management provides greater assurance that such redirection will occur when warranted by circumstances.
Ensuring the optimum management of the time available to complete the project.
Effective time management is a skill required of experienced professionals. Sound project management can optimize the overall effectiveness of the project team's efforts and provide a greater assurance of meeting milestones and budgets. Providing for the continuous reinforcement of the project's objectives. A major role of project management is to ensure that the consulting team consistently adheres to the proper perspective in facilitating the project.
CPS HR is dedicated to the commitment of its full complement of resources for the success of all projects. The team members who will be working on this project will be readily accessible and are committed to meeting all deadlines and scheduled timeframes.
Monitor and Control the Project
When a project begins, one of our first activities is to ensure that we have an accurate estimate of the level of effort required of each professional. These estimates are used to monitor the progress of each consultant against the work plan and project schedule. On a weekly basis throughout the project, professional hours are collected, accumulated, and distributed against project tasks so we can compare actual with budgeted performance.
An additional element related to the area of project control is the role of the Project Manager in monitoring the field work. The Project Manager is continuously involved in the review of ongoing activities to ensure that cost, schedule, and quality objectives are met. The Project Manager maintains frequent communication with project team members to coordinate ongoing activities and exchange pertinent information.
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Periodic progress reports are another element of our project management and control system.
The objective of project management is to provide close control and management of the team's efforts. It is our practice to provide the client with verbal interim progress reports based upon our project tracking.
Provide Oversight and Quality Assurance
We are committed to meeting the highest professional standards of quality. Team members are selected for their relevant experience and professional maturity in dealing with project environments such as this. Each will spend an appreciable portion of his or her effort in the review, constructive challenge, and direction of assigned responsibilities.
Our quality assurance procedures include executive level and/or independent peer review of results and progress on a scheduled basis by senior professionals or technical advisors. These individuals provide a critical challenge to the direction and results of project efforts to ensure the project is comprehensive in its breadth and thorough in its depth.
Peer review of engagement reports and documentation is critical to our success. At least one knowledgeable person other than the consultant preparing the document/product must review, critique, and understand the document/deliverable before it is considered ready for delivery to the client. CPS HR’s Project Manager is directly involved in preparing and submitting project deliverables. No documents or materials of any kind are delivered to the client without the Project Manager’s review and approval.
We firmly believe the most important factors in ensuring the highest quality of client satisfaction are the commitment the consultant brings to the engagement and the experience of the firm and the individual consultants working on the engagement.
Respond in a Timely Manner
Beyond the communication capabilities and routine project management practices identified above, our project team also has the depth and breadth necessary to meet time requirements of projects. It is our policy to make the best possible use of working time both on- and off-site. Our work schedules are completely flexible, and the client liaison (Project Manager) assigned to the project will do their best to be accessible from 8:00 AM to 6:00 PM PST. Furthermore, as part of our practice, client calls and e-mails will be addressed as soon as possible, usually within 24 hours upon receipt.
Recognize, Report, and Resolve Developments or Changes
Although we do not anticipate any issues arising during the course of the contract, we have methods and practices in place to immediately resolve such situations. In order to identify problems or variations in performance that need to be addressed, we use a “Problem Recognition/Problem Escalation” process in which the client and/or CPS HR team members may escalate issues at any time through a detailed systematic process. In the “Plan” phase, the problem/process is identified, and the problem/process is defined and described. It is then 880
Proposal to the City of Richmond
Fire Department Testing Services
Page | 24
investigated, further described, and analyzed for all of the possible causes (root cause analysis).
A solution and action plan(s) are selected, along with improvement targets. In the “Do” phase, the problem or issue is addressed through implementation of the process change. In the third step, “Check/Study,” CPS HR confirms and evaluates the results of the change. Finally, in the last step, “Act,” CPS HR standardizes the new process or re-engages. We also utilize the “Project Quality Control Plan,” which outlines key processes and activities to be taken to ensure the quality of performance is met or exceeded on projects, and manage the time and resources used.
Any issues that may arise will be immediately documented and reported to the Department, and the Department will be notified of all actions taken to resolve such issues.
Meet and Exceed the Department’s Expectations
The vision and values of CPS HR as an organization and for all of its personnel is centered around two primary values:
Satisfy the Client. We will exceed client expectations whenever possible. We commit to quality and will assure that clients feel they have received a valuable service or product for the fee paid.
Value Ethical Behavior. We model and reinforce honest and ethical behavior in all business relationships, including interactions with the Board members, clients, CPS HR staff, vendors, and the general public.
Our goal, therefore, is to ensure that our project team will meet or exceed the Department’s expectations for all phases of the project and we will work diligently with the Department staff to meet fully the objectives of the project. We intend to accomplish this through our combination of sound project management procedures, good customer service, and solid communication strategies.
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Proposal to the City of Richmond
Fire Department Testing Services
Page | 25
Price Proposal
CPS HR is a public agency that has succeeded as an independent, self-supporting entity because of our mission to provide other government agencies with high-quality testing products and services at a reasonable cost. The proposed fee schedule is subject to negotiation and revision at the request and agreement of the involved parties.
Written Examinations
Costs include development of a customized written examination; review of a draft written examination with City representatives; printing and delivery of the final examination and other materials (proctor’s report, answer sheets, etc.); scoring; a discussion of the examination results with City representatives; and assistance responding to inquiries about the written examination.
Description Price Total Cost
Base Fee (per rank) $6,700 $13,400
Per-Candidate Fee $16.75 TBD
Assessment Centers
Costs include conducting a confirmatory job analysis, development of up to three assessment center exercises, face-to-face and virtual meetings to develop assessment center content, candidate orientation sessions, all necessary forms for the assessment center, assessor training, staff to administer the assessment center, candidate scores, candidate feedback reports, and assistance responding to inquiries about the assessment center.
Task Price Total Cost
Promotional Assessment Center
(1-15 candidates)
Professional Fees: $13,900
Expenses (not to exceed): $4,000
Professional Fees: $27,800
Expenses (not to exceed): $8,000
Promotional Assessment Center
(16-30 candidates)
Professional Fees: $15,900
Expenses (not to exceed): $5,750
Professional Fees: $31,800
Expenses (not to exceed): $11,500
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Proposal to the City of Richmond
Fire Department Testing Services
Page | 26
Fee Assumptions
Testing facilities and time of Department personnel assisting in the development of the exam components will be the responsibility of the Department. The Department will provide a site for candidate orientation, assessor training, and the development and administration of examination components. Assessor recruitment and expenses (e.g., meals, travel, lodging, etc.) will be the responsibility of the Department. CPS HR will conduct assessor recruitment for an additional $2,500 per rank. Travel, food, stipend, and lodging expenses for assessors will remain the responsibility of the Department.
All project expenses will be billed at cost.
If Tactical/Incident Command exercises requiring an interactive simulation are included, CPS HR recommends utilizing one of our trained consultants to act as Dispatch, responding units, and the fire simulator operator. The cost for this option is $550/day, plus expenses.
Besides assisting the City in responding to questions and/or inquiries regarding the testing process, we will provide up to four (4) hours of consulting time to respond to grievances received by the City within six months of the last day of administration. If the process is legally challenged and/or litigated at any time in a court of law (i.e., anywhere outside of the City’s internal grievance processes), CPS HR will provide services on a separate contract for additional fees for the portions of work conducted by CPS HR. 883
Training Proposal for
City of Richmond
March 23, 2023
CPS HR Consulting (CPS HR) has been delivering training since 2005 to those who work in public sector organizations, including state and local agencies, board, and commissions. We utilize a curriculum specifically designed for public sector employees.
On-Site Training
CPS HR can provide on-site training to the City of Richmond on dates agreed to in 2023. Training will be located at a City of Richmond facility for up to 30 participants. The class times will be from 9:00am – 11:00am for two hours courses and 8:30am – 12:30Ɖm for half-day courses unless otherwise agreed to by both parties.
For the on-site training, CPS HR will provide the instructor and all electronic course material for the training session. After the training takes place, CPS HR will provide certificates of completion and course evaluations. Additionally, CPS HR will handle all instructor travel arrangements and expenses. The City of Richmond will provide an attendance roster, training location, laptop, LCD projector, easel paper, and easel. Additionally, the City of Richmond will share the CPS HR course evaluation link with the participants after each training session.
Live Virtual Training
CPS HR can provide live virtual training to the City of Richmond on dates agreed to in 2023 - 2025. The live virtual training will be delivered as live, virtual instructor-led for up to 30 participants. The class times will be from 9:00am – 11:00am for two hours courses and 8:30am – 12:30Ɖm for half-day courses unless otherwise agreed to by both parties.
For the live virtual training, CPS HR will provide the instructor, all electronic course material, and virtual training platform for the training sessions. Additionally, CPS HR will provide certificates of completion, attendance rosters, and course evaluations after the training takes place.
CLIENT CONTACT
City of Richmond
Sharrone Taylor
Interim Human Resources Director
450 Civic Center Plaza
Richmond, CA 94804
510-620-6803
[email protected]
CPS HR CONTACT
CPS HR Training Center
Jhessyka Vargas
Training Coordinator
2450 Del Paso Road, Suite 120
Sacramento, CA 95834
916-471-3378
[email protected]
884
Description of Services
Diversity and Inclusion: Why it Matters for Staff
HALF-DAY COURSE
This course presents the foundational understanding and importance of diversity and inclusion.
Participants will explore unconscious bias and how it impacts their environment and work relationships. They will discover how their own values, culture and experiences affect interactions with colleagues, attitudes about work, and understanding of workplace values.
LEARNING OBJECTIVES
• Define inclusion and diversity
• Develop awareness of unconscious biases and their impact in the workplace • Cultivate tools to recognize and combat microaggressions • Discuss appropriate and inappropriate behaviors in the workplace Understand how you can contribute to an inclusive work environment Understanding Implicit Bias Through the Lens of Cultural Intelligence 2-HOUR COURSE
All human beings operate with varying degrees of implicit bias. Implicit bias are unintended people preferences which can adversely impact the effective operations of any organization.
This module will explore the various types of implicit bias, micro-behaviors, and the proper ways to address and resolve issues that arise from this mindset.
LEARNING OBJECTIVES
• Define implicit bias through the lends of cultural intelligence • Examine the impact of implicit bias and why it can be difficult to identify • Select evidence-based strategies to recognize, minimize and eliminate implicit bias and micro-behaviors
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Pricing
The all-inclusive, flat rate pricing includes delivery of the course, all electronic course materials, and any instructor travel.
Pricing is valid for 90 days after delivery of the proposal to the City of Richmond.
Course Date # of
Participants Quantity
Group (Live
Virtual
Training)
Group Onsite
(Outside
Sacramento)
Diversity and Inclusion:
Why it Matters for Staff
Half-day course
TBD
2023 Up to 30 1 Session $1,800 per
session
$3,000 per
session
Understanding Implicit
Bias Through the Lens of
Cultural Intelligence
2-hour course
TBD
2023 Up to 30 1 Session $1,125 per
session
$2,600 per
session
Total Price $2,925.00 - $5,600.00
Cancellation Policy
If the department cancels the above program at least 14 business days prior to the start date of the class, no charges will be incurred. If special materials have been developed or purchased for the above class, the department may be charged for the instructor's development and/or the cost of the materials. Cancellations made less than 14 business days prior to the start date of the class will be charged the full amount.
Ownership
CPS HR retains all right, title, and interest in and to all training materials, testing, or assessment products, inventions (patentable or otherwise), discoveries, improvements, copyrightable works, and any other media, materials, or other objects produced as a result of CPS HR’s work, or delivered by CPS HR in the course of performing that work (collectively, “Work Product”) which CPS HR creates in connection with its performance of Services hereunder. 886
Instructor Bio
Dr. Dejon Davis, multiple degrees and certifications
Dr. Dejon Davis is a transformational leader who seeks to serve organizations of all sizes. In his 25 years as a professional Dr. Davis has worked in various capacities within the juvenile justice system and as an administrator, professor, and consultant at private and public institutions of Higher Education. In these spaces Dr. Davis has been a thought leader and has helped organizations move from stagnation to growth and innovation. Dr. Davis is a strategic thinker who draws upon his multi-faceted career experience and years of training and acquisition of advanced degrees in counseling, management, and leadership to assist organizations in achieving their desired goals. In addition, Dr. Davis is dedicated to creating value for stakeholders, while facilitating the growth of individuals and organizations. His focus and passion allow him to overcome obstacles and create opportunities and value for all he serves.
Employment History
x Senior Consultant, CPS HR Consulting
x Operations Supervisor/Project Manager Southwestern Community College District x Principal Consultant, Davis Education Consulting and Training x Regional Military Base Campus Director, Columbia College x Adjunct Professor, Hope International University, Azusa Pacific University x Executive Director of Extended Learning, National University x Director of Graduate Admissions, Point Loma Nazarene University x Stanislaus County Juvenile Probation
Gilbert Morales, Master’s Degree from Liberty University Gilbert is a Project Consultant with CPS HR Consulting. He has over 10 years of experience in the teaching and training environment. Gilbert specializes in leadership, personal development, team collaboration, project management, and productive work relationships. His contributions have developed leaders transition into their next phase of leadership, has helped organizations to cultivate cohesive and productive working relationships, and challenged individuals to towards peak performance. He is also a veteran of the United States Marine Corps.
He currently instructs classes in
x Customer Service in the Public Sector
x Quality of Character
x Captivating the Crowd: Public Speaking
Mr. Morales has also presented to the following Clients:
x Oakland Housing Authority
x City of Pasadena
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x CA Department of Corrections
x California Lottery
Wendy Farrell, M.S. in Corporate Health and Wellness from Colorado State University
Wendy is an accomplished professional trainer and management consultant who is passionate about teaching practical skills for participants to put immediately into use back in the work environment. She has owned and managed several businesses, so she brings real world experience to her classes.
She currently instructs classes in:
x Basic Supervision
x Trust in the Workplace
x Team Building and Sexual Harassment Prevention
Other additional classes
x Ms. Farrell has also presented to the following Clients:
x California Department of Insurance, Los Angeles
x Franchise Tax Board
x Covered California
x Department of Water Resources
x In addition to many other satisfied agencies
888
Human Resources
DATE: July 11, 2023
TO: Mayor Martinez and Members of the City Council
FROM: Sharrone Taylor, Interim Human Resources Director Nickie Mastay, Deputy City Manager
Alan M. Cohen, Senior Assistant City Attorney
Subject: Proposed Resolution Approving a Side Letter Agreement to the Memorandum of Understanding between the City
of Richmond and the Richmond Police Officers
Association (RPOA) dated July 1, 2022 – June 30, 2025)
FINANCIAL IMPACT: None
PREVIOUS COUNCIL
ACTION:
October 18, 2022
STATEMENT OF THE
ISSUE:
The City’s Memorandum of Understanding with the
Richmond Police Officers’ Association (RPOA) mentions
but does not describe the procedures applicable to police officers. The City and RPOA negotiated a side letter
memorializing the process. This side letter agreement is subject to final approval of the City Council.
RECOMMENDED ACTION: ADOPT a resolution approving a side letter agreement to the Memorandum of Understanding between the City of
Richmond and the Richmond Police Officers’ Association
dated July 1, 2022 – June 30, 2025 – Human Resources
Department/City Attorney’s Office (Sharrone
Taylor/Nickie Mastay/Alan M. Cohen 510-620-6602).
AGENDA
REPORT
889
DISCUSSION:
On October 18, 2022, the City Council adopted a resolution approving a Memorandum of Understanding (MOU) between the City of Richmond and the Richmond Police Officers Association (RPOA) with an effective date of July 1, 2022 - June 30, 2025. The MOU mentions the concept of disciplinary appeals in Section 30 (Procedures for Grievances) but does not describe the key components.
The City and RPOA have met and conferred and reached a proposed side letter agreement which outlines the disciplinary appeal procedures applicable to full-time, non-probationary members of RPOA. The side letter contains the following key components. The components reflect (1) the settled legal obligations applicable to sworn officers and (2) the past practices previously adhered to in such matters.
A. Legal obligations memorialized in the side letter:
Non-probationary members of the POA have a property right to their continued employment protected by the due process clauses of the Constitutions of the United States and State of California. (Skelly v. State Personnel Bd. (1975) 15 Cal.3d 194).
An initial disciplinary decision-maker shall notify an RPOA member of the City’s initial finding that misconduct has occurred, and the initial determination of what discipline to impose.
The notification to the member is accomplished by serving the affected member a “Notice of Proposed Discipline” (the “Notice”) The member may request a pre-deprivation due process “Skelly meeting” before a “Skelly officer.”
