Request for Proposals (RFP) 2011 General Plan Update. City of La Palma Community Development Department 7822 Walker Street La Palma, CA

Transcription

1 Request for Proposals (RFP) 2011 General Plan Update City of La Palma Community Development Department 7822 Walker Street La Palma, CA Circulation Date: April 22, 2011 Submission Due Date: June 3, 2011

2 Table of Contents Page No. I. INTRODUCTION AND PROJECT... 4 II. BACKGROUND... 4 A. CITY OF LA PALMA... 4 B. GOVERNMENT... 5 C. REDEVELOPMENT... 5 D. GENERAL PLAN... 6 E. ELEMENTS... 6 F. AMENDMENTS... 7 G. CHALLENGES... 7 H. OBJECTIVES... 9 III. SCOPE OF SERVICES... 9 A. EXPECTATIONS IV. PROJECT COMPONENENTS A. REVIEW EXISTING CONDITIONS AND DATA B. COMMUNITY PARTICIPATION PROGRAM C. PREPARATION OF DRAFT GENERAL PLAN ELEMENTS D. PREPARATION OF DRAFT ZONING CODE UPDATE E. ENVIRONMENTAL ANALYSIS F. FINAL GENERAL PLAN AND ZONING CODE V. WORK PRODUCTS VI. MINIMUM CONTENT OF PROPOSAL A. ASSUMPTIONS B. SCHEDULE C. COSTS D. STAFFING VII. QUALIFICATIONS AND CRITERIA General Plan Update - RFP Page 2

3 A. QUALIFICATIONS B. SELECTION CRITERIA VIII. FORMAT AND DELIVERY RESPONSE A. FORMAT B. COVER LETTER C. INTRODUCTION D. GENERAL SCOPE OF WORK E. WORK PLAN F. SPECIFIC WORK PRODUCTS G. PROPOSED SCHEDULE H. ESTIMATED COST AND HOURLY RATE SCHEDULE I. ABILITY OF CONSULTANT TEAM TO PERFORM IX. ADDENDA, CHANGES, AND AMENDMENTS X. FORM OF CONTRACT XI. CONDITIONS FOR RESPONSES TO RFP XII. RIGHT OF THE CITY TO WITHDRAW THIS REQUEST APPENDICES: APPENDIX A CITY OF LA PALMA PLANNING AREA APPENDIX B 1999 GENERAL PLAN APPENDIX C STANDARD CONSULTING SERVICES AGREEMENT APPENDIX D 2010 CENSUS DATA APPENDIX E CITY ADOPTED BUDGET APPENDIX F FIVE (5) YEAR IMPLEMENTATION PLAN APPENDIX G GENERAL PLAN AMENDMENTS General Plan Update - RFP Page 3

4 I. INTRODUCTION AND PROJECT The City of La Palma ( City ) invites proposals from qualified firms to provide services for the preparation of an update to the City s General Plan, Zoning Code, Land Use/Zoning Map, and preparation of the corresponding California Environmental Quality Act ( CEQA ) documentation necessary for approval. The City is seeking a multidisciplinary Consultant with a team of qualified firms and individuals ( Consultant Team ) to undertake this project. The City anticipates that the Consultant Team could be possibly composed of a Prime Consultant and one or more Sub-Consultants. The City believes that its current General Plan is a very solid document that is solely in need of a strategic refreshing to comply with the State of California s 10-year update cycle and numerous changes in State Statutes that have occurred since Responsive proposals will outline the process and costs to prepare: Public Outreach General Plan Update Update of the La Palma Land Use Map/Zoning Map Preparation of the necessary CEQA documentation, including background studies and supporting documentation Update of the La Palma Municipal Code if deemed necessary The deadline for submitting proposal is June 3, 2011, at 2:00 p.m. II. BACKGROUND The California Supreme Court has stated that local governments have an implied duty to ensure that their General Plans are maintained and kept current (DeVita v. County of Napa, 9 Cal. 4 th 763 (1995)). The Community Development Department has been notified by the Governor s Office of Planning and Research (OPR) that the City of La Palma s General Plan (1999) is over ten (10) years old, with the exception of the Housing Element ( ), and needs to be reviewed and revised accordingly to make it current. Given that the timing of updating the General Plan will run up against the next Housing Element Cycle, the City has decided to dovetail the Housing Element into this General Plan Update. The purpose of this Request for Proposal (RFP) is to solicit and select a consulting firm to administer and draft the General Plan Update encompassing all eight (8) Elements and any requisite CEQA documentation. A. City of La Palma: The City La Palma is a very desirable residential community in North Orange County, California. La Palma became a City in 1955 and is approximately 1.8 square miles with a population of 15,568 per the 2010 US Census. That is an increase of 160 La Palmans from the 15,408 La Palmans in the 2000 US Census. La Palma is surrounded by the Orange County Cities of Buena Park and Cypress, and the City of Cerritos located in Los Angeles County. The racial composition of La Palma, per the 2010 General Plan Update - RFP Page 4

