SLED Opportunity · CALIFORNIA · WEST SACRAMENTO CAPITAL PROJECTS - CONSTRUCTION
AI Summary
The City of West Sacramento seeks proposals for an Urban Forest Master Plan and nexus studies. Qualified firms or individuals must submit proposals by April 10, 2026, to support city planning and environmental consulting efforts.
STATEMENT OF PURPOSE
The City of West Sacramento is soliciting proposals from qualified firms or individuals ("Proposer") to provide an Urban Forest Master Plan, and nexus studies. 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
West Sacramento is a vibrant riverfront community centrally located in Northern California. West Sacramento shares the Sacramento River with neighboring Sacramento, with the deep water ship canal serving the Port of Sacramento. Incorporated in 1987, West Sacramento encompasses approximately 22 square miles, with a population just over 53,000. The City is full-service with nine (9) departments and over 400 full-time employees. The City provides the full range of municipal services including police and fire protection, park, street, fleet, and facility maintenance, economic development and housing, community development, capital projects, and parks and recreation. The City also provides water, wastewater, and solid waste services.
For thousands of years, this land has been the home of the Patwin people, who had a symbiotic relationship with the land and environment. The area began to change significantly starting in 1849 with the California gold rush. Settlers, ranchers, and farmers began to modify the existing landscapes to fit their needs, and they established the town of Washington. As the town grew, an urban forest was established and has continued to grow and adapt over the past 175 years.
The City currently oversees the maintenance of over 22,000 trees within the City, and countless more within our open spaces. The City established a Tree preservation ordinance in 1989, and works with developers and homeowners to preserve and protect our urban forest. We desire to create an Urban Forest Master Plan, and update the tree preservation ordinance to meet the needs of our current and future populations.
Information and completeness of a Proposal Transmittal Letter in conformity with the requirements in the RFP.
Qualifications and experience of the Proposer and members of the team that may be assigned tasks within the Scope of Work.
Ability to complete the Scope of Work, as described in the Proposal, including experience completing projects for public agencies similar to the City.
Operational and organizational approach to complete the Scope of Work.
Ability to accept the City’s Standard Contract with little to no qualifications.
Cost-effectiveness to complete the Scope of Work. Note that the City’s evaluation process is intended to identify the Proposer with the best combination of attributes; cost is not the exclusive attribute and the lowest Proposer is not guaranteed to be offered a Contract.
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.
The bidder acknowledges that a Cost Proposal must be completed using the electronic pricing table provided in the City’s e-Procurement Portal and that this information will be kept separate from the rest of the response. 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 (Budget): Is the City allowed to share the estimated budget for this project?
A: NTE $450,000
Q (Tree Canopy Assessment): Is the City hoping to complete a tree canopy assessment as part of this scope of work?
A: Yes
Q (Timeline): Is there any flexibility in the 12-month timeline for this project? Would the City allow for a longer timeline to accommodate the large scope of work, or are there limitations with funding?
A: If a quality product needs more time, then it can be written in to the contract. Originally the hopes were to have started this last summer, and we are trying to not hold off much longer.
Q (story map): "Work with the City’s GIS group to establish data sets and information for the City website. A digital story map." Is the consultant expected to create the digital story map?
A: That would be the hope.
Q (Heritage Tree Inventory Scale): Regarding the scope item to "Create an inventory of heritage trees located on private property, ... " does the City have an estimated quantity on the number of trees or groves it anticipates including in this inventory? Clarification on the expected scale will ensure that the level of effort for data collection and address-level analysis is accurately reflected in our proposal.
A: The City does not have an estimated quantity of trees/groves. The focus would be on residential/industrial areas, the northern half of the City was developed first and holds the majority of the heritage trees. The City would not be focused on open space/natural areas where the trees are less likely under threat.
Q (Projected Project Budget): Has the City established a budget range or a "not-to-exceed" amount for the project?
A: The budget is NTE $450,000
Q (No subject): For the Tree Preservation Ordinance update, does the City anticipate a full legal rewrite coordinated with the City Attorney’s Office that will be taken all the way through adoption by City Council, or just policy level recommendations that City staff will formalize after the project concludes?
A: We anticipate a full legal rewrite coordinated with the City Attorney’s Office that will be taken all the way through adoption by City Council.
Q (No subject): Does the City have an active ArcGIS Online or StoryMaps license under which the digital story map would be built and hosted, or will the consultant be expected to procure a license on the City's behalf?
A: The City has internal licenses.
Q (No subject): Does the City have existing canopy, land cover, aerial imagery, or lidar datasets available for use, and if so, what are the year, resolution, and format of those datasets? If no existing data is available, does the City have a preferred imagery year or source for the baseline canopy analysis?
A: The City does not have any such known data sets, we would look to the awarded team for direction/suggestions on the matter.
Q (No subject): Are there specific City GIS standards, schemas, naming conventions, or ESRI platform requirements that final GIS datasets and mapping products must conform to?
