REQUEST FOR QUALIFICATIONS (RFQ)
On-Demand Enhanced Business, Workplace, Events
Services and Solutions
Economic Development Department
City of Richmond
1322 Canal Boulevard
Richmond, CA 94804
RELEASE DATE: August 6, 2024
DUE DATE: August 27, 2024 at 3:00PM
RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:
www.ci.richmond.ca.us/bids
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
Contents
OVERVIEW ....................................................................................................................................... 4 ABOUT THE CITY .............................................................................................................................. 5 PROJECT BACKGROUND/DESCRIPTION .......................................................................................... 5 SCOPES OF SERVICES ....................................................................................................................... 6 GOALS .......................................................................................................................................... 6 TARGET MARKET ......................................................................................................................... 6 ACTIVITIES ................................................................................................................................... 6 QUALIFICATIONS/EXPERIENCE........................................................................................................ 7 PROPOSAL REQUIREMENTS ............................................................................................................ 8 SELECTION PROCESS ....................................................................................................................... 8 INTERVIEW/PRESENTATIONS ...................................................................................................... 8 PRE-AWARD NEGOTIATIONS ....................................................................................................... 9 AWARD ........................................................................................................................................ 9 TERMINATION ............................................................................................................................... 10 Amendments ............................................................................................................................. 10 REPORTING ................................................................................................................................... 10 OUTCOMES ................................................................................................................................... 11 Narratives .................................................................................................................................. 11 Financial Reporting .................................................................................................................... 11 Outcomes Reporting ................................................................................................................. 11 Schedule .................................................................................................................................... 13 DOCUMENTATION ..................................................................................................................... 13 PROGRAM EVALUATION AND ASSESMENT .............................................................................. 14 TIMELINE ....................................................................................................................................... 14 PROPOSAL SUBMISSION INFORMATION ...................................................................................... 15 GENERAL GUIDELINES ................................................................................................................... 16 PUBLIC RECORDS ....................................................................................................................... 16 INSURANCE REQUIREMENTS..................................................................................................... 16 BUSINESS LICENSES ................................................................................................................... 17 Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
COMPLIANCE WITH CITY ORDINANCES ....................................... Error! Bookmark not defined.
SANCTUARY CITY CONTRACTING ORDINANCE ......................................................................... 17 COLLUSION ................................................................................................................................ 17 WITHDRAWAL OF PROPOSAL .................................................................................................... 17 OWNERSHIP OF DOCUMENTS ................................................................................................... 17 SPECIAL CONDITIONS .................................................................................................................... 18 ATTACHMENTS .............................................................................................................................. 23 Attachment 1: Insurance Requirements ................................................................................... 23 Attachment 2: Standard Services Agreement with Sanctuary City Compliance Statement and ARPA Special Conditions ........................................................................................................... 23
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
RELEASE DATE August 6, 2024
CLOSING DATE August 27, 2024
CONTACT Kyle Lam
Management Analyst
Email: [email protected]
Phone: (510) 620-6802
Lizeht Zepeda
Senior Business Assistance Officer
Email: [email protected]
Phone: (510) 620-6653
OVERVIEW
The City of Richmond, CA (“City”) is requesting qualifications from qualified providers to provide on-demand enhanced business services and workplace solutions for businesses. The goal of the program is to enhance capacity and provide comprehensive services for small businesses, ensuring a positive impact and supporting their growth and success.
The City reserves the right to make one award or multiple awards under this Request for Qualification (RFQ), whichever is deemed to be in its best interest. The City also reserves the right to make a partial or full award of the services described below. This RFQ 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 RFQ requirements and procedures may be cause for disqualification. The anticipated term of this contract will be until December 31, 2026. There will be no option to renew. This one-time ARPA related project prohibits modifications. Under the terms of this ARPA related project no extensions will be granted.
Respondents are required to read and understand all information contained within this entire proposal package. By responding to this RFQ, the Respondent agrees to have read and understand these documents.
The total amount of funding is $95,000.
Expected Start Date: October 1
st, 2024
End Date: December 31st, 2026
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
ABOUT THE CITY
The City of Richmond was chartered as a city in 1909 and is located 16 miles northeast of San Francisco, directly across the San Francisco Bay. The City operates a Council-administrator form of government consisting of six council members and a mayor.
