This is a service / maintenance or supply contract in Santa Monica, California. Contact the soliciting agency for additional information.

The City of Santa Monica (referred to hereafter as "the City") is seeking proposals from qualified firms to provide an analysis and update the City's current water and wastewater facilities' security systems. Question Submission Deadline: October 17, 2023, 3:00pm Question Response Deadline: October 31, 2023, 5:00pm. The City of Santa Monica, (referred to hereafter as "the City") is inviting proposals from qualified persons or firms for a term of three (3) years to be exercised at the City's sole discretion. The Proposer shall establish and maintain effective project management and communication throughout the project. This task shall include providing project management to ensure fulfillment of the project scope of work within budget and schedule. This task addresses the management responsibilities associated with proper scheduling, budget control, review of work product and deliverables, invoice preparation, and coordination with City staff and the Proposer's project team. As part of the project management task, the Proposer shall: Assign a project manager that will be the point of contact and coordinate all communication with the City. Facilitate a kick-off meeting that will be attended by selected Proposer, sub-consultants, and City staff. Prior to the kick-off meeting, the Proposer shall prepare a work plan to set forth the significant milestones and deliverables to ensure compliance with the established project execution strategy and project goals. Presentation of the work plan will be done at the kick-off meeting. Maintain a project schedule outlining all tasks, durations, milestone dates, and City review periods. Facilitate monthly progress meetings with City staff for the duration of the project. The Proposer shall prepare and distribute the meeting agenda at least three (3) working days ahead of the meeting, lead the meetings, and prepare and distribute meeting minutes within five (5) working days of the meeting. Submit monthly progress reports and project schedule status updates along with invoices. Monthly progress reports shall include work performed, project concerns and schedule impacts, and work anticipated for the upcoming month. Use the City's SharePoint site as a repository for all project information. The City of Santa Monica, through either the City Council or the City Manager (or his designee) has the sole authority to select the consulting firm and reserves the right to reject any and all proposals. The City reserves the right to approve or reject all sub-consultants and engineers proposed to be retained by the prime consultant. Upon signing of the agreement, no change in proposed personnel or sub-consultants can be made without the City's review and written authorization. By submitting a response to this RFP, prospective consultants waive the right to protest after award or seek any legal remedies whatsoever regarding any aspect of this RFP. The City reserves the right to select any number of finalists. In addition, the City reserves the right to issue written notice to all prospective consultants of any changes in the RFP terms or proposal submission schedule, should the City determine in its sole and absolute discretion that such changes are necessary. The City reserves the right to request additional information from any proposing consultant and to reject any and all proposals. All original work products, including computer files, shall remain the property of the City. The City reserves the right to retain an expert to evaluate the proposing consultant's work or qualifications at all stages in the selection process. Additionally, any contract entered into will be subject to termination at any stage if in the judgment of the City, such termination is in the best interest of the City. In the event such decision is made, appropriate written notice would be given before any termination and the consultant would be compensated on a pro-rata basis for work performed. The responsible proposer whose proposal is the most advantageous to the City, taking to consideration all the evaluation factors will be recommended for the contract award. Notwithstanding the Evaluation Team's selection, the City reserves the right to award this RFP and the resultant Contract in any manner it deems to be in the best interest of the City and make the selection based on its sole discretion. The City is the sole and exclusive judge of quality and compliance with proposal specifications in any of the matters pertaining to this RFP. Selection of a proposer with whom the City enters into contract negotiations with, or a recommendation of an award by the Evaluation Committee or any other party, does not constitute an award of Contract. Once the City formally awards the contract, the successful consultant will be notified to enter into an agreement. If the selected consultant does not enter into the agreement, the City will begin negotiations with the second highest ranking proposing consultant. Please review all contract forms prior to submitting a proposal. The City of Santa Monica intends to use these forms as the baseline agreements with the successful consultant. The City will not entertain proposals to make material changes to the contract form once the project has been awarded. If you wish to request changes to the contracting forms, you must do so during the proposal process. In addition, the City requires compliance with several other policies and ordinances, proposing consultants will need to complete these Exhibits and submit with their Proposal. The RFP document and the successful proposal response, as amended by agreement between the City of Santa Monica and the successful consultant, will become part of the contract documents. Additionally, the City of Santa Monica may verify the successful consultant's representations that appear in the proposal. Failure of the successful consultant to perform as represented may result in elimination of the successful consultant from further negotiation or in contract cancellation or termination. No oral explanation or instruction of any kind or nature whatsoever given before the award of a contract to a consultant shall be binding. The City of Santa Monica shall not be bound, or in any way obligated, until the City has awarded the contract and all documents have been executed. The proposing consultant may not incur any chargeable costs prior to final contract execution. The method of Contractor Selection has not been Determined at this time.