Heat Resilient Transportation System Implementation Plan

Location:	California
Posted:	Apr 16, 2025
Due:	May 14, 2025
Agency:	City of Elk Grove
Type of Government:	State & Local
Category:	53 - Hardware and Abrasives R - Professional, Administrative and Management Support Services V - Transportation, Travel and Relocation Services
Publication URL:	To access bid details, please log in.

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CITY OF ELK GROVE

Request for Proposals

For

Heat Resilient Transportation System Implementation Plan

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by May 14, 2025 at 1:00 pm

Introduction:

The City of Elk Grove (City) is accepting proposals from qualified Consultants (Consultant(s)) for the Heat

Resilient Transportation System Implementation Plan in accordance with the included specifications,

terms, and conditions shown in this Request for Proposals (RFP). Prospective respondents are advised

to read this information over carefully prior to submitting a proposal.

Written Submissions:

One signed original and one USB Flash Drive copy of the proposals must be submitted to the Office of

the City Clerk by Wednesday, May 14, 2025 at 1:00pm. Proposal shall be submitted in a sealed

envelope clearly marked Heat Resilient Transportation System Implementation Plan and addressed to:

OFFICE OF THE CITY CLERK

CITY OF ELK GROVE

8401 Laguna Palms Way

Elk Grove, CA 95758

Electronic Submission:

As an alternative to written proposals, proposals may be submitted electronically in pdf form, and emailed

to Office of the City Clerk at cityclerk@elkgrovecity.org, with a copy to Carrie Whitlock, Strategic Planning

and Innovation Program Manager at cwhitlock@elkgrovecity.org, prior to the deadline stated above.

Large files may be sent using a cloud-based system such as Dropbox. Consultants shall be responsible

for ensuring that proposals submitted electronically are received by the City Clerk prior to the deadline.

Proposals that are not received prior to the deadline shall not be considered by the City, even if the late

submission is due to a technical or other error, including, without limitation, the City's inability to open or

access the electronic file. If the proposing Consultant does not receive a confirmation from the City Clerk

that the proposal has been received, Consultant should assume the transmission failed and either

resubmit or arrange for another method of delivery. Consultants are also encouraged to contact the City

Clerk to confirm receipt of their proposal prior to the deadline. Proposals shall not be accepted by fax.

Questions regarding this RFP are to be directed by e-mail to: Carrie Whitlock, Strategic Planning and

Innovation Program Manager, cwhitlock@elkgrovecity.org. Such contact shall be for clarification

purposes only. The City must receive all questions no later than April 16,2025 at 5:00pm. Material

changes, if any, to the scope of services or proposal procedures shall only be transmitted by written

addendum and posted to the City website. Addendums and answers to submitted questions will be

available via the City of Elk Grove website under “Notice” for the RFP announcement.

Late Proposals:

Proposals arriving after the specified date and time shall not be considered, nor shall late proposals be

opened. Each Consultant assumes responsibility for timely submission of its proposal.

Withdrawal or Modifications of Proposals:

Any proposal may be withdrawn or modified by a written request signed by the Consultant and received

by the City Clerk prior to the final time and date for the receipt of proposals. Once the deadline is past,

Consultants are obligated to fulfill the terms of their proposal.

Proposal Acceptance and Rejection:

The City reserves the right to accept any proposal, to reject any and all proposals, and to call for new

proposals, or dispense with the proposal process in accordance with the Elk Grove Municipal Code.

Proposal Evaluation and Award:

Evaluation shall be made based on the criteria noted in Attachment A: Evaluation and Selection Criteria.

A contract may be awarded to the responsible Consultant who best meets the City’s needs by

demonstrating the competence and professional qualifications necessary for the satisfactory performance

of the required services, and shall not necessarily be based on the lowest priced proposal, except as

otherwise provided by law, taking into consideration adherence to the included specifications. A contract

may be awarded to the next responsible Consultant if the successful Consultant refuses or fails to

execute the contract. All Consultants that were not selected by the City shall be notified in writing.

