20210202 Late CorrespondenceTO:
FROM:
DATE:
SUBJECT:
CITY OF RANCHO PALOS VERDES
HONORABLE MAYOR & CITY COUNCIL MEMBERS
CITY CLERK
FEBRUARY 2, 2021
ADDITIONS/REVISIONS AND AMENDMENTS TO AGENDA
Attached are revisions/additions and/or amendments to the agenda material presented
for tonight's meeting.
Item No. Description of Material
3 Attachment A (Request for Proposal Template)
Council SBCCOG Board Meeting Highlights
Oral Reports
Re~mitted,
Emily Colborn
L:\LATE CORRESPONDENCE\2021\2021 Coversheets\20210202 additions revisions to agenda.docx
From: Ramzi Awwad
Sent: Monday, February 1, 2021 6:15PM
Subject: February 2nd, 2021 Council Meeting Agenda Item Ad Hoc City Council Subcommittee
on Requests for Proposal
Attachments: RFP Template February 2021.docx
Follow Up Flag:
Flag Status:
Follow up
Flagged
Honorable Mayor and Members of the City Council,
Attached is the draft Request for Proposal (RFP) Template that was reviewed by the RFP Subcommittee for your
consideration tomorrow evening as part of this agenda item. Thank you.
Sincerely,
Ramzi Awwad
Deputy Director of Public Works
CITY OF
30940 Hawthorne Blvd.
Rancho Palos Verdes, CA 90275
310-544-5275 (telephone)
rawwad@rpvca.gov
www.rpvca .gov
1
City of Rancho Palos Verdes
Request for Proposals
[INSERT TITLE OF PROJECT]
Public Works Department
Attention: [Insert Name], [Insert Title]
30940 Hawthorne Blvd, Rancho Palos Verdes, CA 90275
Phone: [Insert Phone Number] 1 Email: [Insert Email Address]
RFP Release Date: [Insert Date]
Request for Clarification Deadline: [Insert Date]
RFP Submittal Deadline: [Insert Date]
City of Rancho Palos Verdes
RFP-[Insert Title of RFP)
[Insert RFP Prelease Date)
Page 1 of 9
[INSERT TITLE OF PROJECT]
The City of Rancho Palos Verdes is requesting proposals from qualified
consulting firms to [insert very brief description of work the consultant
will be asked to perform].
All correspondence and questions regarding this RFP should be submitted via
email to:
[Insert Name], [Insert Title]
Email: [insert email address]
To be considered for this project, submit an electronic copy of the proposal to the
above email address by 4:30PM, on [Insert Date]
City of Rancho Palos Verdes
RFP-[Insert Title of RFP]
[Insert RFP Prelease Date]
Page 2 of 9
TABLE OF CONTENTS
I. Introduction
II. Project Objective
Ill. Project Description and Background
IV. Scope of Services
v. Preliminary Project Schedule
VI. Necessary Qualifications and Submittal
Requirements
VII. Submission of Proposal
VIII. Evaluation and Selection Process
IX. Attachments
Attachment [X] -[Insert Title of Attachment]
Attachment [X] -[Insert Title of Attachment]
Attachment [X] -[Insert Title of Attachment]
Attachment [X]-Sample Professional Services Agreement
City of Rancho Palos Verdes
RFP-[Insert Title of RFP]
[Insert RFP Prelease Date]
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Page 5
Page 6
Page 7
Page 8
Page 10
Page 11
Page 3 of9
I. INTRODUCTION
The City of Rancho Palos Verdes (City) is a scenic, upscale, residential coastal
community, with a population of approximately 42,000, located on the Palos Verdes
Peninsula of southwestern Los Angeles County.
The City is a contract city, meaning that some services are provided by contract with
agencies (both public and private) and some services are delivered by the City's own
employees.
City Government: Rancho Palos Verdes is a General Law City and has operated under
the Council-Manager form of government since its incorporation in 1973. Policy-making
and legislative authority are vested in the governing City Council, which consists of five
Council Members, including the Mayor and Mayor Pro-Tem. The City is fiscally sound and
functions on an annual budget cycle.
[Insert relevant introductory information about the City's strategic approach to the issue
associated with the RFP, and any applicable standards followed that the consultant must
comply with"].
The purpose of this document is to provide proposers with the information needed to
submit a proposal for review by the City and, if selected, enter into a Professional Service
Agreement with the City. Enclosed is a blank Professional Services Agreement form for
proposers' review.
II. PROJECT OBJECTIVE
The City is requesting proposals from qualified consulting firms to [Include a general
description of the objective of the work that the consultant will be performing].
Ill. PROJECT DESCRIPTION AND BACKGROUND
[Insert a description of the project and relevant background so that a consultant with no
prior knowledge of the issues will gain an understanding of the project].