5 Census Data, is as follows: 48.1% Asian; 37% White; 5.2% Black or African American; 4.9% Some Other Race, 4.3% Two or More Races; 0.4% American Indian and Alaska Native; 0.3% Native Hawaiian and Other Pacific Islander. The community is built-out with approximately acres residential, 88.5 acres commercial, 76.6 acres industrial, acres public/institutional facilities, and 37 acres designated as parks and open space. Those acreages are from the 1999 General Plan and do not reflect several infill and redevelopment projects that have occurred between 1999 to present. B. Government: The City Council consists of five members, elected from the City at-large, who serve four-year staggered terms. The City Council annually appoints a Mayor and a Mayor Pro Tem from its own membership to serve one-year terms. As a legislative body, the City Council is responsible for the enactment of local laws (Ordinances), the adoption of the annual City Budget and Capital Improvement Plan, and the review and adoption of proposed policies, agreements, contracts and other City business items. The City Council also sits as the governing board of the La Palma Community Development Commission and the La Palma Planning Commission. The City of La Palma has three citizen committees appointed by the City Council: Community Activities and Beautification Committee (CAB); Development Committee (DC); and Traffic Safety Committee (TSC). C. Redevelopment: Virtually all of La Palma s housing was built within a brief twenty-year period from It is very important for the General Plan Update to incorporate all feasible goals and polices geared toward preserving the quality of life and the condition of the neighborhoods as they age. La Palma has only a couple of infill parcels left that can accommodate redevelopment. Thus, growth within the City is not going to be a significant factor. This means that the City will look very carefully at the redevelopment that does occur. Given that the City is built out and has very little commercial base, it is very important that that the General Plan Update focus on the economic sustainability of the City for the next 20 years. Since its creation in 1983, the CDC and the City Council of the City of La Palma approved one Redevelopment Project Area (1983), which contained two Subareas known as Area A and Area B. The area generally known as the Community Development Project Area has been subsequently amended to add territory twice with the Moody Street Amendment (1987) and the Walker Street Amendment (1992). In total, the Project Area contains approximately acres (0.53 square miles) of land area, which encompasses approximately 26.5 percent of the total acreage in the City. General Plan Update - RFP Page 5

6 The current Five Year Implementation Plan ( Implementation Plan ) for the La Palma Community Development Commission ( CDC ) covers the five-year planning period for fiscal years through for the Community Development Project Area ( Project Area ). This Implementation Plan also contains an update to the Agency s Housing Compliance Plan ( Housing Compliance Plan ) for meeting the CDC s affordable housing requirements for the 10-year compliance period (FY to ), including obligations for producing, replacing, and expending funds for affordable housing. A map of the Project Areas can be found in APPENDIX F. D. General Plan: The City s General Plan, provided in APPENDIX B, was last updated in March of 1999, and the City has the 1999 General Plan Document in Microsoft Word format. La Palma s General Plan is written in the first person style as if the City itself is speaking. This first person style gives the document a very readable, story-like quality, which makes the General Plan a much more user friendly document. E. Elements: The General Plan covers the seven (7) mandated elements required by state law and an additional element to comply with Orange County s Measure M. The General Plan includes the following eight (8) Elements: Land Use Circulation Housing Conservation Open Space Noise Safety & Seismic Safety Growth Management * *Additional Element mandated by Measure M. The 1999 General Plan was structured in a consolidated format with the Elements divided up under four general chapters, which are The City Structure, Community Safety, Housing, and Growth Management. The first two chapters contain most of the elements specified in state law. Housing is treated separately because its scope is specified in great detail in the law. The Growth Management chapter likewise covers a single subject because of the specifications of Measure M. Additional detail on the subjects incorporated in the General Plan can be found in the Appendices, where a considerable body of more detailed information and technical documentation is located. Appendix A contains the Implementation Plan, Appendix B covers compliance requirements with the California Government Code, Appendix C includes the Expanded Housing Element, Appendix D contains the Expanded General Plan Update - RFP Page 6

