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HomeMy WebLinkAboutItem Qr - IL AGENDA REPORT DATE: May 28, 2002 TO: Honorable Mayor and City Council THRU: John B. Bahorski, City Manager FROM: Mac Cummins, Assistant Planner SUBJECT: AUTHORIZATION TO DISTRIBUTE REQUEST FOR PROPOSALS - GENERAL PLAN UPDATE & LOCAL COASTALPLAN SUMMARY OF REQUEST: Authorize staff to distribute the "Request for Proposals — General Plan Update & Local Coastal Plan" and initiate a consultant interview process to select a consultant. The consultant will review and recommend where the General Plan should be updated and will handle the drafting of the updated General Plan. Additionally, the consultant will handle the drafting of a Local Coastal Plan. The selected consultant will prepare a master EIR to accompany the document, in accordance with state law. BACKGROUND: In 2001 the City entered into contracts with Culbertson, Adams & Associates, RBF, and PCR to provide environmental assessment and document preparation services to the City. Those agreements are for four years. An update to the General Plan is needed to update several of the sections and make sure that any updates to state laws are adequately addressed within the General Plan document. Further, the City has never had a comprehensive General Plan document which was adopted at one time. Rather, the City has a series of General Plan elements which have been adopted and amended over time. This update will facilitate a better long range plan for the City and will facilitate better internal consistency amongst the elements of the General Plan, while adding a Local Coastal Plan element. Additionally, under the provisions of the new water quality laws, Cities are required to amend their General Plans before December 2003 to address the new standards. The City drafted a Local Coastal Plan in 1983 and submitted it to the Coastal Commission for review. A number of comments were sent back from the Coastal Commission to the City. For a myriad of reasons at that time, the plan was never adopted. Staff envisions this Agenda Item General Plan Request far Proposals City Council Staff Report May 28, 2001 document being the framework for the selected consultant to utilize in drafting the proposed Local Coastal Plan described in this RFP. Staff has prepared a "Request for Proposals for the Review & Update of the City's General Plan & Local Coastal Plan "(RFP), and is requesting authorization to release the Request to the above mentioned firms. Staff will conduct interviews with the responding firms after reviewing and assessing the firm's various qualifications regarding this project. After this process, staff will make a recommendation to the City Council regarding the selection of the consultant. Upon City Council approval of the selected fimy all appropriate contracts will be entered into by the City Manager. FISCAL IMPACT: Approximately $150,000 of City funds. The costs associated with this project will be taken from revenues generated through the building pemdt process, which charges a separate fee which has been put into an account to be used for this purpose. The money has already been collected and is in an account which has been earmarked for this project. Staff has also received a $30,000 grant fium the California Coastal Commission to help aid in the process of preparing a Local Coastal Plan. Authorize staff to distribute the "Request for Proposals for the Review & Update of the City's General Plan & Local Coastal Plan" and initiate a consultant interview process to select firms to serve the City. �V Mac Cummins Assistant Planner General Plan & [XP RFP General Plan Request for Proposals City Council Staff Report May 28, 2002 Attachment 1: "Request for Proposals for the Review & Update of the City's General Plan & Local Coastal Plan, " dated May 29, 2002 G..I Plan & LCP UP General Plan Request for Proposals City Council Staff Report May 28, 2002 ATTACHMENT 1 "REQUEST FOR PROPOSALS FOR THE REVIEW & UPDATE OF THE CITY'S GENERAL PLAN & LOCAL COASTAL PLAN," DATED JUNE 25, 2001 General Plan & LCP UP General Plan Request for Proposals City Council Staff Report May 28, 2002 May 29, 2002 REQUEST FOR PROPOSALS GENERAL PLAN REVIEW AND UPDATE & LOCAL COASTAL PLAN CONSULTANT SERVICES Sealed Statements will be received at Department of Development Services until June 12, 2002, no later than 5:00 p.m. The City of Seal Beach is requesting 'Requests for Proposals" for consultant services to review & update the City's General Plan & to prepare a Local Coastal Plan. After evaluating the proposals received, the City intends to enter into an agreement with the selected consulting firm to perform the services identified on the attached Request For Proposal. The attached Request for Proposals (Attachment 1) requests that proposals be submitted to the Department of Development Services, City of Seal Beach, 211 Eighth Street, Seal Beach, CA 90740, no later than 5:00 p.m. on June 12, 2001. LATE SUBMISSIONS WILL NOT BE ACCEPTED. Five (5) bound copies and one (1) unbound copy of your statement are required. Proposals are to be submitted in a sealed envelope clearly identified as "Request For Proposals — City of Seal Beach General Plan Review And Update & Local Coastal Plan. Each statement shall address completely each and every item as set forth in the attached "Request for Proposals for the Review & Update of the City's General Plan & Local Coastal Plan". Any and all exceptions to the original specifications must be clearly stated; and the failure to set forth any exception shall be grounds for rejection of your statement. All supportive pamphlets and brochures (5 copies) are to accompany your submittal. We appreciate your interest in providing the requested services to the City of Seal Beach. I will be happy to answer any questions regarding either the Request for Proposal. You may contact my office at (562) 431 -2527 Ext. 316, at your convenience. Sincerely, Mac Cummins Assistant Planner G..1 Plan &LCP