A: Unknown, it would be confirmed with the internal GIS team once awarded.
Q (No subject): Does the City have in-house translation and interpretation capacity for outreach materials in Spanish and Russian, or should translation and interpretation services be included as part of the consultant's base scope or treated as optional?
A: Translation and interpretation services are to be included as part of the consultant's base scope.
Q (No subject): To support coordination and logistics planning, will the City provide venues, promotion support, and staff participation for the required in-person outreach events?
A: The City will proved venues, promotional support, and will have supportive staff available for outreach events.
Q (No subject): Can the City share an anticipated budget range for the base scope of work to help inform appropriate scoping and staffing assumptions?
A: The project has a NTE $450,000 budget.
Q (No subject): Does the City have any specific optional or additive services in mind that proposers should anticipate pricing separately in the cost proposal?
A: None at this time.
Q (No subject): If the City anticipates a canopy change analysis as one of the optional services, does the City have a preferred baseline year or prior study that should be used as the reference condition?
A: No, the baseline year would be part of the discussion with the contractor.
Q (No subject): While the contract allows up to five years, can the City clarify the anticipated duration and expected number of months for completion of the core deliverables, including the Urban Forest Master Plan, nexus study, and updated Tree Preservation Ordinance?
A: The hope would be to have the entire scope completed with in 12 months of the contract being signed.
Q (In-Person Meetings ): Which meetings are the City expecting to be held in-person?
A: There is not a set list of in-person meetings, examples of meetings that would require in person meetings include: Community outreach, presentations to City Council, and/or Parks committees, the kick off meeting.
Q (Meetings): For efficiency across a limited timeframe (12 months), do you envision overlapping in-person meetings for example, public event w/ TPO mtg w/ UF Advisory Mtg? We are curious to have more information regarding really how many in-person meetings are expected and if those meeting objectives can be combined in trips if the consultant is not local.
A: In-person meetings can be clumped together as reasonably needed. There is not a solid understanding of how may meetings would need to occur to complete the desired scope of work, and there for can not put a number to how many/which would need to be in person.
Q (No subject): Does the City have specific meeting types or project milestones it anticipates requiring in-person attendance, such as community outreach events, City Council or commission presentations, or field visits?
A: Community outreach events, City Council and/or commission presentations, and field visits would require in person attendance, project milestones to be set with the chosen contractor.
Q (No subject): Can the City provide additional guidance on expectations for school and youth involvement in the outreach process, such as classroom presentations, youth workshops, or partnerships with existing school programs?
A: Classroom presentations and work shops are wonderful ways to help reach out to the community. An outline on how to perform the community engagement was not written into the RFP. There is an existing school program in which TreeDavis (non profit) has worked with the local highschool. TreeDavis was also awarded the CalFire Green Schools Grant and is working with many local schools with in the district. The proposer may find that a partnership with them is ideal, or one of many other non-profits in the region.
Q (No subject): The RFP references additional inventories for heritage trees on private property, open space areas, rights-of-way, and City properties not maintained by Parks. Does the City have an estimated number of heritage trees across these areas? What data attributes are expected in the final inventory? Does the City have a preferred methodology, such as remote sensing or field assessment, and if field-based, does the City anticipate facilitating property owner access?
A: The City does not have an estimated quantity of trees/groves. The focus would be on residential/industrial areas, the northern half of the City was developed first and holds the majority of the heritage trees. The City would not be focused on open space/natural areas where the trees are less likely under threat. Data attributes would include, but are not limited to: tree species, estimated DBH, estimated canopy size, overall health/state, and where it is (residential, vs industrial, street/residential).
Q (No subject): Does the cover page and/or table of contents count toward the proposal page limit?
A: No, the cover page and a reasonable table of contents would may be excluded from the page count.
Q (No subject): Is there a minimum font size requirement for body text, tables, headers, footnotes, or graphics?
A: No, but it needs to be legible when printed on a 8.5x11 sheet of paper.
Q (No subject): To ensure the community survey is designed to meet the City's expectations, can the City share any specific requirements for sample size, margin of error, or demographic and geographic representation?
A: This will be determined with the chosen contractor. We would not a good representation, but time and funds for it should be proportional to the scope of work required.
Q (No subject): Beyond EJScreen and CalEnviroScreen, are there preferred local equity indices, priority geographies, or specific community areas identified in the 2025 Climate Action and Adaptation Plan that should be emphasized in the equity analysis?
A: To be discussed as part of the master plan.
Q (No subject): Can the City confirm the format, completeness, and recency of the existing tree inventory maintained by West Coast Arborist Inc., including all available data attributes?
A: The data sets include: Address, Location, Species (common and latin), DBH DBH (in), Height, Recommended, latitude and longitude, and likely fields not shown in their online inventories. The City has been pushing for a 3-4year pruning cycle on all City trees, and the inventory is updated at that time. If outdated or uncollected areas are identified, the inventory can be added to as part of the project.
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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