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HomeMy WebLinkAbout19E - RFP - 1010 N TUSTIN AVENUE REQUEST FOR s COUNCIL ACTION CITY COUNCIL MEETING DATE: CLERK OF COUNCIL USE ONLY: FEBRUARY 21, 2012 TITLE: APPROVED ? As Recommended REQUEST FOR PROPOSALS FOR El Amended El Or dinance on 15` Reading ENVIRONMENTAL SERVICES FOR THE ? Ordinance on 2"d Reading CALVARY CHURCH EXPANSION ? Implementing Resolution PROJECT ? Set Public Hearing For CONTINUED TO FILE NUMBER CITY MANAGER RECOMMENDED ACTION Authorize the Planning and Building Agency to send a Request for Proposals to qualified consulting firms to provide environmental services for the expansion of Calvary Church at 1010 North Tustin Avenue. DISCUSSION The City is reviewing an application for the construction of several new buildings on the existing Calvary Church campus located at 1010 North Tustin Avenue. During the review, it was determined that an environmental impact report would likely be required to meet the requirements of the California Environmental Quality Act. As a result, staff has prepared a Request for Proposals for environmental services for this project (Exhibit 1). Once proposals have been received and evaluated, the recommended firm will be submitted for review and action by the City Council. FISCAL IMPACT There is no fiscal impact associated with this request. L Ja . Trevino Executive Director Planning and Building Agency VF:rb VAenvironmental\Calvary Church RFP.cc022112 Exhibit: 1. Request for Proposals 19E-1 19E-2 T`A -t T-.15; •k u:![GtN tli` i ! 'C.rNntS fi4a REQUEST FOR PROPOSAL FOR Calvary Church Expansion Project 1010 North Tustin Avenue February 21, 2011 CITY OF SANTA ANA PLANNING DIVISION, M-20 20 CIVIC CENTER PLAZA POST OFFICE BOX 1988 SANTA ANA, CALIFORNIA 92702 Vince Fregoso, AICP, Principal Planner (714) 667-2713 (714) 973-1461 Fax vfregoso@santa-ana.org EXHIBIT 1 1 19E-3 I. INTRODUCTION The City of Santa Ana is requesting proposals from planning and environmental consulting firms for preparation of a mitigated negative declaration for an expansion and master plan for Calvary Church of Santa Ana at 1010 North Tustin Avenue, Santa Ana. The scope of work may include any and all work efforts related to the analysis, preparation, community outreach and related compliance with CEQA. This will include the preparation of a mitigated negative declaration (or environmental impact report if required) and required technical studies, on- call consulting on as needed basis, and attendance at public hearings. 11. PROJECT DESCRIPTION Calvary Church of Santa Ana has submitted a proposal to the City for a new master plan for their existing campus. The master plan includes the demolition of three existing buildings (17,700 square feet), the partial demolition of a classroom building and chapel (approximately 8,000 square feet), and the construction of a Student Life Center (10,800 square feet), Community Life Center (9,500 square feet) and Children's Ministry Center (12,700 square feet). Other improvements include tenant improvements to existing buildings and the installation of new landscaping on the campus. A total of 1,053 parking spaces are required for this site while 587 are located on-site. The church has off-site agreements with neighboring properties for an additional 446 stalls. Discretionary actions required for the project include a zone change to a specific development (SD) zoning designation and site plan review approval by the Planning Commission. Staff has been authorized by the City Council to distribute this Request for Proposals for environmental services to prepare the necessary environmental document. The recommended contract will be submitted for City Council authorization after review of the proposal has been completed. III. GENERAL INFORMATION The term of the consultant will begin when the contract is approved by the City Council. 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 document. 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. 2 i 19E-4 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 of 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 RFP 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. i ADDENDA Any subsequent changes in RFP from the date of preparation to date of submittal will result in an addendum by the issuing office. PRIME CONSULTANT RESPONSIBLITIES 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. 3 19E-5 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 and NEPA services provided. Consultant services may include attendance at appropriate City Commission, City Council and neighborhood meetings, and preparation of studies and technical reports. 