Loading...
HomeMy WebLinkAbout19C - RFQ ENVIRONMENTAL AND PLANNING SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: JUNE 6, 2017 TITLE: REQUEST FOR QUALIFICATIONS TO CREATE A LIST OF PRE -QUALIFIED CONSULTANTS TO PROVIDE ENVIRONMENTAL AND PLANNING SERVICES {STRATEGIC PLAN NO. 3, 3} ITY MANA RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 1" Reading ❑ Ordinance on 2n' Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the Planning and Building Agency to release the Request for Qualifications to create a list of pre -qualified professional consulting firms to provide environmental services, planning services and to perform related technical studies. DISCUSSION On October of 2014, the City Council approved a list of over 20 consultants that were qualified to assist staff and developers in the preparation of environmental documents and related technical studies in conjunction with development proposals. The list was approved for a period of three years. Being able to select a consultant from a pre -approved list eliminates the need to circulate a Request for Proposal, reducing the time it takes to hire a consultant and streamlining the development review process. As a result, staff is proposing to continue the program and is requesting authorization to distribute a Request for Qualifications (Exhibit 1). The scope of work includes any and all work efforts related to analysis of a proposed project for compliance with the California Environmental Quality Act and National Environmental Policy Act, historic assessment and general development review and planning services. The Statement of Qualifications received in response to this Request for Qualifications will be reviewed by staff and compiled into a list of qualified firms for City Council approval. Selected firms will remain on the City's official list for a period of three years and projects will be assigned as needed in an aggregate amount not to exceed $1,500,000. For development projects where environmental services are needed, the developer is required to submit payment to the City for the full cost of the contracted service plus a percentage for 19C-1 Request for Qualifications for Environmental and Planning Services June 6, 2017 Page 2 administrative services. When the environmental report is completed, the City pays the consultant for work completed. STRATEGIC PLAN ALIGNMENT Approval of this item supports the City's effort to meet Goal #3 - Economic Development, Objective #3 (Promote a solutions -based customer focus in all efforts to facilitate development and investment in the community). FISCAL IMPACT There is no fiscal impact associated with this action. Has ani, AICP Executive Director Planning and Building Agency SK:rb MACEQA ConsultantsWCA RFQ CEQA Consultants. oc FINAL.doc Exhibit: 1. Request for Qualifications 19C-2 REQUEST FOR QUALIFICATIONS (RFQ) FOR ENVIRONMENTAL AND PLANNING SERVICES RFQ #17-043 Issued By: CITY OF SANTA ANA PLANNING DIVISION, M-20 20 CIVIC CENTER PLAZA SANTA ANA, CALIFORNIA 92702 The City of Santa Ana reserves the right to reject any or all Proposals, to waive any informality in any Proposal, and to select the Proposals that best meet the City's needs. EXHIBIT 1 19C-3 REQUEST FOR QUALIFICATIONS (RFQ) FOR ENVIRONMENTAL AND PLANNING SERVICES Introduction The City of Santa Ana is seeking Statements of Qualifications from qualified professional consulting firms to provide environmental and planning services for the Planning Division of the City of Santa Ana. The scope of work may include any and all work efforts related to analysis of a proposed project for compliance with California Environmental Quality Act (CEQA) and National Environmental Policy Act (NEPA). This may include preparation of required technical studies, peer review of technical studies prepared by others, preparation of Initial Studies, Negative Declarations, Mitigated Negative Declarations, Environmental Impact Reports, Environmental Assessments, Environmental Impact Statements and staffing services on an as -needed basis. The City will review the qualification information received to establish a pre -qualified consultant list. Consultants will be utilized on an as -needed basis. The City will enter into separate agreements with each of the selected firms. Selection to be on the pre -qualified list does not guarantee work. II. General Information It is the intent of the City to establish a list of consulting firms to be utilized for a period of three (3) years, as -needed. Consulting firms shall enter into master agreements with the City on the City's Standard Agreement Form. A. This RFQ 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. All responses to the RFQ 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 the list of pre -qualified consultants is established. B. 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. C. The City of Santa Ana will evaluate each proposal based on technical criteria and qualifications listed within the RFQ, reference checks, and other information, which will be gathered independently. A final listing of the most qualified Consultants will then be established and subsequently be approved by City Council. 