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HomeMy WebLinkAbout19F - RFP - PLANNING AND ENVIRONMENTAL SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 19, 2012 TITLE: REQUEST FOR PROPOSALS FOR PLANNING AND ENVIRONMENTAL SERVICES FOR SANTA ANA GENERAL PLAN HOUSING ELEMENT UPDATE CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 151 Reading ? Ordinance on 2nd 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 planning and environmental services for the update of the Santa Ana General Plan Housing Element. DISCUSSION Senate Bill 375, also known as California's Sustainable Communities Strategy and Climate Protection Act, calls for the integration of transportation, in conjunction with establishing a green house gas (GHG) reduction goal for the region. Towards this goal, the law requires updating of local jurisdictions' general plan housing elements within 18 months from the adoption of the Southern California Association of Governments (SCAG) Regional Transportation Plan (RTP). With the adoption of the SCAG Regional Transportation Plan in October 2012, the next Housing Element planning cycle is to be completed by October 15, 2013, and include evaluation and strategies to address Santa Ana's housing needs for the 2013-2021 planning period. The Regional Needs Housing Allocation (RHNA) assigned to the City of Santa Ana for the 2013- 2021 planning period is 204, in comparison to the 3,393 RHNA allocation assigned to the City of Santa Ana in the prior Housing Element adopted on October 19, 2009. This lower RHNA allocation is in part due to State Housing and Community Development (HCD)'s adjustments to account for abnormally high vacancy and market condition to prolonged recessionary conditions, high unemployment and unprecedented forecloses in California. Staff is requesting authorization to distribute a Request for Proposals (Exhibit 1) for planning and environmental services to assist City staff with preparing this update. The full cost of the contract will be paid for with City general funds, and other City resources as available. The recommended contract will be submitted for City Council authorization after review of the proposal has been completed. 19F-1 Request for Proposals for Planning and Environmental Services for General Plan Housing Element Update November 19, 2012 Page 2 FISCAL IMPACT There is no fiscal impact associated with this action. Jay M. Trevino Executive Director Planning and Building Agency ?rz? Nancy T. Ed rds Interim Executive Director Community Development Agency MM:rb mm: Housing20l3/RFP/HE_RFP_RFCA_oc Exhibit: 1. Request for Proposal 19F-2 REQUEST FOR PROPOSAL FOR SANTA ANA GENERAL PLAN HOUSING ELEMENT UPDATE Key RFP Dates: RFP Issued: November 20, 2012 Proposal Due Date: December 6, 2012 Interview Date: December 13, 2012 Contract Award: January 22, 2013 CITY OF SANTA ANA PLANNING DIVISION, M-20 20 CIVIC CENTER PLAZA POST OFFICE BOX 1988 SANTA ANA, CALIFORNIA 92702 Melanie McCann, Associate Planner (714) 667-2746 (714) 973-1461 Fax mmccann(cDsanta-ana.orq EXHIBIT 1 1 19F-3 City of Santa Ana Request for Proposal for General Plan Housing Element Update 2013-2021 REQUEST FOR PROPOSAL (RFP) 1. INTRODUCTION The City of Santa Ana ("the City") is soliciting proposals from professional consulting firms to update the City's General Plan Housing Element. The City's Housing Element was last revised in October 20, 2009 and certified as in conformance with the State of California's legal requirements pertaining to Housing Element Law. The purpose of the Housing Element is to set forth the City's plans, programs and policies to ensure the provision of adequate housing choices and opportunities for Santa Ana residents, in accordance with the State of California Government Code. The State Legislature has declared that the availability of housing is a matter of "vital statewide importance" and "the early attainment of decent housing and suitable living environment for every California family is a priority of the highest order." Government Code Section 65580(a). II. GENERAL INFORMATION The term of the consultant will begin when the proposal is approved by the Executive Director of the City of Santa Ana's Planning & Building Agency. 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. 2. 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. 3. 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. 4. All data, documents and other products used or developed during preparation or the environmental documentation will become property of the City; including data sets and related GIS shapefiles. 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. 5. 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. 19F-4 City of Santa Ana Request for Proposal for General Plan Housing Element Update 2013-2021 6. The City reserves the right to reject and replace any and all subcontractors, and reserves the right to approve all subcontractors. 7. Progress review meetings shall be held at intervals deemed appropriate by the City. 