HomeMy WebLinkAbout02-05-2019 Item 3 - RFP for Consultant Services for Grant Writing Department Name: Administration
Cost Center: 1001
For Agenda of: February 5, 2019
Placement: Consent
Estimated Time: N/A
FROM: Derek Johnson, City Manager
Prepared By: Robert Hill, Interim Deputy Director
SUBJECT: AUTHORIZE REQUEST FOR PROPOSALS FOR CONSULTANT SERVICES
FOR GRANT WRITING AND PROJECT OUTREACH
RECOMMENDATION
1. Authorize the issuance of a Request for Proposals for Consultant Services for Grant Writing
and Project Outreach (Attachment A); and,
2. Authorize the City Manager to execute a contract if responsive bids are received within the
project budget of $120,000.
DISCUSSION
Background
As the City of San Luis Obispo continues to implement the adopted Fiscal Health Response Plan
and Fiscal Sustainability and Responsibility Major City Go al, this report seeks authorization to
issue a Request for Proposals for Consultant Services for Grant Writing and Project Outreach in
order to leverage and multiply limited City funds and Capital Improvement Plan budgets in an
inter-departmental manner across the entire City organization.
At the end of last year, based on multiple sources of information, staff anticipated that new grant
funding sources would likely materialize at the State level. This has now occurred and a robust
grant -making environment exists. Project grant funding is available in furtherance of Major City
Goals for 1) housing, 2) multi-modal transportation, and 3) climate action. Examples include
recent legislation such as SB 1 (Road Repair and Accountability Act of 2017), Proposition 68
(California Drought, Water, Parks, Climate, Coastal Protection, and Outdoor Access for All Act
of 2018), and various programs funded by cap and trade carbon credit revenues deposited in the
State’s Greenhouse Gas Reduction Fund that are subsequently administered as grants known as
California Climate Investments (CCI). CCI programs are centered around 1) Transportation and
Sustainable Communities; 2) Clean Energy and Energy Efficiency; and, 3) Natural Resources
and Waste Diversion, including wildlife prevention. Other federal and private foundation
opportunities will also be explored and considered.
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It is envisioned that a 24-month contract structured either on an on-call, project-by-project basis,
or as retainer services, can be supported with the proposed funding. A simple scope of work is
proposed: 1) develop and keep up-to-date a grant funding opportunity matrix; 2) support project
proponents with grant identification, grant writing and preparation of all required submittal
materials, and project outreach to funding decision-makers and elected representatives, as
appropriate; and 3) track performance and results over time. It is expected that City staff project
managers will play a significant role in partnership with the selected consultant, and that project
proponents will prepare a simple internal application for utilization of the proposed grant writing
and project outreach assistance services so that it can be assured that projects are prioritized,
ready to implement, and that projects are matched up with the right grant funding opportunity.
City Administration will act as a project clearing house in this regard.
Policy Context
The proposed action is consistent with the City’s adopted Fiscal Responsibility Philosophy to
include “informed decision making, aligned investments, diversified and aligned revenue
sources, and continued efficiency and effectiveness.” It is also consistent with the Fiscal
Sustainability and Responsibility Major City Goal and its focus on “economic development and
in frastructure financing.”
The City’s Financial Management Manual Section 740 remains applicable, which requires City
Council authorization to submit grant applications in excess of $5,000. In particular, section 3(d)
states: “For grants in excess of $5,000, prepare a Council Agenda Report requesting
authorization to seek grant funding. This report should describe the grant program's conformance
with this policy, including the results of the cost/benefit analysis.” Given limited resources,
applications will focus on advancing core services and Major City Goals.
Public Engagement
It is expected that individual projects will adhere to the City’s Public Engagement and Noticing
(PEN) Manual on a case-by-case basis as appropriate. Further, it should be noted that most
contemporary grant solicitations and grant guidelines require that the project demonstrate a
robust public engagement process.
CONCURRENCE
The proposed funding for Grant Writing and Project Outreach was supported by the City’s
Financial Plan St eering Committee. Department Heads whose staff are most likely to utilize the
proposed services have also been consulted and provided their concurrence.
