SLED Opportunity · CALIFORNIA · SANTAMONICA
AI Summary
The City of Santa Monica seeks proposals for as-needed consulting services in urban planning, design, architecture, real estate advisory, and economic development. The RFP includes detailed submission and compliance requirements, with evaluation based on methodology, cost, and qualifications. Proposals due by April 15, 2026.
The City of Santa Monica, (referred to hereafter as “the City”) is inviting Proposals from qualified persons or firms interested in as-needed professional consulting services around strategic urban planning, urban design, and architecture; real estate advisory and financial analysis; and economic development services. This Request for Proposals (RFP) is organized into three scopes of work and qualified persons or firms may propose for one, two, or all three scopes.
The City of Santa Monica stands at a pivotal moment in its evolution. Long recognized for its vibrant coastal character, thriving neighborhoods, and commitment to sustainability, the city is now poised for an exciting new chapter marked by renewal opportunities. As economic, environmental, and community priorities continue to shift, Santa Monica is uniquely positioned to reimagine key corridors, revitalize underutilized spaces, and shape a more resilient, inclusive, and future-ready urban landscapes.
With major transit investments, reawakened interest in mixed-use development, and a strong civic focus on housing, mobility, and climate adaptation, the City is entering a period of extraordinary potential. Strategic redevelopment efforts can unlock new public amenities, expand economic vitality, and reinforce Santa Monica’s role as a regional leader in innovative urban planning. These next few years offer a rare chance to transform vision into reality by strengthening the city’s identity while creating dynamic, people-centered places for generations to come.
Addendum #1 to address Q&A changes and clarifications to RFP section 3, Scope of Work, and section 5, Vendor Questionnaire. Please use the See What Changed link to view all the changes made by this addendum.
Addendum #2, issued to clarify Section 3.4 for financial service requirements, Section 5 for proposal submission requirements, and extension of Proposal Submission Deadline.
Section 3.4. Minimum Vendor Requirements
Consultants must meet the following minimum qualifications in order to be considered responsive to this RFP:
Section 5. Vendor Questionnaire
Document uploads that were previously required for Sections 5.1.2, 5.1.3, 5.1.4, and 5.1.5, shall be uploaded into Section 5.1.1, along with the Cover Letter and Proposals. Per Addendum #1, these documents will not be considered in the page limit requirements.
For proposals already submitted, vendors may unsubmit their proposal to make any necessary revisions to their proposal. For assistance on unsubmitting, please contact OpenGov. In consideration of Addendum #2, the new Proposal Submission Deadline is April 17, 2026, 3:00pm
Please use the See What Changed link to view all the changes made by this addendum.
Up to 5 points may be awarded based on the evaluation of the ability, capacity, and skill of the firm to perform the work described in a manner consistent with City goals and standards.
Up to 15 points that may be awarded for the lowest price. The consultant’s overall operation should encourage cost effective work and services. Cost control, performance within budget allocations, prudent accounting practices, management and clear communication with City staff are essential to the success of this project.
Up to 80 points may be awarded based on evaluation of the proposer’s experience including all sub-consultants. Evaluation will be based on documented experience on similar projects.
Please upload your Cover Letter as a PDF here. Make sure to include the following items.
Additional proposal items, as outlined in Section 3.5, Submittal Requirements, and the Vendor Questionnaire are to be included here, too.
Please affirm that you have included qualifications in section 5.1.1 of the proposal. Provide a brief summary of your company’s history, its capabilities, and its recent relevant experience (last fifteen years). Also, describe your demonstrated experience with up to three (3) similar projects and qualification including professional licenses and certifications.
Please affirm that you have included key personnel in section 5.1.1 of the proposal. Describe the project team composition and include resumes of key personnel. Proposed members should be available for the duration of the agreement. The City must be promptly notified of any changes in key personnel prior to award.
Please affirm that you have included key personnel in section 5.1.1 of the proposal. List a maximum of three (3) references for whom comparable assignments were provided to in the last ten (10) years. Include the name of the firm, name of the contact, telephone number of the contact, email address of contact (if available), brief description of the services provided and your firm’s role, and the start and completion date.
*This section will not count toward the page limit.
Please affirm that you have included methodology/approach in section 5.1.1 of the proposal. Describe your understanding of the project and approach. Include deliverables, milestones, assumptions, and identify potential risks that could delay the project. List any resources you expect the City to provide. Provide a specific plan for each proposed scope of work including:
Provide a proposed total fee outlining the proposal and identify the hourly fee schedule for all personnel to be involved in the project. The hourly rates should include fringe benefits, indirect costs and profit. The Consultant should indicate the pay classification included in fee proposal. Additionally, if applicable, a schedule of reimbursable expenses should be included.
