COUNTY OF SONOMA
Consultant Services for The Springs Specific Plan & Program EIR Request for Proposals The County of Sonoma is soliciting proposals from an interdisciplinary team of consultants to assist County staff and engage the community in preparing and adopting The Springs Specific Plan and associated Program Environmental Impact Report.
Proposals must be received no later than 2:00 p.m. on August 14, 2015. A. INTRODUCTION/PURPOSE Project Background The County of Sonoma is embarking on a major planning effort involving the development of a Specific Plan for the Springs area of Sonoma Valley. The Spring is located in central Sonoma Valley immediately north of the city of Sonoma and includes portions of the unincorporated communities of Agua Caliente, Fetters Hot Springs and Boyes Hot Springs. The Springs project area is bounded by Agua Caliente Road at the northern-most edge and Verano Avenue at the south. The 160 acre project area is bisected by the Highway 12 commercial corridor. The Springs project area is a designated RIA (Rural Investment Area) and part of the former Springs Redevelopment Project that has since been dissolved. It is also a Growth Opportunity Area (GOA) under Plan Bay Area and expected to accommodate an additional 1,150 households by 2040. A map of the Springs project area is attached (see Attachment A). Although the area has been the subject of previous planning efforts, the County now desires a visually rich Specific Plan that will guide future development to achieve an attractive and sustainable, multimodal community with a variety of mixed uses and affordable housing opportunities.
Relevant Documents
Sonoma County General Plan 2020 Sonoma County General Plan Environmental Impact Report Sonoma County 2010 Bicycle and Pedestrian Plan Page 1 of 25
Highway 12 Design Guidelines, 1994 Sonoma Valley Redevelopment Project Area Strategic Plan, 2007 Amended and Restated Redevelopment Plan for the Springs Redevelopment Project, 2008 The Springs Community Based Transportation Plan, SCTA 2010 Transportation Concept Report, State Route 12 (West), Caltrans, 2014 Sonoma Valley: Community Profile, Spring 2011, Sonoma County Economic Development Board
Project Objectives The Specific Plan project is anticipated to begin September 2015 and be completed by May 2017. The project, as described by the following Scope of Work, will include the development of The Springs Specific Plan, a project area profile, technical reports, health impact assessment and a programmatic Environmental Impact Report. Development of the Specific Plan will require a multidisciplinary consultant team with demonstrated expertise and experience in the following areas:
Multimodal transportation planning, including bicycle and pedestrian connectivity, safety and accessibility
Metropolitan Transportation Commission (MTC) Priority Development Area program and objectives
Successful community planning and consensus building in multicultural/bilingual settings
Economic feasibility and market demand analysis
State-of-the-art graphic illustration, mapping and visualization
Parking analysis and management strategies
Environmental review under CEQA and EIR preparation
Healthy Communities planning strategies and Health Impact Assessments
The County will retain the right to select sub-consultant teams as deemed appropriate. This planning effort will focus on promoting a vibrant multimodal community with an emphasis on the pedestrian and bicycle environment and increased housing opportunities. The Specific Plan will serve as the County’s long range, comprehensive land use, circulation, and implementation plan for guiding development within the plan area boundary and must be consistent with Section 65450-65457 of the California Government Code.
Desired Goal/Objectives/Outcomes It is essential that the specific plan be visually rich, with a user-friendly format, and clear, concise text. The plan must rely heavily on state-of-the-art graphics and maps to illustrate planning concepts, conceptualize plan build out, present the plan vision in a compelling way, and make information understandable to the public. The primary objectives to be accomplished through this planning process include:
Page 2 of 25
Inform and engage all segments of the local community in the planning process.
Prepare a market demand analysis that will guide the selection of the land use alternatives toward a realistic development scenario.
Identify the infrastructure and public service needs and costs to facilitate future development under the Specific Plan.
Establish a land use and policy framework to guide future development of the area.
Ensure that the plan is designed to promote a healthy community and enhance opportunities for active transportation.
Develop design guidelines that promote an attractive and vibrant, pedestrian and bicycle friendly community.
Prepare an Implementation and Financing Plan to facilitate public improvements in accordance with the Specific Plan.
Identify and evaluate potential health impacts that may occur as a result of the Specific Plan and alternatives.
Prepare a Program Environmental Impact Report in compliance with CEQA, that will facilitate future development in accordance with the Specific Plan.
Project reports and documents will include: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10.
B.
Project Area Profile Community Engagement Strategy Market Demand Analysis Project Alternatives and Analysis Health Impact Assessment Specific Plan Infrastructure & Implementation Plan Draft Programmatic Environmental Impact Report (EIR) Response to Comments on Draft EIR Final EIR
STATEMENT OF REQUIREMENTS – SCOPE OF WORK
TASK 1: ORIENTATION MEETING AND PREPARATION OF PROJECT TIMELINE The Consultant will meet with county staff to discuss project objectives, project area boundaries, relevant background information, facilitation of informational meetings, strategies for community engagement, and general project management and details. The consultant will also provide a draft project timeline including major milestones for review by county staff. Deliverables:
Orientation Meeting
Page 3 of 25
Final Scope of Work
Project Schedule
TASK 2: COMMUNITY INVOLVEMENT STRATEGY The consultant will work with staff to develop an effective, robust and innovative community engagement strategy that will generate interest and encourage public participation in the planning process. The plan will include a variety of methods for reaching residents, business and property owners, community organizations, schools, seniors, and youth, and identify strategies to engage the underserved and non-English speaking population. The consultant shall develop outreach materials for the various events held to inform and involve the public. Website materials, flyers, pamphlets, newsletters, presentations and mobile exhibits will be created and modified when necessary to best reach the intended audience, with consideration to age group, ethnicity, language and likely issues of interest. The intent is to orchestrate an outreach strategy that engages people on the issues they care about most and therefore result in more meaningful feedback. The consultant shall work with staff to ensure that materials are provided in both English and Spanish whenever appropriate. County staff will form a Technical Advisory Committee (TAC) consisting of County representatives and other agencies with expertise in a variety of areas including transportation, transit, utilities, schools, parks, etc. A Community Advisory Committee (CAC) will also be formed by County staff to serve as an information conduit to the community and to provide an additional avenue for meaningful public participation. The consultant will present information to the TAC and CAC at the initial informational meeting, and as needed thereafter. The consultant will work with County staff to plan and facilitate at least three neighborhood meetings at strategic points in the planning process. Deliverable(s):
Community Involvement Strategy Five hard copies and digital versions (see Attachment F)
TASK 3: PLANNING AREA PROFILE AND BACKGROUND TECHNICAL ANALYSIS (REPORT, MAPS, DIAGRAMS) The consultant team will prepare a written report of the existing conditions, opportunities and constraints for The Springs project area. The report will describe the demographic, socioeconomic and physical characteristics of the planning area including all of the following: 1.