ENVIRONMENTAL REVIEW
California Environmental Quality Act (CEQA) does not apply to the recommended action in this
report, because the action does not constitute a “Project” under CEQA Guidelines Sec. 15378.
Projects that are considered for grant writing assistance under this funding will adhere to CEQA
on a case-by-case basis as appropriate.
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FISCAL IMPACT
Budgeted: Yes Budget Year: 2018-19
Funding Identified: Yes
Fiscal Analysis:
Funding Sources Current FY Cost
Annualized
On-going Cost
Total Project
Cost
General Fund $120,000 $120,000
State
Federal
Fees
Other:
Total $120,000 $120,000
The proposed funding was set aside as part of the 2017-18 fiscal year end budget reconciliation
and approved as carryover to 2018-19. Per the City’s budget policies (Financial Management
Manual, Section 550), the City Manager has the aut hority to approve the carryover of unspent
appropriations from the first year of the Financial Plan to the second year.
ALTERNATIVES
The City Council may:
1. Request additional information or clarification prior to taking action.
2. Deny the request .
Attachments:
a - Grant Writing and Project Outreach Consultant Services RFP Draft
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The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities.
Telecommunications Device for the Deaf (805) 781-7410.
Notice Requesting Proposals for Consultant Services for
GRANT WRITING AND PROJECT OUTREACH
The City of San Luis Obispo is requesting sealed proposals for Grant Writing and Project Outreach on-call
retainer services in furtherance of projects associated with the City’s Major City Goals and other funding
priorities.
All firms interested in receiving further correspondence regarding this Request for Proposals (RFP) will be
required to complete a free registration using BidSync (https://www.bidsync.com/bidsync-app-
web/vendor/register/Login.xhtml). All proposals must be received via BidSync by the Department of
Finance at or before 2:00 p.m. on March 1, 2019 when they will be opened publicly in the City Hall
Conference Hearing Room, 990 Palm Street, San Luis Obispo, CA 93401.
Proposals received after said time will not be considered. To guard against premature opening, each
proposal shall be submitted to the Department of Finance in a sealed envelope plainly marked with the
proposal title, project number, proposer name, and time and date of the proposal opening. Proposals
shall be submitted using the forms provided in the project package.
An optional pre-proposal conference will be held to answer any questions that the prospective proposers
may have regarding the City's request for proposals.
Council Hearing Room
990 Palm Street, San Luis Obispo
Tuesday, February 19, 2019 at 1-2 pm
1-888-204-5987, Code: 8618289
Project packages and additional information may be obtained at the City’s BidSync website at
www.BidSync.com. Please contact Purchasing Analyst Daniel Clancy at dclancy@slocity.org with any
questions.
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TABLE OF CONTENTS
A. INTRODUCTION ................................................................................................................................... 1
B. SCOPE OF WORK ................................................................................................................................. 2
C. PROJECT SCHEDULE ............................................................................................................................. 2
D. PROJECT BUDGET ................................................................................................................................ 3
E. GENERAL TERMS AND CONDITIONS ..................................................................................................... 3
F. SPECIAL TERMS AND CONDITIONS ....................................................................................................... 8
G. FORM OF AGREEMENT ...................................................................................................................... 11
H. INSURANCE REQUIREMENTS ............................................................................................................. 13
I. PROPOSAL SUBMITTAL FORMS ........................................................................................................... 15
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A. INTRODUCTION
INTRODUCTION
The City of San Luis Obispo is seeking proposals from highly innovative, creative, and qualified consulting
organizations or teams possessing a broad range of expertise and strengths to support grant writing and
project outreach in furtherance of the City’s Major City Goals, Capital Improvement Plan, and other
funding priorities.
As the City of San Luis Obispo continues to implement its adopted Fiscal Health Response Plan and Fiscal
Sustainability and Responsibility Major City Goal, this Request for P roposals for Consultant Services for
Grant Writing and Project Outreach is intended to leverage and multiply limited City funds and Capital
Improvement Plan budgets in an inter-departmental manner across the entire City organization.
