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HomeMy WebLinkAboutRFP CMI CITY OF PALM SPRINGS, CA ENGINEERING SERVICES DEPARTMENT REQUEST FOR PROPOSALS REQUEST FOR PROPOSALS PALM SPRINGS PUBLIC LIBRARY RENOVATION CITY PROJECT NO. 16-08 CONSTRUCTION MANAGEMENT & SPECIAL INSPECTION SERVICES ISSUED: APRIL 29, 2025 DEADLINE: JUNE 05, 2025 TABLE OF CONTENTS SECTION 1 – NOTICE OF REQUEST FOR PROPOSALS PAGE NUMBER 1.1 Request for Request for Proposals 3 1.2 Schedule 3 1.3 RFP Documents Location 3 1.4 Evaluation of Proposals and Award of Contract 3 SECTION 2 – INSTRUCTIONS TO RESPONDERS 2.1 Obtaining RFP Documents and Addenda 4 2.2 Responder’s Minimum Requirements 4 2.3 Submission of RFP 4 2.4 Protest Procedures 4 SECTION 3 – CONDITIONS GOVERNING THE PROCUREMENT 3.1 Request for Clarifications/Questions 6 3.2 Responders Ethical Behavior 6 3.3 Request for Proposals to Remain Open 6 3.4 Right to Accept or Reject RFPs 6 3.5 Responsibility of Responder 6 3.6 Insurance 6 3.7 Public Record 6 3.8 Cost Related to Proposal Preparation: 7 3.9 Compliance with Law 7 3.10 Licenses, Permits, Fees and Assessments 7 3.11 Investigations 7 3.12 Non-Collusion 8 3.13 Signed Proposals and Exceptions 8 3.14 Award of Contract 8 3.15 Form of Agreement 8 SECTION 4 – SCOPE OF WORK 4.1 Background 10 4.2 Scope 10 4.3 Schedule 13 4.4 Compensation 13 SECTION 5 –PROPOSAL FORMAT AND ORGANIZATION 5.1 Proposal Requirements 14 5.2 Electronic Submittal Package Format 14 5.3 Submission of Proposals 16 SECTION 6 –PROPOSAL EVALUATION 6.1 Evaluation of Proposals 17 6.2 Selection Process and Award of Contract 17 SECTION 7– ATTACHMENTS TO INCLUDE WITH RFP SUBMITTAL PACKAGE 18 SECTION 8 – SAMPLE AGREEMENT 29 3 SECTION 1 – NOTICE OF REQUEST FOR PROPOSALS 1.1 Request for Request for Proposals The City of Palm Springs is seeking proposals from qualified firms to provide Construction Management and Special Inspection (CMI) Services for the Palm Springs Public Library Renovation Project (Project). The Project will renovate and modernize the historically significant ~35,470-square- foot Main Library building located at 300 S. Sunrise Way, as well as the ~3,057-square-foot J.C. Frey Building located at 1911 E. Baristo Road. The work includes core infrastructure upgrades, exterior and interior repairs, system replacements, new glazing for both buildings, a new fire sprinkler system, and a seismic retrofit for the Main Library. This portion of the Project is funded by the State of California’s Building Forward Library Infrastructure Grant Program, with matching funds provided through the City’s Measure J Program. In addition, City Council has approved expanded scope items including revised interior layouts, upgraded finishes, fixtures and equipment, expanded parking south of the library, and comprehensive landscape and site improvements. To support traffic operations for the new parking lot entrance, the Project also includes the extension of the center median along S. Sunrise Way between Ramon Road and E. Baristo Road. Improvements will include a new northbound left-turn pocket serving adjacent residential access, landscaped medians with new irrigation tied to the existing system, and lighting for newly planted street trees. Construction is anticipated to begin in July or August 2025 and continue for approximately 18 months. 1.2 Schedule The following is the schedule for this procurement. Activity Due/Time Request for Proposals issued April 29, 2025 Request for Clarifications from Responders due May 28, 2025, 12:00 pm PST Request for Proposals due June 05, 2025, 12:00 pm PST Interviews if desired by City June 18, 2025 - June 19, 2025 Contract awarded by City Council July 21, 2025 There will be a pre-bid construction meeting for all prospective contractors on May 15, 2025, at 10:00 am. Attendance is optional for prospective responders for Construction Management and Special Inspection Services, but they are welcome to join. The meeting will be held online via Microsoft Teams. Please use the following link to join: https://tinyurl.com/ycyv2vau If you experience any issues accessing the meeting link, please contact Francisco Jaime at Francisco.jaime@palmspringsca.gov. 1.3 RFP Documents Location https://pbsystem.planetbids.com/portal/47688/portal-home (See E-16-08-CMI.) 1.4 Evaluation of Proposals and Award of Contract This solicitation has been developed in the Request for Proposals (RFP) format for the acquisition of Professional Services on the basis of demonstrated competence and qualifications for the type of services required consistent with the provisions of CA Government Code 4525/4526 and Municipal Code 7.04.050. Accordingly, firms should take note that multiple factors as identified in the RFP will be considered by the Evaluation Committee. Price is evaluated as part of the evaluation criteria. The City reserves the right to negotiate the terms and conditions of any resulting contract. Final contract award, if any, will be made by the Palm Springs City Council. The selected firm will be required to comply with all insurance and license requirements of the City. END SECTION 4 SECTION 2 – INSTRUCTIONS TO RESPONDERS 2.1 Obtaining RFP Documents and Addenda: RFP documents can be found on PlanetBids at: https://pbsystem.planetbids.com/portal/47688/portal-home Responders will need to log in and locate this RFP for all related documents. It is the Responder’s responsibility to check the PlanetBids site regularly to stay current on the documents that are available as this is the primary communication site for this RFP. 2.2 Responder’s Minimum Requirements – evaluated on a pass/fail basis: A. Experience: The Responder must have a minimum of 15 years providing construction management and special inspection services (inclusive of public and private work) as a business. Key personnel who will be providing construction management oversight (field and office reps) shall have at a minimum 10 years of experience with at least 5 of those years in a lead role providing such services for a public agency. Personnel providing special inspection services (including building and other types of inspection) must have at least 10 years of experience in the relevant inspection role. Responders shall outline this experience in Section A of the Request for Qualifications. B. Related Projects: The Responder must list three (3) projects completed within the last five (5) years’ showing construction management and special inspection related work for a public agency. The firms’ contract price for these projects must be equal to or greater than $250,000 each (management/special inspection costs, not total construction costs). Responders shall outline this experience in Section A of the Request for Proposals. C. Business License: The selected firm will be required to be licensed in accordance with the City of Palm Springs Business License Ordinance, Municipal Code Chapter 3.40 through 3.96, entitled “Business Tax”. Responders may obtain the license after award but must do so promptly as the license will be routed with the contract for final signature. 2.3 Submission of RFPs: Proposals will be electronically received through the Planet Bids electronic platform as provided in this RFP until the time specified in the schedule. The receiving time date stamp in the electronic PlanetBids system will be the governing time for acceptability of Request for Proposals. Paper Request for Proposals, or Request for Proposals sent by any other means will not be accepted. Failure to register as a Responder to this RFP process per the instructions in the Request for Proposals (under “Obtaining RFP Documents”) may result in not receiving Addenda or other important information pertaining to this process. Failure to acknowledge Addenda may render a Request for Proposals as being non-responsive or negatively impact the evaluation of a Request for Proposals. Request for Proposals files shall be clearly labeled per the instructions provided and submitted electronically. 2.4 Protest Procedures. This section sets forth the protest remedies available with respect to the RFP process. Each Responder by submitting its RFP, expressly recognizes the limitation on its rights to protest contained herein and expressly waives all other rights and remedies. Each Responder agrees that the decisions on any protest, as provided herein, will be final and binding on the protestant. All protests and related statements described in this section shall be submitted for filing to the following email address: Allen.Janisch@Palmspringsca.gov. A. If any attempts to resolve respondent concerns during the request for clarifications/question and answer period were unsuccessful, protests regarding the RFP requirements shall be filed only after the Q&A period ends, but no later than five calendar days after the final addendum is issued. Responders may protest the RFP requirements on the grounds that: 1. A material provision in the RFP notice is ambiguous to a point that the responder cannot respond to the solicitation, or 5 2. The RFP restricts fair and open competition, 3. Any aspect of the RFP requirements described herein violates applicable Local, State or Federal law. 4. Protests regarding the RFP requirements shall completely and succinctly state the grounds for protest and shall include all factual and legal documentation in sufficient detail to establish the merits of the protest. Evidentiary statements, if any, shall be submitted under penalty of perjury. The protestant shall have the burden of proving its protest by preponderance of the evidence. The outcome of the RFP requirements protest shall be decided on the basis of the written submissions by the Engineering Services Department in conjunction with the City’s Legal Department, whose decision shall be final and binding on the protestant. The City will issue a written decision regarding any protests to the respondent or to each participating respondent. 5. Notwithstanding the existence of a protest, the City may continue the procurement process. The failure of a respondent to file a basis for a protest regarding the RFP requirements within the applicable period shall preclude consideration of that ground in any future protest related to RFP requirements. 6. This is the only time a prospective consultant can file a protest over RFP requirements. 7. The City may issue addenda or extend the RFP due date to address the issues raised in a requirement related protest. B. Protests Regarding Selection of the Most Highly Qualified Team 1. The City will only consider protest by respondents that submitted RFPs. 2. Respondents may protest the selection of the Most Highly Qualified firm only on the grounds that the City did not comply with RFP process and procedures. 3. Any protests regarding the City’s decision of Selection of the Most Highly Qualified firm shall be filed within seven calendar days after the selection or recommendation of intent to award of the Most Highly Qualified firm. The City will not accept protests filed after this time period. 4. The City will not entertain protests of RFP requirements during this stage in the process. 5. The protestant shall file a detailed written statement on the grounds, legal authority, and facts, including all documents and evidentiary statements in support of the protest. Evidentiary statements, if any, shall be submitted under penalty of perjury. The protestant shall have the burden of proving its protests by a preponderance of the evidence. Failure to file a protest within the applicable period shall constitute a waiver of the right to protest the selection of the Most Highly Qualified firm. 6. The City shall issue a written decision regarding the protest within 30 calendar days after the filing of the detailed statement of protest. The decision shall be final and binding on the protestant. 7. The City reserves the right to request information and/or documentation from the selected Most Highly Qualified firm to respond to issues raised in a protest. C. Under no circumstances shall the City be held liable for payment of the protestant’s costs or attorneys’ fees. The City shall not be liable for any damages to the protestant filing the protest or to any participant in the protest, on any basis, express or implied. END SECTION 6 SECTION 3 – CONDITIONS GOVERNING THE PROCUREMENT 3.1 Request for Clarifications/Questions: A. Questions are to be submitted through PlanetBids vendor portal at the following link: https://pbsystem.planetbids.com/portal/47688/portal-home and then selecting the RFP. B. Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the RFP. The deadline for all questions is as outlined in the schedule. Questions received after this date and time may not be answered. Only questions that have been resolved by formal written Addenda via the Engineering Services Department will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect. 3.2 Responders Ethical Behavior: Responders, their representatives, agents, or anyone else acting on their behalf are specifically directed not to contact any city employee, commission member, committee member, council member, or other agency employee or associate for any purpose related to this RFP other than as directed below. Contact with anyone other than as directed below will be cause for rejection of a request for proposal. 3.3 Request for Proposals to Remain Open: The Responder shall guarantee that all contents of their RFP shall be valid for a period of 120 calendar days from the due date in this RFP. 3.4 Right to Accept or Reject RFPs: The City of Palm Springs reserves the right to waive any informality or technical defect in an RFP and to accept or reject, in whole or in part, any or all RFP and to cancel all or part of this RFP and issue a new Request for RFP, as best serves the interests of the City. The City furthermore reserves the right to contract separately with others certain tasks if deemed in the best interest of the City. 3.5 Responsibility of Responder: All firms responding to this RFP shall be responsible. If it is found that a firm is irresponsible (e.g., has not paid taxes, is not a legal entity, submitted an RFP without an authorized signature, falsified any information in the proposal package, etc.), the RFP shall be rejected. 