SLED Opportunity · CALIFORNIA · WEST SACRAMENTO CAPITAL PROJECTS - CONSTRUCTION
AI Summary
The City of West Sacramento seeks architectural and structural engineering consulting services for designing a rooftop access and safety platform system at City Hall. Proposals are due by March 31, 2026, under this RFP issued by West Sacramento Capital Projects - Construction.
STATEMENT OF PURPOSE
The City of West Sacramento is soliciting proposals from qualified firms or individuals ("Proposer") to provide architectural and structural engineering consulting services for the evaluation, design, and preparation of construction documents for a rooftop access and safety platform system at City Hall (third floor roof). More details on the City's needs for this work are provided in the Scope of Work.
Each qualified Proposer is to submit a proposal in conformity with the terms of this Request for Proposal ("RFP") by the deadline below ("Proposal"). The Proposer selected by the City pursuant to the terms of this RFP and the City's contracting procedures, if any is selected, is referred to herein as "Contractor."
SYNONYMOUS TERMS
Unless the use indicates otherwise, as used throughout this bid and its attachments, the following terms are synonymous:
a. Firm, Consultant, Supplier, Vendor, Contractor, Successful Bidder, Offeror
b. Purchase Order, Contract, Agreement
c. Services, Work, Scope, and Project
d. Pricing proposal/sheet, Cost proposal/sheet, Rate table/sheet
The West Sacramento is a vibrant riverfront community in Northern California, sharing the Sacramento River with the Sacramento and serving as home to the Port of Sacramento via the deep-water ship canal. Incorporated in 1987, the City spans approximately 22 square miles and is home to just over 55,000 residents. West Sacramento operates under a Council/Manager form of government and is committed to delivering high-quality municipal services, maintaining public infrastructure, and investing in facilities that support both civic operations and community engagement.
Located at 1110 West Capitol Avenue, the West Sacramento City Hall Galleria serves as the heart of the City Hall complex and a focal point for civic life, providing an open and accessible venue for public meetings, community gatherings, and cultural events. The facility houses administrative offices and critical building systems that support daily governmental functions. As a publicly accessible and highly utilized civic building, maintaining safe and reliable building infrastructure is a priority for the City to ensure operational continuity and public safety.
To support ongoing building operations, routine maintenance, and future mechanical equipment replacement needs, the City is evaluating the feasibility of installing a rooftop access and safety platform system at City Hall (third floor roof). The proposed improvements will provide safe and code-compliant access to existing rooftop mechanical equipment, including air handling units, condensers, and heat pumps serving AHU-1 through AHU-4. The project will involve the design of elevated platforms, stairs, guardrails, and fall protection/tie-off anchor provisions, coordinated with the existing roof membrane, building structure, and mechanical systems. Through this Request for Proposals, the City seeks qualified architectural and structural engineering consulting services to deliver a comprehensive, constructible design that enhances safety, meets applicable building and OSHA standards, and supports long-term facility maintenance.
BID WALK IS OPTIONAL
Attendance at the 'Big Walk' is now Optional. Bidders will not be disqualified for non-attendance.
All bidders are held to the same standard of knowledge regardless of attendance
Please use the See What Changed link to view all the changes made by this addendum.
Notice to Bidders
This Addendum forms a part of the Contract Documents and modifies the original Request for Proposals (RFP). Bidders shall acknowledge receipt of this Addendum in their proposal to avoid disqualification.
1. Revisions and Clarifications 1. Removal of Aerial View File
The previously provided aerial view file has been removed from the Contract Documents.
The image sourced from Google Earth does not accurately reflect current rooftop conditions, including recent roof upgrades and equipment layout.
2. Updated Rooftop Equipment Photos
Additional rooftop photographs have been provided to better illustrate existing conditions.
These images more accurately depict:
Current rooftop mechanical equipment layout
Areas where platforms, stairs, and guardrails are anticipated
Bidders shall utilize these photos for reference in developing their proposals.
3. Updated Rooftop Marking Exhibit
A revised rooftop marking exhibit has been provided showing:
Updated equipment locations
Approximate areas requiring access improvements
The total estimated length of access improvements is approximately 200 linear feet.
UPDATED DRAWING OF HVACS AND PICTURES
Attached is a more updated marking of the location of the desired railing and stairs approximately 600sf.