At present, the City is aware that a robust grant-making environment exists, especially at the State of
California level, where project grant funding is available in furtherance of Major City Goals for housing,
multi-modal transportation, and climate action. Examples include recent legislation such as SB 1 (Road
Repair and Accountability Act of 2017), Proposition 68 (California Drought, Water, Parks, Climate, Coastal
Protection, and Outdoor Access for All Act of 2018), and the various programs funded by cap and trade
carbon credit revenues deposited in the state’s Greenhouse Gas Reduction Fund that are subsequently
administered as grants known as California Climate Investments (CCI) centered around 1.) Transportation
and Sustainable Communities; 2.) Clean Energy and Energy Efficiency; and, 3.) Natural Resources and
Waste Diversion, including wildlife prevention. Other federal and private foundation opportunities should
also be explored and considered.
PROJECT RESOURCES
It is expected that City staff project managers will play a significant role in partnership with the selected
consultant, and that project proponents will prepare a simple internal application for utilization of the
proposed grant writing and project outreach assistance services so that it can assured that proj ects are
prioritized, ready to implement, and that projects are matched up with the right grant funding
opportunity. City Administration will act as a project clearing house in this regard. Examples of prior
successful grant application packages are available.
MEASURE COST, FINANCING AND FUNDING
It is envisioned that at minimum a 24 month, on-call retainer services contract can be supported with the
proposed funding of $120,000, or $5,000 per month, on average. It is expected that the level of effort will
be tracked and can be demonstrated leading to measurable and meaningful results. All grant submittals
in exceedance of $5,000 require City Council approval in accordance with the City’s Financial Management
Manual.
CEQA DETERMINATION
The City has not predetermined the outcomes of project environmental analysis and will exercise its
independent judgment when making any final determination as to the appropriate level of environmental
review. For purposes of submitting a proposal, respondents should assume that projects adhere to CEQA
Guidelines and are otherwise “shovel-ready”. City staff will assume responsibility for CEQA review and
documentation.
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B. SCOPE OF WORK
The project scope of work as conceived by staff is provided below. Proposals shall include additional
scope and deliverable detail , identify connections across and between tasks and subtasks, and identify
whether the staff, the Consultant Team, or another party are responsible for leading the task/subtask.
In the spirit of creativity, entrepreneurship, and extended learning, staff is open to amendments to the
scope of work that help the City achieve success and win grants!
Task 1. Project Orientation and Management
The Consultant Team will support a one-day project kick-off and orientation and will provide bi-weekly
progress calls and a monthly written progress report.
Task 1 Deliverables: Agendas and meeting minutes for bi-weekly check-ins; agenda and meeting notes
from project kickoff meeting and attendance and participation in full day site visit; monthly written
progress reports to track performance and results over time with assessment of return on the City’s
investment.
Task 2. Review Grant Opportunities and Grant Funding Matrix
Immediately after the project kickoff meeting, the Consultant Team will assemble a funding matrix of
applicable grant funding opportunities based on the City’s Major City Goals, Capital Improvement Plan,
and other funding priorities as identified by City staff.
Task 2 Deliverables: Quarterly memo and updated spreadsheet-based matrix summarizing current grant
opportunities including name, location, contact information, timelines, funding amounts available, and
any other pertinent information.
Task 3. Grant Selection, Grant Writing and Project Outreach
The primary thrust of the scope of work is for the consultant to work with project managers to: 1.)
identify and select appropriate grant opportunities where the project description and the grant
solicitation and grant guidelines are in close alignment ; 2.) assist with grant writing and project proposal
development, including all required submittal documents , letters of recommendation, and final quality
control and quality assurance processes; and, 3.) project outreach and support with funding decision-
makers, review boards, and / or elected officials as appropriate and directed by City staff. It is expected
that the consultant will be responsible for all rules and regulations, including registration as a lobbyist,
as may be required by applicable law.
Task 3 Deliverables: Completed grant applications with on-going project tracking and support,
adherence to any published grant guidelines, and monthly performance tracking (per task 1, above).
