Request for Qualifications
(RFQ)
Mechanical Building
Maintenance Contractor
RFQ Release Date:
March 27, 2025
Qualifications Due by:
1:00 PM on April 10, 2025
Submit Qualifications through:
City of Richmond Bids Online
RFQ Contact:
Will Santana, Stationary Engineer
Supervisor, (510) 620-6696
[email protected]
Table of Contents
I. Introduction …………………………………………………………………………….………
II. Scope of Services & General Information ……………………………….……. ….…….
III. Timeline ………………………………………………………………………….….…………
IV. Contract Terms and Conditions …………………………………………….….………… V. Proposal Submittal Guidelines.………………………….…………….………...………… VI. Required Submission Package …………………………….…………………….……….
VII. Evaluation and Selection Criteria ………………………….…………………….……… VIII. Special Conditions ……………….………………………………………………….…….
Attachments
Attachment A: Standard Contract (Sample)
Attachment B: Insurance Requirements – Type 1: Consultants and Contractors Attachment C: Richmond Sanctuary City Contracting Ordinance Attachment D: Sanctuary City Compliance Statement
Section I: Introduction
Purpose
The City of Richmond is requesting proposals from firms interested in providing As- Needed Mechanical Building Maintenance Services for approximately 50 facilities throughout the City of Richmond including but not limited to the Civic Center Plaza Complex, Richmond Swim Center, Richmond Plunge, Fire Stations/Training Center, Community Centers, Libraries and more. The prime contractor responding to the Request for Qualifications (RFQ) shall be a registered Mechanical Building Maintenance Services Contractor in the State of California. Respondents may be union contractors, signatory to one or more local trade unions; however, this is not a requirement. The Mechanical Building Contractor must demonstrate a successful history, for a minimum of (5) years, in the San Francisco Bay Area, in the area of occupied office complexes. Additionally, the Mechanical Building Contractor should be able to show a demonstrated ability to manage numerous small projects simultaneously.
The City of Richmond
The City of Richmond was incorporated in 1905 after the Santa Fe Railroad established its western terminus at Point Richmond in 1899, with ferry service to San Francisco. The City grew significantly at the onset of World War II with the opening of the Kaiser Richmond Shipyards at Richmond’s South Shoreline in 1941 (its population quadrupled from 23,600 in 1940 to over 93,700 in 1943), as tens of thousands of new residents immigrated to the City to work in the shipyards, many of whom were Black. During the decades that followed, major developments such as Marina Bay, the Hilltop Shopping Center, the Knox Freeway, and Richmond Parkway shaped the economy and geography of Richmond. Residential development continued, and thousands of Asian and Pacific Islander and Latino persons immigrated to the community.
Today, Richmond is a diverse and growing maritime, industrial, and residential community, with a population of over 110,000. The City is located on a peninsula 16 miles northeast of San Francisco, directly across the San Francisco Bay, and has a total area of 56 square miles, of which 33.7 are land area and 22.3 are water area.
RFQ Overview
This RFQ describes the scope of work, contract terms, proposal submission requirements, and evaluation criteria for Mechanical Building Services contract. The anticipated term of this contract will be for a period of three (3) years for $150,000, with an option to extend the contract for an additional two (2) years at $50,000 per year for a total amount of $100,000.
Section II: Scope of Services & General Information
The City is looking for a qualified Mechanical Contractor to conduct quarterly, semi-annual, or annual maintenance for the Civic Center Plaza, including but not limited to the 440 Community Service Building and 450 City Hall. Additionally, the contractor will be available on an as-needed basis for repair, replacement and maintenance of approximately 50 City Facilities. Mechanical services should include plumbing and equipment; perform inspection and operation checklist for sewage and dewatering pumps, inspect and clean sand interceptor; test and certify reduced pressure back flow preventers annually, check condensate pumps at fan coils for proper operation; for all HVAC, boilers and equipment; review alarms; tune software/communication, troubleshoot, implement software enhancements, and all mechanical incidental related issues.
