Desert Willow Golf Course Improvements

The City of Palm Desert (“City”) is requesting proposals from qualified firms (“Proposers”) Desert Willow Golf Course Improvements (“Services”) to establish a three-year term Professional Services Agreement ("Agreement").

To serve and promote the welfare of its residents, the City intends to procure the Services, as described in this solicitation.

Desert Willow Golf Resort is a City-owned facility that has identified several landscape and golf course improvement opportunities, including enhancements to the practice putting greens, bunkers, driving range, and other areas of the facility. The City is seeking to contract with a qualified landscape or golf course architecture firm to provide professional design services, prepare construction documents, and assist with construction-phase support for these improvements.

Background

The City is a charter city located in the Coachella Valley in Eastern Riverside County, within the low desert region of Southern California. The City is home to approximately 50,000 full-time and an additional 32,000 seasonal residents. Palm Desert offers big-city resources within a welcoming, small-town environment, with high-quality educational opportunities, safe and clean streets, extensive retail and entertainment options, and a robust community programming. Widely considered the geographical, educational, and retail hub of the Coachella Valley, Palm Desert was incorporated in 1973 and operates under a council-manager form of government with a five-member City Council elected by district, each serving a four-year term. The City Council meets on the second and fourth Thursdays of the month at Palm Desert City Hall, 73-510 Fred Waring Drive.

Project Details

• Reference ID: 2026-RFP-040
• Department: PW - Operations & Maintenance
• Department Head: Randy Chavez (Director of Public Works)

Important Dates

• Questions Due: 2026-07-22T00:00:00.000Z
• Answers Posted By: 2026-07-29T00:00:00.000Z
• Pre-Proposal Meeting: 2026-07-14T16:00:00.000Z — https://palmdesert.zoom.us/j/86997232120

Evaluation Criteria

• Firm Qualifications and Multidisciplinary Experience (20 pts) —

  Experience of the firm providing professional landscape architecture and engineering services for projects similar in scope and complexity. Evaluation will consider demonstrated experience in civil engineering, geotechnical engineering, landscape architecture, electrical/lighting design, grading, and site development.

• Project Team and Technical Expertise (20 pts) —

  Qualifications, licenses, and experience of the proposed project team and subconsultants. Evaluation will consider the team’s ability to provide the required disciplines including civil engineering, geotechnical engineering, landscape architecture, electrical engineering, and related technical services, and their experience working collaboratively on similar projects.

• Relevant Project Experience and Quality of Work (20 pts) —

  Demonstrated success on similar projects involving conceptual design, preparation of Plans, Specifications, and Estimates (PS&E), and support during bidding and construction. Evaluation may consider quality of submitted renderings, plans, drawings, and completed project examples.

• Project Understanding and Technical Approach (20 pts) —

  Demonstrated understanding of the project goals and site conditions, and the proposer’s methodology for completing Task I (Conceptual Design), Task II (Construction Documents), and Task III (Bidding and Construction Support).

• Project Schedule and Responsiveness (10 pts) —

  Ability to meet the City's anticipated timeline and maintain responsiveness throughout the project.

• Cost Proposal (10 pts) —

  Reasonableness and competitiveness of the proposed fee structure and overall cost for completing the Scope of Services.

Submission Requirements

• Proposal (WITHOUT COST) (required) —

  Proposals shall be clear, concise, and organized in the order outlined below. Proposals must provide sufficient information to allow the City to evaluate the proposer’s qualifications, experience, approach, and ability to successfully complete the requested services. All required proposal materials shall be submitted through OpenGov in accordance with the instructions provided in this RFP. 

   1. Cover Letter

  The proposal shall include a cover letter signed by an individual authorized to bind the firm contractually. The cover letter shall include, at a minimum:

  • A brief introduction to the firm including a summary of the firm's general qualifications.
  • Identify the individual(s) name, address, telephone number, and email address authorized to negotiate Agreement terms and compensation.
  • An executive summary demonstrating the firm's understanding of the project and of the specific approach which will be used to deliver the scope.
  • A statement confirming the firm’s ability and commitment to complete the requested services within the anticipated project schedule.

