Request for Proposals
Recruitment Agency for City Attorney Vacancy
Release Date: January 21, 2026
Deadline for Submittal:
February 23, 2026, at 5:00 p.m.
City of Richmond
City Council
Point of Contact: Interim Senior Assistant City Attorney
ABOUT THE CITY OF RICHMOND
The City of Richmond (the “City”) was chartered as a city in 1909 and has a population of 115,3961. The City of Richmond is located 16 miles northeast of San Francisco on the western shore of Contra Costa County. Richmond was incorporated on August 7, 1905 and became a charter city on March 24, 1909. Richmond is best known for its unique history and role in the World War II home front effort. Between 1940 and 1945, tens of-thousands of workers from all over the country streamed into the City to support wartime industries. The City was home to four Kaiser shipyards which housed the most productive wartime shipbuilding operations of World War II, launching 747 ships during the war. The City was also home to approximately 55 war-related industries - more than any other city of its size in the United States. Today, the City is an important oil refining, industrial, commercial, transportation, shipping and government center.
The City operates a council-manager form of government consisting of a mayor and six council members - elected by district. The City provides a
full range of municipal services, including police and fire protection; construction and maintenance of rights-of-way, streets, and infrastructure; library services; stormwater and municipal sewer systems; wastewater treatment facility operation; recreational activities; and cultural events. The City also operates the Richmond Memorial Convention Center and the Port of Richmond.
1. Source: US Bureau Census 20192023 ACS 5-year estimate (Table B01003)
To become better acquainted with the City of Richmond, please visit our website at http://www.ci.richmond.ca.us
INTRODUCTION
The City of Richmond is requesting proposals from qualified firms to conduct a comprehensive recruitment for a City Attorney. The City Attorney is one of several officials who are appointed by, and report to, the seven member City Council.
This request for proposal (RFP) describes the project, the required scope of services, the consultant selection process, and the minimum information that must be included in the proposal. Failure to submit the information in accordance with the RFP requirements and procedures may be cause for disqualification.
Vendors are required to read and understand all information contained within this entire proposal package. By responding to this RFP, the vendor agrees that they have read and understand these documents.
SCOPE OF SERVICES
Interested parties should submit a letter of interest which includes, but is not limited to:
A statement of qualifications including recent successful similar recruitments, references, resources (e.g., staffing, lead recruiters) and other information to establish your firm as the most qualified.
A detailed timeline for the recruitment for completing all necessary services with the expectation that the top candidates will be submitted to the Interim Senior Assistant City Attorney as soon as possible.
A detailed fee schedule for the provision of all professional services and anticipated expenses.
A summary of additional services or approaches that will be utilized to conduct successful recruitments.
It is expected that minimally, the successful Search Firm will:
Create a candidate profile, appropriate and necessary selection criteria, selection process, timeline, and evaluation process.
Conduct comprehensive compensation survey.
Develop recruitment materials describing the vacancy, the City organization, and the community.
Conduct a broad and thorough recruitment utilizing professional publications, and other advertising sources to attract the most highly qualified and diverse candidate pool possible, including direct contact with known qualified individuals.
Acknowledge receipt of application materials and maintain communication with candidates throughout the recruitment process.
Conduct the initial screening of all candidates’ applications.
Develop a list of top candidates for presentation to the Interim Senior Assistant City Attorney and the City Council.
Assist in the selection of finalists.
Prepare and recommend appropriate interview questions and evaluation tools.
Assist with the anticipated interview panels of community members, management staff, and the City Council.
Conduct background and reference checks.
Assist the City with coordinating all candidate correspondence, travel arrangements and record-keeping, on behalf of the City.
Provide notification to all candidates not selected as finalists for the position.
Provide periodic progress reports to the Interim Senior Assistant City Attorney and participate in conference calls and/or onsite meetings as requested.
For responding to this Request for Proposals, assume in your estimates that the firm is providing the full range of recruitment services.
Responsive materials should be submitted no later than the close of business, Monday, February 23, 2026.
RFP SCHEDULE
Date Activity
January 21, 2026 Release RFP
February 9, 2026 Final Day to Submit Questions (5:00 PM) February 23, 2026 RFP Due Date
March/April 2026 Effective Date of Contract
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 no more than10 double-sided pages (8.5 inches x 11 inches), inclusive of graphics, forms, pictures, photographs, dividers, etc. 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. 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 1), Sanctuary City Compliance Statement (Attachment 2), and in the sample Standard Service Agreement (Attachment 3). Submit a written description and brief history of the company’s experiences, qualifications and successes in providing California 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.