1 19C-4 D. It should be noted that multiple firms may be selected to provide services and there is no guarantee of work. The City reserves the right to select consultants in any manner that will best serve the City's interests. E. At such time when the consultant's services are required, staff will forward a request for services, including a project description, any pertinent supporting information and technical studies, and copies of the proposed application and plans (as available). The consultant may be requested to provide additional services such as the preparation of supporting technical reports and studies for the project application or a peer review of applicant -submitted materials. The consultant will evaluate the proposal and in turn provide a Scope of Work and Cost Estimate for services. F. Firms will be selected based upon their ability to perform the required work within each project's schedule and budget constraints. All work prepared by the consultant will be performed for and at the direction of the City of Santa Ana. G. When appropriate, the City will furnish information in its possession relevant to preparation of the environmental documentation, including the General Plan and Zoning Code. H. The Consultant shall be responsible for retaining data, records and documentation for the preparation of the environmental documents. These materials shall be made available at the request of the City. I. All data, documents and other products used or developed during preparation of the environmental documentation will become property of the City. The City reserves the right to reject and replace any and all subcontractors, and reserves the right to approve all subcontractors. K. Progress review meetings for each assigned project 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. Coordination may include, but not be limited to; coordination with applicant/developer, neighborhood and civic groups, other local agencies and consultants, County of Orange, Airport Land Use Commission, State Agencies and Boards, Federal Aviation Administration, and Environmental Protection Agency. The City will decide the manner in which the coordination efforts with be conducted. At the City's option, coordination efforts may be performed by the Consultant's direct contact, by the Consultant acting through the City or by the City only. When coordination efforts require agreements, such agreements shall be coordinated through the City. 19C-5 PROFESSIONAL SERVICES AGREEMENT A Professional Services Agreement will be required. The Statement of Qualifications submitted in response to this Request for Qualifications will be attached and become part of the service agreement as an exhibit. INSURANCE All required insurance must be provided to the City in advance and renewed annually. A consultant may not work for the City of Santa Ana until the appropriate insurance has been approved. A copy of the Insurance Requirements for Consultants and additional insured Endorsement for Commercial General Liability Policy are included as Attachments "A and B". Please refer to these attachments for the necessary amounts of general liability, automotive, worker's compensation and professional liability insurance. The certificate shall include the City and its officers and employees as insured or additional insured. PRIME CONSULTANT RESPONSIBLITIES The selected Consultant will be required to assume responsibility 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 proposal 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. ADDENDA Any subsequent changes in RFQ from the date of issuance to date of submittal will result in an addendum by the issuing office. III. Scope of Services Consultants will be expected to provide experienced and knowledgeable professional staff familiar with federal, state and local regulations including the Santa Ana Municipal Code and General Plan and the CEQA and NEPA. The Consultants' Project Manager and staff shall be responsive and maintain excellent working relationships with project applicant, property owners, developers and City staff. Consultants shall be committed to provide adequate staffing levels at all times in order to adhere to established schedules. All consultants shall provide services under the direction of City staff. Services may include attendance at appropriate City Council, City Commission and neighborhood meetings. 