The Skelly officer shall be provided a copy of the Notice and all documents and materials relied on by the initial decision-maker in making the initial findings and determination, as set forth in the Notice itself. The appealing member shall be afforded the same documents and information prior to the Skelly meeting.
A Skelly meeting shall be held if the member requests one. The meeting is not an evidentiary hearing. Attendees of the meeting may be the appealing member, his/her representative, an observer from the POA, the Skelly officer, and one or more City observers.
B. Past practices memorialized in the side letter:
The appealing member and/or their representative shall have the right to demand that the Chief of Police be precluded from serving as the Skelly officer. If such a demand is made, a Department Head and/or other individual from another department will be selected by the Human Resources Director and/or the Labor Relations Manager.
890
The City is prohibited from providing the Skelly officer additional information, documents, or other material from the initial decision-maker in support of the initial determination, in any manner unless it subsequently provides an amended Notice and opportunity for another Skelly meeting.
The RPOA and the City negotiated in good faith to establish this side letter agreement (Resolution and Side Letter attached hereto).
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – Side Letter
891
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RICHMOND TO
APPROVING A SIDE LETTER AGREEMENT BETWEEN THE CITY OF
RICHMOND AND RICHMOND POLICE OFFICERS' ASSOCIATION (RPOA) WHEREAS, the Memorandum of Understanding (MOU) is the collective bargaining agreement between the City of Richmond and Richmond Police Officers' Association (RPOA); and
WHEREAS, On October 18, 2022, the City Council adopted a resolution approving a Memorandum of Understanding between the City of Richmond and the Richmond Police Officers Association (RPOA) with an effective date of July 1, 2022 - June 30, 2025; and WHEREAS, the Memorandum of Understanding (MOU) mentions the concept of disciplinary appeals in Section 30 (Procedures for Grievances) but does not describe the procedural components; and
WHEREAS, the City of Richmond and RPOA have met and conferred and reached a proposed side letter agreement which outlines the disciplinary appeal procedures applicable to full-time, non-probationary members of RPOA.
WHEREAS, a Side Letter is desired to memorialize the disciplinary appeal procedures applicable to full-time, non-probationary members of RPOA; and WHEREAS, the City of Richmond and RPOA have met and conferred in good faith; and WHEREAS, a Side Letter agreement between the City of Richmond and RPOA has been created that incorporates the settled legal principles appliable to disciplinary appeals by full-time, non-probationary members of RPOA; and
WHEREAS, the changes incorporated are reflective of previous and current practice; and
NOW, THEREFORE, BE IT RESOLVED that the Richmond City Council hereby authorizes the execution of the Side Letter attached hereto as Attachment 1. *****************************
892
I certify that the foregoing resolution was passed and adopted by the City Council of the City of Richmond at a _________ meeting held on _____________ by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
________________________________________
Clerk of the City of Richmond
(SEAL)
Approved:
_______________________________
Mayor
Approved as to form:
____________________________
City Attorney
893
450 Civic Center Plaza, Richmond, CA 94804-1630
Telephone: (510) 620-6509 Fax: (510) 620-6518 www.ci.richmond.ca.us
SIDE LETTER OF MUTUAL AGREEMENT BETWEEN THE RICHMOND POLICE OFFICERS’ ASSOCIATION (RPOA) RE: PRE-DEPRIVATION ADMINISTRATIVE DISCIPLINARY APPEALS: RPOA 2022-2025 MOU
This Side Letter Agreement is entered into by and between the Richmond Police Officers’ Association (“POA”) and the City of Richmond (“City”) (collectively, the “Parties”).
A. The Parties agree that full-time, non-probationary members of the POA have a property right to their continued employment protected by the due process clauses of the Constitutions of the United States and State of California. (Skelly v. State Personnel Bd. (1975) 15 Cal.3d 194).
B. As such, the Parties agree to the following procedure for affording members predeprivation due process protections prior to making a final disciplinary determination and imposing discipline.
1. An initial disciplinary decision-maker, which may include the Chief of Police, shall notify a member of the City’s initial finding that misconduct has occurred, and the initial determination of what discipline to impose.
2. The notification to the member is accomplished by serving the affected member a “Notice of Proposed Discipline” (the “Notice”) which shall set forth: the factual findings, the rules and policies allegedly violated, an analysis of the level of discipline the City intends to impose, and a list of the documents and materials relied upon by the initial decision- maker in making the determinations.
3. Should the affected member so choose, the member may request a predeprivation due process “Skelly meeting” before a “Skelly officer.”
4. The appealing member and/or their representative shall have the right to demand that the Chief of Police be precluded from serving as the Skelly officer. If such a demand is made, a Department Head and/or other individual from another department will be selected to act as the Skelly Officer for that particular Skelly meeting. Such selection will be at the sole discretion of the Human Resources Director and/or the Labor Relations Manager. The RPOA will not be involved in this selection of the Skelly Officer.
5. The Skelly officer shall be provided a copy of the Notice and all documents and materials relied on by the initial decision-maker in making the initial findings and determination, as set forth in the Notice itself. The appealing member shall be afforded the same documents and information prior to the Skelly meeting.
6. A Skelly meeting shall be held if the member requests one. The meeting is not an evidentiary hearing. Attendees of the meeting may be the appealing member, 894
his/her representative, an observer from the POA, the Skelly officer, and one or more City observers.
7. The City, including any of its agents and representatives, is prohibited from providing the Skelly officer additional information, documents, or other material from the initial decision-maker in support of the initial determination, in any manner unless it subsequently provides an amended Notice and opportunity for another Skelly meeting.
8. During the meeting, the appealing member (and his/her representative) may provide additional information – including documents, materials, and argument – to the Skelly officer, in furtherance of affording the appealing member the opportunity to address and rebut the information contained within, and the documents and materials identified by, the Notice.
9. Following the Skelly meeting, the Skelly officer shall provide a written recommendation to the City Manager recommending either agreement, rejection, or modification of the initial proposed findings and disciplinary determination.
The Skelly officer shall base this recommendation on the information provided during the Skelly meeting – the Notice, all documents and materials identified therein, and information provided by the appealing member. The City Manager shall then consider this recommendation and make a final determination, thereby acting as the City’s final decision maker. The City Manager shall not be provided, nor shall the City Manager consider, any information, documents, or materials not provided to the Skelly officer or appealing member unless the City provides an amended Skelly notice and an opportunity for another Skelly meeting.
C. The procedure set forth above is not intended to, nor shall it, limit in any way the predeprivation due process rights of a POA member as set forth in applicable law.
D. The procedure set forth above is not intended to, nor shall it, affect in any way the postdeprivation due process or administrative appeal rights of a POA member, as set forth in applicable law, including but not limited to the Memorandum of Understanding between the POA and City or the City’s Personnel Rules.
E. This side letter agreement is not intended to conflict with any other existing side letter agreement.
On Behalf of the Richmond POA:
By: ______________________________
Benjamin Therriault, POA President
Dated: July ___, 2023
On Behalf of the City of Richmond:
By: ______________________________
Shasa Curl, City Manager
Dated: July ___, 2023
895
Approved as to Form:
RAINS LUCIA STERN ST. PHALLE &
SILVER, PC
By: ______________________________
Zachery A. Lopes
Attorney for Richmond POA
Approved as to Form:
CITY OF RICHMOND
By: ______________________________
Alan Cohen, Senior Assistant City
Attorney
896
July 11, 2023
Information Technology
DATE: July 11, 2023
TO: Mayor Martinez and Members of the City Council
FROM: Sue Hartman, Director of Information Technology
Subject: Contract with David Carroll and Associates for IT/KCRT Audio-Video Update of the City Council Chambers
FINANCIAL IMPACT: Funds are available in the Information Technology Department utilizing account 01261017-400207
PREVIOUS COUNCIL
ACTION:
N/A
STATEMENT OF THE
ISSUE:
The City Council Chambers requires updated equipment
to improve audio and video, including a service package which will allow for hybrid and in-person meetings,
streaming, and higher definition video when
broadcasting.
RECOMMENDED ACTION: APPROVE the purchase and installation of communications equipment and the provision of services
from David Carroll and Associates for the period of time commencing July 12, 2023, through June 30, 2024, in an
amount not to exceed $450,000 - Information Technology
Department (Sue Hartman 510-620-6874).
DISCUSSION:
The City of Richmond requires updated equipment to replace the aging legacy City Council Chambers equipment. This includes all broadcast equipment, (i.e., audio video equipment, cameras, microphones, televisions, and Councilmember monitors). The City AGENDA
REPORT
897
July 11, 2023
is looking for a modern, best practice system that will be sustainable and easy to operate. Redundancy, vendor maintenance, training, and on-call services are needed.
In May 2023, the City issued a request for proposal (RFP) for an audio video technology modernization project for the City Council Chambers (Attachment 1). 784 potential vendors were notified about the project. Thirty-two registered vendors downloaded the RFP (Attachment 2). On May 30, 2023, thirteen vendors attended the mandatory prebid in-person meeting. A team of five City staff reviewed the responding vendor solutions. A total of four bid responses were received of which Richmond vendor David Carroll and Associates was selected (Attachment 3).
David Carroll and Associates is a long-term Richmond business with more than 40 years of experience. David Carroll and Associates bid was the most responsive and can meet the deadlines for implementation. Their references proved that their customers are long-term satisfied customers.
The City of Richmond needs to update the aging legacy audio video equipment to improve the broadcast and functionality of in-person and hybrid public meetings. The equipment and services in the proposed contract with David Carroll and Associates include installation, testing, and training. Staff recommends that the City Council approve the contract with David Carroll and Associates (Attachment 4).
DOCUMENTS ATTACHED:
Attachment 1 – Request for Proposal
Attachment 2 – BidsOnline Summary
Attachment 3 – Rating Matrix
Attachment 4 – Contract
898
Notice Inviting Bids
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms
Release Date: May 15, 2023
Mandatory Pre-Bid Meeting: May 30, 2023
Deadline for Submittal of Questions: June 13, 2023
Deadline for Submittal of Proposal: June 27, 2023
899
PROJECT BACKGROUND / DESCRIPTION Of WORK
The City of Richmond Information Technology Department is seeking bids from qualified professionals to remove and replace legacy audio and video equipment in the City Council Chambers with updated high-definition audio and video equipment capable of cable broadcast and high-definition video streaming capabilities including live broadcast of video conferencing (i.e., Zoom, Microsoft Teams, etc.) in addition to enhancing conference rooms with in-person and video conferencing functionality.
The respondent must have similar experience performing similar projects with other companies, preferably a local municipality with broadcasting capabilities.
MINIMUM REQUIREMENTS
1. Contractor must have completed three (3) similar projects size within the past five (5 years) installing and optimizing audio and video equipment for high-definition broadcast quality.
2. Department of Industrial Relations (DIR) Compliance. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations (DIR). In bidding on this work, it shall be the Bidder’s sole responsibility to evaluate and include the cost of complying with all labor compliance requirements under this contract and applicable law in its bid. Registration with the Department of Industrial Relations. Pursuant to Labor Code Pursuant to Labor Code sections 1725.5, 1771.1, and SB 854, Public Works Contractor Registration Program, all contractors and subcontractors who bid or work on Public Works projects must be registered with, and pay an annual fee to, the State Department of Industrial Relations (DIR), subject to the limited exceptions set forth in Labor Code Section 1771.1(a) (regarding the submission of a bid as authorized by Business & Professions Code Section 7029.1 or Public Contract Code Section 10164 or 20103.5), provided that contractors and subcontractors subject to such exceptions shall be registered with the DIR at the time the contract is awarded. No bid will be accepted, except as provided above, nor will any contract be entered, without proof of the contractor’s and subcontractors’ current registration with the Department of Industrial Relations to perform public work. If awarded a contract, the Bidder, and its subcontractor, of any tier, shall maintain active registration with the Department of Industrial Relations for the duration of the Project.
GENERAL SCOPE OF WORK
The following is a summary of the work to be done for this project. It is not intended to be an all-inclusive description of the work to be performed.
Contractor is expected to be proficient and experts at performing the following services:
• Remove and replace existing audio equipment (including microphones, speakers, digital signal processors, audio control panels, etc.) with new state of the art audio equipment.
• Remove and replace existing video equipment and replace it with new state of the art high-definition broadcast quality (i.e., YouTube streaming, Video Conference Meetings, Cable Broadcast).
900
COST INFORMATION
The anticipated budgeted amount for this project is $200,000.00.
Proposal must include detail cost information including but not limited to:
• Parts
• Labor
• Sales Tax
• Shipping/Handling
• Warranty information/extended warranty options
• Maintenance options
• Optional
SITE VISIT
All bidders must participate in a mandatory pre-bid meeting. The mandatory pre-bid meeting will be Tuesday, May 30, 2023, 1100 hours that is expected to last one hour. All bidders will meet at the front lobby of City Hall located at 450 Civic Center Plaza, Richmond CA 94804 and will be required to sign in. The pre-bid meeting is to give all prospectus bidders the ability to tour the council chamber and have a visual understanding of the equipment to be replaced and possible placement of proposed equipment. Bids received from bidders that did not participate in the mandatory pre-bid meeting will not be considered and will be deemed “did not meet minimum qualifications.”
SUBMISSION OF PROPOSALS
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. 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 ebid 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 5:00 p.m., local time, on June 27, 2023.
The City of Richmond reserves the right to waive inconsequential irregularities. 901
COMPLETE PROPOSALS SHALL, AT A MINIMUM, CONSIST OF THE FOLLOWING:
A. Letter of Intent
i. Include an introductory letter expressing interest in the project. The letter should include the name of the firm, contact person, email address, mailing address, telephone number and must be signed by a person authorized to bind the firm.
B. The City will use email exclusively for information requests and RFP changes. NOTE: the exception to email is to request an RFP C. Proposal Introduction, Background, and Objectives Statement D. Qualifications and Experience
i. Principal Individuals and Firm
ii. Any Sub-consultants
iii. Comparable Projects. Provide project descriptions for up to five recent projects similar in nature and size to the proposed project, including the type of entity, start and completion dates, and measures used to indicate quality and successful project completion.
iv. Provide client reference names and phone numbers. Provide any background information on the firm's size, capability, and location that may be beneficial.
E. Cost Proposal.
i. Provide a cost proposal to perform the scope of Work. Include estimated person- hours, labor costs, and expenses for each task listed in the scope of Work. The proposed costs should include any applicable travel and/or other expenses. Travel costs must be included in the cost proposal. Travel costs will only be paid through reimbursements.
ii. Clearly describe any deviation from the listed scope of Work that would significantly affect costs. Separate the cost of any proposed optional services from the cost of services requested. The format for the cost proposal is to be selected by the consultant.
iii. Include a listing of hourly rates for all employee classifications anticipated to work on the project, as well as rates for non-labor direct expenses. Include similar information for any major sub-consultants. The listed rates will be used in the preparation of any future change orders.
F. Completely address each item in Project Objectives – Scope of Work. Provide a statement of the services to be provided, including a detailed explanation of how the services are provided and managed. Indicate how important each service is to successful project completion. Identify the expected involvement by City staff for each major activity in the project. A project schedule should be included in this Section.
G. Three professional references. These references should be current customers of the prospective firm with at least four years of ongoing professional relationships.
H. Supplemental Attachments listed below.
I. Bidder's Checklist.
902
EXCEPTIONS TO BID OR BID DOCUMENTS
The proposer shall state whether it takes exception(s) to this bid, including but not limited to the City of Richmond’s Construction Agreement. If the proposer does take exception(s) to any portion of the bid or Agreement, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to the Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the Agreement for another contract will not be granted. Failure to make exceptions to the bid or Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
EVALUATION CRITERIA
The City intends to review all proposals received that meet the minimum qualifications and will award the project to the Respondent that scores the highest from the evaluation criteria below. If the evaluation committed requires further information, the Evaluation Committee may invite (either in person or audio/video conference) the Respondent for further clarification, proof of concept or demonstration. • Vendor Background – 25% This category will evaluate (but not limit to) the Respondents experience, qualifications, years in business, response to proposal, stability of company, customer satisfaction, project approach, etc.
• Scope of Work 50%, The category will evaluate (but not limited to) the Respondent methodology, proposal, scope of services, required outcome in timely manner, equipment used, installation method.
• Total Cost of Ownership – 25% The evaluation committee will review the cost proposal for the best equipment and total cost of ownership.
Selection may be made without further discussion, negotiations, or presentations.