Existing Travel Patterns. Indentify existing travel patterns and conditions for all modes of transportation including automobiles, buses, bicycles and pedestrians. An assessment of connectivity and transportation related constraints for all modes of transportation should be provided. The analysis should also include traffic volume data and identification of auto intensive land uses. All planned improvements should also be identified.
Page 4 of 25
2.
Bicycle travel. A description and map of the existing bicycle network should be included and bikeways identified by class. Connectivity and safety issues should be discussed.
3.
Pedestrian Environment. A description of the pedestrian circulation system will be included, along with the existing and approved future physical features that promote and discourage foot traffic in the area. Features may include safety and convenience of street crossings, street trees, benches, lighting, separation from traffic, accessibility, pedestrian oriented design, street level interest, plazas, etc. An assessment of connectivity and accessibility to transit, commercial areas, schools, etc. should also be examined.
4.
Transit. A description of existing transit services and facilities including frequency, coverage, and ridership.
5.
Parking Study. The parking study will include inventory and occupancy data for both motor vehicles and bicycle parking within the study area. The study will also identify parking management strategies and provide recommendations.
6.
Transportation Infrastructure. The description of existing transportation infrastructure will include roadways (width, speed limit), sidewalks (width, block length, curb cuts), pedestrian road crossings (location, mid-block, treatment, visibility, curb return radii, refuge islands, audible signals, lighting), bicycle lanes (width, treatment, location, designation by class, intersection treatment), bus stops (location, shelters, frequency), and accessibility. The strengths and weaknesses of transportation infrastructure should be discussed.
7.
Public Services and Infrastructure (Municipal Sewer, Water, Storm drainage). Provide location and design capacities of current infrastructure. Identify any issues or limitations of the municipal sewer, water, and storm water systems, and their ability to serve higher density housing.
8.
Land Use. Indentify the various land uses in the plan area including residential, commercial and public. Describe the existing residential inventory by housing type and level of affordability. Identify historic structures and places, as well as any unreinforced masonry buildings in the project area.
10.
Identification of Constraints and Opportunities. The document will discuss issues, constraints and opportunities for each section addressed by the existing conditions report.
Deliverable(s):
Planning Area Profile and technical reports including a multimodal transportation analysis, parking study, public services and infrastructure assessment, constraints and opportunities analysis Requirements: 4 hard copies 1 electronic copy in Microsoft Word 2003 format 1 Adobe Acrobat.pdf copy containing all graphics and figures. See Attachment F “Digital Deliverables” All digital deliverables shall be ADA compliant
Page 5 of 25
TASK 4: MARKET DEMAND ANALYSIS The consulting team will prepare an analysis of future market demand for residential, commercial and mixed use development in the plan area, taking current conditions and long range potential into consideration. The analysis will assess the future potential for housing of various types, densities, and levels of affordability. It will consider the potential of locating households near transit and bicycle paths/routes and discuss the potential to increase the use of alternative modes of transportation. The tendency of various household types and age groups to locate near transit should also be discussed. A discussion of commercial development in the area, as well as market trends and future commercial potential by type will be included. An estimate of the amount of future commercial development that could be supported by expected growth in housing and population should be provided, along with the associated increase in employment opportunities. The report should include an assessment of the existing parking situation and the resulting market impact. A discussion of potential solutions and the anticipated market reaction will also be necessary. Deliverable(s):
Market Demand Analysis Requirements: 4 hard copies 1 electronic copy in Microsoft Word 2003 format 1 Adobe Acrobat.pdf copy containing all graphics and figures (See Attachment F “Digital Deliverables”) All digital deliverables shall be ADA compliant
TASK 5: INFORMATIONAL MEETINGS The consultant, in coordination with County staff, will plan and facilitate a series of meetings to present background reports, provide information concerning the project and its objectives, and receive input from committees and the public. Informational meetings will be held for the Technical Advisory Committee (TAC), the Citizens Advisory Committee (CAC), and the community. Deliverable(s):
Informational meeting facilitation & materials (digital & hard copies)
Outreach materials including flyers, brochures, fact sheets, notices, policy options, website information, press releases, etc. (digital & hard copies)
Page 6 of 25
TASK 6: HEALTH IMPACT ASSESSMENT A Health Impact Assessment (HIA) will be prepared to identify potential impacts that the specific plan may have on the health of the community. The HIA will also provide a set of evidence-based recommendations to mitigate or minimize any negative health impacts and enhance health-promoting opportunities. 1. SCOPING. The consultant will identify potential health issues for analysis based on stakeholder input, review of technical reports and data, consultation with the Sonoma County Department of Health Services, and other sources of information. Stakeholder meetings, including community members and representatives from a variety of disciplines, should be conducted early in the process to inform the HIA scope. The method of analysis will be determined during the scoping phase. 