Request for Proposals
for
Im
migrant Legal Services and Public Awareness Campaign
Program Fiscal Sponsor
City of Richmond, California
Release Date:
Wednesday, May 7, 2025
Deadline for Submittal
Monday, June 9, 2025
4:00 P.M. PDT
Contact: Guadalupe Morales, Associate Management Analyst Email: [email protected]
Phone Number: 510-620-6553
City of Richmond
City Manager’s Office
Table of Contents
Introduction ................................................................................................................................. 3 About the City of Richmond, California ....................................................................................... 3 Overview of the Immigrant Legal Services and Resources Program ..................................... 4 Scope of Services ....................................................................................................................... 4 Fiscal Sponsor Responsibilities ....................................................................................... 4 Recipient Organization Responsibilities .......................................................................... 5 Eligibility for Legal Representation .................................................................................. 5 Scope of Legal Representation ....................................................................................... 6 Data Collection and Reporting ........................................................................................ 6 RFP Schedule ............................................................................................................................ 7 City of Richmond Standard Proposal Format Guidelines...................................................... 8 A. Vendor Cover Letter ................................................................................................... 8 B. Background and Project Summary Section ................................................................. 9 C. Methodology Section .................................................................................................. 9 D. Staffing ....................................................................................................................... 9 E. Qualifications ............................................................................................................ 10 F. Cost Information ....................................................................................................... 10 G. Value Added Services .............................................................................................. 10 H. Contractor Assignment of Sub-Contract ................................................................... 11 I. Previous Contracts with the City of Richmond ............................................................ 11 J. Exceptions to this Request for Proposals .................................................................. 11 K. Statement of Impartiality and Disclosure ................................................................... 11 Process for Submitting Proposals ............................................................................................. 11 Questions Concerning Request for Proposals ............................................................... 11 Submission of Proposals ............................................................................................... 12 General Guidelines ................................................................................................................... 12 Public Records .............................................................................................................. 13 Insurance Requirements ............................................................................................... 13 Business Licenses ........................................................................................................ 13 Compliance with City Ordinances.................................................................................. 13 Sanctuary City Contracting Ordinance (SCCO) ............................................................. 14 Limited Liability Company Disclosure Statement (LLCS) ............................................... 14 Collusion ....................................................................................................................... 14 W
ithdrawal of Proposals ............................................................................................... 14 Ownership of Documents .............................................................................................. 14 Proposal Evaluation and Selection Process .............................................................................. 14 Background and Project Summary – 25 Points ............................................................. 15 Methodology – 20 Points ............................................................................................... 15 Staffing – 20 Points ....................................................................................................... 16 Qualifications – 15 Points .............................................................................................. 16 Cost Proposal – 20 Points ............................................................................................. 16 Interview and Demonstration Process ........................................................................... 16 Pre-Award Negotiations ................................................................................................ 17 Attachments ............................................................................................................................. 18
Introduction
The City of Richmond (the City) is seeking proposals from qualified organizations to act as a fiscal sponsor for the Immigrant Legal Services and Public Awareness Campaign Program (the Program). The selected fiscal sponsor will be responsible for administering and distributing up to $1,000,000 in one- time surplus funds for Fiscal Year 2024- 25 to recipient nonprofit organizations that provide immigrant legal services and conduct public awareness campaigns on constitutional rights for Richmond residents.
The key challenges include:
• Insufficient Access to Legal Representation: A shortage of qualified immigration attorneys, compounded by financial barriers, leaves many immigrants unable to secure the legal assistance they need.
• Evolving and Complex Immigration Laws: As immigration laws and policies continue to shift, immigrants are left without a clear path to navigate the legal system. • Limited Resources for Community Education: Many immigrants are unaware of their rights or the available services, making them more vulnerable to exploitation or deportation.
Interested fiscal sponsors, including legal service providers and nonprofits, should base their proposals on a one-year funding allocation of $1,000,000. This Request for Proposal (RFP) outlines the project scope, selection process, and required proposal c omponents.
The anticipated contract term is one year or until funds are fully expended.
By submitting a proposal, vendors acknowledge their understanding of all requirements outlined in this RFP.
About the City of Richmond, California
The City of Richmond is a Charter City located in Contra Costa County, part of the San Francisco Bay Area with a population of 110,567 residents. Richmond is one of the region’s most diverse communities: 42.5 percent of residents identify as Hispanic or Latino, 20.2 percent identify as Black or African American alone, 17.8 percent identify as White alone (not Hispanic of Latino), and 15.4 percent identify as Asian alone (15.4 percent).