Respondents are encouraged to submit the most favorable terms in response to this RFP.
Respondents must demonstrate an understanding of the scope of work to be provided and demonstrate the ability to accomplish the work set forth.
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.
STATEMENT OF IMPARTIALITY AND DISCLOSURE
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 conflict with City of Richmond’s interests. Additionally, the 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.
903
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
Please do not contact staff directly regarding this Proposal as it will not be answered. All questions must be submitted via the electronic Bids Online system on the Q&A tab by 5:00pm PST, on June 13, 2023. If the City finds it necessary to issue an addendum, prospective Offerors will receive e-mail notification of addendum. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/ bids for any possible Addenda to the bid that may have been posted.
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 BID. Any party attempting to influence or circumvent the BID, bid submittal, and review process may have their proposal rejected for violating this provision of the BID.
Interested parties may download copies of the above-mentioned proposal by visiting the City's web site, to download BID, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the BID.
The City of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This bid 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 bid, or to procure our contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the decline. 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 respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this BID.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposal.
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. 904
Public Records
All proposals submitted in response to this BID 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.
Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in BID 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.
Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.
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.
Collusion
By submitting a proposal, each respondent 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 respondent 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 respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
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 Respondent in the 905
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.
PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals shall be reviewed to verify that the Respondent has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or make unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration.
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.
Selection may be made without further discussion, negotiations, or Offeror’s presentations; therefore, Offeror shall offer the most favorable terms in response to this BID. The offeror must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’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.
Award
After the committee has completed the evaluation process, City of Richmond Information Technology Staff will work with the Contractor to complete the administrative paperwork. 906
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
907
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
908
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
909
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
910
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
911
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
912
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
913
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
914
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
915
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
916
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
917
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
918
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
919
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
920
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
921
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
922
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
923
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
924
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
925
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
926
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
927
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
928
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
929
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
930
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
931
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
932
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
933
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
934
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
935
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
936
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
937
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
938
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
939
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
940
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
941
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
942
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
943
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
944
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
945
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
946
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
947
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
948
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
949
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
950
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
951
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
952
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
953
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
954
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
955
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
956
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
957
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
958
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
959
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
960
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
961
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
962
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
963
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
964
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
965
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
966
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
967
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
968
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
969
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
970
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
971
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
972
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
973
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
974
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
975
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
976
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
977
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
978
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
979
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
980
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
981
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
982
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
983
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
984
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
985
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
986
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
987
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
988
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
989
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
990
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
991
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
992
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
993
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
994
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
995
City of Richmond
Audio/Video Equipment Modernization for City Council Chambers and Conference Rooms, bidding on 06/27/2023 5:00 PM (PDT)
Printed 05/22/2023
PlanetBids, Inc.
996
997
CITY OF RICHMOND
STANDARD CONTRACT
Department: Project Manager:
Project Manager E-mail: Project Manager Phone No:
PR No: Vendor No: P.O./Contract No:
Description of Services:
The parties to this STANDARD CONTRACT do mutually agree and promise as follows:
1. Parties. The parties to this Contract are the City of Richmond (herein referred to as the “City”) and the following named Contractor:
Company Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No: / Expiration Date:
A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:] ,
[ ] other [specify:]
2. Term. The effective date of this Contract is and it
terminates unless terminated as provided herein.
3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $ . City shall not pay for services that exceed
the Contract Payment Limit unless a contract amendment has been approved by the City Council or City Manager.
4. Contractor’s Obligations. Contractor shall provide those services and carry out that work described in the Service Plan (Exhibit A) which is attached hereto and is incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
5. City's Obligations. City shall make to the Contractor those payments described in the Payment Provisions (Exhibit B) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
998
6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C) which are attached hereto and are incorporated herein by reference.
7. General Conditions. This Contract is subject to the General Conditions (Exhibit D) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein. (Note:
other than Public Works contracts, the City will agree to Special Conditions only in unusual circumstances.)
9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F) which are attached hereto and are incorporated herein by reference.
10. Signatures. These signatures attest the parties' Contract hereto:
CITY OF RICHMOND CONTRACTOR:
a municipal corporation
By:
(* The Corporation Chairperson of the Board,
President or Vice President should sign below)
Title: By:
I hereby certify that this Contract Title:
has been approved by City Council.
Date Signed:
By:
City Clerk
(* The Corporation Chief Financial Officer,
Secretary or Assistant Secretary should sign below)
Approved as to form:
By:
By: Title:
City Attorney
Date Signed:
(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a corporation
or nonprofit organization, this Contract (1) must
be signed by (a) the Chairperson of the Board,
President or Vice-President and (b) the
Secretary any Assistant Secretary, the Chief
Financial Officer or any Assistant Treasurer.
LIST OF ATTACHMENTS:
Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Standard Contract/EJ/TE 9-26-07
999
For the Contract between the City of
Richmond and
EXHIBIT A
SERVICE PLAN
Contractor shall, to the satisfaction of the Information Technology Dept , perform the following services and be compensated as outlined below:
1000
Date:
No.: 8929
6/29/2023
Quote David Carroll Associates, Inc.
Phone: (510) 235-1256
Fax: (510) 235-5636
1569 Solano Ave, PMB 186
Berkeley, CA 94707
Prepared for: Prepared by: David P. Carroll
Sue Hartman (510) 620-6874 Account No.: 2095
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Quantity Item ID Description UOM Sell Total
Council Chambers AV Modernization Master Equipment Schedule
COUNCIL CHAMBER DAIS
Bosch Dicentis Council Chambers Voting System with video/ touchscreens9 Voting/Video devices + spare. 10 non-Voting (no video) microphone/speaker devices + spare Dais Confidence Monitors
Decimator/MD-LX 3G SDI to/from HDMI Bi-Directional EA
Converter
2 $100.00 $200.00
15 Dais Desktop video monitors: 9-Dais, 2-Clerk, 2-Attorneys, 2-Staff Dell/S2421HS Full HD 1920 x 1080, 24-Inch 1080p EA
LED 75Hz, Desktop Monitor
15 $194.27 $2,914.05
StarTech/ARMPIVOT EA
B2
Desk Mount Monitor Arm - VESA
Display up to 14kg -Articulating Height
Adjustable Singl Desktop Monitor Pole
Mount Clamp/Grommet - Silver
15 $148.24 $2,223.60
Decimator/MD-LX 3G SDI to/from HDMI Bi-Directional EA
Converter
15 $100.00 $1,500.00
Marshall EA
Electronics/VDA-108-
3GS
1 x 8 3G/HD/SD-SDI Reclocking
Distribution Amplifier
2 $154.33 $308.66
COUNCIL CHAMBERS CAMERAS
6 Cameras 2 rear room, 2 mid-room, 2 above Dais
Panasonic/AW-UE40 EA
WPJ
6 4K PTZ camera 30P w/ HDMI, White $2,643.43 $15,860.58 Newtek/PPTZUCC NDI|HX Upgrade for Panasonic EA
Cameras
6 $299.00 $1,794.00
CONTROL ROOM
Switcher, Audio Mixer, Streaming, and Recording System
1 NewTek/TC410P TriCaster TC410 Plus System EA $10,495.00 $10,495.00 NewTek/TC1SP TriCaster TC1SP (14-Button Control EA
Panel)
1 $7,295.00 $7,295.00
NewTek/NRSD Remote Storage SNS 4-Bay EA
Desktop/24TB with 2x1 GBE Ports
Included
1 $8,495.00 $8,495.00
NewTek/Commissioni EA
ng
1 Product Commissioning $1,095.00 $1,095.00
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Date: 6/29/2023
No.: 8929
Quote
Quantity Item ID Description UOM Sell Total
NewTek/University EA
Classe
2 Newtek Operator classe $600.00 $1,200.00
NewTek/NPSUBA Premium Access Subscription 1 Year EA
(includes LiveGraphics , LivePanel ,
NDI KVM, Advanced Audio, Virtual
PTZ, and access to special LiveSet
content)
1 $2,299.00 $2,299.00
1 NewTek/PTUTC410P ProTek Ultra for TriCaster 410 Plus EA $1,245.00 $1,245.00 Panasonic/TH-65CQE EA
1WA
65" 4K UHD 400cd/m2 LED LCD
Display
2 $1,144.21 $2,288.42
2 Chief/LTM1U Micro-Adjust Tilt Wall mount, Large EA $160.00 $320.00 283.2
Audio - Mixer, Amp and Speakers, Assisted Listening
QSC/MP-A80V 1600W FlexAmp technology Hi-Z / EA
Lo-Z amplifier, 8 x 200W into 4, 8,
70V and 100V, Highpass filter per
channel, GPIO for Remote Standby
and Amp Statu
1 $2,243.75 $2,243.75
Allen & EA
Heath/AH-WZ414:4:
2 10 Mic Line + 2 stereo rack mount
mixer, 6 aux sends, 4 band EQ with
dual swept mids, 4 Subgroups, rack
mount
1 $1,855.66 $1,855.66
Wizard
Genelec/4010AM 3" 2-Way 50W Powered Installation EA
Speaker
2 $346.29 $692.58
2 KRK/KRKSTDX68W1 Wallmount Speaker Bracket EA $80.46 $160.92 Sennheiser/EW 100 EA
G4-835-S-A1
Wireless vocal set. Includes (1) SKM
100 G4-S handheld microphone with
mute switch, (1) e 835 mic capsule
(cardioid, dynamic), (1) EM 100 G4
rackmount
4 $616.11 $2,464.44
Sennheiser/G4OMNIK EA
IT4
G4 EW-D ASA Active Antenna Splitter
Bundle 3 Kit
1 $1,142.80 $1,142.80
Antenna Distro System
Williams AV/WF EA
SYS2C
Wi-Fi assistive listening system with 6
WAV Pro Wi-Fi
Receivers.
1 $2,940.46 $2,940.46
AV Data Network PC (Zoom) and Switches
Geek+/NUC11PAHi7 EA
16GB+512GB
Panther Canyon Mini PC, i7-1165G7,
16GB RAM, 512GB SSD, WIN10OPRO,
upport 8K/WiFi 6/4K Quad
Display/Bluetooth 5/Thunderbolt 3
2 $739.43 $1,478.86
Netgear/GSM4328PB EA
-100NES
2 24 port 1G POE+ Managed Switch $2,251.43 $4,502.86
NETGEAR/AXC761-1 EA
0000S
PROSAFE SFP+DIRECT ATTACH
CABLE F/XSM7224
1 $27.92 $27.92
Control System
TV EA
One/1T-CL-322-US
North American 16 button 2-gang
wall mounted control panel. Supports
Ethernet and relay outputs, stores up
to 128 commands, recalls up to 16
commands
1 $605.00 $605.00
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Date: 6/29/2023
No.: 8929
Quote
Quantity Item ID Description UOM Sell Total
Global Cache/IP2SL-P iTach TCP/IP to Serial (RS232) With EA Power Over Ethernet
12 $169.14 $2,029.68
Netgear/GS516PP-10 EA
0NAS
16-Port Gigabit PoE+ Unmanaged
Switch
1 $311.59 $311.59
Rack Power
APC/SMTL3KRM2UCL EA
NC
UPS - 3kVA, Lithium-ion, Rackmount
2U, 120V
1 $5,114.29 $5,114.29
APC/AP7532 Rack PDU, Basic, Zero U, 30A, 120V, EA
(24) 5-20
2 $547.43 $1,094.86
Control Room Workstation
1 Omnirax/CS7FH-2X3 Contour Series - 7' wide workstation EA $2,205.00 $2,205.00 Omnirax/KMSCS7 Adjustable Keyboard/Mouse Shelf for EA
CS7
1 $202.50 $202.50
Presentation Video Feed from Council Chamber Staff/Clerk positions Magewell/Pro EA
Convert HDMI Plus
NDI encoder of one HDMI input with
HDMI loop-through output
6 $677.50 $4,065.00
6 KanexPro/HAECOAX4 4K HDMI 2.0 Audio Embedder EA $105.06 $630.36
COUNCIL CHAMBERS PUBLIC & STAFF VIDEO MONITORING
9 Displays with SDI-HDMI converters
6 in-room public displays, 2 side meeting rooms, 1 lobby Panasonic/TH-65CQE EA
1WA
65" 4K UHD 400cd/m2 LED LCD
Display
9 $1,134.86 $10,213.74
9 Chief/MTM1U Micro-Adjust Tilt Wall mount, Medium EA $160.00 $1,440.00 181.6
1.00 Allowance Projector Replacement ROM EA $3,500.00 $3,500.00 Allowance Projection Screen Roller/Fabric/Motor EA
Replacement ROM
1.00 $2,000.00 $2,000.00
Decimator/MD-LX 3G SDI to/from HDMI Bi-Directional EA
Converter
10 $100.00 $1,000.00
Decimator/PWR-5V_ EA
USB
PWR-5V-USB USB 5V Power Pack for
MD-LX
10 $40.00 $400.00
Lumantek/ez-Distribu EA
tor
1:12 HD–SDI Video Distribution
Amplifier
2 $878.90 $1,757.80
Ceiling Speaker Replacement for Public Areas
QSC/AC-C8T 8" Two-way ceiling speaker, 70/100V EA
transformer with 8O bypass, 90°
conical coverage, includes C-ring and
rails for blind mount installation. Priced
i
30 $157.14 $4,714.20
Priced individually but must be purchased in pairs
Subtotal Master Equipment Schedule $162,370.22
Hardware and Materials: Cables, Wire, Connectors, fasteners, etc.
Belden/2413 EA
007A1000
*PPM P4 CAT6+ DataTwist 2400
Series 1000ft; AWG:23; CMP VIOLET
6 $400.00 $2,400.00
Bulk Wire-Category CableCAT 6-Unshielded-Plenum-Violet
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Date: 6/29/2023
No.: 8929
Quote
Quantity Item ID Description UOM Sell Total
Belden/1506A 75 Ohm SDI Coax, RG-59, 20 AWG EA
Solid BC, Foil + 95% TC Braid, PVC
Jkt, CMP, 1000 ft. spool
4 $930.29 $3,721.16
Belden/9451P EA
0101000
*PPM Audio Cable, 1 Pair 22 AWG,
TC, Shielded, CMP, BLK, 1000 ft.
1 $427.43 $427.43
Belden/6200UE *PPM P1 16 AWG 19 strand BC, EA
LS-PVC Insulation and Jacket, CL2P,
1000 ft spool
2 $328.00 $656.00
PLENUM 16 AWG SPKR WIRE
Hardware and EA
Materials
Allowance for hardware and materials
including connectors, fasteners, wire
management, etc.
1.00 $12,000.00 $12,000.00
Subtotal Hardware and Materials $19,204.59
Shipping Estimated inbound freight and EA
delivery, All applicable shipping
charges will be added at time of
invoicing
1.00 $3,500.00 $3,500.00
Professional Services
30.00 Labor:Administration Project Business Administration HR $125.00 $3,750.00 Labor:Project HR
Management
18.00 Project Management $175.00 $3,150.00
Labor:Systems HR
Engineer
Design, Engineering and
Documentation
153.00 $200.00 $30,600.00
40.00 Labor:Programming Systems programming/commissioning HR $195.00 $7,800.00 Labor:Site HR
Supervisor/Superinte
ndent
270.00 Site Supervisor/Superintendent $175.00 $47,250.00 770.00 Labor:Lead Installer Lead Systems Installer HR $125.00 $96,250.00 Subcontract/Specialt EA
y
1.00 Kray Cabling $46,497.85 $46,497.85
Subtotal Professional Services $235,297.85
Your Price: $420,372.66
Sales Tax $16,194.05
SubTotal: $436,566.71
Total: $436,566.71
Prices are firm until 7/29/2023 Terms: Net 30
Prepared by: David P. Carroll, [email protected] Date: 6/29/2023 Date:__________
___________
Accepted by:
Disclaimer
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Date: 6/29/2023
No.: 8929
Quote
*The Disclaimers & Assumptions listed herein are intended to be applicable as needed and appropriate to the nature and scope of this transaction.
Sale Disclaimers -
Product availability is dependent upon manufacturer's stock and/or lead times.
DCA is not responsible for application to purpose unless otherwise agreed upon in writing Drop Shipments – Client must thoroughly inspect, test and verify product integrity within 72 hours of delivery. DCA is not responsible for damage present upon receipt. Any damage discovered must immediately be reported to DCA upon discovery.
Damage claims must be handled directly with shipper/supplier.