Demonstrated experience designing rooftop access platforms, elevated steel systems, stairs, guardrails, and fall protection systems.
Experience with retrofit projects on occupied public or commercial buildings.
Familiarity with structural anchorage design and roof membrane coordination.
Experience working with municipal or public agency clients
Demonstrated understanding of the City Hall rooftop conditions and operational constraints.
Approach to coordinating architectural, structural, and mechanical systems.
Methodology for ensuring OSHA compliance, fall protection, and building code requirements. (Risk Management)
Strategy for minimizing impacts to ongoing building operations. (ensuring leak protection, reduce damage to structure, additional layers of protection/safety, nuances in operations that are outside the regular facilities processes )
Qualifications and experience of key personnel (Project Manager, Architect, Structural Engineer).
Clarity of roles and responsibilities.
Availability and commitment of proposed team members.(right skillsets for the right job)
Strength of subconsultants, if applicable.
Proposed project schedule and ability to meet City timelines.
Quality control procedures.
Communication plan and responsiveness.
Approach to cost estimating at each milestone.
Total not-to-exceed fee.
Clarity and completeness of fee breakdown by phase.
Reasonableness of proposed hours and staffing.
Demonstrated understanding of cost control and value engineering.
Note: Fee will not be the sole determining factor but will be considered in conjunction with qualifications.
Experience providing construction administration/support for similar projects.
Approach to submittal review, RFIs, and field coordination.
Experience supporting public bidding processes.
Record of successful project delivery for municipal clients.
Please confirm that you have read and met all of the Proposal Requirements.
Please download the attached 2024 version of the W-9 form, complete, and upload.
Please enter the full legal company name and any other business names related to this proposal registered with the Secretary of State to conduct business in the State of California.
Please confirm your form of business.
Please provide your Contractors License #, if applicable.
Please upload all of the following Proposal Documents here and in the following order, WITHOUT any Cost Proposal documents.
Please upload ONLY your Cost Proposal documents here. The Cost Proposal must be uploaded separately from the rest of the proposal.
The bidder acknowledges that a Cost Proposal must be completed using the electronic pricing table provided in the City’s e-Procurement Portal. The bidder further acknowledges that all pricing and related costs will be based solely on the information entered in the electronic pricing table. The City will not be responsible for any errors, omissions, or discrepancies contained in any additional or supplemental pricing documents submitted by the bidder.
Please upload your entire Proposal response documents here, including any pricing information.
If the Proposer seeks any contract modifications, they must upload a redlined version of the contract provided in the Attachments, clearly identifying the specific language at issue and the proposed revisions in a Word document.
If no modifications are submitted, this question may be skipped and no upload is required. In the absence of any submission, the Proposer will be deemed to have accepted the Contract terms in full and to be capable of performing the Scope of Work, along with all related managerial responsibilities, without reservation.
The Proposer acknowledges the City's insurance requirements and endorsements as outlined in the Insurance Checklist in Attachments. Any Proposal unable to meet the Insurance Checklist requirements shall be considered nonresponsive and ineligible for Contract award.
Proposer shall be required to provide proof of requisite insurance prior to Contract execution. Failure to do so shall be just cause for forfeiture of the Proposal guaranty and/or rejection of the Proposal.
The City performs a SAM.GOV verification check to confirm debarment status. Please download the attached document, complete the form, and upload.
A unique entity identifier is requested for contracts greater than $25,000 or funded with Federal dollars. Your entity may register for a unique entity identifier on SAM.GOV at the following link https://sam.gov/content/entity-registration.
For all other proposers, the completed form is sufficient.
Proposers responding to federally funded projects must register on SAM.gov and provide proof of registration.
On April 4, 2022, the unique entity identifier used across the federal government changed from the DUNS Number to the Unique Entity ID (generated by SAM.gov). Please supply SAM.gov Unique Entity ID number.
If you have applied for your SAM.gov registration, but have not yet been issued a SAM.gov Unique Entity ID number, please type "Applied." https://sam.gov/content/entity-registration
For proposers responding to federally funded projects exceeding $100k, please download the below documents, complete, and upload.
Please upload additional documentation required by this RFP here as well as any additional documentation that you feel would be a value to your submitted proposal. For example: Awards, Licenses, etc.
Please provide the name, title and email address of the authorized contract signer.
