Request for Proposals
Engineering & Design Services
For The
McBryde Ave Improvements Project
Federal Project No. STPL-5137(062)
Release Date: November 1, 2024
Deadline for Submittal
November 22, 2024
Contact: Hillal Hamdan, P.E., Senior Civil Engineer
Email: [email protected]
Phone Number: 510-621-1612
City of Richmond
Public Works – Engineering Department
Table of Contents
1. INTRODUCTION ...............................................................................................................3
2. SCOPE OF SERVICES....................................................................................................5
3. PRO JECT GENERAL INFORMATION........................................................................11
4. PROCESS FOR SUBMITTING PROPOSALS ............................................................15
5. PROPOSAL EVALUATION AND SELECTION PROCESS ......................................19
1. INTRODUCTION
The City of Richmond is requesting proposals from qualified firms to provide professional engineering & design services to prepare plans, specifications, and engineer’s estimate for the McBryde avenue from Wildcat Canyon R egional Park till 37th Street. The services required shall include, but are not limited to, project team coordination, conducting traffic and pedestrian studies, signal timing, generating detailed plans, specifications, and estimates (PS&E) for the roadway improvements, coordination with the City, Caltrans, bid phase support, and construction administration services. This Request for P roposal (RFP) describes the project, the required scope of services, the consultant selection process, and the required information that must be included in the proposal. Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification. The anticipated term of this contract will be for a period of one (1) year.
All
activities associated with this project shall conform with all policies and procedures outlined in the Caltrans Local Assistance Manual (LAPM). Consultant and subconsultants for this proposed contract will be subject to an ICR financial review by Caltr ans Independent Office of Independent Office of Audits and Investigations (IOAI).
ABOUT THE CITY
The Cit
y of Richmond is a Charter City located in Contra Costa County, part of the San Francisco Bay Area with a population of 114,106 residents. Richmond is one of the region’s most diverse communities: 4% of residents identify as Hispanic or Latino, 18.3% identify as Black or African American alone, 24.2% identify as White alone (not Hispanic of Latino), and 14.2% identify as Asian alone (15.4%). 1 Ric
hmond is home to a multi -modal transit hub that includes BART, Amtrak , Capitol Corridor, and AC Transit, 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 Cit
y of Richmond provides a full range of municipal services including police and fire protection; construction and maintenance of highways , 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. The City also operates the Richmond Memorial Convention Center and the Port of Richmond.
1 Quickfacts Richmond city, California. 2023 American Community Survey 5 year estimates. https://www.census.gov/quickfacts/richmondcitycalifornia
PROJECT BACKGROUND / DESCRIPTION
Mc
Bryde Avenue is a proposed bike route in the city ’s Bicycle Master Plan and provides direct access to Wildcat Canyon Regional Park. Currently the road has no bicycle facilities, insufficient pedestrian accommodation, and four vehicle lanes, creating an environment solely suited to car travel. This project will transform the corridor by reducing the four vehicle lanes to two while adding a center turn lane, bike lanes, and pedestrian improvements such as ADA-compliant curb ramps, curb extensions, high visibility crosswalks, and sidewalk gap closures. Bike l anes will have buffers and physical protection where possible without removing existing parking. Vehicle traffic flow will be maintained by making modifications to the three traffic signals along the route. Audible pedestrian signals may be needed.
The
west edge of the project starts at the existing bikeway on 37th Street. Here McBryde Ave is a two -lane road but approaching San Pablo Avenue, eastbound traffic has two 11 ft lanes, a straight-and-left, and a straight-and-right. The straight- and-right lane will be converted to a right-only, and a 5 ft through-bike lane added in between vehicle lanes. Vehicle lanes reduced to 10 ft. Westbound 6 ft bike lane added against the curb as no parking is currently allowed. From San Pablo Ave to Humboldt St, existing four-lane road (13 ft wide lanes) will be converted to two 11 ft lanes and a 11 ft center turn median with 5 ft bike lanes with 2.5 ft buffers. Between Humboldt St and Amador St, on the I-80 overpass, parking restrictions make room for a 6 ft bike lane against the curb with a 6 ft buffer including vertical protective elements, flex hit posts and curb stops/armadillos. Two westbound vehicle lanes will be reduced to one, eastbound two vehicle lanes will remain, however at Amador, the straight-and-left lane will change to left -only. From Amador St to Park Ave, similarly the existing 4 lane road (12 ft lanes) will be converted to two 11 ft lanes with 11 ft center turn lane and 5 ft bike lanes with 2.5 ft buffers. Curb ramps will be built along the entire corridor. Three intersections need redesign to provide a comfortable and safe path of travel for pedestrians. At Glenn Ave, the project proposes to close off the stub of Glenn Ave and build continuous sidewalk along northwest side of McBryde so that pedestrians do not have to cross over Yuba Ave and Glenn Ave.
At Sonoma St, curve in McBryde creates a very wide roadway and confusing/dangerous crossings for pedestrians. The sidewalk will be built out into McBryde Ave to create a more typical intersection geometry. At Park Ave, a typical intersection will be rebuilt with a traffic circle and/or bulb-outs, sidewalk gap will be closed along the north side, and curb ramps and high- visibility crosswalks will be built so that pedestrians have a clear and safe path of travel to the adjacent entrance to Alvarado Park. Approximately 25 street trees will be planted in vacant tree wells and in unused sidewalk planter strips. Stormwater treatment is omitted due to lack of storm drains along the corridor.
Pr
oposed improvements are conceptually illustrated in Exhibit 1.1 ( McBryde Ave Safe Routes To Parks Project Concept).
2. SCOPE OF SERVICES
Design under this contract will cover all the City of Richmond Scope of Services work
and will include coordination with Caltrans for scope elements including coordination for signalization elements of the scope with the City.
City of Ri chmond Scope of Wo rk
The Scope of Work required includes the preparation of engineering studies and construction documents including detailed plans, specifications, and cost estimate (PS&E). The design must conform to all laws, ordinances, and codes, including the latest ADA regulations, City of Richmond’s Standard Specifications and Details, Caltrans 2023 Standard Specifications and Standard Plans, and the latest CA- MUTCD Manual. All work products shall become the property of the City and be submitted to the City for review. The Consultant shall submit at a minimum of four design submittals: Conceptual Design to support request for Diagnostic Meeting, 30% Preliminary Design, 60% PS&E, 90% PS&E, and 100% Final PS&E, bid phase services, and construction administration services.
2.1 - Project Management
a. Consu
ltant shall manage and coordinate a kick- off meeting with City Staff within 10 days after contract execution to discuss the project goals, scope, schedule, introduction of the project team, and request any required existing conditions information that the City may have.
b. Consultant shall manage, coordinate monthly meetings with City Staff .
Consultant shall set monthly ongoing meetings and distribute agendas, lead monthly meetings, prepare, and distribute meeting minutes, and responsibility matrix after each meeting to all project team members.
c. Consultant shall schedule, attend, and conduct at a minimum, four additional meetings as follows through the duration of the project:
Conceptual design, 30% preliminary design report, 60% PSE & 90% PSE meetings.
d. Consultant shall coordinate with City staff, Caltrans , other applicable regulatory agencies, and other consultants that may be involved.
e. Consultant shall prepare and periodically update a project schedule with tasks and milestones. Consultant shall break down the schedule by logistical tasks consistent with the scope of work and with enough detail to track project progress. Both baseline schedule and tracking updates are required at each stage of design. The schedule must reflect realistic estimates of review periods by City
staff for tasks, such as reports, plans, and coordination. f. Consultant shall prepare monthly progress reports that shall provide current information regarding the project schedule complete/ upcoming deliverables, problems encountered that may affect the schedule, budget of work products and anticipated work items, and identify activities for the following month.
g. Consultant shall ensure compliance with current with applicable state and federal laws and regulations, and with any requirements from funding agencies.
h. Consultant shall provide support to City s taff for Caltrans’ Request for Authorization (RFA) as needed for construction phase authorization, including the required Caltrans Local Assistance Forms and Checklists.
2.2 - Data Collection and Analysis
1. The Con
sultant shall research and review existing topographic
mapping, right-of- way maps, “as -built” plans, record maps, surveys, assessor maps, improvement plans, and other characteristics for the project.
2. Consultant shall conduct field reconnaissance within the project limits.
3. Consultant shall conduct field surveys that include collecting topographic information and locating and referencing existing City survey monumentation and adopting City basis of horizontal and vertical control.
4. Consultant shall pothole existing utilities to verify their locations/elevations working in coordination with the City . The plans shall illustrate existing structures, as well as rim and invert elevations for all underground utilities and facilities, poles, and wire heights for above ground utilities.
5. Consultant shall be responsible for obtaining utility as-built plans from various agencies and as identified in the plans. Prepare and transmit project notification to utilities with a request to identify existing and proposed facilities.
6. Consultant shall identify required permits, prepare all permit applications, and assist the City with negotiations relative to permit conditions, if required. Permit fees will be paid by the City.
7. Consultant shall review existing City’s documents: General Plan, Bicycle Master Plan and Pedestrian Plan ADA Transition Plan.
8. Consultant shall obtain the necessary existing traffic, bicycle, and pedestrian data for the area as necessary for design.