DISPLAYS – drop shipment(s) of displays – when driver arrives, customer must inspect and test PRIOR to signing the BOL. Do NOT sign the BOL without proper inspection. Once the BOL is signed, insurance is waived and the sale is final.
Equipment Only Sales – NO professional services are included Project Disclaimers -
Change Orders – Change Order(s) will be issued for any unforeseen site conditions and/or changes in scope of work, which occur during the course of the installation, and must be approved within 24 hours within receipt for work to continue Final Shipping and Taxes will be added at the time of invoicing DCA is not responsible for damage to ceilings, floors, walls, paint, carpet, etc. (DCA expert installers will take great care in executing our work and provide protective measures wherever possible).
Owner Furnished Equipment (OFE) – DCA is not responsible for the received condition of OFE – all OFE is assumed to be in good, functional working order in keeping with product intended use. All OFE will be tested by DCA Engineering to verify application to purpose. Testing fees may apply.
Functional Design – the design as indicated within this proposal/quote shall serve as a definition of functional requirements. DCA shall have the right to make changes to said design in order to provide comparable/appropriate functionality within the budget. DCA may make equipment changes based on product availability and schedule.
Project Site Assumptions -
Access – normal business hours, parking, loading, freight elevator Point of Contact – during onsite work, client shall provide a single point of contact Electrical – Electrical circuits and outlets are assumed to be present and functioning Clean, Dust Free & Safe – it is client responsibility to provide a clean, dust free and safe environment for DCA staff to perform required work
Building Permits – not required
WIFI/Network Connectivity – client to provide network and internet access A secure location to store equipment, tools and/or project related gear within close proximity to project location will be provided by client and must be pre-approved as suitable by DCA
quote-nys.rpt Printed: 6/29/2023 7:04:37AM 1005 Page 5
For the Contract between the City of
Richmond and
EXHIBIT B
PAYMENT PROVISIONS
{PLEASE NOTE THAT THE CITY OF RICHMOND SHALL NOT PAY FOR SERVICES
THAT EXCEED THE CONTRACT PAYMENT LIMIT UNLESS A CONTRACT
AMENDMENT HAS BEEN APPROVED BY THE CITY COUNCIL OR THE CITY MANAGER}
1. Provided Contractor is not in default under this Contract, Contractor shall be compensated as provided below.
2. Any and all payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photo copying, meals and travel etc). Invoices, shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request.
3. Contractor shall submit timely invoices to the following address:
Attention: City of Richmond, Finance Department - Accounts Payable Project Manager: Department:
PO Box 4046
Richmond, CA 94804-0046
4. All invoices that are submitted by Contractor shall be subject to the approval of the City’s Project Manager, before payments shall be authorized.
5. The City will pay invoice(s) within 45 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.
6. A Richmond business license shall be obtained before any payment under this Contract shall be authorized and the business license must be kept current during the term of this Contract for payments to continue to be authorized.
7. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract shall be executed by the City. The insurance coverage must be kept current during the term of this Contract for payments to continue to be authorized. 1006
For the Contract between the City of
Richmond and
EXHIBIT C
AUTHORIZED REPRESENTATIVES AND NOTICES
1. Notices. All notices, demands, statements, or communications provided for by this Contract shall be in writing and may be delivered by deposit in the United States mail, postage prepaid. Notices to the City shall be addressed to the Department Head and (as delineated below in section 1.1) to the project manager responsible for the administration of or the supervision of the scope of work under this Contract. Notices to the Contractor shall be addressed to the party designated by Contractor (as delineated below in section 1.2). Notice shall be deemed delivered (a) upon personal delivery; (b) as of the fifth business day after mailing by United States certified mail, postage prepaid, addressed to the proper party; or (c) as of 12:00 p.m. on the second business day immediately after the day it is deposited with and accepted by Federal Express, or a similar overnight courier service, addressed to the proper party and marked for next business day morning delivery. For the purposes of this Contract, a "business day" means any day Monday through Friday that is not a holiday recognized by the federal government or the State of California.
1. 1 CITY hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:
City of Richmond
Richmond, CA 94804-0046
1. 2 CONTRACTOR hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:
1007
General Conditions/EJ/TE 01-19-11 1 of 13
EXHIBIT D
GENERAL CONDITIONS
1. Independent Contractor. Contractor acknowledges, represents and warrants that Contractor is not a regular or temporary employee, joint venturer or partner of the City, but rather an independent Contractor. This Contract shall not be construed to create an agency, servant, employee, partnership, or joint venture relationship. As an independent Contractor, Contractor shall have no authority to bind City to any obligation or to act as City's agent except as expressly provided herein. Due to the independent Contractor relationship created by this Contract, City shall not withhold state or federal income taxes, the reporting of which shall be Contractor's sole responsibility.
2. Brokers. Contractor acknowledges, represents and warrants that Contractor has not hired, retained or agreed to pay any entity or person any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Contract.
3. City Property. The rights to applicable plans, drawings, reports, calculations, data, specifications, videos, graphics or other materials prepared for or obtained pursuant to this Contract, which, upon request, are to be delivered to City within a reasonable time, shall be deemed assigned to City. If applicable, Contractor shall prepare check prints upon request. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 15 below, indemnify, defend and hold harmless City from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data.
4. Patents, Trademarks, Copyrights and Rights in Data. Contractor shall not publish or transfer any materials, discoveries, developments, concepts, designs, ideas, know how, improvements, inventions and/or original works of authorship resulting from activities supported by this Contract without the express prior written consent of the City Manager. If anything resulting from activities supported by this Contract is patentable, trademarkable, copyrightable or otherwise legally protectable, City reserves the exclusive right to seek such intellectual property rights. Notwithstanding the foregoing, Contractor may, after receiving City's prior written consent, seek patent, trademark, copyright or other intellectual property rights on anything resulting from activities supported by this Contract. However, City reserves, and Contractor irrevocably grants, a nonexclusive, fully paid-up, royalty-free, assumable, perpetual, worldwide license, with the right to transfer, sublicense, practice and exploit said license and the right to make, have made, copy, modify, make derivative works of, use, sell, 1008
General Conditions/EJ/TE 01-19-11 2 of 13
import, and otherwise distribute under all applicable intellectual properties without restriction of any kind said license.
Contractor further agrees to assist City, at City's expense, in every proper way to secure the City’s rights in any patents, trademarks, copyrights or other intellectual property rights relating thereto, including the disclosure to City of all pertinent information and data with respect thereto. Contractor shall also assist City in the execution of all applications, specifications, oaths, assignments, recordations, and all other instruments which City shall deem necessary in order to apply for, obtain, maintain and transfer such rights, or if not transferable, to waive such rights. Contractor shall further assist City in the execution of all applications, specifications, oaths, assignments, recordations and all other instruments which City shall deem necessary in order to assign and convey to City, and any assigns and nominees the sole and exclusive right, title and interest in and to any patents, trademarks, copyrights or other intellectual property rights relating thereto. Contractor further agrees that its obligation to execute or cause to be executed, when it is in Contractor's power to do so, any such instruments or papers shall continue during and at all times after the end of Contractor's services and until the expiration of the last such intellectual property right. Contractor hereby irrevocably designates and appoints City, and its duly authorized officers, agents and servants, as its agent and attorney-in-fact, to act for and in its behalf and stead to execute and file any such applications and to do all other lawfully permitted acts to further the application for, prosecution, issuance, maintenance or transfer of letters of patents, copyright and other registrations. This power of attorney is coupled with an interest and shall not be affected by Contractor's subsequent incapacity.
5. Inspection. Contractor's performance, place of business and records pertaining to this Contract are subject to monitoring, inspection, review and audit by authorized representatives of the CITY, the State of California, and the United States Government.
If the project or services set forth in Exhibit A shall be performed on City or other public property, City shall have the right to inspect such work without notice. If such project or services shall not be performed on City or other public property, City shall have the right to inspect such work upon reasonable notice.
6. Services. The project or services set forth in Exhibit A shall be performed to the full satisfaction and approval of City. In the event that the project or services set forth in Exhibit A are also itemized by price, City, in its sole discretion, may, upon notice to Contractor, delete certain items or services set forth in Exhibit A, in which case there shall be a corresponding reduction in the amount of compensation paid to Contractor. 1009
General Conditions/EJ/TE 01-19-11 3 of 13
Contractor shall, at its own cost and expense, furnish all facilities and equipment necessary for Contractor to complete the project or perform the services required herein, unless otherwise provided in Exhibit A.
7. Records. Contractor shall keep and make available for inspection and copying by authorized representatives of the City, the State of California, and the United States Government, the Contractor's regular business records and such additional records pertaining to this Contract as may be required by the City.
Contractor shall retain all documents pertaining to this Contract for a period of five (5) years after this Contract's termination (or for any further period that is required by law) and until all Federal or State audits are complete and exceptions resolved for this contract's funding period. Upon request, CONTRACTOR shall make these records available to authorized representatives of the CITY, the State of California, and the United States Government.
Contractor shall keep full and detailed accounts, maintain records, and exercise such controls as may be necessary for proper financial management under this Contract. The Contractor’s accounting and control systems shall be satisfactory to City. Contractor's accounting systems shall conform to generally accepted accounting principles and all records shall provide a breakdown of total costs charged under this Contract, including properly executed payrolls, time records, utility bills, invoices and vouchers. The City shall be afforded prompt access to Contractor's records, books, and Contractor shall preserve such project records for a period of at least five (5 years after the termination of this Contract , or for such longer period as may be required by law.
Contractor shall permit City and its authorized representatives and accountants to inspect, examine and copy Contractor's books, records, accounts, correspondence, instructions, drawings, receipts, subcontracts, purchase orders, vouchers, memoranda and other data relating to the project or services set forth in Exhibit A, and any and all data relevant to this Contract at any reasonable time for the purpose of auditing and verifying statements, invoices, or bills submitted by Contractor pursuant to this Contract and shall provide such assistance as may be reasonably required in the course of such inspection. Contractor shall also allow City access to the record keeping and accounting personnel of Contractor.
City further reserves the right to examine and re-examine said books, records, accounts, and data during the five (5 year period following the termination of this Contract; and Contractor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatever for five (5 years after the termination of this Contract. 1010
General Conditions/EJ/TE 01-19-11 4 of 13
Pursuant to California Government Code § 10527, the parties to this Contract shall be subject to the examination and audit of representatives of the Auditor General of the State of California for a period of three (3) years after final payment under this Contract. The examination and audit shall be confined to those matters connected with the performance of this Contract including, but not limited to, the cost of administering this Contract.
8. Changes and Extra Work. All changes and/or extra work under this Contract shall be performed and paid for in accordance with the following:
Only the City Council or the City Manager may authorize extra and/or changed work. Contractor expressly recognizes that other City personnel are without authorization to either order extra and/or changed work or waive contract requirements. Failure of Contractor to secure the authorization for such extra and/or changed work shall constitute a waiver of any and all right to adjustment in contract price due to such unauthorized work and Contractor thereafter shall be entitled to no compensation whatsoever for performance of such extra and/or changed work.
If Contractor is of the opinion that any work which Contractor has been directed to perform is beyond the scope of this Contract and constitutes extra work, Contractor shall promptly notify City of the fact. The City shall make a determination as to whether or not such work is, in fact, beyond the scope of this Contract and constitutes extra work. In the event that City determines that such work does constitute extra work, City shall provide extra compensation to Contractor on a fair and equitable basis. A change order or Contract Amendment providing for such compensation for extra work shall be negotiated between City and Contractor and executed by Contractor and the appropriate City official.
In the event City determines that such work does not constitute extra work, Contractor shall not be paid extra compensation above that provided herein and if such determination is made by City staff, said determination may be appealed to the City Council; provided, however, a written appeal must be submitted to the City Manager within five (5) days after the staff's determination is sent to Contractor. Said written appeal shall include a description of each and every ground upon which Contractor challenges the staff's determination.
9. Additional Assistance. If this Contract requires Contractor to prepare plans and specifications, Contractor shall provide assistance as necessary to resolve any questions regarding such plans and specifications that may arise during the period of advertising for bids, and Contractor shall issue 1011
General Conditions/EJ/TE 01-19-11 5 of 13
any necessary addenda to the plans and specifications as requested. In the event Contractor is of the opinion that City's requests for addenda and assistance is outside the scope of normal services, the parties shall proceed in accordance with the changes and extra work provisions of Section 8 of these General Conditions.
10. Professional Ability. Contractor acknowledges, represents and warrants that Contractor and its employees are skilled and able to competently provide the services hereunder, and possess all professional licenses, certifications, and approvals necessary to engage in their occupations.
City has relied upon the professional ability and training of Contractor as a material inducement to enter into this Contract. Contractor shall perform in accordance with generally accepted professional practices and standards of Contractor's profession. In the event that City, in its sole discretion, desires the removal of any person employed or retained by Contractor to perform services hereunder, such person shall be removed immediately upon receiving notice from City.
11. Business License. Contractor shall obtain a Richmond Business License before performing any services required under this Contract. The failure to so obtain such license shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.
12. Termination Without Default. Notwithstanding any provision herein to the contrary, City may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder, immediately upon written notice to Contractor. Contractor may terminate this Contract at any time in its sole and absolute discretion and without cause upon 30 days' written notice to City. In the event of termination by either party, Contractor shall be compensated for: (1) all authorized work satisfactorily performed prior to the effective date of termination; (2) necessary materials or services of others ordered by Contractor for this Contract, prior to receipt of notice of termination, irrespective of whether such materials or services of others have actually been delivered, provided that Contractor is not able to cancel such orders. Compensation for Contractor in such event shall be determined by City in accordance with the percentage of the project or services completed by Contractor; and all of Contractor's finished or unfinished work product through the time of the City's last payment shall be transferred and assigned to City. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
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General Conditions/EJ/TE 01-19-11 6 of 13
13. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Section 12 of these General Conditions; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
14. Conflict of Interest. Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.
15. Indemnification.
(a) If this Contract is a contract for design professional services subject to California Civil Code Section 2782.8(a) and Contractor is a design professional, as defined in California Civil Code Section 2782.8(b)(2), Contractor shall hold harmless, defend and indemnify the City, its officers, agents, employees, and volunteers from and against any and all claims, damages, losses, and expenses including attorneys’ fees arising out of, or pertaining to, or relating to the negligence, recklessness, or willful misconduct of the Contractor, except where caused by the active negligence, sole negligence, or willful misconduct of the City. To the fullest extent permitted by law, Contractor shall immediately defend and indemnify the City and its officers, agents, employees, and volunteers from and against any and all liabilities, regardless of nature or type, that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor, or its employees, agents, or subcontractors.
Liabilities subject to the duties to defend and indemnify include, without limitation, any and all claims, losses, damages, penalties, fines, and judgments; associated investigation and administrative expenses; defense costs, including but not limited to reasonable attorneys’ fees; court costs; and costs of alternative dispute resolution. Contractor’s obligation to 1013
General Conditions/EJ/TE 01-19-11 7 of 13
indemnify applies unless it is finally adjudicated that the liability was caused by the sole active negligence or sole willful misconduct of an indemnified party.
(b) If this Contract is not a contract for design professional services subject to California Civil Code Section 2782.8(a) or Contractor is not a design professional as defined in California Civil Code Section 2782.8(b)(2), Contractor shall indemnify, defend, and hold harmless the City, its officers, agents, employees and volunteers from any and all claims, suits, or actions of every name, kind and description, brought forth on account of injuries to or death of any person or damage to property arising from or connected with the willful misconduct, negligent acts, errors or omissions, ultra-hazardous activities, activities giving rise to strict liability, or defects in design by Contractor or any person directly or indirectly employed by, or acting as, the agent for Contractor in the performance of this Contract, including the concurrent or successive passive negligence of the City, its officers, agents, employees or volunteers.
(c) It is understood that the duty of Contractor to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Contractor shall be obligated to defend, in all legal, equitable, administrative, or special proceedings, with counsel approved by the City, the City and its officers, agents, employees, and volunteers, immediately upon tender to Contractor of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination that persons other than Contractor are responsible for the claim does not relieve Contractor from its separate and distinct obligation to defend under this Section 15. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes an obligation to provide independent counsel if Contractor asserts that liability is caused in whole, or in part, by the negligence or willful misconduct of an indemnified party. (d) The review, acceptance or approval of the Contractor’s work or work product by any indemnified party shall not affect, relieve or reduce the Contractor’s indemnification or defense obligations. This Section 15 survives completion of the services or the termination of this Contract.
The provisions of this Section 15 are not limited by, and do not affect, the provisions of this Contract relating to insurance.