IV. SCOPE OF SERVICES
The City is accepting proposals to [insert an overview of the scope of services that the
consultant will be asked to perform].
SCOPE OF WORK
1 . [Describe all necessary tasks to reach the needed end-state outcome]
a. [Describe any necessary sub-tasks to reach the needed end-state outcome]
City of Rancho Palos Verdes
RFP-[Insert Title of RFP]
[Insert RFP Prelease Date]
Page 4 of 9
2.
Consultant shall complete other tasks deemed necessary for the accomplishment of a
complete and comprehensive outcome as described in the project objective. Consultant
shall expand on the above-noted tasks, where appropriate, and provide suggestions
which might lead to efficiencies and enhance the results or usefulness of the work.
Deliverables
As part of the Services, Consultant will prepare and deliver the following tangible work
products to the City.
1. [Insert the first deliverable, typically a draft report]
2. [Insert the second deliverable, typically a stakeholder meeting]
3. [Insert the third deliverable, typically a final report that addresses comments
from the draft report and stakeholder meeting]
4. [Insert the fourth deliverable, typically a presentation to City Council]
City staff may request that check-sets or working versions of documents be submitted
for ongoing routine review. City staff will review all deliverables, including preparatory or
record materials for service deliverables, and provide comments. Consultant is required
to revise draft deliverables to address City staffs' comments.
V. PRELIMINARY PROJECT SCHEDULE
A. RFP Schedule
The following is the anticipated schedule for the RFP process:
Request for Proposal available
Request for Clarification due
Proposals due
Firm Interviews (if necessary)
Anticipated Notice of Award
B. Anticipated Project Schedule
[Insert Deliverable 1]
[Insert Deliverable 2]
[Insert Deliverable 3]
[Insert Deliverable 4]
City of Rancho Palos Verdes
RFP-[Insert Title of RFP]
[Insert RFP Prelease Date]
[Insert Date]
[Insert Date]
[Insert Date]
[Insert Tentative Month]
[Insert Tentative Month]
[Insert Tentative Month]
[Insert Tentative Month]
[Insert Tentative Month]
[Insert Tentative Month]
Page 5 of 9
Please note that this schedule is preliminary. It is included to provide the Consultant
with a sense of the expected timeline for the Scope of Service and emphasize the
urgent nature of the work and the City's expectation that the Scope of Services will be
completed as quickly as possible. The ideal Consultant candidate will have available
resources and personnel, either in-house or under subcontract, to ensure the
completion of the Scope of Services at the earliest possible time.
VI. NECESSARY QUALIFICATIONS AND SUBMITTAL REQUIREMENTS
1. Only one proposal per firm will be considered.
2. The submittal should be typed and as brief as possible while adequately
describing the qualifications of the firm. The final submittal shall be sent as a
PDF via email to [Insert Name], [Insert Title] at [insert email address].
3. The proposing firm shall submit the following information with the package,
including the same information for subcontractors, in the following format:
a) Cover Letter: Provide the name, address, and phone number of the firm; the
present staff (size, classification, credentials); the primary contact's name,
phone number, and email address; any qualifying statements or comments
regarding the proposal; and identification of any sub-consultants and their
responsibilities. Identify the firm's type of organization (individual, partnership,
corporation), including names and contact information for all officers, and
proof that the organization is currently in good standing. The signed letter
should also include a paragraph stating that the firm is unaware of any conflict
of interest in performing the proposed work. (No more than two pages)
b) Approach to Scope of Services: Re-state the Scope of Services with any
additions, expansions, clarifications, or modifications that the firm proposes in
order to provide the services and produce the deliverables contained in this
RFP. Describe how completing the Scope of Services will be approached and
any cost-saving or value-adding strategies or innovations the firm will bring to
the project. (No more than two pages)
c) Organization and Staffing: Identify the person who will be the Project
Manager and primary contact person responsible for the overall delivery of
the project. Provide an organizational chart of the project team that clearly
delineates communication and reporting relationships among the project staff
and among the sub-consultants involved in the project. Identify key personnel
to perform work in the various tasks and include major areas of subcontracted
work. Indicate the expected contributions of each staff member in time as a
City of Rancho Palos Verdes
RFP-[Insert Title of RFP]
[Insert RFP Prelease Date]
Page 6 of9
percentage of the total effort. Specifically show the availability of staff to
provide the necessary resource levels to meet the City's needs. Indicate that
the Project Manager and key staff will remain assigned to this project through
completion of the Scope of Services. (No more than two pages)
d) Staff Qualifications and Experience: Describe qualifications of the assigned
staff and sub-contractors including relevant technical experience. Staff
assigned to complete the Scope of Services must have previous experience
in providing the necessary services as described under the Scope of
Services. A registered Professional Engineer must be the Project Manager.