2.3 - Environmental Services / CEQA & NEPA Support
The consultant will provide environmental support (PES Form) and provide all necessary services to obtain any required NEPA/CEQA documentation.
2.4 - Utility Coordination
The Consultant shall coordinate with City staff and utility agencies.
Utility information (overhead and underground) must be included in the project base mapping. The consultant shall work with City staff, and Caltrans for design requirements for the Right -of-Way Phase (Local Agency Right of Way (ROW) Certification).
2.5 - Plans, Specifications, and Estimate
a. Desi
gn Criteria, Conceptual Design Plan, and 30% Preliminary Design Submittal
To support the project kick -off and the request for a Diagnostic meeting, Consultant shall prepare a project information package including a summary of Design Criteria, Conceptual Design plan, project photos. Consultant shall plan to participate in at least 2 field diagnostics/site reconnaissance meetings and provide team support by documenting and coordinating the agreed upon results and recommendations to the Diagnostic Team. The Consultant shall provide one set of full size, 24”x36”, plans in .pdf and CAD format. Conduct all analysis needed to complete the preliminary design recommendations for the project as reviewed and approved by the City staff, Caltrans. The analysis shall include, but not be limited to, existing facilities condition and structure, analysis of traffic and pedestrian studies, signal timing, underground/ aerial utility investigations, pavement investigation, geometric design, right -of-way analysis, curb ramp infrastructures, signal pole locations, traffic signals and road signs. b. 30% P
reliminary Design Report and 30% Preliminary Design
Submittal
After the Diagnostic Meeting process concludes, the Consultant shall prepare a preliminary layout of the project limits. At a minimum, the preliminary layout shall show pavement layout, right -of- way/easements, private properties, utilities, trees, sidewalk/pedestrian curb ramps, pavement striping, edge of pavement as applicable. c. Pr
oject Plans, Specifications & Cost Estimate (60%, 90%, 100%) The Consultant shall provide one set of full size, 24”x36”, plans (in .pdf and CAD format), one set of specifications (in .pdf and .docx format) and the engineer’s estimate (in .pdf. and .xlsx format) at each design stage.
Consultant shall prepare detailed plans, technical specifications, and construction cost estimate (PS&E) for the South Cutting Boulevard Crossing Improvements project. Consultant shall prepare plans that
shall include but are not limited to Cover Sheet, Demolition Plans, Horizontal Control Plans, Grading and Drainage Plans, Improvement Plans, Signal Interconnect Plans, Signing and Striping Plans, Utility Plans, Civil Details Plans.
• Cov
er Sheet shall include, but are not limited to, location map, vicinity map, general notes, sheet index, City disclaimer and City Engineer signage block, submittal percentage, title block, Project title, and abbreviations.
• Demolition Plans shall include, but are not limited to, project limit of work, property limits, addresses, City ROW, existing underground and aerial utilities, monuments, clear limit of removal, detailed notes, scale, north arrow, USA sign, legend, clear distinction of material removal.
• Horizontal Control Plans shall include, but are not limited to, property limits, addresses, City ROW, control points table, station lines, offsets, table of curves, survey notes, scale, north arrow, datum notes, survey statement, survey signature and stamp, abbreviations, and legend.
• Grading and Drainage Plans shall include , but are not limited to, project limit of work, existing underground utilities, property limits, addresses, City ROW, proposed/ existing top of curb (TC) grades/ linework, proposed/ existing flow line (FL) grades/ linework, proposed/ existing gutter lip of gutter (GLIP) grades/ linework, proposed/ existing back of walk (BW) grades/ linework, match existing grades/ linework, conform grades/linework, difference between proposed GLIP to existing grade (cut/fill), slope arrows, cross slopes, layer type to differentiate existing and proposed grades, legend, scale, north arrow, USA sign, legend, and annotated dimensions.
• Improvement Plans shall include, but are not limited to, project limit of work, property limits, addresses, City ROW, proposed/ existing linework (TC, FL, GLIP, BW, etc.), existing underground and aerial utilities, layer type to differentiate existing and proposed linework, legend, scale, north arrow, USA sign, legend, call outs (e.g. install, protect in place, adjust to grade, reference to detail number/sheet number, etc.), clear distinction of proposed improvements, and general notes.
• Signal Interconnect Plans shall include, but are not limited to, project limit of work, existing underground and aerial utilities, property limits, addresses, City ROW, proposed/ existing linework (TC, FL, GLIP, BW, etc.), layer type to differentiate existing and proposed line work, legend, scale, north arrow, USA sign, legend, traffic control devices call outs, clear distinction of proposed improvements, specifications and general notes.
• Signing and Striping Plans shall include, but are not limited to, project limit of work, existing underground and aerial utilities, property limits, addresses, City and BNSF ROW, proposed/ existing linework (TC, FL,
GLIP, BW, etc.), layer type to differentiate existing and proposed line work, pavement striping for crosswalks, bicycles, and vehicles, legend, scale, north arrow, USA sign, legend, call outs, clear distinction of proposed improvements, and general notes. • Utility Plans shall include, but are not limited to, project limit of work, existing underground utilities, pipe sizes, depths and pipe materials, utility boxes and appurtenances with elevation call outs as applicable, with clear distinction of proposed improvements, and general notes. • Civil Details Plans shall include but not limited to City standard details, Caltrans details, street cross sections, traffic signal installation, sign installation, signal/pole foundations, and each curb ramp with grades.
• Cost estimate shall include but not limited to the bid items from the design plans, revised and adjusted after each submittal, and contingencies.
• Specifications shall include but not limited to technical specifications provided by the consultant in Word format and consultant shall compile City
standard boil plate, standard contract, and other related City standard documents provided by the City in Word Format. • 60% PS&E
– Consultant shall prepare the 60% PS&E based on 30%
preliminary design with the coordinate of the City staff. Consultant shall be responsible for all Project Submittals, responses to City comments,
and obtaining approvals.
• 90% PS&E
– Consultant shall prepare the 90% PS&E based on
comments made on 60% PS&E by the City and other Agencies.
Consultant s
hall be responsible for all Project Submittals,
responses to City comments, and obtaining approvals.
• The
Consultant shall provide support to City staff for Caltrans’ Request for Authorization (RFA) as needed for construction phase authorization, including the required Caltrans Local Assistance Forms
and Checklists.
• 100%/Final
PS&E - Consultant shall prepare the 100% PS&E based
on comments made on 90% PS&E by the City and other agencies.
Consultant s
hall be responsible for all Caltrans Submittals,
responses to Caltrans comments, and obtaining approvals.
2.6 - Public Outlook
The Consultant shall provide outreach sufficient to inform businesses and residents via mailers, letter, website, or a combination of methods regarding the project. An assumed 5 in -person stakeholder meetings will be required.
2.7 - Design Support During Construction
- Bid Support Services: The consultant shall support City staff during the contractor procurement process. Consultant will be expected to attend the pre-bid meeting, address technical questions, and issue addenda to the construction documents.
- Construction Support Services: The Consultant shall provide construction administration services during construction. Consultant will be expected to:
o Review project submittals on an as-needed basis.
o Respond to construction contractor’s requests for information (RFI) on an as- needed basis.
o Assist the City’s Project Manager with inspection of
constructed facilities on an as-needed basis.
o Attend the final inspection of the project with the City’s Project Manager and Contractor on an as-needed basis.
o Assist the City’s Project Manager with development of a "punch-list" on an as-needed basis.
o Consultant shall prepare comprehensive as-built drawings from the Contractor mark-ups, submittals, and other supplied information.
o Consultant shall submit a draft as-built to the City for review.
Final as -built drawings shall incorporate all Contractor’s redlines, change orders, RFI’s and City comments. Files shall be submitted in PDF and CAD formats.
2.9 As-Builts
The Consultant shall prepare record drawings upon project completion (red-lines from contractor). The Consultant shall mark up the original mylar sheets with revisions made during construction. As -built record drawings shall reflect all changes to all improvements constructed.
Electronic files of the as -built drawings (in standard pdf format) and AutoCAD (dwg) shall be provided in addition to the original as-built mylars, or other medium, as directed by the City. The Consultant can assume that the City will perform the construction management in-house which includes a resident engineer duties and inspection.
Preserving and Perpetuating Survey Monuments
The Consultant shall identify, list, and show existing survey monuments on construction plans. Consultant shall file a Corner Record or Record of Survey with Contra Costa County for monuments within the project limits that have not been previously recorded and submit a copy to the City. The Consultant shall include language in the PS&E package to preserve all monumentation affected by the work being performed in accordance with Section 8771 of the Professional
Land Surveyors Act in the Business and Professionals Code of the State of California.
3. PROJECT GENERAL INFORMATION
RFP SCHEDULE
Date Activity
November 1, 2024 Release RFP
November 14, 2024 Final Day to Submit Questions (5:00 PM) November 15, 2024 Responses to Questions posted on
BidsOnline
November 22, 2024 Proposal Due Date
December 3, 2024 Final Selection and Contract Negotiations January 21, 2025 Anticipated Award of Contract at City
Council
February 6, 2025 Anticipated Notice to Proceed
3.1 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 20 -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 pr
oposal will adhere to the following order and content of sections.