1 Richmond is home to a multi -modal transit hub that includes BART, Amtrak 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 City 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
1 Quick facts Richmond city, California. 2019 American Community Survey 5 year estimates. https://www.census.gov/quickfacts/richmondcitycalifornia
facility; and the administration of recreational activities and cultural events. The City also operates the Richmond Memorial Convention Center and the Port of Richmond.
Overview of the Immigrant Legal Services and Resources Program Recognizing the critical need for expanded legal services and rights awareness for Richmond immigrants, the City of Richmond is launching this initiative in alignment with City Council direction on March 4, 2025. The program aims to ensure that Richmond residents have access to legal support and understand their rights when facing immigration-related challenges.
In recent years, immigrant communities have experienced significant uncertainty due to the evolving landscape of immigration law. Individuals facing potential deportation, changing asylum processes, and family separations are in urgent need of legal counsel.
Unfortunately, the demand for legal services far outpaces the supply, leaving many without representation or the proper guidance to navigate these challenges.
To achieve these goals, the City will partner with a fiscal sponsor organization who will be responsible for administering the funds and ensuring compliance with all applicable regulations. Funds will be available for disbursement once an organization is awarded and approved to start work. While recipient organizations may serve individuals outside Richmond, all program funds must be used exclusively for services benefiting Richmond residents.
Scope of Services
The fiscal sponsor will be responsible for the implementation of the program to ensure effective legal, assistance, representation, community engagement and public awareness for Richmond immigrants. The fiscal sponsor shall ensure that recipient organizations meet all program requirements and expectations as outlined below.
Fiscal Sponsor Responsibilities
The selected fiscal sponsor will be responsible for:
• Administering funds primarily on a recapture reimbursement basis, with the option of a partial advance payment based on a percentage of the total award. • Developing funding criteria and ensuring compliance with City requirements. • Distributing funds exclusively to qualified nonprofit organizations in good standing with all applicable federal, state, and local regulations, including those set by the California Department of Justice, the California Secretary of State, and the Richmond Municipal Code.
• Monitor bi-annual tracking and reporting of data and services by recipient organizations and prepare consolidated reports for submission to City of Richmond staff and council at a minimum of twice per year, with flexibility for additional reporting upon City request.
• Developing and implementing a community engagement plan to ensure input from and communication with interested and affected members of the Richmond community. Such plans should include, for example, community meetings and media outreach.
• Oversee recipient nonprofit organizations to ensure alignment with program goals, compliance with requirements, and fulfillment of service obligations (outlined in the Recipient Organization Responsibilities section below).
Recipient Organization Responsibilities
The fiscal sponsor should select r ecipient organizations, as approved by the City of Richmond, that commit to:
• Provide direct legal assistance, representation, and related immigration services to Richmond residents, including both affirmative and defensive cases as described in the Scope of Legal Representation.
• Deliver legal education and outreach through workshops, clinics, public awareness campaigns, and other activities designed to increase legal literacy and promote immigrant rights.
• Co-develop a community engagement workplan with the fiscal sponsor that outlines objectives, timelines, and service strategies, and support the implementation of all community engagement efforts.
• Attend and participate in meetings, trainings, and/or convenings organized by the City and fiscal sponsor to coordinate services and share best practices in immigration law and legal service delivery.
• Partner with legal service providers, community -based organizations, and educational institutions (e.g., West Contra Costa Unified School District) to expand access to legal services in community settings, including clinics, after school programs, and outreach events.
• Maintain a secure and confidential case management system for tracking client services, legal outcomes, and required program data in compliance with all applicable privacy standards.
• Support immigrant-led organizing, local advocacy, and broader capacity -building efforts to strengthen civic participation within Richmond’s immigrant communities.
Eligibility for Legal Representation
The fiscal sponsor will be responsible for developing funding and eligibility criteria.
However, the City of Richmond will ensure that key aspects and preferred components are incorporated to align with the intent of this funding.
To qualify for legal representation under this program, an individual must, at the time of the initiation of representation:
• Be a resident of Richmond at the time of representation or have been a resident immediately prior to detention by Immigration Customs Enforcement (ICE).
Scope of Legal Representation
Recipient organizations may provide a range of immigration legal services to Richmond residents, including consultations, workshops, clinics, immigration forums, and public legal education, to ensure that community members understand their rights and can access timely legal assistance. For organizations offering legal representation, services must include thorough screenings, individualized legal assessments, and case management to identify the most effective legal options for protecting individuals and their families.
The City recognizes that increased funding strengthens provider capacity, enabling organizations to hire additional staff, manage more cases, and meet growing community demand. These investments are critical to reducing unjust deportations, family separations, and barriers to legal support.