Confirm that vendor has a minimum of three (3) years verifiable California 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 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:
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 the 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. Provide the names and a summary of experience of individuals who would currently be available for recruitment project work.
E. Firm 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) 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 in the past 3 years. 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 available to the City; 2) All other direct costs, such as materials and reproduction costs; and 3) Sub-consultant services, if needed.
As project work may occur over a three-year period, indicate if the proposed rates are fixed for this entire time frame or specifically include how the rates will be adjusted in year two and three of a contract. These rates will also be used to negotiate costs 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.
G. Value Added Services
Please provide any additional services of benefit not specifically required herein, which the Proposerproposer 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 Proposer intends 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 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 the 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 3). 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.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
Please do not contact staff directly regarding this Proposal. 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.
Proposals must be received no later than February 23, 2026, 5:00 p.m. PST
All questions must be submitted via the electronic BidsOnline system on the Q&A tab no later than February 9, 2026, 5:00 p.m. PST. The City of Richmond reserves the right to waive inconsequential irregularities. If the City finds it necessary to issue an addendum, prospective Proposers will receive e-mail notification of addendum. 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 officials, 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, 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
Please submit your proposal via the City of Richmond's BidsOnline system. Proposals submitted by facsimile or e-mail are not acceptable and will not be considered.
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Proposer is responsible for submitting its entire proposal package with all required submittal documents and any modifications or revisions, to reach the City of Richmond’s office as designated in the RFP by the time specified below. Any proposal, modification, or revision received by the City of Richmond after the exact time specified for receipt of proposals is “late” and will not be considered. The City of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This RFP does not commit the City to award a contract, to defray any costs incurred in preparing a proposal pursuant to this RFP, or to procure or contract for work. The City 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. 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 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 become the property of the City and may be subject to disclosure under the California Public Records Act. Documents legally exempt from public disclosure will not be disclosed by the City if marked with "confidential" on each applicable page. Trade secrets may be kept confidential only to the extent they meet the requirements of California Government Code section 7924.510.
Insurance Requirements
The City requires consultants doing business with it to obtain insurance, as shown in Appendix B. The required insurance certificates must comply with all established standards and requirements. They must be provided within fifteen (15) days of issuance of the Notice of Intent to Award before any work on the Project begins.
Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or obtain a City business license, for which the fee will not be waived.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City 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 RFP by this reference.
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 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 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 Proposer 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 of City personnel.
The Selection Committee may invite the highest-ranking Proposers to an interview.
Finalists will be allotted one hour to present to and answer questions from the selection committee. Key project team members are expected to attend the interview.
The City reserves the right to reject all proposals or 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 an 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 the award is made, and there will be no public opening and reading of Proposals.
Overall responsiveness to the RFP is an essential 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:
Experience/Past Performance/References – 40%
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.
Proposer Qualifications – 30%
Consideration will be given for the overall quality of the proposal, including a demonstrated understanding of the purpose, scope and objective of the services to be performed. It is the intention of the City of Richmond to award a contract to the Respondent who furnishes satisfactory evidence that the Respondent has the requisite experience and ability to enable the Respondent to execute the work successfully and properly, and to complete services in a timely manner. To determine the degree of responsibility to be credited to the Respondent, the City of Richmond will weigh the evidence that the Respondent has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress.
Cost Proposal – 30%
Costs should include the full scope of services and specifically address how advertising will be paid.
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 essential 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 the Proposer’s presentations; therefore, the Proposer shall offer the most favorable terms in response to this RFP. Proposer must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Proposer shall include information enabling the City to determine the Proposer’s overall qualifications. The City reserves the right to request additional information or clarification on any matter in the proposal response to enable the City to arrive at the final award decision.
Award—After the Review Panel has completed its work, City staff will recommend a firm to management for approval. The services provided by the successful bidder shall be governed by a Standard Services Agreement (Appendix C).
Appendix 1: Insurance Certificate
Appendix 2: Sanctuary City Compliance Statement
Appendix 3: Standard Services Agreement