7 Growth Management Element, Appendix E is an Issues Summary that is based on interviews with the City Council and Development Committee members, Appendix F includes three Policy Option Papers focusing on Industrial Area Conversion, Development Standards and Enforcement, and Open Space/Recreation Resources, Appendix G contains a Non-Residential Land Use Inventory, Appendix H is a Glossary of terms, and Appendix I contains the General Plan Environmental Impact Report. Through the update, all existing General Plan Elements and any necessary City Code Amendments are to be addressed. F. Amendments: The following are a list of the known Amendments to the General Plan, in chronological order, since its adoption in 1999: General Plan Amendment (Zoning Map Amendment from R-1 to PI for Sunrise Assisted Living Project) Housing Element ( ) General Plan Amendment (Zoning Map Amendment from NC to R-1 for 12 Single-Family Homes) General Plan Amendment (Zoning Map Amendment from R-1 to R3 for La Palma Avenue) General Plan Amendment (Water Quality Language) Housing Element ( ) General Plan Amendment (Addition of PND Zoning) G. Challenges: The current and future challenges that face the City of La Palma will need to be addressed in this General Plan Update. Some of the current and anticipated challenges are: Possible loss of Redevelopment Shifting demographics Aging Commercial, Industrial, and Residential Properties Maintenance and modernization of Public Facilities and equipment Positioning the La Palma Intercommunity Hospital for growth and to be competitive and successful on a regional scale General Plan Update - RFP Page 7

8 The Compass Blueprint Corridor Study The development and maintenance of an accurate color digitized General Plan Land Use Map Reuse of old rail corridors and rights-of-way The incorporation of the Denni Street Affordable Housing Specific Plan AB 32 and SB 375 (Climate Change Action Plan) have brought about some important changes in the planning process, particularly the relationship between state, regional, and local agencies. One of the most noteworthy aspects of these new laws is the requirement to coordinate local land use planning with State and regional policies regarding greenhouse gas emissions. The 2012 Regional Transportation Plan and Sustainable Communities Strategy (RTP/SCS) Safe Routes To School (SRTS) - The City of La Palma is home to three elementary schools, a Junior High School, and a High School. The City of La Palma recognizes that schools are an important node in the development of the local multimodal transportation network. The City of La Palma wishes to address the needs of parents and children by providing safe active transportation options to and from La Palma schools. The Circulation Element of the General Plan should be revised to include goals and policies that will put the City of La Palma on track to be competitive for the SRTS grant funding for the planning, design, and construction of infrastructure-related projects to improve the ability of students to walk and bicycle to school. Projects such as pedestrian facilities, traffic calming, traffic control devices, bicycle facilities, and public outreach and education. Also non infrastructurerelated activities such as bicycling to school, awareness campaigns and outreach to the community, traffic education, enforcement, and student training should be considered. The grant funding for the Federal Safe Routes to School (SRTS) program (K-8) is distributed by Caltrans to eligible cities and counties for local SRTS projects. Caltrans also administers its own SFTS program called SR2S (K-12). The Circulation Element is not limited to transportation network issues; circulation now includes all systems that move people, goods, energy, water, sewage, storm drainage, and communications. The Element should contain objectives, policies, and standards for transportation systems, including multimodal transportation networks, and utilities. General Plan Update - RFP Page 8

9 AB 1358 requires that the City modify its Circulation Element to plan for a balanced, multimodal transportation network, and, if necessary, consider modifying the Housing, Open Space, Noise, Conservation, and Safety Elements. Given that the Circulation Element by statute must correlate with the Land Use Patterns, the land use plan and transportation network should be complementary. Multimodal transportation policies should link transportation planning and land use planning to support effective multimodal transportation networks that connect people with desired destinations. The needs of all users, needs of the community, traffic demand, and impacts on alternate routes, impacts on safety, funding feasibility, maintenance feasibility; and regulations shall be addressed as well. AB 162, AB 70, AB 5, and AB 156 and SB 5 and SB 17 are all 2007 flood risk management statutes that affect city and county responsibilities related to local planning requirements, including general plans, development agreements, zoning ordinances, tentative maps and other actions. Public Utilities Code (PUC) 21676(a) requires each local agency whose General Plan is covered by an airport land use commission plan to submit a copy of its general plan to the airport land use commission. La Palma is covered by a Land Use Capability Map for the Joint Forces Training Base in Los Alamitos. H. Objectives: The City of La Palma at this time is not interested in adding any additional elements to the General Plan. The City s main objectives are to: 1. Facilitate economic development. 2. Maintain and enhance the City s fiscal health. 3. Preserve the residents quality of life. 4. Maintain the aging housing stock and neighborhoods. 5. Maintain infrastructure (e.g. roads, walls, sidewalks, public facilities, water, etc.). 6. Comply with State Code and Regional Plans. III. SCOPE OF SERVICES The City is seeking a Consultant Team that has extensive experience in preparing General Plans to assist staff in the preparation of an update to the City s current General Plan Update - RFP Page 9

