First, check if the City already has an on-call agreement set up with the contractor/consultant. All executed agreements that have been through the City Clerk’s office are on the Public Records Portal. Visit the Search for Agreements page for how to use the Portal.

What is an RFP?

A Request for Proposal, or RFP, is a document that a business, non-profit, or government agency creates to outline the requirements for a specific project or services. RFP's should be used for all public works projects, and may be used for professional services when competitive bidding is sought.

Structure of the RFP document

Use City letterhead template

1. Introduction: Overview of the RFP.
   Ex. The City of San Rafael (City) hereby requests proposals for ________________ from a qualified
   _________________ business that is duly registered and licensed with a _________________________ license in the State of California.
   The introduction section should also include the date, time and manner bids should be received by. Finally, the introduction should summarize how the contract will be awarded (lowest bid or review of qualifications etc.). THe introduction should also be a description of the good or service requested. For goods, this may include dimensions, tolerances, model numbers, manufacturer names, colors, sizes, performance characteristics such as speed and storage capacity, or the specific functions to be performed.
2. Table of Contents
   
3. General Requirements, Licensing and Labor, Work Standards, etc.
   
4. Proposal Requirements
   Ex. The proposal shall consist of... Cover letter signed by the Contractor which includes name, address, etc., bid proposal, Bidder’s bond, List of personnel, List of equipment........
5. Bid Award Process
   Ex. The City will award one contract for ___________ to the lowest responsive and responsible bidder, provided that the Bidder is determined to be qualified based on the requirements listed herein.
   Include a link to BidExpress if that's where contractor's will apply. Also include the date/time proposals will be opened (can be over zoom).
6. RFP Addenda
   Ex. All requests for clarification for this RFP must be made in writing.  All questions relating to the RFP shall be presented at least 96 hours prior to the due date. All addenda will be posted to the City’s website.
   
7. Attachments
   Ex. Attachment A - Scope of Work, Attachment B - Bid Proposal, Attachment C - Draft Contract
   The latest version of the relevant City Attorney contract template (Professional Services, Informal Public Works project, Formal Public Works project) should be included as an attachment to the RFP.  Drawings, maps, pictures, sketches (if applicable) may also be appropriate to include as attachments.

Other considerations for your RFP

• Installation or site preparation requirements
• Compatibility requirements with existing equipment or programs
• Maintenance requirements (service location/response times)
• Warranty requirements
• Estimated cost (for capital projects this is called the "Engineer's Estimate")

RFP Examples

• RFP for Routine Tree Services - 1/12/21
• RFP for Janitorial Services - 9/1/20
• RFP for Pt. San Pedro Medians Landscaping - 5/3/19
• RFP for Goat Grazing Services - 4/22/19
• RFP for Recreation & Childcare Software - 2020

Advertising the RFP

To advertise an RFP:

1. Post it on the City website as a news post
2. When appropriate, post the RFP to BidExpress
3. When appropriate, set a date/time proposals will be opened and send out a zoom link for the meeting.
4. Email the link to the City website news post to all known current and prospective contractors/consultants that could qualify for the RFP.RFP's (Requests for Proposals)

1. Obtain a Contract via DocuSign Routing

For information about contracts and contract routing, see City Attorney's Office - San Rafael Employees for training and templates. .

2. Enter Executed Contract in ERP/Munis

Once you have an executed contract you can set up the financial information using the Contracts Module of Munis/ERP.

Option A: Encumbered Contract

• Assigned Account Code
• Funding Encumbered
• Invoices will reference the contract number
• Duration Options:
  • Ending Within the Fiscal Year = contract is "closed" as of 6/30
  • Continuing Into new Fiscal Year = contract "rolls" into new fiscal year
    • With budget carry-over = encumbrance rolls with contract
    • Without budget carry-over = contract rolls with NO budget (new $ can be added with new fiscal year)

Option B: Non-Encumbered Contract

• Assigned Account Code
• NO Funding Encumbered
• Change Order Issued for Task Orders
• Invoices will reference the contract number
• Duration Options:
  • Ending Within the Fiscal Year = contract is "closed" as of 6/30
  • Continuing Into new Fiscal Year = contract "rolls" into new fiscal year

Option C: Not-To-Exceed (NTE) Contract

• No Assigned GL Account Code = no department workflow
• No Encumbrance at time of contract set-up in MUNIS/ERP = no appropriation control at set-up
• Control is at the "Not-To-Exceed" Dollar Amount
• Requisition > Purchase Order (PO) is required for EACH task order against NTE contracts.
  • Assigns GL account code to be charged = system checks available budget
  • Encumbers Dollar Amount = reduces available contract NTE
  • Invoices will reference the PO number (which is linked to the contract)

3. Release Into Workflow

Once you have set up your Contract, you will release it into workflow. The system will send the contract to all the appropriate approvers within the city that is responsible for the budget/account code used and approved spending authority.

4. Approved Contract

This step is automatic. Once the contract has been approved the originator will receive a notification that it has been created. You can now start invoicing against the Contract or set-up the required Requisition to Purchase Order for those NTE Contracts.