Public Safety Radio System/Infrastructure Replacement

Request for Qualifications
Public Safety Radio System/Infrastructure Replacement
City of Morro Bay
595 Harbor St
Morro Bay, CA 93442
Key Dates
Key Milestone Schedule
RFQ Issued APRIL 8, 2026
Mandatory Site Walk By MAY 1, 2026
Submit Statement of Qualifications By 4:00 p.m. MAY 8, 2026
Oral Virtual Interviews (Tentative) MAY 21, 2026
Questions regarding this RFQ should be directed in writing to:
Amy Watkins, Chief of Police
850 Morro Bay Blvd.
Morro Bay, CA 93442
805-772-6237
awatkins@morrobayca.gov
Site walks will be conducted no later than May 1, 2026
Statements of Qualifications DUE 4:00PM Monday, May 8, 2026
PUBLIC NOTICE
Request for Qualifications for Public Safety Radio System/
Infrastructure Replacement
CITY OF MORRO BAY
Public Safety Radio System/ Infrastructure Replacement Project

Request for Qualifications
City of Morro Bay
Public Safety Radio System/Infrastructure Replacement
The City of Morro Bay ("City") is releasing this Request for Qualifications for Public Safety Radio
System/Infrastructure Replacement. The City of Morro Bay intends to enter into one task-based professional
services contract with a qualified communications firm to examine, replace, install, and provide maintenance
to the City Public Safety Radio System. The City is looking to replace existing infrastructure, increase overall
connectivity/clarity within the radio transmission, digital encryption capability, and other related services to
satisfy a complete emergency services radio system.
No Consultant shall discriminate in employment practices on the basis of race, color, national origin, ancestry,
disability, gender, or religion. No qualified handicapped person shall, on the basis of handicap, be excluded
from participating in, be denied the benefits of, or otherwise be subjected to discrimination in any matter
leading to the award of a contract.
The Consultant shall be responsible for preparing an effective, clear, and concise Statement of Qualifications
(SOQs). The City is requesting four (3) hard copies and one (1) electronic copy in PDF format on a flash drive.
All SOQs must be received before 4:00 pm PDT on May 8, 2026.
Public Safety Radio System/ Infrastructure Replacement Project
City of Morro Bay
ATTN: City Clerk
595 Harbor St.
Morro Bay, CA 93442
SOQs received after the date and time specified will not be considered. SOQs must be submitted to the City
Clerk's Office in a sealed envelope plainly marked with the SOQ title and bidder name.
There is no expressed or implied obligation for the City of Morro Bay to reimburse the responding firms for
any expenses incurred in preparing SOQs in response to this request. The City reserves the right to reject any
or all SOQs submitted, to waive any irregularities or informalities not affected by law, to evaluate the SOQs
submitted, and to award the contract according to the submittal which best serves the interests of the City.
SOQs will not be opened or disclosed.
Any changes, additions, or deletions to this Request for Qualifications will be in the form of written addenda
issued by the City. Addenda will be posted on the City's website (https://www.morrobayca.gov/bids.aspx)
where the RFQ is posted. Prospective consultants must check the website for addenda or other relevant
added information during the response period. The City is not responsible for the failure of any prospective
consultant to receive such addenda. All addenda so issued shall become a part of this Request for
Qualifications.