3.6 Insurance: Insurance provisions are contained in the Standard Contract Services sample agreement included in the RFP. The successful Responder will be required to comply with these provisions. It is recommended that Responders have their insurance provider review the insurance provisions BEFORE they submit their RFP. 3.7 Public Record: A. All documents submitted in response to this solicitation will become the property of the City of Palm Springs and are subject to the California Code Section 7921 et seq., commonly known as the Public Records Act. Information contained in the documents, or any other materials associated with the solicitation, pursuant to CA Government Code 7922 during the negotiation process, may be made public after the City’s negotiations are completed, and Staff has agendized the recommendation to the City Council for the award of a contract to a specific firm, but before final action is taken by the City Council to award the contract. 7 B. Although the California Public Records Act (“CPRA”) recognizes that certain confidential trade secret information may be protected from disclosure, the City may not be in a position to establish that the information submitted in an RFP is a trade secret. If a request is made for information marked “Confidential,” “Trade Secret,” Proprietary,” or any other similar designation, the City will provide the party submitting such information with reasonable notice to allow the party to seek protection from disclosure by a court of competent jurisdiction. C. If a submitting party contends that a portion of the RFP is confidential even under the CPRA, the party: 1) must clearly label each document and/or page deemed a confidential document, 2) the legal rationale supporting such contention including specific references to applicable provisions of the Public Records laws of the State, 3) must actively defend against any request for disclosure of information which the party has determined should not be released, and 4) must indemnify and hold harmless the City from any loss, claim or suit, including attorneys’ fees, brought by a person challenging the City’s refusal to release the documents. The City will not, under any circumstances, incur any expenses, or be responsible for any damages or losses incurred by a party submitting an RFP or any other person or entity, because of the release of such information. The City will not return the original or any copies of the RFP or other information or documents submitted to the City as part of this RFP process. The City may not recognize RFPs where all the information, via a blanket statement, is submitted as proprietary information or a trade secret. Such RFPs may be found non-responsive. 3.8 Cost Related to RFP Preparation: The City will NOT be responsible for any costs incurred by any firm responding to this RFP in the preparation of their RFP or participation in any presentation if requested, or any other aspects of the entire RFP process. 3.9 Compliance with Law: Responder warrants that all services rendered shall be performed in accordance with all applicable federal, state, and local laws, statutes, ordinances lawful orders, rules, and regulations. 3.10 Licenses, Permits, Fees and Assessments: Responder represents and warrants to City that it will obtain all licenses, permits, qualifications, and approvals of whatever nature that are legally required to practice its profession and perform the Work and Services requested in this RFP. Responder represents and warrants to City that Responder shall, at its sole cost and expense, keep in effect at all times during the term of the Agreement if so awarded, any license, permit, qualification, or approval that is legally required for Responder to perform the Work and Services under the Agreement if so awarded. Responder shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties, and interest, which may be imposed by law and arise from or are necessary for the Responder’s performance of the Work and Services required under the Agreement if so awarded. Responder shall indemnify, defend, and hold harmless City against any such fees, assessments, taxes penalties, or interest levied, assessed, or imposed against City to the fullest extent permitted by law. 3.11 Investigations: The City reserves the right to make such investigations as it deems necessary to determine the ability of the firms responding to this RFP to perform the Work and the firm shall furnish to the City all such information and data for this purpose as the City may request. The City reserves the right to reject any RFP if the evidence submitted by or investigation of such firm fails to satisfy the City that such firm is properly qualified to carry out the obligations of the Contract and to complete the Work contemplated therein. 8 3.12 Non-Collusion: The undersigned, by submission of this procurement form, hereby declares that this RFP is prepared without collusion with any other business preparing any other RFP, or which otherwise would prepare an RFP. Responder must execute an Affidavit of Non-Collusion provided as Attachment “B” in the RFP and include it with their proposal. 3.13 Signed RFPs and Exceptions: Submission of a signed RFP will be interpreted to mean that the firm responding to this RFP has hereby agreed to all the terms and conditions set forth in all of the sheets which make up this Request for Proposals, and any attached sample agreement. Exceptions to any of the language in either the RFP documents or attached sample agreement, including the insurance requirements, must be requested under the request for clarifications/questions process by the deadline for questions. Any requested changes to the contract will be considered at that time and if changes are allowed, they will be sent out through an Addendum to all Responders. Exceptions to the City’s RFP document or standard boilerplate language, insurance requirements, terms, conditions, etc. may only be considered during the early stage of the solicitation process; and shall not be included in the submitted RFP. The City makes no guarantee that any exceptions will be approved but will consider any requests put forward in the RFP process. 3.14 Award of Contract: It is the City’s intent to award a contract to the firm or firms that can provide all of the scope of work tasks identified in the RFP document. However, the City reserves the right to award multiple contracts, or to make no award, whichever is in the best interest of the City. It is anticipated that award of the contract will occur at the next regularly scheduled City Council meeting after the evaluation committee has made its final selection of the firm to be recommended for award and a contract has been negotiated and agendized for consideration. The decision of the City Council will be final. 3.15 Form of Agreement: A. The selected firm will be required to enter into a contractual agreement, inclusive of insurance requirements, with the City of Palm Springs in accordance with the standard Professional Services Agreement (see Section 8). Please note that the exhibits are intentionally not complete in the attached sample standard document. These exhibits will be negotiated with the selected firm and will appear in the final Professional Services Agreement executed between the parties. B. Failure or refusal to enter into an Agreement as herein provided or to conform to any of the stipulated requirements in connection therewith shall be just cause for an annulment of the award. If the highest ranked Responder refuses or fails to execute the Agreement, or negotiations are not successful, or the Agreement is terminated, the City may, at its sole discretion, enter negotiations with and award the Contract to the second highest ranked Responder, and so on. C. We specifically draw your attention to the language in the sections of the sample contractual agreement attached entitled “Conflict of Interest” and “Covenants Against Discrimination” and recommend all firms carefully consider these contractual requirements prior to submitting an RFP. Firms that submit an RFP shall certify the following: • Conflict of Interest. Responder acknowledges that no officer or employee of the City has or shall have any direct or indirect financial interest in this Agreement, nor shall Responder enter into any agreement of any kind with any such officer or employee during the term of this Agreement and for one year thereafter. Responder warrants that Responder has not paid or given, and will not pay or give, any third party any money or other consideration in exchange for obtaining this Agreement. 