*This section will not count toward the page limit.
Please attach the completed Scope of Work Checklist here.
*This section will not count toward the page limit.
WHO NEEDS A BUSINESS LICENSE?
1. Is this vendor physically located in the City of Santa Monica?
Yes (Vendor must have a City of Santa Monica business license - contact the Business License unit for the appropriate forms. Skip question 2 & continue to “ADDITIONAL REQUIREMENTS” section below)
No (Continue to the next question)
2. Does this vendor physically come into the City of Santa Monica to conduct business and/or make deliveries?
Yes(Vendor must have a City of Santa Monica Out-of City Business License. contact the Business License unit for the appropriate forms. Continue to “ADDITIONAL REQUIREMENTS” section below)
No(STOP, no license needed)
ADDITIONAL REQUIREMENTS:
If this vendor is located in or comes into the City of Santa Monica to conduct business, in addition to having a CITY OF SANTA MONICA BUSINESS LICENSE, they will be required to have insurance (see agreement for descriptions).
The business license documentation is only required from the successful Proposer.
All responses to this Request for Proposal (RFP) accepted by the City of Santa Monica (City) shall become the exclusive property of the City. All proposals accepted by the City shall become a matter of public record and shall be regarded as public, with the exception of those elements of each proposal which are defined by the contractor as business or trade secrets and plainly marked as "Trade Secret", "Confidential" or "Proprietary". Each element of a proposal which a contractor desires not to be considered a public record must be clearly marked as set forth above, and any blanket statement (i.e. regarding entire pages, documents or other non-specific designations) shall not be sufficient and shall not bind the City in any way whatsoever. If disclosure is required or permitted under the California Public Records Act, or otherwise by law, the City shall not in any way be liable or responsible for the disclosure of any such records or part thereof.
CITY OF SANTA MONICA OAKS INITIATIVE NOTICE
NOTICE TO APPLICANTS, BIDDERS, PROPOSERS AND OTHERS SEEKING DISCRETIONARY PERMITS, CONTRACTS, OR OTHER BENEFITS FROM THE CITY OF SANTA MONICA
Santa Monica’s voters adopted a City Charter amendment commonly known as the Oaks Initiative. The Oaks Initiative requires the City to provide this notice and information about the Initiative’s requirements. You may obtain a full copy of the Initiative’s text from the City Clerk.
This information is required by City Charter Article XXII—Taxpayer Protection. It prohibits a public official from receiving, and a person or entity from conferring, specified personal benefits or campaign advantages from a person or entity after the official votes, or otherwise takes official action, to award a “public benefit” to that person or entity. The prohibition applies within and outside of the geographical boundaries of Santa Monica.
All persons or entities applying or receiving public benefits from the City of Santa Monica shall provide the names of trustees, directors, partners, and officers, and names of persons with more than a 10% equity, participation or revenue interest. An exception exists for persons serving in those capacities as volunteers, without compensation, for organizations exempt from income taxes under Section 501(c)(3), (4), or (6), of the Internal Revenue Code. However, this exception does not apply if the organization is a political committee or controls political committees. Examples of a “public benefit” include public contracts to provide goods or services worth more than $25,000 or a land use approval worth more than $25,000 over a 12-month period.
In order to facilitate compliance with the requirements of the Oaks Initiative, the City compiles and maintains certain information. That information includes the name of any person or persons who is seeking a “public benefit.” If the “public benefit” is sought by an entity, rather than an individual person, the information includes the name of every person who is: (a) trustee, (b) director, (c) partner, (d) officer, or has (e) more than a ten percent interest in the entity. Therefore, if you are seeking a “public benefit” covered by the Oaks Initiative, you must supply that information on the Oaks Initiative Disclosure Form. This information must be updated and supplied every 12 months.
CITY OF SANTA MONICA LIVING WAGE ORDINANCE
Certification for Providers of Services to the City of Santa Monica
(Fiscal Year 24/25 – July 1, 2024 through June 30, 2025)
TO BE COMPLETED BY ALL CONTRACTORS PROVIDING SERVICES TO THE CITY OF SANTA MONICA IN EXCESS OF $54,200
The City of Santa Monica Municipal Code Chapter 4.65, Living Wage Ordinance (LWO), establishes a Minimum Wage of $20.32 for certain employees of contractors providing services to the City where services exceed $54,200 or more and requires that contractors also provide the same health care and other benefits to employees’ same sex spouses and domestic partners as are provided to other employees’ spouses.