Proposal should be straightforward, 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 on providing a complete and clear description of the offer. Proposals, which appear unrealistic in the terms of technical commitments, lack of technical competence or are indicative of 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. Consultant Cover Letter
A cover letter, not to exceed two pages in length, should summarize key elements of
the proposal and shall:
• Confirm that all elements of this RFP have been reviewed and understood;
• Include a statement of intent to perform the services as outlined; • Express company’s willingness to enter into an agreement under the terms
and conditions prescribed by this RFP, insurance requirements and in the sample Caltrans Local Assistance Procedures Manual Agreement. • Include a
description and brief history of the company’s experiences, qualifications, and successes in providing Engineering & Design services described
herein. Please indicate the number of employees, client base and location of of
fices.
• Indicate the address and telephone number of the Consultant’s office located nearest to Richmond, California, and the office from which the project will be managed.
• Confirm that Consultant has a minimum of three (3) years Engineering and Design experience.
• Stipulate that t
he proposal price will be valid for a period of at least 180 days.
• Identify
a single person for contact during the RFP review process; and • Cover l
etter shall be signed by an authorized official of the company.
B. Background and Project Summary Section
The Background and Project Summary Section should describe the Consultant’s understanding of
the City, the work to be done, and the objectives to be accomplished. Refer to description of services for this RFP.
C. Methodology Section
Provide a detailed description of t
he approach and methodology to be used to
accomplish the Scope of Services of this RFP. The Methodology Section should include:
1) An implementation plan that describes in detail (i) the methods, including controls by w
hich your firm manages projects of the type
sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.
2) Detailed description of ef
forts your firm will undertake to achieve client
satisfaction and to satisfy the requirements of the "Scope of Services" section.
3) Detailed project s
chedule, identifying all tasks and deliverables to be
performed, d
urations for each task, and overall time of completion.
4) Detailed description of specific tasks you will require from City staff.
Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Services.
D. Staffin
g
Desc
ribe proposed Project team organization, including identification and responsibilities of key personnel. Indicate role and responsibility of prime consultants and all sub- consultants. If applicable, indicate how local firms are being utilized to ensure a strong understanding of state and local laws, ordinances, regulations, policies, requirements, and permitting. Indicate the extent of the commitment of key personnel for the duration of the Project and furnish resumes of key personnel. Provide an indication of the staffing level for the Project. 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 prior written approval of the City of Richmond. Sub -consultant letters of commitment are required and must be submitted with the proposal.
Desc
ribe the experience of the proposer’s Project team in detail, including the team’s Project Manager, and other key staff members, on projects of similar size, capacity, and dollar value. For each similar project, include the client’s name and correct telephone number. It is the City of Richmond’s policy to interview proposers’ references as well as references identified by the City of Richmond.
E. Quali
fications
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. Information shall include:
1) Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of service. 2) A sum
mary of your firm’s demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal.
3) Prov
ide at least three (3) references that received similar services from your firm. The City of Richmond reserves the right to contact any of the organizations or individuals listed. Information provided shall include:
a) Clie
nt Name and contact info
• Telephone & e-mail address
• Address
b) Description of services provided including contract amount c) Project start and end dates
F. Cost I
nformation
Provide the total direct and indirect costs to complete all tasks identified in the scope of services. Even if the method of payment to proposer will be fixed fee, a detailed cost breakdown shall be provided identifying: (1) the number of staff hours and hourly rates for each professional and administrative staff person who wi ll be committed to this Project; (2) all other direct costs, such as materials and reproduction costs; and (3) 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.
Pr
oposers will be paid at the same rates set forth in their cost proposal unless further negotiated in writing and agreed to by the City of Richmond.
G. Val
ue Added Services
Please provide any additional services of benefit not specifically required herein, which the Proposer 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 Proposers intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the Proposer will employ to ensure that any subcontractor complies with the provisions of Proposer’s contract with the City.
I. Pr
evious Contracts with the City of Richmond
The proposer shall submit a list which indicates all prime contracts and/or amendments awarded to the P roposer by the City of Richmond for the last three (3) years. The list shall include a short description of the Project, the Project scope of work, award date, completion date, name of City of Richmond’s assigned Project Manager, and contract value.
J. Except
ions to this Request for Proposals
The propos
er 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 City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language.
Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
K. Statement of Impartiality and Disclosure
The nat
ure of this Project requires an impartial unbiased approach on the part of the proposer’s team. This proposal shall include a statement declaring that the proposer’s and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third-party with interests currently in conflict or likely to be in conflict with City of Richmond’s interests. Additionally, proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
4. P
ROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00pm PST, on November 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 and notification will be sent by November 15, 2024. It is the proposer’s responsibility to periodically c heck 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, www.ci.r ichmond.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 r equired certifications sh all be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website.
Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e- bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted succes sfully. 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 November 22, 2024.
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 r espondent under consideration, require confirmation of information furnished by the r espondent, and require additional evidence or qualifications to perform the Services described in this RFP.
The C
ity reserves the right to:
1. Rej
ect 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
Al
l proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review.
Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at t he time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Insurance Requirements
The C
ity of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP 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.
B
usiness Licenses
The s
uccessful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.
C
ompliance with City Ordinances
The Cont
ractor 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 (R MC 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.
S
anctuary City Contracting Ordinance (SCCO)
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 Securi ty (“ICE”). Proposers must submit the attached Sanctuary City Compliance Statement with their Proposal.
L
imited Liability Company Disclosure Statement (LLCS)
R
esolution No. 86- 21, approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC). Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Proposal
C
ollusion
By
submit ting 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.
W
ithdrawal of Proposals
A res
pondent 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
A
ll 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.
Fe
deral Program Requirements
P
rojects using federal funds are subject to Part 26, Title 49, Code of Federal Regulations (CFR) entitled “Participation by Disadvantaged Business Enterprises (DBE) in the Department of Transportation Financial Assistance Program.” Firms submitting a proposal shall be fully informed of the requirements of the regulations.
The City has a goal of 19% participation of Disadvantaged Business Enterprise (DBE) on this contract. The consultant is encouraged to seek participation of DBE- rated firm to fulfill this goal. In order for a proposer to be considered responsible and responsive, the proposer must make good faith efforts to meet the goal established for this contract. If the goal is not met, the proposer must document adequate good faith efforts. See Attachment C for additional information on the federal requirements on this project. It must be completed when required and shall be considered as part of the executed agreement between the City of Richmond and the selected consultant.
A
ny agreement resulting from this RFP will incorporate by reference the requirements of 49 CFR Part 26. Failure of consultant or any or all subconsultants to carry out these requirements will be considered a material breach of said agreement, which may result in the termination of said agreement or such other remedy as the City deems appropriate.
A
n agreement shall not be awarded to a consultant without an adequate financial management and accounting system as required by 48 CFR Part 16.301-3, 49 CFR
Part 18, and 48 CFR Part 31. Prime consultants with a proposed contract totaling $150,000 or more, and any subconsultants listed on the contract, must certify the accuracy of their contract costs and adequacy of their financial management systems (see CLAPM Exhibit 10-K “Consultant Certification of Contract Costs and Financial Management System”).
The r
equirements for federally funded projects will apply to this Request for Proposals, and the Proposers will be required to submit all required forms. Forms can also be found on Caltrans website:
https://dot.ca.gov/programs/local-assistance/forms/local-assistance-procedures- manual-forms
A
ll DBE participation will count toward the California Department of Transportation’s federally mandated statewide overall DBE goal.
Th
e proposing Consultant shall complete and submit the following forms with the proposal to be considered responsive.
Th
e following forms have been included in the proposal (See Attachment C) It is necessary to submit Exhibits 10-I, 10-K, 10-01, 10-02, 10-Q, 10-R, 10-T and 15-H (if necessary), with your response. Failure to submit the required forms and or documentation with your response will render your proposal non- responsive. If selected, the consultant shall provide written confirmation from each DBE firm participating in the contract. A copy of the DBE's quote will serve as written confirmation that the DBE is participating in the contract.
5. P
ROPOSAL EVALUATION AND SELECTION PROCESS
A
ll 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 Standard 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 C
ity reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow ‐up with requests for additional information, including, but not limited to, follow ‐up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed scope of service. The City will negotiate with that vendor to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of Proposals. 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:
The Proposal/Methodology and Approach to Work 25%
Experience/Past Performance/References 25%
Project Team 25%
Proposer Qualifications 25%
T
he Proposal/Methodology and Approach to Work – 25%
The pr
oposer’s responsiveness to the RFP including completeness and thoroughness of proposal; all required information must be provided in the format specified. This category will also evaluate:
• Abi
lity to provide services as outlined in the RFP.
• Approach and proposed methodology to project scope.
• Demonstrated knowledge of the work required.
• Explanation of the Project or services required.
• Innovative approaches and internal measures for timely completion of Project.
E
xperience/Past Performance/References – 25%
Consideration will be given based upon the firm’s experience, years in business, past and current client references; technical expertise and professional competence in areas directly related to this RFP; number of years of experience in performing similar work.