Core Legal Services should include:
• Affirmative immigration legal assistance and/or representation, including but not limited to asylum, lawful permanent residency, naturalization, Deferred Action for Childhood Arrivals (DACA), Temporary Protected Status (TPS), U Nonimmigrant Status (U visas) for victims of certain crimes, T Nonimmigrant Status (T visas) for victims of human trafficking, and Violence Against Women Act (VAWA)-related relief.
• Defensive (removal) representation, covering all stages of immigration court proceedings for individuals facing deportation or detention. • Legal consultations and screenings to assess eligibility for immigration relief and identify appropriate legal options.
• Application preparation and filing, including petitions and supporting documentation.
• Filing fee support, where applicable, to assist eligible clients with United States Citizenship and Immigration Services (USCIS)-related costs (e.g., DACA renewals, TPS, visa applications).
• Preventative legal services, such as public education and referrals that help reduce the risk of detention and deportation.
Data Collection and Reporting
The fiscal sponsor and recipient organizations shall be responsible for collecting and reporting data to the City of Richmond on all legal representation funded under this program. To ensure the security and confidentiality of sensitive client information, the City, fiscal sponsor, and recipient organizations shall implement strict data protection measures to safeguard client information and mitigate any risks associated with immigration enforcement.
Data collection and reporting shall continue through the disposition of each case, including those that remain active beyond the contract period. The fiscal sponsor and recipient organizations shall provide regular updates and submit reports as required by the City of Richmond.
At a minimum, reported data shall include but not be limited to:
• The number of clients receiving legal assistance and representation, the extent of expanded outreach, the number of educational workshops conducted, and the depth of educational services provided.
• The number of cases handled by attorneys, including averages and other performance metrics;
• Types of relief identified;
• Applications for relief, voluntary departure, or other immigration court actions taken;
All data reporting shall comply with established confidentiality protocols to protect client privacy and ensure that information is not shared in a manner that could compromise the safety or security of individuals receiving legal services.
RFP Schedule
Date Activity
Wednesday, May 7, 2025 Release RFP
Friday, May 23, 2025 Final Day to Submit Questions (5:00 PM) Monday, June 2, 2025 Response to Questions
Monday, June 9, 2025 RFP Due Date
Tuesday, July 1, 2025 City Council Consideration, if RFP selection is not addressed it will be
scheduled to following City Council
meeting date
City of Richmond Standard Proposal Format Guidelines
The following section outlines the standard Proposal Format Guidelines established by the City of Richmond. All submissions responding to this RFP must comply with the structure, formatting, and content requirements described below. These guidelines are applicable to this RFP and all content herein unless otherwise stated.
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 10 double-sided pages (8.5 inches x 11 inches), inclusive of graphics, forms, pictures, photographs, dividers, et cetera, but not of cost proposal, resumes, required forms, certifications, front and back covers, or letters of commitment from sub- consultants. The required font size is 12 point, with minimum left and right margins of one- inch, and top and bottom margins of 0.7 inches.
Each proposal will adhere to the following order and content of sections. 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 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. Vendor Cover Letter
A cover letter, not to exceed three 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 (Attachment A) and in the sample Service Agreement (Attachment B).
• Submit a written desc ription and brief history of the company’s experiences, qualifications and successes in providing fiscal sponsorship services described herein. Please indicate the number of employees, client base and location of offices.
• Indicate the address and telephone number of the vendor’s office located nearest to Richmond, California and the office from which the project will be managed. • Stipulate that the proposal price will be valid for a period of at least 180 days. • Identify a single person for contact during the RFP review process.
• Be signed by an authorized official of the company.
B. Background and Project Summary Section
The Background and Project Summary Section should describe your 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 the approach and methodology to be used to accomplish the Scope of Services of this RFP. The Methodology Section should include:
• An implementation plan that describes in detail:
o The methods, including controls, by which your firm manages projects of the type sought by this RFP;
o The methodology for soliciting and documenting views of internal and external stakeholders; and
o Any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. • A detailed description of the efforts your firm will undertake to achieve client satisfaction and meet the requirements outlined in the "Scope of Services" section. • A detailed project schedule identifying all tasks and deliverables to be performed, the duration of each task, and the overall timeline for completion. • A detailed description of specific tasks that will require City staff involvement.
Explain the respective roles of City staff and your team in completing the tasks specified in the Scope of Services.
D. Staffing
Describe proposed project team organization, including identification and responsibilities of key personnel. 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.
