CITY OF COACHELLA

REQUEST FOR PROPOSALS

Americans with Disability Act
Self-Evaluation Transition Plan

INSTRUCTIONS TO PROPOSERS

I. GENERAL
The City of Coachella (“City”) has prepared this Request for Proposals (“RFP”) and is soliciting proposals from qualified and interested consultants or firms (“Proposers”) to compile and implement a comprehensive Americans with Disabilities Act (ADA) Self‐Evaluation and Transition Plan (ADA Transition Plan) for City parking lots, streets, intersections and sidewalks. This RFP seeks to secure the most qualified consultant to perform field investigations within the City right‐of‐way, evaluate City policies and programs, and prepare a Public Right of Way ADA Transition Plan in order to identify barriers limiting accessibility, describe methods to improve accessibility, and specify a schedule for achieving ADA compliance.

Proposals must be submitted by firms with a proven and demonstrable track record in the type of work outlined. Firms should possess adequate and readily accessible resources, including trained personnel, support staff, and specialized consultants in financial research, to ensure the work is completed efficiently without delays or deficiencies.

II. PROJECT OVERVIEW

Public rights of way and facilities must be accessible to individuals with disabilities in accordance with federal and state regulations, including Section 504 of the Rehabilitation Act of 1973 (Section 504) (29 U.S.C. §794) and Title II of the Americans with Disability Act of 1990 (42 U.S.C. §§ 12131‐12164). These laws collectively aim to prevent discrimination by public agencies against persons with disabilities, ensuring equal access to services, programs, and activities. The City of Coachella is mandated to develop an ADA Transition Plan, which will:

• Identify existing barriers that limit accessibility
• Outline actions and modifications necessary to make the public rights of way accessible
• Establish a timeline for achieving full compliance
• Designate an official responsible for overseeing and implementing the plan

The ADA Transition Plan will include recommendations for complying with accessibility requirements as required by the ADA and California Access Codes. It will also provide the basis for prioritizing, budgeting, implementing and monitoring barrier removal.

III. SCOPE OF SERVICES
The City has preprepared an outline of services, including site accessibility self-evaluation. This evaluation will serve as a foundation for identifying, prioritizing, and budgeting for improvements, thereby supporting the City’s efforts to achieve compliance with the ADA and California Access Code accessibility requirements. The selected firm will utilize this information to formulate a written ADA Transition Plan, outlining a systematic and budget-conscious timeline for addressing identified deficiencies. The findings will be compared against ADA Accessibility Guidelines (ADAAG) and California Access Code to ensure adherence to both State and Federal accessibility standards.
The detailed scope of service is provided in Appendix B.

IV. PROPOSALS
Proposers interested in being considered for this project must demonstrate relevant experience with all applicable state and federal accessibility regulations pertaining to the public right of way. Proposers should have a proven track record in conducting accessibility surveys and preparing evaluation reports for entities governed by Title II regulations, specifically related to public infrastructure and public spaces. All inspections must be completed or reviewed by a qualified Certified Access Specialist (CASp).

Proposals must include three (3) bound copies and one electronic copy on a USB flash drive, submitted to the City for review. All textual content should be formatted on 8-1/2" x 11" sheets, with any fold-out drawings or plans provided on 11" x 17" sheets. Electronic submissions should be in PDF format. The proposal should not exceed twenty (20) pages, excluding resumes of proposed personnel, which will not be counted within the page limit. Proposals should be concise, specific, and directly relevant to the scope of work related to the public right of way.

Please note that all proposals and accompanying documents submitted in response to this RFP are subject to the California Public Records Act. They may be disclosed to the public upon request unless they qualify for specific exemptions.

At a minimum, each proposal shall include the following information as outlined below.

A. Cover Letter
The proposal must be accompanied by a cover letter. This letter should include the name, title, address, telephone number, and signature of the individual(s) authorized to negotiate and legally bind the firm. Proposals that are unsigned or signed by someone unauthorized may be rejected. The cover letter should also provide a summary of the firm’s capabilities, the availability of its construction management staff, and information and qualifications of the proposed lead who will represent the firm.

B. Project Approach and Proposed Scope of Services
Please provide a detailed description of your firm's proposed approach to executing the Scope of Services outlined in Section III. Your approach should, at a minimum, address the following:

• An implementation plan for the tasks described in Appendix B, including any suggested revisions or additions to the scope of tasks.
• Any innovative strategies or methods your firm proposes for delivering these services.
• A clear outline of the Proposed Scope of Services.

