HomeMy WebLinkAbout19E - RFP - ENVIRONMENTAL SRVS AND PARK ANALYSISREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 6, 2011
TITLE:
REQUEST FOR PROPOSALS FOR
ENVIRONMENTAL SERVICES AND PARK
ANALYSIS FOR THE MCFADDEN/ORANGE
PARK SITE LOCATED ON THE
NORTHEAST CORNER OF MCFADDEN
AVENUE AND ORANGE AVENUE
IA ?1?
CITY ANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1s' Reading
? Ordinance on 2" d Reading
? Implementing Resolution
? Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Authorize the Planning and Building Agency to send a Request for Proposals to qualified
consulting firms to provide environmental services and a park analysis for proposed park on the
northeast corner of McFadden and Orange Avenues.
DISCUSSION
In 1979, the City licensed approximately 2.6 acres of Centennial Park to Rancho Santiago
Community College District (RSCCD) to build and operate a Career Education Center consistent
with the park deed conditions. Centennial Park site was obtained from the Federal Government
for recreation purposes and the deed conditions require National Park Service (NPS) approval of
any improvements in the park site. The College is proposing to construct a two story classroom
building in the licensed area at Centennial Park. NPS indicated the college improvements are
not for recreational purposes and provided the option of a Land Conversion to transfer the deed
restriction to a new 1.4 acre park site at McFadden and Orange Avenues (Exhibit 1). The land
conversion must be of equal recreational value. In order to assess equal recreational value NPS
is requesting the following documents be provided before a final decision or approval is granted:
1) An appraisal report on properties, 2) a recreation value report, 3) a soils analysis of the new
park site, 4) an environmental assessment, and 5) a legal description/title search of the new site.
On February 7, 2011, City Council approved a reimbursement agreement with RSCCD in the
amount of $300,000 for the preparation of various documents including an appraisal report which
has been completed on both properties. If NPS approves the land conversion option, the City at
that time would need to approve the College's request to build the two story classroom building at
Centennial Park. This Request for Proposal will retain a consultant to prepare the environmental
assessment, soils analysis and park analysis on the McFadden/Orange site. The legal
description/title search will be prepared by the Public Works Agency. Once all documents are
completed this information will be sent to NPS for determination.
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Request for Proposals
McFadden/Orange Park Site
June 6, 2011
Page 2
After reviewing the proposed project, it was determined that a Negative Declaration will be
required to meet the requirements of the California Environmental Quality Act (CEQA). A
Request for Proposal for consultant services was prepared in conjunction with this project
(Exhibit 2). The recommended environmental contract will be submitted for City Council
authorization after the review of proposals has been completed.
FISCAL IMPACT
There is no fiscal impact associated with this action.
J". Trevino
Executive Director
Planning and Building Agency
Gerardo ?Mouet
Executive Director
Parks, Recreation & Community Services Agency
HS:rb
hs: McFadden-Orange_Park_Site/RFP_RFCAccO60611
Exhibit: 1. Site Plan indicating Scope of Work
2. Request for Proposal
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xhibit 1
REVISED REQUEST FOR
PROPOSAL
FOR
MCFADDEN/ORANGE
PARK SITE
June 7, 2011
CITY OF SANTA ANA
PLANNING DIVISION, M-20
20 CIVIC CENTER PLAZA
POST OFFICE BOX 1988
SANTA ANA, CALIFORNIA 92702
Hally Soboleske, Associate Planner
(714) 647-5842
(714) 973-1461 Fax
hsoboleske@santa-ana.org
EXHIBIT 2
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REQUEST FOR PROPOSAL (RFP)
1. INTRODUCTION
The City of Santa Ana is requesting proposals from environmental consulting firms for preparation
of a recreational analysis and potential Negative Declaration for the proposed construction of a
park on the northeast corner of McFadden and Orange Avenues, parcel number 011-065-20. The
lot is currently vacant, and is zoned for residential land uses. A zone change and general plan
amendment will be required for the land to be converted to a park which must be analyzed via a
Negative Declaration. Prior to this, a recreational analysis must be completed for submittal to the
National Parks Services.
