Request for Proposals
Engineering & Design Services
Downtown Point Richmond Bicycle and Pedestrian
Connectivity Project
Release Date:
March 26, 2025
Deadline for Submittal:
April 23, 2025
Contact: Janney Lockman, Associate Planner
Email: [email protected]
Phone Number: 510-307-8097
City of Richmond
Public Works – Engineering Department
Table of Contents
1. INTRODUCTION ...............................................................................................................3
2. SCOPE OF SERVICES ...................................................................................................4
3. PROJECT GENERAL INFORMATION..........................................................................9
4. PROCESS FOR SUBMITTING PROPOSALS ............................................................13
5. PROPOSAL EVALUATION AND SELECTION PROCESS ......................................15
1. INTRODUCTION
The City of Richmond is requesting proposals from qualified firms to provide professional engineering & design services to prepare plans, specifications, and estimates for the Downtown Point Richmond Bicycle and Pedestrian Connectivity Project. The services required shall include, but are not limited to , project team coordination, conducting traffic and pedestrian studies, generating detailed plans, specifications, and estimates (PS&E) for the roadway improvements, and coordination with the City, BNSF, the California Public Utilities Corporation . 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 two (2) years.
PROJECT BACKGROUND / DESCRIPTION
The Downtown Point Richmond Bicycle and Pedestrian Connectivity Project will improve bicycle and pedestrian access and safety through Downtown Point Richmond, completing the bicycle network connection from the Richmond-San Rafael Bridge to the Richmond Ferry Terminal by installing protected bicycle lanes on Tewksbury Avenue from Santa Fe Avenue to Washington Avenue, making pedestrian crossing improvements, including installing new crosswalks and installing ADA-compliant curb ramps, installing bus stop improvements, wayfinding signs and pavement markings.
The project concept includes pedestrian and bicycle improvements at the rail crossing at W. Richmond Ave., therefore, this project will require coordination with the California Public Utilities Commission (CPUC) and Burlington Northern Santa Fe (BNSF) railroad.
Concept plans (approximately 30% design) were developed as part of the 2021 Richmond Ferry to Bridge to Greenway Complete Streets Plan, which identified opportunities to provide connections for walking and bicycling to and between the Richmond Ferry, the Richmond-San Rafael Bridge Trail, and the Richmond Greenway (See Exhibit 1.1 Downtown Point Richmond Bicycle and Pedestrian Connectivity Project - Conceptual Illustration of Proposed Improvements).
This project is currently funded for design- only by the Metropolitan Transportation Commission Transportation Development Act Article 3 and the Western Contra Costa County Transportation Commission Subregional Transportation Mitigation Program (STMP). The City of Richmond is currently seeking additional funding for construction.
The selected consultant will assist the City in determining options for project phasing in order to deliver improvements and identifying opportunities for further grant funding for construction.
2. SCOPE OF SERVICES
Scope of Work
The Scope of Work required includes the preparation of engineering studies and construction documents including detailed plans, specifications, and cost estimate (PS&E). The design must conform to all laws, ordinances, and codes, including the latest ADA r egulations, City of Richmond’s Standard Specifications and Details (if applicable) and the latest CA -MUTCD Manual. All work products shall become the property of the City and be submitted to the City for review. The Consultant shall submit at a minimum the following design submittals: Conceptual Design, 30% Preliminary Design, 60% PS&E, 90% PS&E, and 100% Final PS&E.
2.1 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.
• In addition to monthly coordination meetings, consultant shall schedule, attend, and conduct at a minimum, four additional meetings to review design submittals as follows through the duration of the project: Conceptual design, 30% preliminary design report, 60% PSE & 90% PSE.
• Consultant shall coordinate with City staff, Caltrans, 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. 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.
2.2 - Data Collection and Analysis
• 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. • Consultant shall conduct field reconnaissance within the project limits. • 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 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, Ferry to Bridge to Greenway Plan, Bicycle Master Plan, and Pedestrian Plan ADA Transition Plan.
• Consultant shall conduct a traffic study and obtain existing traffic, bicycle, pedestrian, and parking data for the area as necessary for design. • City staff will facilitate coordination between the consultant and the Richmond Fire Department, Police Department, and Emergency Services Manager to gather information and any existing policies or plans to understand current emergency and evacuation routes in the Point Richmond neighborhood. • Consultant shall pothole existing utilities to verify their locations/elevations working in coordination with the City. The plans shall illustrate existing structures, as well as rim and invert elevations for all underground utilities and facilities, poles, and wire heights for above ground utilities. • Consultant shall be responsible for obtaining utility as-built plans from various agencies and as identified in the plans. Consultant will prepare and transmit project notification to utilities with a request to identify existing and proposed facilities.