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 proposal. The selected Consultant will be the contractual matters, including payment of any Agreement. RULES FOR PROPOSALS responsibilities for all services in their sole point of contact with regard to and all charges resulting from the 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. III. SCOPE OF SERVICES The City is seeking to update the City's Housing Element to reflect new statutory requirements, as well as refine the City's Housing Vision to meet current and future housing needs. The existing adopted housing element is to be used as a base, with the overall appearance and organization of the document to be maintained. The update of the housing element is to be limited to that which is needed to meet new statutory requirements, with the extended 8-year planning cycle with a 2021 horizon year. The Regional Needs Housing Allocation (RHNA) assigned to the City of Santa Ana for the 2013-2021 planning period is 204. While the City continues its efforts to meet the qualifications for the State Housing and Community Development (HCD)'s new Housing Element Streamline Update Process, the proposal is to identify the scope and costs with and without the use of the HCD Streamline Process. To qualify for this streamlined process and more limited Implementation Actions must be completed: 1. Reasonable Accommodations ordinance 2. Re-zoning for Adequate Sites Inventory 3. SB2 ordinance adoption 4. Updated Density Bonus ordinance 3 scope of review by HCD, the following 19F-5 City of Santa Ana Request for Proposal for General Plan Housing Element Update 2013-2021 As part of the proposed Housing Element Update, the following shall be addressed: a. Develop a Public Outreach Program to educate and engage the community in the updating Housing Vision for Santa Ana. The outreach program shall also include recommendations for use of the existing City website to communicate Housing Element Update activities. Outreach flyers, and educational material shall be trilingual (English, Spanish, Vietnamese) as needed; as well as translators for community workshops. b. Review all existing Santa Ana Housing Element data reflected in charts, tables and exhibits and update as necessary. In keeping with the existing General Plan format, graphics and/or photos are to be included on pages to compliment the revised text, and updated only as needed. c. Identify any other studies, tasks or data collection efforts recommended for use to prepare or amend the Housing Element. d. Based on new data and community input, update the Santa Ana Housing Element goals, policies and programs to promote the City's Housing Vision through 2021. e. Identify any necessary amendments to Santa Ana's General Plan required by State Government Code Section 65301, related to flood risk management, that is required to be completed by the time jurisdiction update their Housing Element. CEQA Compliance. It shall be the responsibility of the selected consultant to prepare the appropriate environmental documentation for the Housing Element update in conformance with the California Environmental Quality Act. The City staff shall work closely with the consultant in achieving a legally defensible document. g. Attendance at Meetings. The scope of services requires the selected consultant to work closely with staff in preparing the update to the Housing Element. The consultant shall budget (at minimum) attendance at the following meetings: 1 Kick-off meeting with City staff 4 Community workshops 22 Bi-Monthly progress meetings with staff 2 Planning Commission study sessions 1 City Council study session 2 Planning Commission hearings 2 City Council hearings 1 Redevelopment Commission study session 1 Redevelopment Commission public hearing 4 19F-6 City of Santa Ana Request for Proposal for General Plan Housing Element Update 2013-2021 h. Deliverables 2 per submittal Hard copy Preliminary Draft Housing Element with Technical Appendices (assume three review cycles) - Hard copy 25 Final Draft Housing Element (for public review) - Hard copy 50 Final Housing Element - Hard copy 1 CD with electronic all final documents Electronic Please provide cost estimate for document printing in color, as well as black and white. Other deliverables to include a monthly progress report, electronic files (Microsoft WORD 97 or more current) for each final products, presentation boards for workshops and study sessions and preparation of a PowerPoint presentation for public hearings. Each version of the documents for public viewing is to be provided electronically in format suitable for: 1. Posting to the City website, and 2. Quality Reproduction/Printing, Note: In addition, please specify all deliverables related to the CEQA documentation (i.e., initial study, etc.). All distribution of elements and CEQA review to the public shall be the consultant's responsibility. IV. CONTENTS OF PROPOSALS Proposals shall follow the format outlined below and all requested information must be supplied. Failure to submit proposals in the required format may result in elimination from the proposal evaluation process. The proposal requirements are as follows: 1. Understanding of the Project Please describe your understanding of the key elements of the proposed project and a brief description of your approach to the project and the key project objectives. 2. Scope of Work Please include a detailed description of the components of the project and how each task will be completed. Indicate work products or results that can be expected as a result of each major task. The consultant should consider the scope of services as a minimum guide for submission; modifications to improve the objectives of the project are encouraged. 3. Qualifications of the Proposing Firm and Team Members Please include a description of the company profile, including the range of the firm's capabilities and services. In addition, please provide the names of all personnel whc will be specifically assigned to this project, including education and previous experience. 4. Relevant Experience Please describe relevant experience, similar projects, and distinguish between the experience of the firm and the experience of individuals. Provide a listing of similar projects completed by the firm. 5 19F-7 City of Santa Ana Request for Proposal for General Plan Housing Element Update 2013-2021 5. References Please cite references for similar projects. Include a telephone number and the name of a key contact person. 