Richmond’s population is 116,448. Richmond is one of the region’s most diverse communities:
44.0% of residents identify as Hispanic or Latino, 18.3% identify as Black or African American alone; 17.5% identify as White alone (not Hispanic or Latino), and 14.2% identify as Asian alone.
Richmond is home to a multi-modal transit hub that includes Bay Area Rapid Transit (BART), Amtrak, AC Transit, a marina, diverse commercial business corridors, retail shopping including small businesses, and restaurants, as well as recreational and cultural amenities, and 32 miles of shoreline. This all contributes to making Richmond among California's most desirable communities in the San Francisco Bay Area.
The City of Richmond provides a full range of municipal services, including police and fire protection; public works, maintenance of city streets, parks, and planning and building infrastructure services; library services; stormwater and municipal sewer systems; operation of a wastewater treatment facility; and the administration of recreational activities and cultural events. The city also operates the Richmond Memorial Convention Center and city-owned terminals at the Port of Richmond.
PROJECT BACKGROUND/DESCRIPTION
The City of Richmond has been allocated funds from the U.S. Department of the Treasury's American Rescue Plan Act (ARPA) to aid in the city's recovery from the COVID-19 pandemic.
These funds must be obligated by December 31, 2024, and spent by December 31, 2026.
Recognizing the severe challenges faced by small businesses during the pandemic, including shutdowns, revenue declines, and increased costs, the Richmond City Council has earmarked $1.25 million of these funds specifically for small business assistance as of December 5, 2023.
The pandemic has disproportionately impacted businesses already burdened by pre-existing disparities, further compounding their difficulties.
In response, the City of Richmond is seeking qualified providers to deliver on-demand enhanced business services and workplace solutions. The program's goal is to boost small businesses' capacity by providing comprehensive, impactful services that support their growth and success.
The services must be offered free of charge to participants.
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
SCOPES OF SERVICES
GOALS
This RFQ seeks to accomplish the following goals:
1. To help small businesses in the City of Richmond who have been impacted by the pandemic to stabilize and grow.
2. To provide small businesses with the resources and facilities needed to enhance their capacity, support their endeavors, and foster a thriving business environment in the City of Richmond.
TARGET MARKET
In accordance with the US Department of Treasury’s recommended use of Coronavirus State and Local Fiscal Recovery Funds (SLFRF), applicants must provide services to “small businesses” which are defined as:
• Have no more than 500 employees, or if applicable, the size standard in number of employees established by the Administrator of the Small Business Administration for the industry in which the business concern or organization operates, and • Are a small business concern as defined in section 3 of the Small Business Act 8 (which includes, among other requirements, that the business is independently owned and operated and is not dominant in its field of operation).
In addition to the above requirements, the small business shall be either impacted or disproportionately impacted:
Impacted Small Business
• Decreased revenue or gross receipts;
• Financial insecurity;
• Increased costs;
• Capacity to weather financial history;
• Challenges covering payroll, rent or mortgage, and other operating costs Disproportionately Impacted Small Business
• Small Businesses located in Richmond operating in Qualified Census Tracts
ACTIVITIES
The following activities are sought by the City. An applicant should specialize in most of the following activities. Activities must be free to participant(s):
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
• Workplace Solutions:
o Event Space and Conference Rooms: Fully equipped spaces for meetings, presentations, and collaborative sessions, featuring high-speed internet, advanced audiovisual equipment, and flexible seating arrangements. o Large Event Space/Multipurpose Rooms: Versatile spaces for events such as development gatherings, demonstration nights, speaker panels, and launch parties, with adaptable layouts for various activities. o Creative Spaces: Dedicated areas for activities like photo shoots, video production, and brand photography, equipped with modern lighting, backdrops, and professional-grade equipment.
o Meeting Rooms: Various rooms for team meetings, client consultations, and small group discussions, equipped with modern amenities and flexible booking options.
o Private Office On-Demand: Fully furnished private workspaces available as needed, with access to high-speed internet and office amenities. • Business Services:
o On-Demand/As-Needed Business Support and Mentorship: Designated times for small businesses to access workspace and amenities, with support staff available for administrative tasks and technical support, and opportunities for networking and collaboration.
o Life Coaching: Professional life coaching services for personal and professional development, offering one-on-one coaching sessions and group workshops on topics like goal setting, time management, and career advancement. o Mental Health Support: Access to mental health resources and support services, including workshops and seminars on stress management, resilience, and work- life balance, along with confidential counseling services for small business owners and their employees.