9 • Covenant Against Discrimination. In connection with its performance under this Agreement, Responder shall not discriminate against any employee or applicant for employment because of actual or perceived race, religion, color, sex, age, marital status, ancestry, national origin (i.e., place of origin, immigration status, cultural or linguistic characteristics, or ethnicity), sexual orientation, gender identity, gender expression, physical or mental disability, or medical condition (each a “prohibited basis”). Responder shall ensure that applicants are employed, and that employees are treated during their employment, without regard to any prohibited basis. As a condition precedent to City’s lawful capacity to enter this Agreement, and in executing this Agreement, Responder certifies that its actions and omissions hereunder shall not incorporate any discrimination arising from or related to any prohibited basis in any Responder activity, including but not limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship; and further, that Responder is in full compliance with the provisions of Palm Springs Municipal Code Section 7.09.040, including without limitation the provision of benefits, relating to non-discrimination in city contracting. END SECTION 10 SECTION 4 – SCOPE OF WORK 4.1 Background: The Project will renovate and modernize the historically significant ~35,470-square-foot Main Library building located at 300 S. Sunrise Way, as well as the ~3,057-square-foot J.C. Frey Building located at 1911 E. Baristo Road. The work includes core infrastructure upgrades, exterior and interior repairs, system replacements, new glazing for both buildings, a new fire sprinkler system, and a seismic retrofit for the Main Library. This portion of the Project is funded by the State of California’s Building Forward Library Infrastructure Grant Program, with matching funds provided through the City’s Measure J program. In addition, City Council has approved expanded scope items including revised interior layouts, upgraded finishes, fixtures and equipment, expanded parking south of the library, and comprehensive landscape and site improvements. To support traffic operations for the new parking lot entrance, the Project also includes the extension of the center median along S. Sunrise Way between Ramon Road and E. Baristo Road. Improvements will include a new northbound left-turn pocket serving adjacent residential access, landscaped medians with new irrigation tied to the existing system, and lighting for newly planted street trees. Construction duration is estimated to take up to 350 working days. Construction is anticipated to begin in July/August 2025 and end in February/March 2027. The engineer’s estimate for construction costs is approximately $39,800,000. 4.2 Scope: The City requests turnkey construction management services which shall include special inspection, administration, and materials testing (sub-consultant). The proposal shall include all services needed to manage the Project as an extension of City Staff. Please note, this Request for Proposals cannot identify each specific, individual task required to successfully implement this Project. The City relies on the professionalism and competence of the construction management and special inspection firm to be knowledgeable of the general areas identified in the scope of work and include in its proposal all required tasks and subtasks, personnel commitments, man-hours, direct and indirect costs, etc. Responsibilities may include, but are not limited to, the following: A. Pre-Construction Phase Services: 1. Review in full and understand the Project plans and specifications before work starts. 2. Review the master Project schedule provided by the Contractor, assess, and bring to light any issues with critical paths with material, milestones, and needed coordination with any other agencies/stakeholders. 3. Coordinate and lead pre-construction meetings with the contractor, City staff, and relevant stakeholders. Prepare meeting agendas and minutes. 4. Assist the City in review with the Contractor’s public outreach materials (in dual language, English/Spanish) and a neighborhood affairs strategy to advise affected property owners, businesses, and the general public, regarding the Project. Develop and provide website and toll free phone number for public inquiries and complaints and assign a neighborhood liaison to track complaints. 11 B. Construction Management Services: 1. Provide and maintain sufficient field personnel to administer and manage the contract. 2. Review construction schedule, including activity sequences and duration, schedule of submittals and delivery schedule of long lead materials and equipment. Review contractor’s update and revisions as may be required to reflect true progress of work. 3. Schedule and conduct weekly progress meetings to discuss contract issues, procedures, progress, problems, change orders, submittals, request for information (RFIs), deficiencies and schedules. Prepare minutes of progress meetings for distribution to all attendees. 4. Process contractor’s submittals for Project architect’s/design consultant’s review and approval. 5. Process and track RFIs, submittals, shop drawings, proposed change orders and revisions. 6. Review and evaluate proposed change orders. Review estimates for reasonableness and cost effectiveness and render recommendations to City. 7. Maintain cost accounting records on authorized work performed under contract unit costs and additional work performed based on actual costs of time (labor) and materials (T&M). 8. Develop a reasonable cost control system, including regular monitoring of actual costs for activities in progress and estimates for uncompleted tasks and proposed changes. Identify variances between actual and estimated costs and report such variances to City at regular intervals. 9. Assist City in coordinating services of other consultants (geotechnical, NPDES, materials testing, deputy inspection, special laboratory testing, etc.) that may be hired or selected for the Project. 10. Coordinate with Project architect/design consultant contractor’s requests for interpretation or clarification of meaning and intent of project plans and specifications. 11. Establish and implement job safety procedures in compliance with CAL-OSHA requirements. Monitor contractor’s compliance with established safety program, respond to deficiencies and hazards, and investigate and report on accidents. 