Project Team – 25%
Respondent should demonstrate that all key personnel have been successfully involved with projects of similar scope and magnitude. This category will evaluate the firm’s:
• Q
ualifications and relevant individual experience
• Unique qualification of key personnel
• Staff Availability / Time commitment of key members
• Organization chart
P
roposer Qualifications – 25%
This category will evaluate the respondent ’s ability to take upon itself the responsibilities set forth in the Scope of Services and produce the required outcome in a timely manner. Consideration will be given for the overall quality of the proposal, including a demonstrated understanding of the purpose, scope and objective of the services to be performed. It is the intention of the City of Richmond
to award a contract to the Respondent who furnishes satisfactory evidence that the Respondent has the requisite experience and ability to enable the Respondent to execute the work successfully and properly, and to complete services in a timely manner. To determine the degree of responsibility to be credited to the Respondent, the City of Richmond will weigh the evidence that the Respondent has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress.
Pr
e-Award Negotiations
A
fter the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked respondent for purposes of:
• R
esolving minor differences and information
• Clarifying necessary details and responsibilities
• Emphasizing important issues and points
• Receiving assurances from respondents
• Cost/budget clarifications
I
f the City cannot successfully negotiate a contract with the highest ranked respondent, the City may begin negotiations with the second highest ranked respondent.
S
election may be made without further discussion, negotiations or respondent’s presentations; therefore, respondent shall offer the most favorable terms in response to this RFP. 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 the final award decision.
A
ward - - When the evaluation committee has completed its work, City staff will then make a recommendation to City Council to award a contract for Engineering & Design Services for the McBryde avenue Improvement Project. The services provided by the successful Proposer shall be governed by a Standard Services Agreement (Attachment A).
E
xhibits and Attachments
• Ex
hibit 1.1 (McBryde Ave Safe Routes To Parks Project Concept): Conceptual Illustration of Proposed Improvements
• Attachment A: City of Richmond Standard Services Agreement • Attachment B: City of Richmond Insurance Requirements • Attachment C: City of Richmond Disadvantaged Business Requirements
a. Ex
hibit 10-I – Notice to Proposers DBE Information
b. Exhibit 10 -K, Consultant Certification of Contract Costs and Financial Management System
c. Exhibit 10-O1 – Consultant Proposal DBE Commitment
d. Exhibit 10-O2 – Consultant Contracts DBE Commitment
e. Exhibit 10-Q, Disclosure of Lobbying Activities
f. Exhibit 10-R, A&E Boilerplate Agreement Language
g. Exhibit 10-T, Conflict of Interest and Confidentiality Statement h. Exhibit 15-H – Proposer/Contractor Good Faith Efforts i. Exhibit 16 – Richmond Sanctuary City Contracting Ordinance No. 12-18 j. Exhibit 17 – Limited Liability Company Disclosure Statement (LLCS), Resolution No. 86.21
EXHIBIT 1.1
(McBryde Ave Safe Routes To Parks Project Concept)
CITY OF RICHMOND
Conceptual illustration of Proposed improvements
Install Bike Lanes
Reduce 4 Lanes to 2
Add Center Turn Lane
or Medians
Install Bike Lanes
Reduce 4 Lanes to 2
Add Center Turn Lane
or Medians
Install Bike Lanes
Reduce 4 Lanes to 2
Add Center Turn Lane
or Medians
Install Protected Bike Lanes
Build Curb Extensions
to Shorten Crosswalks
at Skewed Intersections
Close Gap in Sidewalk
Install Crosswalks
And Traffic Calming
Install ADA-Compliant Curb Ramps
On Entire Corridor
EAST
RICHMOND
HEIGHTS
80 SAN PABLO AVENUE
PRIORITY DEVELOPMENT AREA
SAN PABLO
R I C H M O N D
WILDCAT CANYON
REGIONAL PARK
AMADOR ST
ANDRADE AVE
NATALIE CT
CASINOAVE
MCBRYDE AVE
SAN PABLO AVE
BERNHARDAVE
HUMBOLDT ST
GLENN AVE
MONTOYA AVE
PARK AVE
ARLINGTONBLVD
YUBAAVE
KIRK LN
VENTURA ST
RAMP
RALSTON
AVE
ESMOND AVE
MARIN
AVE
MCLAUGHLIN ST
SONOM
A ST
LASSEN ST
SHASTAAVE
37TH ST
W
ILSON AVE
BROOKSIDE AVE
JOEL CT
KERN ST
YUBA
ST
GERALD AVE
RIVERSIDE
ELEMENTARY
SCHOOL
SAINT DAVIDS
ELEMENTARY
SCHOOL
WILDCAT CREEK
WILDCAT CREEK
RICHMOND WILDCAT
CANYON
McBryde Ave Safe-Routes-To-Parks Project Concept
1 Inch = 325 Feet
0 200 400
Feet
Proposed Curb Extension
Proposed Traffic Circle
Existing Speed Hump
ADA Compliant
Needs Detectable Warning Surface
Build Curb Ramp
Rebuild Non-Compliant Ramp
New Trees
Traffic Signal
City Boundaries
Watercourse
PDA
Parcel Owner
EBRPD
WCCUSD
Existing Bikeways
Class 2 Lane
Class 3 Sharrow
The goal of this project is to provide a safe and comfortable walking and biking route from Wildcat Canyon Regional Park to the amenities and bus service along San Pablo Ave and an existing crosstown bike route on 37th St. Project will improving pavement condition, calm traffic, add audible pedestrian signals, restripe the roadway with bike lanes, and build curb ramps, high visibility crosswalks, and other pedestrian improvements. If funded, design will be finalized with community input, and additional protected bike lanes are possible.
APPENDIX A
CITY OF RICHMOND
Standard Services Agreement
[ ] [ ] [ ]
[ ] [ ] [ ]
[ ]
[ ]
CITY OF RICHMOND
STANDARD CONTRACT
Department: Project Manager:
Project Manager E-mail: Project Manager Phone No:
PR No: Vendor No: P.O./Contract No:
Description of Services:
The parties to this STANDARD CONTRACT do mutually agree and promise as follows:
1. Parties. The parties to this Contract are the City of Richmond (herein referred to as the “City”) and the following named Contractor:
Company Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No: / Expiration Date:
A California corporation, limited liability corporation general partnership, limited partnership, individual, non-profit corporation, individual dba as [specify:] ,
other [specify:]
2. Term. The effective date of this Contract is and it
terminates unless terminated as provided herein.
3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $ . City shall not pay for services that exceed the Contract Payment Limit unless a contract amendment has been approved by the City Council or City Manager.
4. Contractor’s Obligations. Contractor shall provide those services and carry out that work described in the Service Plan (Exhibit A) which is attached hereto and is incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
5. City's Obligations. City shall make to the Contractor those payments described in the Payment Provisions (Exhibit B) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C) which are attached hereto and are incorporated herein by reference.
7. General Conditions. This Contract is subject to the General Conditions (Exhibit D) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein. (Note:
other than Public Works contracts, the City will agree to Special Conditions only in unusual circumstances.)
9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F) which are attached hereto and are incorporated herein by reference.
10. Signatures. These signatures attest the parties' Contract hereto:
CITY OF RICHMOND CONTRACTOR:
a municipal corporation
By:
(* The Corporation Chairperson of the Board,
President or Vice President should sign below)
Title: By:
I hereby certify that this Contract Title:
has been approved by City Council.
Date Signed:
By:
City Clerk
(* The Corporation Chief Financial Officer,
Secretary or Assistant Secretary should sign below)
Approved as to form:
By:
By: Title:
City Attorney
Date Signed:
LIST OF ATTACHMENTS:
(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a corporation
or nonprofit organization, this Contract (1) must
be signed by (a) the Chairperson of the Board,
President or Vice-President and (b) the
Secretary any Assistant Secretary, the Chief
Financial Officer or any Assistant Treasurer.
Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Standard Contract/EJ/TE 9-26-07
For the Contract between the City of
Richmond and
EXHIBIT A
SERVICE PLAN
Contractor shall, to the satisfaction of the , perform the following services and be compensated as outlined below:
For the Contract between the City of
Richmond and
EXHIBIT B PAYMENT
PROVISIONS
{PLEASE NOTE THAT THE CITY OF RICH MOND SHALL NOT PAY FOR SERVICES
THAT EXCEED THE CONTRACT PAY MENT LI MIT UNLESS A CONTRACT
AMENDMENT HAS BEEN APPROVED BY THE CITY COUNCIL OR THE CITY MANAGER}
1. Provided Contractor is not in default under this Contract, Contractor shall be compensated as provided below.
2. Any and all payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photo copying, meals and travel etc). Invoices, shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request.
3. Contractor shall submit timely invoices to the following address:
Attention: City of Richmond, Finance Department - Accounts Payable Project Manager: Department:
PO Box 4046
Richmond, CA 94804-0046
4. All invoices that are submitted by Contractor shall be subject to the approval of the City’s Project Manager, before payments shall be authorized.
5. The City will pay invoice(s) within 45 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.
6. A Richmond business license shall be obtained before any payment under this Contract shall be authorized and the business license must be kept current during the term of this Contract for payments to continue to be authorized.
7. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract shall be executed by the City. The insurance coverage must be kept current during the term of this Contract for payments to continue to be authorized.
