Wayfinding and Entry Monument Improvements

The City of Palm Desert (“City”) is requesting proposals from qualified firms (“Proposers”) for Wayfinding and Entry Monument Improvements (“Services”) to establish a Design Build Agreement ("Agreement").

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

The project is needed to implement the City’s adopted Wayfinding and Monument Master Plan by delivering coordinated, clearly visible entry monuments and wayfinding signage that improve navigation, reinforce City identity, and support safe and intuitive movement throughout the community.

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-016
• Department: PW - Operations & Maintenance
• Department Head: Randy Chavez (Director of Public Works)

Important Dates

• Questions Due: 2026-05-06T00:00:47.112Z
• Answers Posted By: 2026-05-08T00:00:05.679Z
• Pre-Proposal Meeting: 2026-04-27T18:00:47.444Z — Palm Desert City Hall, Administrative Conference Room, 73510 Fred Waring Drive Palm Desert, CA 92260

Evaluation Criteria

• Firm Qualifications and Relevant Experience (25 pts) —

  The extent to which the Proposer demonstrates experience delivering projects of similar scope, complexity, and delivery method, particularly for public agencies. Evaluation will consider:

  • Experience with design-build delivery
  • Experience implementing wayfinding, monument, signage, public art, or similar urban design projects
  • Experience working within public right-of-way and coordinating with multiple stakeholders.
  • Demonstrated success delivering projects of comparable scale and visibility.
  • Demonstrated experience delivering design-build projects within defined budgets and schedules.
• Project Team and Key Personnel (25 pts) —

  The qualifications, experience, availability, and organization of the proposed project team. Evaluation will consider:

  • Experience and role of key personnel proposed for delivery of the project
  • Clarity of team organization, roles, and lines of responsibility
  • Demonstrated ability of the team to coordinate and communicate effectively with City staff
  • Adequacy of staffing levels and overall capacity to support the design and construction work
  • Level of integration between the design and construction team members, including demonstrated experience working together and clarity of roles in delivering a unified design-build approach
  • Qualifications and experience of the individual(s) responsible for cost estimating and cost control during the design phase
• Technical Approach, Design-Build Integration, and Cost Control (30 pts) —

  The quality, clarity, and completeness of the Proposer’s proposed approach to delivering the project using a design-build delivery method. Evaluation will consider:

  • Understanding of the adopted Wayfinding and Monument Master Plan and overall project objective
  • Approach to design-build coordination and collaboration with the City
  • Strategy for site verification, constructability review, fabrication, and installation coordination
  • Approach to confirming locations, quantities, and messaging consistent with the adopted Master Plan
  • Overall project management approach, including schedule realism, quality control, and decision-making processes
  • Ability to deliver the project within the established budget, including approach to scope prioritization and sequencing
  • Identification of key assumptions, constraints, and risks, including permitting and utility coordination
  • Approach to maintaining cost alignment between design development and construction, including how cost impacts will be evaluated and communicated to the City
• Fee Proposal (20 pts) —

  The reasonableness, transparency, and alignment of the proposed fee with the Proposer’s technical approach and scope of work. Evaluation will consider:

  • Alignment of the proposed fee with the scope, staffing plan, and technical approach described
  • Completeness and transparency of the fee proposal
  • Reasonableness of pricing relative to the proposed scope and level of effort
  • Structure and reasonableness of fully burdened hourly rates for Additional Work, if applicable
  • Level of detail and clarity in the cost breakdown, including identification of major cost components such as signage systems, monument construction, relocation work, site improvements, and utility connections

  • Identification of key cost drivers, assumptions, allowances, and potential cost risks.

• Interviews (100 pts) —

  At the City’s discretion, one or more Proposers may be invited to participate in interviews. Interviews may be used to further evaluate team chemistry, understanding of project objectives, collaboration approach, cost assumptions, sequencing strategy, and responsiveness to questions posed by the selection committee.

  Interviews may include discussion of the team’s approach to cost control, design-to-budget delivery, and real-time problem solving using project-specific scenarios. Interviews are anticipated to occur during the week of May 19, 2026. Proposers are encouraged to make key team members available during this time.

Submission Requirements

• Proposal (WITHOUT COST) (required) —

  General Submittal Requirements

  Proposals shall be concise, well organized, and demonstrate the Proposer’s qualifications and applicable experience. Proposals shall be organized and include page numbers for all pages in the proposal. The proposal shall be uploaded here, in the following order and shall include:

  Failure to submit a complete proposal or to follow the required format may result in the proposal being deemed non-responsive.