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. It shall be the responsibility of the selected consultant to prepare the appropriate environmental document in conformance with the California Environmental Quality Act. The City staff shall work closely with the consultant in achieving a legally defensible document. As part of the proposed environmental document, the following shall be addressed. Please identify the scope of work and related cost estimate by the categories listed below. A. Initiation of the Project/Kick-Off: Attend a kick-off meeting to discuss the project with City staff within five working days of receiving a notice to proceed. At this time, staff will present all information about the project, discuss any project constraints and issues, and refine the scope and responsibilities. B. Preparation of technical studies: Technical studies shall be prepared and provided by the selected consultant that, at a minimum, are those listed in CEQA Appendix G: Environmental Checklist Form of the CEQA Guidelines. In addition, the Public Works Agency has identified a scope of work for the preparation of a traffic study for the project. The scope of work is attached as Exhibit A to this RFP. C. Preparation of the draft environmental document appropriate for the project: The consultant will prepare the environmental document for the project. This will include meeting with the City for the purpose of obtaining information necessary for preparation of complete project and alternatives descriptions, establishing early communications among the various team members, and familiarizing the consultant with the issues and concerns identified for analysis. In addition, the initial study, notice of preparation, scoping meeting attendance and the preparation of a screencheck and draft EIR (if required) shall be included as part of this task. D. Preparation of the final environmental document: The consultant shall prepare a final environmental document that is consistent with all applicable provisions of the California Environmental Quality Act. This will include any response to comments, findings of fact, statement of overriding considerations (if applicable), the mitigation monitoring and reporting program, and all other related documents. 4 19E-6 E. Attendance at Meetings: The scope of services requires the selected consultant to work closely with staff in preparing the environmental document. The consultant shall budget (at minimum) attendance at the following meetings: 1 Kick-off meeting with City staff 1 Community workshops/stakeholder forums 8 Monthly progress meetings with staff 2 Planning Commission study sessions 1 Environmental Transportation Committee (ETAC) study session 1 City Council study session 2 Planning Commission hearings 2 City Council hearings F. Deliverables (per submittal): 5 Administrative draft mitigated negative declarations 10 Final mitigated negative declaration (with CD's) 1 Electronic files (Print quality pdf, web ready pdf, editable file) Note: Additional copies of the document will be required in the event an EIR is necessary. Further, prior to start of work, software and programs used for data collection, documentation and mapping shall be approved by City staff to affirm compatibility with City systems. V. GENERAL REQUIREMENTS All work shall be performed in conformance with the latest City of Santa Ana, State Office of Planning and Research, State Department of Transportation, OCTA and other involved agencies' policies, procedures, standards and guidelines. The documents and plans furnished under the Agreement shall be of a quality acceptable to the City of Santa Ana. The criteria for acceptance shall be a product of neat appearance, well organized, technically and grammatically correct, checked, and dated and having the maker and checker identified. The minimum standard of appearance, organization and content of the documents shall be that of similar types produced by the City and set forth in related City of Santa Ana and other involved agencies' manuals. The Consultant shall modify its work as necessary to meet the level of acceptability defined by the criteria above. VI. PERFORMANCE PERIOD The contract shall begin upon approval by the City Council, and the Consultant shall commence work after notification to proceed by the City. Unless extended by contract amendment, the contract shall terminate on December 1, 2013. The Consultant is advised that any recommendation for contract award is not binding on the City until the Agreement and all pertinent paperwork are fully executed and approved by the City Council. 5 19E-7 VII. 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 on Thursday, March 15, 2012 by 5:00 PM, and made attention to Vince Fregoso, Principal Planner. Proposals received after the date and time specified in this RFP will be rejected by the Agency as non-responsive. He can also be contacted at (714) 667-2713 or via email at vfregoso@santa-ana.org. Vlll. 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. 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, the associates in-charge when the Project Manager/Principal Agent is absent, and for that of other key personnel. An organization chart identifying only those who will perform work for the proposed project and their brief resume is also required. 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 and 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. 6 19E-8 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 i The Consultant shall furnish a fee schedule for the environmental services. The fee schedule shall depict the hourly rates for the prime consultant and any subconsultants with an hourly billing rate for each personnel category to be used on the project. Personnel hourly rates shall reflect all costs for office overhead, including phones, cellular phones, vehicles, mileage and other direct and indirect costs. This fee schedule shall reflect all anticipated fee increases. C. 