QUALIFICATIONS/EXPERIENCE
Applicants can be a nonprofit 501(c)(3), for profit or social enterprise entity eligible to do business with the City of Richmond.
Applicants must have at least three (3) years of previous experience working with small business owners, especially lower-income individuals, people of color, immigrants, and other historically underserved and/or disadvantaged populations.
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
PROPOSAL REQUIREMENTS
Proposals should include the following information:
• Organizational Experience: Describe the applicant’s history, services, target market, and prior outcomes related to providing services to support businesses. Applicants should describe their understanding of the challenges and barriers that business owners experiences and the ability to navigate the local small business resource landscape. • Target Businesses: Describe how you will promote and champion the small business support program to eligible small businesses in the City and your experience doing previous similar outreach and support.
• Proposed Activities and Outcomes: Describe the programs and services that you will deliver, including intended outcomes, to meet the RFQ’s goals and activities as described in the Scope of Services.
• Staffing: Describe your staffing plan including names, titles and relevant qualifications. • Timeline: Include all major milestones and target dates, as appropriate. • Budget: Include a spreadsheet, which provides line-item expenses along with descriptions if necessary to accomplish the proposed activities and outcomes. • References: Provide a minimum of one Letters of Support or Letters of Reference from community-based organizations or participants who have benefitted from the Applicant’s services.
SELECTION PROCESS
The Economic Development Director may appoint a selection committee to review the responses and perform the evaluation. The information in each proposal will be reviewed and evaluated based on the following criteria:
Evaluation Criteria
Proposal reflects understanding of the City’s goals and objectives; proposal is complete in its responses to all RFQ elements
30%
Relevant and demonstrated qualifications and experience 35% Cost of proposed services 20%
Detailed community engagement/business targeting plan 15%
INTERVIEW/PRESENTATIONS
Upon request of the City of Richmond, Respondents may be requested to give an oral presentation/demonstration on the proposal, which would include a detailed analysis of how each of the RFQ/RFQ requirements would be addressed should Offeror receive the award. An in-person presentation is preferred but City staff will work with the vendor to determine what is feasible. The demonstration shall be conducted at no cost to the City. The purpose of the Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
presentation is to verify the vendor’s capability, suitability, and adaptability to the performance requirements stipulated in this solicitation.
The City will schedule the interview date, time, and location with the successful finalists. If the vendor fails to participate in the interview on the specified date stipulated, the City may elect to reject the proposal or to re-schedule at its discretion.
Respondents are not guaranteed an opportunity to have an interview. Respondents may be eliminated from consideration based solely on inability to meet minimal requirements and/or review of written proposals. The City shall be the sole judge of the acceptability of the proposal in conformance with the specifications and its decision shall be final.
Respondents will be given at least two (2) weeks advance notice if required to make a presentation.
PRE-AWARD NEGOTIATIONS
After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked respondents 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
Selection may be made without further discussion, negotiations or Respondent’s presentations; therefore, Respondent shall offer the most favorable terms in response to this RFQ/RFQ.
Respondent must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Respondent shall include information that will enable the City to determine the Respondent’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 a final award decision.
AWARD
When the Review Panel has completed its work, City staff will then recommend the City Manager for approval. The award of a contract to the successful respondent will be at the discretion of the City Manager/City Council. The services provided by the successful bidder shall be governed by a Standard Services Agreement (Attachment 3).
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
TERMINATION
Each proposal will be evaluated by the Economic Development department based on its performance in relation to the program's objectives and its specific area of responsibility. In the event of a substantial breach, the Economic Development department retains the right to end the contract. For the purposes of the Program, a material breach may include, but not be limited to:
• Failure to adhere to set Program deadlines, including failure to submit reports on time. • Failure to comply with metric reporting regulations.