(e) Acceptance of insurance certificates and endorsements required under this Contract does not relieve Contractor from liability under this Section
15. This Section 15 shall apply whether or not such insurance policies are determined to be applicable to any such damages or claims for damages.
16. Safety. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor shall perform all work hereunder in full compliance with applicable local, state and federal safety requirements including but not limited to Occupational Safety and Health Administration requirements, and shall assume sole and complete 1014
General Conditions/EJ/TE 01-19-11 8 of 13
responsibility for the safety of Contractor's employees and any subContractor's employees. If a death, serious personal injury or substantial property damage occurs in connection with the performance of this Contract, Contractor shall immediately notify the City by telephone.
17. Insurance. Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.
18. Non-Liability of Officials and Employees of the City. No official or employee of the City shall be personally liable for any default or liability under this Contract.
19. Compliance with Laws. Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals, with respect to this Contract, including without limitation environmental laws, employment discrimination laws and prevailing wage laws. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50, 2.52, 2.56, and 2.60, if applicable.
Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor shall promptly provide to City documents and information verifying its compliance with the Living Wage Ordinance. Also as prescribed in § 2.60.070, Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance.
Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or subcontractor under a contract or subcontract with the City for public work or for goods or for services to refrain from discriminatory employment or subcontracting practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential subcontractor.
Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at
http://www.ci.richmond.ca.us/workplacepolicies . Contractor agrees to abide by the terms and conditions of said policies.
20. Limitations upon Subcontracting and Assignment. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated 1015
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under this Contract and shall not assign this Contract, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee.
Contractor acknowledges that the services which Contractor shall provide under this Contract are unique, personal services which, except as otherwise provided herein, Contractor shall not assign or sublet to any other party without the prior written approval of City, which approval may be withheld in City's sole and absolute discretion. In the event that City, in writing, approves any assignment or subletting of this Contract or the retention of subcontractors by Contractor, Contractor shall provide to City upon request copies of each and every subcontract contract prior to the execution thereof by Contractor and subcontractor. Any assignment by Contractor of any or all of its rights under this Contract without first obtaining City's prior written consent shall be a default under this Contract.
The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or joint-venture or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.
21. Integration. This Contract constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes any previous oral or written agreement; provided, however, that correspondence or documents exchanged between Contractor and City may be used to assist in the interpretation of the Exhibits to this Contract.
22. Modifications and Amendments. This Contract may be modified or amended only by a change order or Contract Amendment executed by both parties and approved as to form by the City Attorney.
23. Conflicting Provisions. In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Conditions as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.
24. Non-exclusivity. Notwithstanding any provision herein to the contrary, the services provided by Contractor hereunder shall be non-exclusive, and 1016
General Conditions/EJ/TE 01-19-11 10 of 13
City reserves the right to employ other Contractors in connection with the project.
25. Exhibits. All Exhibits hereto are made a part hereof and incorporated herein by reference; provided, however, that any language in Exhibit A which does not pertain to the project description, proposal, scope of services, or method of compensation (as applicable) , or any corresponding responsibilities of City, shall be deemed extraneous to, and not a part of, this Contract.
26. Force Majeure. Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Contract, riots, civil unrest, acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.
27. Time of the Essence. Time is of the essence of this Contract. Contractor and City agree that any time period set forth in Exhibit A represents their best estimates with respect to completion dates and both Contractor and City acknowledge that departures from the schedule may occur.
Therefore, both Contractor and City will use reasonable efforts to notify one another of changes to the schedule. Contractor shall not be responsible for performance delays caused by others, or delays beyond Contractor's control, and such delays shall extend the times for performance of Contractor's work.
28. Confidentiality. Contractor agrees to comply with, and to require its employees, agents and partners to comply with, all applicable State or Federal statutes or regulations respecting confidentially, including but not limited to, the identity of persons served under this Contract, their records, or services provided them, and assures that:
All applications and records concerning any individual made or kept by Contractor or any public officer or agency in connection with the administration of or relating to services provided under this Contract will be confidential, and will not be open to examination for any purposes not directly connected with the administration of such service.
No person will publish or disclose or permit or cause to be published or disclosed, any list of persons receiving services, except as may be required in the administration of such service.
1017
General Conditions/EJ/TE 01-19-11 11 of 13
29. Third Parties. Nothing herein shall be interpreted as creating any rights or benefits in any third parties. For purposes hereof, transferees or assignees as permitted under this Contract shall not be considered "third parties."
30. Governing Law. This Contract shall be construed in accordance with the law of the State of California without regard to principles of conflicts of law.
This Contract is made in Contra Costa County, California, and any action relating to this Contract shall be instituted and prosecuted in the courts of Contra Costa County, California.
31. Nonrenewal. Contractor understands and agrees that there is no representation, implication, or understanding that the services provided by Contractor under this Contract will be purchased or renewed by the City under a new contract following expiration or termination of this Contract, and waives all rights or claims to notice or hearing respecting any failure by City to continue the purchase of all or any failure to continue purchase of all or any such services from Contractor.
32. Claims. Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.
33. Interpretation. This Contract shall be interpreted as if drafted by both parties.
34. Warranty. In the event that any product shall be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.
35. Severability. In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view 1018
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toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.
36. Authority. City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that he or she is duly authorized to enter into and execute this Contract on behalf of Contractor, and shall be personally liable to City if he or she is not duly authorized to enter into and execute this Contract on behalf of Contractor.
37. Waiver. The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach.
Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payments therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.
38. Possessory Interest. If this Contract results in the Contractor having possession of, claim to or right to the possession of land or improvements, but does not vest ownership of the land or improvements in the same person, or if this Contract results in the placement of taxable improvements on tax exempt land (Revenue and Taxation Code 107), such interest or improvements may represent a possessory interest subject to property tax, and Contractor may be subject to the payment of property taxes levied on such interest.
39. Performance and Final Acceptance.
Contractor represents that it is experienced, qualified, registered, licensed, equipped, organized and financed to perform the services under this Contract.
Contractor shall perform the services under this Contract with that degree of skill and judgment normally exercised by professional firms performing services of a similar nature in the State of California, and shall be responsible for the professional quality, technical accuracy and coordination of the services it performs under this Contract. In addition to the other rights and remedies which City may have, Contractor shall, at its own expense, correct any services which fail to meet the above standard. 1019
General Conditions/EJ/TE 01-19-11 13 of 13
City shall provide Contractor an opportunity to cure errors and omission which may be disclosed during the review of submittals, with no increase in the authorized Contract Payment Limit. Should Contractor fail to make necessary corrections in a timely manner, such corrections shall be made by the City and the cost thereof shall be charged to Contractor.
If warranted, City shall determine, and Contractor may request such determination, that Contractor has satisfactorily completed performance of this Contract. Upon such determination, City shall issue to Contractor a written Notice of Final Acceptance, after which Contractor shall not incur further costs under this Contract. Contractor shall respond to such Notice of Final Acceptance by executing and submitting to City a Release and Certificate of Final Payment.
40. Survival. The rights and obligations of the parties which by their nature survive termination or completion of the services covered by this Contract shall remain in full force and effect after termination or completion. 1020
For the Contract between the City of
Richmond and
EXHIBIT E
SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable):
1021
For the Contract between the City of
Richmond and
EXHIBIT F
INSURANCE PROVISIONS
During the entire term of this Contract and any extension or modification thereof, the CONTRACTOR shall keep in effect insurance policies meeting the insurance requirements specified in the insurance provisions which are attached hereto and incorporated herein by this reference.
1022
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 1 of 4
Revised: September 2011
In all instances where a CONTRACTOR or its representatives will be conducting business and/or providing services, the City requires the following MINIMUM insurance requirements and limits.
CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, employees or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.
CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery. CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.
Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.
City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.
Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy.
The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.
Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:
1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001) including coverage for bodily and personal injury, property damage, and products and completed operations.
2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)
3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.
4. Workers’ Compensation Insurance as required by the State of California including Employer’s Liability coverage.
5. Original and Separate Waiver of Subrogation for Workers’ Compensation and Builder’s Risk/ Course of Construction Insurance.
6. Builder’s Risk/Course of Construction insurance covering all risks of loss less policy exclusions when the City of Richmond has a financial interest in the property. – (Only required for Construction Contracts involving property)
7. Contractor’s Pollution Liability (if applicable for Construction Contractors) Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.
If CONTRACTOR is self-insured, provide a certificate of Permission to SelfInsure, signed by the California Department of Industrial Relations and SelfInsurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.
1023
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 2 of 4
Revised: September 2011
PROJECT COST REQUIRED LIMIT
$0 - $5 million $2 million p/o
$5 million - $10 million $5 million p/o
Over $10 million $10 million p/o
Fireworks $5 million p/o
General Liability
(primary and excess limits
combined)
Includes coverage for bodily injury, personal injury, property damage and products and completed operations. The policy shall not exclude coverage for XCU perils (explosion, collapse, or damage to underground property).
If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate limit).
Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.
Builders’ Risk/Course of
Construction – Covers property
under construction, repair or
renovation as well as equipment
and materials to be installed.
(Only required for Construction
Projects involving property and
equipment installation.)
Coverage shall include all risks of direct physical loss, excluding earthquake, for an amount equal to the full completed value of the covered structure or replacement value of alterations or additions, including soft costs and business interruption.
If the project does not involve new or major reconstruction, an Installation Floater may be acceptable. For such projects, a property installation floater shall be obtained that provides for the improvement, remodel, modification, alteration, conversion or adjustment to existing buildings, structures, processes, machinery and equipment. The Property Installation Floater shall provide property damage coverage for any building, structure, machinery or equipment damaged, impaired, broken or destroyed during the performance of the Work, including during transit, installation and testing at the City of Richmond’s site.
The City of Richmond shall be named as loss payee as its interest may appear. The insurer shall waive all rights of subrogation against City.
Contractor’s Pollution Liability (if
applicable)
Protects against:
unexpected/unintended release of
pollution resulting from contractors
covered operations such as:
HVAC, paving, carpentry, pipeline
& tank installation, drillers,
remediation contractors,
maintenance, mechanical,
demolition, excavation, grading,
street/road construction,
residential & commercial builders.
Same limits as General Liability.
Required Policy Conditions
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.
Additional Insured Endorsement Applicable to General Liability Coverage.
The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured, including but not limited to bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.
ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not exclude products and completed operations coverage. If it does, then CG 20 37 (10/01) is also required. 1024
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 3 of 4
Revised: September 2011
Additional Insured Endorsement
(continued)
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.
Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers Compensation and Builder’s Risk/ Course of Construction coverage during the life of this contract.
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the CONTRACTOR shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.
Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.
Loss Payable Endorsement (only
required when Builder’s Risk
and/or Course of Construction
Insurance is required.)
Applicable to Builder’s Risk/Course of Construction naming the City of Richmond as Loss Payee.
SURETY BONDS
(If a Public Works/Engineering
Project)
The Contractor shall provide:
1. A Bid bond
2. A Performance Bond
3. A Payment Bond
Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.
Claims-Made Policies
If any insurance policy is written on a claims-made form: 1) the retroactive date must be shown, and must be before the date of the contract or the beginning of contract work. 2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3) If coverage is canceled or nonrenewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase an extended period coverage for a minimum of five (5) years after completion of contract work.
Subcontractors
CONTRACTOR shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
1025
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements – Type 1:
Consultants and Contractors
Type 1 – Page 4 of 4
Revised: September 2011
Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin. The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.
Original insurance certificates and required policy endorsements shall be mailed, or delivered to the Designated Project Manager for the City of Richmond.
Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.
Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.
If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.
Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.
Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.
1026
1027
CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY)
INSURER(S) AFFORDING COVERAGE NAIC #
PRODUCER
INSURED
INSURER A :
INSURER B :
INSURER C :
INSURER D :
INSURER E :
COVERAGES
TYPE OF INSURANCE POLICY NUMBER LIMITS
COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR
GEN'L AGGREGATE LIMIT APPLIES PER: POLICY LOC OTHER:
EACH OCCURRENCE
MED EXP (Any one person) PERSONAL & ADV INJURY GENERAL AGGREGATE
PRODUCTS - COMP/OP AGG
$
$
$
$
$
$
AUTOMOBILE LIABILITY
ANY AUTO
$
$
$
$
OCCUR
CLAIMS-MADE DED RETENTION $
EACH OCCURRENCE
AGGREGATE
E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE
E.L. DISEASE - POLICY LIMIT
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
CERTIFICATE HOLDER CANCELLATION
$
$
$
$
$
Y/N
CONTACT NAME: PHONE
(A/C, No, Ext): E-MAIL ADDRESS:
FAX
(A/C, No):
CERTIFICATE NUMBER: REVISION NUMBER:
$
UMBRELLA LIAB
EXCESS LIAB
AUTHORIZED REPRESENTATIVE
© 1988-2015 ACORD CORPORATION. All rights reserved.
ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD $
INSURER F :
$
N/A
SCHEDULED AUTOS NON-OWNED AUTOS ONLY
OWNED
AUTOS ONLY HIRED
AUTOS ONLY
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
LTR
ADDL
INSD
POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY)
PRO- JECT
DAMAGE TO RENTED PREMISES (Ea occurrence)
COMBINED SINGLE LIMIT
(Ea accident)
BODILY INJURY (Per person)
BODILY INJURY (Per accident) PROPERTY DAMAGE
(Per accident)
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY
ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH)
If yes, describe under DESCRIPTION OF OPERATIONS below
PER STATUTE OTH- ER
SUBR WVD
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
06/29/2023
TRUENORTH COMPANIES LC
PO BOX 1863
CEDAR RAPIDS, IA 524061863
(888) 661-3938
(888) 661-3938 (877) 872-7604
[email protected]
DAVID CARROLL ASSOCIATES, INC.
1569 SOLANO AVE
PMB 186
BERKELEY, CA 94707
TRAVELERS CASUALTY INSURANCE COMPANY OF AMERICA
TRAVELERS PROPERTY CASUALTY COMPANY OF AMERICA
865607624471081
A X
X
X
X X 680-7D492158-22 12/12/2022 12/12/2023 1,000,000
300,000
5,000
1,000,000
2,000,000
2,000,000
A
X
BA-8N552104-22 12/12/2022 12/12/2023 1,000,000
B X X
X 0
CUP-9D422140-22 12/12/2022 12/12/2023 5,000,000
5,000,000
AS RESPECTS TO GENERAL LIABILITY, COVERAGE IS AFFORDED ON A PRIMARY AND NON-CONTRIBUTORY BASIS AS PER CG T1 00. AS
RESPECTS TO GENERAL LIABILITY, CERTIFICATE HOLDER IS ADDITIONAL INSURED - SCHEDULED ADDITIONAL INSURED (INCLUDES PRODUCTS-COMPLETED OPERATIONS IF REQUIRED BY CONTRACT) CG D2 47 , BUT ONLY AS RESPECTS TO INSTALLING AND DESIGNING AUDIO AND VISUAL SYSTEMS. AS RESPECTS TO GENERAL LIABILITY, SUBROGATION AGAINST CITY OF RICHMOND, HAS BEEN WAIVED PER CG 24 04.
CITY OF RICHMOND
450 CIVIC CENTER PLAZA
RICHMOND, CA 94804
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CITY OF RICHMOND
Sanctuary City Compliance Statement
The undersigned, an authorized agent of David Carroll Associates, Inc. (hereafter "Contractor"), has had an opportunity to review the requirements of City of Richmond Ordinance 12-18 (hereafter "Sanctuary City Contracting Ordinance" or “SCCO”).
Contractor understands and agrees that the City may choose with whom it will maintain business relations and may refrain from contracting 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”). Contractor understands the meaning of the following terms used in the SCCO:
a. "Data Broker” means either of the following:
i. The collection of information, including personal information about consumers, from a wide variety of sources for the purposes of reselling such information to their customers, which include both private-sector business and government agencies; ii. The aggregation of data that was collected for another purpose from that for which it is ultimately used.
b. “Extreme Vetting” means data mining, threat modeling, predictive risk analysis, or other similar services."
Contractor understands that it is not eligible to receive or retain a City contract if at the time the Contract is executed, or at any time during the term of the Contract, it provides Data Broker or Extreme Vetting services to ICE.
Contractor further understands and agrees that Contractor's failure to comply with the SCCO shall constitute a material default of the Contract and the City Manager may terminate the Contract and bar Contractor from bidding on future contracts with the City for five (5) years from the effective date of the contract termination.
