CITY OF MENIFEE REQUEST FOR PROPOSAL. Development Impact Fee Study. City of Menifee

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1 CITY OF MENIFEE REQUEST FOR PROPOSAL Development Impact Fee Study City of Menifee Terri Willoughby, Finance Director City of Menifee Haun Road Menifee, CA Proposals must be received by: No later than 5 p.m. on Friday, March 14,

2 I. INTRODUCTION The City of Menifee (the City ) is seeking proposals from qualified firms to perform the calculation of rational and reasonable development impact fees for all applicable City infrastructure. The calculation and concurrent text must be within the legal requirements of Section 66000, et. seq. of the Government Code otherwise known as AB1600, and with applicable federal case law. In December of 2013, the Menifee City Council is expected to adopt its initial General Plan, establishing the City s vision for physical development through The General Plan envisions Menifee will add approximately 30,895 new dwelling units and 5,612 jobs by build-out, an increase of approximately 98 and 50 percent, respectively, from The public facilities/improvements required to implement the General Plan s vision provide the basis for this fee update project. II. SCOPE OF SERVICES The City requires a thorough study and Final Report setting forth the proposed fees, the method of impact fee calculation, and the documentation of all relevant data. The Consultant must work cooperatively with City staff to develop a comprehensive list of City infrastructure-supported services each with the supporting nexus required by Nolan v. California Coastal Commission for the imposition of these charges as fees. Additionally the consultant must demonstrate an understanding of the proportionality test required to comply with Dolan v. Tigard. The City has identified the following tasks for this project. These tasks are suggestive and intended as a general guideline. The consultant is encouraged to recommend alternative tasks, scopes, and services that may be appropriate. The City anticipates work on the project will begin in Spring Data Collection and Development: Working with City staff, the consultant will collect all data required to fully support the project, including existing and anticipated future development by fee category. City staff intends to prepare in-house estimates for all projects determined necessary to implement the General Plan when possible. However, given staffing and potential time constraints, the City may need the consultant to complete some or all of the cost estimates for various projects. Therefore, the consultant s scope should include a separate budget item to complete estimates. 2

3 2. Fee Calculation and Analysis: Fees will be calculated to provide facilities and infrastructure necessary to support growth envisioned in the General Plan. The consultant will recommend appropriate fees to achieve the vision of the General Plan. The analysis shall consider existing fees, and be compared to both surrounding and similar cities to ensure reasonableness, consistency, and feasibility. 3. Impact Fee Nexus Study: The consultant will prepare and provide a comprehensive background report, as well as technical reports for each fee that document study results, including but not limited to, methodology, findings, supporting justification, recommended impact fees, and calculations that provide the legal nexus between the fee recommendations and new development as required by law. 4. Coordination: The consultant should plan and budget to participate in bi-weekly (every other week) meetings/conference calls, as well as bi-monthly (every other month) team meetings, with City staff to report on progress and/or problems and identify potential solutions/courses of action. The day preceding the meetings/calls, the consultant will provide an agenda of items to be discussed. Following each meeting/call, the consultant will provide a summary of the discussion highlights and actions to be taken by the consultant and City staff within fortyeight (48) hours from the meeting/call date. The consultant will provide the summary to the City staff team to ensure all are in agreement and understand tasks to be completed to avoid unnecessary delays in the project schedule. 5. Administrative Draft Study Documents: The consultant will document all work assumptions, analysis procedures, findings, graphics, impacts, and recommendations, with technical documentation in appendices. The administrative draft, background report and individual technical reports will include an executive summary and conclusion. In general, the reports will consist of a discussion of the General Plan framework, description of the project, applicable statutory/legal framework, methodologies used, analysis, and fee recommendations. The consultant will respond to one set of consolidated comments on the draft reports from City staff. The text, graphics, and analysis may require modification following City review. Products due: Eight (8) hard copies of each administrative draft report and one (1) CD- ROM with MS Word files and Adobe (pdf) version of the administrative draft report for staff review and use. 6. Public Study Documents: The final reports will incorporate all City changes made to the administrative draft reports. Prior to printing the final report, the consultant shall provide City staff with a PDF of the final reports, inclusive of revised text, tables/charts, and other graphics. City staff will review final reports in PDF format prior to requesting the consultant to print hard copies of the final 3

