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HomeMy WebLinkAbout19D - RFP - PLANNING AND ENVIRONMENTAL SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: FEBRUARY 19, 2013 TITLE: REQUEST FOR PROPOSALS FOR PLANNING AND ENVIRONMENTAL SERVICES FOR THE SOUTH COAST SPEEDWASH DEVELOPMENT PROJECT LOCATED AT 2402 SOUTH BRISTOL STREET CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 15f 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 planning and environmental services for a development project located at 2402 South Bristol Street. DISCUSSION Staff is requesting authorization to distribute a Request for Proposals (Exhibit 1) for planning and environmental services to assist City staff with the preparation of the environmental review required pursuant to the California Environmental Quality Act (CEQA). The full cost of the contract will be paid for by the project applicant. The recommended contract will be submitted for City Council authorization after review of the proposal has been completed. FISCAL IMPACT There is no fiscal impact associated with this action. Jak . Trevino Executive Director Planning and Building Agency SK:rb Sk:reports\RFP South Coast Speedwash.cc Exhibit: 1. Request for Proposal 19D-1 19D-2 a REQUEST FOR PROPOSAL FOR PROPOSED DEVELOPMENT LOCATED AT 2402 SOUTH BRISTOL STREET CITY OF SANTA ANA PLANNING DIVISION, M-20 20 CIVIC CENTER PLAZA POST OFFICE BOX 1988 SANTA ANA, CALIFORNIA 92702 Sergio Klotz, Principal Planner (714) 667-2796 (714) 973-1461 Fax sklotz@santa-ana.org EXHIBIT 1 19D-3 REQUEST FOR PROPOSAL (RFP) 1. INTRODUCTION The City of Santa Ana is requesting proposals from environmental consulting firms for preparation of an environment analysis for the construction of a carwash and commercial development project located at 2402 South Bristol Street, Santa Ana, CA 92704. The scope of work may include any and all work efforts related to analysis of a proposed project for compliance with CEQA and/or NEPA (if required). This will include preparation of required technical studies, on-call consulting on as needed basis, and attendance at public hearings. II. PROJECT DESCRIPTION The project consists of demolition of an existing full service car wash and construction of four structures on a 2.71 acre site. The largest building includes a speed wash, detail center and a full service interior cleaning. Additionally, a building located along side of the site is designed for retail and food service. Towards the rear, a two-story operations and VIP lounge is proposed. On the northern side of the property is a vacuum and storage building. A total building area of 21,790 square feet is proposed for the carwash component, 8,460 square feet for retail/food uses, 4,470 square feet for the operations/VIP and 920 square feet for the vacuum/storage. III. General Information The term of the consultant will begin when the proposal is approved by the Santa Ana 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. 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. 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 2 19D-4 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 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, preparation of studies and technical reports. INITIATION/KICK OFF MEETING 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. 19D-5 V. 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 (Date TBD) and made attention to Sergio Klotz at (714) 667-2796 or can be faxed to 714-973-1461. Proposals received after the date and time specified in this RFP will be rejected by the Agency as non-responsive. VI. 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 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. 5. References: The Consultant shall submit a list of references comprised of a listing of work similar to that identified in the RFP. 4 1901-6 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 environmental services. The fee schedule shall depict the hourly rates 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. Insurance Requirements - All required insurance must be current and up-to-date in advance and renewed annually. A consultant my 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 along with the project applicant will evaluate each proposal based on technical criteria and qualifications listed within the RFP and make a selection. 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. 5 19D-7 19D-8