Request for Proposals
Engineering & Design Services
Parchester Village – Giant Highway Infrastructure
Master Plan
Release Date:
April 24, 2025
Deadline for Submittal:
May 22, 2025
Contact: Janney Lockman, Associate Planner
Email: [email protected]
Phone Number: 510-307-8097
City of Richmond
Public Works – Engineering Department
1. INTRODUCTION
The City of Richmond, California is seeking to develop a comprehensive infrastructure plan for the Parchester Village neighborhood and the segment of Giant Highway and Collins Avenue adjacent to Parchester Village (See Exhibit 1:
Parchester Village Infrastructure Study Area Map) with recommendations for transportation and infrastructure improvements to support safety, access, placemaking, and resilience for the neighborhood. The plan will evaluate and develop recommendations to improve storm drainage conditions to address flooding issues; improve pedestrian, transit, and bicycle safety and access; and improve pavement conditions.
This Request for Proposal (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 up to two (2) years.
This RFP is for Phase I of the project only; a second phase to design 30% plans for select improvements will be funded and procured separately.
2. SCOPE OF SERVICES
Scope of Work
All work products shall become the property of the City and be submitted to the City for review.
Task 0: Project Management
• Consultant 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.
• 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.
• Consultant shall coordinate with City staff, other applicable regulatory agencies, and other entities as required to complete the scope of work described herein. • Consultant shall prepare and update a project schedule with tasks and milestones that corresponds with anticipated project timeline laid out in the RFP. Project schedule should be updated with each milestone, or any changes that would result in a change of schedule of more than two weeks. Consultant shall break down the schedule by logistical tasks consistent with the scope of work and with enough detail to track project progress. The schedule must reflect realistic estimates of review periods by City staff for tasks, such as reports, plans, and
coordination.
• 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. • Consultant shall ensure compliance with current with applicable state and federal laws and regulations, and with any requirements from funding agencies.
Estimated Project Timeline:
• April - May 2025 - Request for Proposals and Consultant Selection • June 2025 – City Council Approval, issuance of notice to proceed • July 2025 - Phase I Project Kick-Off
• July 2025 – November 2025 - Data Collection, Outreach, Studies, and Analysis
• December 2025 – February 2026 – Compile Recommendations and Draft Plan
• Early 2026 - Return to Community and City Council for Plan Adoption and direction for prioritization and next steps
• 2026 – 2027 - 30% Design of Priority Improvements TO BE COMPLETED THROUGH A SEPARATE PROJECT PHASE.
Deliverables for Task 0:
• Project Schedule and regular schedule updates
• Monthly progress reports
Task 1: Data Collection and Site Analysis
This task will include the necessary data collection, surveying, geotechnical investigations, and analysis to inform future tasks.
• The Consultant 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 area.
• Consultant shall conduct field reconnaissance within the project limits to assess existing conditions for:
o Pedestrian access and walkways (sidewalk width and condition, crosswalks, ADA-compliant curb ramps, lighting, signage, etc.)
o Approximate location of underground and above-ground utilities o Storm drainage systems and evidence of ponding issues (catch basins, storm drain inlets, etc.)
o Pavement conditions (surface distress, cracking, potholes, etc.)
o Locations and conditions of existing trees, landscaping, and any green infrastructure
• 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. • Consultant shall pothole existing utilities to verify their locations/elevations working in coordination with the City.
• Consultant shall conduct a traffic study and obtain existing traffic, bicycle, pedestrian, and parking data for the area as necessary for design. • Consultant shall be responsible for obtaining utility as-built plans from various agencies. Consultant will prepare and transmit project notification to utilities with a request to identify existing and proposed facilities. • 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.
• Consultant shall review and comply with existing City’s documents, including but not limited to: General Plan, Bicycle and Pedestrian Action Plan, Local Road Safety Plan, Bicycle Master Plan, and Pedestrian Master Plan. • Consultant shall review existing floodplain, watershed, tidal, and other water- related mapping sources for the study area to determine current and anticipated impacts.
Deliverables for Task 1:
• Data collection and site analysis summary.
• Traffic study and results.
• Field reconnaissance results.
• Survey of utilities in the study area.
Task 2: Stakeholder and Community Engagement
This project will include a robust public outreach and stakeholder engagement phase to understand key issues and community concerns in order to inform development, design, and prioritization of recommendations.
Stakeholders for this project include (but are not limited to): Parchester Village residents, transit riders, pedestrians, cyclists, businesses along the Giant Highway, AC Transit, the Richmond Fire and Police Departments, and BNSF.
The selected consultant team will partner with the City of Richmond to conduct outreach.