4 reports. Products due: Once requested by City staff, the consultant(s) shall provide 14 hardcopies of final reports (13 bound; 1 unbound), as well as electronic copies in both Microsoft Word and PDF. 7. Presentations/Meetings: The consultant should plan and budget to provide presentations and participate in four (4) public meetings for this project including the following: one (1) Council informational meeting; one (1) community meeting; and two (2) City Council public hearings. The proposed budget should include a cost per meeting in case additional meetings are necessary. III. PROPOSAL FORMAT In order to promote consistent responses and to facilitate the selection process, proposals must be organized to include the following sections and information: 1. Cover Letter Include the name of contact person in your firm. 2. Qualifications Include specific information regarding experience in development impact fee studies including the names of clients of a similar size and scope to the City of Menifee. Please highlight any clients for whom you have prepared an initial development impact fee study. 3. Technical Approach - Include a detailed work plan your organization would follow in this assignment. Indicate progress review meetings with City officials, specific output generated at various steps, and major milestones. 4. Staffing and Fees List the individuals that will participate on the assignment, including their staff classification, and the estimated hours each will participate. Include a resume for each individual. Show the number of hours by staff classification, including their respective hourly rates. Each phase of the project should be priced separately, as appropriate. Indicate a maximum fixed fee, including out-of-pocket expenses. 5. References - Provide an example of an annual report for a local government (a city) that your firm has developed as an attachment to your proposal. Include the name and phone number of a contact person in the above organization. 4

5 IV. FEE SCHEDULE The City desires to obtain the services of one firm that can provide all of the services requested in this proposal. However, individual services will be considered separately if warranted based on all factors including price. Therefore, the City requests that prices for services be separated according to the services requested. It should be noted that the selected consultant will be required to carry both Worker s Compensation and General Liability Insurance in the amount outlined in the draft professional services agreement. V. SELECTION PROCESS A selection committee will evaluate proposals and select the consultant who posses the best combination of demonstrated competence and the necessary professional qualifications to complete the services in a satisfactory manner at a fair and reasonable price. In making this determination, the selection committee may consider the following criteria: The firm s understanding of the work to be completed based on the clarity of the proposal and the firm s responsiveness to this Request for Proposal; The firm s proposed approach to the work and work plan; The experience and past performance of the firm in completing projects of a similar type, size, and complexity; The experience and past performance of the firm s assigned staff in completing projects of a similar type, size, and complexity; The feasibility of the firm s proposal based on the performance and cost schedules and the methodology to be used by the firm. Upon completion of the evaluation of proposals, the City will notify the firm selected and send a professional services agreement (draft copy included) to that firm. No proposal shall be binding on the City until after the professional services agreement is signed by a duly authorized representative of both the consultant and the City. 5

6 VI. PROPOSAL REQUIREMENTS Complete written proposals must be submitted by 5:00pm on March 14, 2014 to: Terri Willoughby Finance Director City of Menifee Haun Road Menifee, CA Postmarks will not be accepted. Submit two copies of the response. The selected firm will be required to obtain a City of Menifee business license for all fiscal years during which services are provided. Please provide an Insurance Certificate that details your firm s level of insurance for errors and omissions and provide name of company scope of coverage for administration, as well as name of contact person. This Request for Proposal does not commit the City of Menifee to award any contract, to pay costs incurred in the preparation of any proposal nor to procure or pay for any service. The City, at its sole discretion, reserves the right to accept or reject any or all Proposals received as a result of this request, to excuse informalities and irregularities and to request clarification from any firm without notice thereof to other firms, to negotiate with any qualified source, or to cancel in part or in its entirety this request. The City will not disclose to any firm the basis upon which it makes its decision or any information regarding the content of a submittal of any other firm. 6