The anticipated total aggregate contract amount for the mechanical contractor is $150,000 for a period of three (3) years, with the possibility of two, one year, $50,000 extensions upon Department Head approval.
GENERAL INFORMATION
It is the intent of the City to utilize prime and sub consultants located in the City of Richmond to the fullest extent practical. Accordingly, firms proposing to be the prime contractor, which are located outside Richmond are encouraged to subcontract and/or either establish Mentor Protégé relationships, joint ventures or other consulting and contracting arrangements with Richmond-based firms. Refer to the City Local and Small Local Business Enterprise Program for details regarding the current minimum participation requirement.
Interested consultants may obtain copies of the RFQ from the City of Richmond's website www.ci.richmond.ca.us/bids.
1. The Public Works Department will assign a representative as the Project Manager for all projects.
2. The prime contractor or principal joint venture partner selected for this project shall obtain or provide proof of having a current City of Richmond Business License.
3. Compliance with City Ordinances:
The prospective contractor agrees to comply with the City of Richmond's Local Business ordinance, Local Employment Program, Living Wage Ordinance, Ban the box (Exhibits 1-4)
4. "Attachment A" is a sample of the City of Richmond's Standard Contract agreement.
Please note that the City Attorney's Office is typically not inclined to make any revisions to the standard agreement.
5. The City reserves the right to reject any and all proposals submitted.
6. All responses to the RFQ become the property of the City.
7. The RFQ does not commit the City to award a contract or to pay any cost incurred in the preparation of the proposal.
8. The City reserves the sole right to evaluate each proposal and to accept or reject any or all proposals received as a result of the RFQ process.
9. The City reserves the unqualified right to modify, suspend, or terminate at its sole discretion any and all aspects of the RFQ and/or RFQ process, to obtain further information from any and all consultant teams and to waive any defects as to form or content of the RFQ or any responses by any consultant teams.
10. The City may require a service provider to participate in negotiations and submit technical information or other revisions to the service provider's qualifications as may result from negotiations.
11. Once a final award is made, all RFQ responses, except financial and proprietary information, become a matter of public record and shall be regarded by the City as public records. The City shall not in any way be liable or responsible for the disclosure of any such records or portions thereof if the disclosure is made pursuant to a request under the Public Records Act.
12. The Fair Political Practices Act and/or California Government Code Section 1090, among other statutes and regulations may prohibit the City from contracting with a service provider if the service provider or an employee, officer or director of the service providers' firm, or any immediate family of the preceding, or any sub- consultant or consultant of the service provider, is serving as a public official, elected official, employee, board or commission member of the City who will award or influence the awarding of the contract or otherwise partic ipate in the making of the contract. The making of a contract includes actions that are preliminary or preparatory to the selection of a Consultant such as, but not limited to, involvement in the reasoning, planning and/or drafting of solicitations for bids and RFQ’s, feasibility studies, master plans or preliminary discussions or negotiations.
13. The Fair Political Practices Act and/or California Government Code Section 1090, among other statutes and regulations may prohibit the City from contracting with a service provider if the service provider or an employee, officer or director of the service providers' firm, or any immediate family of the preceding, or any sub- consultant or consultant of the service provider, is serving as a public official, elected official, employee, board or commission member of the City who will award or influence the awarding of the contract or otherwise participate in the making of the contract. The making of a contract includes actions that are preliminary or preparatory to the selection of a Consultant such as, but not limited to, involvement in the reasoning, planning and/or drafting of solicitations for bids and RFQ’s, feasibility studies, master plans or preliminary discussions or negotiations.
14. The Fair Political Practices Act and/or California Government Code Section 1090, among other statutes and regulations may prohibit the City from contracting with a service provider if the service provider or an employee, officer or director of the service providers' firm, or any immediate family of the preceding, or any sub-consultant or consultant of the service provider, is serving as a public official, elected official, employee, board or commission member of the City who will award or influence the awarding of the contract or otherwise participate in the making of the contract. The making of a contract includes actions that are preliminary or preparatory to the selection of a Consultant such as, but not limited to, involvement in the reasoning, planning and/or dr afting of solicitations for bids and RFQ’s, feasibility studies, master plans or preliminary discussions or negotiations.