  2. Firm Qualifications and Experience

  The proposal shall describe the firm’s qualifications and relevant experience which specifically addresses the firm's experience with similar as described in this RFP. 

  At a minimum, this section shall include:

  • Overview of the firm, including years in business, office location(s), and areas of specialization.
  • Experience with golf course, golf practice facility, sports facility, resort, public facility, or comparable landscape improvement projects.
  • Experience providing services for public agencies.
  • Demonstrated experience preparing conceptual designs, construction documents, cost estimates, phasing recommendations, and construction support services.
  • Description of the firm’s familiarity with applicable codes, standards, permitting requirements, accessibility requirements, and environmental review processes.
  • Identification of any unique qualifications that make the firm well suited for this project.

  3. Project Team

  The proposal shall identify the proposed project team, including the project manager, key personnel, and any subconsultants. The proposal shall clearly define each team member’s role and area of responsibility as well as your firm's capacity to provide additional personnel as needed.

  This section shall include:

  • Organizational chart showing the proposed team structure.
  • Resumes or professional biographies for key personnel.
  • Relevant licenses, certifications, and registrations.
  • Identification of the primary point of contact for the City.
  • Description of the project manager’s experience managing similar projects.
  • Availability and capacity of the proposed team to complete the work within the anticipated schedule.
  • Identification of any work proposed to be performed by subconsultants.

  4. Project Understanding and Approach

  The proposal shall describe the proposer’s understanding of the project goals, site considerations, anticipated challenges, and desired outcomes. This section should demonstrate the proposer’s understanding of Desert Willow Golf Resort as a City-owned public golf facility and the importance of maintaining a high-quality guest, golfer, and instructional experience.

  At a minimum, this section shall include:

  • Understanding of the requested improvements at the Desert Willow Golf Academy and Desert Willow Golf Resort practice tee area.
  • Proposed approach to evaluating design options for the putting green, practice target greens, driving range tee, practice features, cart paths, site circulation, turf recovery, tee rotation, slopes, and potential artificial turf options.
  • Approach to coordinating with City staff, Desert Willow Golf Resort staff, and other stakeholders.
  • Approach to balancing project quality, operational needs, constructability, maintenance requirements, budget, and phasing.
  • Approach to identifying potential environmental, utility, drainage, accessibility, and permitting considerations.
  • Proposed strategy for developing conceptual alternatives, cost estimates, construction documents, and bid-ready plans and specifications.

  5. Scope of Work and Work Plan

  The proposal shall include a detailed work plan describing how the proposer will complete the services identified in the Scope of Services. The work plan should be organized to correspond with the major project tasks:

  • Task I – Preliminary Planning and Conceptual Design
  • Task II – Construction Documents
  • Task III – Bidding and Construction Support

  The work plan shall describe proposed tasks, deliverables, meetings, review points, coordination efforts, and assumptions. The proposer should also identify any recommended modifications, additions, or optional services that may improve the project outcome. Any optional services shall be clearly identified and priced separately in the sealed fee proposal.

  6. Schedule

  The proposal shall include a proposed project schedule demonstrating the proposer’s ability to complete the work within the City’s anticipated timeframe. The schedule shall identify key milestones, including but not limited to:

  • Project kickoff
  • Site review and data collection
  • Conceptual design development
  • Preliminary cost estimate
  • City review milestones
  • Final conceptual design
  • Environmental review, if applicable
  • Construction document preparation
  • Plan check and revisions
  • Final construction documents and specifications
  • Bidding support
  • Construction support

  The schedule should also identify proposed review durations, major decision points, and any assumptions regarding City review, environmental review, permitting, bidding, or phased construction.

