25B - AGMT - DT MAINTENANCE SRVS

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REQUEST FOR PROPOSAL (RFP) I. INTRODUCTION The City of Santa Ana (City) is requesting proposals from experienced firms (Contractor) to provide Downtown Santa Ana General Maintenance Services. II. FISCAL NONFUNDING CLAUSE In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the provider of such occurrence and contract shall terminate on the last day of current fiscal period without penalty or expense to the City. III. PERIOD OF CONTRACT The contract shall be for a period from the date of execution of the agreement through August 31, 2015. Prices shall be firm for a period from the date of agreement award through August 31, 2015. Thereafter, prices may be adjusted as per option of renewal. IV. OPTION OF RENEWAL The contract may be extended subject to written notice of agreement from the City and successful offeror, for up to two (2) additional twelve (12) month periods beyond the primary contract period. Said extension shall be subject to the same terms and conditions as the present contract. Increases shall be negotiated and adjusted after each twelve (12) month term. V. SCOPE OF WORK/SERVICES The scope of work may include any and all work efforts related to the Downtown Santa Ana General Maintenance Services per Exhibit A. The Contractor shall provide services under the direction of City staff and will be expected to provide experienced and knowledgeable professional staff. The Contractor shall be responsive and maintain excellent working relationships with city residents, downtown property owners and businesses, government officials and City staff. The Contractor shall be committed to provide adequate staffing levels at all times in order to adhere to established schedules. The Contractor shall be knowledgeable and very familiar with federal, state and local regulations. VI. GENERAL INFORMATION A. The term of the contract will begin when the proposal is approved by the City Manager or Designee. B. When determined appropriate, the City will provide information in its possession relevant to preparation of required information in RFP. The City will provide only the staff assistance and documentation specifically referred to herein. C. The Contractor shall be responsible for retaining data, records and documentation for the preparation of the required information. These materials shall be made available to the City as requested by the City. D. This RFP does not commit the City to pay costs incurred in preparation of a response to this RFP. All costs incurred in the preparation of the proposal, the submission of additional information and /or any aspect of a proposal prior to award of a written contract will be borne by the respondent. The City reserves the right to accept or reject the combined or separate components of this proposal in part or in its entirety. E. All data, documents and other products used, developed or produced during response preparation of the RFP will become property of the City. All responses to the RFP shall become property of the City. 25B -5