15. Award of a contract does not guarantee that a Contractor or its sub consultants will actually receive any work. Work will be assigned on an as -needed basis at the sole discretion of the City.
16. Contractor Performance Evaluations will be completed by Project Coordinator/Manager for each primary consultant within 70 days upon the completion of an individual project or assignment. Interim evaluations shall also be prepared for projects of a long duration (i.e. over one year) or if the consultant's performance merits notification of any deficiencies.
Information is to be submitted to and kept on file by the Department of Infrastructure Maintenance and Operations for five (5) years. A copy of the evaluation shall also be provided to the consultant. These forms may be used, in part, as a reference to evaluate the contractor for future City professional services contracts.
17. Insurance Requirements: Attachment B summarizes insurance requirements relative to this project.
18. Building permit costs and hazardous materials testing costs will be paid by the City, either up-front or as a pass-through with no markup.
Section III: Timeline
The tentative time schedule for this contract is as follows:
1. Proposal deadline …………………………………...………... April 10, 2025
2. Proposal evaluations …………………………………………. April 24, 2025
3. Firm selection ………………………………………….………April 27, 2025
4. Contract approval estimated by City Council …………. June 3, 2025 Section IV: Contract Terms and Conditions
Contract Term
The anticipated term of this contract will be for a period of three (3) years, with an option to extend the contract for an additional two (1) year terms upon mutual agreement of both parties.
Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived. Prior to the start of work, the successful Contractor shall obtain all other required permits from the City of Richmond, for which the fees will not be waived. The successful Contractor shall also obtain any other permits required from other agencies for the comple tion of the project, for which the fees will not be waived.
Sanctuary City Contracting Ordinance (SCCO)
The Richmond Sanctuary City Contracting Ordinance No. 12-18 (Attachment C) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Proposers m ust submit the attached Sanctuary City Compliance Statement with their Proposal (Attachment D).
Insurance Requirements
Contractor shall maintain in full force and effect during the entire contract term the Insurance Requirements as described in “City of Richmond - Insurance Requirements -” Type 1 - Consultants and Contractors (Attachment B).
Section V: Proposal Submission Guidelines
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 successfully. The City will only receive those proposals that were transmitted successfully.
Interested parties may download copies of the above- mentioned proposal by visiting the City's web site, www.ci.richmond.ca.us/bids. To download RFQ , 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 RFQ.
All proposals must be submitted by 1:00 PM on April 10, 2025
Proposals should be well-organized and address all aspects of the RFQ. Include information on your company profile and experience, relevant project examples, your proposed staffing plan, pricing structure, and references.
All questions and requests for clarification regarding the RFQ must be submitted in writing by 1:00 PM PST, on April 3, 2025 via the BidsOnline system under the Q&A tab. Staff will provide responses in writing to all questions and post them on the BidsOnline website for reference by all interested vendors.
The COR reserves the right to conduct interviews with shortlisted vendors. Proposals become the property of the COR and may be subject to public disclosure after the selection process is complete.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFQ. Any party attempting to influence or circumvent the RFQ, bid submittal, and review process may have their proposal rejected for violating this provision of the RFQ.
Section VI: Required Submission Package
The submission package must also include the following:
1. Transmittal Letter
a) Addressed to Will Santana, Stationary Engineer Supervisor, Public Works b) Signed by an officer of the prime contractor. In case of joint venture or other joint-prime relationship, an officer of each venture partner shall sign. c) Confirm that all elements of this RFQ have been reviewed and understood d) Express company’s willingness to enter into an agreement under the terms and conditions prescribed by this RFQ, insurance requirements (Attachment B) and in the sample Service Agreement (Attachment A);
e) Confirm that vendor has a minimum of five (5) years verifiable experience
2. Project Team
a) In response to this RFQ, the prime contractor shall be a Mechanical Building Contractor. Although project assignments are yet defined, it is recommended to propose a typical Project Team (with sub-contractors, if and as appropriate) using a hypothetical percentage of work distribution. The proposed Project Team must be able to demonstrate expertise and experience, and the ability to comprehensively handle the various types of projects that are normally assigned to Mechanical Building Contractor companies. Additionally, the Project Team
must reflect compliance with the City's Local and Small Local Business Enterprise Program, and a true intent to utilize the listed sub-consultants. b) List prime and sub-contractors with individual addresses, telephone numbers and areas of expertise. Briefly describe the project responsibility of each team member.