• Failure to follow the rules for narrative reporting.
• Failure to comply with record-keeping or financial reporting obligations. • Failure to comply with the scope of work specified in the contract. • Not getting in touch with the Economic Development department in a timely manner. • Failure to expend money as specified in the agreement promptly.
In the event of termination, the City Of Richmond is only required to reimburse the recipient for all allowable and unavoidable costs reasonably incurred by the recipient in carrying out its obligations under the agreement as of the terminating event's effective date or during any other period designated by the parties to permit project closeout activities, as determined appropriate by the Economic Development department. The Economic Development department must be notified via email at [email protected] within 48 hours if a recipient has received notice from a federal or private funding partner that the cooperative agreement is about to expire or that the recipient's operations are being put on probation. Future eligibility may be impacted by failure to notify the City Of Richmond.
Amendments
This one-time ARPA related project prohibits modifications. Under the terms of this ARPA related project no extensions will be granted.
REPORTING
The submission of accurate and comprehensive performance reports as well as financial reports is the responsibility of authorized representatives of the selected provider(s). Authorized Representatives are in charge of obtaining accurate and comprehensive performance reports from sub-recipients where applicable. All required reports must be submitted to the Economic Development department by the Authorized Representative after being examined and accepted. Reports will be sent to the Economic Development department via email.
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
The selected provider(s)’ reports, or portions thereof, may be made available to the public.
Within forty-five (45) calendar days following the start of the first billing month, Recipients shall provide a performance report to The Economic Development department via email. Within forty-five (45) days after the project's conclusion, a second report will be necessary. The recipient is required to provide the Economic Development department a final report that includes the research results and any related marketing materials.
As part of the application, the recipient must suggest additional reporting milestones, such as interim reports and/or updates to the Economic Development department. The Economic Development department will decide on the precise and comprehensive reporting schedule and share it with the recipient.
The Economic Development department may review payment for the following:
• Reports are not submitted on time
• Reports are found to be insufficient
• Reports are found to be incomplete,
Future eligibility for The Economic Development department funding may be impacted by late reporting. The Economic Development department maintains the right to audit data presented in performance reports by requesting further documentation, conducting on-site visits, speaking with clients served, or confirming other data as necessary to confirm the data in the performance report.
OUTCOMES
Narratives
The narrative report must be written in Calibri style 12 font in Microsoft Word. An additional report that summarizes the information in the narrative report can be created in PowerPoint format.
Financial Reporting
The following information will be included in the financial report template together with the invoice template:
• Description of non-labor expenses, research and marketing costs, reimbursement timeframes, and a signature from an authorized representative attesting to the accuracy of the information
Outcomes Reporting
The work completed, the results obtained, the advancement made in relation to the project submission plan, and the justification of the cost categories billed must all be detailed in the Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
performance narrative. For instance, if 80 hours were billed to marketing, we would anticipate a detailed description of the work involved (e.g., did staff establish a marketing strategy or carry out a social media campaign aimed at underrepresented businesses) to be provided. If research expenses were incurred, please describe the nature of the study as well as any pertinent findings and effects. Please also explain how the provider was able to focus outreach and marketing efforts on Richmond businesses and entrepreneurs achieve its objectives. The state of Richmond’s small businesses should be examined, with an emphasis on how the COVID-19 Pandemic and COVID-19 have affected them. The Economic Development department frames performance around econometrics such as:
1. Total amount of Training Sessions
2. Total amount of Clients Trained
3. Total amount of New Clients Trained
4. Total amount of Unique Clients Trained
5. Total amount of Consultation Sessions
6. Total amount of Clients Consulted
7. Total amount of New Business Owners Consulted
8. Total amount of Unique Business Owners Consulted
9. Total amount of Current Business Owners Consulted
10. Total amount of Businesses Started
11. Total amount of Businesses Closed
12. Total amount of Businesses Sustained
13. Total amount of Full Time Jobs Created
14. Total amount of Part Time Jobs Created
15. Total Dollar Amount Increase In Sales
16. Total Amount of New Customers
17. Total Amount of New Contracts
18. Total Amount Of Loans
19. Total Dollar Amount of Loans
20. Total Amount Of Debt Paid Off
Organizations are encouraged to include social metrics so long as they can be backed with verified evidence. Examples may include but are not limited to:
• # of new bank accounts per family
• % of debt reduction per family
The final study output ought to provide a foundation for future work on equity and disaster resilience within the ecosystem of small company technical assistance as well as work on equity and disaster resilience carried out by the Economic Development department of the City of Richmond.
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
Schedule
PROGRAM PERIOD REPORTING
PERIOD
July 1 2024 – September 30 2024 1
October 1 2024 – December 31 2024 2
January 1 2025 – March 31 2025 3
April 1 2025 – June 30 2025 4
July 1 2025 – September 30 2025 5
October 1 2025 – December 31 2025 6
January 1 2026 – March 31 2026 7
April 1 2026 – June 30 2026 8
July 1 2026 – September 30 2026 9
October 1 2026 – December 31 2026 10
Additionally monthly and bi-monthly check-ins are required. Presentations to City Council or Commissions may occur to provide updates. Reports that contain insufficient statements are incomplete.
DOCUMENTATION
The selected provider(s) are required to keep full financial, programmatic, legal compliance audits and examinations of performance in the Program for up to five fiscal years in order to receive reimbursements and to assist these audits and examinations. Funds must also be linked to the program for which they were allocated. The selected provider(s) shall make such records available to the Economic Department upon request. A spreadsheet used by the host organization and subrecipient organizations (i.e. subcontracted small business resource providers and subcontracted contractors to reconcile financial bills and disbursement journals • Support for all charges under the agreement, including canceled checks, vendor invoices, disbursement ledger, and journal entries.
• The reimbursement invoices for expenses supplied by the subcontracted Service Centers, along with any relevant supporting records (such as disbursement ledgers or a comparison of actual and planned spending);
• Payroll data for workers whose salaries are deducted from the agreement. The required standard must be upheld by the recipients and subrecipients for the full-time and part- time staff members assigned to the program. This might comprise, but isn't limited to, activity reports, appointment letters or contracts, performance reviews, and payroll journals.
• Timesheet with backup
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
PROGRAM EVALUATION AND ASSESMENT
The Economic Development department will keep track of the selected provider(s) progress.
Regularly reviewing performance and financial report data will be part of this monitoring. A check of client files, client fees, training, marketing and administrative invoices, cost-share obligations, and general operations are just a few of the possible inquiries and program assessments that the Economic Development may do to confirm performance. Reviews of programs can be done on-site or remotely. By speaking with the customers who received support from a Center, the Economic Development department may further examine claimed business aid. No later than five working days prior to the program evaluation, staff will provide instructions and notify selected provider(s) by email if they have been chosen for a program review.
Between program evaluations, the Economic Development department is not tasked with monitoring the selected provider(s) performance. Additionally, the Economic Development department disclaims responsibility for any information that is.
TIMELINE
DATE DELIVERABLE
September 31st, 2024 Reporting Period #1 Ends
October 31st, 2024 Reporting Period #1 - Progress Report Due October 31st, 2024 Reporting Period #1 – Invoice Due
December 31st, 2024 Reporting Period #2 Ends
January 30th, 2025 Reporting Period #2 - Progress Report Due January 30th, 2025 Reporting Period #2 – Invoice Due
March 28th, 2025 Reporting Period #3 Ends
April 30th, 2025 Reporting Period #3 - Progress Report Due April 30th, 2025 Reporting Period #3 – Invoice Due
June 30th, 2025 Reporting Period #4 Ends
July 31st, 2025 Reporting Period #4 - Progress Report Due July 31st, 2025 Reporting Period #4 – Invoice Due
September 31st, 2025 Reporting Period #5 Ends
October 31st, 2024 Reporting Period #5 - Progress Report Due October 31st, 2024 Reporting Period #5 – Invoice Due
December 31st, 2025 Reporting Period #6 Ends
January 30th, 2025 Reporting Period #6 - Progress Report Due January 30th, 2025 Reporting Period #6 – Invoice Due
March 28th, 2025 Reporting Period #7 Ends
April 30th, 2025 Reporting Period #7 - Progress Report Due April 30th, 2025 Reporting Period #7 – Invoice Due
June 30th, 2025 Reporting Period #8 Ends
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
July 31st, 2025 Reporting Period #8 - Progress Report Due July 31st, 2025 Reporting Period #8 – Invoice Due
September 30th, 2026 Reporting Period #9 Ends
October 31st, 2026 Reporting Period #9 - Progress Report Due October 31st., 2026 Reporting Period #9 – Invoice Due
December 31st ,2026 Reporting Period #10 Ends
December 31st ,2026 Reporting Period #10 - Progress Report Due December 31st ,2026 Reporting Period #10 – Invoice Due
December 31st, 2026 Administrative review/Final Summary Report Due
PROPOSAL SUBMISSION INFORMATION
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. Respondent 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. Respondents will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their proposal was submitted successfully. The City will only receive those proposals that were transmitted successfully. The proposal must be received no later than 3:00 p.m., local time, on August 27th, 2024. The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the Respondent.
