HomeMy WebLinkAbout19D - RFP - PLANNING AND ENVIRONMENTAL SRVSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
JUNE 6, 2011
TITLE:
REQUEST FOR PROPOSALS FOR
PLANNING AND ENVIRONMENTAL
SERVICES FOR SANTA ANA GENERAL
PLAN CIRCULATION ELEMENT UPDATE
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
? As Recommended
? As Amended
? Ordinance on 1" 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 Circulation Element.
DISCUSSION
Assembly Bill 1358, the 2008 California Complete Streets Act, requires that cities prepare a
comprehensive update to their General Plan Circulation Element to incorporate the concepts of
"Complete Street" design if it is determined that a substantial change has been, or will be, made
to the Element. A Complete Street is one that supports the development of a balanced,
multimodal transportation network that serves all users, whether they are driving, walking,
bicycling or taking transit. The State legislature enacted this law to help fulfill the commitment to
reduce greenhouse gas emissions through efficient use of urban land and transportation
infrastructure. The need to update Santa Ana's Circulation Element in order to incorporate the
Fixed Guideway project and its California Environmental Quality Act analysis requires that the
City perform a comprehensive update to the Circulation Element, thereby triggering the Complete
Streets requirement. Staff is requesting authorization to distribute a Request for Proposals
(Exhibit 1) for planning and environmental services to prepare this update. The full cost of the
contract will be paid for with City transportation funds and grants applications. The
recommended contract will be submitted for City Council authorization after review of the
proposal has been completed.
1901-1
Request for Proposals for Planning
and Environmental Services for
General Plan Circulation Element Update
June 6, 2011
Page 2
FISCAL IMPACT
There is no fiscal impact associated with this action.
JEM?. Trevino
Executive Director
Planning and Building Agency
- rozh0q-T
Raul Godinez II
Executive Directo
Public Works Agency
MM:rb
mm: GenPlan Updates/CirculationElemenVCE_RFP_RFCA_cc
Exhibit: 1. Request for Proposal
19D-2
rm?.rt?
'?. iva? F .l.ali
.1
??t C?tM ?'il•
REQUEST FOR PROPOSAL
FOR
Santa Ana General Plan
Circulation Element Update
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@santa-ana.org
EXHIBIT 1
i
19D-3
REQUEST FOR PROPOSAL (RFP)
1. INTRODUCTION
The City of Santa Ana is requesting proposals from planning and environmental consulting firms
for preparation of a comprehensive General Plan Circulation Element Update. The scope of work
may include any and all work efforts related to the analysis, preparation, community outreach to
develop the Circulation Element Update and related compliance with CEQA and/or NEPA (if
required). This will include preparation of required technical studies, design and implementation of
a community outreach program, on-call consulting on as needed basis, and attendance at public
hearings.
II. PROJECT DESCRIPTION
Assembly Bill 1358, the 2008 California Complete Streets Act, requires that cities prepare a
comprehensive update to their General Plan Circulation Element to incorporate the concepts of
"Complete Street" design if it is determined that a substantial change has been, or will be, made to
the Element. A Complete Street is one that supports the development of a balanced, multimodal
transportation network that serves all users, whether they are driving, walking, bicycling or taking
transit. The State legislature enacted this law to help fulfill the commitment to reduce greenhouse
gas emissions through efficient use of urban land and transportation infrastructure. The need to
update Santa Ana's Circulation Element in order to incorporate the Fixed Guideway project and its
California Environmental Quality Act analysis requires that the City perform a comprehensive
update to the Circulation Element, thereby triggering the Complete Streets requirement. To
maintain internal consistency, updates to other General Plan elements may included in the scope
as necessary. Staff is authorized by the City Council to distribute this Request for Proposals for
planning and environmental services to prepare this update. 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 proposal is approved by the Executive Directors of
the City of Santa Ana's Planning & Building Agency and Public Works 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.
2
19D-4
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.
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.
IV. SCOPE OF SERVICES
The Consultant shall provide planning and 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.
3
19D-5
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.
The updated Circulation Element shall further plan for a balanced, multimodal transportation
network that meets the needs of all users of the streets, roads, and highways for safe and
convenient travel. These transportation users include bicyclists, children, persons with disabilities,
motorists, movers of commercial goods, pedestrians, users of public transportation, and seniors.
As part of the proposed comprehensive Circulation Element Update, the following shall be
addressed:
A. Develop a Public Outreach Program to educate and engage in developing a Complete Street
vision for Santa Ana. The Outreach Program is to include a 2-day National Complete Streets
Coalition Workshop (already funded through a local Santa Ana organization). The program
should also identify opportunities for the Circulation Element Update public outreach to build
on and complement the Harbor Corridor Plan outreach http://www.ci.santa-
ana.ca.us/harborplan/ and other Santa Ana Transit Vision efforts such as the Fixed Guideway
and Santa Ana Regional Transportation Center (SARTC) Master Plan
http://santaanatransitvision.com/index.html. The outreach program shall also include
recommendations for the design and maintenance of a City website to communicate
Circulation Element activities, and interface with other related City land use and transportation
planning efforts. Outreach flyers, and educational material shall be bilingual or trilingual
(English, Spanish, Vietnamese) as needed; as well as translators for community workshops.
B. Update the Santa Ana Circulation Element goals, policies and programs to promote a
"complete streets" balanced, multimodal transportation network to serve Santa Ana's existing
and anticipated growth projections and General Plan Land Use Plan. The updated Circulation
Element shall incorporate the Santa Ana /Garden Grove Go Local Program, as well the
proposed Public Transit (Bus) Routes and /or anticipated Bus Rapid Transit (BRT) routes for
travel corridors.
