HomeMy WebLinkAbout19D - RFP - GENERAL PLAN0 1� `
• •
CITY COUNCIL MEETING DATE:
DECEMBER 20, 2016
TITLE:
REQUEST FOR PROPOSALS FOR
PREPARATION OF TECHNICAL STUDIES
AND SERVICES AS PART OF THE SANTA
ANA COMPREHENISVE GENERAL PLAN
UPDATE
(STRATEGIC PLAN NO. 3, 2A; 5, 6)
CITY MAN GER
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CLERK OF COUNCIL USE ONLY:
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❑ 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 technical services and support for the preparation of
comprehensive General Plan Update for the City of Santa Ana.
DISCUSSION
Staff is requesting authorization to distribute a Request for Proposals (Exhibit 1) for planning and
associated technical services to assist City staff with the preparation of the General Plan update
pursuant to the most recent State of California General Plan Guidelines. The recommended
contract will be submitted for City Council authorization after review of the proposals has been
completed and evaluated by City staff. The City Council committed $2 million to the General
Plan Update: $1 million for consultant services and $1 million for salaries. To date, none of the
contracted services have been spent. Monies will be spent over a three-year period.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's effort to meet Goal #3 - Economic Development,
Objective #2 (Create new opportunities for business/job growth and encourage private
development through new General Plan and Zoning Ordinance policies), Strategy A (Complete a
comprehensive update of the City's General Plan including the development of policies and
implementation measures that directly relate to equitable economic development); and Goal #5 -
Community Health, Livability, Engagement & Sustainability, and Objective #6 (Focus projects and
programs on improving the health and wellness of all residents).
19D-1
Request for Proposals for Preparation of Technical Studies as part of the Comprehensive
General Plan Update
December 20, 2016
Page 2
FISCAL IMPACT
There is no fiscal impact associated with this action.
Has ni, P
Executive Director
Planning and Building Agency
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S:\Planning\General Plan 20MConsultantSewices\RFCA RFP GP studies. cc.docx
Exhibit: 1. Request for Proposal
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REQUEST FOR PROPOSAL (RFP)
Comprehensive General Plan Update
Various Technical Studies and Services (TS)
City of Santa Ana, CA
Issued: December 20, 2016
Existing Land Use and Build -Out Analysis
(TSI)
General Plan Videos (TS6)
Market and Fiscal Analysis (TS2)
Traffic Analysis (TS7)
Cultural Heritage Resource Study
(TS3)
Air Quality & Greenhouse Gas Analysis (TS8)
Technical Noise Analysis (TS4)
Noise Analysis (TS9)
Graphic Design and Web Support
(TS5)
Urban Design (TS10)
DEADLINE FOR SUBMISSION OF PROPOSALS:
January 19. 2017 by 5:00 p.m.
SEND HARD COPY RESPONSE TO:
City of Santa Ana Planning Division
Attention: Melanie McCann, AICP
20 Civic Center Plaza, Santa Ana, CA 92702
EXHIBIT 1
1
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RFP No. 16-xxx
I. INTRODUCTION
The City of Santa Ana ("the City") is soliciting proposals From professional consulting firms to
provide technical assistance in the comprehensive update of the General Plan as described
in Scope of Services provided below. The City's General Plan was last comprehensively
updated in 1983. Various updates to the City's Land Use Element, Circulation Element,
Urban Design Element and Economic Development were completed in 1998. The
comprehensive General Plan Update is intended to result in a total of twelve elements to
guide the physical development, quality of life, economic health, and sustainability of the
Santa Ana community. The planning horizon year for this sustainably new community vision
is 2035.
Incorporated in 1886, the City of Santa Ana has a rich historical and cultural heritage. The
City of Santa Ana is the county seat, and it boasts an eclectic urban environment,
burgeoning employment centers, transit hub, historic neighborhoods and downtown, and a
rich history dating back to the mid -1800s. These features distinguish Santa Ana as Orange
County's downtown. Santa Ana is the 2nd largest of 34 cities in Orange County. Santa Ana
experienced a rapid increase of residents between 1980 and 1990 (44 percent), primarily
due to in -migration of residents from other countries or areas outside of the City. The
estimated City population for the Santa Ana community for 2016 is 342,930.
This Request for Proposals (RFP) will allow consultants to respond to one or more of
the technical study topics as identified in the Scope of Services on the following
pages. For example, a consultant may choose to submit a proposal for only a
technical noise study. Multiple proposals submitted on various technical study topic
areas shall provide a separate, independent scope and budget for each technical
study or service.