C. PROJECT SCHEDULE
The table below shows the preliminary timeline. Proposals shall include detailed schedules (with tasks,
milestones, deliverables, and meetings identified by week or month) that are generally consistent with
the preliminary timeline. It is understood that the project tasks and schedule may be adjusted based on
consultant feedback when the contract is finalized.
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Preliminary Schedule Tasks
April 2019 through
April 2021
• Task 1 – Bi-weekly check-ins and monthly written progress report
• Task 2 – Quarterly memo and progress update
• Task 3 – Ongoing as directed
D. PROJECT BUDGET
The project budget shall not exceed $120,000 structured as an on-call retainer services contract, inclusive
of travel, direct costs, and contingency funding. As described in Section F, proposals shall include an
overall cost estimate broken down by hours by staff and task. Hourly rates shall also be provided for all
personnel on the project. Bidders may include options for reducing or adding services, including services
that could be performed by City staff.
E. GENERAL TERMS AND CONDITIONS
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (bidder) shall
meet all the terms, and conditions of the Request for Proposals (RFP) project package. By virtue
of its proposal submittal, the bidder acknowledges agreement with and acceptance of all
provisions of the RFP specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental materials.
Proposal documents shall be enclosed in an envelope that shall be sealed and addressed to the
Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, 93401. To
guard against premature opening, the proposal should be clearly labeled with the proposal title,
project number, name of bidder, and date and time of proposal opening. No FAX or emailed
submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the bidder’s insurance
coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are
not required until contract award. The City’s insurance requirements are detailed in Section E.
4. Proposal Quotes and Unit Price Extension . The extension of unit prices for the quantities
indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces
provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The
Proposal Submittal Form(s) must be totally completed. If the unit price and the total amount
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stated by any bidder for any item are not in agreement, the unit price alone will be considered as
representing the bidder’s intention and the proposal total will be corrected to conform to the
specified unit price.
5. Proposal Withdrawal and Opening. A bidder may withdraw its proposal, without prejudice prior
to the time specified for the proposal opening, by submitting a written request to the Director of
Finance for its withdrawal, in which event the proposal will be returned to the bidder unopened.
No proposal received after the time specified or at any place other than that stated in the “Notice
Inviting Bids/Requesting Proposals” will be considered. All proposals will be opened and declared
publicly. Bidders or their representatives are invited to be present at the opening of the
proposals.
6. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to
make or file, or to be interested as the primary submitter in more than one proposal, except an
alternative proposal when specifically requested; however, an individual or business entity that
has submitted a sub-proposal to a bidder submitting a proposal, or who has quoted prices on
materials to such bidder, is not thereby disqualified from submitting a sub-proposal or from
quoting prices to other bidders submitting proposals.
8. Communications. All timely requests for information submitted in writing will receive a written
response from the City. Telephone communications with City staff are not encouraged but will
be permitted. However, any such oral communication shall not be binding on the City.
CONTRACT AWARD AND EXECUTION
9. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of
60 days for examination and comparison. The City also reserves the right to waive non-substantial
irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a
proposal and accept the other, except to the extent that proposals are qualified by specific
limitations. See the “special terms and conditions” in Section C of these specifications for
proposal evaluation and contract award criteria.
10. Competency and Responsibility of Bidder. The City reserves full discretion to determine the
competence and responsibility, professionally and/or financially, of bidders. Bidders will provide,
in a timely manner, all information that the City deems necessary to make such a decision.
11. Contract Requirement. The bidder to whom award is made (Contractor) shall execute a written
contract with the City within ten (10) calendar days after notice of the award has been sent by
mail to it at the address given in its proposal. The contract shall be made in the form adopted by
the City and incorporated in these specifications.
12. Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages
and amounts specified in Section E of these specifications within 10 (ten) calendar days after
notice of contract award as a precondition to contract execution.
13. Business License & Tax. The Contractor must have a valid City of San Luis Obispo business license
& tax certificate before execution of the contract. Additional information regardi ng the City’s
business tax program may be obtained by calling (805) 781-7134.