An employee covered by the LWO is any person who does not actually work as a manager, supervisor, or confidential employee, and who is not required to possess an occupational license.
The Living Wage Ordinance applies the services sought pursuant to this bid and bidders are required to prepare and return the Living Wage Certification Form. If the bidder is selected, the bidder must maintain payroll records that include, at minimum, the full name of each employee providing services under the contract, job classification and rate of pay. Bids that fail to include Certification Forms may be considered non-responsive and excluded from further consideration.
Please prepare the following certification if you are a contractor engaging in a contract for services with the City of Santa Monica in excess of $54,200.
Your signature on this certification grants the City permission to review any and all payroll books and records and any company documents pertaining to the benefits offered to employees to assure your compliance with the LWO during the term of the contract.
Please direct any questions to:
City of Santa Monica Finance Department
Attention: Living Wage Compliance Section
1685 Main Street, Mail Stop 09
Santa Monica, CA 90401
You can also contact staff regarding living wage ordinance questions by e-mail at finance.mailbox@smgov.net or by phone 310-458-8281.
Please upload your completed Certificate of Compliance document here.
Please download the below documents, complete, and upload.
Please download the below documents, complete, and upload.
Please attach proof of registration in good standing with the Secretary of State of California.
Please enter the initial contract term. For example "one (1) year" or "three (3) years".
How many options to renew? For example, "five (5) options" or "one (1) option".
What is the Renewal Option Period? For example "one (1) year" or "twelve (12) months".
Q (Financial Advice - Required SEC Licensing): Section 975 of the Dodd-Frank Act requires that any entity providing financial advisory services to any local or state government must now be licensed and registered with the S.E.C. as a "Municipal Advisor" prior to providing such financial services, and that the firm be a prime contractor (ergo, the responding firm can't simply have a Municipal Advisor subcontractor on its team to satisfy this legal requirement). The specific scope of services of this RFP that apply include a) financial structuring and modeling, b) fiscal impact, c) public finance analysis, and 3) alternative financing arrangements. General Counsel of the SEC confirmed to us that the services solicited by Santa Monica fall within the scope of this federal law. The concern is that the SEC has recently taken enforcement actions against firms in the LA area that were not registered with the SEC while providing these types of financial advisory services. Will Santa Monica require respondents to comply with this federal law and be a registered Municipal Advisor, and if not, will Santa Monica protect the consultant from the fines the SEC is now levying for non-compliance?
A: Vendors must be registered with both the California Secretary of State and the Security and Exchange Commission. Please see the update to Section 3.4.C via Addendum #1.
Q (Contract Value): What is the estimated contract value for the as-needed services?
A: Contract value will vary depending on project need. It is indeterminant at this time.
Q (Project Types): What are the potential project types?
A: See Scope of Work section 3.1-3.3.
Q (Project Scope Catagories): Does the City recommend multi-disciplinary teams to propose on all three types of scope, or for each prime firm to propose on only the scope of work they are licensed for / specialize in?
A: Please submit an individual proposal for each scope of work for which you would like to be considered.
Q (Team Resumes): Are team resumes included in the 5 doubled-sided pages (10 single-sided) maximum?
A: No.
Q (Cost Proposal): In regards to page 9, Section 5.1.6 Cost Proposal*: In order to provide a total fee outlining our services we would need more information on the project and scope of services. Would the City accept an hourly fee table of our firm, as well as potential sub-consultants' hourly fees?
A: Yes. Please see Addendum #1 for updates to cost proposal language.
Q (No subject): After reviewing the response portal, we noticed that there isn’t a function for us to upload files related to Sections 1.2 – 1.6. Would it possible to allow that function (similar to Section 1.1) for those sections or provide a separate area where we can upload our full response package?
A: No.
Q (Forms): What forms would subconsultants need to fill complete.
A: No forms are required to be completed by subconsultants at the time of proposal submission.
Q (Page Limit - Multiple Scopes): For firms proposing across multiple scopes, does the 5-page limit apply per scope or to the proposal as a whole?
A: Page limit is per submittal. Please see Addendum #1 for update to Section 3.5, Submittal Requirements.
Q (Page Limit - SoW Checklist): Does the Scope of Work Checklist (Attachment D) count toward the 5-page limit, or is it submitted as a separate document outside the page count?
A: No. Please see Addendum #1 for update to Section 3.5, Submittal Requirements and Section 5, Vendor Questionnaire.