II. PROJECT DESCRIPTION
The City of Santa Ana has commenced a comprehensive update of its existing General Plan
(http://www.santa-ana ora/aeneralr)lan/default asD#CurrentGPDocs). This update will be prepared
in-house by City staff with the assistance of various consultants. This proposal is a request
for consultant services in various technical areas to be utilized by City staff towards the
completion of the Draft General Plan.
The project will include significant updates to City's General Plan, and is anticipated to be
organized into twelve elements or topics. The City of Santa Ana proposes to amend eight of
its existing elements and introduce two new elements as part of the update. Two existing
elements which include the Circulation and Housing are being amended at this time or will
be amended in the coming years. These elements are described and included as
Attachment A.
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RFP No. 16-xxx
III. SCOPE OF SERVICES
The City of Santa Ana is requesting proposals from planning and environmental consulting
firms for preparation of a number of individual technical studies as detailed below. The
technical studies shall assist in the preparation of the General Plan Elements described
above, as well as provide the existing baseline conditions for future General Plan
environmental documentation, consistent with established guidelines provided by the Office
of Planning and Research General Plan Guidelines and California Environmental Quality Act
(CEQA). To the extent possible, the General Plan Update is intended to be "self -mitigating"
by way of incorporating mitigation measures as policies and programs.
scope and budget for each technical study or service)
Existing Land Use and Build -Out Analysis (TS1)
Assist City staff in refining existing land use inventory for the conceptual Land Use
Envisioning map that presently includes approximately 2,300 acres http://vvww.santa-
ana.oro/i)ba/planning/VisioningMaps.asp. The City's existing land uses are organized by
assessor parcel, address and Transportation Analysis Zone (TAZ) within the Santa Ana
Property Information Network (SAPIN) building permit database. The refined existing
land use data will be organized into a GIS database.
Tasks include 1) Translating assumptions provided by City staff to calculate conceptual
build -out numbers within the Land Use Visioning map area for residential and non-
residential development in terms of housing units, population, square feet and
employment factors; 2) Developing a build -out model/spreadsheet and analysis of
multiple land use alternatives. The SCAG Scenario Planning Model may be utilized as
feasible; 3) The model and analysis shall be dynamic and capable of adjustment and
modification by City staff; 4) Preparing visual simulations for up to eight (8) Land Use
scenario corridor/area alternatives corridor including building massing, scale,
infrastructure and transportation improvements.
Market and Fiscal Analysis (TS2)
Analyze existing market conditions and anticipated fiscal outcomes for Land Use
Visioning Map areas proposed to transition from non-residential to residential uses. As
appropriate, utilize existing data sources compiled for the City's Economic Development
Strategy Plan. A copy of the plan can be viewed here: htt :/p /santq-
ana.org/cda/documents/SantaAnaEconomicDevelopmentStrateoicPlanFinal.pdf
Cultural Heritage Resource Study (TS3)
Prepare citywide Cultural Heritage Resource Study to document existing conditions to
inform the proposed new Historic Preservation Element.
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Technical Noise Analysis (TS4)
Establish citywide baseline noise levels for roadway, rail, and fixed noise sources.
Graphic Design and Web Support (TS5)
Provide graphic design support for General Plan material. Under the direction of staff,
assist in refining the General Plan layout, graphics, and visual interest for the General
Plan webpage to promote community engagement and understanding of the General
Plan Update. Support for General Plan Element document layout and graphics to be
provided.
General Plan Videos (TS6)
Create three (3) separate videos to summarize various general plan work efforts and
community engagement. Spanish and Vietnamese subtitle are to be provided for each
video production.
Technical studies and services one through seven (TSI—TS6) above are to be completed by
July 2017, in conjunction with upcoming General Plan Advisory Group meetings which will
assist towards the development of the draft General Plan Vision State and Policy
Framework.
Traffic Analysis (TS7)
Conduct a citywide traffic study, analysis and modeling. The overall analysis is to include
both Level of Service (LOS) and Vehicle Miles Traveled (VMT) as required to comply with
current legislative requirements.
Air Quality & Greenhouse Gas Analysis (TS8)
Utilizing the traffic study, analyze air quality and greenhouse gas impacts associated with
the Land Use Envisioning map.
Noise Analysis (TS9)
Utilizing the traffic study, analyze noise impacts for roadway, rail, and fixed noise sources
associated with the Land Use Visioning map.
Urban Design (TS10)
Evaluate the existing conditions and context that defines neighborhood character and
features citywide and within the Land Use Visioning focus areas.
After the Land Use Visioning map alternatives have been identified August 2017, the
technical studies and services eight through fifteen (TS7-TS10) shall be completed by
between August 2017 and November 2018.