3. Project Personnel
a) Prime Contractor: Provide a detailed resume of the proposed principal-in-charge and the project contractor(s) who shall be a full-time employee of the prime contractor for each project. Clearly identify experience relative to each type of project. Both shall be professionals currently licensed in the State of California.
DO NOT SUBMIT OTHER RESUMES.
b) Sub-Contractors: Provide a detailed resume of the proposed project manager who shall be a full-time employee of each subcontractor for this project. Clearly identify relevant experience. He/she shall be a professional currently licensed in the State of California, if applicable. DO NOT SUBMIT OTHER RESUMES. c) Confirm that the key project personnel identified by the Prime Contractor and Sub-contractors shall not be substituted without approval of the City. The City must also approve any new, key team members.
4. Relevant Experience – Prime Contractor and Sub-Consultants a) Describe experience in providing comprehensive mechanical building services and project management of projects similar to the City of Richmond Civic Center facilities.
b) Describe experience and ability to work effectively with City staff in developing a successful project.
c) Prime contractor shall provide graphic illustrations of a maximum of five projects.
For each project for which descriptions are to be included, provide the following information:
i. Project name and location.
ii. Brief description of project scope.
iii. Month and year mechanical building services commenced and was (or will be) completed.
iv. Service contract cost.
v. Firm's project responsibility.
vi. Client name, address, contact person, and telephone number.
5. Project Approach and Organization
a) With reference to Sections I, II and III of this RFQ, present your approach and organization for providing services on City of Richmond projects. Indicate your understanding of the critical project elements, and what special approaches your team will feature to manage these elements.
b) Describe how you intend to interface with City staff.
6. References
a) Prime Contractor and Sub-Contractors: Three business related references, giving name, company, address, telephone number and business relationship to firm(s). b) Proposed Project Manager(s): Two business related references, giving name, company, address, telephone number and business relationship to project manager.
7. Hourly Billing Rates
a) Prime Contractor and Sub-Contractors shall provide a complete list of all staff hourly rates by category, i.e., Principal, Project Manager, Project Professional, Technician, Clerical, etc. Hourly rates shall be all-inclusive, i.e., base salary, fringe benefits, overhead, profit, etc.
b) Hourly billing rates are not subject to an increase for a minimum period of two years from the submittal due date of the proposal. Any requested increases thereafter are subject to the approval of the City, and are not guaranteed to be granted.
c) Note: All rates shall be prevailing wage or better.
Section VII: Evaluation and Selection Criteria
The selection committee will evaluate, and rate proposals based on the following criteria:
All proposals will be reviewed to determine conformance with the RFQ requirements. Failure to meet the requirements may be cause for rejection of the proposal. Any proposal which is incomplete, conditional, or contains irregularities may also be rejected.
COR Reserves the right to:
● Select any proposal as a basis for written or oral communication with any or all of the companies or individuals when such action is considered to be in the best interest of the City of Richmond.
● Exercise discretion and apply its judgment with respect to selection of any proposals submitted.
● Reject all proposals.
Evaluation Criteria Maximum Points
1. Qualifications
- Professional background and qualifications of team
members and firm comprising the team.
25 2. Experience
- Past, recently completed, or on-going projects that will substantiate experience.
- Prior experience and ability to work with City staff in developing a successful project.
25 3. Organization
- Available staff and specialized resources, if any.