Q (Multiple Scopes): For firms proposing for multiple scopes, should relevant projects, references, and team composition be presented separately for each scope, or may a firm present a unified narrative where experience is clearly cross-referenced across scopes?
A: Yes, multiple scopes should be submitted as separate submissions. Please see Addendum #1 for update to Section 3.5, Submittal Requirements.
Q (Page Limit - Rate Schedule): Should the hourly rate schedule be included within the 5-page proposal or submitted as a separate cost proposal attachment?
A: No. Please see Addendum #1 for update to Section 3.5, Submittal Requirements and Section 5, Vendor Questionnaire.
Q (Project References): Are we able to list staff from the City of Santa Monica as project references?
A: No.
Q (Format of Submittal): Under 3.5 Submittal Requirements of the RFP, it states the proposals should be 5 pages, double-sided; but looking at Section 5. Vendor Questionnaire both in the RFP online at OpenGov, there are similar items asked for but as fields in a form. Please clarify if we are to compile the information under 3.5 as a 10-page PDF that we will upload, as well as writing narratives to enter in the form's fields under the 5. Vendor Questionnaire online.
A: See question #10.
Q (Vendor Questionnaire online): As the Vendor Questionnaire form is not yet active until we are ready to respond to the RFP, can you clarify if there are word or character limits to the online fields? Since there are page limits under 3.5 Submittal requirements, we need clarification to how much info is allowed in the online fields.
A: See question #10.
Q (Vendor Questionnaire Clarification): In the Vendor Questionnaire, questions 1.5 (Methodology / Specific Plan) and 1.6 (Cost Proposal) request project‑specific information. How should we respond given that no specific projects or scopes have been shared with us yet? Thanks.
A: Proposals should show the methodology and fully burdened hourly rates for each type of scope submitted.
Q (Page-count clarification): Could you please clarify the five, double‑sided page‑count requirement? Does this mean five total 2‑page spreads (i.e., 10 single‑sided pages)? Thank you.
A: Yes.
Q (Format of Submittal): Is the cover letter, covers + dividers excluded from the 10-page count?
A: See question #10.
Q (Submittal Requirements): Can you please clarify the Relevant Project submission requirements? Do we need 3 project examples for each letter service area under the Scope of Work (ex. A, B, C) or just for the whole Scope Category (ex. Scope 1, 2,3)? Please clarify regarding the number of references as well.
A: Only one questions per submittal permitted.
Q (Submittal Requirements): Are the submission requirements for this solicitation located in section 3.5 (pg 7) or section 5.1 (pg 8)? The items outlined in 5.1 Proposal (pg. 8 and 9) will not fit on 5 pages, along with the items in 3.5.
A: See question #10.
Q (Submittal Requirements): Please clarify how to proceed regarding the business license during this submission stage. Pg. states “The business license documentation is only required from the successful Proposer.” Do we answer N/A on OpenGov?
A: See section 5.2.1 Business License Requirements.
Q (Submittal Requirements): Is the Proposer required to include the forms in Other Required Information in the overall submission package PDF in addition to the OpenGov upload? This will exceed the 5-page requirement from Pg. 7.
A: See question #10.
Q (No subject): Regards to the limited page count, which is indicated as '5 pages double-sided' on 3.5 Submittal Requirements: how many pages are allocated for each response section.
A: There is no page allocation. See question #10.
Q (No subject): Section 5.1.6 ("Cost Proposal") calls for "proposed total fee outlining the proposal." However, this is for "as-needed" services, and "individual projects will be defined at the time of assignment in coordination with City staff" (Section 3). Please confirm that only hourly rates will be required to be responsive. Should these hourly rates reflect the three-year term and the optional additional two-year extension?
A: Only one question per submittal is permitted.
Q (No subject): There are three potential Scopes. May a Consultant be a Prime Consultant on one or more Scopes of Work, while also being a Subconsultant to another Prime on the other Scopes of Work? In such cases, may a single proposal be submitted with forms signed by each Prime -- or should they be submitted through OpenGov separately under each Prime?
A: Only one question per submittal is permitted.
Q (No subject): The current links included in the RFP appear to be inactive. Can the City upload all the required submission forms and their corresponding links (e.g. Certificate of Compliance) to the procurement portal for reference?
A: All links are active through OpenGov.
Q (No subject): Is the 5-page limit (double-sided) inclusive of all submission components such as resumes, qualifications, methodology plan, and cost proposal?
A: See question #10.
Q (Vendor Questionnaire): Section 5 Vendor Questionnaire refers to methodology, project approach, and cost proposal. Please confirm that Section 5 is an example request for proposals for individual work orders to be issued to the pre-qualified bench in the future and firms should NOT respond to Section 5 as part of this solicitation.