2.3 Public Outreach and Stakeholder Engagement
This project will include a robust public outreach and stakeholder engagement phase to accompany Data Collection and Analysis in order to ensure that the final design meets the goals of the Ferry to Bridge to Greenway Plan, while considering the diverse needs of project stakeholders. Stakeholders for this project include ( but are not limited to): Point Richmond residents , cyclists, transit riders, Downtown Point Richmond businesses, BNSF, the Richmond Fire and Police Departments, visitors to Point Richmond, AC Transit, and the Richmond Bicycle and Pedestrian Advisory Committee.
The goals of the outreach and engagement phase are as follows:
• Effectively inform and gather feedback from diverse stakeholders regarding proposed bicycle, pedestrian, and transit facilities. • Ensure that historically marginalized and vulnerable populations are prioritized for outreach and for project benefit.
• Maintain ongoing communication with stakeholders throughout the project to ensure continuous engagement and
responsiveness to emerging concerns or suggestions.
• Increase stakeholder understanding that the proposed
improvements build on the ongoing efforts of the City of Richmond and complement existing goals and policies.
The selected consultant team will partner with the City of Richmond to conduct outreac h. Outreach will include in -person and virtual community meetings, an online survey, and development of any collateral materials (flyers, emails) for spreading the word about the meetings, survey, and project. An anticipated 3 community meetings are expected for this project phase; however 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.
2.4 Permitting/ Environmental Services / CEQA & NEPA Support The consultant will provide environmental support and provide all necessary services to obtain any required CEQA/NEPA documentation. The consultant will provide all services necessary to obtain any permitting necessary from the California Public Utilities Commission and BNSF for any work within BNSF right of way.
2.5 Utility Coordination
The Consultant shall coordinate with City staff and utility agencies. Utility information (overhead and underground) must be included in the project base mapping. The consultant shall work with the City Staff, BNSF, and CPUC, and any other utilities located in the project area for design requirements for the Right-of-Way Phase (New Railroad Easement, Local Agency ROW Certification, Railroad ROW Certification, and GO-88 forms ) and C&M agreements.
2.6 Phasing and Funding
The consultant shall assist the City in determining options for construction phasing in order to deliver improvements and identify potential funding opportunities to complete construction.
2.7 Plans, Specifications, and Estimates
a. Design Criteria and Conceptual Design Plan
To support the project kick -off, Consultant shall prepare a project information package including a summary of Design Criteria, Conceptual Design plan, project photos. Consultant shall plan to participate in at least 2 field diagnostics/site reconnaissance meetings and provide team support by documenting and coordinating the agreed upon results and recommendations. The Consultant shall provide one set of full size, 24”x36”, plans in .pdf and CAD format. Conduct all analysis needed to complete the preliminary design recommendations for the project as reviewed and approved by the City staff. The analysis shall include,
but not be limited to, existing facilities condition and structure, analysis of traffic and pedestrian studies, underground/ aerial utility investigations, pavement investigation, geometric design, right-of-way analysis, curb ramp infrastructures, road signs. This will build off of previous concepts developed in the Richmond Ferry to Bridge to Greenway Plan.
b. 30% Preliminary Design Report and 30% Preliminary Design Submittal After the Diagnostic Meeting process concludes, the Consultant shall prepare a preliminary layout of the project limits. At a minimum, t he preliminary layout shall show pavement layout, right -of- way/easements, private properties, utilities, trees, sidewalk/pedestrian curb ramps, pavement striping, edge of pavement as applicable.
At this stage, the selected consultant should prepare options and recommendations for phasing implementation of certain scope elements or construction items to assist stakeholders and City leadership in decision-making if full construction funding is not awarded.
c. Project Plans, Specifications & Cost Estimate (60%, 90%, 100%) The Consultant shall provide one set of full size , 24”x36”, plans (in .pdf and CAD format), one set of specifications (in .pdf and .docx format) and the engineer’s estimate (in .pdf. and .xlsx format) at each design stage.
Consultant shall prepare detailed plans, technical specifications, and construction cost estimate (PS&E) for the Downtown Point Richmond Bicycle and Pedestrian Connectivity project. Consultant shall prepare plans that shall include but are not limited to Cover Sheet, Demolition Plans, Horizontal Control Plans, Grading and Drainage Plans, Improvement Plans, Signing and Striping Plans, Utility Plans, Civil Details Plans.
• Cover Sheet shall include , but are not limited to, location map, vicinity map, general notes, sheet index, City disclaimer and City Engineer signage block, submittal percentage, title block, Project title, and abbreviations.
• Demolition Plans shall include, but are not limited to, project limit of work, property limits, addresses, City and BNSF ROW, existing underground and aerial utilities, monuments, clear limit of removal, detailed notes, scale, north arrow, USA sign, legend, clear distinction of material removal.