  7. Comparable Projects and References

  The proposal shall include a minimum of three comparable projects completed within the past ten years. Comparable projects may include golf course improvements, golf practice facilities, resort landscape improvements, public recreational facilities, sports facilities, or similar design and construction document projects.

  For each project, include:

  • Project name and location.
  • Client name.
  • Client contact person, telephone number, and email address.
  • Project description.
  • Services provided by the proposer.
  • Role of proposed key personnel, if applicable.
  • Project completion date.
  • Construction cost or estimated construction cost.
  • Description of relevance to this project.

  8. Quality Control and Cost Management

  The proposal shall describe the firm’s quality control process and approach to managing project costs. This section shall include:

  • Quality assurance and quality control procedures for design documents, technical studies, plans, specifications, and estimates.
  • Approach to coordinating work among disciplines and subconsultants.
  • Approach to preparing reliable construction cost estimates.
  • Strategy for evaluating design alternatives against available budget.
  • Approach to identifying constructability issues early in the design process.
  • Approach to minimizing change orders caused by errors, omissions, or lack of coordination.

  9. Construction Support Experience

  The proposal shall describe the firm’s experience providing bidding and construction-phase support services. This section shall include experience with:

  • Responding to bidder questions.
  • Preparing addenda.
  • Attending pre-bid and pre-construction meetings.
  • Reviewing submittals and shop drawings.
  • Responding to Requests for Information.
  • Preparing plan revisions or clarifications.
  • Supporting change order review.
  • Conducting site visits or field observations.
  • Assisting public agencies during construction.
• Fee Proposal (required) —

  Please provide a lump-sum, not-to-exceed fee proposal for the scope of Services. The fee proposal shall include hourly rates for all personnel for “Additional Work” (as such term is defined in the proposed Agreement attached herein).

• Bid Guarantee (required) —

  IF SUBMITTING AN ORIGINAL BID BOND: Please download the Bid Bond Form under #Attachments, and Mail or hand deliver in a sealed and labeled envelope including the Project Number, Project Title, and Project Due Date visible on the outside of the envelope to the City Clerk's Office located at 73-510 Fred Waring Drive, Palm Desert, CA 92260 before the bid submittal deadline.

  IF SUBMITTING CASH OR CASHIER'S CHECK: Mail or hand deliver in a sealed and labeled envelope including the Project Number, Project Title, and Project Due Date visible on the outside of the envelope to the City Clerk's Office located at 73-510 Fred Waring Drive, Palm Desert, CA 92260 before the bid submittal deadline.

  IF SUBMITTING AN E-BID BOND: follow E-Bid Bond instructions.

• E-Bid Bond —

  Please enter your Bid Bond information from Surety2000 below ONLY IF YOU ARE NOT SUBMITTING A HARD COPY BID BOND, CASH, OR CASHIER'S CHECK.

• Non-Collusion Declaration (required) —

  The undersigned declares:

  I am an authorized representative of my company, the party making the foregoing Bid, to certify the following.

  The Bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The Bid is genuine and not collusive or sham. The Bidder has not directly or indirectly induced or solicited any other Bidder to put in a false or sham bid. The Bidder has not directly or indirectly colluded, conspired, connived, or agreed with any Bidder or anyone else to put in a sham bid, or to refrain from bidding. The Bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the Bid Price of the Bidder or any other Bidder, or to fix any overhead, profit, or cost element of the Bid Price, or of that of any other Bidder. All statements contained in the Bid are true. The Bidder has not, directly or indirectly, submitted his or her Bid Price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

  Any person executing this declaration on behalf of a Bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the Bidder.

  I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.

• Iran Contracting Act Certification (required) —

  (Public Contract Code section 2200 et seq.)

  As required by California Public Contract Code Section 2204, the Contractor certifies subject to penalty for perjury that the option selected below relating to the Contractor’s status in regard to the Iran Contracting Act of 2010 (Public Contract Code Section 2200 et seq.) is true and correct.

