HomeMy WebLinkAbout05.D- Community Development DOC ID: 2518
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Request for Proposal
From: Tony Stewart M/CC Meeting Date: 06/17/2013
Prepared by: Tony Stewart,
Dept: Community Development Ward(s): All
Subject:
Direct the Acting Community Development Director to Issue "Request for Proposals for the
Fifth Cycle Housing Element Update"(#2518)
Current Business Registration Certificate: Not Applicable
Financial Impact:
Account Budgeted Amount: $200.00 Account Number 001-180-0030-0000-5121
Account Description: Advertising
Balance as of: May 28, 2013
Balance after approval of this item: $1,668.00
Please note this balance does not indicate available funding. It does not include non-encumbered
reoccurring expenses or expenses incurred,but not yet processed.
Motion: Direct the Acting Community Development Director to Issue "Request for
Proposals for the Fifth Cycle Housing Element Update" forthwith.
Synopsis of Previous Council Action:
None.
Background:
Each city and county in California in the State of California is required to prepare a Housing
Element as one of the mandatory elements of its General Plan. The California Department of
Housing and Community Development(HCD) set Housing Element update requirements,
reviews Housing Elements and certifies compliance with Housing Element law and HCD policy.
The City's current Housing Element covers the period through 2013, and was certified by HCD
in 2011.
Analysis
The state Department of Housing and Community Development is currently requiring that all
cities and counties in California update their Housing Elements (for the Fifth Housing Element
Cycle) by October 15, 2013. If a city meets this deadline, the Housing Element will be in effect
for the period from January 1, 2014 through September 30, 2021. However, if an agency does
not meet this deadline, the Housing Element must be updated again by October 2017.
To ensure this deadline is met, staff is requesting to send a Request for Proposals (RFP) out to
the Planning Center(the consultant that prepared the current Housing Element), as well as two
t*ackbt 966
Updated: 6/10/2013 by Jolena E.Grider
2518
other well-known consultants specializing in preparing Housing Elements: Castaneda&
Associates and MIG-Hogle Ireland. The RFP will be sent to these consultants immediately after
obtaining approval from the Council to do so.
Supporting Documents:
Draft Housing Element 5th Cycle RFP (PDF)
Updated: 6/10/2013 by Jolena E.Grider ` '� �
5.D.a
San Bernar ino
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June 2013
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SUBJECT: NOTICE INVITING BIDS (RFP) F- w
The City of San Bernardino (City) invites bids from qualified vendors for:
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HOUSING ELEMENT UPDATE (FIFTH CYCLE) X:
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Parties interested in obtaining a copy of this RFP may do so by accessing the City
of San Bernardino Web Page at www.sbcity.org > Business > Request for Bids > City
Finance, beginning June _, 2013 or by faxing their request to (909) 384-5043, attention
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Vanessa Sanchez, Accounting Assistant. Please include the following information in your
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request: name and address of firm; name, telephone and facsimile number of contact
person; specify RFP
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Copies of the RFP may also be obtained by calling Vanessa Sanchez at (909) 384-5330 or
in person at City Hall, 300 N. "D" St., 4th floor, Purchasing Division, San Bernardino, CA
92418.
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From the issuance date of this Request for Proposal until a Vendor is selected and the
selection is announced, Proposers are not permitted to communicate with any City staff or w
officials regarding this procurement, other than during interviews, demonstrations, and/or
site visits, except at the direction of Vanessa Sanchez, Accounting Assistant the designated
representative of the City of San Bernardino. Contact with anyone not designated will result
in elimination from the bid process.
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Closing Date: Bids must be submitted at or before 3:00 PM, PST, June 2013 at 300
North "D" Street, 4th Floor, Purchasing, San Bernardino, CA 92418.
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Issuance of this RFP and/or receipt of bids do not commit City to award a contract.
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David Cain
Finance Director
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5.D.a
SECTION I.
INTRODUCTION
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Packet Pg. 69
REQUEST FOR PROPOSALS
FOR
HOUSING ELEMENT UPDATE (FIFTH CYCLE)
I. INTRODUCTION
The City of San Bernardino (City) wishes to obtain the services of qualified consulting firms or
individuals to assist in the comprehensive update of its Housing Element of the General Plan, W
covering the 2014-2021 (Fifth Cycle) planning period including the required environmental
clearance. The selected Consultant will review the City's existing Housing Element and update E
the document to reflect current conditions, City policies, and methods to meet the housing w
requirements mandated by the State of California and the certification requirements of the State
Department of Housing and Community Development "HCD," within legally mandated U)
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timeframes. z
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The 2014-2021 Regional Housing Need Allocation (RHNA) distribution for the City of San y
Bernardino is reflected in the table below by income category. Cr
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Planning Above co
Cycle Very Low Low Moderate Moderate TOTAL V_,
2006-2014 1275 913 1079 2420 5687
2014-2021 980 696 808 1900 1 4384 U_
The selected firm(s) will be issued an open purchase order and projects will be assigned by the
Community Development Director or their designee.
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II. DESCRIPTION OF PROJECT
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BACKGROUND U
The City of San Bernardino is located in the Inland Empire region of Southern California, and is the 5
county seat of San Bernardino County. As of 2010, the City had a total population of o
approximately 214,671. The City has a land area totaling approximately 60 square miles, with an =
additional 11 square miles within the City's Sphere of Influence. The City is a full-service charter
city. It is served by rail and several interstate freeway routes, as well as the San Bernardino
International Airport. The City offers a wide range of housing opportunities, along with a variety of
commercial, industrial and government uses (local, county, state and federal). E
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SCOPE OF SERVICES a
The following deliverables are expected by the City:
`Packet P0.,70
Task 1 -Assessment
LL Evaluation of the 2009-2014 Housing Element. Consultant will be required to review and
evaluate the current Housing Element and its programs, including:
• A discussion of the effectiveness of the housing programs and policies;
• A comparison of projected results from the adopted Housing Element to
actual accomplishments; LL
• A summary of how these results are important to a revision of the Housing Element;
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• An evaluation of the existing Housing Element to the State's Housing Laws. a,
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1.2. Document Review. Consultant will review City documents to aid in understanding local 'o
conditions and the community's housing needs. Documents included, but not limited to, the =`o
City's General Plan last updated in the year 2005, previous communications with HCD, and w
all housing programs and ordinances in place.
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Task 2 -Housing Element Preparation
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2.1. Needs Analysis. The Consultant will complete a housing assessment and needs analysis
pursuant to Government Code Section 65583. The Consultant will obtain and analyze a
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demographic, economic, infrastructure, and housing data of the City and develop a housing
needs assessment using State-approved criteria. Identification of communities and
disadvantaged unincorporated communities pursuant to Senate Bill 244 for the City will v
also completed by consultant. The gathered data will be used to draft a housing needs
assessment that will identify: �-
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• