CITY OF RIDGECREST
REQUEST FOR PROPOSAL FOR ON CALL PLANNING SERVICES
Issued: Thursday, August 11, 2016
The City of Ridgecrest is accepting Requests For Proposals (RFP) to provide professional on call planningservices. Please submit five (5) single sided original, complete and sealed proposals to:
City of Ridgecrest
100 West California Avenue
Ridgecrest, California 93555
Attn: Rachel Ford, City Clerk
Notwithstanding any other provisions of the RFP, the City reserves the right to reject any or all proposals, to waive any irregularity in a proposal, and to accept or reject any item or a combination of items, when to do so would be to the advantage of the City or its taxpayers. It is further within the right of the City to reject proposals that do not contain all elements and information requested in this document. The City shall not be liable for any costs or losses incurred by any responders throughout this process.
Identified below are the critical dates associated with this Request for Proposal. Further details and
requirements are contained in the specific sections or attachments included in this package.
Request for Proposals Issued Thursday, August 11, 2016
Proposal Due Date Thursday, September 1, 2016, 3:00 P.M.
Interested parties are encouraged to submit questions regarding the Request for Proposal via email to
Rachel Ford at [email protected] Responses to questions will be provided directly by email.
Ridgecrest is located in the southern portion of the Indian Wells Valley and in the northeast corner of Kern County, surrounded by four mountain ranges; the Sierra Nevada on the west, the Cosos on the north, the Argus Range on the east, and the El Paso Mountains on the south. It is approximately an hour and quarter from the Lancaster/Palmdale area and approximately two hours from both Bakersfield and San Bernardino. A favorable characteristic of the City is its proximity to two major highways, the 395 and 14. Air travel in and out of the city is provided through the Inyokern Airport. These attributes make Ridgecrest, a central location for shopping and business for the Eastern Kern County area. Ridgecrest is also easily accessible to the rest of southern California making it an ideal location for industry. Request for Proposal On Call Planning Services Ridgecrest evolved into a growing and dynamic city during the 1950’s and 1960’s as a support community, vital to the mission of the Navy at China Lake Naval Air Weapons Station (NAWS), by providing housing and services for Federal employees and contractors. Ridgecrest incorporated in 1963 and now provides shopping for over 40,000 people throughout the Indian Wells Valley. As the only incorporated community in the Indian Wells Valley, Ridgecrest boasts a thriving economy and a robust population of just over 27,000 people. Ridgecrest acts as the shopping and business center for northeastern Kern County.
SCOPE OF SERVICES
The City of Ridgecrest wishes to contract with an outside consulting firm or individual to provide, as needed, on call planning services, referenced herein after as “City Planner”. The City Planner shall perform such duties as may be set forth within the City’s Municipal Code, General Plan, Zoning Ordinance, Subdivision Regulations, other City codes and ordinances; provide both short-term and long term planning recommendations; coordinate and process various land use applications; or any additional planning matters as directed by the City.
1. Available to provide planning services on an, as needed, on call basis.
2. Maintain an accurate understanding of the City’s general plan, zoning ordinances, subdivision regulations and other City codes and policies;
3. Organize the application process in a manner that provides critical information to applicants so that they can gain an understanding of the procedures they must follow and the information they must provide with land use applications;
4. When applications are more complex than can be conveyed with standard informational materials, meet with applicants to review their proposal and identify the proper submittal guidelines to assure that there is a clear understanding of what is required for a complete application;
5. Review and prepare reports on Preliminary, Tentative, and Final Subdivision Maps with input from appropriate consultants and/or departments, to ensure code compliance and to ensure that timely information is delivered to the Planning Commission and City Council so that they can comply with statutory decision deadlines;
6. Review and prepare reports on zoning and land use applications;
7. Make appropriate presentations before the Planning Commission and /or City Council;
8. Coordinate permit review with appropriate commissions, committees, consultants and/or departments;
9. Prepare written records and reports of investigation and violations of zoning codes; provide on-site field verification or direct others to perform inspections documenting compliance; encourage voluntary compliance and, when necessary, coordinate enforcement of zoning ordinances through communication with land owners and cooperation with the City Attorney; order the issuance of citations where appropriate; testify in court concerning inspection results if necessary;
10. Provide administrative support to the Planning Commission by preparing reports, maintaining records, and completing directives of the Planning Commission;
11. Coordinate with staff and monitor recording of legal documents relating to land use;
12. Represent the City to residents and applicants in a respectful manner and make reasonable efforts to accurately estimate the cost of application related services.