Description of Consultant's experience should include:
• Prior Experience: Demonstrate that the firm has significant experience
providing services similar to those described under the Scope of Services.
(No more than two page)
• Staff Qualifications: Provide resumes for the Project Manager and any
other key staff members to be assigned to contribute to the Scope of
Services, with an emphasis on similar services which they provided to
other agencies. (No more than ten pages)
• Reference Projects: Include at least three projects with similar scope of
services performed by the project team within the past three years and
indicate the specific responsibilities of each team member on the
reference project. Provide contact information for each client. (No more
than ten pages)
e) Project Schedule: Provide a detailed critical-path-method schedule for
completion of the tasks and sub-tasks required to accomplish the scope of
work. Note all deliverables and interim milestones on the schedule. (No more
than one 11" x 17" page)
f) Quality Control Plan: Describe the quality control procedures and associated
staff responsibilities which will ensure that the deliverables will meet the City's
needs. (No more than one page)
g) Acceptance of Conditions: State the offering firm's acceptance of all
conditions listed in the Request for Proposal (RFP) document and Sample
Professional Services Agreement (Attachment D). Any exceptions or
suggested changes to the RFP or Professional Services Agreement (PSA),
including the suggested change, the reasons therefore and the impact it may
City of Rancho Palos Verdes
RFP-[Insert Title of RFP]
[Insert RFP Prelease Date]
Page 7 of 9
have on cost or other considerations on the firm's behalf must be stated in the
proposal. Unless specifically noted by the firm, the City will rely on the
proposal being in compliance with all aspects of the RFP and in agreement
with all provisions of the PSA. (No more than one page)
VII. Submission of Proposal
A. Requests for Clarification
Requests for clarification of the information contained herein shall be submitted
in writing prior to 4:30 pm on [Insert Date]. Responses to any clarification
question will be provided to each firm from which proposals have been
requested. It is highly recommended that the prospective consultant firms visit
the City to view the project location prior to submitting a request for clarification.
B. Confirmation Email
Upon submission of proposal to the City, the proposing firm shall request an email
confirmation that the proposal was received and retain the email as a record. If an
email confirmation is not received, the proposing firm shall correspond with the
City until a confirmation is received.
VIII. EVALUATIONS AND SELECTION PROCESS
1. Proposals Will be Evaluated Based on the Following Criteria:
a) Approach to Scope of Services (25%)
• Understanding of the Scope of Services as demonstrated by the
thoroughness of the proposal, introduction of cost-saving or value-adding
strategies or innovations (including those applying to overall project
schedule), and an overall approach most likely to result in the desired
outcome for the City.
b) Proposal Schedule (20%)
• Ability to complete the work in the shortest schedule possible (excluding
time for review and community meetings).
c) Staff Qualifications and Experience (30%)
• Relevance of experience of the proposing firm (to provide support
resources to the project team)
• Relevance of experience and strength of qualifications of the Project
Manager
• Relevance of experience and strength of qualifications of the key
personnel performing the work
• Relevance of referenced projects and client review of performance during
those projects
City of Rancho Palos Verdes
RFP-[Insert Title of RFP)
[Insert RFP Prelease Date)
Page 8 of 9
d) Organization and Staffing ( 15%)
• Availability of key staff to perform the services throughout the duration of
the project
• Assignment of appropriate staff in the right numbers to perform the Scope
of Services
• Appropriate communication and reporting relationships to meet the City's
needs
e) Quality Control ( 1 0%)
• Adequate immediate supervision and review of staff performing the work
as well as appropriate independent peer review of the work by qualified
technical staff not otherwise involved in the project.
2. Selection Process
An evaluation panel will review all proposals submitted and select the top
proposals. These top firms may then be invited to make a (virtual) presentation to
the evaluation panel, at no costs to the City. The panel will select the proposal, if
any, which best fulfills the City's requirements. The City will then further refine the
scope and schedule with that firm and request a [Insert: fixed cost or time-and-
materials] fee proposal. The City will negotiate the fee with that firm. The City
reserves the right to negotiate special requirements and proposed service levels
using the selected proposal as a basis. If the City is unable to negotiate an
agreeable fee for services with top firm, the City will negotiate with the next firm
chosen among the top firms.
3. Award Notification
The City will notify all proposers in writing of the outcome of the selection process
and intent to award. This RFP does not commit the City to award an agreement,
nor pay any costs incurred in the preparation and submission of the proposal in
anticipation of an agreement. The City reserves the right to reject any or all
proposals, or any part thereof, to waive any formalities or informalities, and to
award the agreement to the proposer deemed to be in the best interest of the City
and the Department.
4. Award of Agreement
The selected firm shall be required to enter into a written agreement (see sample
City agreement in Attachment [X]) with the City, in a form approved by the City
Attorney, to perform the Scope of Services. This RFP and the proposal, or any part
thereof, may be incorporated into and made a part of the final agreement; however,
the City reserves the right to further negotiate the terms and conditions of the
agreement with the selected consultant. The agreement will, in any event, include
a maximum "fixed cost" to the City.
