HomeMy WebLinkAbout04a_Discussion of Draft RFP for Consulting ServicesAttachment 1
INTRODUCTION
Objective:
The City desires to comprehensively review and update the Newport Beach General Plan where necessary and
desirable. The purpose of the update is to reflect current conditions, State general plan requirements, and the
City's future vision as identified by the community. The goal is to start the process in early 2019, and complete
the process in the late of 2021.
The first step will be to review the existing General Plan Vision Statement with the community to identify how it
might be modified to reflect current thoughts and aspirations. Second, the City's General Plan needs to
examined to see how it meets State general plan requirements, and after consultation with the community
through a robust outreach effort, how might the general plan be amended to reflect the consensus of the
community. The term "community" is the entire community living and working in the City, including residents,
special interest groups, homeowners associations, property owners, the business community, and regulatory
agencies; the term is all-inclusive.
The process will involve citizen oversight through various methods including a 3-5 person Steering Committee
appointed by the Mayor or City Council who will report to the City Council. The Steering Committee will advise a
larger General Plan Advisory Committee (GPAC) who will conduct a series of public meetings as necessary on
the evaluation and update process. The Parks, Beaches and Recreation Commission (PB&R), the Harbor
Commission, and the Planning Commission will conduct hearings that will also shape the process. Ultimately the
City Council will review and act on the environmental documentation and update itself. The process will be
conducted in an open and transparent manner. The City strongly desires innovative and exciting ways to engage
with the entire community to maximize understanding, feedback, and participation.
The City seeks a qualified consultant or consulting team (Consultant) to guide the community and prepare the
update consistent with these goals and principles. City staff, primarily through the Community Development
and Public Works Departments, will energetically support, guide and direct the Consultant throughout the
process. The City has a robust geographic information system (GIS) and trained staff to provide mapping and
database support. All City Departments will be involved in one way or the other.
DRAFT SCHEDULE OUTLINE
a) February 2019 — May 2019 (3 -4 months)
• Request for proposals
• Proposal evaluations
• Consultant selection
b) June 2019 — March 2021 (21 months)
• Community outreach and Visioning process
• General Plan evaluation process
• General Plan Advisory Committee meetings
• Market and fiscal analysis and other technical analysis preparation
• Draft General Plan Amendments preparation
• Draft Environmental Impact Report preparation
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• Harbor Commission and Parks, Beach and Recreation Commission meetings
c) March — May 2021 (3 months)
• Draft Environmental Impact Report public review.
• One workshop with the Planning Commission will be conducted on the draft EIR at the beginning of
the comment period.
d) June —July 2021 (2 months)
• Planning Commission public hearings.
e) August — September 2021 (2 months)
• City Council public hearings, EIR certification, and plan adoption.
Definitions:
The following is an explanation of terms frequently referred to in this document:
■ "City': Refers to the City of Newport Beach.
■ "Request for Proposal (RFP)": Refers to the solicitation process wherein the City is seeking proposals.
■ "Proposal": The formal response to this solicitation submitted to the City by a Proposer or Proposers.
■ "Proposer": Refers to the individual, partnership, or corporation that is submitting a proposal in
response to this RFP process.
■ "Project": The preparation of the Land Use Element Amendment.
■ "Shall": Refers to a mandatory requirement.
■ "Consultant/Contractor": Refers to the individual, partnership, or corporation including their
subcontractors that is awarded a contract by the City upon conclusion of this RFP process.
■ "Contract" or "Agreement": A promissory agreement with specific terms between the City and one or
more parties that creates, modifies or destroys a legal relation in exchange for consideration.
Proposal Evaluation Criteria:
Proposals will be evaluated on the basis of the response to all provisions of this RFP. Since this solicitation is an
RFP as opposed to a Bid, pricing alone will not constitute the entire selection criteria. The City may use some or
all of the following criterion and corresponding percentages in its evaluation and comparison of proposals
submitted. The criteria listed are not necessarily an all-inclusive list. The order in which they appear is not
intended to indicate their relative importance. The City reserves the right to modify the evaluation criterion
and percentage of score as deemed appropriate prior to the commencement of evaluation.