2. ASSESSMENT. The assessment will include a profile of existing health conditions and identification of any vulnerable populations and disparities in the community. Potential health impacts and benefits anticipated by the implementation of the plan will then be identified and evaluated. The evaluation should consider direct, indirect and cumulative effects and discuss the likelihood and magnitude of potential health impacts. An analysis of impacts on the determinants of health, such as housing, transportation, employment, income, noise, air quality, access to goods and services, access to parks, and social networks should be included as appropriate. Data gaps, uncertainties and limitations of data sources and methodologies used should be identified and stakeholders should be given an opportunity to critique the validity of the findings. 3. RECOMMENDATIONS. Evidence-based recommendations will be developed to address the health impacts identified. Recommendations should be supported by evidence of feasibility, efficiency, cost effectiveness and political acceptability. An implementation plan should be created for each recommendation identifying the agency/party responsible for implementing the recommendation, timeline, anticipated cost, and level of priority. 4. MONITORING PLAN. Develop a monitoring plan to track the plan’s impact on the health of the community. Note: The county is currently pursuing grant funding, together with Sonoma State University, to develop a HIA for the project area. If successful, the Sonoma State team would take the lead on the HIA and work with the consultant to integrate HIA findings and recommendations into the specific plan and environmental document were appropriate. Should the Sonoma State Team be unable to secure the funding to carry-out the task as described above, a reduced scope or Rapid HIA would be prepared by the selected consultant. Deliverables:
Health Impact Assessment Page 7 of 25
Meeting facilitation and materials Requirements: 4 hard copies of Health Impact Assessment (administrative draft) 10 hard copies of final Health Impact Assessment 1 electronic copy in Microsoft Word 2003 format 1 Adobe Acrobat.pdf copy containing all graphics and figures (See Attachment F “Digital Deliverables”) All digital deliverables shall be ADA compliant
TASK 7: PROJECT ALTERNATIVES AND ANALYSIS Following the initial meetings and outreach, the consulting team will develop at least three different land use and circulation plans for the project area. An analysis will assess the impact of each scenario on the project area and surrounding community, as well as the feasibility of instituting each alternative with respect to capacity of infrastructure, public services, market forces, etc. The alternatives should be developed to promote a healthy, walkable and bikeable community, and increase opportunities for residents to easily access services and facilities throughout the planning area and key areas beyond its boundary. Alternatives should also seek to avoid significant immitigable environmental impacts. A multimodal transportation analysis will be required for each project alternative. A comparison of safety and connectivity to services, schools, transit, bicycle and pedestrian paths, and ultimately to employment centers will be included. The analysis will also include projected Levels of Service for motor vehicles, transit, bicycle and pedestrian travel. The various parking strategies of each project alternative will also be compared. A report, maps, diagrams and comparison charts describing and analyzing the alternatives will be prepared to quantify development potential in terms of housing (units, type, affordability) nonresidential floor area, population and employment. The projected population and jobs for each alternative shall be included. Enhanced livability, sustainability and the expected impacts to community health of each project alternative shall also be discussed. All maps, diagrams and comparison charts should be easy to understand and clearly differentiate between the alternatives. Deliverable(s):
Project Alternatives Report including an analysis of project alternatives
TASK 8: PRESENTATION OF PROJECT ALTERNATIVES AND ANALYSIS The consultant will present the project alternatives to the TAC and County staff for review, feedback and possible revisions. The revised project alternatives will then be presented to the CAC for review and comment. The consultant and County staff will plan and facilitate a second neighborhood meeting to present the project alternatives and analysis to the public. In addition, Page 8 of 25
the consultant will employ a variety of strategies to reach out to other members of the community to inform and solicit any public concerns, recommendations, and preferences. Deliverable(s):
Meeting Facilitation: Community, Technical Advisory Committee, Citizen Advisory Committee
Meeting materials including notice, flyers, slides, handouts, web information, etc. (hard and digital copies)
Large format display illustrating project alternatives with additional sketches, elevations, and street sections as needed to conceptualize each alternative
Community outreach and materials (hard and digital copies)
TASK 9: SPECIFIC PLAN ADMINISTRATIVE DRAFT AND FOCUSED STUDIES Based on input received from the TAC, the CAC, and the public, the Consultant will work with County staff to identify the preferred project alternative which will serve as a basis for the Specific Plan. The consultant will then develop and refine the text, illustrations, maps and related work to create an administrative draft of the Specific Plan. Technical reports will be updated to specifically address the alternative selected. These technical reports will include a Multimodal Traffic Analysis, Public Infrastructure and Services Assessment, Market Demand Analysis and Parking Study. The administrative draft will be presented to the TAC and County staff for review and comment. The revised plan will then be reviewed by the CAC and additional refinements will be made in response to CAC review. Deliverables:
Specific Plan Administrative Draft
Focused studies
Requirements: Hard copies for County staff, TAC and CAC 1 electronic copy in Microsoft Word 2003 format 1 Adobe Acrobat.pdf copy (containing all graphics and figures). TASK 10: SPRINGS SPECIFIC PLAN PUBLIC DRAFT The Consultant will prepare the Springs Specific Plan Draft for release to the public and present the draft at a community meeting and Planning Commission workshop.