UP General Plan Request for Proposals City Council Staff Report May 28, 2002 Attachments: (1) ATTACHMENT L Request for Proposals for the Review & Update of the City's General Plan & Local Coastal Plan Gen.I Plan & LCP UP REQUEST FOR PROPOSALS REVIEW AND UPDATE OF THE CITY'S GENERAL PLAN & LOCAL COASTAL PLAN Sealed Statements will be received at Department of Development Services until June 12, 2002, no later than 5:00 p.m. t. Introduction The City of Seal Beach is requesting proposals for professional services for a comprehensive review & update of the City's General Plan, and the creation of a Local Coastal Plan. Proposals are due on June 12, 2002, at 5:00 p.m. A description of the professional services being requested is attached as Appendix A. 2. Consultant's Representative The Consultant shall assign a responsible representative and an alternate, both of whom shall be identified in the proposal. The Consultant's representative will remain in charge for the duration of the project. Should the Consultant's primary representative be unable to continue with the project, the Consultant's alternative representative shall become the primary representative. No other changes will be acceptable without written prior approval by the City. The City reserves the right to reject any changes in personnel. 3. City of Seal Beach Representative Proposals should be addressed to Mac Cummins, Assistant Planner, and any questions concerning the proposal should be addressed to Mr. Cummins. He can be reached at (562) 431 -2527. 4. Contract/Aareements The Consultant company shall sign an agreement with the City that is based on the contents of this RFP and the Consultant's proposals. A copy of the City's Standard Consultant Agreement is attached for your review. Inability to comply with and execute this Agreement should be specifically noted in the proposals. Any suggested modifications to the Agreement should also be specially noted in the proposal. The City of Seal Beach RFP re: General Plan Update & LCP May 2002 attached Agreement outlines in detail the insurance requirements required by the City. All sub - consultants should be made aware of the City's insurance requirements. S. Disclosure Consultant shall list in a separate section of the proposal any current or previous work conducted within the city limits of Seal Beach either for the City of Seal Beach or any other business entities or individuals. The City reserves the right to declare any consultant firm to be ineligible to provide services for this project depending on the nature of the work conducted and the time frame in which these services were provided. 6. Proposal Requirements Proposals for this project will be accepted by this office until 5:00 p.m., Wednesday, June 12, 2002. Five (5) bound copies and one unbound original copy of the proposal shall be submitted and plainly marked, "Proposal for the City of Seal Beach General Plan Review & Update." Proposals shall be addressed to: Mac Cummins Assistant Planner City of Seal Beach 2118' St. Seal Beach, CA 90740 Proposals shall include the following information: Proposal Format A. It is anticipated that all necessary information can be provided in thirty (30) pages or less; however, the proposal shall not contain more than fifty (50) pages, including exhibits. B. Proposals shall include, but are not limited to, the following: • Page Numbering; • Consultant Organizational Chart with names of personnel and all sub - consultants to be used; • Proposed Project Schedule; • Address the technical aspects requested in the "Scope of Work" in a concise and complete manner; • The Consultant should include a detailed narrative work effort for each phase listed in Appendix A so that the city has a complete understanding of the work effort offered by the proposer; RFP - General Plan Update City of Seal Beach RFP re: General Plan Update & LCP May 2002 • Previous work efforts that reflect direct experience in the preparation of a General Plan AND Local Coastal Plan. C. A separate sealed proposal fee envelope shall be submitted which includes a breakdown of the various tasks included in the proposal and the proposed number of hours for each individual assigned to each task. The hourly rate for each individual should also be included. Cost for each phase shall be listed separately along with the total cost. As an example only, the various phases might be (1) data review; (2) workshop format: (3) preliminary report; (4) final document. The separate fee envelope should be sealed and clearly marked: "Cost Proposal for the General Plan Review" The most qualified proposers will have their separate fee envelopes opened and reviewed for consistency with manpower projections and a fee will be negotiated by the City for planning services. Firm Experience A brief list of similar projects completed in the last three years indicating specific relationship, if other than principal, and each firm's responsibilities. Descriptions of pertinent experience should include a summary of work performed, adherence to schedules, the duration of project, the name, title and phone number of clients that may be contacted for reference and other information that might aid the review panel in ascertaining the firm's qualifications. Consultant Team Names of principals, associates and key personnel proposed for this project, their proposed areas of responsibility and their qualifications in those areas. A. Any changes to personnel assigned to this project shall be made in writing to the City. The City reserves the right to reject any proposal with modified personnel. B. If sub - consultants are used, names of sub - consultant's key personnel proposed for the project, their professional experience, qualifications and training which are applicable to this project and scope of services that will be provided by each sub - consultant. C. The percentage of each individual's time, by classification, and the anticipated man hours per phase that will be devoted to this