For the Contract between the City of
Richmond and
EXHIBIT C
AUTHORIZED REPRESENTATIVES AND NOTICES
1. Notices. All notices, demands, statements, or communications provided for by this Contract shall be in writing and may be delivered by deposit in the United States mail, postage prepaid. Notices to the City shall be addressed to the Department Head and (as delineated below in section 1.1) to the project manager responsible for the administration of or the supervision of the scope of work under this Contract. Notices to the Contractor shall be addressed to the party designated by Contractor (as delineated below in section 1.2). Notice shall be deemed delivered (a) upon personal delivery; (b) as of the fifth business day after mailing by United States certified mail, postage prepaid, addressed to the proper party; or (c) as of 12:00 p.m. on the second business day immediately after the day it is deposited with and accepted by Federal Express, or a similar overnight courier service, addressed to the proper party and marked for next business day morning delivery. For the purposes of this Contract, a "business day" means any day Monday through Friday that is not a holiday recognized by the federal government or the State of California.
1. 1 CITY hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:
City of Richmond
Richmond, CA 94804-0046
1. 2 CONTRACTOR hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:
For the Contract between the City of
Richmond and
EXHIBIT E SPECIAL
CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable):
For the Contract between the City of
Richmond and
EXHIBIT F
INSURANCE PROVISIONS
During the entire term of this Contract and any extension or modification thereof, the CONTRACTOR shall keep in effect insurance policies meeting the insurance requirements specified in the insurance provisions which are attached hereto and incorporated herein by this reference.
ATTACHMENT B
INSURANCE REQUIREMENTS
Type 2 – Page 1 of 3
Revised: September 2011
City of Richmond - Insurance Requirements - Type 2:
Professional Services
In all instances where CONTRACTOR or its representatives will provide professional services (architects, engineers, construction management, counselors, medical professionals, hospitals, clinics, attorneys, consultants, accountants, etc.) to the City of Richmond (City), the City requires the following MINIMUM insurance requirements and limits.
CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, employees or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.
CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery.
CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.
Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability coverage, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.
City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.
Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.
Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:
1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001), and including coverage for bodily and personal injury, property damage, and products and completed operations (if applicable).
2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto).
3. Original and Separate Additional Insured Endorsement for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.
4. Workers’ Compensation Insurance as required by the State of California including Employer’s Liability coverage.
5. Original and Separate Waiver of Subrogation for Workers’ Compensation insurance.
6. Professional Liability or Errors & Omissions Liability Insurance appropriate to the CONTRACTOR’s profession (if required.)
Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease. If CONTRACTOR is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.
General Liability
(primary and excess limits
combined)
$2,000,000 per occurrence for bodily injury, personal injury and property damage. If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate limit).
Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
Type 2 – Page 2 of 3
Revised: September 2011
City of Richmond - Insurance Requirements - Type 2:
Professional Services
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.
Professional Liability or Errors &
Omissions Liability –
Required for all professionals
including architects, engineers,
consultants, construction
management, counselors, medical
professionals, hospitals, clinics,
attorneys and accountants, & other
consultants as may be required by
the City.
PROJECT COST
$0 - $1 million
$1 million - $5 million
Over $5 million
REQUIRED LIMIT
$1 million p/o
$2 million p/o
$5 million p/o
Required Policy Conditions
Additional Insured Endorsement Applicable to General Liability coverage.
The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured including bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.
ISO form CG 20 10 (11/85) or its equivalent is required. If the Contractor is supplying their product or providing a service then the endorsement must not exclude products and completed operations coverage. If it does, then CG 20 37 (10/01) is also required.
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61.
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.
Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers’ Compensation Insurance during the life of this contract.
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61.
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the CONTRACTOR shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.
Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.
Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverage’s and cover those insured in the underlying policies.
Type 2 – Page 3 of 3
Revised: September 2011
City of Richmond - Insurance Requirements - Type 2:
Professional Services
Claims-Made Policies
If any insurance policy is written on a claims-made form: 1) the retroactive date must be shown, and must be before the date of the contract or the beginning of contract work. 2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3) If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase an extended period coverage for a minimum of five (5) years after completion of contract work.
Subcontractors
CONTRACTOR shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin.
The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.
Original insurance certificates and required policy endorsements shall be mailed or delivered to the Designated Project Manager for the City of Richmond.
Insurance certificates and endorsements may be faxed to the Designated Project Manger. However, CONTRACTOR must mail the original certificates and endorsements to Designated Project Manager once faxed.
Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.
If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.
Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.
Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.
E xhibit B
City of Richmond - Insurance Requirements –
CONSTRUCTION PROJECTS
Type 1 – Page 1 of 4
Revised: January 2013
I
n all instances where a CONTRACTOR or its representatives will be conducting business and/or providing services, the City requires the following MINIMUM insurance requirements and limits.
CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, employees or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.
CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery. CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.
O
riginal, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.
C
ity reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.
M
inimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy.
The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.
M
inimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:
1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001) including coverage for bodily and personal injury, property damage, and products and completed operations.
2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)
3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or i
ts equivalent) with primary and non-contributory language.
4. Workers’ Compensation Insurance as required by the State of California including Employer’s Liability coverage.
5. Original and Separate Waiver of Subrogation for Workers’ Compensation and Builder’s Risk/ Course of Construction Insurance.
6. Builder’s Risk/Course of Construction insurance covering all risks of loss less policy exclusions when the City of Richmond has a financial interest in the property.
7. Contractor’s Pollution Liability
Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.
If CONTRACTOR is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.
Exhibit B
City of Richmond - Insurance Requirements –
CONSTRUCTION PROJECTS
Type 1 – Page 2 of 4
Revised: January 2013
General Liability
(primary and excess limits
combined)
PROJECT COST REQUIRED LIMIT
$0 - $5 million $2 million p/o
$5 million - $10 million $5 million p/o
Over $10 million $10 million p/o
Includes coverage for bodily injury, personal injury, property damage and products and completed operations. The policy shall not exclude coverage for XCU perils (explosion, collapse, or damage to underground property).
If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit.
Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.
Builders’ Risk/Course of
Construction – Covers property
under construction, repair or
renovation as well as equipment
and materials to be installed.
(Only required for Construction
Projects involving property and
equipment installation.)
Coverage shall include all risks of direct physical loss, excluding earthquake, for an amount equal to the full completed value of the covered structure or replacement value of alterations or additions, including soft costs and business interruption.
If the project does not involve new or major reconstruction, an Installation Floater may be acceptable. For such projects, a property installation floater shall be obtained that provides for the improvement, remodel, modification, alteration, conversion or adjustment to existing buildings, structures, processes, machinery and equipment. The Property Installation Floater shall provide property damage coverage for any building, structure, machinery or equipment damaged, impaired, broken or destroyed during the performance of the Work, including during transit, installation and testing at the City of Richmond’s site.
The City of Richmond shall be named as loss payee as its interest may appear. The insurer shall waive all rights of subrogation against City.
Contractor’s Pollution Liability
Protects against:
unexpected/unintended release of
pollution resulting from contractors
covered operations such as:
HVAC, paving, carpentry, pipeline
& tank installation, drillers,
remediation contractors,
maintenance, mechanical,
demolition, excavation, grading,
street/road construction,
residential & commercial builders.
Same limits as General Liability.
Required Policy Conditions
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.
Additional Insured Endorsement
Applicable to General Liability Coverage.
The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured, including but not limited to bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.
ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not exclude products and completed operations coverage. If it does, then CG 20 37 (10/01) is also required.
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Exhibit B
City of Richmond - Insurance Requirements –
CONSTRUCTION PROJECTS
Type 1 – Page 3 of 4
Revised: January 2013
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.
Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers Compensation and Builder’s Risk/ Course of Construction coverage during the life of this contract.
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the CONTRACTOR shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.
Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.
Loss Payable Endorsement (only
required when Builder’s Risk
and/or Course of Construction
Insurance is required.)
Applicable to Builder’s Risk/Course of Construction naming the City of Richmond as Loss Payee.
SURETY BONDS
The Contractor shall provide:
1. A Bid bond
2. A Performance Bond
3. A Payment Bond
Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.
Claims-Made Policies
If any insurance policy is written on a claims-made form: 1) the retroactive date must be shown, and must be before the date of the contract or the beginning of contract work. 2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3) If coverage is canceled or non- renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase an extended period coverage for a minimum of five (5) years after completion of contract work.
Subcontractors
CONTRACTOR
shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies. The fact that insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
Exhibit B
City of Richmond - Insurance Requirements –
CONSTRUCTION PROJECTS
Type 1 – Page 4 of 4
Revised: January 2013
Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin. The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.
Original insurance certificates and required policy endorsements shall be mailed, or delivered to the Designated Project Manager for the City of Richmond.
Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.
Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.
If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.
Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.
Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.
City of Richmond - Insurance Requirements for Non Profit Organizations (not for construction projects):
Services up to $100,000
A
CORD Certificate of Liability Insurance
Standard Form
ACORDTM CERTIFICATE OF LIABILITY INSURANCE DA
TE
(MM/DD/YY)
THIS CERTIFICATE IS ISSUED AS MATTER OF
INFORMATION ONLY AND CONFERS NO RIGHTS UPON
THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES
NOT AMEND, EXTEND OR ALTER THE COVERAGE
AFFORDED BY THE POLICIES BELOW.