A: Vendors are required to respond to all questions within the Vendor Questionnaire. Please see Addendum #1 for update to Section 3.5, Submittal Requirements and Section 5, Vendor Questionnaire.
Q (Page Limit): Does the five‑page, double‑sided limit apply to the full proposal narrative excluding resumes and attachments, or to all submitted materials combined?
A: See question #10.
Q (Page limit and upload/entry type): The RFP specifies a five (5) double‑sided page limit for proposals; however, the OpenGov submission portal only allows text‑based responses and does not permit PDF uploads for several sections. Please clarify how the City would like proposers to address the page limit under this submission format.
A: See question #10.
Q (Category submission): For consultants proposing on multiple scope categories, should submissions be separate by scope or combined within the five‑page limit?
A: See question #11.
Q (Representative experience): For consultants proposing on multiple scopes of work, should three (3) comparable assignments be provided for each scope, or three (3) assignments total?
A: See question #11.
Q (Subconsultants): Are subconsultants permitted on a task‑order basis after award, or must all subconsultants be identified in the initial proposal?
A: All subconsultants must be identified in the initial proposal.
Q (Contract award): Does the City anticipate awarding contracts to multiple firms per scope, and if so, how will work be distributed among the selected consultants?
A: Only one questions per submittal permitted.
Q (Clarification on submittal requirements concerning hourly rates): Can you provide any more detail on the appropriate format for fulfilling the request for "Fully burdened hourly rates for anticipated team job classifications"? Is it sufficient to provide a list of key personnel, their areas of expertise/focus, and the hourly rates that would be associated with each of them? Or is this request to project some anticipated research teams (combinations of people) and total their rates or something more complex along these lines?
A: Only one questions per submittal permitted.
Q (Clarification on providing references): Are references mandatory for all topical areas above and beyond published outputs on relevant subject matter/focal areas? is there some further guidance on what constitutes a "reference"? In the case of our firm, many potential references could be an external funder of grant-based research rather than, e.g., a municipal official or other type of contact that might be more typically associated with a consulting contract.
A: Only one questions per submittal permitted.
Q (Page Limit): Is the page limit per scope area or in total?
A: See question #9.
Q (Submission Format): Could the City clarify the preferred format for proposal submission? Should separate proposals be attached as a 10-page maximum PDF (5 pages double-sided) in addition to the responses required in the online vendor questionnaire?
A: Only one questions per submittal permitted.
Q (Prior work with the City): While I’ve worked in real estate, in various capacities, for 30 years, I have not worked on a project on behalf of a municipality. My clients have all been private business/individuals. Out of respect for you and your team’s time, and before preparing my information, I wanted to confirm that the above will not preclude the City from considering me as a candidate. Thank you.
A: Proposers must meet all minimum qualifications to be considered.
Q (No subject): Where in the OpenGov response portal should the PDF submittal be uploaded and how should it interface with the vendor questionnaire (Sections 5.1.1 - 5.1.6)?
A: Please see addendum #1 for clarifications to 3.5 Submittal Requirements and Section 5. Vendor Questionnaire.
Q (No subject): Can you confirm that we should provide only hourly rates and reimbursable expenses for the cost proposal?
A: Yes.
Q (No subject): In section 5.1.6, the RFP says: "The Consultant should also indicate what percentage of the scope of work is expected to be completed by each individual or pay classification included in fee proposal." Given that the scopes of potential task orders are not defined in detail, how would you like us to address this in our submission?
A: See question #16.
Q (No subject): In paragraph 2 of section 7.2, the RFP says: “If you wish to request changes to the contracting forms, you must do so during the proposal process” In what format should we request these changes and where should these be submitted in the OpenGov response portal?
A: Only one question per submittal is permitted.
Q (No subject): In paragraph 2 of section 7.2, the RFP says: “The city requires compliance with several other policies and ordinances, proposing consultants will need to complete these Exhibits and submit with their Proposal.” Can you confirm that the “Exhibits” referenced here are those in Section 5.2 of the vendor questionnaire?
A: Yes.
Q (No subject): We are unclear about how to respond to “Section 5.1.5 - Methodology / Specific Plan,” given that this is an on-call contract. Can you clarify how we should address the requirements under this section, and if/where we should include this text in our PDF submittal?
A: Please see addendum #1 for update to Section 5.1.5 where "Specific Plan" has been replaced with "Approach."