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CONTRACT PERFORMANCE
14. Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry
out and complete the work hereunder in compliance with all federal, state, county, city, and
special district laws, ordinances, and regulations.
15. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and
comply with all applicable state and federal laws and county and City of San Luis Obispo
ordinances, regulations and adopted codes during its performance of the work.
16. Payment of Taxes. The contract prices shall include full compensation for all taxes that the
Contractor is required to pay.
17. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and
fees, and give all notices necessary.
18. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety
established by OSHA and the California Division of Industrial Safety.
19. Public and Employee Safety. Whenever the Contractor’s operations create a condition hazardous
to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect
and maintain such fences, temporary railings, barricades, lights, signs and other devices and take
such other protective measures as are necessary to prevent accidents or damage or injury to the
public and employees.
20. Preservation of City Property. The Contractor shall provide and install suitable safeguards,
approved by the City, to protect City property from injury or damage. If City property is injured
or damaged resulting from the Contractor’s operations, it shall be replaced or restored at the
Contractor’s expense. The facilities shall be replaced or restored to a condition as good as when
the Contractor began work.
21. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors
engaged for the performance of this work that only persons authorized to work in the Uni ted
State pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall
be employed in the performance of the work hereunder.
22. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it
will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination
in employment of persons because of age, race, color, sex, national origin or ancestry, sexual
orientation, or religion of such persons.
23. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done
hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire,
earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor
due to federal government restrictions arising out of defense or war programs, then the time of
completion may, at the City’s sole option, be extended for such periods as may be agreed upon
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by the City and the Contractor. In the event that there is insufficient time to grant such extensions
prior to the completion date of the contract, the City may, at the time of acceptance of the work,
waive liquidated damages that may have accrued for failure to complete on time, due to any of
the above, after hearing evidence as to the reasons for such delay, and making a finding as to the
causes of same.
24. Payment Terms. The City’s payment terms are 30 days from the receipt of an original invoice and
acceptance by the City of the materials, supplies, equipment, or services provided by the
Contractor (Net 30).
25. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to
ascertain that the services of the Contractor are being performed in accordance with the
requirements and intentions of this contract. All work done, and all materials furnished, if any,
shall be subject to the City’s inspection and approval. The inspection of such work shall not relieve
Contractor of any of its obligations to fulfill its contract requirements.
26. Audit. The City shall have the option of inspecting and/or auditing all records and other written
materials used by Contractor in preparing its invoices to City as a condition precedent to any
payment to Contractor.
27. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not
acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree
with the performance of the work hereunder. The Contractor further covenants that, in the
performance of this work, no subcontractor or person having such an interest shall be employed.
The Contractor certifies that no one who has or will have any financial interest in performing this
work is an officer or employee of the City. It is hereby expressly agreed that, in the performance
of the work hereunder, the Contractor shall at all times be deemed an independent contractor
and not an agent or employee of the City.
28. Hold Harmless and Indemnification. Contractor agrees to defend, indemnify, protect and hold
the City and its agents, officers and employees harmless from and against any and all claims
asserted or liability established for damages or injuries to any person or property, including injury
to Contractor's employees, agents or officers which arise from or are connected with or are
caused or claimed to be caused by the acts or omissions of Contractor, and its agents, officers or
employees, in the performance of all obligations under this Agreement, and all expenses of
investigating and defending against same; provided, however, that Contractor's duty to indemnify
and hold harmless shall not include any claims or liability arising from the established so le
negligence or willful misconduct of the City, its agents, officers or employees.
29. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of
the contract, or its right, title or interest, or its power to execute such a contract to any individual
or business entity of any kind without the previous written consent of the City.
30. Termination for Convenience. The City may terminate all or part of this Agreement for any or no
reason at any time by giving 30 days written notice to Contractor. Should the City terminate this
Agreement for convenience, the City shall be liable as follows: (a) for standard or off -the-shelf
products, a reasonable restocking charge not to exceed ten (10) percent of the total purchase
price; (b) for custom products, the less of a reasonable price for the raw materials, components
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work in progress and any finished units on hand or the price per unit reflected on this Agreement.