The scope of work may include any and all work efforts related to analysis of a proposed project
for compliance with CEQA and/or NEPA (if required). This will include preparation of a Negative
Declaration and required technical studies, on-call consulting on as needed basis, and potential
attendance at public meetings and hearings.
II. PROJECT DESCRIPTION
In 1979, the City licensed approximately 2.6 acres of Centennial Park to Rancho Santiago
Community College District (RSCCD) to build and operate a Career Education Center consistent with
the park deed conditions (Exhibit 1). Centennial Park site was obtained from the Federal Government
for recreation purposes and the deed conditions require National Park Service (NPS) approval of any
improvements in the park site. The College is proposing to construct a 2 story classroom building in
the licensed area Centennial Park. NPS indicated the college improvements are not for recreational
purposes and provided the option of a Land Conversion to transfer the deed restriction to a new park
site at McFadden/Orange (1.4 acres). The land conversion must be of equal recreational value. In
order to assess equal recreational value NPS is requesting the following documents be provided
before a final decision or approval is granted: 1) An appraisal report on properties, 2) a recreation
value report, 3) a soils analysis of the new park site, 4) an environmental assessment, and 5) a legal
description/title search of the new site.
On February 7, 2011, City Council approved a reimbursement agreement with RSCCD in the amount
of $300,000 for the preparation of various documents. The appraisal report is completed on both
properties. This Request for Proposal will retain a consultant to prepare the environmental
assessment, soils analysis and park analysis on the McFadden/Orange site. The legal description/title
search will be prepared by Public Works. Once all documents are completed this information will be
sent to NPS for determination.
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III. General Information
The term of the consultant will begin when the proposal is approved by the Executive Director of
the City of Santa Ana Planning & Building Agency,
A. When appropriate, the City will furnish information in its possession relevant to preparation of
the environmental documentation, including the General Plan and Zoning information.
B. The Consultant shall be responsible for retaining data, records and documentation for the
preparation of the environmental documents. These materials shall be made available to the
City upon acceptance of the final draft text or at any earlier time at the request of the City.
C. In an effort to promote the hiring and utilization of local businesses/merchants, when selecting
a consultant to perform the tasks identified in the following sections, local companies shall be
given preference, quality and prices being equal.
D. This RFP does not commit the City to pay costs incurred in preparation of a response. 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 or developed during preparation or the
environmental documentation will become property of the City. All responses to the RFP shall
become property of the City. Applicants who wish to retrieve documents submitted as part of
the response to the RFQ may do so after Consultant selection.
F. 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 will provide only the staff assistance and documentation specifically
referred to herein and will not be responsible for any cost or obligation of any kind, which may
be incurred by the respondent.
G. The City reserves the right to reject and replace any and all subcontractors, and reserves the
right to approve all subcontractors.
H. Progress review meetings shall be held at intervals deemed appropriate by the City.
COORDINATION
Coordination with the City, other consultants and agencies will be required to achieve satisfactory
and timely delivery of the final work product.
ADDENDA
Any subsequent changes in RFP from the date of preparation to date of submittal will result in an
addendum by the issuing office.
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PRIME CONSULTANT RESPONSIBILITIES
The selected Consultant will be required to assume responsibilities for all services in their
proposal. The selected Consultant will be the sole point of contact with regard to contractual
matters, including payment of any and all charges resulting from the Agreement.
RULES FOR PROPOSALS
The signer of the RFP must declare in writing that the only person, persons, company or parties
interested in the proposal as principals are named therein; that the proposal is made without
collusion with any other person, persons, company or parties submitting a proposal; that it is in all
respects fair and in good faith without collusion or fraud; and, that the signer of the proposal has
full authority to bind the principal proposer.
IV. Scope of Services
The Consultant shall provide technical environmental services under the direction of City staff.
The Consultant will be expected to provide experienced and knowledgeable professional staff.