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. IX. PROJECT CONTROL Control of the project shall remain the total responsibility of the City of Santa Ana. X. CONSULTANT SELECTION The City of Santa Ana may designate a Consultant Selection Committee, which will evaluate each proposal based on technical criteria, staffing and qualifications listed within the RFP and make a selection. Final approval of the consultant will be given by the City Council. XI. 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. XII. PROFESSIONAL SERVICES AGREEMENT The RFP and the consultant's proposal will be attached and become part of the agreement as exhibits. XIII. INSURANCE REQUIREMENTS General liability, automotive, worker's compensation and professional liability insurance are required. The certificate shall include the City of Santa Ana and its officers and employees as insured or additional insured. 7 19E-9 XIV. DELAYS The City reserves the right to delay scheduled dates if it is to the advantage of the City. XV. AFFIRMATIVE ACTION PROGRAM The City has an affirmative action program. Qualified firms including small businesses and businesses owned by Women, Minorities and Disabled persons are encouraged to submit bids or proposals. Contractors shall agree to comply with the City's ordinances and regulations regarding Affirmative Action and Equal Employment Opportunity. VF/Environmental/Calvary Church RFP 8 19E-10 CALVARY CHURCH TRAFFIC IMPACT ANALYSIS SITE SPECIFIC REQUIREMENTS • Trip generation forecast including existing and cumulative projects. • Trip distribution forecast and trip assignment customized to accommodate the nature of project and cumulative project traffic. • Research must be done of all major unoccupied office buildings in the vicinity of the project. All major unoccupied buildings must be included as cumulative project in the analysis. • Capacity analysis at the following intersections during both the morning and evening peak periods (traffic counts may be available from the City of Santa Ana active file or existing and ongoing traffic studies within the vicinity). The City of Santa Ana utilizes the following values in calculating Intersection Capacity Utilizations (ICU's):1600 vphpl for turning lanes, 1700 vphpl for through lanes, 5% clearance intervals. For unsignalized intersection, the HCM shall be used. ? Fourth Street at 1-55, SB Ramps (signalized) ? Fourth Street at 1-5, NB Ramps (signalized) ? Fourth Street at Tustin Avenue (signalized) ? Fourth Street at Park Center Drive (unsignalized) ? Fourth Street at Cabrillo Park Drive (unsignalized) ? Tustin Avenue at Seventeenth Street (signalized) ? Tustin Avenue at Wellington Avenue (signalized) ? Tustin Avenue at Fruit Street (signalized) ? Wellington Avenue at Williams Street (unsignalized) ? Wellington Avenue at Cabrillo Park Drive (unsignalized) ? Fruit Street at Park Center Drive (unsignalized) ? Fruit Street at Cabrillo Park Drive (unsignalized) NOTE: Some intersection assessments are related to capacity analysis as well as residential neighborhood traffic evaluations. • Assessments and recommendations at project access locations including sight distance & stopping sight distance for project traffic entering and exiting project driveways and controls. • Assessment and recommendation of existing and future configuration/striping and Level of Service (LOS) at all impacted areas including the following segment locations. Please note road segment analysis shall be based on the Orange County MPAH methodology and the City of Santa Ana Circulation Element, No V/C capacity ratios in segment analysis: 9 19E-11 ? Tustin Avenue between Fourth Street and Seventeenth Street ? Fourth Street between 1-5, NB Ramps and 1-55 SB Ramps ? Any additional segment as necessitated by the assessment of neighborhood traffic. • Analysis of delivery trucks accessibility, their impact upon the street bordering the site and recommendations to mitigate said impacts. • Internal circulation, particularly with respect to vehicular queues at driveways, required stacking distance and potential impacts upon on-street traffic. • The project scenario analysis must include a scenario that isolates project impacts. • Specific intersection control analysis at all unsignalized intersections. Please note that this is not a request to install a traffic signal. • An assessment and recommendations of existing and future geometric/striping of all end- block locations presented above. • The study must include detailed assessment of potential impacts on the adjacent residential component. Recommendations to minimize or eliminate impacts must be clearly identified. • Meet with City staff to verify/determine other concerns and issues relative to the development of the project. Discuss the key intersections to be analyzed, obtain traffic count information and background data either available in City files of contained in other traffic reports for the area. • Field inspect the subject roadway areas and inventory the existing street system as to base line width, striping patterns, and traffic. • Collect traffic counts on key site area roadways and intersections. These counts will include morning and afternoon peak hour turning movements as well as 24-hour daily volumes at locations between selected intersections. • Study shall include scenario analysis as follow: ? Existing Conditions - utilized to establish the current level or existing baseline of traffic operations. ? 