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Request for Qualifications
City of Morro Bay
Public Safety Radio System/Infrastructure Replacement
Table of Contents
I. Overview ...................................................................................................................................... 4
A. Purpose ................................................................................................................................. 4
B. Background Information ...................................................................................................... 4
II. Scope of Work .............................................................................................................................. 4
A. Project Objectives................................................................................................................. 4
B. Term of Contract .................................................................................................................. 4
C. City Responsibilities .............................................................................................................. 5
D. Scope of Services .................................................................................................................. 5
III. Selection Schedule ....................................................................................................................... 5
IV. SOQs Content and Organization .................................................................................................. 6
A. Cover / Transmittal Letter .................................................................................................... 7
B. Statement of Qualifications ................................................................................................. 7
E. Work History and Examples ................................................................................................. 7
F. Rate Sheet ............................................................................................................................ 8
G. Exceptions ............................................................................................................................ 8
V. SOQs Evaluation and Selection .................................................................................................... 8
A. Evaluation Factors ................................................................................................................ 8
B. Competitive Selection .......................................................................................................... 9
VI. General Conditions ....................................................................................................................... 9
A. Contract Agreement and Insurance Requirements. ............................................................ 9
B. Legal Responsibilities.......................................................................................................... 11
C. Reservations, Pre-contractual Expenses, and Limitations ................................................. 11
D. Business License ................................................................................................................. 12
F. Public Records and Proprietary Information ...................................................................... 12
G. Right to Cancel and Amend ................................................................................................ 12
H. Withdrawal of SOQ ............................................................................................................. 12
I. Rejection of SOQs ............................................................................................................... 12
J. Additional Information. ...................................................................................................... 13
K. Conflict of Interest. ............................................................................................................. 13
L. Release of Public Information. ........................................................................................... 13
M. Non-Assignment. ................................................................................................................ 13
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Request for Qualifications
City of Morro Bay
Public Safety Radio System/Infrastructure Replacement
N. Collusion. ............................................................................................................................ 13
O. Debarment. ........................................................................................................................ 14
P. Equal Employment Opportunity Compliance..................................................................... 14
Q. Evaluation and Award of Contract ..................................................................................... 14
S. Negotiations ....................................................................................................................... 15
VII. Attachments ............................................................................................................................... 15
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Request for Qualifications
City of Morro Bay
Public Safety Radio System/Infrastructure Replacement
I. Overview
A. Purpose
The City seeks Statements of Qualifications from firms specializing in communication services and
infrastructure system design to develop, in close coordination with City staff, a communication radio
system. The Morro Bay Police Department seeks to improve the Radio Communications
Infrastructure and conduct a Radio System Upgrade to support The Morro Bay Police Department
in enhancing emergency radio communications with digital encryption.
B. Background Information
The City of Morro Bay, incorporated in 1964, is in San Luis Obispo County, in the Central Coast of
California, at the crossroads of Highway 1 and Highway 41, 12 miles north of San Luis Obispo.
The City operates under a Council-Manager form of government, with a five-member City Council
comprised of and elected body of four Council Members and a Mayor. The City operates utilizing
the Council-Manager form of government with a five-member council elected at large by City
residents for staggered four-year terms. The City Council is responsible for establishing policies,
adopting the budget, appointing commissions, and committees, and hiring the City Manager and
City Attorney. The City Manager is responsible for implementing the Council's policies, overseeing
the day-to-day operations of the City, and appointing the directors of the City's departments. More
information, including the City's adopted budget, goals, and organizational structure can be found
on the City's website: www.morrobayca.gov
II. Statement of Qualifications
A. Project Objectives
This Request for Qualifications (RFQ) is a step in the City's procurement process to acquire the
desired services from the most qualified applicant at a competitive cost negotiated between the
City and the selected party. Firms responding to this RFQ shall be prepared to perform the work
necessary to provide the services described within approximately six (6) to eight (8) weeks from the
project start date. Dates subject to negotiation.
The project consists of furnishing all labor, materials, equipment, tools, supervision, and travel
expenses necessary to complete II, D, Scope of Services.
A sample agreement for professional services with the City of Morro Bay is included as Attachment
1 to this RFQ.
B. Term of Contract
Work performed under this contract is expected to begin June 2026, and is to be completed by
August 2026 or earlier. The expected duration of the desired services is to be completed within sixty
to ninety (60-90) days.
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Request for Qualifications
City of Morro Bay
Public Safety Radio System/Infrastructure Replacement
C.
D. City Responsibilities
In general, the City will be responsible for the following items:
1. Designating a staff person as a contact for the project and providing access to all facilities
during the project.
2. Acting as a liaison with the appropriate decision-making bodies (i.e., the City Council).
E. Scope of Services
The firm will be asked to perform the following services:
1. Consultant will provide design and construction of the public safety radio infrastructure and
portable radio replacement with encryption capable equipment. The system must be
compatible with the San Luis Obispo Sheriff's Communications Center. Infrastructure
replacement of existing radio communication infrastructure and new installation of additional
infrastructure to ensure clear encrypted radio communication for the City's first responders
and other frontline personnel. Three locations have been selected for replacement and new
installation of public safety radio infrastructure equipment:
a. Black Hill Tower location - Upper State Park Road, Morro Bay, (35 degrees21'34.3"N
120 degrees50'03.1"W)
b. City owned BWRO site - 180 Atascadero Rd., Morro Bay
c. Morro Bay Water Reclamation Facility - 555 South Bay Blvd., Morro Bay
III. Selection Schedule
Key Milestone Schedule
RFQ Issued April 8, 2026
Mandatory Site Walk By May 1, 2026
Submit Statement of Qualifications By 4:00 PM May 8, 2026
Oral Virtual Interviews (Tentative) May 21, 2026
Notice of Award May 29, 2026
Estimated Contract Negotiation & Execution May 29 - June 9, 2026
Tentative Project Start Date June 15, 2026
Tentative Project Completion Date August 28, 2026
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Request for Qualifications
City of Morro Bay
Public Safety Radio System/Infrastructure Replacement
The SOQ, consisting of three (3) hard copies and one (1) electronic copy must be received by mail,
recognized carrier, or hand delivered no later than 4:00 p.m. on Friday, May 8, 2026. Late SOQs will
not be considered and will be returned unopened.