The Consultants' Project Manager and staff shall be responsive and maintain excellent working
relationships with project applicant, property owners, developers and City staff. The Consultant
shall be committed to provide adequate staffing levels at all times in order to adhere to established
schedules. The Consultant shall be knowledgeable and very familiar with federal, state and local
regulations, policies and procedures as they pertain to CEQA services provided.
Consultant services may include attendance at appropriate City Commission, City Council and
neighborhood meetings, preparation of studies and technical reports.
INITIATION/KICK OFF MEETING
If determined necessary, the consultant shall be required to discuss the project with City Staff
and applicant within two-weeks of approving proposal and receiving the notice to proceed from
the City. At that time staff and applicant will provide all information pertinent to the project.
V. Submittal Information and Deadline
Proposals are due to the City of Santa Ana Planning Division, M-20, 20 Civic Center Plaza,
P.O. Box 1988, Santa Ana, CA 92702 June 14. 2011 and made attention to Hally Soboleske at
(714) 647-5842 or can be faxed to 714-973-1461. Proposals received after the date and time
specified in this RFP will be rejected by the Agency as non-responsive.
VI. Submittal Requirements
The RFP is intended to assess and evaluate each firm's capabilities as they apply to the
proposed project. Each firm must address each of the following items in their response to the
RFP.
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A. Statement of Qualifications - In order to maintain uniformity with each Consultant, the
Statement of Qualifications must be limited to a maximum of 20 pages (excluding front and
back covers, section dividers and resumes). The page limitation includes all appendixes,
attachments and supplemental information. The following information is required:
1. Cover Letter - A letter signed by a principal or authorized officer who may make legally
binding commitments for the entity.
2. Firm and Personnel Experience: A profile of the firm's experience in producing
environmental documents. The Project Manager/Principal Agent's contact information
for the proposed work shall be identified and associates in-charge when Project
Manger/Principal Agent is absent as well as that of other key personnel. An
organization chart identifying only those who will perform work for the proposed project
and their brief resume. The project manager shall be the primary contact person to
represent your firm and will be the person to conduct the presentation, if invited for an
interview. The Consultant shall list the time availability of the project manager and the
key personnel on a percentage basis to provide the services requested.
Subconsultants, if any, shall be identified are subject to the same requirements as for
the prime Consultant.
3. Submittal of Proposal
a. Three (3) copies of the RFP shall be signed by a company official with the power to
bind the company.
b. Structure your proposal to include the Scope of Services, General Time Schedule
and Fees.
4. List of projects, which your firm or personnel have completed within the last 5 years,
similar to the proposed project. Project information should include project description,
year completed, client name, along with a person to contact and their telephone
number.
5. References: The Consultant shall submit a list of references comprised of a listing of
work similar to that identified in the RFP.
6. Statement containing any suggestions or special concerns that the City should be made
aware of, including a project approach necessary for the successful completion of a
public project.
7. The proposal must be completely responsive to the RFP.
B. Fee Schedule
The Consultant shall furnish a fee schedule for the environmental services. The fee
schedule shall depict the hourly rates for each personnel category to be used on the
project. Personnel hourly rates shall reflect all costs for office overhead, including phones,
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cellular phones, vehicles, mileage and other direct and indirect costs. This fee schedule
shall reflect all anticipated fee increases.
C. Insurance Requirements - All required insurance must be current and up-to-date in
advance and renewed annually. A consultant my not work for the City of Santa Ana until
the appropriate insurance has been provided and approved by the City Attorney. This
shall be verified by City Staff.
D. The City reserves the right to reject any or all proposals submitted and no representation is
made hereby that any contract will be awarded pursuant to this RFP or otherwise.
VII. Project Control
Control of the project shall remain the total responsibility of the City of Santa Ana.
VIII. Consultant Selection
The City of Santa Ana along with the project applicant will evaluate each proposal based on
technical criteria and qualifications listed within the RFP and make a selection.
IX. Method of Payment
The Consultant shall submit a monthly invoice to the City for the services rendered in that
month. The invoice shall include a summary as well as a detailed breakdown of the services,
the project title, the tasks, the hours, and hourly rates.
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