Affordable Housing Impact Fee and Nexus Study

Agency:	City of Elk Grove
State:	California
Type of Government:	State & Local
Category:	A - Research and development
Posted:	Feb 22, 2024
Due:	Mar 28, 2024
Publication URL:	To access bid details, please log in.

Attachment Preview

CITY OF ELK GROVE

Request for Proposals

For

AFFORDABLE HOUSING IMPACT FEE AND NEXUS STUDY

City Clerk’s Office

City of Elk Grove

8401 Laguna Palms Way

Elk Grove, CA 95758

Proposals Due by March 28, 2024 at 4:00PM PDT

CITY OF ELK GROVE – Request for Proposals

Professional Services for Affordable Housing Impact Fee and Nexus Study

Introduction

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

affordable housing impact fee and nexus study 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.

One digital PDF copy must be submitted to the Office of the Clerk by March 28, 2024 at 4:00pm. Proposals

shall be addressed to the City Clerk Jason Lindgren at jlindgren@elkgrovecity.org, with a subject line

“Affordable Housing Impact Fee and Nexus Study” and a copy to Sarah Bontrager at

sbontrager@elkgrovecity.org. Submittals in PDF format must be fully ADA compliant. Large files may be

sent using a cloud-based system such as Dropbox. The proposer shall be responsible for ensuring that

proposals submitted electronically are received by the City Clerk prior to the deadline. If the proposer does

not receive a confirmation from the City Clerk that the proposal has been received, proposer should assume

the transmission failed and either resubmit or arrange for another method of delivery. Proposers 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 Housing Analyst Jack Barnes at

jbarnes@elkgrovecity.org. Such contact shall be for clarification purposes only. The City must receive all

questions no later than March 21. Material changes, if any, to the scope of services or proposal procedures

shall only be transmitted by written addendum and posted to the City web site. Addendums and answers

to submitted questions will be available via the City of Elk Grove web site 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 OF ELK GROVE – Request for Proposals

Professional Services for Affordable Housing Impact Fee and Nexus Study

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 the Consultant is a sole proprietorship, the 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 the 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. The 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

CITY OF ELK GROVE – Request for Proposals

Professional Services for Affordable Housing Impact Fee and Nexus Study

determine the 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.

Federal Requirements

Should any portion of these services require the use of Federal funds, all Federal requirements shall apply

and all Consultants must consent to each certification and assurance, which will be incorporated into the

contract.

Piggybacking

“Piggybacking” is a form of intergovernmental cooperative purchasing in which an entity will be extended

the same pricing and terms of a contract entered into by another entity.

Bidders are requested to indicate on the Bid if they will extend the pricing, terms and conditions of an

awarded contract, based on this bid, to other government agencies. If the successful vendor agrees to this

provision, participating agencies may enter into a contract with the successful vendor for the purchase of

the service and commodities described herein based on the terms, conditions, prices, and percentages

offered by the successful vendor to the City. Minor changes in terms and conditions may be negotiated by

participating agencies during the term and following the award of the contract. Any such contract shall be

entirely independent and separate from the City and City shall have no obligation relating to any third party

contract.

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 six to nine months, at the option of the City. 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, the 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, the 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.

CITY OF ELK GROVE – Request for Proposals

Professional Services for Affordable Housing Impact Fee and Nexus Study

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)

This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.

type	name(s)	due date	notice	details	posted
RFP	Affordable Housing Impact Fee and Nexus Study	03/28/2024 by 4:00 PM		View	02/21/20024

Affordable Housing Impact Fee and Nexus Study

Attachment Preview

See also