Q (No subject): For the PDF submittal, can you confirm a page limit of 10 letter-size pages, and can you clarify whether Covers, Resumes, Table of Contents, and Dividers count towards this page limit?
A: See question #10.
Q (Section 5.1.6): Section 5.1.6 requests a 'proposed total fee.' Since this is an as-needed contract without a defined project scope, could the City clarify if the 'total fee' should be based on a hypothetical scenario, or if the 'fully burdened hourly rates' requested in Section 3.5 will serve as the cost proposal?
A: See question #16.
Q (No subject): Are the items described under 5.1 Proposal the same as the items listed under 3.5 Submittal Requirements (i.e. are the items under 5.1 Proposal simply a more detailed description of the items under 3.5)?
A: See question #10.
Q (Clarification on Proposal Page Limit and Alternative Contract Language): Section 8.21 (p. 18) states that any proposed alternative language to the Professional Services Agreement must be included in the proposal along with a brief discussion of its purpose and impact. Given the 5-page limit for the main proposal specified in Section 3.5 (p. 7), could the City clarify if these technical legal exceptions and the "complete set of additional terms" mentioned in Section 8.22 can be provided as a separate attachment, or must they be contained within the 5-page response?
A: Proposed alternative language must be contained within the page limit.
Q (No subject): Does the full 2-page Attachment D Scope of Work Checklist need to be included in the 5-page submission if a firm is only pursuing Scope 1 (which is on the first page of the attachment) - i.e. can the firm only submit page 1 of the Attachment since that pages covers the scope being pursued?
A: See question #10.
Q (No subject): Is the 5.1.1 Letter of Transmittal the same item as Cover Letter listed under 3.5?
A: Yes. Please see Addendum #1 for update to Section 3.5, Submittal Requirements and Section 5, Vendor Questionnaire.
Q (No subject): Section 3.5 (Submittal Requirements) specifies a 5-page double-sided limit and lists required components; but 'Methodology / Specific Plan' is not included in that list. Section 5.1.5 (Vendor Questionnaire) identifies the 'Methodology / Specific Plan' as a required response. Does the Methodology / Specific Plan narrative need to fit within the 5-page limit defined in Section 3.5?
A: See question #10.
Q (No subject): Does a cover count toward the 5-page limit?
A: See question #10.
Q (No subject): Would relevant projects (up to 3) be expected / required to go under 5.1.2 Qualifications or 5.1.4 Assignment References?
A: Relevant projects should be submitted in 5.1.1.
Q (No subject): Do the assignment references requested for 5.1.4 Assignment References need to be associated with the “Relevant projects (up to three for each scope)” required under section 3.5 of the RFQ, or can the references be for different projects?
A: See question #10.
Q (No subject): The OpenGov portal includes text boxes for proposers to enter responses to items under section 5 Vendor Questionnaire in the RFQ. However, section 3.5 of the RFQ requests a (max) 5-page submission covering most of the items listed under section 5 Vendor Questionnaire. Should responses be submitted as a 5-page PDF, or should responses be submitted only using the text boxes in the OpenGov portal?
A: Questions requiring uploads should be responded to with uploaded documents, and questions requiring text boxes should be responded to with text. See Addendum #1 for updates to the vendor questionnaire.
Q (Potentially conflicting language around costs/budget materials): The materials include language that sounds like cost/budget materials would be only high level and provisional in nature (e.g., section 3.5 “Fully burdened hourly rates for anticipated team job classifications”). But in other places it sounds as if there needs to be some kind of full budget provided ("5.1.6 Cost Proposal Provide a proposed total fee outlining the proposal and identify the hourly fee schedule for all personnel to be involved in the project. The hourly rates should include fringe benefits, indirect costs and profit. The Consultant should also indicate what percentage of the scope of work is expected to be completed by each individual or pay classification included in fee proposal. Additionally, if applicable, a schedule of reimbursable expenses should be included." Also language indicating an explicit scoring structure for cost.) Given that the nature of the potential work is only specified in the most broad outlines, it doesn't seem feasible to provide any sort of detailed cost breakdowns, even including what combination of personnel might work on what subheading from each scope. Can you please clarify how much cost detail is expected and, if the level of detail is fairly high, how an applicant should go about benchmarking some relevant level of effort to provide something that might the comparable across applicants when it appears that applicants can apply to as many or as few of the scopes as appropriate?
A: See question #16.