By executing this Statement, Contractor certifies that it complies with the requirements of the SCCO and that if at any time during the term of the Contract it ceases to comply, Contractor will promptly notify the City Manager in writing. Any person or entity who knowingly or willingly supplies false information in violation of the SCCO shall be guilty of a misdemeanor and subject to a $1,000 fine.
Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed this 5th day of July, 2023, at Richmond, California.
Printed Name: Michael Capristo Title: Director of Finance Signed: Date:
Business Entity: David Carroll Associates, Inc.
Vendor SCCO Compliance Statement (Augt2020)
July 5, 2023
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July 11, 2023
City Manager's Office
DATE: July 11, 2023
TO: Mayor Martinez and Members of the City Council
FROM: LaShonda White, Deputy City Manager – Community
Services
Patrick Seals, Project Manager I
Nicholas Delgado, Management Analyst II
Subject: Contract with WestEd to Support Evaluation Needs for the Richmond Fund for Children and Youth
FINANCIAL IMPACT: The proposed not to exceed contract amount is $600,000, based on Article 15, Section 4(d) of the
Charter (i.e., 5 percent of the City’s annual General Fund is allocated to support evaluations for Fiscal Year 2021- 22, Year 2022-23, and Fiscal Year 2023-24). The total
maximum amount of $600,000 is available in the budget
for the Richmond Fund for Children and Youth (RFCY)
for Fiscal 2023-24 (13371018-400215) and in the RFCY
fund balance.
PREVIOUS COUNCIL
ACTION:
July 10, 2018, July 27, 2021, June 28, 2022, June 20,
2023
STATEMENT OF THE
ISSUE:
Prescribed in the City of Richmond Charter Article 15
Section 2, Article 15 Section 4(d), and Article 15 Section (d)(ii)(4-5) is the requirement for the Richmond Fund for Children and Youth to conduct evaluations. The City is
seeking contract approval with WestEd, a third-party
independent evaluator, to conduct evaluations of all
grant-funded programs (Fiscal Years 2021-22, 2022-23,
2023-24), draft and present an evaluation report to City Council, and ensure spending from the fund is consistent with the provisions of the Charter.
AGENDA
REPORT
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July 11, 2023
RECOMMENDED ACTION: APPROVE a contract with WestEd for third-party independent evaluations services required by the Charter Article 15(d) for the Richmond Fund for Children and
Youth in an amount not to exceed $600,000, with a term
commencing on July 11, 2023, and terminating on June
30, 2025 – Department of Children and Youth (LaShonda
White 510-620-6828/Patrick Seals 510-307-8016).
DISCUSSION:
The Department of Children and Youth (Department) seeks to hire a consultant to facilitate an annual evaluation of the Richmond Fund for Children and Youth (RFCY) for Fiscal Years (FYs) 2021-2022, 2022-23, and 2023-24. Per Article 15, Sections 7(d)(4) and (5) of the City of Richmond Charter, the evaluation should identify relevant evaluation measures and ensure programs funded through the fund are impactful and meet established outcomes while also, reviewing financial reports and audits to ensure funds are appropriately managed (Attachment 1). The evaluation reports shall be uploaded to the Department website, shared with grantees, and provided to the Mayor, City Council, and RFCY Oversight Board.
The Department released a Request for Proposals (RFP) on February 23, 2023, via the City’s BidsOnline system, in which 1,000 vendors were notified and 24 vendors downloaded the RFP (Attachment 2).
Request for Proposal
The responsibilities of the consultant shall be to complete an evaluation of the RFCY and grantees for FYs 2021-22, 2022-23, and FY 2023-24, and will include the following:
Project Management – Coordinate with staff on all aspects of the design and implementation of the evaluation. Manage all evaluation activities and coordinate with grantees to conduct all aspects of the evaluation. Evaluation Design and Implementation – Develop a comprehensive outcomebased evaluation that includes the identification of desired outcomes and performance measures for each program, within strategic priorities, and across strategic priorities. Identify common outcomes, indicators, methods, and measures to assess strategy-level performance.
Data Collection/ Organizing – Develop and refine tools, including surveys and other methods of data collection from various stakeholders. Document and report on program quality by collecting data through point-of-service observations, client surveys, focus groups, or other means.
Reporting – Provide a summary mid-year and a comprehensive final report in a format that is useful and accessible to the public. Communicate the report and 1058
July 11, 2023
findings to the RFCY Oversight Board and Richmond City Council. The lead evaluator will additionally provide a brief year-end evaluative report to summarize the totality of RFCY’s funding and programming, including information on programs, strategies, matched funding and client demographics. o The year-end evaluation report shall include information on children, youth, and adult participation and demographics; hours of service and types of services delivered; cost of services; matching funds raised by programs; and percentage of contracted goals achieved.
o The mid-year evaluation report shall summarize program performance through six months and qualitative data gathered to inform grant renewal determinations.
o The report will also include program profiles for each RFCY-funded program, summarizing program-level evaluation findings. Copies of the program profiles are to be provided to each program and to the Department.
Engagement of Partners – As requested, participate in meetings and work with other systems partners in potential areas of integration. Work closely with the RFCY Oversight Board, department staff, grantees, and other stakeholders in the planning, development and implementation of the evaluation. Coordinate quarterly meetings with RFCY grantees to develop and coordinate the evaluation, and provide opportunities for peer learning, knowledge sharing, and capacity building. Technical Assistance to Grantees and Staff – Provide technical assistance to grantees to ensure evaluation compliance, and provide grantees with opportunities for evaluation.
Selection of Firm
The RFP was due on March 17, 2023, and proposals were received from the following two (2) firms (Attachment 3):
EvalCorp
WestEd
A seven (7) member sub-committee was composed of City of Richmond staff, and staff from the City of San Pablo Community Services Department, and San Francisco Department of Children, Youth and Their Families. The firms’ RFP submittals were evaluated on the following:
• Quality & Completeness (10 points)
• Project Approach (25 points)
• Timeline (10 points)
• Project Staffing & Qualifications (25 points)
• Project Budget/Narrative (20 points)
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Three (3) members of the sub-committee reviewed and scored both proposals and the four (4) remaining members interviewed the finalist firms and made a final recommendation for a consultant. WestEd received the highest scores for both the proposal review and interview (Attachment 4). The sub-committee and Department are recommending entering a contract with WestEd for a total contract amount of $600,000 (Attachment 5).
Qualifications of Firm
WestEd has more than 50 years of experience operating in the Bay Area and are located nearby in San Francisco. Their services include technical assistance (TA), resource creation, surveys and measures, and research and evaluation, which positions them well to work with grantees to support program-level continuous improvement and capacity building. More specifically, WestEd conducts independent, third-party evaluations of implementation and outcomes, using methods — summative, formative, or mixed — that are appropriate to the local context.
Most recently they have leveraged their evaluations skills to support the:
Riverside County Juvenile Justice Crime Prevention Act (JJCPA) Evaluation California Department of Education Scaling-Up Multi-tiered Systems of Support (SUMS)
California Well-Being Initiatives Impact Inquiry
Safe Schools/Healthy Students Initiative
In addition, they have Spanish-English bilingual project staff that can support community engagement and evaluation.
DOCUMENTS ATTACHED:
Attachment 1 – Richmond Charter, Article 15 (Richmond Fund for Children and Youth) Attachment 2 – Request for Proposal (RFP) for Evaluators Attachment 3 – Bid Summary, RFP for Evaluators
Attachment 4 – Scoring Matrix, RFP for Evaluators
Attachment 5 – Standard Contract with WestEd for Evaluator Services 1060
ARTICLE XV - Richmond Fund for Children and Youth
(Added by election June 5, 2018)
Sec. 1. Fund: Beginning July 1, 2018 there is hereby established in the treasury of the City of Richmond (the "City") a special fund to expand children's services in the City, which shall be called the Richmond Fund for Children and Youth (the "Fund").
(Added by election of 6-5-2018 )
Sec. 2. Amount and Source of Funding. The City shall set aside a portion of the annual actual unrestricted general purpose revenues of the City to be transferred to the Fund in the amounts specified below subject to the conditions set forth in subdivision (i). a. During fiscal year 2018-2019 (July 1, 2018 through June 30, 2019) there is hereby set aside for the Fund, the amount of $250,000 from the City's annual actual unrestricted general purpose revenues for the express purpose of establishing and supporting the infrastructure of the Fund and the newly created Department of Children and Youth, as described in Section 7, including the development of the Strategic Investment Plan, as described in Section 8. b. For fiscal year 2019-2020, there is hereby set aside for the Fund, the amount of $700,000 from the City's annual actual unrestricted general purpose revenues for the express purpose of establishing and supporting the infrastructure of the Fund and the newly created Department of Children and Youth, including the development of the Strategic Investment Plan. c. For fiscal year 2021-2022, there is hereby set aside for the Fund, an amount equal to one percent (1%) of the City's annual actual unrestricted general purpose revenues, together with any interest earned on the Fund and any amounts unspent or uncommitted by the Fund at the end of any fiscal year.
d. For fiscal year 2022-2023, there is hereby set aside for the Fund, an amount equal to two percent (2%) of the City's annual actual unrestricted general purpose revenues, together with any interest earned on the Fund and any amounts unspent or uncommitted by the Fund at the end of any fiscal year.
e. For fiscal year 2023-2024, and each fiscal year thereafter through fiscal year 2027-2028, there is hereby set aside for the Fund, an amount equal to three percent (3%) of the City's annual actual unrestricted general purpose revenues, together with any interest earned on the Fund and any amounts unspent or uncommitted by the Fund at the end of any fiscal year. f. The Fund shall be maintained separate and apart from all other City funds and shall be appropriated annually at the time of the City's budget adoption, and by supplemental appropriation, when necessary as determined by the City Council. g. The annual amount of actual unrestricted general purpose revenues shall be calculated by the City Manager and shall fully include all of the following sources of revenue received by the City:
(1) Property Taxes, (2) General Sales and Use Taxes (including locally approved general sales taxes and the City's portion of the Bradley-Burns Sales and Use Tax), (3) Utility Users Tax, (4) Property Transfer Tax, (5) Transient Occupancy Tax, (6) Fines, forfeitures and penalties, (7) Interest from general fund reserves, and (8) other revenues that the City can use for any lawful, municipal purpose. The City shall not define which revenues are to be considered unrestricted general purpose revenues in a manner inconsistent with the provisions of this section. Errors in calculation for a fiscal year shall be corrected by an adjustment in the set aside for the next fiscal year.
h. Before the end of the initial ten-year period, the Fund's effectiveness shall be evaluated and the funding and terms of the Fund shall be presented to the voters for renewal or revision, unless renewed by the City Council.
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i. The requirements to set aside funds pursuant to subdivisions (c), (d) and (e) shall not become effective unless and until a general tax measure is approved after the effective date of this Act which levies a new tax or increases an existing tax to make additional funding available for the unrestricted general purposes of the City of Richmond. Nothing in this subdivision shall be construed to require the revenues from such a general tax measure to be dedicated to the purposes of this Act or the "Richmond Kids' First Initiative: The Richmond Fund for Children and Youth Act." In the event that a general tax measure meeting the requirements of this subdivision is not passed by December 31, 2020, the City Council shall pass enabling legislation to delay the effective dates in subdivisions (c), (d) and (e) until the fiscal year following the passage of a general tax measure, and making any other necessary adjustments to the times set forth in this Act.
(Added by election of 6-5-2018 )
Sec. 3. Goals. The goals of expenditures from the Fund shall be:
a. To ensure that Richmond's children, youth and young adults are physically, emotionally, mentally and socially healthy, educated, successful in school, and live in stable, safe and supported families and communities;
b. To increase safety for children, youth, young adults, their parents/guardians, families and the communities in which they live by preventing problems and enhancing the strengths of children, youth, young adults and their families;
c. To ensure young people are provided with gender-responsive, trauma-informed, populationspecific and culturally-competent services; d. To strengthen collaboration among public agencies and community-based organizations around shared outcomes among all service providers for children, youth, young adults and their parents/guardians;
e. To ensure an equitable distribution of resources to all of Richmond's young people in recognition of the importance of investment in their futures from birth through young adulthood; f. To fill gaps in services and leverage other resources whenever feasible. (Added by election of 6-5-2018 )
Sec. 4. Eligible Uses.
a. The City shall only use monies from the Fund for services provided to children and youth from birth to 18 years old and their caregivers, and, as defined in Section 4.b., disconnected transitional-aged young adults from ages 18 to 24 years and, when relevant, their caregivers, or as part of programs that predominantly serve children, youth and disconnected transitional-aged young adults within those ages and their caregivers, including:
i. Violence Prevention and Response: including restorative and transformative justice; programs that support positive communication and relationships between young people and within families; programs that train young people, adult allies and parents/guardians in deescalation; programs that address domestic and sexual violence, including child abuse prevention; emergency relocation; programs that address homophobia and bullying; alternatives to incarceration including diversion and re-entry programs. ii. Education and Job Training: including programs that help youth stay in school; promote academic success and college and career readiness; language services; support parents/guardians in advocating for their young people's education; assist in developing life skills and gaining work experience; and provide job training and placement. 1062
iii. Parent/Guardian Support: including fostering positive child-adult and youth-adult relationships that support young people's safety, self-esteem, well-being and positive futures.
iv. Media, Arts, Culture and Technology: including artistic and cultural expression and education, and job and life skills development.
v. Youth and Family Leadership, Organizing and Civic Engagement: including community organizing and support that amplify the voices and engagement of children, youth and family in how Richmond prioritizes its resources; and builds youth civic engagement and leadership.
vi. Health and Well-Being: including physical, mental, emotional, behavioral and social health services that support health and well-being and reduce drug-related harm, violence and selfharm, and harmful and disrespectful sexual behavior. vii. Environmental Health and Justice: including programs that improve the environmental health of children and youth and their right to live free of pollution, toxins and lead, and increase access to healthy food, safe and accessible outdoor and recreational spaces and other places to be physically active.
viii. Outdoor Education and Recreation: including sports, recreation centers, play, camps, gardening and urban agriculture.
ix. Deportation Support: support for young people and families experiencing or being threatened with deportation.
b. The Fund will prioritize three groups of young people living in Richmond and adjacent unincorporated North Richmond: children ages 0 to 12; youth ages 13 to 17; and disconnected young adults ages 18 to 24, who are most impacted by harm, inequity and lack of access to support and services. The priority populations include but are not limited to: system-involved young people; young people who have been pushed out of school; young people who themselves or whose families are homeless or threatened by homelessness; young people living in poverty; immigrant and undocumented children, youth and families; Lesbian, Gay, Bisexual, Transgender and Queer (LGBTQ) children, youth and families; teen parents and families, including single mothers; young people with poor physical, mental, emotional and behavioral health outcomes and disabilities; and families with children and youth who are impacted by the criminal justice system and/or who have family members who are incarcerated; and/or are involved in or transitioning from the foster care, juvenile justice, criminal justice or special education systems. c. Entities eligible to receive funding shall be public agencies and non-profit community-based organizations, including organizations with a non-profit fiscal agent, that serve children, youth and disconnected transitional-aged young adults.
d. Commencing in fiscal year 2021-2022 and each fiscal year thereafter through fiscal year 2027- 2028, (1) a maximum of ten percent (10%) of the Fund can be used for costs related to administering the Fund, including staff support, basic infrastructure, support for the agencies administering the contracts, and overhead costs; and (2) an additional maximum of five percent (5%) of the Fund may be used to evaluate the results of this Article. e. A maximum of ten percent (10%) of the amount used to administer the Fund (as described in Section 4.d.) can be used for City overhead.
f. Entities eligible to receive funding include those (1) located outside but in close proximity to Richmond to the extent that those entities serve children, youth and disconnected transitionalaged young adults who reside in Richmond or unincorporated North Richmond, and (2) located in Richmond or unincorporated North Richmond that serve children, youth and disconnected transitional-aged young adults in Richmond or unincorporated North Richmond, regardless of the residence of the children or youth.