PRODUCER
INSURERS A
FFORDING COVERAGE
INSURER A:
INSURER B:
INSURER C:
INSURER D:
INSURED
INS
URER E:
COVERAGES
THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.
NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INS
R
LTR
TYPE OF INSURANCE POLICY
NUMBE
R
POLICY EFFECTIVE
D
ATE (MM/DD/YY)
POLICY
EXPIRATION
DATE (MM/DD/YY)
LIMITS
GENERAL LIABILITY EACH OCCURRENCE $
COMME RCIAL GENERAL LIABILITY FIRE DAMAGE (Any one fire) $ CL AIMS MADE OCCUR ME D EXPENSE (Any one person) $
_______________________________ PERSONAL & ADV INJURY $ _______________________________ GENERAL AGGREG ATE $
GEN’L AGGREGATE LIMIT APPLIES PER: P RODUCTS-COMP/OP AGG $ POLIC
Y
PRO-
JECT LOC
AUTOMOBILE LIABILITY C OMBINED SINGLE LIMIT
(Ea accident)
$
ANY AUTO $
ALL O WNED AUTOS $
SCHEDULED AUTOS
BODILY INJURY
(Per person) $
HIRED AUTOS $
NON-OWNED AUTOS
BODILY INJURY
(Per accident) $
_______________________________ $ PR
OPERTY DAMAGE
(Per accident) $
GARAGE LIABILITY A UTO ONLY–EA ACCIDENT $
ANY AUTO EA ACC $ OT
HER THAN
AUTO ONLY: AGG $
EXCESS LIABILITY E ACH OCCURRENC
OCCUR CLAIMS MADE AGGREGATE
$
DEDUCTIBLE $
RET
ENTION $
WC STATU-
TO
RY LIMITS
OTHER
E.L. EACH ACCIDENT $
E.L. DISEASE – EA EMPLOYEE $
W ORKERS’ COMPENSATION AND
EMPLOYERS LIABILITY
E.L. D
ISEASE – POLICY LIMIT $
OTHE R
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL/PROVISIONS CERTIFICATE HOLDER A DDITIONAL INSURED; INSURER LETTER: ____ CANCELLATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL ______ DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE
LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES.
AU
THORIZED REPRESENTATIVE
ACORD 25-S (7/97) © ACORD CORPORATION 1988
City of Richmond - Insurance Requirements for Non Profit Organizations (not for construction projects):
Services up to $100,000
IMPORTANT
If the certifi
cate holder is an ADDITIONAL IN SURED, the policy(ies) must be endorsed.
A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain polic
ies may require an endorsement. A stat ement on this certific ate does not confer rights to the certificate holder in lieu of such endorsement(s).
DISCLAIMER
The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon.
City of Richmond - Insurance Requirements for Non Profit Organizations (not for construction projects):
Services up to $100,000
SAMPLE Endorsements
Preferred form
Reproduction of Insurance Services Office, Inc. Form
POLICY NUMBER:
COMMERCIAL GENERAL LIABILITY
THIS ENDORSEMENT CHANG
ES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONAL INSURED—OWNERS, LESSEES OR
CONTRACTORS (FORM B)
This endor
sement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART.
SCHEDUL
E
Name of Person or Organization:
(If no entry appears above, infor
mation required to complete this endorsement will be
shown in the Declarations as applicable to this endorsement.) WHO IS AN INSURED (Section II) is amended
to include as an insured the person or
organization shown in the Schedul e, but only with respect to li ability arising out of “your work” for that insured by or for you.
CG 20 10 11 85
Copyright, Insurance Services Office, Inc., 1982
City of Richmond - Insurance Requirements for Non Profit Organizations (not for construction projects):
Services up to $100,000
SAMPLE Endorsements
Acceptable form when combined with CG 20 37 10 01
Reproduction of Insurance Services Office, Inc. Form
PO
LICY NUMBER: COMMERICAL GENERAL LIABILITY
CG 20 10 10 01
TH
IS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
AME
NDMENT OF LIMITS OF INSURANCE (DESIGNATED PROJECT OR PREMISES) This endorsement modifies insurance provided under the following:
CO
MMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
Designation
of Project Or Premises:
(
If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) A. Section II – WHO IS AN INSUR
ED is amended to include as an insured the person or
organization shown in the Schedule but only wi th respect to liability arisin g out of your ongoing op
erations performed for the insured.
B. Wi
th respect to the insurance afforded to these additional insureds, the followin g exclusion is added:
1. Excl
usions
T
his insurance does not apply to “bodily injury” or “property damage” occurring after:
(1) All work, including materia
ls, parts or equipment furnished in connection with
such work, on the project (other than se rvice, maintenance or repairs) to be performed by or on be
half of the addition al insured(s) at the site of the covered operations has been completed; or
(2) That portion of “yo
ur work” out of which the injury or damage ar ises has been put
to its intended use by any person or organization other than contractor or subcontractor engaged in performing oper ations for a principal as part of the same project.
CG 20 10
10 01 Page 1 of 1
ISO Properties, Inc., 2000
City of Richmond - Insurance Requirements for Non Profit Organizations (not for construction projects):
Services up to $100,000
SAMPLE Endorsements
Acceptable form when combined with CG 20 10 10 01
Reproduction of Insurance Services Office, Inc. Form
PO
LICY NUMBER: COMMERICAL GENERAL LIABILITY
CG 20 37 10 01
TH
IS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
ADDITIONA
L INSURED – OWNERS, LESSEES OR
CONTRACTORS – COMPLETED OPERATIONS
This endorsement modifies insurance provided under the following:
CO
MMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
Name of Pe
rson or Organization:
Location And Description of C
ompleted Operations:
Additional Premium:
(
If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.) Section II – WHO IS AN INSURED is amende d to include as an insured the person or organization shown in the Schedule but only with respect to li ability arising out of “your work” at the location designated and desc ribed in the Schedule of this endorsement performed for that insured and included in the “products-completed operations hazard.” CG 20 37
10 01 Page 1 of 1
Copyright, ISO Properties, Inc., 2000
City of Richmond - Insurance Requirements for Non Profit Organizations (not for construction projects):
Services up to $100,000
SAMPLE Endorsement
Waiver of Subrogation – Workers’ Compensation
FOUR STATE COMPENSATION INSURANCE FUND FORMS:
Reproduction of State Compensation
Insurance Fund Form
Certificate of Workers’ Compensation Insurance
STATE P.O. BOX 807, SAN FRANCISCO, CALIFORNIA 94101
COMPENSATION
INSURANCE
FUND CERTIFICATE OF WORKERS’ COMPENSATION INSURANCE
POLICY NUMBER:
CERT
IFICATE EXPIRES:
⎡
|
|
⎣
This is to certify that we have issued a valid Workers’ Compensation insurance policy in a form approved by the California Insurance Commissioner to the employer named below for the policy period indicated.
This policy
is not subject to cancellation by the Fund except upon 30 days’ written notice to the employer.
We w
ill give you 30 days’ advance notice should this policy be canceled prior to its normal expiration.
This certificate o
f insurance is not an insurance policy and odes not amend, extend or alter the coverage afforded by the polic ies listed herein. Notwithstanding any requireme nt, term or condition of any contract or other document with respect to which this certificate may be issued or may pertain, the insurance afforded by the policies described herein is subject to all the terms, exclusions and conditions of such policies.
PRESIDENT
(No
te: following text is typewritten addition to printed form)
THE STATE C
OMPENSATION INSURANCE FUND WAIVES ANY RIGHT OF SUBROGATION ENDORSEMENT #2570.
AGAINST (ENTITY) ______________________ , ITS OFFICIALS, EMPLOYEES AND VOLUNTEERS BY REASON OF ANY PAYMENT UNDER THIS POLICY.
ENDORSEME
NT #0015 ENTITLED ADDITIONAL INSURED EMPLOYER EFFECTIVE IS ATTACHED TO AND FORMS A PART OF THIS POLICY. ADDITIONAL INSURED EMPLOYER: ___________________________
ENDORSEME
NT #2065 ENTITLED 30 DAY CANCELLATION NOTICE EFFECTIVE IS ATTACHED TO AND FORMS A PART OF THIS POLICY.
LIABILIT
Y OF THE STATE COMPENSATION INSURANCE FUND IS LIMITED TO ______________ FOR ALL DAMAGES FOR ONE OR MORE CLAIMS RESULTING FROM EACH ACCIDENT OF OCCURRENCE ARISING OUT OF ANY ONE EVENT.
EMPLOYER
City of Richmond - Insurance Requirements for Non Profit Organizations (not for construction projects):
Services up to $100,000
SAMPLE Endorsement
Waiver of Subrogation – Liability
Reproduction of Insurance Services Office, Inc. Form
POLICY N
UMBER: COMMERCIAL GENERAL LIABILITY
CG 24 04 10 93
THIS ENDORSEMENT CHANG
ES THE POLICY. PLEASE READ IT CAREFULLY
WAIVER OF TRANSFER OF RIGHTS OF RECOVERY
AGAINST OTHERS TO US
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
OCP LIABILITY COVERAGE PART
SCHE
DULE
Name of Per
son or Organization:
(If no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.)