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POTENTIAL PROPOSAL EVALUATION CRITERION
EVALUATION CRITERION
PERCENTAGE OF SCORE id
Qualifications and experience of the proposing
60%
Consultant firm or team conducting similar
projects, of comparable complexity, and
magnitude, particularly for government
agencies.
A demonstrated understanding of the
15%
requested scope of services or work program.
The Consultant's ability to deploy services as
15%
identified in the Scope of Services on
schedule.
Recent references from local clients with
10%
particular emphasis on local government.
The City reserves the right to determine whether a proposal meets the specifications and requirements of this
RFP and reject any proposal that, in the City's opinion, fails to meet the detail or intent of the requirements.
The City reserves the right to reject any and all proposals.
Selection Process:
The City shall employ a two-step process to select a Consultant for this Project, with an option for a third step, if
necessary. In the first step, known as "Technical Evaluation," a panel shall rate the technical qualifications of all
Proposals using the criteria described above to arrive at a Technical Score. Each criteria shall be assigned a
unique scoring weight based on the significance of each criteria to the overall success of the Project. Since this
is a procurement for a professional service, cost will not be assessed during Technical Evaluation. If, upon
conclusion of Technical Evaluation, (1) there are a multitude of firms close together in regard to technical score;
or (2) no single firm has been distinguished as a likely successful candidate, the City reserves the right to initiate
live panel interviews. Firms invited to interview shall have their panel interviews evaluated and scored,
resulting in adjustments to the Technical Score. In the second step, once an order of candidate rankings has
been achieved based on Technical Score, the Cost Proposal of the highest -qualified firm will be opened and
evaluated for feasibility and reasonableness. If the Cost Proposal is deemed to be unfeasible and/or
unreasonable, efforts may be initiated by the City to negotiate with the Proposer to reach more favorable
terms. If these negotiation efforts fail, the City will consider the Cost Proposal from the second highest qualified
firm, and so forth until a desired resolution is achieved.
RFP Schedule:
The following is a tentative schedule of the RFP process. While the City will attempt to apply the necessary
resources to maintain this schedule, the following dates are merely projections and the City reserves the right
to modify this schedule as needed to accommodate the completion of this RFP process.
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TENTATIVE RFP SCHEDULE
RFP Published:
Friday, March 1, 2019
Questions from Proposers Due:
March 15, 2019
Questions and Responses Posted:
March 22, 2019
Proposals Due:
April 12, 2019
Interviews:
Week of April 22, 2019
Anticipated Contract Award:
May 2019
Anticipated Budget:
At this time, the City does not have a good estimate of costs; however, it is prepared to allocate $2,000,000
over several budget cycles to the amendment process. If additional funding is suggested by Consultant, the City
will consider it based upon compelling needs and the availability of funds. The City budgeting would not include
City staff costs. The City operates on a fiscal year budget, beginning July 1 and ending the following June 30 of
each year.
NEWPORT BEACH
GENERAL PLAN UPDATE
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SCOPE OF SERVICES
The following is a general description of the anticipated work program components. These components are
not all-inclusive and the consultant is encouraged to provide recommendations with respect to scope and
order of completion that provides a logical and focused approach to evaluating and updating the Newport
Beach General Plan.
Task 1. Community Engagement, Marketing and Outreach Plan
The Consultant, with the assistance of City Staff, will creatively engage and maintain participation from the
community throughout the update process. It is the City's intent to provide an open and transparent
process where the community can:
• Re-examine and refresh the existing General Plan Vision Statement;
• Update the various elements of the General Plan to reflect the vision, emerging trends and state
law as directed; and
• Have fun throughout the process.
The Consultant shall prepare and implement a community engagement plan that should include:
• Appropriate marketing and branding of the update and process;
• Up to three to five visioning workshops with the community;
• Up to 50 individual stakeholder meetings assisted by City staff;
• Preparation and maintenance of City -hosted webpage(s) that provide a comprehensive portal of
information and community interaction. Please see the City's initial pages for the effort at
www.newportbeachca.gov/gpupdate;
• Innovative and cutting-edge methods of driving active participation from the community;
• Use of virtual town hall meetings, surveys, and a social media periodically throughout the update
process; and
• Participation in all committee and commission workshops, meetings, and public hearings.
Task 2. General Plan Advisory Committee (GPAC)
The City will create a Ralph M. Brown Act regulated committee and appoint members of the community to
it. The Committee will meet monthly at a regularly scheduled date and time as necessary. Meetings will be
held during the evenings in the Civic Center or at other locations within the City as deemed appropriate.