10 General Plan. It is anticipated this update may result in minor changes to the City s Land Use Map, Zoning Map and Municipal Code. In addition, the Consultant Team must be prepared to conduct the necessary CEQA compliance documents. Given that the City is built out and no significant development or redevelopment is anticipated over the next 20 years, the expected CEQA compliance should be focused on satisfying any State requirements. The update is not envisioned to be a major undertaking and rewrite, but rather a refreshing of the existing 1999 General Plan, which the City views as a relevant document and a solid foundation for the update. It is expected that the update will involve data collection and analysis, formulation and organization of goals, policies and objectives, and the coordination of interdepartmental meetings, City Council interviews, and public participation to arrive at a refreshed strategy to guide and maintain the City of La Palma for the next 20 years. The City is open to suggestions other than those listed below that the Consultant Team believes would be of value in producing the General Plan and related documents and reflect the needs of the community while satisfying the requirements of the State Code and local and regional agencies. A. Expectations: While a final scope of work will be crafted upon selection of the Consultant Team, the City anticipates a scope that will, at a minimum, include the following: 1. Coordination: 2. Analysis: a. Coordinate a kick-off meeting with staff and the City Council/Planning Commission. b. Coordinate with relevant State and local agencies. c. Provide written bi-weekly status reports. d. Confer with City staff as required. a. Review appropriate local, regional, and state documents and requirements. b. Assess current conditions. c. Prepare technical reports that will help in addressing existing conditions for the General Plan Update CEQA documentation, including: Traffic and Circulation, Air Quality, Noise, Cultural/Archaeological/Paleontological Resources, Biological Resources, Climate Change/Greenhouse Gas (GHG) Emission Reductions. General Plan Update - RFP Page 10

11 3. Outreach: d. Review comments from staff and the Planning Commission. a. Assist City staff in meeting legal requirements for community outreach. b. Conduct General Plan Update workshops. c. Attend and present as City Council and Planning Commission Public Hearings for General Plan Update adoption. 4. Preparation: a. Review, evaluate, and update all aspects and contents of the General Plan and Zoning Ordinance to achieve goals and comply with legal requirements. b. Address unique challenges, constraints, and opportunities. c. Keep text clear and concise. d. Avoid generalized statements that do not apply to the needs of the community. e. Provide easily readable design of graphics and maps. f. Address pertinent CEQA requirements. g. Complete necessary work and obtain certification of Housing Element from the State HCD. h. Draft General Plan Update Deliverables. i. 10 printed/bound copies for the Library and City Hall lobby, City decision makers, and City staff. ii. 10 CD versions in PDF and Microsoft Word format. i. Final General Plan Update Deliverables. i. 10 printed/bound copies of the Final Adopted General Plan for Council, Commissioners, Department Heads, Community Development Department, and City Staff. ii. 10 CD versions in PDF and Microsoft Word format. General Plan Update - RFP Page 11

12 5. Public comments and revisions: a. Address all comments of City staff, City Council/Planning Commission, Stakeholders and the public. b. Prepare and track revisions. IV. PROJECT COMPONENTS The following is a general description of the anticipated project components. At this point, these components should be viewed as flexible in terms of their scope and order of completion. Consultants are, however, expected to submit a detailed work plan, including phasing and specific work tasks, through the RFP submittal to the City. The selected Consultant Team will also be required to submit a final work plan to the City for approval prior to execution of a contract for this project. A. Review Existing Conditions and Data: Consultant Team shall research all pertinent land use-related records available at the City and interface on a regular basis with appropriate outside agencies and City staff in compiling an initial inventory and database of existing conditions and significant historic trends. The Consultant Team shall conduct a thorough review and analysis of land use, environmental, fiscal, social, educational, cultural, political and economic factors, so as to gain an understanding of the important trends and issues that have a bearing on the City's future. In addition to reviewing existing data, the Consultant Team will be expected to compile additional data based on necessary field research or other required research. The work plan shall identify the types of data to be prepared, which shall include, but not be limited to, base maps and an inventory/summarization of the following: 1. General land use patterns checked against internal records, circulation system, and public infrastructure conditions. 2. Open space, recreation, schools, library, cultural, civic and park facilities. 3. Housing, population, demographic and social characteristics. 4. Economic conditions and factors, base market analysis, economic multiplier effects on City economy. 5. Local business conditions, including recent commercial and industrial development trends. 6. Prevailing physical constraints and opportunities (transportation systems, infrastructure conditions/capacities, etc.). General Plan Update - RFP Page 12