All questions must be submitted via the electronic BidsOnline system on the Q&A tab by August 20th at 3:00 PM. If the City finds it necessary to issue an addendum, prospective Respondents will receive e-mail notification of addendum. Otherwise, answers to questions received will be provided on the Q&A tab and notification will be sent by August 22st by 3:00 PM. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible Addenda to the RFQ 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 RFQ. Any party attempting to influence or circumvent the RFQ, bid submittal, and review process shall have their proposal rejected for violating this provision of the RFQ.
Interested parties may download copies of the abovementioned proposal by visiting the City's web site, www.ci.richmond.ca.us/bids. To download the RFQ, new Respondents will be required to register. Once the Respondent downloads any documents relative to a solicitation, that Respondent's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFQ.
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
GENERAL GUIDELINES
This RFQ 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 RFQ, 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 RFQ.
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 of 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 RFQ 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 RFQ Attachment 1. 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.
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
BUSINESS LICENSES
The successful Respondent 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.
SANCTUARY CITY CONTRACTING ORDINANCE
The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Bidders/Proposers must submit the Sanctuary City Compliance Statement (Attachment 2) with their Bid or Proposal.
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 PROPOSAL
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.
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable):
In addition to the General Conditions set forth herein, Contractor (referred to herein as “Recipient”) shall comply with the terms and conditions set forth in the U.S. Department of the Treasury Coronavirus Local Fiscal Recovery Fund Award terms and conditions which are attached hereto and incorporated herein by this reference. If there are any conflicts between the terms and conditions set forth in the General Conditions and the terms and conditions set forth in the U.S. Department of the Treasury Coronavirus Local Fiscal Recovery Fund Award Contract Provisions, the terms and conditions set forth in the U.S. Department of the Treasury Coronavirus Local Fiscal Recovery Fund Award Contract Provisions shall take precedence and shall prevail.
1. Use of Funds.
a. Recipient understands and agrees that the funds disbursed under this award may only be used in compliance with section 603(c) of the Social Security Act (the Act), Treasury’s regulations implementing that section, and guidance issued by Treasury regarding the foregoing.
b. Recipient will determine prior to engaging in any project using this assistance that it has the institutional, managerial, and financial capability to ensure proper planning, management, and completion of such project.
2. Period of Performance. The period of performance for this award begins on the date hereof and ends on December 31, 2026. As set forth in Treasury’s implementing regulations, Recipient may use award funds to cover eligible costs incurred during the period that begins on March 3, 2021, and ends on December 31, 2024.
3. Reporting. Recipient agrees to comply with any reporting obligations established by Treasury as they relate to this award.
4. Maintenance of and Access to Records
a. Recipient shall maintain records and financial documents sufficient to evidence compliance with section 603(c) of the Act, Treasury’s regulations implementing that section, and guidance issued by Treasury regarding the foregoing. b. The Treasury Office of Inspector General and the Government Accountability Office, or their authorized representatives, shall have the right of access to records (electronic and otherwise) of Recipient in order to conduct audits or other investigations.
Request For Proposal
City of Richmond – Assistance to Small Businesses Impacted by COVID-19
c. Records shall be maintained by Recipient for a period of five (5) years after all funds have been expended or returned to Treasury, whichever is later.
5. Pre-award Costs. Pre-award costs, as defined in 2 C.F.R. § 200.458, may not be paid with funding from this award.
6. Administrative Costs. Recipient may use funds provided under this award to cover both direct and indirect costs.
7. Cost Sharing. Cost sharing or matching funds are not required to be provided by Recipient.
8. Conflicts of Interest. Recipient understands and agrees it must maintain a conflict of interest policy consistent with 2 C.F.R. § 200.318(c) and that such conflict of interest policy is applicable to each activity funded under this award. Recipient and subrecipients must disclose in writing to Treasury or the pass-through entity, as appropriate, any potential conflict of interest affecting the awarded funds in accordance with 2 C.F.R. § 200.112.
9. Compliance with Applicable Law and Regulations.
a. Recipient agrees to comply with the requirements of section 603 of the Act, regulations adopted by Treasury pursuant to section 603(f) of the Act, and guidance issued by Treasury regarding the foregoing. Recipient also agrees to comply with all other applicable federal statutes, regulations, and executive orders, and Recipient shall provide for such compliance by other parties in any agreements it enters into with other parties relating to this award. b. Federal regulations applicable to this award include, without limitation, the following:
i. Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 C.F.R. Part 200, other than such provisions as Treasury may determine are inapplicable to this Award and subject to such exceptions as may be otherwise provided by Treasury.
Subpart F – Audit Requirements of the Uniform Guidance, implementing the Single Audit Act, shall apply to this award.
ii. Universal Identifier and System for Award Management (SAM), 2 C.F.R.
Part 25, pursuant to which the award term set forth in Appendix A to 2 C.F.R. Part 25 is hereby incorporated by reference.
iii. Reporting Subaward and Executive Compensation Information, 2 C.F.R.
Part 170, pursuant to which the award term set forth in Appendix A to 2 C.F.R. Part 170 is hereby incorporated by reference.
iv. OMB Guidelines to Agencies on Governmentwide Debarment and Suspension (Nonprocurement), 2 C.F.R. Part 180, including the Request For Proposal
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requirement to include a term or condition in all lower tier covered transactions (contracts and subcontracts described in 2 C.F.R. Part 180, subpart B) that the award is subject to 2 C.F.R. Part 180 and Treasury’s implementing regulation at 31 C.F.R. Part 19.
v. Recipient Integrity and Performance Matters, pursuant to which the award term set forth in 2 C.F.R. Part 200, Appendix XII to Part 200 is hereby incorporated by reference.
vi. Governmentwide Requirements for Drug-Free Workplace, 31 C.F.R. Part
20. vii. New Restrictions on Lobbying, 31 C.F.R. Part 21. viii. Uniform Relocation Assistance and Real Property Acquisitions Act of 1970 (42 U.S.C. §§ 4601-4655) and implementing regulations.
ix. Generally applicable federal environmental laws and regulations. c. Statutes and regulations prohibiting discrimination applicable to this award include, without limitation, the following:
i. Title VI of the Civil Rights Act of 1964 (42 U.S.C. §§ 2000d et seq.) and Treasury’s implementing regulations at 31 C.F.R. Part 22, which prohibit discrimination on the basis of race, color, or national origin under programs or activities receiving federal financial assistance; ii. The Fair Housing Act, Title VIII of the Civil Rights Act of 1968 (42 U.S.C. §§ 3601 et seq.), which prohibits discrimination in housing on the basis of race, color, religion, national origin, sex, familial status, or disability; iii. Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. § 794), which prohibits discrimination on the basis of disability under any program or activity receiving federal financial assistance; iv. The Age Discrimination Act of 1975, as amended (42 U.S.C. §§ 6101 et seq.), and Treasury’s implementing regulations at 31 C.F.R. Part 23, which prohibit discrimination on the basis of age in programs or activities receiving federal financial assistance; and
v. Title II of the Americans with Disabilities Act of 1990, as amended (42 U.S.C. §§ 12101 et seq.), which prohibits discrimination on the basis of disability under programs, activities, and services provided or made available by state and local governments or instrumentalities or agencies thereto.
10. Remedial Actions. In the event of Recipient’s noncompliance with section 603 of the Act, other applicable laws, Treasury’s implementing regulations, guidance, or any reporting or other program requirements, Treasury may impose additional conditions on the receipt of a subsequent tranche of future award funds, if any, or take other available remedies as set forth in 2 C.F.R. § 200.339. In the case of a violation of section 603(c) of Request For Proposal
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the Act regarding the use of funds, previous payments shall be subject to recoupment as provided in section 603(e) of the Act.
11. Hatch Act. Recipient agrees to comply, as applicable, with requirements of the Hatch Act (5 U.S.C. §§ 1501-1508 and 7324-7328), which limit certain political activities of State or local government employees whose principal employment is in connection with an activity financed in whole or in part by this federal assistance.
12. False Statements. Recipient understands that making false statements or claims in connection with this award is a violation of federal law and may result in criminal, civil, or administrative sanctions, including fines, imprisonment, civil damages and penalties, debarment from participating in federal awards or contracts, and/or any other remedy available by law.
13. Publications. Any publications produced with funds from this award must display the following language: “This project [is being] [was] supported, in whole or in part, by federal award number [enter project FAIN] awarded to [name of Recipient] by the U.S.
Department of the Treasury.”
14. Debts Owed the Federal Government.
a. Any funds paid to Recipient (1) in excess of the amount to which Recipient is finally determined to be authorized to retain under the terms of this award; (2) that are determined by the Treasury Office of Inspector General to have been misused; or (3) that are determined by Treasury to be subject to a repayment obligation pursuant to section 603(e) of the Act and have not been repaid by Recipient shall constitute a debt to the federal government. b. Any debts determined to be owed the federal government must be paid promptly by Recipient. A debt is delinquent if it has not been paid by the date specified in Treasury’s initial written demand for payment, unless other satisfactory arrangements have been made or if the Recipient knowingly or improperly retains funds that are a debt as defined in paragraph 14(a). Treasury will take any actions available to it to collect such a debt.
15. Disclaimer.
a. United States expressly disclaims any and all responsibility or liability to Recipient or third persons for the actions of Recipient or third persons resulting in death, bodily injury, property damages, or any other losses resulting in any way from the performance of this award or any other losses resulting in any way from the performance of this award or any contract, or subcontract under this award.
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b. The acceptance of this award by Recipient does not in any way establish an agency relationship between the United States and Recipient.
16. Protections for Whistleblowers.
a. In accordance with 41 U.S.C. § 4712, Recipient may not discharge, demote, or otherwise discriminate against an employee in reprisal for disclosing to any of the list of persons or entities provided below, information that the employee reasonably believes is evidence of gross mismanagement of a federal contract or grant, a gross waste of federal funds, an abuse of authority relating to a federal contract or grant, a substantial and specific danger to public health or safety, or a violation of law, rule, or regulation related to a federal contract (including the competition for or negotiation of a contract) or grant. b. The list of persons and entities referenced in the paragraph above includes the following:
i. A member of Congress or a representative of a committee of Congress; ii. An Inspector General;
iii. The Government Accountability Office;
iv. A Treasury employee responsible for contract or grant oversight or management;
v. An authorized official of the Department of Justice or other law enforcement agency;
vi. A court or grand jury; or
vii. A management official or other employee of Recipient, contractor, or subcontractor who has the responsibility to investigate, discover, or address misconduct.
viii. Recipient shall inform its employees in writing of the rights and remedies provided under this section, in the predominant native language of the workforce.
17. Increasing Seat Belt Use in the United States. Pursuant to Executive Order 13043, 62 FR 19217 (Apr. 18, 1997), Recipient should encourage its contractors to adopt and enforce on-the- job seat belt policies and programs for their employees when operating company-owned, rented or personally owned vehicles.
18. Reducing Text Messaging While Driving. Pursuant to Executive Order 13513, 74 FR 51225 (Oct. 6, 2009), Recipient should encourage its employees, subrecipients, and contractors to adopt and enforce policies that ban text messaging while driving, and Recipient should establish workplace safety policies to decrease accidents caused by distracted drivers.
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ATTACHMENTS
Attachment 1: Insurance Requirements
Attachment 2: Standard Services Agreement with Sanctuary City Compliance Statement and ARPA Special Conditions