project in the fee proposal. D. Describe how the appointed representative will correspond with the City and each sub - consultant, if used. RFP - General Plan Update City of Seal Beach RFP re: General Plan Update 8 LCP May 2002 8. Scope of Work — See Appendix A for Scope of Work. 9. Proposal Evaluation Evaluation criteria used to select the Consultant shall include the following: firm's experience with similar projects, qualifications of the firm to perform the required work, firm's understanding of the project requirements and the ability of the faro to provide the required services in a timely manner within the timeframe established by the City. 10. Interviews Upon review of the proposals submitted, the City may invite the most qualified consulting firms for an interview. The tentative date for such interview will be scheduled for the week of June 24, 2002. Each participating firm will be sent written notice verifying interview time. The City may choose one firm without holding interviews. 11. Compensation A. All items of work outlined in this RFP shall be performed on a fixed fee basis. Costs for any and all items not specifically listed, but required to complete the work required for this project, shall be included as part of the total cost proposed. No additional compensation shall be given for any reproduction, mail, or express delivery costs. Only a change in scope or any significant task addition or increase shall receive consideration for additional compensation. B. If the Consultant believes that any tasks they have been directed to perform is beyond the agreement and constitutes extra work, the Consultant shall immediately notify the City in writing. The City shall review such notice and, if justified, authorize additional compensation to the Consultant on a fair and equitable basis. C. Progress payments shall be made to the Consultant upon submittal of invoices to the City on a monthly basis. The invoices shall indicate the percentage completion of each task as well as the overall percentage completion of the entire project. 12. Additional Information City reserves the right to request additional information from any proposer if information in the proposal is unclear and requires clarification. 13. Additional Requirements All written documentation submitted to the City including the proposal, project updates or reports shall also be submitted via electronic media. City currently uses Word 2000 as its word processing program and Excel 2000 as its spreadsheet program. Any charts, graphs, or photographs used in the proposal, updates or reports RFP - General Plan Update City of Seal Beach RFP re: General Plan Update 6 LCP May 2002 must be included in the electronic media submittal so that they can be attached electronically to agenda reports or other reports prepared by the City. • Non - compliance with any of the requirements of the RFP will be cause for disqualification of the response. • The City reserves the right to issue amendments to the RFP at any time. • This RFP does not commit the City to negotiate a contract, nor does it obligate the City to pay for any costs incurred in the preparation and submission of responses in anticipation of a contract. • Respondents are liable for the content and accuracy of their proposals. No amendments or corrections will be allowed once the proposals are opened. If the selected firm finds a material error in their proposal, they may request to be excused from performance with the contract and a contract will then be awarded to the next highest firm. • Unless returned by the City, all proposals become the property of the City of Seal Beach. RFP - General Plan Update City of Seal Beach RFP re: General Plan Update & LCP May 2002 APPENDIX "A" SCOPE OF WORK FOR THE COMPREHENSIVE REVIEW & UPDATE OF THE CITY'S GENERAL PLAN & CREATION OF A LOCAL COASTAL PLAN Background The City of Seal Beach has never adopted a comprehensive general plan document. Individual elements have been adopted over time, beginning with the Land Use Element in 1973. Recently, the City received an award from the State to aid in the preparation of a Local Coastal Program. Currently the City of Seal Beach does not have any elements of a Local Coastal Program approved by the state. At this juncture, the City wishes to update all of the elements of it's existing general plan, except for the housing element, which is currently being reviewed and updated by an outside consulting firm; and add a Local Coastal Plan as an element of the General Plan. If any questions or concerns arise from the workshops or public hearings regarding the Housing Element, those will be forwarded to the City's consultant currently undertaking the Housing element update effort. The objectives of the comprehensive review & update will be as follows: 1. Determine whether any changes to the General Plan should be initiated to respond to changes in State Planning law and court cases. 2. Determine whether any changes to the General Plan should be initiated to address changes that have occurred in the community. 3. Determine whether any changes to the General Plan should be initiated in response to input from the Planning Commission, residents, property owners, and the business community. 