3 19C-6 A. Environmental Services Services include, but are not limited to preparation of documents, distribution and filing of environmental noticing, preparation of studies and technical reports as required by the CEQA and NEPA including, but not limited to: • Initial Study • Notice of Preparation • Notice of Availability • Notice of Determination • Categorical Exemption • Negative Declaration • Mitigated Negative Declaration B. Technical Studies • Environmental Impact Report (Program, Focused, Master, Staged) • EIR Addendum, Supplemental EIR, Subsequent EIR • Mitigation and Monitoring Program • Response to Comments • Statement of Overriding Considerations • NEPA compliance documents As necessary, prepare any technical studies needed to complete the environmental review or for development projects as -needed, including but not limited to: • Air Quality Study • Noise Impact Study • Biological Resource Assessment • Cultural Resource Study • Environmental Site Assessments • Geological/Soil Study • Greenhouse Gas Assessment C. Staffing Services • Health Risk Assessment • Historical Resource Assessment • Hydrology/Water Quality Study • Water Supply Assessment • Mineral Resource Study • Utility/Sewer Study • Traffic Study The Planning Division is also seeking qualified professional individuals, firms, or multi- disciplinary teams with experience in current and advanced planning, and historic preservation to assist with development projects and planning efforts on an as - needed basis. IV. Submittal Requirements The Request for Qualifications is intended to assess and evaluate each firm's capabilities as they apply to the City of Santa Ana. Each firm must address each of the following items in their response to the RFQ. 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 El 19C-7 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 and technical studies and a brief resume of key personnel who may perform work for the City. 3. Scope of Services Clearly identify the scope of services that will be provided (if one, two or all three services can be provided). Services to be provided should be identified by both the letter and name that is listed in Section III above (i.e. "A. Environmental Services" and "B. Technical Studies— Historical Assessments"). 4. Relevant/Related Experience Provide a list of projects, which your firm or personnel have completed within the last 5 years, including significant work with public agencies. Project information should include project description, year completed, client name, along with a person to contact and their telephone number. Firms that specialize in technical studies (biology, noise, air quality, traffic, etc.) shall submit materials describing their qualifications to prepare such studies. Technical firms will be placed on the list with a technical study annotation. 5. References Provide at least three (3) references that may be contacted for verification of the respondent's experience and qualifications. B. Project Contact The Project Manager/Principal Agent for the proposed work shall be identified. 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. C. Insurance Verification Include a statement of understanding that all required insurance must be provided to the City in advance of any work performed and renewed annually. 5 19C-8 D. Fee Schedule The Consultant shall furnish a general fee schedule for environmental and planning services and technical studies. The fee schedule shall depict the general hourly rates for each personnel category to be used. Personnel hourly rates shall reflect all costs for office overhead, including phones, cellular phones, vehicles, mileage and other direct and indirect costs. V. Submittal Information and Deadline Submit three (3) bound copies and one (1) electronic version (USB flash drive or CD) of the proposal. Please submit your proposal in a sealed envelope labeled "RFQ Response for Environmental and Planning Services." Hard copies of the proposals are required; electronic and facsimile submittals will not be accepted. Proposals must be delivered to: City of Santa Ana Planning Division, attention to Selena Kelaher, Associate Planner, 20 Civic Center Plaza, Santa Ana, CA 92702 on or before July 7, 2017 by 5:00 p.m. Proposals received after the date and time specified in this RFQ will be rejected by the City as non-responsive. If proposals are mailed send to: Attn: Buyer, Eva Goods Purchasing Department, 4th Floor 20 Civic Center Plaza, Room 429 Santa Ana, CA 92701 For all questions and inquiries related to the Request for Qualification for Environmental and Planning Services please contact Selena Kelaher, Associate Planner at (714) 667- 2740 or SKelaher d).santa-ana.orc. LVA MM_ I .T.IiO�lTfiiLa'1 - The Consultant shall submit a monthly invoice to the City for the services rendered in that month. The invoice format shall be approved by the City and include a summary of and detailed breakdown of the services, the project title, the tasks, the hours, and hourly rates. VII. Proiect Control Control of the project shall remain the total responsibility of the City of Santa Ana VIII. Consultant Selection The City of Santa Ana will evaluate the consultants based on technical criteria and qualifications listed within the RFQ, reference checks, and other information, which will be gathered independently. Upon selection, the City will provide the firm with a new vendor packet. All information within the packet and any additionally requested N 19C-9 information must be submitted back to the City in order to be included on the final list for City Council approval. A final listing of the most qualified consultants will then be established and subsequently be approved by City Council. 