Nothing herein shall obligate the City to award a contract to any responding Consultant. Any contract

awarded will be non-exclusive, and the City reserves the right to seek services from other sources, in the

City’s sole discretion.

Unless Consultant is a sole proprietorship, Consultant must be registered and in good standing with the

California Secretary of State within 14 days following notification of the City’s intent to award a contract to

Consultant and prior to execution of a final contract. Failure to timely register with the Secretary of State

may result in the City awarding the contract to another Consultant. Additional information regarding the

registration process may be found on the Secretary of State’s website at: https://bizfileonline.sos.ca.gov/.

Disclosure of Submitted Materials:

After selection and execution of the contract(s), (or prior thereto if required by law) all information and

materials provided in each submittal received is subject to disclosure through a public records request

pursuant to the California Public Records Act, or otherwise as may be required by law. The City, in its

sole discretion, may release any submitted materials, regardless of whether such materials are marked by

respondents as confidential or otherwise as protected.

Waiver of Irregularities:

The City retains the right, in its sole discretion, to waive any irregularities in proposals that do not comply

with the strict requirements of this RFP, and the City reserves the right to award a contract to a

Consultant submitting any such non-compliant proposal, all in the City’s sole discretion.

Validity of Pricing:

Consultants are required to provide a fee structure including the hourly rate of the principals to be

assigned to the matter, and proposed cost (line item descriptions and pricing), and expense

reimbursements levels, and total costs. No cost increases shall be passed onto the City after the

proposal has been submitted. No attempt shall be made to tie any item or items contained in this RFP

with any other business with the City; each proposal must stand on its own.

No Guarantee of Usage:

Any quantities listed in this RFP are estimated or projected and are provided for tabulation and

information purposes only. No guarantee of quantities is given or implied by the City. Consultant must

furnish the City’s needs as they arise.

Demonstrations:

When required, the City may request full demonstrations prior to award. When such demonstrations are

requested, the Consultant shall respond promptly and arrange a demonstration at a convenient location.

Failure to provide a demonstration as specified by the City may result in rejection of a proposal.

Use of Other Governmental Contracts:

The City reserves the right to reject any part or all of any proposals received and utilize other available

governmental contracts.

Qualification/Inspection:

Proposals will only be considered from Consultants normally engaged in providing the types of services

specified herein. By responding to this RFP, the Consultant consents to the City’s right to inspect the

Consultant’s facilities, personnel, and organization at any time, or to take any other action necessary to

determine Consultant’s ability to perform. The City reserves the right to reject proposals where evidence

or evaluation is determined to indicate inability to perform. The City reserves the right to interview any or

all responding Consultants and/or to award a contract without conducting interviews.

Other Governmental Entities:

If the Consultant is awarded a contract as a result of this RFP, the Consultant shall, if the Consultant has

sufficient capacity, provide to other governmental agencies, so requesting, the services awarded in

accordance with the terms and conditions of the RFP.

Payment Terms:

Payment shall be made as set forth in the contract attached hereto as Attachment B. In submitting

proposals under these specifications, Consultants should take into account all discounts, both trade and

time, allowed in accordance with the payment terms.

Performance:

It is the intention of the City to acquire services as specified herein from a Consultant that will give prompt

and convenient service.

Term of Contract:

The term of the contract will be for a specific period of time, commencing upon execution. The City

anticipates the contract to be for a term of two years. The City reserves the right to set the term for a

period deemed to be in the best interest of the City, and terminate the contract as set forth therein.

Amendments:

If, in the course of the performance of the contract, Consultant or the City proposes changes to the

services provided, and informal consultation with the other party indicates that a change in the terms and

conditions of the contract may be warranted, Consultant or the City may request a change in the contract.