4. Reflect changes to water quality laws and set policies within the General Plan to adequately address any new requirements under the NPDES permitting process. Scope of Work The focus of this review & update is to evaluate existing policies and programs, and determine if they should be rewritten, left as adopted, or eliminated. It is anticipated that no more than one workshop would be held for each General Plan element, and there is the possibility that non - controversial elements, such as the Noise Element, could be combined with other elements. There will be public hearings at both the Planning Commission and City Council for final adoption, including CEQA hearings, which the City envisions happening concurrently with the adoption of the updated General Plan. There are four components to this program: RFP - General Plan Update 6 City of Seal Beach RFP re: General Plan Update & LCP May 2002 I. Public Participation Program. In accordance with State Planning Law, the State's General Plan Guidelines, and the Coastal Act, the City needs to prepare and document a public participation program. The purpose of the program is to notify and encourage participation from the widest range of citizens in the community. The notifications will provide information regarding the dates of the workshops, their purpose, and the opportunities for the public to speak and contribute. A variety of media can be used in order to cumulatively reach the widest number of residents. Public hearing notices, press releases, cable television notifications and the use of the City's web site. Consultants are encouraged to consider other possibilities. The public participation program should be clearly and completely detailed. 2. Workshops It is anticipated that the Consultant will need to review the City's General Plan. As part of that review, the Consultant can document any potential changes that could be needed as a result of court cases or changes in State Planning Law. This will be presented to the Planning Commission at one of the workshops. The Consultant will need to document the number of potential workshops and the scope of each workshop. All of the deliverables for each workshop will be described, such as the organization of the staff report and exhibits. Consultants should indicate the presentation format that will be contemplated. Consultants should also consider what follow -up actions may be needed as a result of the workshop process, such as additional reports, further study on a given policy or issue, or generation of exhibits or maps. It is recognized that while it is not possible to accurately project all possible follow -up actions, Consultants should estimate and account for this type of work. Once the workshops are complete, the Consultant shall prepare a report to the City Council, which documents all of the recommended changes to the General Plan by the Planning Commission. The Consultant shall also document suggestions and changes from either the public or the Planning Commission that were not recommended for change. In that way, the City Council will have comprehensive documentation of all information presented at the workshops. The Consultant shall present the findings of the Planning Commission to the City Council at a regular Council meeting. The Consultant will document all of the recommended changes to the General Plan from the City Council. Once the City Council completes its review, a General Plan Amendment will be initiated and the recommended changes will be formally considered by the Planning Commission and City Council. Updating of General Plan RFP - Geneml Plan Update City of Seal Beach RFP re: General Plan Update & LCP May 2002 Following initial research and public outreach efforts, the consultant shall evaluate the City's existing policies and land use patterns and recommend adjustments deemed appropriate, including new policies and/or land use altematives. A report shall be prepared addressing recommendations including their feasibility, potential impacts, ramifications and outcomes. From this analysis, the consultant 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, etc. 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). Environmental Analvsis A Master Environmental Impact Report shall be prepared in conformance with CEQA to evaluate the environmental impacts associated with the General Plan update. Any resulting mitigation measures shall be accompanied by a mitigation monitoring program prepared by the consultant. The consultant 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. Local Coastal Plan Once local approvals are granted, coordination with the California Coastal Commission staff will be necessary to begin the approval process through the Coastal Commission. This process will include the original drafting of the local coastal plan and checking for internal consistency with the goals and policies of the other elements of the general plan; holding workshops on the local coastal plan (It is envisioned that no more than 1 workshop be necessary for this element); attending formal public hearings at the City Planning Commission and City Council for adoption of the local coastal plan; initiating discussions and working with Coastal Commission staff to develop the coastal commission application package for submittal and approval; and attend Coastal RFP - General Plan Update City of Seal Beach RFP re: General Plan Update & LCP May 2002 Commission meetings in which the local coastal plan is being heard. The local coastal plan will be included within the General Plan as a separate element and the approval process is envisioned by the City as happening concurrently with the rest of the General Plan update. The City drafted a Local Coastal Plan in 1983 and submitted it to the Coastal Commission for review. A number of comments were sent back from the Coastal Commission to the City. For a myriad of reasons at that time, the plan was never adopted The City envisions this document being the framework for the selected consultant to utilize in drafting the proposed Local Coastal Plan described in this RFP. Formal Public Hearings It is anticipated that the consultant will be present at all public hearings relating to the subject documents being proposed in this RFP. This will include Planning Commission, City Council, and California State Coastal Commission meetings, as well as possible public outreach workshops. Anticipated Budget The City envisions the total budget for this process to be approximately $180,000. This includes the sum total of services to be performed, from the initial review to the final approvals at the Coastal Commission and is inclusive of a $30,000 LCP grant awarded to the City last year. RFP - General Plan Update