Page 9 of 25
The specific plan must be visually rich, with a user-friendly format, and clear, concise text. The plan must rely heavily on state-of-the-art graphics and maps to illustrate planning concepts, conceptualize plan build out, present the plan vision in a compelling way, and make information understandable to the public. The document must be logically organized and easy to use. Graphics, illustrations, photographs, tables and maps must be well integrated into the plan at appropriate locations to explain the concepts presented. Document formatting must facilitate readability by making use of distinctive heading styles to clearly distinguish sections, sub-sections, paragraphs, etc. Headers and footers must be used to highlight section numbers and topics on each page and allow the reader to easily locate information. The Specific Plan will be prepared in compliance with Sections 65450 – 65457 of the California Government Code and include all of the following components: 1. Detailed Table of Contents, Index and Glossary. The specific plan must be designed for easy navigation. User-friendly formatting, as described above, and cross-references are essential. 2. Plan Objectives. The Springs Specific Plan will identity the plan purpose and objectives and set forth policies and improvements to achieve the stated objectives. The Plan’s vision will be presented in a compelling way. 3. Land Use Plan and Zoning Maps. The land use plan will facilitate the development of a complete community with a mix of land uses that promote healthy living and green house gas reduction by encouraging walking and bicycling as viable forms of transportation. Transit service will also be encouraged by locating higher density housing and mixed use development in close proximity to transit. The plan will also contribute towards the development of a strong community identity with vibrant public spaces. The land use plan will include maps and descriptions of proposed land use designations and zoning, along with recommended housing densities. Text and illustrations of key project elements such as public spaces and proposed public improvements will be provided along with illustrations of various locations within the plan area under a theoretical build-out scenario. 4. Circulation Plans and Maps. This plan component will feature improved circulation with enhanced multimodal access and connectivity, both within the plan area and between the plan area and the surrounding community. The plan will provide for pedestrian and bicycle safety and incorporate complete street policies. Enhanced transit service and access for the disabled and aging populations will also be addressed. 5. Design Guidelines. The consultant will work with County staff to develop goals, polices and design guidelines that promote an attractive, pedestrian oriented development, enhanced bicycle facilities, and increased use of transit. Page 10 of 25
6. Financing and Implementation Plan (Appendix). The Infrastructure and Financing Plan will include a description of existing public infrastructure (streets, roads, sidewalks, bike lanes and racks, utilities, street furniture, street trees, parking, storm water management, etc) and public facilities and services within the planning area. The plan will identify the improvements needed to facilitate development in accordance with the proposed Specific Plan and provide cost estimates. The Financing and Implementation Plan will indentify action items for each section of the Specific Plan which are needed to implement the goals of that section, as well as for implementation of the overall plan. Each action item should be assigned a time frame for implementation to easily identify immediate next steps and longer term actions. Each item should have a cost estimate and potential funding sources. The responsible department should also be identified. Strategies for financing infrastructure and other public improvements (open space, streetscape enhancements, etc.) will be discussed. The implementation and financing plan will also include an analysis of the existing array of financial and regulatory incentives available to the County to encourage revitalization and attract economic development to the Specific Plan area. Changes to regulations and policies required to implement the Plan will also be discussed. Deliverables:
Community meeting facilitation and materials (digital & hard copies)
Planning Commission workshop facilitation and materials (digital & hard copies)
Springs Specific Plan Final Draft Requirements: 6 hard copies One electronic copy in Microsoft Word 2003 format One Adobe Acrobat.pdf copy (containing all graphics and figures) Text pages shall be a standard 8½" x 11" format. Figures may be 11" x 17", but 8½" x 11" format copies shall be provided. Appendices shall be individually paginated. All digital deliverables shall be Americans with Disabilities Act (ADA) compliant (see Attachment F “Digital Deliverables”)
TASK 11: SCOPING OF ENVIRONMENTAL DOCUMENTS The Consultant shall draft, for County staff review, a preliminary Project Description that includes a level of detail suitable for publication in the Notice of Preparation (NOP) for the Program EIR. After incorporating County review comments of the preliminary Project Description, the Consultant will prepare the NOP. The Consultant will then conduct a Public
Page 11 of 25
Scoping Meeting to inform EIR preparation. The Consulting team will also prepare any necessary technical reports to support the Program EIR. Deliverables:
Notice of Preparation
Scoping Meeting facilitation
Meeting materials and handouts
Technical Studies needed for Program EIR
TASK 12: PROGRAM EIR - ADMINISTRATIVE DRAFT The consultant will prepare, in accordance with CEQA, an administrative draft of a program level Environmental Impact Report (EIR) for review by County staff. The Program EIR will analyze the project objectively and address all significant environmental issues identified by the environmental document. The Program EIR will specifically address environmental concerns identified during plan development, at the public scoping meeting, and raised by Responsible and Trustee agencies, and by County staff. Prior to beginning any technical analyses for individual subject areas of the Program EIR, the consultant will submit to the County for review a memorandum describing the methods and assumptions to be used in the analysis (such as software, modeling techniques, thresholds, etc.). A Mitigation Monitoring and Reporting Program, consisting of a separate list of all proposed mitigation measures, will also be developed. Each measure will include a brief discussion of the monitoring required, responsible parties, and timeframe for implementation. County departments will coordinate and provide non-contradictory comments on the administrative draft. County staff will meet with consultant as needed to discuss comments. Consultant will revise the administrative draft as required and provide a clean copy for County staff to conduct a final review. Once the final review has been completed and the administrative draft revised as required, one screen copy of the Draft Program EIR will be submitted to the County for final review by staff before publication. The consultant will print copies of the approved screen copy for distribution in compliance with requirements set forth below. Deliverables:
Administrative Draft of Program EIR
Mitigation Monitoring Plan Document Format Requirements: Four hard copies One electronic copy in Microsoft Word 2003 format
Page 12 of 25
One Adobe Acrobat.pdf copy (containing all graphics and figures) Text pages shall be a standard 8½" x 11" format. Figures may be 11" x 17", but 8½" x 11" format copies shall be provided. Appendices shall be individually paginated. All digital deliverables shall be Americans with Disabilities Act (ADA) compliant TASK 13: DRAFT PROGRAM EIR – PUBLIC RELEASE The consultant will coordinate with the County to publish and distribute the Draft Program EIR to the State Clearinghouse, all responsible and trustee agencies and other interested parties. The Draft Program EIR shall also be made available digitally and on the PRMD website to facilitate public access. The consultant and County staff will compile all written and verbal comments received during the public review period for the Draft Program EIR. Deliverables:
List of comment letters and commenting entities(digital format)
Compilation of comments received (digital format)
Draft Program EIR
Requirements: 6 hard copies for County Staff Hard or electronic copies as required by Clearing House 1 electronic copy in Microsoft Word 2003 format 1 Adobe Acrobat.pdf copy (containing all graphics and figures). All digital deliverables shall be ADA compliant TASK 14: PREPARE FINAL PROGRAM EIR The consultant will work with County staff when preparing responses to comments received during the EIR public review period and at the public hearings. The consultant will prepare an administrative draft of the final Program EIR consisting of a summary of all verbal comments received during hearings on the Draft Program EIR, all written comments, responses to all the comments as required by the State CEQA Guidelines, and appropriate corrections and revisions to the text of the Draft Program EIR. All written comments will be numbered and any necessary changes to the text of the Draft Program EIR or the Mitigation Monitoring and Reporting Program will be highlighted, and responses keyed to the appropriate comment numbers. Once review by County staff is complete, the Consultant will make all necessary revisions and provide copies of the final document as described below.