Describe 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. Qualifications
The information requested in this section should detail the qualifications of the firm, key staff, and subcontractors who have performed projects within the past five years that are similar in size and scope. This information will be used to demonstrate the firm ’s competence in performing the requested services. The submission shall include:
• The names of key staff members who participated in the listed projects and their specific responsibilities as they relate to this Scope of Services. • A summary of the firm’s demonstrated capability, including length of time that the firm has provided the services being requested in this Request for Proposal. • A minimum of three (3) references from clients who have received similar services from the firm. The City of Richmond reserves the right to contact any of the listed organizations or individuals. The reference information provided shall include:
o Client name and contact information, including phone number, address, and email address.
o A description of the services provided, including the contract amount. o Project start and end dates.
F. Cost Information
Provide the total direct and indirect costs to complete all tasks identified in the scope of services. Even if the method of payment to the proposer will be a fixed fee, a detailed cost breakdown shall be provided identifying:
• The number of staff hours and hourly rates for each professional and administrative staff person who will be committed to this project. • All other direct costs, such as materials and reproduction costs; • Sub-consultant services, if applicable.
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.
Proposers 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. Value Added Services
Please provide any additional services of benefit not specifically required herein, which the Respondent 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. Previous Contracts with the City of Richmond
The proposer shall submit a list which indicates all prime contracts and/or amendments awarded to the proposer by the City of Richmond for the last three (3) years. The list shall include a short description of the Project, the Project scope of work, award date, completion date, name of City of Richmond ’s assigned Project Manager, and contract value.
J. Exceptions to this Request for Proposals
The proposer shall state whether or not it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment B). 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 Agree ment within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
K. Statement of Impartiality and Disclosure
The nature of this Project requires an impartial unbiased approach on the part of the proposer’s team. This proposal shall include a statement declaring that the proposer ’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, the proposer is required to disclose any pending or active investiga tions or litigation that may affect the reputation or ability of the proposer to carry out the Project.
Process for Submitting Proposals
Questions Concerning Request for Proposals
All questions must be submitted via the electronic BidsOnline system on the Question & Answer tab by 4:00 P.M. PST, Friday, May 23, 2025. 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 Monday, June 2, 2025. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible
Addenda to the RFP that may have been posted.
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFP. Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.
Interested parties may download copies of the above mentioned proposal by visiting the City's web site, www.ci.richmond.ca.us/bids. To download RFP, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.
Submission of Proposals
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. 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.
The proposal must be received no later than 4 :00 P.M., local time, on Monday, June 9, 2025.
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 contra ct. The City may investigate the qualifications of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this RFP.
The City reserves the right to:
• Reject any or all proposals.
• Issue subsequent Requests for Proposal.
• Postpone the proposal opening for its own convenience. • Remedy technical errors in the Request for Proposal process. • Negotiate with any, all, or none of the respondents.
• Solicit best and final offers from all or some of the respondents. • Select one or more respondents.
• Accept a proposal other than the one with the lowest proposed fees. • Waive informalities and irregularities in proposals.
Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret a t the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP Attachment A . The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance ( Richmond Municipal Code (RMC) Chapter 2.28), Business Opportunity Ordinance ( RMC Chapter 2.50), Local Employment Program Ordinance ( RMC Chapter 2.56), Living Wage Ordinance ( RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) ( RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
Sanctuary City Contracting Ordinance (SCCO)
The Richmond Sanctuary City Contracting Ordinance No. 12-18 (Attachment D) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”).
Proposers must submit the attached Sanctuary City Compliance Statement with their Proposal. (Attachment C)
Limited Liability Company Disclosure Statement (LLCS)
Resolution No. 86-21 (Attachment E), approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC). Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Proposal (Attachment F).
Collusion
By submitting a proposal, each r espondent 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 r espondent 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 r espondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in p art for the Project shall be subject to private use, copyrights or patent rights by Respondent in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.
Proposal Evaluation and Selection Process
All proposals shall be reviewed to verify that the Respondent has met the minimum requirements. Proposals that have not complied with requirements do not meet minimum content and quality standards or take unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration.
Proposals will be reviewed and evaluated by an evaluation committee comprised of City of Richmond personnel.
Applicants submitting proposals in response to this RFP are strictly prohibited from contacting or lobbying any City Council members, review panel members, City employees (except for designated contacts specified in the RFP), or City agent s regarding this solicitation. Any attempt to influence or circumvent the RFP process, application submittal, or review process may result in disqualification from consideration.
The highest-ranked proposals may be invited to deliver a presentation to the evaluation panel, either in person at a designated City office and/or via a video conferencing platform (e.g., Zoom), contingent on the City's direction. All presentation costs shall be borne by the proposer. The final selection will be based on the most cost -effective approach that meets the City’s requirements. The lowest -priced proposal will not necessarily be selected.