C. Review all existing Santa Ana Circulation Element exhibits and update as necessary. Include
an exhibit/map for the recently updated Santa Ana Signal Master Plan. Areas considered for
quiet zones along railway shall also be identified.
D. Evaluate the Master Plan of Streets and Highways (MPSH) for possible modification or
street reclassification. Compare the MPSH with the Master Plan of Arterial Highway (MPAH)
and the California Road System (CRS) for consistency, and identify potential needs for
updating. Develop new street standards including sidewalks as appropriate.
E. Bicycle and Pedestrian Master Plan Task Options. The City has applied for grant funding to
update the City's Bicycle Master Plan and prepare a Pedestrian Master Plan. Pending the
award of funding, the scope will include either Option 1) integration of the Bikeway and
Pedestrian Master Plans done by others into the Circulation Element; or Option 2) update of
the City's existing Bicycle Master Plan and creation of a Pedestrian Master Plan .
4
19D-6
F. Identify any other studies, tasks or data collection efforts recommended for use to prepare or
amend the Circulation Element.
G. CEQA Compliance
It shall be the responsibility of the selected consultant to prepare the appropriate
environmental documentation for the Circulation 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.
H. Attendance at Meetings
The scope of services requires the selected consultant to work closely with staff in preparing
the update to the Circulation Element. The consultant shall budget (at minimum) attendance
at the following meetings:
1 Kick-off meeting with City staff
2 Community workshops
16 Monthly progress meetings with staff
2 Planning Commission study sessions
3 Orange County Transportation Authority
1 City Council study session
2 Planning Commission hearings
2 City Council hearings
2 Environmental Transportation Committee (ETAC) study session
2 Complete Street Advisory Committee meeting
Deliverables
1 per submittal Preliminary Draft Circulation Element with Technical Appendices (assume
three review cycles)
10 Final Draft Circulation Element (for public review)
10 Final Circulation Element
1 per submittal Electronic files (Print quality pdf, web ready pdf, editable file)
GIS Shapefiles of final product, or interim products upon request
Note: 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, OCTA and other
involved agencies' policies, procedures and standards.
VI. 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 June 27, 2011 by 5pm, and made attention to Melanie
McCann at (714) 667-2746. Proposals received after the date and time specified in this RFP will
be rejected by the Agency as non-responsive.
5
19D-7
VIII. 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 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 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 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.
6
19D-8
B. Fee Schedule
A fee proposal is to be submitted separately in a sealed envelope plainly labeled "Fee
Proposal". 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.
The fee proposal will not be opened until the consultants have been evaluated by the
proposal selection committee. In conformance with the Brooks Act, the City will select the
consultant based on qualifications, and then negotiate a contract price based on available
funding and a further breakdown of the not-to-exceed cost submitted in the fee proposal.
The City reserves the right to a retainer to ensure project delivery.
C. 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.
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 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. 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.
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.
X. PROFESSIONAL SERVICES AGREEMENT
A sample Professional Services Agreement is enclosed for your review, as Exhibit A. The RFP
and the consultant's proposal will be attached and become part of the agreement as exhibits.
7
19D-9
XI. INSURANCE REQUIREMENTS
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 Cities of Santa Ana and its officers and
employees as insured or additional insured.
XII. EXAMINATION OF SITE PRIOR TO SUBMITTING PROPOSAL
Consultant must inform himself/herself fully of the conditions relating to the project and the
employment of labor thereon. Failure to do so will not relieve a successful Consultant of the
obligation to carry out the provisions of the contract.
XIII. DELAYS
The City reserves the right to delay scheduled dates if it is to the advantage of the City.
XIV. 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.
XV. REFERENCES
The following are a sample of resources and documents to be referenced for the General Plan
Circulation Element Update:
City of Santa Ana General Plan http://www.ci.santa-ana.ca.us/generalplan/default.asp
2. City of Santa Ana General Plan Land Use and Circulation Element Update
Environmental Impact Report (1998)
3. City of Santa Ana Strategic Bikeway Master Plan (March 21, 2011)
4. Transit Zoning Code (June 2010)
httQ.Ilwww. ci. santa-ana. ca. us/pba/planning/transit zoning code index. asp
5. Metro East Overlay Zone and Public Realm Plan (March 2007)
http://www.santa-ana.org/pba/planning/MetroEastMixedUseOverla .aasp
6. Santa Ana and Garden Grove Transit Vision and Go Local Project Concept Study (May
2008)
7. Citywide Design Guidelines (2008)
http://www.ci.santa-ana.ca.us/pba/planninalDesign Guidelines.asp
8
19D-10
8. Orange County Subarea Modeling Guidelines Manual ( December 2010)
9. Orange County Projections (OCP) 2010 Santa Ana's Employment, Housing and
Population by Transportation Analysis Zones (TAZ)
10. Federal Railroad Administration 49 CFR Parts 222 and 229 Use of Locomotive Horns at
Higway-Rail Grade Crossing; Final Rule www.fra.dot.gov/rod/freight/1318.shtml
11. OCTA Draft Long Range Transportation Plan (LRTP)
12. Santa Ana Environmental Cumulative Projects List
13. City GIS Shapefiles (TAZ boundaries, Existing and Proposed Class I and Class II
Bikeways, etc.)
14. City of Santa Ana's Local Signal Synchronization Plan (December 31, 2010)
M:GenPlanUpdates/CirculationElement/RFP CirMay25.2011
9
19D-11
19D-12