The Consultant shall provide technical and 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 City staff, project applicant, property owners,
and/or developer. The Consultant shall be committed to provide adequate staffing levels at
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all times in order to adhere to established schedules. The Consultant shall be
knowledgeable and expected to be familiar with federal, state and local regulations, policies
and procedures as they pertain to all technical studies. In addition, all documentation shall
remain consistent with established guidelines provided by the Office of Planning and
Research and California Environmental Quality Act (CEQA).
It shall be the responsibility of the selected consultant to prepare the technical study or service
that complies with the General Plan Office of Planning and Research requirements and
appropriate environmental documentation in conformance with the latest provisions (2016) of
the California Environmental Quality Act. City staff shall work closely with the consultant in
achieving a legally defensible document(s). As part of the proposed General Plan technical
studies and environmental documentation, the following shall be addressed. Individual or
multiple submissions shall identify the scope of work and related cost estimate by the
categories and individual technical study listed below.
Phase One:
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 any additional information about the project, discuss any project
constraints and issues, and refine the scope and responsibilities.
B. Attendance at Meetings: The scope of services requires the selected consultant to
work closely with staff in preparing the technical studies and environmental document.
The consultant shall budget (at minimum) attendance at the following meetings:
One (1) Kick-off meeting with City staff
Progress site meetings and progress conference call meetings (as needed based
on project scope)
C. Deliverables (per submittal):
Five (5) Printed Administrative drafts of all documents (technical studies, graphic
concepts, maps, etc.)
One (1) Printed Final draft of all documents (and electronic version)
One (1) Electronic files (USB flash drive or CD including print quality PDF, web
ready PDF, editable file) of all final public drafts, and final public technical reports
in both Microsoft Word format and editable PDF format. GIS shapefiles for all
mapping to be included as applicable.
D. Schedule and Timing: Provide a project schedule to identify the staffing and cost
estimate to complete the above Technical Studies and Services one through 6 (TS1-
TS6) by July 2018.
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Phase Two:
E. Attendance at Meetings: The scope of services requires the selected consultant to
work closely with staff in preparing the environmental document. The consultant shall
budget (at minimum) attendance at the following meetings:
One (1) Kick-off meeting with City staff
Progress site meetings and progress conference call meetings (as needed based
on project scope)
One (1) Planning Commission General Plan & Zoning subcommittee meeting or
study session
One (1) Planning Commission hearing
One (1) City Council hearing
F. Deliverables (per submittal):
Three (3) Printed Administrative drafts of all documents (technical studies, CEQA
documents, etc.) and pdf
One (10) Printed Final draft of all documents
One (1) Electronic file (Print quality pdf, web ready pdf, editable file) of all
administrative draft, final public draft, and final public technical reports in both
Microsoft Word format and editable PDF (USB flash drive). GIS shapefiles for all
mapping to be included as applicable.
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.
G. Schedule and Timing: Provide a project schedule to identify the staffing and cost
estimate to complete the above Phase Two (TS7-TS10) tasks by November 2018.
IV. 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 technical studies and environmental documentation.
B. The Consultant shall be responsible for retaining data, records and documentation for the
preparation of the technical studies and appropriate environmental documentation.
These materials shall be made available to the City upon acceptance of the final draft text
or at the request of the City. Page 11 of this proposal contains a preliminary list of
Reference Material including identifying planning documents and resources.
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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
technical studies and environmental documentation will become property of the City. All
responses to the RFP shall become property of the City.
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.
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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, Southern California
Association of Governments, Orange County Transportation Authority 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 professional
appearance, well organized, technically and grammatically correct, checked, dated, and
having the author and editor 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 July 1, 2019. 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.
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 January 19, 2017 by 5:00 p.m., and made
attention to Melanie McCann, AICP, Senior Planner. Proposals received after the date and
time specified in this RFP will be rejected by the Agency as non-responsive. Melanie
McCann can also be contacted at (714) 667-2746 or via email at MMcCann@santa-ana.org
for additional information. Hard copies of the proposals are required; electronic submittals
will not be accepted. Note, if a proposal is submitted the consultant team shall make
themselves available the week of February 5th 2018 for interviews at the City Hall offices, as
needed.
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.
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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 similar technical studies for 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. Sub
consultants, 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 response to 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, Methodologies and
Work Products, General Time Schedule and Fees.
4) List of projects: Project list 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) Special Suggestions/Concerns: 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) Accuracy: The proposal must be completely responsive to the RFP.
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RFP No. 16-xxx
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 consultant and any sub
consultants with an hourly billing rate for each personnel category to be used on the
project. And number of hours. 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.