6. Project Schedule For the scope of services, please include a schedule showing the time required for completion of project. The schedule should reflect the major project milestones and list of tasks to be completed by members of the consultant team. Note: In order to meet state mandated requirements, schedule must reflect submittal to State HCD and City Council adoption by October 15, 2093. 7. Fee Schedule The cost to perform the scope of service shall be submitted in a separately sealed envelope. The cost shall include a total price for the project with a breakdown by task identifying the fee and number of hours per consultant team member and work products. The fee schedule must clearly state the assumptions that have been factored into and the overall proposal regarding the level of City staffs participation in the scope of work, technical or coordinating assistance required, and any other factors bearing on the amount of the resources required from the City to execute the defined scope of work. In addition to labor costs, costs for deliverables and other non-labor items (i.e. mileage, etc.) should be factored into the overall fee. V. PROPOSAL SUBMISSION INSTRUCTIONS Five (5) bound copies of the proposal must be submitted. The fee schedule (one copy) shall be submitted in a separately sealed envelope. Submit no later than 4:30 p.m. on Thursday, December 6, 2012, to: (Hand delivery) Ms. Melanie G. McCann, Associate Planner City of Santa Ana, Planning Division 20 Civic Center Plaza, 2nd Floor Ross Annex Santa Ana, CA 92701 (U.S. mail delivery) Ms. Melanie G. McCann, Associate Planner City of Santa Ana, Planning Division P.O. Box 1988, M-20 Santa Ana, CA 92702 Incomplete proposals and proposals received after this deadline will not be considered 6 19F-8 City of Santa Ana Request for Proposal for General Plan Housing Element Update 2013-2021 VI. CRITERIA FOR SELECTION The response to this Request for Proposal should contain documentation specifying the consultant's credentials and expertise in this field. Substantial consideration will be given to consultants with demonstrable and documented experience in similar work. Responses will be evaluated on the merit of qualifications, abilities and responsiveness of the proposing firms. The proposals received will be reviewed by an evaluation team composed of City staff. All proposals will be fully considered and rated by the evaluation team. Following this, the bids for the top three proposals will be opened. The ultimate consultant selection will be based upon both technical merit and cost competitiveness. VII. BIDDERS' CONFERENCE The City will not have a proposal bidders' conference. Written inquires and questions regarding the RFP may be submitted no later than December 3, 2012, to Melanie McCann, Planning Division, P.O. Box 1988, M-20, Santa Ana, CA 92702. Emailed inquires will also be accepted at mmccann@santa-ana.org. VIII. AVAILABLE RESOURCES The following materials and resources are available on the City of Santa Ana for your reference: 1. City of Santa Ana General Plan http://www.ci.santa-ana.ca.us/generalplan/default.asp 2. City of Santa Ana Annual Housing Element Progress Report (2011) 3. City of Santa Ana Consolidated Plan 2010/11-2014/15 http://www.ci.santa- ana.ca.us/cda/ConPlanEnglish.asp IX. 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 January 1, 2014. 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. X. 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: 7 19F-9 City of Santa Ana Request for Proposal for General Plan Housing Element Update 2013-2021 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 Manager/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 and are subject to the same requirements as for the prime Consultant. 3. Submittal of Proposal a. Five (5) 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 five (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 planning and 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. 8 19F-10 City of Santa Ana Request for Proposal for General Plan Housing Element Update 2013-2021 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. XI. CONSULTANT SELECTION The City of Santa Ana will 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. The Committee will interview a short list of consultants on afternoon of Thursday, December 13, 2012 at 20 Civic Center Plaza, Ross Annex, 2nd floor. Please reserve this date. Final approval of the selection will be given by the City Council, with contract authorization by the Executive Director of the Planning and Building Agency. XII. INSURANCE REQUIREMENTS All required insurance must be current and up-to-date in advance and renewed annually. A consultant may 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. A certificate of insurance is enclosed for your reference as Exhibit B. Please refer to the sample agreement for the necessary amounts of general liability, automotive, worker's compensation and professional liability insurance. The appropriate endorsements are also shown within the sample contract agreement. The certificate shall include the City of Santa Ana and its officers and employees as insured or additional insured. XIII. 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. XIV. DELAYS The City reserves the right to delay scheduled dates if it is to the advantage of the City XV. THE CITY'S AFFIRMATIVE ACTION PROGRAM The City has an affirmative action program. The purpose of the affirmative action program is to encourage certified minority business enterprises and women business enterprises. All Submitting firms must have established affirmative action programs approvable by the City. The attached Exhibit C, "Certification of Non-Discrimination by Contractors" shall be completed by each submitting firm and included in the proposal. M. ? 1!, t ;,,:`; 1 13,.RFF'.kFP AttaJj 1!0 it 2'.e' dDcx 9 19F-11 19F-12