(Added by election of 6-5-2018 )
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Sec. 5. Excluded Services. The Fund shall not fund the following services or types of expenditures:
a. Services provided by the Police Department, Sheriff, other law enforcement agencies, Courts, District Attorney, Public Defender, City Attorney or Fire Department; detention or probation services mandated by state or federal law; or public transportation, except to the extent that transportation may be needed to access eligible services supported by the Fund; b. Services provided by the West Contra Costa Unified School District, Richmond libraries, Office of Neighborhood Safety, Richmond Promise College Scholarship Program, Richmond Housing Authority and Youth Works, except for collaborations between the above mentioned entities and community-based organizations and programs that meet the goals and eligible uses of the Fund; c. Any service that primarily benefits adults over 24 years; d. Any service for which a fixed or minimum level of expenditure is mandated by state or federal law, to the extent of the fixed or minimum level of expenditure; e. Acquisition of any capital item not for primary and direct use by children or youth; acquisition, other than by lease for a term of ten years or less, of any real property; or maintenance, utilities or any similar operating costs of any facility not used primarily and directly by children or youth, or of any recreation or park facility, library, or hospital; f. Capital expenditures for housing, or rent subsidies; g. Primary and specialized medical and direct mental health services; however, prevention, education, and other behavioral and mental health support services are eligible for funding; h. Income supports that supplant state or federal benefits or post-secondary tuition assistance; i. Administration of other funds; or
j. Replacing existing funding for children and youth services as set forth in the Children's Baseline Budget in Section 6, except to the extent that the City ceases to receive federal, state, county, or private foundation funds that the funding agency required to be spent only on these services. (Added by election of 6-5-2018 )
Sec. 6. Children and Youth Baseline Budget. The City shall ensure that the Fund is used exclusively to increase overall City expenditures for eligible services for children, youth and disconnected transitionalaged young adults. a. The City Manager shall calculate the City's total actual unrestricted general purpose revenues in fiscal year 2017-2018, and shall calculate the percentage of those revenues that were allocated in fiscal year 2017-2018 to services that would be eligible uses for monies from the Fund, excluding allocations for services mandated by state or federal law (the "Base Percentage"). b. Commencing in fiscal year 2019-2020 and each fiscal year thereafter through fiscal year 2027- 2028, the City shall allocate at least the Base Percentage of total actual unrestricted general purpose revenues to services that would be eligible uses of the Fund, excluding allocations for services mandated by state or federal law, and excluding any allocation of revenue required by this Article.
(Added by election of 6-5-2018 )
Sec. 7. Administration and Oversight. The Fund shall be administered by staff in a newly established Department of Children and Youth within the City Manager's office. Oversight of the Fund shall be provided by a fifteen-member Richmond Fund for Children and Youth Oversight Board (the "Oversight Board") that shall be composed as follows:
a. Each member of the Richmond City Council shall appoint two City residents as members — one over 24 years old, and one who is 15 to 24 years of age. 1064
b. The Mayor of Richmond shall appoint three City residents as members, at least one of which shall be 15 to 24 years of age.
c. The Mayor and City Council members shall use their best efforts to coordinate their appointments so that the members of the Oversight Board represent Richmond's diverse geographic communities, including unincorporated North Richmond.
d. The Oversight Board shall have the following responsibilities, powers, and functions:
i. The role of the Oversight Board will be to develop written policies regarding the Fund, monitor the Fund, ensure that the Fund is managed in a manner accountable to the community, and ensure the highest standards of care and transparency.
ii. Responsibilities of the Oversight Board shall be:
1. Strategic planning: (a) creating an initial Strategic Investment Plan as described under Section 8, and (b) updating the Strategic Investment Plan every three years.
2. Reviewing applications for funding from the Fund through a transparent and fair application process.
3. Recommending to the City Council a list of grants to be awarded for each funding cycle.
4. Facilitating an annual evaluation: working with a third-party, external independent evaluator to identify relevant evaluation measures and ensure that programs funded through the Fund are impactful and meet established outcomes. Evaluation reports shall be provided to the City Council and the Mayor's office and made available to the public.
5. Reviewing financial reports and audits to confirm that spending from the Fund is consistent with all provisions of this Article, and that the funds are being managed responsibly.
iii. The Oversight Board shall adopt rules and regulations to govern its procedures, which shall, among other things, include the manner of calling and giving notices of meetings. The Oversight Board shall meet a minimum of six times per year. Its meetings shall be open to the public and subject to the Ralph M. Brown Act open meetings law. A majority of the regular members shall constitute a quorum. Minutes of the meetings shall be filed with the city clerk. iv. The Oversight Board shall be responsible for reporting to the public the services and outcomes supported by the Fund.
e. The Oversight Board members serve two-year terms, provided that members under age 24 may serve a one-year term. There shall be no limitation on the number of consecutive terms served.
The terms of the initial appointees to the Oversight Board shall commence on the date of the first meeting of the Oversight Board, which may occur when at least ten members have been appointed and are present. Oversight Board members shall serve at the pleasure of the appointing authority.
f. If a vacancy occurs during the term of office of any Oversight Board member, the appointing authority shall appoint a successor to complete the unexpired term in the same manner as the selection of the initial member.
g. In order to provide for staggered terms, eight members shall be chosen by lot, from among those able to serve for two years, to serve for an initial term of two years, with the remaining members to serve for an initial term of one year. Except for appointments to fill a vacancy, all subsequent appointments shall be for a term of two years, provided that members under age 24 may serve a one-year term.
h. Oversight Board members that are over 24 years of age shall not be a paid employee of an organization funded from the Fund or applying for funding from the Fund. (Added by election of 6-5-2018 )
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Sec. 8. Strategic Investment Plan. Each Strategic Investment Plan shall set forth funding priorities for a three-year period, and shall set forth a plan for overseeing and evaluating the Fund and the programs supported by the Fund. The Department of Children and Youth shall work with the Oversight Board to complete the Strategic Investment Plan and conduct a needs assessment. a. The needs assessment shall involve community meetings throughout the City, gathering input on the service needs of various populations.
b. The funding priorities in the Strategic Investment Plan shall be based on the community needs assessment and input from the community.
c. The initial Strategic Investment Plan shall be approved by a majority of the Oversight Board and presented to the City Council for its review and approval by December 30, 2020. The Strategic Investment Plan shall take effect no later than June 1, 2021. d. Any change in an approved Strategic Investment Plan shall be based on the community needs assessment and input from the community.
(Added by election of 6-5-2018 )
Sec. 9. Application Process. In order to ensure a stable, fair and effective service delivery system, the Fund shall be implemented as follows:
a. There shall be three-year planning and funding cycles, with funding beginning in the 2021-2022 fiscal year.
b. Funds shall be allocated through an open and fair application process administered by the Department of Children and Youth in the City Manager's office in compliance with the policies adopted by the Oversight Board. Unless the conditions set forth in subdivision (i) of section 2 have not been met, the first application process shall begin no later than January 1, 2021 with funding available for encumbrance no later than July 1, 2021. c. Recommendations for a list of grants to be awarded shall be made by the Oversight Board to the City Council. The City Council shall review and consider the recommendations of the Oversight Board. The City Council may reject the recommendations only if it determines that one or more recommendation is inconsistent with this Article or the priorities identified in the Strategic Investment Plan. The City Council shall accept or reject the Oversight Board's recommendations in their entirety and may not partially accept or partially reject the recommendations. d. In the event the City Council rejects the list of grants proposed by the Oversight Board, it shall set forth its rationale for such rejection and recommend revisions to the Oversight Board for its consideration and action.
e. The City Council shall review and consider the amended recommendations of the Oversight Board, provide final approval of the list of grants to be awarded, and appropriate all necessary monies from the Fund. All grants and appropriations shall be consistent [with] the provisions of this Article and the Strategic Investment Plan.
(Added by election of 6-5-2018 )
Sec. 10. Fiscal Emergencies. Commencing with fiscal year 2022-2023, if a moderate fiscal emergency, as defined in this section, or a severe fiscal emergency, as defined in this section, is deemed to exist by the City Council, the portion of the City's annual actual unrestricted general purpose revenues to be allocated to the Fund shall be reduced as provided in this section. The City Council may deem a moderate fiscal emergency to exist in the event that the City's annual actual unrestricted general purpose revenues for a given fiscal year decrease by greater than ten percent (10%) but less than twenty percent (20%) from the level of such revenues during the previous fiscal year (defined as the "Benchmark Year"), and it may deem the moderate fiscal emergency to continue until the City's annual actual unrestricted general purpose revenues are no longer ten percent (10%) less than the level of such revenues during 1066
the Benchmark Year. If the City Council deems a moderate fiscal emergency to exist for a fiscal year, the amount required to be allocated to the Fund shall be reduced to two percent (2%) of the City's total annual actual unrestricted general purpose revenues for that particular fiscal year. The City Council may deem a severe fiscal emergency to exist in the event that the City's annual actual unrestricted general purpose revenues for a given fiscal year decrease by twenty percent (20%) or more from the level of such revenues during the Benchmark Year, and it may deem the severe fiscal emergency to continue until the City's annual actual unrestricted general purpose revenues are no longer twenty percent (20%) less than the level of such revenues during the Benchmark Year. If the City Council deems a severe fiscal emergency to exist for a fiscal year, the amount required to be allocated to the Fund shall be reduced to one percent (1%) of the City's total annual actual unrestricted general purpose revenues for that particular fiscal year. Allocations to the Fund shall return to the level required in Section 2 for the first fiscal year in which a fiscal emergency no longer exists. There shall be no reductions in the allocation to the Fund pursuant to this Section 10 prior to fiscal year 2022-2023. (Added by election of 6-5-2018 )
Sec. 11. Reauthorization. The provisions of this Article may be extended without amendments for additional ten-year terms by a simple majority vote of the City Council. If the City Council does not act to extend the provisions of this Article before December 31, 2027, the City Council shall be obligated to place a measure on a 2028 election ballot seeking voter approval of whether to extend the term for an additional ten years. This process shall be repeated every ten years, or until reauthorization is rejected by a vote of the electorate.
(Added by election of 6-5-2018 )
CERTIFICATE
Whereas, the City of Richmond a city containing a population of more than three thousand five hundred and less than ten thousand inhabitants on the twelfth day of October, 1908, at a special election held under and in accordance with the provisions of Section 8 of Article XI of the Constitution of the State of California, did elect F. E. Adams, C. L. Abbot, C. R. Blake, L. Boswell, L. D. Dimm, E. A. Gowe, E. J.
Garrard, G. A. Follett, L. S. Higgins, I. E. Marshall, I. M. Perrin, E. M. Tilden, H. H. Turley, H. E. Wyatt, and John Roth a Board of Freeholders to prepare and propose a charter for said city; Be It Known, That pursuant to the provisions of the Constitution and within a period of ninety days after said election, said Board of Freeholders has prepared and does propose the foregoing as and for the charter for the City of Richmond.
In Witness Whereof, We have hereunto set our hands this 23rd day of December 1908.
H. E. WYATT
President of the Board of Freeholders
C. L. ABBOTT, E. A. GOWE,
F. E. ADAMS, I. E. MARSHALL,
L. BOSWELL, JOHN ROTH,
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L. D. DIMM, H. H. TURLEY,
G. A. FOLLETT, E. M. TILDEN,
E. J. GARRARD, CHAS. R. BLAKE,
L. S. HIGGINS.
Attest:
J. S. CHANDLER,
Secretary Board of Freeholders
Filed this 28th day of December, 1908, at 12:30 p.m.
J. B. WILLIS
President of the
Board of Trustees of the
City of Richmond, California
STATE OF CALIFORNIA
County of Contra Costa, ss.
City of Richmond
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I, H. H. Turley, City Clerk in and for the City of Richmond, hereby certify that the Board of Trustees of said City, did by Resolution No. 158, order the foregoing charter published in the manner and form required by law.
In witness whereof, I have hereunto set my hand and affixed the corporate seal of the City of Richmond, this 29th day of December, 1908.
H. H. TURLEY
City Clerk
(SEAL)
MEMORANDUM
The first publication of the foregoing charter was made on Tuesday, December 29, 1908, in accordance with a resolution adopted by the Board of Trustees of the City of Richmond, in the "Richmond Record," a daily newspaper of general circulation, printed, published and circulated in said city.
STATE OF CALIFORNIA
County of Contra Costa, ss.
City of Richmond
I, J. B. Willis, President of the Board of Trustees of the City of Richmond, State of California, and I, H. H. Turley, Clerk of said Board, do hereby certify that the Board of Freeholders, whose names appear signed to the foregoing proposed charter, were on the 12th day of October, 1908, at a special municipal election held in said City of Richmond on said day duly elected by the qualified electors of said city to prepare and propose a charter for said city; that each of said freeholders had been a qualified elector in said city for more than five (5) years previous to said election; that the foregoing is a true copy of said charter prepared and returned to the president of said Board of Trustees within ninety (90) days after said election, as required by Section 8 of Article XI of the Constitution of this State; that said proposed charter was then published in the "Richmond Record," which then was a daily newspaper of general circulation, printed and published in said city, and that publication was made for more than twenty (20) days, and that the first publication of said proposed charter was made within twenty (20) days after the completion of said charter; that within thirty (30) days after the publication of said charter, as required in said section 8, to-wit, on the 9th day of February, 1909, said charter was submitted at a special election duly called and held therein for the purpose of ratifying or rejecting said proposed charter; that by a majority of the votes of the qualified electors voting at said election said proposed charter was ratified as a whole; that the returns of said election were duly canvassed by the Board of Trustees of said City of Richmond on the 9th day of February 1909, and the result thereof declared as above set forth; and that in all matters and things pertaining to said proposed charter, all provisions of said section of the Constitution and the laws of the State of California pertaining to the adoption of the charter have been fully complied with in every particular.
In Witness Whereof, We have hereunto set our hands and caused the corporate seal of said City of Richmond to be affixed this 9th day of February, 1909.
(SEAL) J. B. WILLIS
President of the Board of Trustees
of the City of Richmond
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H. H. TURLEY,
Clerk of said Board of Trustees and
said City of Richmond.
And, Whereas, said proposed charter, so ratified, has been duly presented and submitted to the Legislature of the State of California for approval or rejection, without power of alteration, or amendment, in accordance with section 8 of Article XI of the Constitution of the State of California; Now, therefore, be it resolved by the Assembly of the State of California the Senate thereof concurring (a majority of all the members elected to each house voting for the adoption of this resolution and concurring therein) that said charter of the City of Richmond, as presented to, adopted and ratified by the qualified electors of said city, be, and the same is hereby approved as a whole as and for the charter of said City of Richmond.
P. A. STANTON,
Speaker of the Assembly.
W. R. PORTER,
President of the Senate.
Attest:
C. F. CURRY,
Secretary of State.
Filed in the office of the Secretary of State the 4th day of March, A.D. 1909, at 10:50 o'clock A.M.
C. F. CURRY, Secretary of State
By J. HOSCH, Deputy
STATE OF CALIFORNIA
County of Contra Costa, ss.
City of Richmond
I, J. B. Willis, President of the Board of Trustees of the City of Richmond and chief executive officer of said city, do hereby certify that the foregoing charter was submitted to the qualified electors of said city at a special election duly called and held therein for the purpose of ratifying or rejecting same on the 9th day of February, 1909, and that by a majority of votes of qualified electors, voting at said election, said charter was ratified as a whole; that the returns of said election were duly canvassed by the Board of Trustees of the City of Richmond on the 9th day of February 1909, and the results thereof declared as above set forth; that in all matters and things pertaining to said proposed charter, all provisions of section 8 of Article XI of the Constitution of the State of California, pertaining to the adoption of the charter, have been fully complied with in every particular.
In Witness Whereof, I have hereunto set my hand and caused the corporate seal of the City of Richmond to be affixed this 24th day of March, 1909. ;b0;(SEAL);lf;J.B. WILLIS, President of the Board of Trustees and
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Chief Executive Officer of the City of Richmond.
Attest:
H. H. TURLEY
City Clerk of said City of Richmond.
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Request for Proposal
For the Evaluation of the
Richmond Fund for Children and Youth
RFP ISSUED:
Thursday, February 23, 2023
PROPOSAL DUE DATE:
Friday, March 17, 2023, at 12:00 PM
Submittal Location:
BidsOnline - Electronic Proposals Only Via the City’s Secured Online Bidding System Contact:
Patrick Seals, Senior Management Analyst
DEPARTMENT OF CHILDREN AND YOUTH
Email: [email protected]
Phone Number: (510) 307-8016
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INTRODUCTION
The Richmond Department for Children and Youth (Department and RDCY are interchangeable within this RFP) is issuing a Request for Proposal (RFP) for evaluation services for Richmond Fund for Children and Youth (Fund and RFCY are interchangeable within this RFP) grantfunded programs and activities for fiscal years (FY) 2021-2022, 2022 – 2023, and 2023 – 2024.
The service agreements (contract) may be renewed for three (3) additional fiscal years (i.e., FY 2024-25, FY 2025-26, and FY 2026-27) based on the selected vendor’s performance.