Outreach will include in-person and virtual community meetings, a survey and resident interviews about specific needs related to transportation, access, and drainage issues, and development of any collateral materials (flyers, emails) for spreading the word about the meetings, survey, interviews and project. An anticipated three (3) community meetings are expected for this project: two (2) to gather input from residents, businesses, and key stakeholders on concerns
and desired improvements for Parchester Village and the Giant Highway, and one (1) after initial plan recommendations have been developed, to conduct a prioritization exercise to determine which improvements should be designed and completed first.
The selected consultant will also engage relevant City of Richmond departments, public agencies, and organizations involved in transportation, stormwater management, or public safety, including but not limited to: Public Works Department, Planning Department, Police Department, Fire Department, California Public Utilities Commission, AC Transit, and Burlington Northern Santa Fe Railway.
The proposer may include additional services suggesting additional components that may or may not include attending community events, corridor site walks or virtual workshops to engage community members in potential changes. All outreach materials should be available in Spanish and English.
Deliverables for Task 2:
• Community engagement summary report that summarizes engagement activities, feedback, and recommendations from community members and plan stakeholders.
• Results of prioritization exercise and recommendations for which areas and improvements to focus future design and construction funds.
Task 3: Transportation Infrastructure Assessment & Recommendations Using the data collected and outreach completed in Tasks 1 & 2 the selected consultant shall complete a transportation infrastructure assessment and develop recommendations that enhance multimodal safety and mobility.
3.1 Pedestrian Assessment & Recommendations
• Identify areas where pedestrian improvements are needed (e.g., new sidewalks, sidewalk repair, crosswalks, etc.).
• Evaluate the existing sidewalks for safety, connectivity, and ADA accessibility. • Develop recommendations to enhance pedestrian infrastructure to support safety and access by closing sidewalk gaps, improving pedestrian crossings, and installing ADA-compliant curb ramps.
• Evaluate options for improving street lighting alongside Giant Highway.
3.2 Bicycle Assessment & Recommendations:
• The Richmond Bicycle and Pedestrian Action Plan recommends a Class IV bikeway on this portion of Giant Highway. The selected consultant will consider alignment, placement, and facility width.
3.3 Transit Stop Assessment & Recommendations:
• Parchester Village is currently served by AC Transit Line 71, which travels from the Richmond Parkway Transit Center to the El Cerrito Plaza BART Station. Review existing bus stop conditions and make recommendations for improving passenger access and comfort at the Griffin Dr. & McGlothen Way and Phanor Dr. & McGlothen Way stops.
3.4 Multimodal Assessment & Recommendations:
• Assess options for improvements to the railroad crossing and intersection at Giant Highway/Collins Avenue/Griffin Drive
• Consider emergency access improvements and evacuation routes. • Consider opportunities for placemaking, such street trees, and public art.
Deliverables for Task 3:
• Transportation Infrastructure Assessment Report
• Recommendations and conceptual design for pedestrian, bicycle, transit, and multimodal improvements.
• Rough order of magnitude (ROM) cost estimates for recommended improvements.
Task 4: Utility and Storm Drainage System Assessment & Recommendations Using the data collected and outreach completed in Tasks 1 & 2 the selected consultant shall complete a Utility and Storm Drainage System Assessment and develop recommendations to address existing drainage issues, and options for the PG&E poles on the western side of Giant Highway.
4.1 Storm Drainage System Assessment & Recommendations
• Evaluate existing location and condition of storm drainage infrastructure. • Assess storm drainage infrastructure throughout the study area, identify drainage issues contributing to current flooding and ponding. • Analyze the capacity and functionality of the storm drain system in the project area.
• Recommend improvements that could be made to address and prevent flooding and drainage issues. (e.g., drainage upgrades, additional stormwater treatment, repairs).
• Consider opportunities for green infrastructure to alleviate flooding and drainage issues.
• Evaluate potential impacts of sea level rise on existing drainage infrastructure and consider community resilience in recommendations.
4.2 PG&E Pole Assessment & Recommendations
• Assess options for undergrounding or relocating PG&E poles on the western side of Giant Highway.
• Develop recommendations for undergrounding or relocation.
Deliverables for Task 4:
• Utility and Storm Drainage Infrastructure Assessment Report. • Recommendations for stormwater management and drainage improvements to address current drainage issues.
• Recommendations for undergrounding or relocating PG&E poles. • Rough order of magnitude (ROM) cost estimates for recommended improvements.
Task 5 Pavement Condition Assessment & Recommendations
• Conduct a pavement condition survey to assess current surface distress, cracks, potholes, and overall pavement quality.