12. Track quantities of work completed for progress payment. Develop and implement procedures for review and processing of progress payment applications. Assist City with review and certification for payment. 13. Establish procedures and monitor contractor compliance with state prevailing wage regulations and requirements. 14. Perform quality assurance reviews on a regular basis and recommend changes, as necessary. 15. Comply with state grant funding requirements. 16. Prepare state grant funding reimbursements as needed. 12 C. Inspection Services: 1. Perform daily field inspections of contractor’s work for compliance with plans, specifications, and regulations. 2. Coordinate all required inspections. Review and verify inspection reports and testing results for compliance. Coordinate resolution of discrepancies. Coordinate with the City Building & Safety Department for inspections. 3. Review traffic control plans and ensure compliance with MUTCD and City standards. 4. Maintain daily inspection reports, including contractor activities, materials used, labor, equipment, and weather conditions. 5. Conduct field employee interviews to ensure compliance with labor laws and prevailing wages. 6. Provide accurate quantity tracking and progress measurements for payment applications. 7. Identify and address deficiencies or non-compliant work with contractors. 8. Verify materials for compliance with approved submittals and specifications. 9. Monitor adherence to stormwater pollution prevention plans (SWPPP). 10. Ensure compliance with soil compaction and materials testing requirements, coordinating with City’s Acceptance Testing (AT) and Independent Assurance Program (IAP). 11. Monitor contractor utility coordination to avoid conflicts and potential relocation delays. 12. Attend weekly progress meetings and prepare contractor workday reports. 13. Conduct final project walkthroughs, develop punch lists, and monitor completion of corrective actions. D. Post-Construction & Closeout Services: 1. Evaluate completion of work and recommend to City when work is ready for final inspection. 2. Provide record drawings. Coordinate with the contractor and designer to incorporate all redlines into a final plan set. 3. Conduct final inspection/walk through with City staff, maintenance/service personnel and project architect/design consultant. 4. Issue preliminary and final punch list, including schedule for punch list completion. Monitor and follow through with contractor until completion of all punch list items. 5. Secure and transmit required guarantees, certifications, affidavits, leases, easement deeds, operating & maintenance manuals, warranties and other documents as stipulated in contract documents. 6. Review and process contractor’s request for final payment and release of retention. 7. Deliver project files to City. E. Additional Responsibilities: 1. Registration with DIR, compliance with and payment of wages per most current DIR wage determinations, weekly electronic filing of certified payroll reports with DIR and the City and signed copy of certified payroll to the City are expressed requirements of this Proposal and the resulting Purchase Order/Contract with the successful proposing firm. 2. Work with The Solis Group, who will be managing the CWA/PLA component of this Project. 13 4.3 Schedule: The proposer shall provide a rough schedule of work for each major phase or task. The construction phase is anticipated to begin in July/August 2025 and continue for up to 350 working days, with completion expected by February/March 2027. 4.4 Compensation: Work will be compensated on either a lump sum or cost-plus fixed fee basis utilizing the hourly rates, approved overhead and fee/profit included in the contract. Contract pricing shall include all labor, expenses, and incidentals to complete the work outlined in the contract scope. The Contractor may request monthly payments based on the percentage of work completed for the previous month as long as a detailed progress report is provided to support the amount requested. No additional compensation will be due by the City unless the contract is modified for additional work requested by the City. END SECTION 14 SECTION 5 – PROPOSAL FORMAT AND ORGANIZATION 5.1 Proposal Requirements: The firm’s proposal should describe the methodology to be used to accomplish the Project objectives. The proposal should also describe the work which shall be necessary in order to satisfactorily complete the described requirements. 5.2 Electronic Submittal Package Format: Firms are requested to format their proposals so that responses correspond directly to, and are identified with, the specific evaluation criteria stated in Section 6 below. The proposals must be in an 8½ X 11 format, minimum 11pt font size, minimum ½” margins, and may be no more than a total of 10 electronic pages. Each proposal shall include a Statement of Qualifications and Technical Proposal, and a Cost Proposal with the proposer’s hours, rates and multipliers. NOTE: Cover letter, appendices, front and back covers, dividers, attachments (including resumes), and Addenda acknowledgment do NOT count toward the limit (everything else does). The proposal should be organized as follows and contain the following minimum information: Section A: Firm/subcontractors Qualifications and Experience including references. A.1 Provide a description of the construction management and inspection services your company has provided for other municipalities or public entities. Include years of operation and any unique features of your services. Explain how your firm meets the minimum requirements that will be scored on a pass-fail basis A.2 Identify any subcontractor firms or consultants that will be part of your team. Describe each subcontractor’s qualifications, background, and specific expertise related to construction management and inspection services A.3 The selected consultant must demonstrate familiarity with construction management and special inspection of related public works projects. Demonstrate knowledge of applicable codes, manuals, and regulations, such as the California Public Works Construction Standards (Greenbook), California Building Code, Manual on Uniform Traffic Control Devices (MUTCD), Secretary of the Interior Standards, etc. A.4 Provide information and references requested in Section 2.2B – Related Projects. A.5 In addition to the form, in this section of your proposal please provide any additional information that would explain in more detail the work undertaken with the references provided and any other material information you would like the City to know about your work for that reference that is relevant to the work described in this RFP. Section B: Staff/Teams qualifications and experience including References. B.1 Describe the proposed team structure and how the Project will be staffed, including identification of the full-time Owner’s Representative and part-time Construction Manager. B.2. List the name, years of experience, years with company, and summarize qualifications/experience of each key staff/team member. B.3. Provide an organization chart. B.4. Provide information of related projects the key staff have worked on that would make them well suited for this contract. B.5. The respondent should list any organizations