Request for Proposal (RFP)
Investigative Services
Release Date: May 24, 2024
Deadline for Submittal: June 28, 2024, 5:00PM
INTRODUCTION
This request for proposal (RFP) describes the project, the required scope of services, the consultant selection process, and the minimum information that must be included in the proposal. Failure to submit information in accordance with the RFP requirements and procedures may cause disqualification. The anticipated term of this contract will be for one year (1) year and an option to renew for (2) two additional years by means of a mutual agreement of both parties.
Proposers are required to read and understand all information contained within this entire Proposal package. By responding to this RFP, the vendor agrees to read and understand these documents.
PROJECT BACKGROUND / DESCRIPTION
The City of Richmond Police Department is seeking proposals from qualified professionals to assist with the Office of Professional Accountability investigative duties.
The OPA is an independ ent Office of Professional Accountability (OPA) within the Richmond Police Department (RPD), committed to ensuring our employees provide the best service, individually and collectively to the public we serve. As part of our commitment to provide trusted, fair, and objective handling of citizen inquiries, the OPA intends to retain firms or individuals with extensive experience investigating complaints.
The OPA’s mission is to constantly improve and achieve a more trusted and transparent accountability system. To do this, OPA focuses on six areas:
o Investigation of complaints, facilitation of mediation services. o Review use of force incidents, officer involved shootings and pursuits. o Examine patterns of behavior of officers to prevent future errant behavior. o Facilitate legal and judicial requests for information. o Evaluate police regulations and make policy and procedure recommendations. o Improve transparency concerning accountability improvements & procedures.
The respondent is expected to follow all applicable federal, state, local laws, statutes, ordinances, rules, regulations, understanding of Police Officer Bill or Rights (POBR), Miranda Rights, Weingarten Rights, etc.
The ideal respondent should be located within a 1-hour travel time or 30-mile radius from the City of Richmond and may be required to travel to other cities in the bay area to conduct interviews and investigations.
The Police Department anticipated annual budget is $100,000 per year for up to three years (three years contract for up to $300,000). This amount may be evenly split if the department chooses to award the contract to multiple qualifying respondents.
PROPOSAL FORMAT GUIDELINES
The proposal should be concise, well organized, and demonstrate the proposer’s qualifications and experience applicable to the Project.
Each proposal will adhere to the following order and content of sections. Proposal should be straightforward, concise and provide “layman” explanations of technical and legal terms that are used.
All proposals will be scored the as follows:
Respondents Background/Experience (25 Points)
a. Demonstrates expert knowledge in Police Officer Bill of Rights, and other related law enforcements specific rights, such as Weingarten, Miranda, etc. b. Reside within a 30-mile radius from the City of Richmond, or 1- hour travel time.
c. Previous experience performing similar work with the City of Richmond, or with another local law enforcement agency.
d. Demonstrate knowledge and minimum of 5+ years of continuing experience with investigating use of force complaints.
Cost (25 Points)
Provide a comprehensive fee schedule for all the services the Proposer will provide to the Police Department. All cost and pricing data, including documents showing indirect costs and direct labor rates should be included in the proposal.
Proposers will be paid at the same rates set forth in their cost proposal unless further negotiated in writing and agreed to by the Police Department.
Scope of Services (50 Points)
Proposer must have the ability to provide some or all the following services (although not all listed will be required):
a. Meet with department personnel and management to discuss confidential matters, including allegations to be investigated.
b. Provide an investigative plan or planned approach to investigate the issue in a fair and unbiased manner.
c. Determine the most appropriate investigative method to follow in accordance with all federal, state, and local laws.
d. Interview all personnel involved with the investigation, including witnesses, complainants, subject personnel, and others.
e. Review evidence including supporting documents, audio clips and video clips, pictures, data from various sources including cell phone and other electronic communication devices.
f. Conduct research necessary in accordance with all federal, state, and local applicable laws.
g. Evaluate and analyze the evidence to formulate well supported investigative conclusion related to the investigation.
h. Ability to learn and use internal computer software to look up evidence, including but not limited to CI -Technologies IA Pro, Axon Evidence.com and Axon Standards.
i. Submit a cohesive and well written report with supporting documents, facts, findings and recommendations with all evidence and applicable material to the OPA Manager or Police Chief.
j. Ability to conduct confidential debriefing with authorized Police Department personnel.
k. May participate in administrative hearings, civil and/or criminal court proceedings that result from the investigations.
l. Perform all work as directed in the strictest confidential manner. m. Proposer may be required to participate in a pre- employment screening that may include a police background investigation and/or polygraph. n. Ability to pass CLETS Security Awareness and FBI fingerprint security clearance if required.
o. Provide monthly (or agreed period) invoice that details the service performed, total number of hours worked, task summary, and other information deemed relevant by RPD personnel.
A. 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 Police Department. 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 Department.
B. Exceptions to this Request for Proposals
The proposer shall state whether it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment 1). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of the City of Richmond’s Standard Services Agreement must be made by requesting deletion of specific words and/or by providing the newly 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.
C. 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 c onflict 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.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
Please do not contact staff directly regarding this Proposal as they will not be answered.
All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00pm PST, on June 14, 2024. If the City finds it necessary to issue an addendum, prospective Offerors will receive e-mail notification of addendum.
Otherwise, answers to questions received will be provided on the Q&A tab as soon as practical. 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 web site, 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
Please submit your proposal via the City of Richmond's B idsOnline system. Proposals submitted by facsimile or e-mail are not acceptable and will not be considered.
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Proposer is responsible for submitting its entire proposal package with all required submittal documents and any modifications or revisions to the Bidsonline system before the deadline. Any proposal, modification, or revision received by the City of Richmond after the exact time specified for receipt of proposals is “late” and will may be considered.
The City of Richmond reserves the right to waive inconsequential irregularities.
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 a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond.
The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The City may investigate the qualifications of any 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 Proposer.
6. Solicit best and final offers from all or some of the Proposer.
7. Select one or more Proposer.
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 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 requirement s of California Government Code section 6254.7. Only information claimed to be a trade secret at t he 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.
The Proposer will also be required to maintain the necessary insurance, including general liability and automotive insurance with all necessary endorsements/exclusions and provide an updated COI insurance once expired.
Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold and obtain a City of Richmond business license that is renewed annually. Please check the City of Richmond website for business license fees and requirements.
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 Proposer 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.
PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals shall be reviewed to verify that the Proposer has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or make 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 Best and Final offers based upon improved understanding of the offers or changed scope of service. The City will negotiate with that vendor to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will r emain 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.
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. 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
When the Review Panel has completed its work, Police Department personnel will then work with the Proposer to complete the administrative paperwork.