Q (No subject): Section 3.5 (submittal requirements ) states that proposals should be a maximum of 5 pages, with a bullet list of requirements. Section 5 Vendor Questionnaire provides additional requirements for the proposal including a project methodology and deliverables, as well as a cost proposal including a total fee. Given this proposal is for as-needed services without a specific Task Order at present, could you clarify if all the items listed under Section 5.1 are needed for this proposal response, and if the 5 pages double-sided page limit applies to all of that?
A: See question #10.
Q (No subject): Similarly, evaluation criteria includes Cost. Given there is no Task Order with a specific fee identified, could you clarify how this may be evaluated?
A: See section 6.2 Cost Evaluation Criteria.
Q (No subject): Does a proposal cover page count in the page limit?
A: See question #10.
Q (No subject): Currently the hyperlinks embedded in the RFP show up as an error page on the browser. Could these links please be re-shared as downloadable attachments, new hyperlinks or PDF copies of forms and certificates required for submittal?
A: Links are accessible in OpenGov, our required platform. If accessing the solicitation outside of OpenGov, the links are not available.
Q (No subject): Are proposal forms needed from both Prime and Sub consultants?
A: Proposal forms are required from the Prime upon submission but would only be required by sub consultants upon award.
Q (No subject): Will the City use a rotation-based system, mini-RFPs, or direct selection when assigning task orders?
A: No.
Q (No subject): Will task orders be issued competitively among the pre-qualified pool, or directly to a selected consultant?
A: Task Orders are not contemplated in this RFP. As Needed Services will directly utilize the selected consultant(s).
Q (No subject): Can the City clarify typical deliverables (e.g., memos, reports, visualizations)?
A: This may differ for each scope, but typical deliverables may include: memos, reports, visualizations, graphics, plans, analyses, pro-formas, etc. See Addendum #1 for update to Section 3, Scope of Work.
Q (No subject): What is the expected level of detail for planning vs. concept design vs. implementation support? (Specific to Scope 1)
A: Detail will vary depending on the work required. A wide range is anticipated.
Q (No subject): What level of community engagement is anticipated (facilitation vs. full strategy + implementation)?
A: See question #66.
Q (No subject): What roles will be performed by City staff vs. consultants? Will consultants be expected to lead initiatives, or primarily support staff-led efforts?
A: Only one questions per submittal is permitted.
Q (No subject): Will the City select a fixed number of firms per scope for the bench, or is the list open-ended?
A: See section 7.2. Contract Award and Execution.
Q (No subject): For Section 5.1.5 (Methodology / Specific Plan), can the City clarify the expected level of specificity to be included given that this is an as-needed, on-call contract with task orders defined after award? Is the intent for respondents provide a general approach to service delivery?
A: Only one questions per submittal is permitted.
Q (No subject): Does the methodology count toward these page limits? They are asking for a specific plan for each scope of work?
A: Only one questions per submittal is permitted.
Q (No subject): How should we show percentage of the scope of work to be completed by each individual for an on-call?
A: No percentage is required. See addendum #1 which updates the language in 5.1.6, Cost Proposal.
Q (No subject): Is this RFP relevant to any specific properties or neighborhoods in the City?
A: The RFP is relevant to the City of Santa Monica.
Q (No subject): Do the Prime’s subs contract with the Prime or City?
A: The sub will contract with the Prime, but are subject to all City requirements.
Q (No subject): Do subs need to meet the same requirements are the Prime?
A: Yes.
Q (No subject): Do you have an estimated budget range for the various task orders or an annual cumulative budget?
A: See question #2.
Q (No subject): Regarding Environmental Analysis for CEQA – are you looking for expertise in bringing a project through that process, or just general knowledge of the various aspects of CEQA and our ability to contribute to individual elements?
A: General expertise is desired.
Q (No subject): Under 5.1.6 Cost Proposal, it is difficult to provide a total fee without knowledge of the scope of work. Will a standard hourly rate schedule suffice?
A: See question #16.
Q (Section 5.1.5 — Methodology/Specific Plan): Section 5.1.5 asks proposers to include deliverables, milestones, assumptions, potential risks, hours of coverage, response times, and escalation procedures. Because this is an as-needed contract, many of these elements will depend on project scope not yet defined. What level of detail does the City expect in this section?
A: A general overview of the types of work products you anticipate per scope of work is sufficient.
Q (Subconsultants): Must proposals include a list of recommended subconsultants? If so, are there particular disciplines the City expects to see represented?
A: Only one questions per submittal is permitted.
Q (Section 5.1.6 — Cost Proposal): Section 5.1.6 asks for a "proposed total fee" and a breakdown of the percentage of work expected from each pay classification. Because this is an as-needed contract, a total project fee cannot be determined in advance. Please clarify what the City expects proposers to provide in this section.