they plan to partner with to implement the scope of work. 15 Section C: Demonstrated understanding of the overall Project and requested scope of work. C.1 Describe your approach to implementing the Scope of Work. Address how your team will support the City in delivering the Project efficiently and collaboratively. C.2 Discuss your experience managing projects funded by state or federal sources, and your familiarity with grant compliance, reporting, and labor standards. C.3 Explain how your team will coordinate with City departments, regulatory agencies, utilities, and stakeholders throughout the Project. C.4 Describe your general approach to identifying and resolving Project issues. Provide examples of past challenges and how your team resolved them. C.5 Summarize your methods for tracking progress, managing documents, maintaining schedule control, and ensuring quality assurance. C.6 Anything else the City should consider as part of this process. Responders should provide any insights or advice they feel may assist the City in implementing the Scope of Work. Section D: Financial Responsibility D.1 Please provide a statement explaining the financial health of your company that demonstrates the ability to contract for the work described in this RFP. Section E: Forms (Attachments): - Include the following completed forms with your RFP A. Completed Signature Authorization and Addenda Acknowledgment B. If applicable, your specific request for Local Preference and a copy of a valid business license from a jurisdiction in the Coachella Valley C. Completed Affidavit of Non-Collusion D. Completed No Conflict of Interest and Non-Discrimination Form E. Completed Public Integrity Business Disclosure Form F. Completed Reference Form G. Completed Executive Order N-6-22 Certification H. Cost Proposal Section F: Cost Proposal Responders shall submit a Cost Proposal in a task-based format, supported by a rate sheet. The proposal shall include estimated hours by position and task, based on the Responder’s review of the Project plans and specifications. Costs shall be clearly broken down by major task, as this format will be used to support monthly progress payments. For the purpose of preparing the cost proposal, the following minimum staffing assumptions shall be used during the construction phase: • Owner’s Representative (Full-Time, On-Site) One full-time Owner’s Representative shall be assigned exclusively to this Project. This individual shall be physically present on-site a minimum of 8 hours per working day, for the duration of active construction. The Owner’s Representative shall serve as the primary point of contact for day-to-day field activities and shall be responsible for construction observation, quality assurance, coordination with the contractor and design team, documentation of work performed, and resolution of field issues. This position must be staffed by a qualified individual experienced in construction inspection and field coordination for building renovation projects. 16 • Construction Manager (Part-Time) One part-time Construction Manager shall be assigned to the Project for a minimum of 3 hours per working day. Duties may be performed on-site or remotely, as appropriate. Responsibilities may include contract administration, review of submittals and RFIs, coordination with City staff, design consultant, contractor, The Solis Group (PLA), and inspectors, review of change orders and pay applications, and general Project oversight. • Special Inspections (As-Needed) The cost proposal shall include costs for all required special inspections required by the Project Plans and Specifications. Note: Any deviations from the minimum staffing assumptions shall be identified and justified within the proposal. 5.3 Submission of RFP One electronic file shall be uploaded to the PlanetBids vendor portal at the following link: https://pbsystem.planetbids.com/portal/47688/portal-home and then selecting the RFP. All submissions must be time and date stamped by the system as being received by the deadline. Late submissions will be rejected. Proposals not meeting the above criteria may be found to be non-responsive. END SECTION 17 SECTION 6 – PROPOSAL EVALUATION 6.1 Evaluation of Proposals: This solicitation has been developed in the RFP most qualified firm format. Accordingly, firms should take note that multiple factors as identified in the RFP will be considered by the Evaluation Committee to determine which proposal best meets the requirements set forth in the RFP document. An Evaluation Committee, using the following evaluation criteria for this RFP, will evaluate all responsive proposals to this RFP. Firms are requested to submit their proposals so that they correspond to and are identified with the following specific evaluation criteria (100 total points possible): Criteria Points Minimum Requirements: Required Experience/Financial Responsibility Pass/Fail Firm’s (including any subcontractors) Qualifications and experience in providing similar services as defined in the RFP, including References 20 Staff / Team’s (including any subcontractors) Qualifications and experience in providing similar services as defined in the RFP 20 Demonstrated Understanding Overall Project and Scope of Work: 35 Local Status (5 local / 0 not local) 5 Fees/Costs 20 Total* 100 Prior City work - If your firm has prior experience working with the City do not assume this prior work is known to all members of the evaluation committee. All firms are evaluated on the information contained in their proposal, information obtained from references (including the City and past performance if applicable), and presentations if requested. All proposals should be prepared as if the evaluation committee members have no knowledge of the firm, their qualifications, or past projects. *Interviews – The City reserves the right to interview top ranking responders. If interviews are required, the responders invited to interview will be notified in advance and provided a format and time for the interviews. An additional 25 points will be used to score the interview based on the same criteria listed in the RFP. The 25 points will be prorated in the same proportion as the RFP scoring listed in the table above. 