The T
RANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US Condition (Section IV - COMMERCIAL GENERAL LIABILITY CONDITIONS) is amended by the addition of the following:
We waive an
y right of recovery we may have agai nst the person or organization shown I the Schedule above because of payments we make for injury or damage arising out of your ongoing operations or “your work” done under a contract with that person or organization and included in the “products-completed operations hazard.” This waiver applies only to the person or organization shown in the Schedule above.
CG 24 0
4 10 93 Copyright, Insurance Services Office, Inc., 1992 EXHIBITS 10-I,10-O1,10-O2,10-Q,10-R,10-T,15-H
I
Local Assistance Procedures Manual EXHBIT 10-1
Notice to Proposers DBE Information
EXHIBIT 10-1 NOTICE TO PROPOSERS DBE INFORMATION
(Federally funded projects only)
The Agency has established a DBE goal for this Contract of _____
1. 2.
3. 4.
TERMS AS USED IN THIS DOCUMENT
• The
term "Disadvantaged Business Enterprise" or "DBE" means a for-profit small business concern owned and controlled by a socially and economically disadvantaged person(s) as defined in Title 49, Code of Federal Regulations (CFR), Part 26.5.
• The term "Agreement" also means "Contract."
• Agency also means the local entity entering into this contract with the Contractor or Consultant. • The term "Small Business" or "SB" is as defined in 49 CFR 26.65.
AUTHORITY AND RESPONSIBILITY
A. DBEs and other small businesses are strongly encouraged to participate in the performance of Contracts financed in whole or in part with federal funds (See 49 CFR 26, "Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs").
The Consultant must ensure that DBEs and other small businesses have the opportunity to participate in the performance of the work that is the subject of this solicitation and should take all necessary and reasonable steps for this assurance. The proposer must not discriminate on the basis of race, color, national origin, or sex in the award and performance of subcontracts.
B. Proposers are encouraged to use services offered by financial institutions owned and controlled by DBEs.
SUBMISSION OF DBE INFORMATION
If there is a DBE goal on the contract, Exhibit 10-01 Consultant Proposal DBE Commitment must be included in the Proposal. In order for a proposer to be considered responsible and responsive, the proposer must make good faith efforts to meet the goal established for the contract. If the goal is not met, the proposer must document adequate good faith efforts. All DBE participation will be counted towards meeting the contract goal; therefore, all DBE participation shall be collected and reported.
Exhibit 10-02 Consultant Contract DBE Information must be included in best qualified consultant's executed consultant contract. Even if no DBE participation will be reported, the successful proposer must execute and return the form.
DBE PARTICIPATION GENERAL INFORMATION
It is the proposer's responsibility to be fully informed regarding the requirements of 49 CFR, Part 26, and the Department's DBE program developed pursuant to the regulations. Particular attention is directed to the following:
A. A DBE must be a small business firm defined pursuant to 13 CFR 121 and be certified through the California Unified Certification Program (CUCP).
B. A certified DBE may participate as a prime consultant, subconsultant, joint venture partner, as a vendor of material or supplies, or as a trucking company.
C. A DBE proposer not proposing as a joint venture with a non-DBE, will be required to document one or a combination of the following:
1. The proposer is a DBE and will meet the goal by performing work with its own forces.
2. The proposer will meet the goal through work performed by DBE subconsultants, suppliers or trucking companies.
3. The proposer, prior to proposing, made adequate good faith efforts to meet the goal.
January 2020
Local Assistance Procedures Manual EXHBIT 10-1
Notice to Proposers DBE Information
D. A DBE joint venture partner must be responsible for specific contract items of work or clearly defined portions thereof. Responsibility means actually performing, managing, and supervising the work with its own forces. The DBE joint venture partner must share in the capital contribution, control, management, risks and profits of the joint venture commensurate with its ownership interest.
E. A DBE must perform a commercially useful function pursuant to 49 CFR 26.55, that is, a DBE firm must be responsible for the execution of a distinct element of the work and must carry out its responsibility by actually performing, managing and supervising the work.
F. The proposer shall list only one subconsultant for each portion of work as defined in their proposal and all DBE subconsultants should be listed in the bid/cost proposal list of subconsultants.
G. A prime consultant who is a certified DBE is eligible to claim all of the work in the Contract toward the DBE participation except that portion of the work to be performed by non-DBE subconsultants.
5. RESOURCES
A. The CUCP database includes the certified DBEs from all certifying agencies participating in the CUCP.
If you believe a firm is certified that cannot be located on the database, please contact the Caltrans Office of Certification toll free number 1-866-810-6346 for assistance.
B. Access the CUCP database from the Department of Transportation, Office of Civil Rights website
1. Click on the link titled Disadvantaged Business Enterprise;
2. Click on Search for a DBE Firm link;
3. Click on Access to the DBE Query Form located on the first line in the center of the page.
Searches can be performed by one or more criteria. Follow instructions on the screen.
6. MATERIALS OR SUPPLIES PURCHASED FROM DBES COUNT TOWARDS THE DBE GOAL UNDER THE FOLLOWING CONDITIONS:
A. If the materials or supplies are obtained from a DBE manufacturer, count 100 percent of the cost of the materials or supplies. A DBE manufacturer is a firm that operates or maintains a factory, or establishment that produces on the premises the materials, supplies, articles, or equipment required under the Contract and of the general character described by the specifications.
B. If the materials or supplies purchased from a DBE regular dealer, count 60 percent of the cost of the materials or supplies. A DBE regular dealer is a firm that owns, operates or maintains a store, warehouse, or other establishment in which the materials, supplies, articles or equipment of the general character described by the specifications and required under the Contract are bought, kept in stock, and regularly sold or leased to the public in the usual course of business. To be a DBE regular dealer, the firm must be an established, regular business that engages, as its principal business and under its own name, in the purchase and sale or lease of the products in question. A person may be a DBE regular dealer in such bulk items as petroleum products, steel, cement, gravel, stone or asphalt without owning, operating or maintaining a place of business provided in this section.
C. If the person both owns and operates distribution equipment for the products, any supplementing of regular dealers' own distribution equipment shall be, by a long-term lease agreement and not an ad hoc or Agreement-by-Agreement basis. Packagers, brokers, manufacturers' representatives, or other persons who arrange or expedite transactions are not DBE regular dealers within the meaning of this section.
D. Materials or supplies purchased from a DBE, which is neither a manufacturer nor a regular dealer, will be limited to the entire amount of fees or commissions charged for assistance in the procurement of the materials and supplies, or fees or transportation charges for the delivery of materials or supplies required on the job site, provided the fees are reasonable and not excessive as compared with fees charged for similar services.
January 2020
Local Assistance Procedures Manual Exhibit 10-O1
Consultant Proposal DBE Commitment
EXHIBIT 10-O1 CONSULTANT PROPOSAL DBE COMMITMENT
1. Local Agency: 2. Contract DBE Goal:
3. Project Description:
4. Project Location:
5. Consultant's Name: 6. Prime Certified DBE:
7. Description of Work, Service, or Materials
Supplied
8. DBE
Certification
Number
Local Agency to Complete this Section
17. Local Agency Contract Number:
18. Federal-Aid Project Number:
19. Proposed Contract Execution Date:
20. 21. Local Agency Representative's Signature 22. Date
23. Local Agency Representative's Name 24. Phone
25. Local Agency Representative's Title
Cons
ultant’s Ranking after Evaluation: __________________________ Local Agency certifies that all DBE certifications are valid and information on this form is complete and accurate.
9. DBE Contact Information
11. TOTAL CLAIMED DBE PARTICIPATION
10. DBE %
%
IMPORTANT: Identify all DBE firms being claimed for credit, regardless of tier. Written confirmation of each listed DBE is required.
12. Preparer's Signature 13. Date
14. Preparer's Name 15. Phone
16. Preparer's Title
DISTRIBUTION: Original – Included with consultant’s proposal to local agency.
ADA Notice: For individuals with sensory disabilities, this document is available in alternate formats. For information call (916) 654-6410 or TDD (916) 654- 3880 or write Records and Forms Management, 1120 N Street, MS-89, Sacramento, CA 95814.
LPP 18-01 Page 1 of 2
January 2019
Local Assistance Procedures Manual Exhibit 10-O2
Consultant Contract DBE Commitment
EXHIBIT 10-O2 CONSULTANT CONTRACT DBE COMMITMENT
1. Local Agency: 2. Contract DBE Goal:
3. Project Description:
4. Project Location:
5. Consultant's Name: 6. Prime Certified DBE: 7. Total Contract Award Amount:
8. Total Dollar Amount for ALL Subconsultants: 9. Total Number of ALL Subconsultants:
10. Description of Work, Service, or Materials
Supplied
11. DBE
Certification
Number
12. DBE Contact Information
13. DBE
Dollar
Amount
Local Agency to Complete this Section
14. TOTAL CLAIMED DBE PARTICIPATION
$20. Local Agency Contract
Number:
21. Federal-Aid Project Number:
22. Contract Execution
Date:
Local Agency certifies that all DBE certifications are valid and information on this form is complete and accurate.