Page 13 of 25
Deliverables:
Final Program EIR
Mitigation Monitoring and Reporting Program
Requirements: 6 hard copies 1 electronic copy in Microsoft Word 2003 format 1 Adobe Acrobat.pdf copy (containing all graphics and figures). All digital deliverables shall be ADA compliant TASK 15: PRESENTATION OF SPRINGS SPECIFIC PLAN FOR ADOPTION The Consultant Team will attend the public hearings conducted by the Planning Commission and Board of Supervisors to consider the adoption of the Springs Specific Plan and certification of the Program EIR. General Plan policy and Zone changes necessary to implement Specific Plan will be indentified and presented for consideration along with the Specific Plan and EIR. Following approval of the Specific Plan and its associated environmental documents, the consultant will make any required modifications. The consultant will then provide the County with clean copies of the final approved documents as indicated below. Deliverables:
Hearing materials, slides, handouts, diagrams, etc.
Draft Specific Plan (hearing copies)
Draft and Final Program EIR and Mitigation Monitoring Plan (hearing copies)
The Springs Specific Plan, final approved version
Certified Program EIR and Mitigation Monitoring Plan Requirements: 10 hard copies for hearing 6 hard copies of final approved documents 1 electronic copy in Microsoft Word 2003 format 1 Adobe Acrobat.pdf copy (containing all graphics and figures). All digital deliverables shall be ADA compliant (see Attachment F)
C.
Document Formatting
All documents shall be prepared in a user friendly format that is compliant with the County’s Americans with Disabilities Act (ADA) requirements and meet the requirements of Attachment F, “Digital Deliverables.” This will include verifying that all PDFs submitted include legible
Page 14 of 25
text, and hyperlinks are not used in any PDF documents intended for publication on the County website.
D.
Disadvantaged Business Enterprise (DBE) participation
This project will be funded with federal funds and is, therefore, subject to the Department of Transportation Disadvantaged Business Enterprise (DBE) regulations. DBEs, as defined in 49 CFR Part 26, shall have the equal opportunity to participate in the performance of work resulting from the RFP. Any agreement resulting from this RFP will incorporate by reference the requirements of 49 CFR Part 26. Failure of the successful proposer and any and all subconsultants to carry out these requirements will be considered a material breach of said contract, which may result in the termination of said contract or such other remedy as the County of Sonoma deems appropriate. Attachment C, Disadvantaged Business Enterprise Information, outlines the successful proposer’s responsibilities under the County’s DBE policy. Attachment E, Forms to be Submitted with Proposal, contains the forms that are required to be submitted with the proposal in order to comply with federal requirements. The Agency has established a Disadvantaged Business Enterprise (DBE) goal for this Agreement of 3% percent.
E.
Pre-Award Audit
Contracts in excess of $250,000 may require a pre-award audit of the selected Contractor. The pre-award audit examines the Contractor’s accounting, estimating, administrative systems, proposed costs, financial condition, and the proposed contract language. The audit is as broad in scope as necessary to meet the objectives found in “Accounting & Auditing Guidelines for Contracts with Caltrans” (Page 10-69 of the Caltrans Local Assistance Procedures Manual http://www.dot.ca.gov/hq/LocalPrograms/lam/lapm.htm ). Determination of whether a preaward audit is needed will be made after a Contractor is selected. If a pre-award audit is necessary, the pre-award audit must be completed by the selected contractor before a contract can be executed. MINORITY OWNED FINANCIAL INSTITUTIONS Per 49 CFR 26.27, the County would like to make the Consultant aware of the following financial institutes owned by socially and economically disadvantaged individuals.
Page 15 of 25
Bank of the Orient Financial District 233 Sansome Street San Francisco, CA 94104 415.338.0843 Tel 415.338.0619 Fax
Chinatown Branch 1023 Stockton Street San Francisco, CA 94108 415.338.0894 Tel 415.338.0872 Fax
Richmond District 317 Sixth Avenue San Francisco, CA 94118 415.338.0809 Tel 415.338.0789 Fax Sunset District 2001 Irving Street San Francisco, CA 94122 415.338.0600 Tel 415.681.0869 Fax
Downtown Oakland 360 Twelfth Street Oakland, CA 94607 510.834.0731 Tel 415.338.0669 Fax Millbrae Office 979 Broadway, Suite 103 Millbrae, CA 94030 650.259.3375 Tel 650.259.3378 Fax
Metropolitan Bank Oakland - Head Office 250 East 18th Street Oakland, CA 94606 Tel.: 510.834.1933 Fax.: 510.834.1909
Oakland - Chinatown Office 381 8th Street Oakland, CA 94607 Tel.: 510.834.7534 Fax.: 510.834.7539
San Francisco - Chinatown 1351 Powell Street San Francisco, CA 94133 Tel.: 415.986.6999 Fax.: 415.986.7005 Mission National Bank 16th Street Branch 3060 16th Street San Francisco, CA 94103 Phone: 415-826-3627 Fax: 415-431-5409
F.