6.2 Selection Process and Award of Contract: Selection will be made by totaling the points for the proposals and interviews if required. The Responder(s) with the highest number of points will be recommended for award assuming the Cost Proposal submitted represents fair and reasonable rates. If the Cost Proposal is not reasonable, the process may continue with the next highest ranked Responder. The City reserves the right to negotiate the terms and conditions of any resulting contract. Final contract award, if any, will be made by the Palm Springs City Council or City Manager depending on value. The selected firm will be required to comply with all insurance and license requirements of the City. END SECTION 18 SECTION 7 – REQUIRED FORMS TO SUBMIT The following forms are required to submit as part of this Request for RFP electronic submittal package. • ATTACHMENT “A” SIGNATURE AUTHORIZATION • ATTACHMENT “B” LOCAL PREFERENCE • ATTACHMENT “C” NON-COLLUSION AFFIDAVIT • ATTACHMENT “D” - CONFLICT OF INTEREST AND NON-DISCRIMINATION CERTIFICATION • ATTACHMENT “E” - PUBLIC INTEGRITY DISCLOSURE • ATTACHMENT “F” - REFERENCES • ATTACHMENT “G” - EXECUTIVE ORDER N-6-22 CERTIFICATION ATTACHMENT “A” SIGNATURE AUTHORIZATION NAME OF COMPANY(RESPONDER): BUSINESS ADDRESS: TELEPHONE: CELL PHONE FAX CONTACT PERSON EMAIL ADDRESS A. I hereby certify that I have the authority to submit this RFP to the City of Palm Springs for the above-listed individual or company. I certify that I have the authority to bind myself/this company in a contract should I be successful in my RFP. PRINTED NAME AND TITLE SIGNATURE AND DATE B. The following information relates to the legal contractor listed above, whether an individual or a company. Place check marks as appropriate: 1. If successful, the contract language should refer to me/my company as: An individual; A partnership, Partners’ names: A company; A corporation If a corporation, organized in the state of: 2. My tax identification number is: Please check below IF your firm qualifies as a Local Business as defined in the RFP: A Local Business (licensed within the jurisdiction of the Coachella Valley). Copy of current business license is required to be attached to this document. ADDENDA ACKNOWLEDGMENT: Acknowledgment of Receipt of any Addenda issued by the City for this RFP is required by including the acknowledgment with your RFP. Failure to acknowledge the Addenda issued may result in your RFP being deemed non- responsive. In the space provided below, please acknowledge receipt of each Addenda: Addendum(s) # is/are hereby acknowledged. ATTACHMENT “B” LOCAL PREFERENCE – NOTE – Having a local office and/or valid business license from a jurisdiction in the Coachella Valley is not a requirement to submit an RFP. If none, please state so on this page. ATTACHMENT “C” NON-COLLUSION AFFIDAVIT The undersigned, deposes and says that he or she is of , the party making the foregoing RFP. That the RFP is not made in the interests of, or on the behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the RFP is genuine and not collusive or sham; that the Responder has not directly or indirectly induced or solicited any other Responder to put in a false or sham Responder, and has not directly or indirectly colluded, conspired, connived, or agreed with any Responder or anyone else to put in a sham RFP, or that anyone shall refrain from responding; that the Responder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the future Cost Proposal price of the Responder or any other Responder, or to fix any overhead, profit, or cost element of the future Cost Proposal price, or of that of any other Responder, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the RFP are true; and, further, that the Responder has not, directly or indirectly, submitted his or her RFP or any breakdown thereof, or the contents thereof, or divulged information or data relative thereof, or paid, and will not pay, any fee to any corporation, partnership, company, association, organization, or any other member or agent thereof to effectuate a collusive or sham RFP. Signature: Title: Date: ATTACHMENT “D” CONFLICT OF INTEREST AND NON-DISCRIMINATION CERTIFICATION Conflict of Interest. Responder acknowledges that no officer or employee of the City has or shall have any direct or indirect financial interest in this Agreement, nor shall Responder enter into any agreement of any kind with any such officer or employee during the term of this Agreement and for one year thereafter. Responder warrants that Responder has not paid or given, and will not pay or give, any third party any money or other consideration in exchange for obtaining this Agreement. Covenant Against Discrimination. In connection with its performance under the Agreement, Responder shall not discriminate against any employee or applicant for employment because of actual or perceived race, religion, color, sex, age, marital status, ancestry, national origin ( i.e., place of origin, immigration status, cultural or linguistic characteristics, or ethnicity), sexual orientation, gender identity, gender expression, physical or mental disability, or medical condition (each a “prohibited basis”). Consultant shall ensure that applicants are employed, and that employees are treated during their employment, without regard to any prohibited basis. As a condition precedent to City’s lawful capacity to enter this Agreement, and in executing this Agreement, Responder certifies that its actions and omissions hereunder shall not incorporate any discrimination arising from or related to any prohibited basis in any Responder activity, including but not limited to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship; and further, that Consultant is in full compliance with the provisions of Palm Springs Municipal Code Section 7.09.040, including without limitation the provision of benefits, relating to non-discrimination in city contracting. NAME OF RESPONDER: NAME and TITLE of Authorized Representative: (Print) Signature and Date of Authorized Representative: (Sign) (Date) ATTACHMENT “E” PUBLIC INTEGRITY DISCLOSURE Who Must File? Applicants that are NOT a natural person or group of natural people that will be identified on the application and seek a City approval determined by a vote of City officials. Examples include corporations, limited liability companies, trusts, etc. that seek a City Council approval, or an approval by one of the City’s board or commissions. Why Must I File? The City of Palm Springs Public Integrity Ordinance advances transparency in municipal government and assists public officials in avoiding conflicts of interest. The City’s Public Integrity Ordinance, codified in Chapter 2.60 of the municipal code, reflects the City’s interest in ensuring that companies (and other legal entities that are not natural people) doing business in the community are transparent and make disclosure as to their ownership and management, and further that those companies disclose the identity of any person, with an ownership interest worth two thousand dollars ($2,000) or more, who has a material financial relationship with any elected or appointed voting City official, or with the City Manager or City Attorney. Note: A material financial relationship is a relationship between someone who is an owner/investor in the applicant entity and a voting official (or the City Manager or City Attorney), which relationship includes any of the following: • the owner/investor and the official have done business together during the year prior to the application; • the official has earned income from the owner/investor during the year prior to the filing of the application; • the owner/investor has given the official gifts worth fifty dollars ($50) or more during the year prior to the filing of the application; or • the official might reasonably be anticipated to gain or lose money or a thing of value, based upon the owner/investor’s interest in the applicant entity, in relation to the application’s outcome. When Must I File? You must file this form with the Office of the City Clerk at the same time when you file your application for a City approval determined by a vote of City officials, whether elected or appointed. What Must I Disclose? • The names of all natural persons who are officers, directors, members, managers, trustees, and other fiduciaries serving trusts or other types of organizations (attorneys, accountants, etc.). • Note: (1) only trusts or other organizations that are not the fiduciaries, (2) if a second entity that is not a natural person serves the applicant entity (e.g., as a member of an applicant LLC), then all officers, directors, members, managers, trustees, etc., of the second entity must be disclosed). • The names of persons owning an interest with a value of two thousand dollars ($2,000) or more who have a material financial relationship with an elected or appointed City official who will vote on the applicant’s application, or with the City Manager or City Attorney. Penalties: Falsification of information or failure to report information required to be reported may subject you to administrative action by the City. There are some additional supplementary instructions with an example following the form should you need further clarification. PUBLIC INTEGRITY DISCLOSURE APPLICANT DISCLOSURE FORM 1. Name of Entity 2. Address of Entity (Principal Place of Business) 3. Local or California Address (if different than #2) 4. State where Entity is Registered with Secretary of State If other than California, is the Entity also registered in California?  Yes  No 5. Type of Entity  Corporation  Limited Liability Company  Partnership  Trust  Other (please specify) 6. Officers, Directors, Members, Managers, Trustees, Other Fiduciaries (please specify) Note: If any response is not a natural person, please identify all officers, directors, members, managers and other fiduciaries for the member, manager, trust, or other entity  Officer  Director  Member  Manager [name]  General Partner  Limited Partner Other  Officer  Director  Member  Manager [name]  General Partner  Limited Partner  Other  Officer  Director  Member  Manager [name]  General Partner  Limited Partner  Other 7. Owners/Investors with a 5% beneficial interest in the Applicant Entity or a related entity EXAMPLE JANE DOE [name of owner/investor] 50%, ABC COMPANY, Inc. [percentage of beneficial interest in entity and name of entity] A. [name of owner/investor] [percentage of beneficial interest in entity and name of entity] B. [name of owner/investor] [percentage of beneficial interest in entity and name of entity] C. [name of owner/investor] [percentage of beneficial interest in entity and name of entity] D. [name of owner/investor] [percentage of beneficial interest in entity and name of entity] E. [name of owner/investor] [percentage of beneficial interest in entity and name of entity] I DECLARE UNDER PENALTY OF PERJURY UNDER THE LAWS OF THE STATE OF CALIFORNIA THAT THE FOREGOING IS TRUE AND CORRECT. Signature of Disclosing Party, Printed Name, Title Date PUBLIC INTEGRITY DISCLOSURE Business Disclosure Supplementary Instructions In an effort to ensure we capture the required business entity information in accordance with the attached instructions, we provide you these supplementary instructions to clearly identify the required information, and the format the information should be provided. If you, as the applicant, are a business entity (i.e. a corporation or limited liability company), and it is also comprised of other business entities as its members or having a financial interest, all other such business entities must also be disclosed, including those entities other business entities, if any. Ultimately, the City’s disclosure document (attached) requires a listing identifying all natural persons having any financial interest over 5% of the business entities (and any other business entities comprising your business entity). As an example, Applicant is Acme Brothers, Inc., a California corporation, whose officers are John Doe, Jill Doe, and Jay Doe, which is owned 50% by Acme Brothers, LLC, a California limited liability company, and John Doe (25% interest) and Jill Doe (25% interest). Acme Brothers, LLC, is managed by Acme Brothers 2, Inc., a California corporation, whose officers are: George Doe, Bill Doe, and Jane Doe, which is owned 100% by Acme Brothers 2, LLC, a California limited liability company, which is managed by George Doe, with George Doe and Jane Doe having 50% interest each. The full business entity disclosure in this example would resemble the following: 1. Acme Brothers, Inc., a California corporation a. Officers: John Doe, Jill Doe, and Jay Doe b. Ownership: i. 50% Acme Brothers, LLC, a California limited liability company ii. 25% John Doe iii. 25% Jill Doe 2. Acme Brothers, LLC, a California limited liability company a. Managers: Acme Brothers 2, Inc., a California corporation b. Ownership: 100% Acme Brothers 2, Inc., a California corporation 3. Acme Brothers 2, Inc., a California corporation a. Officers: George Doe, Bill Doe, and Jane Doe b. Ownership: 100% Acme Brothers 2, LLC, a California limited liability company 4. Acme Brothers 2, LLC, a California limited liability company a. Managers: George Doe b. Ownership: i. 50% ATTACHMENT “F” REFERENCES Reference 1 Organization name: Contact and title: Address: Phone number: Email Address: Effective date of contract: Value of Contract: Description of products/services provided: Reference 2 Organization name: Contact and title: Address: Phone number: Email Address: Effective date of contract: Value of Contract: Description of products/services provided: Reference 3 Organization name: Contact and title: Address: Phone number: Email Address: Effective date of contract: Value of Contract: Description of products/services provided: ATTACHMENT “G” EXECUTIVE ORDER N-6-22 CERTIFICATION Executive Order N-6-22 issued by Governor Gavin Newsom on March 4, 2022, directs all agencies and departments that are subject to the Governor’s authority to (a) terminate any contracts with any individuals or entities that are determined to be a target of economic sanctions against Russia and Russian entities and individuals; and (b) refrain from entering into any new contracts with such individuals or entities while the aforementioned sanctions are in effect. Executive Order N-6-22 also requires that any contractor that: (1) currently has a contract with the City of Palm Springs funded through grant funds provided by the State of California; and/or (2) submits a bid or RFP or otherwise proposes to or enter into or renew a contract with the City of Palm Springs with State of California grant funds, certify that the person is not the target of any economic sanctions against Russia and Russian entities and individuals. The contractor hereby certifies, SUBJECT TO PENALTY FOR PERJURY, that a) the contractor is not a target of any economic sanctions against Russian and Russian entities and individuals as discussed in Executive Order N-6-22 and b) the person signing below is duly authorized to legally bind the Contractor. This certification is made under the laws of the State of California. Signature: Printed Name: Title: Firm Name: Date: 29 SECTION 8 – SAMPLE AGREEMENT SAMPLE BOILERPLATE AGREEMENT – EXHIBITS INTENTIONALLY INCOMPLETE Note: This Agreement must be reviewed by Responders for acceptance during the RFP process, and any changes or questions must be addressed during the question- and-answer period outlined in the RFP. The City will not accept any changes to the agreement after the question period is closed. RFPs submitted with exceptions to scope and agreement terms will not be moved forward in the evaluation process.