A: See question #16.
Q (Submission Format and Page Limit): The RFP states proposals are limited to five pages, double-sided, but the OpenGov portal also includes designated fields for each response. Should proposers upload a PDF in addition to entering responses directly in the portal? Please also clarify whether the page limit is five pages of content or ten sides total.
A: See question #10.
Q (Planned Initiatives): Does the City have specific budgeted or planned initiatives it intends to address through this contract?
A: No.
Q (Number of Awards and Contract Value): How many firms does the City anticipate awarding contracts to? Is there a maximum contract value per awarded firm?
A: Only one question per submittal is permitted.
Q (Prior Contracts): Has the City previously contracted for as-needed services in these disciplines? If so, can the City share the names of previously selected firms?
A: Only one question per submittal is permitted.
Q (No subject): On page 7 of the RFP under 3.5 Submittal Requirements is says: “Proposals should be a maximum of 5 pages, double-sided.” And then lists: Cover letter, Scope of Work Checklist (Attachment D), Project team composition (for each scope), Relevant projects (up to three for each scope), References (up to three for each scope), and Fully burdened hourly rates for anticipated team job classifications. But on the following page under 5. Vendor Questionnaire (and in the Vendor Questionnaire in the online portal), it asks that these things be uploaded separately or answers typed directly into the online portal. QUESTION: Can you explain how the “maximum of 5 pages, double-sided” applies to these separate answers in the Vendor Questionnaire?
A: See question #10.
Q (No subject): There doesn’t appear to be anywhere in the Vendor Questionnaire to upload Attachment D. Scope of Work Checklist. Can you explain where this item should be included?
A: Per Addendum #1, Section 5.1.7. Scope of Work Checklist added in Vendor Questionnaire.
Q (No subject): In the Vendor Questionnaire under 1.3 “Key Personnel” it asks that we include resumes of key personnel and provides a place to type in a response. Is there somewhere that these resumes can be uploaded separately?
A: See Addendum #1 for updates and clarification to section 5, Vendor Questionnaire.
Q (No subject): In the Vendor Questionnaire under 1.5 it asks for Methodology/Specific Plan and asks that we “Describe your understanding of the project and approach. Include deliverables, milestones, assumptions, and identify potential risks that could delay the project.” And then asks that we type in a response. However, since this is a request for on-call services with no particular defined projects, this information is not available at this time. QUESTION: Would it be acceptable for us to answer only those parts of this question that are relevant to our understanding of the on call services being requested and a general approach to providing those services without specific details about deliverables, milestones, etc.?
A: A general overview of the types of work products you anticipate per scope of work is sufficient
Q (No subject): In the Vendor Questionnaire under 1. 6 Cost Proposal, in addition to our fee schedule and our schedule of reimbursable expenses, it asks that we “indicate what percentage of the scope of work is expected to be completed by each individual or pay classification included in fee proposal.” However, since this is a request for on-call services with no particular defined projects, this information is not available at this time. QUESTION: Is it acceptable for us to include only our proposed fee schedule and schedule of reimbursable expenses?
A: See question #16.
Q (Hourly Rate Increases): We understand the initial contract term is for (3) years. Will the City allow hourly rate increases during this time?
A: See section 2. Term.
Q (Hourly Rates Increases): If awarded a contract extension, will hourly rates increases be allowed at that time?
A: See section 2. Term.
Q (Digital Submission): Confirming the City wants digital submission of proposal only, no hard copies?
A: Only digital submissions are accepted.
Q (Clarifying question about projects/quals): Given the double-sided 5-page limit, please confirm that it is acceptable to present qualifications projects/experience in a concise detailed tabular format rather than full narrative case studies.
A: Yes.
Q (Registration with Secretary of State): For out-of-state firms, is registration with the California Secretary of State required at the time of proposal submission, or only prior to contract award?
A: See section 3.4. Minimum Vendor Requirements.
Q (No subject): In Section 5.1.6 Cost Proposal, the document states that "The Consultant should also indicate what percentage of the scope of work is expected to be completed by each individual or pay classification included in fee proposal." Since there are no specific projects yet, just the invitation to be on-call, can we submit just the hourly rates per team member?
A: See question #16.
Q (No subject): The 5.15 Methodology/Specific Plan section seems to be suited to a specific project--again, it's not possible to "include deliverables, milestones, assumptions, and identify potential risks that could delay the project" when there is no specific project. May we consider this section to not be relevant to this proposal?
A: See question #89, and Addendum #1 for updates to Section 5, Vendor Questionnaire.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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