The purpose of the committee is to provide opportunities for public participation and to guide/shape the
draft update as guided by the Steering Committee. The committee will be made up of 20-25 members
selected by the City Council after an application review process. Committee membership will reflect the
diverse nature of the City's geography and competing interests. The goal is to create a balanced,
conscientious and civic -minded group that actively listens and finds consensus on a variety of issues to be
an effective body.
The Consultant will participate in all GPAC meetings and will prepare discussion materials and technical
memorandums for the scheduled topics. The Consultant will lead creative discussions on the various topic
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matters within the complete scope of the update. The consultant will be responsible for preparing detailed
minutes of the meetings for review and GPAC adoption.
Task 3. Facilitate Review and Provide Recommendations and Draft Update
The City anticipates reviewing all elements of the General Plan and updating where necessary and required.
The following list of elements and issues should act as a general guide:
a) Land Use Element — Policy Review and Update
As part of the 2013/2014 effort to amend the Land Use Element, all of the policies were
comprehensively reviewed with many revisions proposed to reflect current community conditions;
these policy revisions should be re-examined for potential inclusion in this update. Unbuilt
development potential should also be evaluated to ensure it reflects the community's new vision.
Community comments related to recent development applications indicate the need to reexamine
development in the Airport Area and Newport Center. Are current general plan policies appropriate
given current and future trends?
Other areas for review, include, but are not limited to: Banning Ranch, Mariner's Mile, West Newport
Mesa, and Newport Coast. The City also anticipates examining the land use and existing density and
intensity of development of several small and medium-sized sites.
The Local Coastal Program (LCP) was certified by the Coastal Commission in 2017, and the General Plan
should be updated to provide or maintain consistency.
b) Circulation Element - Policy Review and Update
Review the Master Plan of Arterial Highways (e.g., deletion of the 19th Street bridge and other
potential changes), the City's Bikeway Master Plan, other relevant plans, and the new "Complete
Streets" requirements of the state general plan requirements. Evaluate emerging mobility trends (i.e.
autonomous vehicles, ridesharing services, etc.) and identify appropriate policies or amendments that
meet community goals and are consistent with the Land Use Element. The status of Coast Highway
through the Mariners' Mile corridor has come under scrutiny and will be a topic of analysis and
potential change.
City Traffic Engineer Tony Brine, P.E. will be contracting the preparation of the updated circulation
element separately. The Consultant will be responsible for coordinating with the selected circulation
element consultant to incorporate the work product within the update.
c) Housing Element - Policy Review and Update
The Housing Element was last updated in 2013, and later certified. An update is required by the end of
2021 and the Regional Housing Needs Assessment (RHNA) process has begun. Changes to state
housing element law will necessitate a complete review of housing opportunity sites. Additionally,
potential Land Use Element changes could necessitate additional revisions to housing element policies.
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d) Safety Element - Policy Review and Update Necessary
The Safety Element was last amended in 2008, to reflect the 2008 Local Hazard Mitigation Plan (LHMP).
The LHMP was updated in 2016, and the Safety Element needs to be reviewed and updated to reflect
current conditions and the various requirements of State Law. Adaptation to climate change and sea
level rise are important considerations to the City of Newport Beach.
e) Harbor and Bay, Historical Resources, Recreation, Arts and Cultural, Natural Resources, Noise
Elements - Policy Review and Update where Necessary.
Review goals, policies, programs and diagrams and update where appropriate to reflect current
conditions, the planned update, and to provide consistency among all elements.
f) Environmental Justice —Prepare New Policies or Element
Under SB 1000, local governments must either adopt an environmental justice element or include
environmental justice goals and policies in appropriate General Plan elements. At this point, City staff
envisions incorporating environmental justice within the various other elements rather than creating a
new element. The City is interested in receiving feedback from prospective Consultants on the best
approach.
g) Sustainability — Prepare New Policies or Element if Directed
The community has expressed interest in possibly adding a Sustainability Element to the General Plan.
