Active SLED Opportunity · CALIFORNIA · CITY OF NAPA
AI Summary
The City of Napa requests proposals from project management firms for a new public recreation and aquatics center. The project budget is $50M-$75M, spanning design through construction phases. The awarded consultant will support Phase I design and collaborate with the City and architect.
The City of Napa (“City”) is requesting Proposals (“Proposals”) from professional project management firms/teams for a new public recreation and aquatics center located at 2447 Old Sonoma Road, Napa, CA 94558 (“Project”). Consultants should have experience in working with agency staff and design consultants on project design and managing project construction for public sector projects.
The primary Project goal is to address multiple citywide recreational facility needs for Napa's diverse and growing community. The anticipated budget range for full Project build-out is $50 million to $75 million, inclusive of all soft and hard costs (excluding soft costs rendered from this RFP). On May 5, 2026, City Council awarded the project's design services to a qualified architectural firm ("Project Architect") with a background in public sector recreation and aquatic facility planning, design, and construction.
To achieve the City's goals and design intent, the Project is anticipated to span across three phases (see Scope of Services section) which will require a variety of technical specialties to support design, pre-construction, bidding, construction, and post-construction tasks and deliverables. The Awarded Consultant will be expected to engage with the City and Project Architect throughout the project.
The City intends to work with the Awarded Consultant across all three phases. The purpose of Phase I Services is to support the production of a Council-approved Final Phased Conceptual Design, to define which program elements advance to Phase II Services. The agreement between the City and the Awarded Consultant will capture all costs related to Phase I Services. Future contract amendments will account for tasks included in Phase II and Phase III Services.
Proposals will be evaluated based on demonstrated competence, experience, price and other relevant factors.
The City requires a specific format for the Proposal Submittals. Uploads must adhere to the page limitations set forth below and shall also adhere to the following specifications:
Provide a brief cover letter that includes, at minimum, all of the following information:
The cover letter must be signed by a representative that is authorized to pursue projects that bind the Consultant by Agreement and must state their name, title, email address and phone number. Future Agreement signers will be determined by the City's signing authority based on the company type.
Consultant Information (Maximum 5 Pages):
Consultant must provide a company profile. Information provided shall include at a minimum:
Subconsultant Information (Maximum 1 Page per Subconsultant):
Proposal may include the following information at a minimum to describe proposed subconsultants:
The Consultant must identify all proposed key personnel responsible for accomplishing all phases of the Project. This shall include a matrix of all key personnel’s percentage availability throughout the Project's duration, and any known assignments that will overlap with this project duration.
The Consultant shall designate, at a minimum, a Principal in Charge and Project Manager (PM) to the Project for Phase I. The PM shall be the responsible point of contact for management and coordination of the Scope of Services with the City for the duration of the Project. The Principal in Charge shall act as a single source of responsibility and oversee all tasks and deliverables. Project experience, qualifications (including any-and-all licenses and certifications), and managerial skills of the PM and Principal in Charge should be demonstrated. It is desired that the PM and Principal in Charge have recent experience in the design of new aquatic facilities intended for public recreational purposes. Provide three references for the PM and Principal in Charge.
This section shall also identify the qualifications and related experience of other key staff assigned to the Project through a cameo resume (full resumes may be included in the Appendix). These resumes must identify projects performed of comparable scope performed within the last ten years. Each resume shall also include number of years employed in the respective field, and how long the individual has been employed by the Consultant.
Demonstrate relevant Consultant Project experience. Consultants are strongly recommended to provide a minimum of three (3) projects from public recreation projects of similar type, value and complexity, preferably, within the last ten years. Information provided is recommended to include at a minimum:
It is preferred that relevant project experience is only included if the key staff proposed had a role in the project referenced.
This section should demonstrate an understanding of the Project and Scope of Services. It is not intended for the Project's Scope of Services to be repeated in this section.
Based upon this RFP, provide a complete description of the scope of services (“Proposed Scope of Services”) the Consultant proposes to perform to achieve the City’s objectives and tasks identified in the Scope of Services for all Phases. This shall include a schedule showing the Consultant’s proposed approach to supporting the City in meeting Phase I milestones. To develop the schedule, use key Phase I dates included in the Scope of Services section 2.4.
The Proposed Scope of Services may identify services which differ from the services in the Scope of Services section if the Consultant believes the changes will assist the City in more efficiently and effectively achieving the City’s objectives. Briefly describe Consultant’s proposed approach to providing such services and how that approach will offer value to the City.
Provide a spreadsheet which shows, in detail, the number of hours for each Project personnel and subconsultants for Phase I Services only. At a minimum this should include the total number of hours for each Phase I task listed in the Scope of Services section 2.4 and total hours for each project personnel (including job title).
Provide a fee rate schedule for Phase I Services only.
Phase II and Phase III cost of services will be based upon the fee schedule included in the Project agreement.
Identify whether compensation for performance will be based on hourly billing rates or a lump sum. Identify any reimbursable expenses and the proposed rate of reimbursement for each category of expense.
Provide a complete list of all staff hourly rates by calendar year of the positions that would be invoiced. Hourly rates shall be itemized and all-inclusive.
Hourly billing rates and reimbursable expenses may be provided for one year, at a minimum, or multiple years to span the Consultant’s proposed schedule/approach for Phase I Services.
The Awarded Consultant will be compensated for time reasonably necessary to provide project services based on the approved hourly rate schedule, subject to the task/deliverable amount itemized in the agreement exhibits, as well as the not-to-exceed limit of the Project agreement.
Commencing on the first anniversary of the agreement's effective date, and each anniversary thereafter, the Awarded Consultant may request an annual increase in the hourly rates once per year. Rates may be increased by the percentage equal to the rate of increase in the Consumer Price Index for the San Francisco – Oakland area as published by the Bureau of Labor Statistics for the year immediately preceding, with City’s prior written approval. The Consultant would provide the City with at least 60 days advance written notice of a proposed rate increase. Only one (1) request may be granted per calendar year, not to exceed five (5) percent. The requested increase would be effective 30 days after approved in writing by the City.
Any increase in rates may not result in any increase to the task/deliverable amount itemized in the agreement exhibits, nor to the not-to-exceed limit of the agreement. The initial Project agreement will include all tasks/deliverables related to Phase I services. Future contract amendments will account for tasks/deliverables included in Phase II and Phase III Services, and hourly rates for those services would be accepted based on the hourly rates provided initially for Phase I Services (as described above).
Mark-up on all reimbursable expenses, shall be individually negotiated and shall be subject to the City's approval.
Identify any objections to and/or requested changes to the Agreement and upload a copy here.
As deemed necessary by the Consultant, attach any items that accompany the Company Information or Project Team & Key Personnel submission.
Provide specific services. (Example: Janitorial Services, Financial Auditing Services, etc.)
Briefly summarize the need for the proposed services, e.g. the type of project, if project-related, or the type of need if for ongoing/on-call services.
"Project related" means services to be procured to facilitate a larger City project.
Example: Engineering services to prepare plans and specs for a construction project.
Example: "Renovation of an existing building."
Insert Name & Title of City Department Head who will make final selection decision or insert “City Council” if final selection decision will be made by City Council
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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