13 7. Demographic patterns. 8. Prevalent community identities. 9. Crime statistics by neighborhood. 10. Any other data deemed relevant to complete the project. Deliverables Expected: Interim report to include a summarization and overview of findings, compilation of data base/base maps on hard copy and computer disc, basic assumptions and working outline for the General Plan and raw baseline data for the preparation of the necessary CEQA documentation. The Planning database shall be a turnkey finished product and presented in a form compatible with the City s computer system, which is detailed in the Work Products section of this RFP. Any necessary training relative to data base utilization shall be provided to City staff by the Consultant Team. B. Community Participation Program: The Consultant Team will be expected to develop as one of the first work efforts an effective and productive community outreach and participation program that will include a strategy to facilitate public participation throughout the entire process, from the initial review of the General Plan and Zoning Code through the Public Hearing process. In accordance with the time frame set forth in the final work plan, the Consultant Team shall prepare a draft public participation process for City review and approval prior to its implementation. It is expected that the Consultant Team will organize and facilitate all public participation events. Deliverables Expected: Public Participation Program including types and numbers of meetings and work products that will be generated after each meeting Draft abstract of all relevant information received as input from community participation workshops Facilitation of, and participation in, all community meetings and Public Hearings C. Preparation of Draft General Plan Elements: Following initial research and public outreach efforts, the Consultant Team shall evaluate the City s existing policies and land use patterns and recommend adjustments deemed appropriate, including new policies and/or land use alternatives. A report shall be prepared addressing recommendations including their feasibility, potential impacts, ramifications, and outcomes. From this analysis, the General Plan Update - RFP Page 13

14 Consultant Team shall develop a series of policy and land use recommendations to be considered for incorporation into the General Plan. Elements shall conform to the most current General Plan Guidelines prepared by the State Office of Planning and Research. Each draft Element shall contain text, diagrams, and documentation material sufficient to demonstrate its scope and intent and shall be internally consistent with the balance of the General Plan. Goals, objectives, and policies shall be stated clearly and in a manner easily understood by the general public. A Table of Contents shall be provided for each element which includes a comprehensive list of tables, figures, maps, and Appendices. Textual data provided in each element should be supplemented with graphics consisting of maps, drawings, charts, and tables. All data sources utilized to prepare the Plan text and graphics shall be documented, referenced, and included in the Plan. The final work plan shall identify the types of graphics to be provided in the General Plan, as well as the types of large scale colored exhibits to be prepared for workshops and Public Hearings (e.g., opportunities and constraints map, circulation plan, and summary map(s) which address vacant lands, open space, parks, public facilities and infrastructure, topographic features, noise footprints, seismic, tectonic and flood hazard areas and other appropriate illustrations of the General Plan). Deliverables Expected: Report containing policy and land use recommendations and implementation measures Draft General Plan Elements submitted in accordance with the time frames set forth in the final work plan Large-scale exhibits for workshops and Public Hearings Related computer programs/software Provide, update, and manage an informative dedicated website for the General Plan Update that will be linked to the Official City of La Palma Website D. Preparation of Draft Zoning Code Update: The City is currently in the process of doing a comprehensive cleanup of the City Code that will coincide with the General Plan Update. The Consultant Team shall provide the City with a comprehensive review and recommended update of the City s Zoning Code (Chapter 26 of the City Code) in conjunction with the General Plan update. This revision shall incorporate updated planning ideology, terminology, and address any internal inconsistencies. The Consultant Team General Plan Update - RFP Page 14