23. Local Agency Representative's Signature 24. Date
25. Local Agency Representative's Name 26. Phone
27. Local Agency Representative's Title
%
IMPORTANT: Identify all DBE firms being claimed for credit, regardless of tier. Written confirmation of each listed DBE is required.
15. Preparer's Signature 16. Date
17. Preparer's Name 18. Phone
19. Preparer's Title
DISTRIBUTION: 1. Original – Local Agency
2. Copy – Caltrans District Local Assistance Engineer (DLAE). Failure to submit to DLAE within 30 days of contract execution may result in de-obligation of federal funds on contract.
ADA Notice: For individuals with sensory disabilities, this document is available in alternate formats. For information call (916) 654- 6410 or TDD (916) 654- 3880 or write Records and Forms Management, 1120 N Street, MS-89, Sacramento, CA 95814.
July 23, 2015
□ □ □
□ □
□ □ --
-
B
----
□ □
Local Assistance Procedures Manual EXHBIT 10-Q
Disclosure of Lobbying Activities
EXHIBIT 10-Q D ISCLOSURE OF LOBBYING ACTIVITIES
COMPLETE THIS FORM TO DISCLOSE LOBBYING ACTIVITIES PURSUANT TO 31 U.S.C. 1352
1. Type of Federal Action: 2. Status of Federal Action: 3. Report Type:
a. contract a. bid/offer/application a. initial
b. grant b. initial award b. material change
c. cooperative agreement c. post -award
d. loan For Material Change Only:
e. loan guarantee year ____ quarter _________
f. loan insurance date of last report __________
4. Name and Address of Reporting Entity 5. If Reporting Entity in No. 4 is Subawardee, Enter Name and Address of Prime:
Prime Subawardee
Tier _______ , if known
Congressional District, if known Congressional District, if known
6. Federal Department/Agency: 7. Federal Program Name/Description:
CFDA Number, if applicable ____________________
8. Federal Action Number, if known: 9. Award Amount, if known:
10. Name and Address of Lobby Entity 11. Individuals Performing Services (If individual, last name, first name, MI) (including address if different from No. 10) (last name, first name, MI)
(attach Continuation Sheet(s) if necessary)
12. Amount of Payment (check all that apply) 14. Type of Payment (check all that apply) $ _____________ actual planned a. retainer
b. one -time fee
13. Form of Payment (check all that apply): c. commission a. cash d. contingent fee
b. in -kind; specify: nature _______________ e deferred Value _____________ f. other, specify _________________________
15. Brief Description of Services Performed or to be performed and Date(s) of Service, including officer(s), employee(s), or member(s) contacted, for Payment Indicated in Item 12:
(attach Continuation Sheet(s) if necessary)
16. Continuation Sheet(s) attached: Yes No
17. Information requested through this form is authorized by Title 31 U.S.C. Section 1352. This disclosure of lobbying reliance was placed by the tier above when his transaction was made or entered into. This disclosure is required pursuant to 31 U.S.C. 1352. This information will be reported to Congress
semiannually and will be available for public inspection. Any person who fails to file the required disclosure shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
Signature: ________________________________ ________
Print Name: ________________________________ _______
Title: ________________________________ ____________
Telephone No.: ____________________ Date:___________
Authorized for Local Reproduction
Federal Use Only: Standard Form - LLL
Standard Form LLL Rev. 04-28-06
Distribution: Orig- Local Agency Project Files
LPP 13-01 May 8, 2013
Local Assistance Procedures Manual Exhibit 10-R
A&E Boilerplate Agreement Language
public accommodation, and certain testing entities (42 U.S.C. §§ 12131 – 12189) as implemented by Department of Transportation regulations 49 C.F.R. parts 37 and 38; • The Federal Aviation Administration’s Non-discrimination statute (49 U.S.C. § 47123) (prohibits di
scrimination on the basis of race, color, national origin, and sex); • E
xecutive Order 12898, Federal Actions to Address Environmental Justice in Minority P
opulations and Low-Income Populations, which ensures discrimination against minority popul
ations by discouraging programs, policies, and activities with disproportionately high and adv
erse human health or environmental effects on minority and low-income populations; • E
xecutive Order 13166, Improving Access to Services for Persons with Limited English P
roficiency, and resulting agency guidance, national origin discrimination includes discrimination bec
ause of Limited English Proficiency (LEP). To ensure compliance with Title VI, you must t
ake reasonable steps to ensure that LEP persons have meaningful access to your programs (
70 Fed. Reg. at 74087 to 74100);
• Ti
tle IX of the Education Amendments of 1972, as amended, which prohibits you from di
scriminating because of sex in education programs or activities (20 U.S.C.1681 et seq).
A
RTICLE XXXIII NOTIFICATION
All notices hereunder and communications regarding interpretation of the terms of this AGREEMENT and changes thereto, shall be effected by the mailing thereof by registered or certified mail, return receipt requested, postage prepaid, and addressed as follows:
CONSULTANT:
(CONSULTANT)
(NAME) ,Project Manager
(ADDRESS)
LOCAL AGENCY:
(LOCAL AGENCY)
(NAME) , Contract Administrator
(ADDRESS)
ARTICLE XXXIV CONTRACT
The two parties to this AGREEMENT, who are the before named CONSULTANT and the before named LOCAL AGENCY, hereby agree that this AGREEMENT constitutes the entire AGREEMENT which is made and concluded in duplicate between the two parties. Both of these parties for and in consideration of the payments to be made, conditions mentioned, and work to be performed; each agree to diligently perform in accordance with the terms and conditions of this AGREEMENT as evidenced by the signatures below.
May 2023
Local Assistance Procedures Manual Exhibit 10-R
A&E Boilerplate Agreement Language
ARTICLE XXXV SIGNATURES
(Name of LOCAL AGENCY) (Name of CONSULTANT)
(Signature)
(Name of Signer)
(Signature)
(Name of Signer)
Date: Date:
May 2023
Local Assistance Procedures Manual Exhibit 15-H
Proposer/Contractor Good Faith Effort
EXHIBIT 15-H: PROPOSER/CONTRACTOR GOOD FAITH EFFORTS
Cost Proposal Due Date ___________________ PE/CE
Federal-aid Project No(s). _____________________ Bid Opening Date ___________________ CON The established a Disadvantaged Business Enterprise (DBE) goal of ___% for this contract. The information provided herein shows the required good faith efforts to meet or exceed the DBE contract goal.
Proposers or bidders submit the following information to document their good faith efforts within five (5) calendar days from cost proposal due date or bid opening. Proposers and bidders are recommended to submit the following information even if the Exhibit 10-O1: Consultant Proposal DBE Commitments or Exhibit 15-G:
Construction Contract DBE Commitment indicate that the proposer or bidder has met the DBE goal. This form protects the proposer’s or bidder’s eligibility for award of the contract if the administering agency determines that the bidder failed to meet the goal for various reasons, e.g., a DBE firm was not certified at bid opening, or the bidder made a mathematical error.
The following items are listed in the Section entitled “Submission of DBE Commitment” of the Special Provisions, please attach additional sheets as needed:
A. The names and dates of
each publication in which a request for DBE participation for this project was placed by the bidder (please attach copies of advertisements or proofs of publication):
Publications Dates of Advertisement
B. The names and dates of written notices sent to certified DBEs soliciting bids for this project and the dates and methods used for following up initial solicitations to determine with certainty whether the DBEs were interested (please attach copies of solicitations, telephone records, fax confirmations, etc.):
Names of DBEs Solicited Date of Initial Solicitation Follow Up Methods and Dates
May 2020
Local Assistance Procedures Manual Exhibit 15-H
Proposer/Contractor Good Faith Effort
C. The items of work made available to DBE firms including those unbundled contract work items into economically feasible units to facilitate DBE participation. It is the bidder's responsibility to demonstrate that sufficient work to facilitate DBE participation in order to meet or exceed the DBE contract goal.
Items of Proposer or Bidder Breakdown of Amount Percentage Work Normally Performs Item Items ($) Of
(Y/N) Contract
D. The names, addresses and phone numbers of rejected DBE firms, the reasons for the bidder's rejection of the DBEs, the firms selected for that work (please attach copies of quotes from the firms involved), and the price difference for each DBE if the selected firm is not a DBE:
Names, addresses and phone numbers of rejected DBEs and the reasons for the bidder's rejection of the DBEs:
Names, addresses and phone numbers of firms selected for the work above:
E. Efforts (e.g. in advertisements and solicitations) made to assist interested DBEs in obtaining information related to the plans, specifications and requirements for the work which was provided to DBEs:
May 2020
Local Assistance Procedures Manual Exhibit 15-H
Proposer/Contractor Good Faith Effort
F. Efforts (e.g. in advertisements and solicitations) made to assist interested DBEs in obtaining bonding, lines of credit or insurance, necessary equipment, supplies, materials, or related assistance or services, excluding supplies and equipment the DBE subcontractor purchases or leases from the prime contractor or its affiliate:
G. The names of agencies, organizations or groups contacted to provide assistance in contacting, recruiting and using DBE firms (please attach copies of requests to agencies and any responses received, i.e., lists, Internet page download, etc.):
Name of Agency/Organization Method/Date of Contact Results H. Any additional data to support a demonstration of good faith efforts:
May 2020