C. Experience and Qualifications
• Provide a brief history of your firm, including the name, general services offered, experience, the year it was established under its current name, principal place of business, and the location(s) of your local office(s). If the firm has operated under different names within the past five years, please list those names along with the effective dates of each change.
• List at least three relevant projects completed within the last five years that are similar to this assignment. For each project, include:

• Client name
• Location (city and state)
• Project title and a brief description
• Start and Completion dates of the project
• Contract valueClient reference for services provided including name, position, phone, and email.

• Key Personnel
Identify personnel who will be assigned to key roles (refer to Section IV.F. Resumes and Qualifications of Proposed Personnel), including any subconsultants or subcontractors. For each individual, provide:

• A brief biography highlighting their specialized qualifications
• Total years of professional experience, including years your firm
• Up to three recent relevant projects, describing: scope, size, cost, individual’s specific role, completion year, and current employer during those projects
• Three references for each key individual who can attest to their experience with similar projects

D. Team Organizational Structure
Outline the structure of the firm’s team. Including the identification of any partner or subconsultants/subcontractors. Specify the roles and responsibilities assigned to each subconsultant or subcontractor involved in the project.

E. Estimated Labor Hours
Present a table showing the estimated labor hours dedicated by each personnel involved ion the project, categorized by each task outlined in the Scope of Services. The table should include subtotals for each column and rows, as well as a total estimated number of hours needed to complete the Scope of Services. Clearly list any assumptions relevant to the proposed hours that could influence these estimates.

F. Resume for Proposed Personnel
This section must include resumes for all individuals proposed to work on the Project. These resumes will not count toward the pages limit specified for this section.

G. Conflict of Interest
Proposers shall comply with all regulations and laws dealing with conflict of interest disclosure and reporting. Proposers shall not be engaged if a conflict of interest exists.

H. Terms and Conditions
Your proposal must state that it is based on all the terms and conditions outlined in the RFP. It should also include a statement that the proposal remains valid for one hundred twenty (120) days from the date the City receives it. The submission must be signed by an authorized representative of your organization.

V. PROPOSED BUDGET AND FEE SCHEDULE
Please submit your proposed budget and fee schedule in a separate, sealed envelope. This should be based on the labor hours outlined in section IV.E of your proposal.

The envelope containing the proposed budget and fee schedule must clearly display the submitter’s return address and be labeled as follows:

Proposal for the City of Coachella
ADA Transition Plan for the Public Right Of Way
Attention: Lizzandro Diaz, City of Coachella.

[PROPSER’S COMPANY NAME]
[PROPOSERS COMPLANY RETURN ADDRESS]
PERSON TO WHOM RETURN MAIL SHOULD BE ADDRESSED]

The method of payment to the selected proposer will be based on time and expense reimbursement. The total cost will not exceed the maximum amount specified by the proposer in its proposal, which represents the highest permissible cost to complete all work. The maximum fee must encompass all direct cost to complete all work. The maximum fee must encompass all direct cost and overhead expenses, including but not limited to transportation, communication, lodging, materials, and any subcontracted work. Progress payments will be issued monthly, reflecting actual hours worked, hourly rates, and support service costs charged to the project. No payments will be made for any work completed before the agreement is formally executed.

VI. PUBLIC WORKS PREVAILING WAGE AND DIR CONTRACTOR REGISTRATION
Certain labor categories under this project may be subject to prevailing wages as identified in the State of California Labor Code commencing at sections 1720 et seq. and 1770 et seq. If applicable, employees working in these categories at the site must be paid not less than the basic hourly rates of pay and fringe benefits established by the California Department of Industrial Relations (“DIR”). Copies of the State of California wage schedules are available for review at www.dir.ca.gov/dlsr/. In addition, a copy of the prevailing rate of per diem wages will be made available at the City’s office upon request. The successful Proposer shall post a copy of the prevailing wage rates at each job site. It shall be mandatory upon the Proposer to whom the Agreement is awarded, and upon any subcontractors, to comply with all Labor Code provisions, which include but are not limited to the payment of not less than the said specified prevailing wage rates to all workers employed by them in the execution of the Agreement, employment of apprentices, hours of labor and debarment of contractors and subcontractors.
Pursuant to Labor Code sections 1725.5 and 1771.1, all contractors and subcontractors that wish to bid on, be listed in a bid proposal, or enter into a contract to perform public work must be registered with the DIR. No proposal will be accepted nor any contract entered into without proof of the Proposer’s and subcontractors’ current registration with the DIR to perform public work. If awarded a contract, the Proposer and its subcontractors, of any tier, shall maintain active registration with the DIR for the duration of the project. Notwithstanding the foregoing, the contractor registration requirements mandated by Labor Code Sections 1725.5 and 1771.1 shall not apply to work performed on a public works project that is exempt pursuant to the small project exemption specified in Labor Code Sections 1725.5 and 1771.1. The contract awarded pursuant to this proposal may also be subject to compliance monitoring and enforcement by the DIR.