For termination of any services pursuant to this Agreement, the City’s liability will be the lesser of
a reasonable price for the services rendered prior to termination, or the price for the services
reflected on this Agreement. Upon termination notice from the City, Contractor must, unless
otherwise directed, cease work and follow the City’s directions as to work in progress and finished
goods.
31. Termination. If, during the term of the contract, the City determines that the Contractor is not
faithfully abiding by any term or condition contained herein, the City may notify the Contractor in
writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten)
calendar day notice of time thereafter in which to perform said work or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days specified
in the notice, such shall constitute a breach of the contract and the City may terminate the
contract immediately by written notice to the Contractor to said effect. Thereafter, neither party
shall have any further duties, obligations, responsibilities, or rights under the contract except,
however, any and all obligations of the Contractor’s surety shall remain in full force and effect,
and shall not be extinguished, reduced, or in any manner waived by the terminations thereof.
In said event, the Contractor shall be entitled to the reasonable value of its services performed
from the beginning date in which the breach occurs up to the day it received the City’s Notice of
Termination, minus any offset from such payment representing the City’s damages from such
breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone
or task satisfactorily delivered or completed by the Contractor as may be set forth in th e
Agreement payment schedule; compensation for any other work, services or goods performed or
provided by the Contractor shall be based solely on the City’s assessment of the value of the work-
in-progress in completing the overall work scope.
The City reserves the right to delay any such payment until completion or confirmed
abandonment of the project, as may be determined in the City’s sole discretion, so as to permit a
full and complete accounting of costs. In no event, however, shall the Contractor be entitled to
receive in excess of the compensation quoted in its proposal.
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F: SPECIAL TERMS AND CONDITIONS
CONSULTANT SERVICES
1. Proposal Content. Your proposal must include the following information:
Submittal Forms
a. Proposal submittal summary.
b. Certificate of insurance.
c. References from at least three firms for whom you have provided similar services.
Qualifications
d. Experience of your firm and those of sub-consultants in performing work and projects
relevant to the Scope of Services outlined and described in the request.
e. Resumes of the individuals who would be assigned to this project, including any sub-
consultants, with their corollary experience highlighted and specific roles in this project
clearly described.
f. Standard hourly billing rates for the assigned staff, including any sub-consultants.
g. Statement and explanation of any instances where your firm or sub-consultant has been
removed from a project or disqualified from proposing on a project.
Work Program
h. Detailed description of your approach to completing the work.
i. Detailed schedule by task and sub-task for completing the work.
j. Estimated hours for your staff in performing each phase and task of the work, including
sub-consultants, so we can clearly see who will be doing what work, and how much time
it will take.
k. Detailed budget by task and sub-task for completing the work.
l. Services or data to be provided by the City.
m. Services and deliverables provided by the Consultant(s).
n. Any other information that would assist us in making this contract award decision.
o. Description of assumptions critical to development of the response which may impact
cost or scope.
Requested Changes to Terms and Conditions
p. The City desires to begin work soon after selecting the preferred Consultant Team. To
expedite the contracting process, each submittal shall include requested redlined changes
to terms and conditions, if necessary.
Proposal Length
q. Proposal length should only be as long as required to be responsive to the RFP, including
attachments and supplemental materials.
2. Proposal Evaluation and Consultant Selection. Proposals will be evaluated by a review
committee and contract award process as follows:
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Phase 1 – Written Proposal Review/Finalist Candidate Selection
The proposals will be evaluated based on the following criteria as evidenced in their written
proposals:
a. Understanding of the work required by the City.
b. Quality, clarity and responsiveness of the proposal.
c. Demonstrated competence and professional qualifications necessary for successfully
performing the work required by the City.
d. Recent team experience in successfully performing similar services.
e. Creativity of the proposed approach in completing the work.
f. Value
g. Writing skills.
h. References.
i. Background and experience of the specific individuals managing and assigned to this
project.