San Jose - Lion Plaza 1816 Tully Road, Suite 192 San Jose, CA 95122 Tel.: 408.274.3707 Fax.: 408.274.3804 Sutter Street Branch (Now Open) 447 Sutter Street, Suite 101 San Francisco, CA 94108 Phone: 415-580-7100 Fax: 415-416-6767
Berkeley Branch 2855 Telegraph Avenue Berkeley, CA 94705 Phone: 510-848-0161 Fax: 510-848-2718
Schedule
The following schedule is subject to change. Except as provided below, changes will only be made by written amendment to this Request for Proposals, which amendment shall be issued to
Page 16 of 25
all parties by the Department issuing this proposal. Date
Event
July 21, 2015
Release Request for Proposals
August 3, 2015
Deadline for Proposer’s Questions
August 5, 2015
County’s Responses to Questions Due
August 14, 2015
Proposals Due
August 17-21, 2015
Proposals Evaluated by County
August 31 - September 4, 2015
Interviews Conducted
September 4, 2015
Notice of Intent to Award (subject to delay without notice to proposers)
October 6, 2015
Board of Supervisors Awards Contract (subject to delay without notice to proposers)
G.
Questions
Proposers will be required to submit any additional questions in writing before the close of business August 3, 2015 in order for staff to prepare written responses to all consultants. Written answers will be shared with all potential bidders. Questions are best received and most quickly responded to when sent via e-mail directly to
[email protected] . Questions will not be accepted by phone.
H.
Corrections and Addenda 1. If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in this RFP, the proposer shall immediately notify the contact person of such error in writing and request clarification or modification of the document. Modifications will be made by addenda as indicated below to all parties in receipt of this RFP. 2. If a proposer fails to notify the contact person prior to the date fixed for submission of proposals of a known error in the RFP, or an error that reasonably should have been known, the proposer shall submit a proposal at their own risk, and if the proposer is awarded a contract they shall not be entitled to additional compensation or time by reason of the error or its subsequent correction. 3. Addenda issued by the County interpreting or changing any of the items in this RFP, including all modifications thereof, shall be incorporated in the proposal. The proposer shall submit the addenda cover sheet with the proposal (or deliver them to the Sonoma County Permit and Resource Management Department, 2550 Ventura Page 17 of 25
Avenue, Santa Rosa, CA 95403, if the proposer has previously submitted a proposal to the Department). Any oral communication by the County’s designated contact person or any other County staff member concerning this RFP is not binding on the County and shall in no way modify this RFP or any obligations arising hereunder.
I.
Proposal Submittal 1. Proposers must submit one (1) electronic copy to the County’s supplier portal at the following link: https://esupplier.sonomacounty.ca.gov/psp/FNPRD/SUPPLIER/ERP/h/?tab=DEFAULT 2. In addition to the electronic copy, proposers must submit one (1) signed original and four (4) copies of the signed proposal by 2:00 p.m. on August 14, 2015. Proposals must be enclosed in a sealed envelope or package and clearly marked “THE SPRINGS SPECIFIC PLAN.” Please submit your proposal to: Yolanda Solano, Comprehensive Planning Sonoma County Permit and Resource Management Department 2550 Ventura Avenue Santa Rosa, CA 95403 3. Due Date: Proposals must be received no later than 2:00 p.m. on August 14, 2015. The proposal due date is subject to change. If the proposal due date is changed, all known recipients of the original RFP will be notified of the new date. 4. General Instructions: To receive consideration, proposals shall be made in accordance with the following general instructions: a) The completed proposal shall be without alterations or erasures. b) No oral or telephonic proposals will be considered. c) The submission of a proposal shall be an indication that the proposer has investigated and satisfied him/herself as to the conditions to be encountered, the character, quality and scope of the work to be performed, and the requirements of the County, including all terms and conditions contained within this RFP. 5. Proposal Format and Contents: For ease of review and to facilitate evaluation, the proposals for this project should be organized and presented in the order requested as follows: Proposals shall be limited to no more than 15 pages, excluding resumes: a) Section I - Organizational Information: Provide specific information concerning the firm in this section, including the legal name, address and telephone number of your company and the type of entity (sole proprietorship, partnership, or corporation and whether public or private). Include the name and telephone number of the person(s) in your company authorized to execute the proposed contract. If two or more firms are involved in Page 18 of 25
a joint venture or association, the proposal must clearly delineate the respective areas of authority and responsibility of each party. All parties signing the Agreement with the County must be individually liable for the completion of the entire project even when the areas of responsibility under the terms of the joint venture or association are limited. b) Section II - Qualifications and Experience: Provide specific information in this section concerning the firm's experience in the services specified in this RFP, preferably within the State of California. Examples of completed projects, as current as possible, should be submitted, as appropriate. References are required. Please provide names, addresses, and telephone numbers of contact persons within three (3) client agencies for whom similar services have been provided. Debarment or Other Disqualification Proposer must disclose any debarment or other disqualification as a vendor for any federal, state or local entities. Proposer must describe the nature of the debarment/disqualification, including where and how to find such detailed information Firm Description Provide a description of the firm, number of years in business, and its core competencies. Personnel Descriptions Provide the name of the Project Manager primarily responsible for overall management of the work and the main contact for County staff. In addition, state the length of time the proposed Project Manager has been with the consulting firm and provide individual project references. Provide names and backgrounds of the people (including subcontractors) who will be responsible for completing the work. Resumes or other written material describing the consultant’s technical staff qualifications and descriptions of similar work completed by each should be attached at the end of the proposal.