• Identify areas of significant deterioration and prioritize repair needs. • Recommend pavement rehabilitation, repair, or replacement strategies.
Deliverables for Task 5:
• Pavement Condition Assessment report.
• Pavement improvement recommendations.
• Rough order of magnitude (ROM) cost estimates for recommended improvements.
Task 6: Infrastructure Master Plan Development
This task will combine findings from Tasks 3, 4, and 5 to create a comprehensive infrastructure master plan for Parchester Village.
• Include ROM cost estimates and approximate timelines for each recommended improvement.
• Using results of prioritization exercise in Task 2, recommend a phased implementation strategy for infrastructure upgrades.
Deliverables for Task 6:
• Draft Infrastructure Plan document with concept designs, cost estimates, and implementation strategy.
• Executive summary of the plan.
Task 7: City Council Support
The selected consultant will prepare a presentation, staff report, resolution, and other documents needed to provide updates to City Council on the status of the Infrastructure Plan development and present the draft infrastructure plan to the Richmond City Council for adoption.
The selected consultant should plan to attend two Richmond City Council meetings:
one after initial data analysis and outreach has been completed to provide an update on plan development progress, and one to present the draft infrastructure plan for adoption.
Deliverables for Task 7:
• Draft Staff Reports (2)
• Draft Resolutions (1 – only needed for Infrastructure Plan adoption) • Presentations for City Council (2)
• Consultant attendance at 2 Richmond City Council Meetings • Final adopted infrastructure plan
RFP SCHEDULE
Date Activity
April 24, 2025 Release RFP
May 9, 2025 Final Day to Submit Questions (5:00 PM)
May 15, 2025 Responses to Questions posted on
BidsOnline
May 22, 2025 Proposal Due Date (12:00 PM)
Week of May 27, 2025 Interviews, Final Selection and Contract Negotiations
June 24, 2025 Anticipated Award of Contract at City
Council
July 1, 2025 Anticipated Notice to Proceed
4 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 one-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 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 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, and insurance requirements • 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 offices.
• 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 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; and • Cover letter 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 the 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 which 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 efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Services" section.
3) Detailed project schedule, identifying all tasks and deliverables to be performed, durations 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. Staffing
Describe 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.
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 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 summary 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) Provide 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) Client 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 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 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 will 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.
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 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. Previous 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. Exceptions to this Request for Proposals
The proposer shall state whether it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment 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 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, 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. PROCESS 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 May 9, 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 May 15, 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 12:00 p.m., local time, on May 22, 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 contract. The City may investigate the qualifications of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this RFP.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposal.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the 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
All proposals submitted in response to this RFP will become the property of the City of Richmond and public records and, as such, may be subject to public review.
Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page.
Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in 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.
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, Local Employment Program Ordinance, Living Wage Ordinance and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”), which are incorporated i nto the Contract Documents by this reference.
Sanctuary City Contracting Ordinance (SCCO)
The Richmond Sanctuary City Contracting Ordinance N o. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”).
Proposers must submit the attached Sanctuary City Compliance Statement with their Proposal.
Limited Liability Company Disclosure Statement (LLCS)
Resolution 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
Collusion
By submitting a proposal, each respondent represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A r espondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights, or patent rights by Respondent in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.
5. 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 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 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:
Proposal/Methodology and Approach to Work 25%
Experience/Past Performance/References 25%
Project Team 25%
Proposer Qualifications 25%
Proposal/Methodology and Approach to Work – 25%
The proposer’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:
• Ability 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.
Experience/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:
• Qualifications and relevant individual experience
• Unique qualification of key personnel
• Staff Availability / Time commitment of key members
• Organization chart
Proposer 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 servic es 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.
Pre-Award Negotiations
After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked respondent for purposes of:
• Resolving minor differences and information
• Clarifying necessary details and responsibilities
• Emphasizing important issues and points
• Receiving assurances from respondents
• Cost/budget clarifications
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 presentations; therefore, respondents 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.
Award - 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 Downtown Point Richmond Bicycle and Pedestrian Connectivity Project. The services provided by the successful Proposer shall be governed by a Standard Services Agreement (Attachment A).
Exhibits and Attachments
• Exhibit 1: Parchester Village Infrastructure Study Area Map • Exhibit 2: Presentation from Richmond City Council Study Session • Attachment A: City of Richmond Standard Services Agreement
• Attachment B: City of Richmond Insurance Requirements • Attachment C: Sanctuary City Compliance Statement
• Attachment D: Sanctuary City Contracting Ordinance 12-18 • Attachment E: Approved Resolution 86-21-LLC Compliance • Attachment F: Disclosure Statement for LLC