The Department and Fund were created to expand services provided to Richmond’s children and youth. The Fund shall be administered by Department staff, and oversight of the Fund shall be provided by a fifteen-member Richmond Fund for Children and Youth Oversight Board (Oversight Board). The purpose of the Oversight Board is to help guide funding for youthserving organizations by developing policies, monitoring, and ensuring that the Fund is managed in a manner accountable to the community. Per the Charter, the Board is responsible for facilitating an annual evaluation by working with a third-party, external independent evaluator to identify relevant evaluation measures and ensure that programs funded through the Fund are impactful and meet established outcomes. Evaluation reports shall be provided to the City Council and the Mayor's office and made available to the public.
Within FYs 2021-2023, RFCY has provided grants to support 39 programs across six strategic priority areas. The Department is seeking Independent Evaluator(s) to provide an evaluation of RFCY programs funded under the six distinct funding strategies as identified in the 2021-2024 RFCY Strategic Investment Plan (https://www.ci.richmond.ca.us/4065/Resources). These strategies are (1) Behavioral Health: Mental Health and Wellness, (2) Education Support and Employment/Training Support, (3) Out of School Time, Afterschool, Sports and Enrichment, (4) Youth Violence and Prevention, (5) Access to Basic Needs and (6) Information, Guidance and Case Management. More information about RDCY and RFCY can be found at:
www.richmondyouth.org.
This RFP describes the project, required scope of services, consultant selection process, the minimum information that must be included in the proposal, and submittal processes. Vendors are required to read and understand all information contained within this entire proposal package. By responding to this RFP, the vendor agrees to all the terms and conditions set forth within the RFP and any supplemental documentation.
The words “organization”, “consultant”, “respondent”, “vendor”, “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.
ABOUT THE RICHMOND FUND AND DEPARTMENT FOR CHILDREN AND YOUTH On June 5, 2018, Richmond voters approved Measures E and K, known as the Richmond Kids First Initiative, which approved a City of Richmond charter amendment (Article 15 – Richmond Fund for Children and Youth) to expand services provided to Richmond’s children and young people. As a result of this action, the City of Richmond:
• Created a Richmond Department of Children and Youth (RDCY), • Established the Richmond Fund for Children and Youth (Fund) which requires that a portion of the City’s General Fund be set aside to fund youth programs and services, • Established a 15-member Oversight Board (consisting of youth and adults), • Conducted a Community Needs Assessment (CNA),
• Developed a three-year Strategic Investment Plan (SIP) which guides a 3-year grantmaking process, and 1073
• Established a competitive “fair and open” grant program to award funds to eligible nonprofit and governmental entities that provide services to children and youth.
The Fund was set up to provide a dedicated funding source to help address some of the issues facing Richmond’s young people and is maintained separately and apart from all other City funds. The Fund aims to support programs that focus on community-based initiatives and interventions that improve the community institutions and environments that our children and young people interact with and navigate daily. The City is required to set aside a portion of the City’s General Fund revenues for the Fund in the amounts specified below:
• One percent (1%) set aside in Fiscal Year (FY) 2021-2022 • Two percent (2%) set aside in FY 2022-2023
• Three percent (3%) set aside in FY 2023-2024, and each fiscal year thereafter through Fiscal Year 2027-2028
Additional information regarding RCFY funding and overall program goals can be found in Exhibit A.
Per the Charter, a maximum of five percent (5%) of the Fund may be used for evaluation purposes. Therefore, there are approximately $100,000, $200,000, and $300,000 available for evaluations for FY 2021-2022, FY 2022-2023, and FY 2023-2024, respectively. The amount available increases for the three (3) years mentioned as a result of the increasing General Fund set aside and the increased number of grantees that must be evaluated each year.
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/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.
EVALUATION GOALS
The Evaluator’s work will assist City stakeholders to:
• Assess program effectiveness and strategy impact to inform funding recommendations, grant renewal decisions, and future strategy development • Determine the effectiveness and efficiency of funds at the program and strategic level • Promote best practices among grantees and assist grantees to improve performance through individualized coaching and feedback about evaluation planning, data collection, and results
• Document the assessment of grantee performance and present written findings to stakeholders and grantees
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• Communicate results and impact of RDCY funding to elected officials, grantees, and the general public
SCOPE OF SERVICES
The evaluation will be for the period(s) of FY 2022 -2023 and FY 2023 – 2024. This extended period also incorporates the production of the final evaluation report and presentation. The contract may be extended to fiscal year 2024-2025 (July 1, 2024, through June 30, 2025), fiscal year 2025 – 2026 (July 1, 2025, through June 30, 2026) and to fiscal year 2026 – 2027 (July 1, 2026, through June 30, 2027) based on further City Council authorization.
The responsibilities of the consultant shall be to complete an evaluation of the Richmond Fund for Children and Youth to include the following:
Project Management – Coordinate with staff on all aspects of the design and implementation of the evaluation. Manage all evaluation activities and coordinate with grantees to conduct all aspects of the evaluation.
Evaluation Design and Implementation – Develop a comprehensive outcome-based evaluation that includes the identification of desired outcomes and performance measures for each program, within strategic priorities, and across strategic priorities. Identify common outcomes, indicators, methods, and measures to assess strategy-level performance Data Collection/ Organizing – Develop and refine tools, including surveys and other methods of data collection from various stakeholders. Document and report on program quality by collecting data through point-of-service observations, client surveys, focus groups, or other means.
Reporting – Provide a summary mid-year and a comprehensive final report in a format that is useful and accessible to the public. Communicate the report and findings to the Oversight Committee and Richmond City Council. Lead evaluator will additionally provide a brief yearend evaluative report to summarize the totality of RFCY’s funding and programming, including information on programs, strategies, matched funding and client demographics. • The year-end evaluation report shall include information on children, youth, and adult participation and demographics; hours of service and types of services delivered; cost of services; matching funds raised by programs; and percentage of contracted goals achieved.
• The mid-year evaluation report shall summarize program performance through six months and qualitative data gathered to inform grant renewal determinations. • Program Profiles for each RFCY-funded program, summarizing program-level evaluation findings. Copies of the Program Profiles are to be provided to each program and to RFCY.
Engagement of Partners – As requested, participate in meetings and work with other systems partners in potential areas of integration. Work closely with the Oversight Board, Department staff, grantees, and other stakeholders in the planning, development and implementation of the evaluation. Coordinate quarterly meetings with RFCY grantees to develop and coordinate the evaluation, and provide opportunities for peer learning, knowledge sharing, and capacity building.
Technical Assistance to Grantees and Staff – Provide technical assistance to grantees to ensure evaluation compliance, and provide grantees with opportunities for evaluation 1075
planning for program and organizational development. Maintain clear and ongoing communication with RFCY staff in support of the evaluation. Lead evaluator will facilitate regular (i.e., quarterly) grantee meetings to communicate evaluation-related updates and to promote best practices in the field.
Interview/presentations
Upon request of the City of Richmond, vendors may be requested to give an oral presentation/demonstration on the vendor’s proposal, which would include a detailed analysis of how each of the RFP requirements would be addressed should Offeror receive the award. The demonstration/presentation shall be conducted at no cost to the City. The purpose of the demonstration is to observe the system in an operational environment and to verify its capability, suitability, and adaptability to the performance requirements stipulated in this solicitation.
The City will schedule the demonstration/presentation date, time, and location with the successful finalists. If the vendor fails to perform the presentation/demonstration on the specified date stipulated, the City may elect to reject the proposal or to re-schedule the demonstration in its best interest.
Vendors are not guaranteed an opportunity to present/demonstrate. Vendors may be eliminated from consideration based solely on the inability to meet minimal requirements and/or review of written proposals. The City shall be the sole judge of the acceptability of the system in conformance with the specifications and its decision shall be final.
PROPOSAL FORMAT GUIDELINES
The proposal should be concise, well-organized, and demonstrate the proposer’s qualifications and experience applicable to the Project. The proposal shall be limited to 24 single-side or 12 double-sided pages (8.5 inches x 11 inches), inclusive of graphics, forms, pictures, photographs, dividers, etcetera, but not of cost proposal, resumes, required forms, certifications, front and back covers, or letters of commitment from sub-consultants. The required font size is 12 point, with minimum left and right margins of one inch, and top and bottom margins of 0.7 inches.
Each proposal will adhere to the following order and content of sections. The proposal should be straightforward, and concise and provide “layman” explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and providing a complete and clear description of the offer. Proposals, which in the sole opinion of the City reviewer(s) appear unrealistic in the terms of technical commitments, lack of technical competence, or are indicative of a failure to comprehend the complexity and risk of this contract, may be rejected. The following proposal sections are to be included in the Vendor’s response:
A. Cover Letter
• Address letter to Patrick Seals, Senior Management Analyst. • 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.
• Provide a very brief introduction to your organization, your motivation for seeking this project, an overview of the skills and experiences your organization would contribute to this project, and your capacity to manage a project of this nature and magnitude. Also, describe your understanding of the scope of services to be done, and the objectives to be accomplished.
• For joint ventures, please include the role each organization will play in relationship to 1076
the project components, as well as the experience of partner organizations. • Include a statement regarding the firm’s ability to comply with the RFP and/or standard provisions of the City of Richmond’s Standard Services Agreement including insurance requirements (See Attachments 1 and 2).
• Provide responses to the following items under the section entitled “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 for a period of at least 180 days.
B. Background and Project Summary
I. Describe your organization’s experience working particularly with funders and address your understanding and background with providing program-level assessments to help with grantee-level and strategy-level funding decisions.
II. Describe your experience working with grantees to support program improvement at the program-level, and through the promotion of best practices with grantees at large, and address ways in which you have managed to develop grantee relationships without compromising accountability needs regarding the assessment of performance.
III. Describe your organization’s approach to communicating results to different audiences, including political decision-makers, staff, grantees, and to the general public. Address what different kinds of information these audiences need.
C. Project Approach
Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Services of this RFP. The Methodology Section should:
I. Describe your organization’s expertise in the strategies for which you are proposing to evaluate. This includes addressing: a) your understanding of appropriate outcomes, indicators, and evaluation methods for the strategy, and b) addressing your understanding of the right level of measurement that is both useful for policy-level decision-making and appropriate program-level measurements and feedback.
II. Describe your organization’s understanding of and how you would address some of the opportunities and challenges in developing evaluation outcomes at the various levels: across all RFCY programs, across all programs within a given strategy, and at the individual program level for programs that vary widely in the kind of service they offer, their program model, and the population of children or youth they serve.
III. If applicable, describe your intention to subcontract out any portion of this contract to fulfill the entire scope of work. Provide information on the qualification of the subcontractor(s) and their specific role in achieving the scope of work. Also describe any experience and history you have working with the proposed subcontractor(s).
IV. Describe your organization’s experience, if any, in collaborating on evaluation design, implementation, data collection, analysis, and reporting with outside institutions to evaluate children and youth programs.
V. Describe your experience with using both qualitative and quantitative evaluation tools to measure program quality. How would you address quantifying program quality from a combination of quantitative and qualitative data? What would you 1077
propose for RDCY programs so that city officials, RDCY staff and the public can see and understand program quality?
VI. Describe your organization’s understanding of the critical project elements.
Indicate your organization’s approach and strategies for ensuring grantee and community engagement.
D. Timeline
I. Describe your organization’s proposed timeline to fulfill the scope of work and to execute the project. Identify all tasks and deliverables to be performed, durations for each task, and overall time of completion.
E. Project Staffing & Qualifications
The information requested in this section should describe the qualifications of the firm, key staff, and sub‐contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. The City of Richmond’s evaluation of the proposal will consider the proposer’s entire team; therefore, no changes in the team composition will be allowed without the prior written approval of the City of Richmond. Sub-consultant letters of commitment are required and must be submitted with the proposal. Information shall include:
I. Résumés: Submit as attachments detailed résumé for key personnel whom you expect to be involved with the project, both prime consultants and any subconsultants. Indicate clearly on the résumé if these individuals are already staff for the applicant agency or whether they are proposed as new hires or subcontractors based on the awarding of this contract.
II. References: Provide a list of three professional references representing clients for whom the consultant has performed services similar to those requested in this RFP.
o Client Name and contact information
▪ Telephone & email address
▪ Address
▪ Description of services provided including contract amount ▪ Project start and end dates
III. Work Samples: Provide two (2) examples of similar project activities completed for other agencies with a description of the project and the name and phone number of the client for each project.
F. Project Budget and Budget Narrative
I. Include an annual project budget for years 1, 2, and 3 including the estimate of total contract cost, to fulfill the Scope of Services described in this RFP. Provide a detailed line-item budget indicating staffing costs, data collection and analysis, meeting facilitation, and other costs associated with fulfilling the scope of services requested. Provide a narrative justification as needed for costs associated with the proposed budget that may not be clearly understood in the budget format alone.
II. Please detail hourly billing rates and the projected number of hours in the budget. a. Provide a list of all staff hourly rates by category (i.e. Principal, Project Manager, etc.)
b. Hourly rates shall be all-inclusive (i.e., base salary, fringe benefits, overhead, profit, etc.)
III. Please include the budgets for Sub-consultant services, if needed. These rates will also be used to negotiate rates for other projects (including optional tasks) that may be assigned. No additional funds will be paid above and beyond the 1078
original quote given by the selected Vendor.
IV. The maximum contract amount for this RFP is projected to be approximately, $100,000, $200,000, and $300,000 available for evaluations for FY 2021-2022, FY 2022-2023, and FY 2023-2024, respectively.
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.
G. Value-Added Services
Please provide any additional services of benefit not specifically required herein, which the Offeror offers to provide.
H. 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) 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.
I. Previous Contracts with the City of Richmond
The proposer shall submit a list that 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 the contract value.
J. 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 A). 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 the City of Richmond’s Standard Services Agreement must be shown by requesting the 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.
K. 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 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 1079
the reputation or ability of the proposer to carry out the Project.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
All questions must be submitted via the electronic BidsOnline system on the Q&A tab by March 3, 2023, at 5:00 PM Pacific Standard Time (PST). If the City finds it necessary to issue an addendum, prospective Offerors will receive an e-mail notification of the addendum.
Otherwise, answers to questions received will be provided on the Q&A tab and notification will be sent by March 10, 2023. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible Addenda to the RFP that may have been posted.
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.
Interested parties may download copies of the above-mentioned proposal by visiting the City's website, www.ci.richmond.ca.us/bids. To download RFP, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.
Submission of Proposals
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. The contractor is solely responsible for the “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-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 PST, on March 17, 2023. The City of Richmond reserves the right to waive inconsequential irregularities.
PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals shall be reviewed to verify that the Respondent 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. Proposals will be reviewed and evaluated by an evaluation committee comprised of City of Richmond personnel.
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 the best and final offers 1080
based upon an improved understanding of the offers or changed scope of service. The City will negotiate with that vendor to determine the final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after the award is made, and there will be no public opening and reading of Proposals. Overall responsiveness to the RFP is an important factor in the evaluation process. The criteria upon which the evaluation of the proposals will be based include, but are not limited to, the following:
Category Description Maximum
Score
Quality &
Completeness
• 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
10 Project Approach
• Proposal demonstrates the firm’s ability to provide services as outlined in the RFP
• Approach and proposed methodology to project scope is clear and strong
• Demonstrated knowledge of the work required is highlighted • Explanation of the Project or services offered by the firm are linked to the scope of services as described
• Innovative approaches and internal measures for the timely completion of the Project are linked to the scope of services described
• Any additional services of benefit to the project offered as an added value
35 Timeline
• Timeline provides sufficient detail for reviewers to analyze the feasibility of the scope of work, the robustness of activities and approach and demonstrates Respondent’s clear
understanding of the requested scope of work
10 Project Staffing &
Qualifications
• 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
• 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 clearly outlined
25 Project
Budgeting/Narrative
• 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 include narrative and line-item budgets
20 Total 100
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Pre-Award Negotiations
After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked respondent for purposes of:
• Resolving minor differences and information
• Clarifying necessary details and responsibilities
• Emphasizing important issues and points
• Receiving assurances from respondents
• Cost/budget clarifications
If the City does not enter a contract with the highest-ranked respondent, the City may begin negotiations with the second highest-ranked respondent.
Selection may be made without further discussion, negotiations, or Offeror’s presentations; therefore, Offeror shall offer the most favorable terms in response to this RFP. Offeror must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’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.
Award - When the Review Panel has completed its work, City 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 A).
General Guidelines
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 any or all proposal(s) 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 respondent under consideration, require confirmation of information furnished by the respondent, 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.
2. Issue subsequent Requests for Proposal.
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.
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