• Horizontal Control Plans shall include , but are not limited to, property limits, addresses, City ROW and BNSF ROW , control points table, station lines, offsets, table of curves, survey notes, scale, north arrow, datum notes, survey statement, survey signature and stamp, abbreviations, and legend.
• Grading and Drainage Plans shall include, but are not limited to, project limit of work, existing underground utilities, property limits, addresses,
City ROW and BNSF ROW, proposed/ existing top of curb (TC) grades/ linework, proposed/ existing flow line (FL) grades/ linework, proposed/ existing gutter lip of gutter (GLIP) grades/ linework, proposed/ existing back of walk (BW) grades/ linework, match existing grades/ linework, conform grades/linework, difference between proposed GLIP to existing grade (cut/fill), slope arrows, cross slopes, layer type to differentiate existing and proposed grades, legend, scale, north arrow, USA sign, legend, and annotated dimensions.
• Improvement Plans shall include, but are not limited to, project limit of work, property limits, addresses, City ROW and BNSF right -of-way, proposed/existing linework (TC, FL, GLIP, BW, etc.), existing underground and aerial utilities, layer type to differentiate existing and proposed linework, legend, scale, north arrow, USA sign, legend, call outs (e.g. install, protect in place, adjust to grade, reference to detail number/sheet number, etc.), clear distinction of proposed improvements, and general notes.
• Signing and Striping Plans shall include, but are not limited to, project limit of work, existing underground and aerial utilities, property limits, addresses, City and BNSF ROW, proposed/ existing linework (TC, FL, GLIP, BW, etc .), layer type to differentiate existing and proposed line work, pavement striping for crosswalks, bicycles, and vehicles, legend, scale, north arrow, USA sign, legend, call outs, clear distinction of proposed improvements, and general notes.
• Utility Plans shall include , but are not limited to, project limit of work, existing underground utilities, pipe sizes, depths and pipe materials, utility boxes and appurtenances with elevation call outs as applicable, with clear distinction of proposed improvements, and general notes. • Civil Details Plans shall include but not limited to City standard detail s, Caltrans details, street cross sections, sign installation, pole foundations, and each curb ramp with grades.
• Cost estimate shall include but not limited to the bid items from the design plans, revised and adjusted after each submittal, and contingencies.
• Specifications shall include but not limited to technical specifications provided by the consultant in Word format and consultant shall compile City standard boil plate, standard contract, and other related City standard documents provided by the City in Word Format. • 60% PS&E – Consultant shall prepare the 60% PS&E based on 30% preliminary design with the coordinate of the City staff. Consultant shall be responsible for all Project Submittals, responses to City comments, and obtaining approvals.
• 90% PS&E – Consultant shall prepare the 90% PS&E based on comments made on 60% PS&E by the City and other Agencies.
Consultant shall be responsible for all Project Submittals, responses to City comments, and obtaining approvals.
• 100%/Final PS&E - Consultant shall prepare the 100% PS&E based on comments made on 90% PS&E by the City and other agencies.
2.8 General Order (GO 88-B)
This project includes crossing improvements in the Burlington Northern and Santa Fe Railway right-of-way, therefore, the selected consultant will need to support the City in getting permission for proposed improvements and to work in BNSF right of way. The Consultant will prepare and submit the GO 88- B Authorization Request to the CPUC following the GO 88-B authorization process. The Consultant will provide support to the City to obtain CPUC and BNSF approval of the project.
3. PROJECT GENERAL INFORMATION
RFP SCHEDULE
Date Activity
March 26, 2025 Release RFP
April 9, 2025 Final Day to Submit Questions (5:00 PM)
April 11, 2025 Responses to Questions posted on
BidsOnline
April 23, 2025 Proposal Due Date
May 2, 2025 Final Selection and Contract
Negotiations
June 17, 2025 Anticipated Award of Contract at City
Council
June 20, 2025 Anticipated Notice to Proceed
3.1 Proposal format guidelines
The proposal should be concise, well organized, and demonstrate the proposer’s qualifications and experience applicable to the Project. The proposal shall be limited to 20 - sided pages (8.5 inches x 11 inches), inclusive of graphics, forms, pictures, photographs, dividers, etcetera, but not of cost proposal, resumes, required forms, certifications, front and back covers, or letters of commitment from sub- consultants.
The required font size is 12 point, with minimum left and right margins of one inch, and top and bottom margins of 0.7 inches.
Each 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 comp lexity 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 c omposition 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 April 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 April 11, 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 5:00 p.m., local time, on April 23, 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 into 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 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 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 respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights, or patent rights by Respondent in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.
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 th e 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, respondent shall offer the most favorable terms in response to this RFP.
Respondent must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Respondent shall include information that will enable the City to determine the Respondent’ s overall qualifications. The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award decision.
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 1.1 Downtown Point Richmond Bicycle and Pedestrian Connectivity Project - Conceptual Illustration of Proposed Improvements • 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