SOQs shall be addressed to:
City of Morro Bay
ATTN: City Clerk
595 Harbor St.
Morro Bay, CA 93442
Submittals shall be clearly labeled:
(Proposer's Name)
PROPOSAL: Public Safety Radio System/ Infrastructure Replacement Project
Professional Services
City of Morro Bay
All SOQs received prior to the date and time specified above for receipt may be withdrawn or
modified by written request of the proposer. To be considered, the modification must be received
in writing, and in the same number of copies as the original, prior to the date and time specified for
receipt of SOQs.
Until award of the contract, the SOQs shall be held in confidence and shall not be available for public
review. Upon award of a contract to the successful consultant, all SOQs shall be public records.
IV. Statement of Qualifications Content and Organization
The organization of the SOQs should follow the general outline below. Each SOQ should consist of a
cover letter, a formal statement of qualifications, a list of similar projects performed by the
consultant with applicable references, summaries and visual exhibits of recent radio infrastructure
projects similar to this project completed by the consultant, and a rate sheet that identifies team
members' titles and their associated hourly billing rates and expected involvement in the project.
There is no page limit requirement for the SOQs, but it is highly recommended that consultants be
brief and only include information that is necessary to communicate your qualifications and desire
to be selected for this project. SOQs should not contain unnecessary content beyond that which is
deemed sufficient to submit a complete and effective proposal.
A. Cover / Transmittal Letter
The transmittal letter should include the name, title, address, phone number, email and original
signature of an individual with authority to negotiate on behalf of and to contractually bind the
consultant(s) firm, and who may be contacted during the period of SOQs evaluation. The transmittal
letter should be prepared to accompany each copy of the technical proposal.
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Request for Qualifications
City of Morro Bay
Public Safety Radio System/Infrastructure Replacement
The cover letter shall be signed by an official authorized to bind the proposing entity and shall
contain a statement that the rate sheet is valid for at least ninety (90) days. The cover letter shall
provide:
1. A general overview of the proposing entity's history, ownership, organizational structure, and
qualifications.
2. A description summarizing the consultant's experience over the years in performing similar
services to municipal clients.
3. Demonstration of adequate understanding of the role of the consultant in this project and the
ability to meet the timelines set forth in this RFQ.
4. Demonstration of experience in engaging with agency staff and formal and informal decision-
makers and stakeholders for projects covering similar work.
B. Statement of Qualifications
The Consultant should identify the qualifications of the firm and staff that will be assigned to the
work. Identify overall experiences with similar types of work. It is not expected that a qualified firm
will require subconsultants.
Identify the name and title of the lead contact person and all key staff who will be assigned to this
project and include their role in the project. Attach resumes of key staff that will be assigned to this
project, describing their abilities, qualifications, and experience. Include a proposed project
management structure and organizational chart. The qualified firms must be properly licensed,
staffed, equipped, and financed to perform the work relevant to a project of this nature.
Consultants shall provide:
1. An organizational chart and staffing plan for the proposed team, clearly specifying the
individual designated as the Project Manager.
2. Resumes of key project personnel.
It is the expectation of the City that the proposer has a professional level understanding of relevant
standards of practice and all applicable references and laws for conducting business in the subject
field.
C. Work History and Examples
The consultant shall provide a list of recent work performed by consultant on municipal, special
district, or school district audio visual design. Listed projects shall include references from clients.
Consultant shall also provide project example summaries and visual exhibits related to recent
projects.
D. Rate Sheet
Consultant shall include all labor rates and any anticipated overhead costs. Labor rates shall be tied
to team members involved in the project and shall include anticipated role of team members.