c) Section III - Project Approach and Work Schedule: Provide a description of the methodology developed to perform all required services included in the Statement of Requirements as referenced in Section B., beginning on page 1, including:
Page 19 of 25
1. A brief outline of the proposed format of the Specific Plan, EIR, and optional HIA. 2. A description of the proposed work program, including the approach and methodology to be used to address the major issues, including proposed technical studies. Any proposed work not included in the cost proposal shall be clearly identified as “optional.” A schedule that will complete the project expeditiously and by May, 2017. The schedule should contain specific milestones and dates of completion which will be used to set schedules. Also identify the extent of County personnel involvement deemed necessary, including key decision points at each stage of the project. d) Section IV - Cost of Service: The proposal shall clearly state ALL of the costs associated with the project, broken down by category of products and services, and all on-going costs for recommended or required products and services, such as maintenance. The project costs must broken out and include all expenses that will be charged to the County, including but not limited hourly rates for labor, software costs, software maintenance costs, implementation fees, shipping, insurance, communications, documentation reproduction, and all expenses, including travel, meal reimbursement, hotel per diems, taxes, etc. Failure to clearly identify all costs associated with the proposal may be cause for rejection of the Consultant’s proposal. Include estimates of hours, rates, and costs by person and subcontractor for each work task and deliverable. Include a schedule of rates for extra work, additional report copies, and attendance at additional hearings. e) Section V – Identification of subcontractors: Proposers shall identify all subcontractors they intend to use for the proposed scope of work. For each subcontractor listed, proposers shall indicate (1) their qualifications; (2) what products and/or services are to be supplied by that subcontractor; (3) what percentage of the overall scope of work that subcontractor will perform; and (4) whether they are a local provider.
f) Section VI - Insurance: The selected proposer will be required to submit and comply with all insurance as described in the attached Sample Agreement. Securing this insurance is a condition of award for this contract. Page 20 of 25
g) Section VII - Additional Information: Include any other information you believe to be pertinent but not required. h) Section VIII – Contract Terms: Proposers must include a statement acknowledging their willingness to accept the sample contract terms (Attachment B) or identify specific exceptions to the sample agreement.
J.
Selection Process 1. All proposals received by the specified deadline will be reviewed by the County for content, including but not limited to fee, related experience and professional qualifications of the bidding consultants. 2. County employees will not participate in the selection process when those employees have a relationship with a person or business entity submitting a proposal which would subject those employees to the prohibition of Section 87100 of the Government Code. Any person or business entity submitting a proposal who has such a relationship with a County employee who may be involved in the selection process shall advise the County of the name of the County employee in the proposal. 3. Proposals may be evaluated using the following criteria (note that there is no value or ranking implied in the order of this list): a) Demonstrated ability to perform the services described; b) Experience, qualifications and expertise in preparing Specific Plan and related CEQA documentation; c) Quality of work as verified by references; d) Costs relative to the scope of services; e) A demonstrated history of providing similar services to comparable entities; f) Willingness to accept the County’s contract terms; g) Any other factors the evaluation committee deems relevant. (When such criteria are used for evaluation purposes, the basis for scoring will be clearly documented and will become part of the public record); h) Ability to perform the work expeditiously; and i) Hours proposed and cost relative to the scope of services. 4. The County Department Head in consultation with the Purchasing Agent reserves the right, in their sole discretion, to take any of the following actions at any time before Board approval of an award: waive informalities or minor irregularities in any proposals received, reject any and all proposals, cancel the RFP, or modify and reissue the RFP. Failure to furnish all information requested or to follow the format
Page 21 of 25
requested herein may disqualify the proposer, in the sole discretion of the County. False, incomplete, misleading or unresponsive statements in a proposal may also be sufficient cause for a proposal’s rejection. 5. The County may, during the evaluation process, request from any proposer additional information which the County deems necessary to determine the proposer’s ability to perform the required services. If such information is requested, the proposer shall be permitted three (3) business days to submit the information requested. 6. An error in the proposal may cause the rejection of that proposal; however, the County may, in its sole discretion, retain the proposal and make certain corrections. In determining if a correction will be made, the County will consider the conformance of the proposal to the format and content required by the RFP, and any unusual complexity of the format and content required by the RFP. If the proposer’s intent is clearly established based on review of the complete proposal submittal, the County may, at its sole option, correct an error based on that established content. The County may also correct obvious clerical errors. The County may also request clarification from a proposer on any item in a proposal that County believes to be in error. 7. The County reserves the right to select the proposal which in its sole judgment best meets the needs of the County. The lowest proposed cost is not the sole criterion for recommending contract award. 8. All firms responding to this RFP will be notified of their selection or non-selection after the evaluation committee has completed the selection process. 9. Generally, the firm selected by the Evaluation Committee will be recommended to the Board of Supervisors for this project, but the Board is not bound to accept the recommendation or award the project to the recommended firm.
K.
Finalist Interviews
After initial screening, the evaluation committee may select those firms deemed most qualified for this project for further evaluation. Interviews of these selected firms may be conducted as part of the final selection process. Interviews may or may not have their own separate scoring during the evaluation process.
L.
General Information 1. Rules and Regulations a) The issuance of this solicitation does not constitute an award commitment on the part of the County, and the County shall not pay for costs incurred in the preparation or submission of proposals. All costs and expenses associated with the preparation of this proposal shall be borne by the proposer. b) Sonoma County reserves the right to reject any or all proposals or portions thereof if the County determines that it is in the best interest of the County to do so.