Please provide the estimated value of this project. Please note that this should be the total value of the contract, including initial term, but not including any optional extensions.
Please confirm if you would like to state the estimated project value on the solicitation.
Please indicate if this has already been included in the fiscal year budget.
If this project is expecting to come in over the Council approved budget, please provide a general estimate of additional funding that may be needed.
Please provide the cost center (fund-activity-object code) intended to fund this project. Please note that this must be completed as we perform review of the solicitation and any legal costs related to review will also be billed to this cost center.
Please indicate the work that will be provided under this project.
Please select the contract template that corresponds with your services and funding.
Please select the contract template that best suits your funding source.
Procurements over $50k that were not approved by Council in the Fiscal Year budget, or Procurements surrounding policy considerations will require Council approval.
If procurement is over $50k or a new request that was not approved as a line item in the Fiscal Year budget, please indicate the anticipated Council date.
If this was approved in the Fiscal Year budget, you may skip this question.
Please provide the name of any Grant funding that will be applied to this project and attach to the solicitation in Scope of Work
Please forward any Grant documentation to the Purchasing Manager.
Is this project subject to LAPM requirements?
Will this project use Federal Funds or provide a City Match to Federal Funds?
Please indicate any Grant Funds or funding requirements for this project.
Please advise if this is a Federally assisted Department of Transportation project, and subject to Disadvantaged Business Enterprise requirements.
Please note that an independent cost estimate must be completed for any Federal projects over $200k. Please save a copy of the independent cost estimate to the attachments page as an internal attachment.
Federally funded projects require bid advertisement.
Please confirm that the project must be advertised as required and ensure proof of publication is included as an the internal attachments in OpenGov to be saved to the procurement file.
Davis-Bacon Federal Prevailing wage rates are required on Federal projects and a copy of the wages must be attached to the solicitation at time of release. 10 days PRIOR to close date, you must check to see if the wages have been updated. If they have been updated, a new copy of the revised rates must be posted in an addendum and included in the contract before execution.
The payment of federal prevailing wage rates on federal-aid contracts is derived from the Davis-Bacon Act of 1931 and is prescribed by 23 USC 113. Contractors and subcontractors must pay laborers and mechanics employed directly upon the site of the work at least the locally prevailing wages (including fringe benefits) for the work performed.
Please confirm you will upload the applicable federal prevailing wage documents for inclusion in the solicitation.
The federal prevailing wage rates are available directly from the System for Award Management (SAM) Home Page at https://sam.gov/content/wage-determinations and may be uploaded to the attachments section of the solicitation or released as an addendum.
More information regarding Davis Bacon can be found below: https://www.dol.gov/agencies/whd/government-contracts/construction/faq
The non-Federal entity must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible. (2 C.F.R. § 200.321
The following affirmative steps must be taken to include and solicit small and minority businesses, women’s business enterprises, and labor surplus area firms?
Please indicate which steps will be taken and save all documentation.
Would you like one response document, or separate proposal and pricing documents? Please note that for sealed bids, cost proposals should be kept separate and can be opened at any time.
Please indicate if you would like to use the system electronic pricing table for costs to be completed by vendor and compared automatically. The system has the ability to auto tabulate for easy comparison and ensure there are no errors in manual calculations or copy and paste.
This is useful if you have items for comparison that can be organized by tasks, items, or any other comparable metric. Excel tables can also be uploaded using the system generated column formatting.
If you do not use the electronic pricing table, Cost proposal documents may be uploaded separately by Vendor and reviewed outside of the system.
Is this a Public Works project or project subject to prevailing wages?
CA prevailing wage applies to the “Construction, alteration, demolition, installation, or repair work done under contract and paid in whole or in part out of public funds” or a “public work.”
DIR web site: https://www.dir.ca.gov/public-works/publicworks.html
If so, additional language will populate related to use of Virtual Project Manager software.
Will this project be for landscaping services, janitorial services, or food service products? If so, additional language must be included in both the solicitation and subsequent contract to abide by SB1383 requirements.
Please list your proposal page limit in the following format:
twenty-five (25)
Q (Page count): Will proposal cover and back cover, table of contents and page dividers count towards the maximum page count?
A: Yes it will
Q (Walkable Service Platforms): Please confirm preferred locations for walkable service platforms and stairs to better judge overall project requirements based on site walk.
A: Please see Addendum 1.
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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