13. Attend the regular monthly meetings of the Planning Commission which are held on the Fourth Tuesday of the month, as needed. Attend City Council meetings which are on the First and Third Wednesdays of the month (rarely meets for planning issues), if planning issues are to be discussed and decisions made.
CONTENT OF PROPOSAL
Proposals shall contain the following information:
1. Cover letter and introduction including the name of the firm or individual and the name and telephone numbers of the person(s) authorized to represent the company regarding all matters related to the proposal;
2. Prospective providers should indicate how they envision being able to provide services to the City of Ridgecrest, and how those services will fit within the goals and policies of the City.
3. Experience working with other communities with similar geographic profiles and demographics.
4. Representative list of current clients with references contacts at three clients;
5. Resumes of key personnel to be performing the planning functions for the City, including education and professional certifications;
6. Samples of reports to be submitted to the City which may address one or more of the following:
a. corrections (“comments”) to an initial submittal of a map or site plan
b. a concept review
c. responses to inquiries from the public, developers, etc.
7. Preferred method for receiving submittals.
8. Provide any additional information that you feel is pertinent in the City’s decision on selecting aplanning consultant.
9. In a separate, sealed envelope, provide the following information: A fee schedule identifying specific rates for services and meeting attendance including sample invoice detail, billing schedule and mileage charges.
The City’s consultant evaluation and selection process is based upon “Qualifications Based Selection” (QBS) for professional services. The following criteria will be used in evaluating the proposals using a point value system (100 points) based upon the weight factor indicated below:
|CONTENT AND EVALUATION CRITERIA|| |
|A. Proposal Content||5|
B. Understanding of Background and Project Summary
|C. Approach & Work Plan||30|
D. Qualifications and Experience of firm,
principal planner and other team members
|E. Clarity of Proposal||10|
|F. Results of Reference Checks||10|
The City may also solicit information from any available source concerning any aspect of a proposal, and seek and review any other information deemed pertinent to the evaluation process. The evaluation committee shall not be obligated to accept the lowest priced proposal, but shall make an award in the best interests of the City of Ridgecrest.
A committee will be selected to evaluate and rank in writing all proposals. After written proposals have been reviewed, the top three firms selected for final evaluation, may be required to make an oral presentation of their proposal to the City’s Selection Committee. If scheduled, the oral interview will be a question/answer format for the purpose of clarifying the intent of any portions of the proposal and tosee samples of previous work products; no power-point presentations are expected or desired. The City will schedule the times and location for this meeting. If awarded, an individual from your firm who is directly responsible for carrying out the contract should be present at the oral interview. Disclosure of a Proposer’s fee(s) to another and any information derived from competing proposals is prohibited.
OFFER EXPIRATION DATE
Proposals in response to this RFP will be valid for sixty (60) days from the proposal due date. The City reserves the right to ask for an extension of time if needed.
CONDITIONS FOR PROPOSAL ACCEPTANCE
This RFP does not commit the City to award a contract or to pay any costs incurred for any services. The City, at its sole discretion, reserves the right to accept or reject any or all proposals received as a result of this RFP, to negotiate with any qualified source, or to cancel this RFP in part or in its entirety.
OWNERSHIP OF MATERIALS
All materials submitted in response to the RFP become the property of the City of Ridgecrest and supporting materials will not be returned. The City of Ridgecrest is not responsible for any costs incurred by the company in the preparation of the proposal or for presentation or related meeting time.
SERVICE AGREEMENT AND INSURANCE
The successful service provider will be asked to enter into a service agreement and to provide a certificate of insurance showing coverage for liability, workers compensation, and automobile. The service agreement will contain a provision specifying a deadline for submitting invoices. Any invoices submitted for services not billed in accordance with the deadline may, at the sole discretion of the City, be considered invalid and payment may be refused. Any future relationship between the City Planner and the City will be an “at will” relationship and may be terminated by either party, for any reason, following a 30 day notice.
INDEPENDENT CONTRACTOR STATUS
The City Planner will not be an employee of the City and must meet the IRS requirements for designation as an independent contractor or firm.
CONFLICT OF INTEREST
The City of Ridgecrest requires that service providers disclose conflicts of interest when they may occur. The City, at its discretion, may arrange for alternative third party support in such cases. In general, the City will not allow a service provider to review applications from a client of the service provider. Past or pending client relationships may or may not be determined to be conflicts, but should always be disclosed and discussed with the City.