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
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) grant- funded 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 youth- serving 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 grant- making process, and
• Established a competitive “fair and open” grant program to award funds to eligible non- profit 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
• 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 year- end 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
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
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 sub- contractor(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
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 sub- consultants. 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
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
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-me ntioned 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
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
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.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure, including trade secrets, will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page 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 Attachment B. 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 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.
Sanctuary City Contracting Ordinance (SCCO)
The Richmond Sanctuary City Contracting Ordinance No. 12-18 (Attachment C) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”).
Proposers must submit the attached Sanctuary City Compliance Statement with their Proposal. (Attachment D)
Limited Liability Company Disclosure Statement (LLCS)
Resolution No. 86-21 (Attachment E), approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited
Liability Corporations (LLC). Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Proposal (Attachment F).
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 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.
Exhibits
A. RCFY Funding and Overall Program Goals
Attachments
A. Standard Contract/Standard Services Agreement
B. Insurance Requirements
C. Sanctuary City Contracting Ordinance No. 12-18
D. Sanctuary City Compliance Statement
E. Limited Liability Company Disclosure Resolution No. 86-21 F. Limited Liability Company Disclosure Statement