The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow ‐up with requests for additional information, including, but not limited to, follow‐up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed scope of service. The City will negotiate with that vendor to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will 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:
Evaluation Criteria Points (Out of 100) Percentage (%) Total Methodology 25 25%
100
Points
Background and Project Summary 20 20%
Staffing 20 20%
Qualifications 15 15%
Cost Proposal 20 20%
Background and Project Summary – 25 Points
Consideration will be given based on the firm’s experience, years in business, past and current client references, technical expertise, and professional competence in areas directly related to this RFP. Additional factors include:
• Number of years of experience performing similar work. • Performance on past contracts of comparable nature, magnitude, and complexity.
Methodology – 20 Points
The proposer’s responsiveness to the RFP, including the completeness and thoroughness of the proposal, will be evaluated. All required information must be provided in the specified format. This category will also assess:
• Ability to provide services as outlined in the RFP.
• Approach and proposed methodology for executing the project scope. • Demonstrated knowledge of the work required.
• Clarity in explaining the project or services required. • Innovative approaches and internal measures for ensuring the timely completion of the project.
Staffing – 20 Points
Respondents should demonstrate that all key personnel have been successfully involved with projects of similar scope and magnitude. This category will evaluate:
• Qualifications and relevant experience of key personnel. • Unique qualifications of team members.
• Staff availability and time commitment of key personnel. • Organizational structure, including an organization chart.
Qualifications – 15 Points
This category will assess the respondent’s ability to assume the responsibilities outlined in the Scope of Services and produce the required outcomes within the specified timeline.
Consideration will be given for:
• The overall quality of the proposal, including a demonstrated understanding of the purpose, scope, and objectives of the services to be performed. • The respondent’s track record in successfully executing contracts of similar nature and complexity.
• The firm’s ability to meet deadlines and maintain satisfactory progress. • The City of Richmond’s evaluation of whether the respondent has the requisite experience, capacity, and resources to successfully complete the work.
Cost Proposal – 20 Points
The proposed cost will be evaluated based on competitiveness, cost -effectiveness, and alignment with the proposed scope of services. The evaluation will also consider whether the proposed pricing structure is reasonable and commensurate with the level of services to be provided.
Interview and Demonstration Process
Upon request of the City of Richmond, vendors may be requested to give an oral presentation/demonstration on vendor’s proposal, which would include a detailed analysis of how each of the RFP requirements would be addressed should the proposal
receive the award. The demonstration shall be conducted at no cost to the City. The purpose of the demonstration is to observe the system in an operational environment and to verify its capability, suitability, and adaptability to the performance requirements stipulated in this solicitation.
The City will schedule the presentation date, time, and location with the successful finalists. If the vendor fails to perform the demonstration on the specified date stipulated, the City may elect to reject the proposal or to re- schedule the demonstration in its best interest.
Vendors are not guaranteed an opportunity to demonstrate. Vendors may be eliminated from consideration based solely on inability to meet minimal requirements and/or review of written proposals. The City shall be the sole judge of the acceptability of the system in conformance with the specifications and its decision shall be final.
Pre-Award Negotiations
After the proposals are opened but before an award is made, the City may elect to conduct negotiations with the highest-ranked respondent for the purpose of:
• Resolving minor differences and obtaining additional information. • Clarifying necessary details and responsibilities.
• Emphasizing key issues and critical points.
• Receiving assurances from the respondent.
• Clarifying cost and budget-related matters.
If the City cannot successfully negotiate a contract with the highest ranked respondent , the City may begin negotiations with the second highest ranked respondent.
Selection may be made without further discussion, negotiations, or proposal presentations; therefore, the proposal shall offer the most favorable terms in response to this RFP. The proposal must demonstrate an understanding of the scope of services to be provided and the ability to accomplish the tasks set forth. The proposal shall include information that will enable the City to determine the overall qualifications of the proposer.
The City reserves the right to request additional information or clarification on any matter included in the proposal response to arrive at the final award decision.
Award
When the Review Panel has completed its work, City staff will then recommend a Fiscal Sponsor for the Immigrant Legal Services and Resources Program to the City Manager and City Council for approval. The services provided by the successful bidder shall be governed by a Standard Services Agreement (Attachment B).
Attachments
A. Insurance Requirements
B. Standard Contract
C. Sanctuary City Compliance Statement
D. Sanctuary City Contracting Ordinance No. 12-18
E. Limited Liability Corporation (LLC) Resolution No. 86-21 F. Limited Liability Corporation Form