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HomeMy WebLinkAbout19C - RFP - ENVIRONMENTAL SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: NOVEMBER 28, 2011 TITLE: REQUEST FOR PROPOSALS FOR ENVIRONMENTAL SERVICES FOR THE ACADEMY CHARTER HIGH SCHOOL CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 151 Reading ? Ordinance on 2" d Reading ? Implementing Resolution ? Set Public Hearing For_ CONTINUED TO FILE NUMBER Authorize the Planning and Building Agency to send a Request for Proposals to qualified consulting firms to provide environmental services for The Academy Charter High School at 1901 North Fairview Street. DISCUSSION Planning Division staff has received an application from the Orangewood Children's Foundation for the construction of a new charter high school to serve 450 students and house up to 80 students located at 1901 North Fairview Street. During the review of this project, it was determined that a mitigated negative declaration would be required to meet the requirements of the California Environmental Quality Act. As a result, staff has prepared a Request for Proposal for environmental services for this project and is seeking approval to send the document to three qualified environmental firms (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. Jay. Trevino Executive Director Planning and Building Agency LL:rb LL\Reports\RFCA for Orangewood Academy Exhibit: 1. Request for Proposals 19C-1 19C-2 REQUEST FOR PROPOSAL FOR The Academy Charter High School 1901 N. Fairview Street November 29, 2011 CITY OF SANTA ANA PLANNING DIVISION, M-20 20 CIVIC CENTER PLAZA POST OFFICE BOX 1988 SANTA ANA, CALIFORNIA 92702 Lucy Linnaus, AIA, Senior Planner (714) 667-2745 (714) 973-1461 Fax IIInnaus@santa-ana.org EXHIBIT 1 19C-3 I. INTRODUCTION The City of Santa Ana is requesting proposals from planning and environmental consulting firms for preparation of a mitigated negative declaration (MND) for a new private charter school at 1901 North Fairview Street, Santa Ana. The scope of work may include any and all work efforts related to the analysis, preparation, and related compliance with CEQA. This will include the preparation of a MND and required technical studies, on-call consulting on as needed basis, and attendance at public hearings. II. PROJECT DESCRIPTION Orangewood Children's Foundation has submitted a proposal to the City to construct a new private charter high school for 450 students on two parcels totaling approximately 7 acres. The campus will be comprised of 5 buildings to support education and 4 buildings to provide housing for approximately 80 students. The education component will be comprised of a two and a three story classroom building totaling approximately 46,800 square feet, a two story administrative/library/student union building totaling 37,200 square feet, a two story gymnasium totaling 25,800 square feet and a single story, 400 square foot mechanical equipment building. The residential component will be comprised of two, 3-story and one 2- story family unit building, serving 80 students in a total of 36,000 square feet and a single story administrative/support building totaling 5,000 square feet. The site was previously developed with hospital and medical building that have been mostly demolished, as only the building slabs remain. Several discretionary actions will be required for the project. In additional of a conditional use permit for a school, the applicant is requesting two variances: The first variance is to exceed the maximum building height on one building of the classroom buildings and the second is for a parking reduction. The applicant has submitted a parking needs assessment, prepared by Linscott Law and Greenspan. Further, a lot merger/lot line adjustment is being considered. Staff has been authorized by the City Council to distribute this Request for Proposals for environmental services to prepare this MND. 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 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 19C-4 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. 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. 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. 19C-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 services provided. Consultant services may include attendance at appropriate City Commission, City Council 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 documentation 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 MND, 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. The Public Works Agency is requiring that, at a minimum a site Traffic Impact Analysis (TIA) and a sewer capacity study be prepared. A more detailed scope of work will be provided to the selected consultant. Planning Division is requiring a review of the submitted parking study, and possibly noise light intrusion impacts. C. Preparation of the mitigated negative declaration: 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 description, establishing early communications among the various team members, and familiarizing the consultant with the issues and concerns identified for analysis. In addition, the preparation of a draft MND shall be included as part of this task. D. Preparation of the final MND: The consultant shall prepare a final MND that is consistent with all applicable provisions of the California Environmental Quality Act. This will include the response to comments, the mitigation monitoring and reporting program, and all other related documents. 4 19C-6 E. Attendance at Meetings: The scope of services requires the selected consultant to work closely with staff in preparing the mitigated negative declaration. The consultant shall budget (at minimum) attendance at the following meetings: 1 Kick-off meeting with City staff 6 Progress meetings with staff 1 Planning Commission study session 1 City Council study session 2 Planning Commission hearings F. Deliverables: 10 per submittal Administrative & Draft MND (assume one review cycle per submittal) 20 Draft MND (for public review) 10 CD's that contain the Draft MND 20 Final MND (with CD's) 1 Electronic files (Print quality pdf, web ready pdf, editable file) 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, 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 September 2, 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. 19C-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 Tuesday, December 6, 2011 by 5:00 PM, and made attention to Lucy Linnaus, Senior Planner. Proposals received after the date and time specified in this RFP will be rejected by the Agency as non-responsive. She can also be contacted at (714) 667-2745 or via email at Ilinnaus@santa-ana.org. 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, 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 19C-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. Project and Fee Schedule Orangewood Children's Foundation has expressed a need to commence school operations in September, 2013. In order to support their schedule, the city is requesting that the Consultant complete the preparation of the MND and all related studies on or before April 9, 2012. It is anticipated that the MND will commence its public review period on the week of April 16, 2012. The Project Schedule shall detail tasks and their anticipated duration. Should the consultant consider the accelerated schedule unachievable, the consultant shall submit an alternate project and fee schedule. 2. 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. It is anticipated that the City Council will authorize the consultant agreement on December 19, 2011. 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. 7 19C-9 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. 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. LLlreportslOrangewood RFP-exhibit to RFCA g 19C-10