- Level of technological advancement and innovation
- Capacity and flexibility to meet schedules, including any unexpected work
20 4. Approach
- Understanding of the nature and extent of the services required and an outline of how the work will be performed. - Awareness of potential problems and providing possible solutions.
- Ability to perform on short notice and under time
constraints.
- Cost and quality control procedures in design and
construction
25 5. Other Factors
- Presentation, completeness, clarity, organization, and responsiveness of proposals.
5 Total Potential Points 100
Depending on the content as determined by the selection committee, COR may conduct interviews of the top-ranking firms before final selections are made.
The total points for the written proposal combined shall be used to determine the top candidate(s). The selection committee may then consider references and responsibility before selecting the finalist. The selection committee shall select the Proposer that is evaluated to be most competitive, and whose response is deemed to be in the best interest of this requirement.
COR may negotiate elements of the contract as required to best meet the needs of COR, with the apparent successful Proposer. If, during contract negotiations and/or during the terms of the agreement, the Successful Proposer finds that the requirements can be met in a more advantageous way, the successful Proposer shall notify COR in writing of such finding. COR may include such changes in the Contract.
If COR determines, in the course of negotiations, that a satisfactory contract cannot be executed in a timely fashion, COR may reject the successful Proposer and either terminate the procurement process or initiate negotiations with other Proposers in the order of their relative ranking.
A. CONTRACT NEGOTIATIONS
1. Upon completion of the proposal review process, the City intends to execute an as - needed mechanical building maintenance services contract with the selected contractor. The anticipated total contract value is $150,000 over a three- year period, with the pos sibility of two one -year extensions, each valued at $50,000, subject to Department Head approval. If the City and the selected contractor are unable to reach an agreement on the contract terms within a reasonable time frame, the City reserves the right to terminate negotiations and begin discussions with the next contractor, proceeding as necessary.
2. The contract amount will be for a maximum not-to-exceed amount, based on the tasks listed in Article, and the rates submitted in response to Article, or lesser rates mandated by the City.
3. Reimbursable expenses are subject to the prior approval of the City. The amount for such expenses will be included in the maximum not-to-exceed amount.
B. CONTRACT AWARD
1. Upon successful completion of the negotiations, a request by City staff will be made to authorize the award of the contract to the selected firm(s).
A sample City of Richmond's Standard Contract agreement is included in this RFQ as Attachment "A". The selected team(s) will be required to enter into a contract that contains similar terms and conditions as in the standard agreement.
Please note that the City Attorney's Office is typically not inclined to make any
modifications to the standard agreement, and in particular to the indemnification clause. It is strongly advised that Consultants resolve any reservations regarding the standard agreement prior to responding to this RFQ.
3. Upon authorization to award the contract by the City Council and the submission of necessary documents, the consultant will be issued a Notice to Proceed by the City.
4. The selected consulting team will be required to maintain auditable records, documents, and papers for inspection by authorized local, state and federal representatives. Therefore, the consulting team may be required to undergo an evaluation to demonstrate that the firm uses recognized accounting and financial procedures.
Section VIII: Special Conditions
Reservations
This RFQ does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFQ, or to procure or contract for work. COR 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 COR.
Public Records
All proposals submitted in response to this RFQ become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at t he time of submission to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Section VIII: Special Conditions
Reservations
This RFQ does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFQ, or to procure or contract for work. COR 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 COR.
Public Records
All proposals submitted in response to this RFQ become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at t he time of submission to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Right to Cancel
COR reserves the right to cancel or revise, for any or no reason, in part or in its entirety, this RFQ. If COR cancels the RFQ prior to the deadline for proposals or revises the RFQ, notification will be placed on the City of Richmond’s BidsOnline System www.ci.richmond.ca.us/bids.
Limited Liability Company Disclosure Statement (LLCS)
Resolution No. 86-21 (Attachment E), approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC). Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Proposal (Attachment F).
Additional Information
COR reserves the right to request additional information and/or clarification from any or all proposers to this RFP but is under no obligation to do so.