15 shall examine the appropriateness of existing zoning classifications and development standards including reviewing, analyzing, and providing recommendations pertaining to residential densities and commercial and industrial development intensities. The Consultant Team shall also review the compatibility of existing and proposed zoning provisions with surrounding jurisdictions and recommend whether any changes to the Code are needed. The Consultant Team shall also provide recommendations regarding the possibility of integrating certain specific plan and overlay zones into more traditional zones. Other reformatting suggestions, such as improved cross referencing and the use of graphics and tables to illustrate zoning requirements, will be expected. It is expected that the completion of the Zoning Code update will take place as early as practical in the overall process, as reflected in the final work plan. Deliverables Expected: Draft Zoning Code Update Sections E. Environmental Analysis: The Consultant Team shall do all CEQA work on the General Plan Update. An Initial Study shall be prepared in conformance with CEQA to evaluate the potential for environmental impacts associated with the General Plan Update. Any resulting mitigation measures shall be accompanied by a mitigation monitoring program prepared by the Consultant Team. The Consultant Team will be required to coordinate the distribution of all required notices and documents associated with the environmental review process and will also be required to coordinate any related public workshops and/or meetings. Deliverables Expected: (10 hard copies and a digital copy for each bulleted item) Two Screenchecks and one Draft of necessary CEQA Document One Screencheck and one Draft Response to Comments Document - if applicable One Screencheck and one Draft Mitigation Monitoring Program - if applicable One Screencheck and one Draft Statement of Findings and Facts - if applicable One Screencheck and one Draft Statement of Overriding Considerations - if applicable General Plan Update - RFP Page 15

16 Certified Final EIR - if applicable Note: Number of requested copies is preliminary and may be adjusted as necessary. F. Final General Plan and Zoning Code: Final General Plan and Zoning Code incorporating all changes adopted by the City Council. Deliverables Expected: Adopted General Plan in Paper Format (three-hole binders) - 10 copies Adopted General Plan in PDF and Word Format on CD-ROM - 10 copies Updated Zoning Code amendments as necessary (Chapter 26 of City Code) in Paper Format (three-hole binders) - 10 copies Updated Zoning Code amendments as necessary in PDF and Microsoft Word Format on CD-ROM- 10 copies Updated Color Land Use Map (1" = 500') 10 wall copies Updated Color Land Use Map in PDF and GIS format on CD-ROM - 10 copies Note: Number of required copies is preliminary and may be adjusted as necessary. V. WORK PRODUCTS The format for all textual materials and products will be 8-1/2" x 11", black ink on white paper. The format of graphic elements may vary from said standard but shall be approved by staff prior to inclusion in any document. Final products shall be in a form that is workable, amendable, and easily reproducible. The General Plan shall be bound in a loose leaf, three-hole binder to easily accommodate amendments. All studies, charts, graphs, and materials used in preliminary and public review processes shall become the property of the City of La Palma. In addition, the Consultant Team shall provide the final textual documents in a format consistent with the word processing program in use by the City at the time of final document delivery. (The City currently utilizes a Microsoft Word, Office 2007 format.) All map-based exhibits shall be developed using ArcView 9.2 or above and provided in a GIS format and Adobe Portable Document Format (PDF) to the City. General Plan Update - RFP Page 16

17 All software applications or computer files generated for graphics, texts or pictorials will be supplied to the City on a disk or CD-ROM. The Consultant Team shall be responsible for ensuring that submitted files and/or programs function properly on the City s computer system. VI. MINIMUM CONTENT OF PROPOSAL The update of the La Palma General Plan should include a separate Existing Conditions Report, an Administrative Draft General Plan, Draft General Plan, and Final General Plan. The policy document must be technically accurate while working with the existing document when possible. La Palma has been largely built out going back to before the adoption of the 1999 General Plan; therefore, it is not foreseen that a complete ground up rewrite is necessary. The La Palma General Plan update must be a user-friendly document that is written so as to be quickly understood by the public, businesses, and developers. The selected Consultant Team shall work with the City s personnel to ensure the highest level of accuracy. All electronic documents created for the City of La Palma General Plan Update must be compatible with Microsoft Office 2007 (Word 2007, Excel 2007, PowerPoint 2007) or ESRI GIS products. General Plan documents will include narrative, graphics, maps, and data required to clearly communicate (in color whenever possible) the policy intent and future land use planning direction for the City. A. Assumptions: Proposals should include a list of the Consultant Team s assumptions made in preparation of the proposal on a separate page entitled, Assumptions Upon Which This Proposal is Based. This section should also specifically set forth those documents, maps, and studies which the Consultant Team expects to be provided by the City. B. Schedule: Proposals should provide a detailed schedule for the completion of services. Time frames should be stated in terms of the number of calendar days or weeks required to complete the specified tasks using the City s notice to proceed as the start date. The schedule should identify the periods as the total elapsed time from the start date. The schedule should track the independent timing for each of the different documents to be developed, reviewed, and adopted. The schedule should include a rough outline of the interviews, community workshops, and Public Hearings to be included in the process. C. Costs: Proposals should include costs for the completion of each major task in the work program. Each task should clearly identify the Consultant Team member who will be primarily responsible for completing the task. This section should include billing and expense reimbursement rates. Costs should be segregated into a time and materials rate schedule and a not-toexceed maximum amount for all work. Indicate hourly rates of individuals General Plan Update - RFP Page 17