  Note: In accordance with Public Contract Code Section 2205, false certification of this form shall be reported to the California Attorney General and may result in civil penalties equal to the greater of $250,000 or twice the Contract amount, termination of the Contract and/or ineligibility to bid on contracts for three years.

• Enter your valid CA Contractors State License Board (CSLB) number (required) —

  Please enter your License Number here. This will be verified against the state database.

• Enter your California Department of Industrial Relations (DIR) Registration number (required) —

  Please enter your Public Works Contractor DIR Number. This will be verified against the state database.

• SAM.gov (required) —

  Please enter your legal entity name for SAM.gov verification.

• Type of Business (required)
• Litigation (required) —

  Provide litigation history for any claims filed by your firm or against your firm related to the provision of Services in the last five (5) years (or type "N/A").

• Changes to Agreement (required) —

  The City standard Professional Services Agreement contract is included as an attachment herein. The Proposer shall identify any objections to and/or request changes to the standard contract language in this section of the proposal (or type "N/A"). If you are identifying changes here ALSO upload a copy of the redlined Language/Agreement with your Proposal. Changes requested may effect theCity's decision to enter into an Agreement.

• No Deviations from the RFP (required) —

  In submitting a proposal in response to this RFP, Proposer is certifying that it takes no exceptions to this RFP including, but not limited to, the Agreement. If any exceptions are taken, such exceptions must be clearly noted here, and may be reason for rejection of the proposal. As such, Proposer is directed to carefully review the proposed Agreement and, in particular, the insurance and indemnification provisions therein (or type "N/A").

• List the Signatory(s) Authorized to Sign and Bind an Agreement. (required) —

  (If two (2) signatures are required, include the following information for both signatories)

  1. Full Name
  2. Title
  3. Physical Business Address
  4. Email Address
  5. Phone Number

  Corporation (C-Corp): Requires two signatures from authorized officers— one from President or Vice President, and the other from the Secretary or Treasurer.  

  An alternate signatory may be used if authorized by a Notarized Corporate Resolution or Article of Authority.

  LLC: Usually requires one signature from an authorized member or manager. For significant contracts (e.g., over $50,000 for construction or over $25,000 for service agreements), additional approvals or signatures may be required.

  Sole Proprietorship, Non-Profit, Single LLC: Only the one signature is necessary.

• Certification of Proposal: The undersigned hereby submits its proposal and, by doing so, agrees to furnish services in accordance with the Request for Proposal (RFP), and to be bound by the terms and conditions of the RFP. (required)
• What is the Project Number? (required) —

  If not required, type "N/A"

• Agency (required) —

  What agency is this for?

• Agency Awarding Body (required)
• Select the appropriate Agency abbreviation/acronym. (required)
• Insert brief Project Description (required)
• Is this a prevailing wage project? (required) —

  Select YES for any "Public Works" project estimated to exceed $15,000.00 (maintenance).

• Will this project require DIR Registration (required)
• Will a CA Contractor's State License be required? (required)
• If a CA Contractor's State License IS required, enter the license classification requirement here. —

  ex.) Class A, General Engineering

• Is a Bid Bond required? (required)
• Insert Agreement Name (required)
• Insert background information regarding need for services requested (required)
• Is this project Federally funded? (required)
• Pre- Proposal Meeting? (required)
• Use electronic pricing tabulation? (required) —

  If "NO" Proposers will be prompted to upload their own fee proposal.

• Prices valid for how many days ? (required) —

  Prices provided by Proposers in response to this RFP are valid for ____ days from the proposal due date.

• Will this project exceed $1,000,000.00? (required) —

  (this will determine the Iran Disclosure requirement for proposers)

• Does this project require a City issued permit? (required) —

  (ie, encroachment/building permits)

• Select the appropriate Agency abbreviation/acronym (required)
• What is your contract term? (required)
• Is this procurement a purchase of an asset, or does it include services that affect City assets? (required)