2015 Project Opening Year No Project Conditions - establishes project opening year baseline to evaluate the proposed Project. ? 2015 Project Opening Year with Project Conditions - represents project opening year baseline traffic conditions. ? 2035 Project Design Year No Project Conditions - establishes future year baseline to evaluate the proposed Project. ? 2035 Project Design Year with Project Conditions - represents future year baseline traffic conditions with the proposed Project. NOTE: for the purposes of this analysis, the Metro East Overlay shall be used. City staff will provide information. 10 19E-12 • Prepare cumulative project traffic analysis to include the potential impacts associated with other uses to be identified. • Investigate the adequacy of site access and internal circulation. Ensure that all access locations will provide safe egress and ingress including adequate sight distance in all directions. • Evaluate the need for additional on-site and/or off-site traffic controls. • Identify measures to mitigate the impact of project traffic including roadway and intersection widening, traffic signals installation & modification signing, localized street improvement strip ing/channelization and all others improvements to provide acceptable LOS. • The City of Santa Ana adopted LOS "D" as the maximum threshold of significance at all intersections and mid-block locations. See Definitions below: LEVEL OF SERVICE DEFINITION Maximum Daily Average for Arterial Roads Street Lane A B C D E F Classification Configuration Principal Arterial 8 Lanes 45,000 52,500 60,000 67,500 75,000 >75,000 Divided Major Arterial 6 Lanes 33,900 39,400 45,000 50,600 56,300 >56,300 Divided Primary Arterial 4 Lanes 22,500 26,300 30,000 33,800 37,500 >37,500 Divided Secondary 4 Lanes 15,000 17,500 20,000 22,500 25,000 >25,000 Arterial Undivided Commuter 2 Lanes 7,500 8,800 10,000 11,300 12,500 >12,500 Street Undivided 11 19E-13 Level of Service Descriptions Level of Description of Operation Range of V/C Service Ratios Free flow. Individual users are virtually unaffected by the presence of others in the traffic stream. Freedom to select desired speeds and to maneuver within the A traffic stream is extremely high. The general level of 0.00-0.60 comfort and convenience provided to the motorist, passenger, or pedestrian is excellent. Stable flow. The presence of other users in the traffic stream begins to be noticeable. Freedom to select desired speeds is relatively unaffected, but there is a slight decline in the freedom to maneuver within the B traffic stream from LOS A. The general level of 0.61 - 0.70 comfort and convenience provided is somewhat less than that of LOS A, because the presence of others in the traffic stream begins to affect individual behavior. Stable flow. This LOS marks the beginning of the range of flow in which the operation of individual users becomes significantly affected by interactions with others in the traffic stream. The selection of speed is C affected by the presence of others, and maneuvering 0.71 - 0.80 within the traffic stream requires substantial vigilance on the part of the user. The general level of comfort and convenience declines noticeably at this level. High density, but stable flow. Speed and freedom to maneuver are severely restricted, and the driver or pedestrian experiences a generally poor level of comfort and convenience. Small increases in traffic 0.81-0.90 flow will generally cause operational problems at this level. Operating conditions at or near the capacity level. All speeds are reduced to a low but relatively uniform value. Freedom to maneuver within the traffic stream is extremely difficult, and generally accomplished by forcing a vehicle of pedestrian to "give way" to E accommodate such maneuvers. Comfort and 0.91 -1.00 convenience levels are extremely poor, and drivers or pedestrian frustration is generally high. Operations at this level are usually unstable because small increases in flow or minor variations within the stream will cause a breakdown. Forced or breakdown flow. This condition exists wherever the amount of traffic approaching a point F exceeds the amount which can traverse that point. > 1.00 Queues form up behind such locations as arrival flow exceeds discharge flow. 12 19E-14 • Prepare a professional traffic engineering traffic impact report to include appropriate text, tabular and graphic material, suitable for presentation to the City as a freestanding document. • The consultant must review relevant traffic and parking studies and documents containing traffic analysis conducted in the area. The report must include investigation of the mitigation list presented in the original development agreement/traffic study as it relates to any proposed mitigation recommended in this study. • An assessment of traffic entering and exiting adiacent arterials must be included particularly with respect to the ability of project to find an "acceptable" gap in the traffic stream without being overtaken by the major street traffic. • Unsignalized intersection capacity analysis and applicable signal warrants analysis at all unsignalized intersections. I 13 19E-15 19E-16