18 involved, number of hours for each component, task or product, and the fee structure for additional work outside of the contract and optional items. A time and materials rate schedule should also be provided for use in negotiating any Changes in Work required during the course of the contract. Cost information shall be submitted in a separate sealed envelope. D. Staffing: The project manager and key personnel, including those of any subcontractor, shall be designated. The person(s) who will attend and facilitate public meetings and presentations should be identified and should be the same persons making any presentations to City Staff during the selection process. The geographic location of the firm and key personnel shall also be identified. Any proposed sub-consultants shall be listed. Their responsibilities should be included in the proposal, if necessary. There shall be no changes in the project manager, sub-consultants, or key staff without approval of the City. VII. QUALIFICATIONS & CRITERIA A. Qualifications: The City of La Palma will select a principal consultant or team for this work on the basis of qualifications and experience. The following are the minimum qualifications to be used to evaluate responses to this Request for Proposal: 1. Firm has five or more years of relevant experience performing services on similar public projects. 2. Firm is to provide, with proposal, three or more satisfactory municipal references for work performed in the past five years. Where possible include references from cities of a similar size and character to La Palma. 3. Firm can demonstrate understanding of the project, and knowledge of the disciplines necessary to complete the project, track record of delivering General Plan Updates on time and on budget. B. Selection Criteria: The following items will be used to evaluate each Consultant Team: 1. Resumes of supervisory staff that will have direct charge of the project with Educational background and qualifications. 2. General Plan experience; and demonstrated record of success on work previously performed for other government agencies. 3. Substantiating adequate staff to complete the development within the General Plan Update - RFP Page 18

19 time specified in the proposal. 4. Public participation experience working with the public in formulating goals and consensus. 5. The ability to make effective public presentations of the report and/or design as may be required. 6. The ability to work effectively with City staff, other public agencies, and related parties as may be required during the course of the design, study or other services. 7. Pertinent new ideas or approaches which may be presented during the course of the selection process. 8. Where appropriate, whether the party has adequate knowledge of local conditions. 9. Whether the party has available experienced, capable and acceptable professional personnel or sub-consultants as may be pertinent to the General Plan Update. 10. The record of keeping costs within project budgets and design estimates. 11. Contract fee as negotiated and ultimately agreed upon. Price is not the sole basis for selection, but may be considered in the criteria for evaluating proposals. VIII. FORMAT AND DELIVERY RESPONSE Respondents are asked to submit seven (7) copies of their proposals in sufficient detail to allow for a thorough evaluation and comparative analysis. The proposal should include, at a minimum, the following information in sectionalized format addressing all phases of the work in the RFP. A. Format: Limit your proposal to 30 typed 8.5 x 11 pages or less on white bond paper of at least 20-pound weight single sided (excluding cover letter and attachments). You may attach company brochure materials if you wish, but these must be as separate attachments and independent from the required elements noted above. 1. Use a conventional serif or sans serif typeface with a minimum font size of 12 points. Use a 1 margin on all boarders. General Plan Update - RFP Page 19

20 2. Organize your submittal in the order described above. 3. Provide one (1) unbound original of your firm's response and one electronic version (PDF must be in MS compatible CD). 4. Prominently label the package: 2011 General Plan Update and include the name of the prime respondent. Deliver the response to: City of La Palma Community Development Department Attention: Douglas D. Dumhart 7822 Walker Street La Palma, CA The response is due on or before 2:00 p.m., June 3, Late responses will not be accepted. 6. If you have any questions please contact Associate Planner Scott A. Hutter at B. Cover Letter: An original cover letter signed by an officer authorized to contractually bind your firm. The cover letter should also include: the identification of the firm, including the name, address and telephone number of the firm; proposed working relationship among the firm and any subcontractor(s), if applicable; name, title, address and telephone number of a contact person during the proposal evaluation period; and a statement to the effect that the proposal shall remain valid for a period of not less than ninety (90) days from the date of submittal. C. Introduction: Present an introduction of the proposal and your understanding of the project and significant steps, methods and procedures to be employed by your firm to ensure quality end products that can be delivered within the required time frames and your identified budget. D. General Scope of Work: Briefly summarize the scope of work as your firm perceives or envisions it. E. Work Plan: Present concepts for conducting the work plan and interrelationship of all products. Define the scope of each task including the depth and scope of analysis or research proposed. F. Specific Work Products: Identify the specific end products which will be submitted. Include concepts as to the form and content of each work product. G. Proposed Schedule: Present a comprehensive schedule reflecting time frames and milestones for completing each phase and task. Include key General Plan Update - RFP Page 20