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Request for Qualifications
City of Morro Bay
Public Safety Radio System/Infrastructure Replacement
E. Exceptions
The City's standard Professional Services Agreement and insurance requirements are provided in
Attachment 1. Consultants should provide any exceptions to the terms or conditions of the
Agreement in writing and attach as part of the proposal and in Exhibit B, Special Requirements of
the sample agreement. Strike-outs to the original boilerplate contract will not be permitted and shall
be requested and documented in Exhibit B, Special Requirements.
If no exceptions are specifically mentioned to the City's standard agreement and required insurance,
the City will assume that the consultant acknowledges and agrees to the terms of these documents.
V. SOQ Evaluation and Selection
A. Evaluation Factors
Applications submitted in response to this request for qualifications will be reviewed by a team
consisting of City representatives. The team will review all complete, eligible qualified submittals
received by the deadline. Upon evaluating qualifications provided in the applications the team may
identify top vendors to be invited for finalist interviews which may be conducted in person or by
virtual meeting. The final approval of any contract award recommendation will necessitate review
and approval by the Chief of Police and potentially the City Manager and the City Council.
Assuming that all minimum requirements have been met, each proposal will be evaluated and
ranked by City. Evaluation factors to be considered, and the corresponding weight for each, shall be
as follows:
EVALUATION FACTOR PERCENT
SCOPE - UNDERSTANDING OF WORK AND SCOPE 20%
EXPERIENCE - SIMILAR EXPERIENCE AND REFERENCE WORK
40%
EXAMPLES
STAFF - QUALITY OF PROJECT TEAM, PRIOR EXPERIENCE AND
QUALIFICATIONS OF PERSONNEL, AVAILABILITY OF STAFF TO BE 20%
ASSIGNED
PRESENTATION - COMPLIANCE WITH THE RFQ REQUIREMENTS,
QUALITY AND COMPLETENESS, CONTENTS INCLUDED ARE 20%
NECESSARY AND SUFFICIENTLY ADDRESS REQUIREMENTS OF RFQ
TOTAL 100%
Once a selection has been made, the City will notify the primary candidate. If cost is found to be not
in line with the expectations of the City, and negotiations are not moving forward towards
agreement, the City may at that point notify the primary candidate in writing of disqualification
based upon impasse in contract negotiations, and the City will contact the next highest scoring
candidate.
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Request for Qualifications
City of Morro Bay
Public Safety Radio System/Infrastructure Replacement
B. Competitive Selection
* The City, at its sole discretion, may request an oral presentation or discussion with the most
qualified proposer(s).
* The City reserves the right to reject any or all proposals, to waive any informality in any
proposal, and to select the proposal that best meets the City's needs. The successful
Consultant shall be selected by the City of Morro Bay on a rational basis.
* Evaluation factors outlined in Paragraph V shall be applied to all eligible responsible and
responsive proposers in comparing proposals and selecting the successful proposal.
* A proposer may be selected without discussion after proposals are received. Therefore,
proposals should be submitted on the most favorable terms.
* The proceedings of the Selection Committee are confidential, and members of the Selection
Committee are not to be contacted by the proposers. Specifics of scores and evaluations will
not be shared with consultants.
* The Selection Committee, comprised of a minimum of three (3) individuals, will evaluate
proposals and other submitted documentation based on the criteria above. Firms may be
invited to oral interviews before the Selection Committee.
* If oral interviews are conducted, only the specifically identified project team members, led
by the designated project manager, will be asked to appear. Finalists will be notified and
informed of specific interview requirements and procedures.
Please review Section IV for a description of the proposal format.
VI. General Conditions
A. Contract Agreement and Insurance Requirements.
Once the selection process (written proposal review and oral interviews, if held) is complete, the
top-ranking firm will be invited to enter contract negotiations with the City. In addition, consultants
will be expected to accept the standard City contract language for professional services agreements.
If negotiations are unsuccessful, discussions with the highest ranked firm will be terminated and the
second highest ranked firm may be contacted for negotiations.
The selected firm shall be required to enter into a city-prepared Agreement for Consultant Services
for provisions related to compensation, conflict of interest, indemnification, insurance, etc.
approved by the City Attorney. Consultants shall be prepared to accept the terms and conditions of
the City's Agreement for Consultant Services including all insurance requirements. The successful
Consultant's bid and the terms and conditions stated in this RFQ will be made part of the contract
between the City and the Consultant. The scope, budget, and schedule to complete the study will
be incorporated into the professional services agreement. This RFQ outlines the specifications and
requirements, but not necessarily all the terms and conditions that will be incorporated into the
final agreement between the City and the successful Consultant. A sample Professional Services
Agreement is included in Attachment 1.
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