Alternatively, sustainability policies could be incorporated into other General Plan elements.
h) Implementation Program — Review and Update where Necessary
The existing implementation program should be reviewed and updated as necessary based upon the
update. The program should be streamlined where possible to facilitate the preparation of an annual
report as required by State law on the status of the General Plan and the City's progress in its
implementation, including progress in meeting its share of regional housing needs.
Task 4: Market and Fiscal Analysis
Market studies and a fiscal analysis will provide the basis for recommended land use policies and possible
land use changes.
a) Market Analysis - Foundational Information for Land Use and Circulation Discussions.
Evaluate key areas of community: 1) Airport area — office trends, mixed-use viability; residential market
absorption, minimum square footage of commercial. 2) Fashion Island — regional commercial trends,
entertainment trends. 3) Newport Center — office trends, residential demand/need. Provide additional
market analysis for key uses such as residential, hospitality, harbor excursion, restaurants, and recreational
activities.
b) Fiscal Analysis -Foundational Information for Land Use Discussions.
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Identify existing General Plan baseline conditions and later analyze effects of various land use options. A
fiscal model was created for the 2006 General Plan update by Applied Development Economics, Inc. (ADE).
Doug Svensson, AICP at ADE has updated the model and conducted focused studies for the City from time -
to -time. The City does not anticipate creating a new fiscal model at this time for budgetary reasons unless
there are compelling reasons to consider the creation of a new model.
Task 5. Compliance with the California Environmental Quality Act (CEQA)
The consultant and/or sub -consultants will be responsible for the preparation of a complete
environmental analysis in accordance with the California Environmental Quality Act (CEQA). This task
includes conducting a scoping meeting, the preparation of all notices, identification of baseline conditions,
preparation of the draft and final EIR, responses to comments, findings for certification of the EIR and
adoption of the update, statement of overriding conditions (if necessary). Evaluating the environmental
effects of several of land use options to identify a preferred draft land use Plan. The number of options will
be determined in concert with the public outreach program and direction provided by the City. The scope
of services should assume preparation, recording, posting, mailing and facilitation of all required public
notices and meetings. The City will provide ownership addresses, post notices and secure meeting
locations.
A long-range traffic model was created for the 2006 General Plan update by Urban Crossroads, Inc. The
City does not anticipate creating a new traffic model at this time for budgetary reasons unless there are
convincing and compelling reasons to create a new model.
The Consultant needs to provide a detailed scope of work for the preparation of the EIR analysis describing
each component item and environmental topic and provide an estimate of hours and costs. The
Consultant shall provide an hourly rate schedule for anticipated staff members.
Task 6. Plan Preparation and Public Hearing Process
The consultant will be responsible for submitting draft documents for staff review and updating as
directed. While the City has full GIS mapping capabilities and a complete land use database, support from
the consultant team may be required based on availability of staff resources.
The consultant shall be prepared to provide presentations at the required all GPAC meetings; Parks,
Beaches and Recreation Commission (PB&R); the Harbor Commission; the Planning Commission; and City
Council public hearings and respond to questions. Since some of the amendments will likely be within the
boundaries of the Airport Environs Land Use Plan, attendance at Airport Land Use Commission meetings
may also be necessary.
Consultant Representative
The Consultant shall assign a primary representative and an alternate to perform the services described in the
scope of work. Each shall be identified in the proposal and resumes shall be provided with references. The
Consultant's representatives shall remain responsible of all duties from contract negotiations through project
completion. If the primary representative is unable to continue with the project, then the alternate
representative shall become the primary representative.
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Additional Consultant Responsibilities
The Consultant shall be responsible for completing the specified services in accordance with the City's
standard "Professional Services Agreement". A copy of the standard agreement is attached as Appendix A.
Services specified in this agreement shall be taken directly from the Consultant's proposal and from the
"Request for Proposal".
City Responsibilities
The City will provide the following items to assist the Consultant in completing services:
• Primary City representative;
• General Plan land use data;
• Update of GIS mapping, if needed;
• Coordinate and schedule meeting spaces for Staff, Committee and Public Meetings;
• Notice Public Meetings, post meeting agendas and meeting minutes in accordance with the Brown
Act;
• Provide staff support, oversight and direction during the development of the amendment; and
• Prepare Planning Commission and City Council Staff Reports and schedule public hearings.
Payment for services shall be monthly based upon satisfactory progress, submission of requests for
reimbursement, and percent of work completed.
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