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 RFQ or otherwise. IX. Filing a Protest Bidders may file a "protest" with the City's Planning Agency. In order for a vendor's protest to be considered valid, the protest must: 1. Be filed in writing within five (5) business days of either the RFP posted date or before 5:00 p.m. of the 5th business day following the posting of RFP results/Notice of Intent to Award Contract on the City's website; 2. Clearly identify the specific irregularity or accusation; 3. Clearly identify the specific City staff determination or recommendation being protested; 4. Specify, in detail, the grounds of the protest and the facts supporting the protest; and 5. Include all relevant, supporting documentation with the protest at time of filing. If the protest does not comply with each of these requirements, it will be rejected as invalid. If the protest is valid, the City's Planning Manager, or other designated City staff member, shall review the basis of the protest and all relevant information. The Planning Manager will provide a written decision to the protestor within fourteen (14) calendar days from receipt of protest. The decision from the Planning Manager, or her/her designee, is final and no further appeals will be considered. X. Attachments Attachment A - INSURANCE REQUIREMENTS FOR CONSULTANTS Attachment B - ADDITIONAL INSURED ENDORSEMENT FOR COMMERCIAL GENERAL LIABILITY POLICY 19C-10 ATTACHMENT A INSURANCE REQUIREMENTS FOR CONSULTANTS IMPORTANT - YOU MAY NOT COMMENCE WORK FOR THE CITY OF SANTA ANA UNTIL APPROPRIATE INSURANCE HAS BEEN APPROVED TYPES OF INSURANCE REQUIRED: CGL (Commercial General Liability) — CGL insurance is required when the Consultant will be performing services on City property or receiving City grant funds. A $1,000,000.00 per occurrence with $2,000,000.00 in the aggregate policy is required. The certificate of insurance must provide 30 days' notice of cancellation or material reduction in policy limits. Additionally, the City of Santa Ana, its officers, agents, volunteers and employees shall be named as an additional insured via an additional insured endorsement. The additional insured endorsement shall provide that the Consultant's insurance is primary to any insurance or self-insurance carried by the City as well as a separation of insured's clause. As an alternative, the City of Santa Ana offers vendor's liability insurance. Please call Briza Morales at 714-647-5475 for more details. Automobile - Automobile insurance is required when the Consultant will be driving from one City site to another City site in a non -City vehicle. A $1,000,000.00 per occurrence policy for owned, hired and non -owned automobiles is required. Worker's Compensation — In accordance with the provisions of Section 3300 of the California Labor Code, any Consultant with employees must maintain employer's liability insurance with limits not less than $1,000,000.00 per accident. Worker's Compensation is not required for sole proprietors or a partnership with no employees. However, these Consultants must complete a "Worker's Compensation Declaration." This form may be obtained from City staff. Professional Liability — Professional liability insurance is required for state licensed professionals, such as, engineers, architects, CPAs, attorneys and medical professionals. A $1,000,000.00 policy is required. 19C-11 ATTACHMENT B ADDITIONAL INSURED ENDORSEMENT FOR COMMERCIAL GENERAL LIABILITY POLICY Insurance Company This endorsement modifies such insurance as is afforded by the provisions of Policy relating to the following: 1. The City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92702; its officers, employees, agents, volunteers and representatives are named as additional insured's ("additional insured's") with regard to liability and defense of suits arising from the operations and uses performed by or on behalf of the named insured. 2. With respect to claims arising out of the operations and uses performed by or on behalf of the named insured, such insurance as is afforded by this policy is primary and is not additional to or contributing with any other insurance carried by or for the benefit of the additional insureds. 3. This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the company's limits of liability. The inclusion of any person or organization as an insured shall not affect any right which such person or organization would have as a claimant if not so included. 4. With respect to the additional insured's, this insurance shall not be cancelled, or materially reduced in coverage or limits except after thirty (30) days written notice has been given to the City of Santa Ana, 20 Civic Center Plaza, Santa Ana, California 92702. (Completion of the following including countersignature, is required to make this endorsement effective. Effective Policy # _ Issued to this endorsement form as a part of Named Insured Countersigned by Authorized Representative 0 19C-12