City of Rancho Palos Verdes
RFP-[Insert Title of RFP]
[Insert RFP Prelease Date]
Page 9 of 9
SBCCOG Board Meeting Highlights
News to Share with Your Colleagues & Constituents
January 28, 2021
I. Los Angeles World Airports -Draft Environmental Impact Report (EIR)
Los Angeles World Airports staff presented an update on the EIR for the Airfield Terminal and
Modernization Project for Los Angeles International Airport.
~ Target completion date: 2028, in time for Los Angeles Olympic Games
~ LAWA will accept public comments on draft EIR until March 15, 2021
~ SBCCOG will have a comment letter for approval on the February 25 Board agenda
II. CONNECT SoCal Presentation
Rex Richardson, president, Southern California Association of Governments (SCAG), presented the
2020 to 2045 Regional Transportation Plan/Sustainable Communities Strategy of the SCAG
~ Plan addresses critical issues, data and trends
o Emerging issues: digital divide, tele-everything, e-commerce, repurposing land uses, housing,
public spaces/short trips
~ Growth Forecast for 2045:
o 10 million jobs, 7.6 million households, population of 22 .5 million
o More than 4,000 transportation capital projects and programs totaling $638 .9 billion
• Modernizing transportation infrastructure will be essential to the region's post-COVID
recovery
o Greenhouse Gas Emissions Calculations
• Projected 19.02% reduction by 2035 from 2005 due to strategies, which include:
o Alternate mode
o Job center and commute
o Emerging technology
o Electric vehicles
o Telemedicine and e-commerce
o Induced demand
~ In July 2020, SCAG's Regional Council committed to advancing justice, equity, diversity and
inclusion throughout Southern California
Both of these presentations can be found at www.southbaycities .org
Ill. 21 51 Annual General Assembly, March 18, 2021-FREE Virtual Event, Save-the-Date
Intersections: Finding Tomorrow's Solutions for Today's Issues
Our local thought leaders will discuss how to advance our goals as a subregion. The COVID-19
global pandemic has underscored how one change impacts many others . Panelists
representing state/local government and private/public sectors will explore new ideas, solutions
and perspectives, and discuss how other regions have responded to similar circumstances, as
well as examining how understanding the interrelationships of the issues we mutually face is
critical to our success .
There will be a virtual exhibit hall as well as the opportunity to win prizes.
Who: For elected officials, city staff, city commissioners, community and business leaders , and
the general public.
Registration is now open #sbccogGeneraiAssembly: https://sbccog.swoogo .com/home
IV. South Bay Fiber Network
Little Hoover Commission
~ California 's Little Hoover Commission recently spotlighted our new South Bay Fiber Network as an
example of initiatives municipalities have created locally and across the globe to bring fiber
broadband to communities. Learn more in their latest Issue Brief: California's Digital
Divide:https://bit.ly3iiiW9
~ California's Little Hoover Commission recently spotlighted our new
SouthBayFiberNetwork as an example of initiatives municipalities have created locally
and across the globe to bring fiber broadband networks to communities. Learn more in
their latest Issue Brief: California's Digital Divide https ://bit.ly/3iiitW9
American Dark Fiber (ADF) Project Update
~ ADF is finishing its work order on the initial participating sites. Some funding remains. If your
city has another site it would like to add, the SBCCOG needs to know by February 28.
V. Opportunities to Serve -Metro Service Council
Three seats are available on the Metro Service Council for a three -year term . Deadline to express interest if
March 25, 2021. The Service Council oversees the Metro transit services in the South Bay and each
member adopts a line to ride once a month and report on . The Council looks for diverse interests and
geography for its members. If you are interested , contact jacki@southbaycities .org
VI. Service Planning Area (SPA) 8 Update-Nancy Rodriguez, LA County Department of Public
Health
~ 1,097 ,941 positive cases in Los Angeles County
~ 16,107 deaths
~ COVID-19 vaccine supply remains very limited
~ Currently phase 1A and county residents age 65 and older are eligible
~ Residents with internet access are urged to use VaccinateLACounty.com to sign up
~ For those without access to a computer or the internet, or with disabilities, a call center is open daily
from 8 a.m. to 8 :30p.m . To schedule appointments, call833-540 -0473
~ To review reopening protocols, protocols, COVID-19 surveillance interactive dashboard, roadmap to
recovery, recovery dashboard and additional information on how to protect yourself, your family and
your community visit the Public Health website: www.publichealth .lacounty.gov .
VII. 2019 -2020 SBCCOG Audit
The audit is complete and can be reviewed at:
https://www .southbaycities .org/about-us/financial -documents