VII. CITY CONTACT
The principal contact for the City will be Lizzandro Diaz, (442) 637-2735, (ldiaz@coachella.org) or a designated representative, who will coordinate the assistance to be provided by the City to the Proposer.

VIII. REQUESTS FOR CLARIFICATION
All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing and directed to the City Contact, identified above. All written questions, if answered, will be answered in writing, conveyed to all interested firms. Oral statements by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by 2:00 p.m. local time five (5) working days prior to the proposal deadline.

IX. PROPOSAL REQUIREMENTS
Proposal responses must adhere to the requirements set forth in this section, both for content and sequence. Failure to adhere to these requirements or the inclusion of conditions, limitations or misrepresentations may be cause for rejection of the submittal. One hardcopy proposal on paper, properly bound, appropriately tabbed and labeled is required using 8-1/2” X 11” sheets (foldouts are acceptable for charts, etc.) and font size large enough to be easily legible, but not smaller than 10 point. An electronic version of the proposal shall accompany the hardcopy proposal submittal on USB flash drive. The proposal shall be must be submitted according to the following order:

A. Cover Letter. Provide the name, address, and phone number of the firm; the present staff (size, classification, credentials); the primary contact’s name, phone number, and email address; any qualifying statements or comments regarding the proposal; and identification of any sub-consultants and their responsibilities. Identify the firm’s type of organization (individual, partnership, corporation), including names and contact information for all officers, and proof that the organization is currently in good standing. The signed letter should also include a paragraph stating that the firm is unaware of any conflict of interest in performing work. (No more than two pages)
B. Approach to Scope of Services. Re-state the Scope of Services with any additions, expansions, clarifications, or modifications that the firm proposes to provide the services and produce the deliverables contained in this RFP. Describe how completing the Scope of Services will be approached and any cost-saving or value-adding strategies or innovations the firm will bring to the project. (Pages as needed)
C. Organization and Staffing. Identify the person who will be the Project Manager and primary contact person responsible for the overall delivery of the project. Provide an organizational chart of the project team that clearly delineates communication and reporting relationships among the project staff and among the sub-consultants involved in the project. Identify key personnel to perform work in the various tasks and include major areas of subcontracted work. Indicate the expected contributions of each staff member in time as a percentage of the total effort. Indicate that the Project Manager and key staff will remain assigned to this project through completion of the Scope of Services. (No more than two pages)
D. Project Cost. Compensation will be based on a valuation basis for each separate permit application. Provide cost estimate associated with a typical residential plan check as well as hourly costs for the listed additional as-needed support services (inspection, code enforcement, building official, permit technician). Also, include a schedule of compensation for the various classifications required for the requested services.
E. Quality Control Plan. Describe the quality control procedures and associated staff responsibilities which will ensure that the deliverables will meet the City’s needs. (No more than one page)
F. Acceptance of Conditions: State the offering firm’s acceptance of all conditions listed in the Request for Proposal (RFP) document and Sample Professional Services Agreement (Attachment A). Any exceptions or suggested changes to the RFP or Professional Services Agreement (PSA), including the suggested change, the reasons therefore and the impact it may have on cost or other considerations on the firm’s behalf must be stated in the proposal. Unless specifically noted by the firm, the City will rely on the proposal being in compliance with all aspects of the RFP and in agreement with all provisions of the PSA. (No more than one page)
Any additional information that the proposer wishes to submit may be attached in the form of appendices.
 
X. PROPOSAL CONSIDERATIONS

A. No Deviations from the RFP. In submitting a proposal in response to this RFQ, Proposer is certifying that it takes no exceptions to this RFQ including, but not limited to, the Agreement attached hereto as Exhibit “A”. If any exceptions are taken, such exceptions must be clearly noted in the proposal 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.
B. Collusion. By submitting a Proposal, each Proposer represents and warrants that its Proposal is genuine and not a sham or collusive or made in the interest of or on behalf of any person not named therein; that the Proposer has not directly or indirectly induced or solicited any other person to submit a sham Proposal, or any other person to refrain from submitting a Proposal; and that the Proposer has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a Proposal.
C. Withdrawal of Proposals. A Proposer may withdraw its proposal before the expiration of the time for submission of proposals by notifying and requesting the City’s representative remove the Proposer’s submission.
D. Financial Health and Reputation. The City reserves the right to consider the financial responsibility and general complexity of each Proposer, as well as its reputation within the industry to determine if the Proposer has the apparent ability to meet and complete successfully the requirements of the work. Upon request, the Proposer shall provide a financial statement, audited if necessary, in addition to any other information requested by the City.