Phase 2 – Oral Presentations/Interviews and Consultant Selection (at City’s option)
At the City’s discretion, a group of finalist candidates may be asked to provide an oral presentation
to the review committee and answer questions about their proposal. The purpose of this second
phase is two-fold: to clarify and resolve any outstanding questions or issues about the proposal;
and to evaluate the proposer’s ability to clearly and concisely present information orally. After
evaluating the proposals and discussing them further with the finalists or the tentatively selected
contractor, the City reserves the right to further negotiate the proposed work scope and/or
method and amount of compensation.
Contract award will be based on a combination of factors that represent the best overall value for
completing the work scope as determined by the City, including: the written proposal criteria
described above; results of background and reference checks; results from the interviews and
presentations phase; and cost.
3. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule for
proposal review and contract award:
a. Issue RFP 2/12/19
b. Pre-Proposal Conference (optional) 2/19/19
c. Receive proposals 3/1/19
d. Complete proposal evaluations 3/8/19
e. Conduct finalist interviews and finalize recommendation 3/15/19
f. Execute contract 3/22/19
g. Start work 4/1/19
4. Pre-Proposal Conference. An optional pre-proposal conference will be held at the following
location, date, and time to answer any questions that prospective bidders may have regarding
this RFP:
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Council Hearing Room
990 Palm Street, San Luis Obispo
Tuesday, February 19, 2019 at 1-2 pm
1-888-204-5987, Code: 8618289
5. Ownership of Materials. All original drawings, plan documents and other materials prepared by
or in possession of the Contractor as part of the work or services under these specifications shall
become the permanent property of the City and shall be delivered to the City upon demand.
6. Release of Reports and Information. Any reports, information, data, or other material given to,
prepared by or assembled by the Contractor as part of the work or services under these
specifications shall be the property of the City and shall not be made available to any individual
or organization by the Contractor without the prior written approval of the City.
7. Copies of Reports and Information. If the City requests additional copies of reports, drawings,
specifications, or any other material in addition to what the Contractor is required to furnish in
limited quantities as part of the work or services under these specifications, the Contractor shall
provide such additional copies as are requested, and City shall compensate the Contractor for the
costs of duplicating of such copies at the Contractor's direct expense.
8. Required Deliverable Products. The Contractor will be required to provide:
a. One print-ready and one digital-ready original .pdf of all final documents.
b. Corresponding computer files compatible with the following programs whenever possible
unless otherwise directed by the project manager:
Word Processing: MS Word
Spreadsheets: MS Excel
Desktop Publishing: InDesign
Virtual Models: Sketch Up
Digital Maps: Geodatabase shape files in
State Plan Coordinate System as
specified by City GIS staff
c. City staff will review any documents or materials provided by the Contractor and, where
necessary, the Contractor will be required to respond to staff comments and make such
changes as deemed appropriate.
ALTERNATIVE PROPOSALS
9. Alternative Proposals. The proposer may submit an alternative proposal (or proposals) that it
believes will also meet the City's project objectives but in a different way. In this case, the
proposer must provide an analysis of the advantages and disadvantages of each of the alternative
and discuss under what circumstances the City would prefer one alternative to the other(s).
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SECTION G: FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day, date, year] by
and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and
[CONTRACTOR’S NAME IN CAPITAL LETTERS], hereinafter referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on [date], City requested proposals for an update to the Climate Action Plan, per
Project No. 9xxxx (project); and
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City
for said project;
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants
hereinafter contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and
entered, as first written above, until acceptance or completion of said project.
2. INCORPORATION BY REFERENCE. City Project No. 9xxxx and Consultant’s proposal dated
[date], are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing the services as specified in this Agreement, City will
pay, and Contractor shall receive therefore compensation in a total sum not to exceed $95,000.
Consultant shall be eligible for compensation installments after completion of milestone Tasks -E as shown
in the attached project schedule.
4. CONSULTANT’S OBLIGATIONS. For and in consideration of the payments and
agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to
do everything required by this Agreement and the said specifications.