The parties to the contract will meet to discuss and negotiate the required documents. Upon completion

of those negotiations, the negotiated documents will be submitted to the City for approval. Upon approval

by the City, an amendment to the contract will be approved by all parties for the change to be

implemented. An amendment shall not render ineffective or invalidate any unaffected portions of the

Contract. Nothing in this section obligates the City to agree to any change order or other amendment,

and the City may withhold such agreement in its sole discretion.

Service and support:

Consultants shall explain how all on-going service and support shall be handled by the Consultant and

the City of Elk Grove.

Records:

The Consultant shall maintain complete and accurate records with respect to labor costs, material

expenses, and other such information required by City that relates to the performance of services under

the contract. The Consultant shall maintain adequate records of services provided in sufficient detail to

permit an evaluation of the services. All such records shall be maintained in accordance with generally

accepted accounting principles and shall be clearly identified and readily accessible and in a form

acceptable to the City, which the City may specify and change from time to time. The Consultant shall

provide free access to the representatives of City or its designees, at reasonable times, to such books

and records, shall give City the right to examine and audit said books and records, shall permit City to

make transcripts there from as necessary, and shall allow inspection of all work, data, documents,

proceedings, and activities related to the contract. Such records, together with supporting documents,

shall be maintained for City’s inspection for a period of at least three (3) years after receipt of final

payment.

(See next page for Guidelines for Proposal)

Guidelines for Proposal

The following guidelines are provided for standardizing the preparation and submission of proposals. The

intent is to assist respondents in the preparation of their submissions and to assist the City by simplifying

the review process providing standards for comparison of submissions.

Statements submitted in response to this RFP shall include a complete response to the requirements in

this section in the order presented. Statements should be a straightforward delineation of the

respondent’s capability to satisfy the intent and requirements of this RFP, and should not contain

redundancies and conflicting statements.

Proposals shall be printed double sided, submitted on 8-1/2” x 11” recycled paper, with easy to read font

size and style. Pages shall be numbered, tabbed, and bound (spiral / comb / three ring binder). Tabbed

dividers should separate and identify the response items described below.

Digital submissions shall include bookmarks for each section with an easy to read font size and style.

Proposals shall contain the following information in the order listed:

1. Introductory letter

The introductory letter should be addressed to:

Carrie Whitlock

Strategic Planning and Innovation Program Manager

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

The letter shall include the Consultant’s name submitting the proposal, their mailing address,

telephone number, and contact name. The letter shall address the Consultant’s understanding of the

project based on this RFP and any other information the Consultant has gathered. Include a

statement discussing the Consultant’s interest and qualifications for this type of work. A principal of

the firm authorized to legally bind the firm shall sign the letter.

2. Table of Contents

The Consultant shall insert a comprehensive table of contents denoting sections three through nine

of the proposal as indicated below.

3. Qualifications and Experience

Describe the Consultant’s capability for actually undertaking and performing the work, including any

professional licenses and certificates held by the Consultant. List types and locations of similar work

performed by the Consultant in the last five (5) years that best characterizes the quality and past

performance. Include names and current phone numbers for contact on work quality and

performance. References may be contacted as part of the selection Process.

4. Work Plan

The work plan must state the Consultant’s ability to meet each specification as outlined in this

document. The work plan should address the items of work as described in this RFP. The plan

should be simple, easy to read and follow, and address and satisfy the objectives and specifications

as listed in the Scope of Work in this RFP.

5. Conflict of Interest Statement

Any activities or relationships of the Consultant that might create a conflict of interest for the

Consultant or the City, and, if such activities or relationships exist, a description of the facts, legal

implications, and possible effects sufficient to permit the City to appreciate the significance of the

conflict and to grant any conflict waiver, if appropriate and necessary.

6. Supportive Information/References

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

type	name(s)	due date	notice	details	posted
RFP	Heat Resilient Transportation System Implementation Plan	Prior to 1:00 p.m. on 5/14/2025		View	3/26/2025

Heat Resilient Transportation System Implementation Plan

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