Page 22 of 25
c) The County may waive any deviation in a proposal. The County’s waiver of a deviation shall in no way modify the RFP requirements nor excuse the successful proposer from full compliance with any resultant agreement requirements or obligations. Sonoma County reserves the right to reject any or all proposals, or to waive any defect or irregularity in a proposal. The County further reserves the right to award the agreement to the proposer or proposers that, in the County’s judgment, best serves the needs of Sonoma County. d) All proposers submit their proposals to the County with the understanding that the recommended selection of the review committee is final and subject only to review and final approval by the Department Director (via delegation), the County Purchasing Agent or the Board of Supervisors. e) Upon submission, all proposals shall be treated as confidential documents until the selection process is completed. Once the notice of intent to award is issued by the County, all proposals shall be deemed public record. In the event that a proposer desires to claim portions of its proposal exempt from disclosure, it is incumbent upon the proposer to clearly identify those portions with the word “Confidential” printed on the top right hand corner of each page for which such privilege is claimed, and to clearly identify the information claimed confidential by highlighting, underlining, or bracketing it, etc. Examples of confidential materials include trade secrets. Each page shall be clearly marked and readily separable from the proposal in order to facilitate public inspection of the nonconfidential portion of the proposal. The County will consider a proposer’s request for exemptions from disclosure; however, the County will make its decision based upon applicable laws. An assertion by a proposer that the entire proposal, large portions of the proposal, or a significant element of the proposal, are exempt from disclosure will not be honored and the proposal may be rejected as non-responsive. Prices, makes and models or catalog numbers of the items offered, deliverables, and terms of payment shall be publicly available regardless of any designation to the contrary. f) The County will endeavor to restrict distribution of material designated as confidential to only those individuals involved in the review and analysis of the proposals. Proposers are cautioned that materials designated as confidential may nevertheless be subject to disclosure. Proposers are advised that the County does not wish to receive confidential or proprietary information and those proposers are not to supply such information except when it is absolutely necessary. If any information or materials in any proposal submitted are labeled confidential or proprietary, the proposal shall include the following clause: a. [Legal name of proposer] shall indemnify, defend and hold harmless the County of Sonoma, its officers, agents and employees from and against any request, action or proceeding of any nature and any damages or liability of any nature, specifically including attorneys' fees awarded under the California Public Records Act (Government Code §6250 et seq.) Arising out of, concerning or in any way involving any
Page 23 of 25
materials or information in this proposal that [legal name of proposer] has labeled as confidential, proprietary or otherwise not subject to disclosure as a public record. 2. Nonliability of County The County shall not be liable for any precontractual expenses incurred by the proposer or selected contractor or contractors. The County shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP. 3. Proposal Alternatives Proposers may not take exception or make material alterations to any requirement of the RFP. Alternatives to the RFP may be submitted as separate proposals and so noted on the cover of the proposal. The County reserves the right to consider such alternative proposals, and to award an agreement based thereon if it is determined to be in the County’s best interest and such proposal satisfies all minimum qualifications specified in the RFP. Please indicate clearly in the proposal that the proposal offers an alternative to the RFP. 4. Lobbying Any party submitting a proposal or a party representing a proposer shall not influence or attempt to influence any member of the selection committee, any member of the Board of Supervisors, or any employee of the County of Sonoma, with regard to the acceptance of a proposal. Any party attempting to influence the RFP process through ex-parte contact may be subject to rejection of their proposal. 5. Form of Agreement a) No agreement with the County shall have any effect until a contract has been signed by both parties. Pursuant to Sonoma County Code Section 1-11, County personnel are without authorization to waive or modify agreement requirements. b) A sample of the agreement is included as Attachment B hereto. Proposers must be willing to provide the required insurance and accept the terms of this sample agreement. c) Proposals submitted shall include a statement that (i) the proposer has reviewed the sample agreement and will agree to the terms contained therein if selected, or (ii) all terms and conditions are acceptable to the proposer except as noted specifically in the proposal. A proposer taking exception to the County’s sample agreement must also provide alternative language for those provisions considered objectionable to the proposer. Please note that any exceptions or changes requested to the Agreement may constitute grounds to reject the proposal. d) Failure to address exceptions to the sample agreement in your proposal will be construed as acceptance of all terms and conditions contained therein.
Page 24 of 25
e) Submission of additional contract exceptions after the proposal submission deadline may result in rejection of the consultant’s proposal. 6. Duration of Proposal; Cancellation of Awards; Time of the Essence a) All proposals will remain in effect and shall be legally binding for at least ninety (90) days. b) Unless otherwise authorized by County, the selected consultant will be required to execute an agreement with the County for the services requested within sixty (60) days of the County’s notice of intent to award. If agreement on terms and conditions acceptable to the County cannot be achieved within that timeframe, or if, after reasonable attempts to negotiate such terms and conditions, it appears that an agreement will not be possible, as determined at the sole discretion of the County, the County reserves the right to retract any notice of intent to award and proceed with awards to other consultants, or not award at all. 7. Withdrawal and Submission of Modified Proposal a) A proposer may withdraw a proposal at any time prior to the submission deadline by submitting a written notification of withdrawal signed by the proposer or his/her authorized agent. Another proposal may be submitted prior to the deadline. A proposal may not be changed after the designated deadline for submission of proposals.
M. Protest Process Any and all protests must be in writing and must comply with the timelines and procedures set forth at: Protests and Appeals for Goods and Professional Services Procurements Attachments: Attachment A:
Project Area Map
Attachment B:
Professional Services Agreement - Sample
Attachment C:
Disadvantaged Business Enterprises (DBE) information
Attachment D:
RFP Evaluation Criteria and Scoring Sheet
Attachment E:
Federal Forms
Attachment F:
Digital Deliverables
Attachment G:
County of Sonoma Contract Insurance Requirements
Page 25 of 25