5. AMENDMENTS. Any amendment, modification or variation from the terms of this
Agreement shall be in writing and shall be effective only upon approval by the City Manager.
6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto.
No oral agreement, understanding or representation not reduced to writing and specifically incorporated
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herein shall be of any force or effect, nor shall any such oral agreement, understanding or representation
be binding upon the parties hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail,
postage prepaid by registered or certified mail addressed as follows:
City Derek Johnson
City Manager
990 Palm Street
San Luis Obispo, CA 93401
Consultant Name
Title
Address
Address
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that
everyone executing this agreement on behalf of each party is a person duly authorized and empowered
to execute Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day
and year first above written.
ATTEST: CITY OF SAN LUIS OBISPO:
________________________________ By:_____________________________________
City Clerk City Manager
APPROVED AS TO FORM: CONSULTANT:
________________________________ By: _____________________________________
City Attorney Name of CAO / President
Its: CAO / President
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SECTION H: INSURANCE REQUIREMENTS
Consultant Services
The Contractor shall procure and maintain for the duration of the contract insurance against claims for
injuries to persons or damages to property which may arise from or in connection with the performance
of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1
(any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's Liability
Insurance.
4. Errors and Omissions Liability insurance as appropriate to the consultant's profession.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property
damage. If Commercial General Liability or other form with a general aggregate limit is used,
either the general aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
4. Errors and Omissions Liability: $1,000,000 per occurrence.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to
and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers;
or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim
administration and defense expenses.
Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be
endorsed to contain, the following provisions:
1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as
respects: liability arising out of activities performed by or on behalf of the Contractor; products
and completed operations of the Contractor; premises owned, occupied or used by the
Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage
shall contain no special limitations on the scope of protection afforded to the City, its officers,
official, employees, agents or volunteers.
2. For any claims related to this project, the Contractor's insurance coverage shall be primary
insurance as respects the City, its officers, officials, employees, agents and volunteers. Any
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insurance or self-insurance maintained by the City, its officers, officials, employees, agents or
volunteers shall be excess of the Contractor's insurance and shall not contribute with it.
3. The Contractor's insurance shall apply separately to each insured against whom claim is made or
suit is brought, except with respect to the limits of the insurer's liability.
4. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be
suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty
(30) days' prior written notice by certified mail, return receipt requested, has been given to the
City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no
less than A:VII.
Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing
maintenance of the required insurance coverage. Original endorsements effecting general liability and
automobile liability coverage required by this clause must also be provided. The endorsements are to be
signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be
received and approved by the City before work commences.
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SECTION I: PROPOSAL SUBMITTAL FORMS
Consultants
The undersigned declares that she or he has carefully examined this RFP, is thoroughly familiar with its
contents; is authorized to represent the proposing firm; and agrees to perform the specified work for the
following cost quoted in full:
Description Cost
Task 1
Task 2
Task 3
Task 4
Etc.
Etc.
Other Costs (please specify)
TOTAL COSTS $
❑ Certificate of insurance attached; insurance company’s A.M. Best rating: __________________.
Firm Name and Address
Contact Phone
Signature of Authorized Representative
Date
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REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under
the present business name: .
Describe fully the last three contracts performed by your firm that demonstrate your ability to provide
the services included with the scope of the specifications. Attach additional pages if required. The City
reserves the right to contact each of the references listed for additional information regarding your firm's
qualifications.
Reference No. 1:
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2:
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
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Reference No. 3
Agency Name
Contact Name
Telephone & Email
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
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STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary interest in
it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal,
state, or local government project because of the violation of law, a safety regulation, or for any other
reason, including but not limited to financial difficulties, project delays, or disputes regarding work or
product quality, and if so to explain the circumstances.
◼ Do you have any disqualification as described in the above paragraph to declare?
Yes ❑ No ❑
◼ If yes, explain the circumstances.
Executed on at _______________________________________ under penalty of
perjury of the laws of the State of California, that the foregoing is true and correct.
______________________________________
Signature of Authorized Proposer Representative
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