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(9) <br />CITY OF SANTA ANA <br />Consultant Responsibilities <br />The Consultant shall draft the General Plan Housing Element Update and provide technical <br />and environmental services under the direction of City staff. The Consultant will be expected <br />to provide experienced and knowledgeable professional staff. The Consultants' Project <br />Manager and staff shall be responsive and maintain excellent working relationships with City <br />staff, property owners, and/or stakeholders. The Consultant shall be committed to provide <br />adequate staffing levels at all times in order to adhere to established schedules. The <br />Consultant shall be knowledgeable and expected to be familiar with Federal, State and local <br />regulations, policies and procedures as they pertain to all technical studies. <br />A. Initiation of the Project/Kick-Off: Attend a kick-off meeting to discuss the project with City <br />staff within five working days of receiving a notice to proceed. At this time, staff will present <br />any additional information about the project, discuss any project constraints and issues, and <br />refine the scope and responsibilities. <br />B. Attendance at Meetings: The scope of services requires the selected consultant to work <br />closely with staff in preparing the updated Housing Element document and draft environmental <br />document. The consultant shall budget (at minimum) attendance at the following meetings: <br />One (1) Kick-off meeting with City staff <br />Progress site meetings and progress conference call meetings every other <br />week (as needed based on project scope) <br />One (1) Community Development & HousingCommission study session <br />Two (2) Planning Commission study session <br />One (1) Planning Commission hearing <br />One (1) City Council study session <br />One (1) City Council hearing <br />In addition to the meetings above, consultant shall budget attendance at all meetings that are <br />part of the Consultant's community outreach master plan. <br />C. Deliverables (per submittal): <br />Five (5) Printed Administrative drafts of all documents (draft element text, technical studies, <br />graphic concepts, maps, etc.) <br />One (1) Printed Final draft of all documents (and electronic versions) <br />One (1) Electronic file (USB flash drive or CD including print quality PDF, web ready PDF, <br />editable file) of all final public drafts, and final public technical reports in both Microsoft Word <br />or InDesign format, and editable PDF format. GIS shapefiles for all mapping to be included as <br />applicable. <br />Up to 50 CDs for the distribution of all applicable documents to required agencies and <br />organizations <br />One (1) Electronic file of (USB flash drive or CD including print quality PDF, web ready PDF, <br />editable file) of all adopted documents in both Microsoft Word format and editable PDF format. <br />Meeting Notes for all site and conference call meetings <br />Prior to start of work, software and programs used for data collection, documentation and <br />mapping shall be approved by City staff to affirm compatibility with City systems. <br />D. Schedule and Timing: Provide a project schedule to identify the completion dates for major <br />milestones. The Housing Element Update project is to be completed and City Council adopted <br />by October 21, 2021 as required by State law; maintaining 8-year cycle for element updates. <br />RFP No. 20-135 General Plan Hfevtn. 2gient Update Page 5 of 29 <br />