  Section 1: Cover Letter

  • Firm name and address
  • Primary contact (name, title, phone, email)
  • Brief introduction of the firm and summarize the firm's general qualifications and relevant experience
  • An executive summary of the proposed approach to delivering the project using a design-build delivery method
  • Identify the individual(s) name, title, address, email address, phone, and email authorized to negotiate contract terms and compensation

  Section 2: Project Understanding and Approach

  Describe the Proposer's understanding of the Project and approach to delivering the Scope of Services, including:

  • Understanding of the City's Wayfinding and Monument Master Plan
  • Approach to implementing and refining the design while maintaining design integrity
  • Overall design-build strategy, including coordination between design and construction
  • Approach to minimizing disruption to the public and maintaining wayfinding continuity
  • Identify additional tasks, recommendations, or considerations the Proposer believes are necessary to successfully deliver the Project.

  Section 3: Project Team and Qualifications

  Provide information on the Design-Build Team, including:

  • Identification of the prime firm and all key subconsultants/subcontractors
  • Roles and responsibilities of each team member
  • Organizational chart
  • Qualifications and relevant experience of key personnel
  • Identification and qualifications of the signage fabrication firm

  Include resumes for all key personnel proposed for this Project. Resumes shall:

  • Be limited to two (2) pages per individual
  • Highlight relevant project experience, roles and responsibilities
  • Identify professional licenses, certifications, and years of experience
  • Clearly indicate the individual's proposed role on this project

  Section 4: Relevant Project Experience
  Provide examples of projects demonstrating experience with:

  • Municipal wayfinding signage systems
  • Monument signage design and construction
  • Design-build project delivery
  • Projects of similar size, complexity, and environmental conditions

  For each project, include:

  • Project name, location, and client
  • Description of services provided
  • Project cost and schedule
  • Relevance to this Project
  • Client contact information

  Section 5: Design Development and Technical Approach

  Describe the technical approach to design and implementation, including:

  • Approach to site verification, survey, and utility coordination
  • Design development process and refinement of site-specific conditions
  • Materials, fabrication methods, and durability considerations
  • Approach to lighting, structural systems, and landscape integration

  Section 6: Project Schedule and Sequencing

  Provide a preliminary project schedule that includes:

  • Include a preliminary project schedule identifying key tasks, milestones, and deliverables
  • Major milestones (design, permitting, fabrication, construction)
  • Construction sequencing strategy
  • Approach to maintaining operational wayfinding during installation
  • Identification of critical path activities

  Section 7: Cost Control and Budget Approach

  Describe the approach to delivering the Project within the established budget, including:

  • Cost control strategies during design and construction
  • Approach to identifying cost efficiencies 
  • Methodology for evaluating additive and deductive scope options
  • Describe how cost transparency will be provided including support value analysis
  • Describe how alternative materials, systems, or design approaches will be presented (with associated cost impacts) to assist the City in evaluating scope, quality, and budget tradeoffs.
  • Approach to collaborating with the City during design to refine scope and prioritize project elements within the available budget.
  • Describe the frequency and level of detail of cost estimates to be provided throughout the design process, and how such estimates will be used to inform design decisions and maintain alignment with the project budget.

  Section 8: Construction Approach and Site Management

  Describe the construction approach, including:

  • Fabrication and installation strategy
  • Traffic control and site management
  • Coordination with utilities, agencies, and stakeholders
  • Approach to minimizing impacts to the public and adjacent businesses
• References (required) —

  Provide three (3) references of recently completed projects similar in scope and function to this RFP. Include:

  • Client name
  • Describe the project
  • Contract amount
  • term of the contract
  • Contact name, title, phone, and email address
• Fee Proposal (required) —

  The fee proposal shall include a breakdown of the total lump-sum amount identifying, at a minimum:

  • Design and engineering services
  • Fabrication costs
  • Construction and installation costs
  • Project management and general conditions
  • Permitting and regulatory costs
  • Contractor fee or markup
  • Assumptions, allowances, and contingencies
  • Unit costs for major project elements, where applicable;
  • Cost breakdowns by major project elements or activities, including, where applicable, individual sign types, monument construction, relocation work, site improvements, and utility connections.

  The level of detail provided shall be sufficient to allow the City to understand the distribution of project costs and evaluate cost reasonableness.

  The breakdown is requested for informational and evaluation purposes only and shall not alter the lump-sum nature of the contract.

• 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.

• 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 affect 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.

• Conflict of Interest Disclosure (required) —

  The proposer understands that any and all relationships with construction firms that may submit bids for projects developed under this agreement will require full disclosure of any direct or indirect conflicts of interest, financial interests, relationships, and the nature of any relationships with any related project bid submitters; and that any violation of this provision may result in the immediate termination of the Agreement  

• Certification of Proposal (required) —

  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.

• 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)
• Are there any special licenses or certifications required? (required)
• If a CA Contractor's State License IS required, enter the license classification requirement here. —

  ex.) Class A, General Engineering

• Insert background information regarding need for services requested (required)
• Select option below for 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)

• Agreement Name (required) —

  What is the agreement name?

• 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)