Confidentiality of Proposal. Proposals submitted in response to this RFQ shall be held confidential by City and shall not be subject to disclosure under the California Public Records Act (Cal. Government Code section 6250 et seq.) until after either City and the successful Proposer have completed negotiations and entered into an Agreement or City has rejected all proposals. All correspondence with the City including responses to this RFQ will become the exclusive property of the City and will become public records under the California Public Records Act. The City will have no liability to the Proposer or other party as a result of any public disclosure of any proposal or the Agreement. If a Proposer desires to exclude a portion of its proposal from disclosure under the California Public Records Act, the Proposer must mark it as such and state the specific provision in the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. For example, if a Proposer submits trade secret information, the Proposer must plainly mark the information as “Trade Secret” and refer to the appropriate section of the California Public Records Act which provides the exemption as well as the factual basis for claiming the exemption. If a request is made for information marked “Confidential”, “Trade Secret” or “Proprietary” (“Proprietary Information”), the City will provide Proposers who submitted the information with reasonable notice to seek protection from disclosure by a court of competent jurisdiction. Proposer shall have five (5) working days after receipt of such notice to give City written notice of Proposer's objection to the City's release of Proprietary Information. Proposer shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information. Proposals which indiscriminately identify all or most of the proposal as exempt from disclosure without justification may be deemed unresponsive and disqualified from further participation in this RFP.

XI. EVALUATION CRITERIA
The proposal evaluation criteria includes:

o The proposers demonstrated understanding of the proposed scope, and its approach to successfully complete the project (20%)
o The proposer’s specific experience with ADA Transition Plans (40%)
o The quality and experience of the Project Manager and key staff involved on the project. (20%)
o The proposers budget and fee schedule.(15%)
o The proposers ability to meet the City’s standard contract requirements. (5%)

Department staff will review all proposals submitted and select the top proposal. Staff will select the proposal, if any, which best fulfills the City’s requirements. The City may negotiate the fee with that firm. The City reserves the right to negotiate special requirements and proposed service levels using the selected proposal as a basis. If the City is unable to negotiate an agreeable fee for services with top firm, the City will negotiate with the next firm chosen among the top firms.

The City will notify all proposers in writing of the outcome of the selection process and intent to award. This RFP does not commit the City to award an agreement, nor pay any costs incurred in the preparation and submission of the proposal in anticipation of an agreement. The City reserves the right to reject any or all proposals, or any part thereof, to waive any formalities or informalities, and to award the agreement to the proposer deemed to be in the best interest of the City and the Department.

The selected firms shall be required to enter into a written agreement (see sample Professional Services Agreement in Attachment A) with the City, in a form approved by the City Attorney, to perform the Scope of Services. This RFP and the proposal, or any part thereof, may be incorporated into and made a part of the final agreement; however, the City reserves the right to further negotiate the terms and conditions of the agreement with the selected consultant. The agreement will, in any event, include a maximum "fixed cost" to the City.

XII. SUBMITTAL INSTRUCTIONS

The proposal must be received no later than 5 pm local time, on or before October 29, 2025 at the office of:
Building and Safety

Attn: Lizzandro Diaz
City of Coachella 53990 Enterprise Way
Coachella, CA 92236

The envelope should clearly indicate "Proposal for the City of Coachella ADA Transition Plan for the Public Right Of Way" and Proposer's name and address shall appear in the upper left hand corner of the envelope. If more than one envelope is required, each envelope shall be legibly numbered below the name of the Proposer, e.g. Envelope 1 of 3, as required. Upon submission of proposal to the City, the proposing firm shall request an email confirmation that the proposal was received and retain the email as a record. If an email confirmation is not received, the proposing firm shall correspond with the City until a confirmation is received.

The City will not be responsible for proposals that are delinquent, lost, incorrectly marked, sent to an address other than that given herein, or sent by mail or courier service and not signed for by the City. Proposals received after this date will be returned to the Proposers unopened. Faxed or electronically submitted proposals will not be accepted.

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