Xl. 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.
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.
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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.
REFERENCE DOCUMENTS
The following are some of the planning documents and resources available for reference:
1) City of Santa Ana General Plan htW.11www.ci.santa-ana.ca.us/gene�lan/default.asp
2) City of Santa Ana General Plan Land Use Environmental Impact Report (1998).
Available Upon Request, Planning Division - EIR No. 97-01 (SCH # 97971058)
3) City of Santa Ana General Plan Circulation Element Update Environmental Impact
Report (1998). Available Upon Request, Planning Division - EIR No. 97-02 (SCH #
97971055)
4) Transit Zoning Code (June 2010)
haQ.-Ilwww.ci.santa-ana.ca.us/pba/plannina/transit zoning code index.asp
5) Metro East Overlay Zone and Public Realm Plan (March 2007)
http://www. santa-ana. ora/pba/planning/MetroEastMixed UseOverlav, asp
6) Harbor Mixed Use Transit Specific Plan Document and EIR (November 2014)
http://www.ci.santa-ana.ca.us/harbbori)lan/documents/web HCP Adopted Oct2014.pdf
7) Santa Ana and Garden Grove Transit Vision and Go Local Project Concept Study (May
2008) Fixed Guideway EIR and Supplement httpJ/santaanatransitvision.com/eir.html
8) Santa Ana Climate Action Plan (December 2015) http✓/www.santa-
ana.ora/climateactionplan/documents/climate action plan.pdf
9) City of Santa Ana Citywide Design Guidelines
10) Orange County Projections (OCP) 2014 Modified Santa Ana's Employment, Housing
and Population by Transportation Analysis Zones (TAZ) Available Upon Request,
Planning Division
11) Draft Santa Ana Sewer Master Plan (City Public Works Agency, September 2016)
Available Upon Request.
12) Santa Ana Water Master Plan (City Public Works Agency, update underway) Available
Upon Request.
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13) Storm Drain Master Plan (City Public Works Agency, update underway) Available Upon
Request.
14) Santa Ana Strategic Plan (2014/15-2018/19) http://www.santa-ana.org/strategic-
plannina/default. asp
15) Santa Ana Arts and Culture Master Plan (2016) http://www.santa-
ana, org/cda/ad,��
16) City of Santa Ana Consolidated Plan http://www.santa-
ana. ora/cda/documents/ConsolidatedPlan2015-2019me[geedtoprint.pdf
17) Draft Economic Development Strategic Plan July 7, 2016 http://www.santa-
ana. orp/cda/edsp. asp
18) Safe Mobility Santa Ana Plan http://www.santa-ana.orq/smsa/
19) Santa Ana Downtown Complete Streets Plan http://www.san#a-
ana.ora/ completestreets/DowntownTransitZoneComl2leteStreetPlan. asp
20) Santa Ana Central Complete Streets Plan http://Www.santa-
ana. orq/cowletestreets/CentralSantaAnaCompleteStreetsPlan. asp
21) The Heritage EIR http://www.ci.santa-ana.ca.us/pba/plannino/TheHeritage.asp
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ATTACHMENT A
Revised Elements:
RFP No. 16-xxx
1) Land Use Element: Modifications to existing land uses will place focus on
sustainable infill development along commercial and transit corridors. As part of
the early stages of the comprehensive General Plan, Planning Division staff has
identified key areas of the City with potential to accommodate future growth as
identified in the Land Use Visioning Maps. These conceptual study areas have
been incorporated into a visual map which can be located on the City's website:
http://www.santa-ana.org/pba/planning/VisioningMaps.asp.
2) Economic Development Element
3) Education, Arts & Culture Element
4) Noise Element
5) Open Space, Recreation & Public Facilities Element
6) Safety Element (includes Seismic Safety)
7) Sustainability Element (Health, Conservation, Water & Energy Management)
8) Urban Design & Architecture Element (Includes Scenic Corridor)
New Elements:
9) Human Services Element
10) Historic Preservation Element
Other Elements:
11) Circulation (Mobility) Element: The Circulation Element update is anticipated to
be completed and adopted in fall 2017, prior to the completion of the
comprehensive General Plan Update. This element was initiated in 2014 and was
placed on hold until the recent completion of the Santa Ana Safe Mobility Plan that
identifies additional street re -designations which promote safe travel and
implementation of complete street measures.
12) Housing Element: An updated Housing Element will be adopted in the coming
years separate from this comprehensive General Plan Update as the current
Housing Element was adopted in 2014 with a planning horizon year of 2021.
Unlike other elements, California law requires the Housing Element to be updated
every seven years.
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