21 decision points, interviews, workshops and Public Hearings. It is expected the General Plan, and environmental review process will be completed within the time frame of a year. The Consultant Team shall agree to provide a biweekly status report to the City reflecting the project s progress. H. Estimated Cost and Hourly Rate Schedule: Although an important aspect of consideration, the financial cost estimate will not be the sole justification for consideration. The City does expect a fair and reasonable project cost, backed by itemization of how the costs per phase and task were developed. Present the total expected cost and breakdown in estimated hours. Provide separate budgets (stand alone) for the preparation of the General Plan update, and for the preparation of the necessary CEQA documentation. Include an Hourly Rate Schedule for all key personnel expected to play a part in the work products. Prices shall represent the cost of finished products and cost estimates shall identify expenditures for graphics, base maps, public meeting and hearing participation, printing, legal notices, postage, mailing, advertising and other incidental and administrative costs. The City shall not, in any event, be liable for any pre-contractual expenses incurred by any firms. Negotiations may or may not be conducted with the firm; therefore, the proposal submitted should contain the firm s most favorable terms and conditions, since selection and award may be made without discussion with any firm. All prices should reflect not to exceed amounts per item. I. Ability of the Consultant Team to Perform: Provide a detailed description of your firm and its qualifications including names, titles, detailed professional resumes and past experience in similar work efforts/products of key personnel who will be working on the project. Provide a list of specific related work projects which have been completed by your firm that are directly related to the project described in this RFP. Note the specific individuals who completed such project(s). Identify role and responsibility of each member of the project team. Include the amount of time key personnel will be involved in the respective portions of the project. Respondents are encouraged to supply relevant examples of their professional product. Provide a list of references. The Consultant shall not subcontract any work under the RFP nor assign any work without the prior written consent of the City Manager. IX. ADDENDA, CHANGES, AND AMENDMENTS TO THIS SOLICITATION At any time prior to the due date for responses, the City may make changes, amendments, and addenda to this solicitation, including changing the date due to allow respondents time to address such changes. Addenda, changes, and amendments, if made, will be posted on the City s website ( which is deemed General Plan Update - RFP Page 21

22 adequate notice. Any prospective respondent may submit, via U.S. mail or by , a request to the City s project coordinator to be placed on a list of persons to receive notice of any such addenda, changes, or amendments. The preferred manner of communications is via due to its timeliness. X. FORM OF CONTRACT The City's standard form of contract shall be used, and includes other provisions not described here. A standard professional service contract is attached for reference (Appendix C). Please review this very carefully and note in body of response any exceptions or alterations to the agreement. Alterations or changes to the agreement which were not in the Consultant Team s response will not be made after the selection of the Consultant Team. This includes alterations, exceptions, or changes to the insurance and indemnity provisions. By requiring these requests up front, the City can compare all respondents on an equal footing. XI. CONDITIONS FOR RESPONSES TO RFP The following conditions apply to this RFP process: A. Nothing contained in this RFP shall create any contractual relationship between the respondent and the City. B. This RFP does not obligate the City to establish a list of service providers qualified as prime contractors, or award a contract to any respondent. The City reserves the right to amend or cancel this RFP without prior notice, at any time, at its sole discretion. C. The City shall not be liable for any expenses incurred by any organization in connection with this RFP. D. No conversations or agreements with any officer, agent, or employee of the City shall affect or modify any terms of this RFP. Oral communications or any written/ materials provided by any person other than designated contact staff of City shall not be considered binding. E. The City reserves the right, in its sole discretion, to accept or reject any or all Proposals without prior notice and to waive any minor irregularities or defects in a Proposal. The City reserves the right to seek clarification on a Proposal with any source. F. The dates, times, and sequence of events related to this RFP shall ultimately be determined by the City. The schedule shown above is subject to change, General Plan Update - RFP Page 22

23 at the sole discretion of the City, although the City will attempt to follow it and, if it must be altered, will attempt to provide reasonable notice of the changes. G. Respondents shall not issue any news release pertaining to this RFP, or the City without prior written approval of the City. H. All submitted proposals and information included therein or attached thereto shall become public record upon delivery to the Community Development Department. XII. RIGHT BY THE CITY TO WITHRAW THIS REQUEST The City may, at its sole discretion and for any reason whatsoever, withdraw this solicitation at any time. General Plan Update - RFP Page 23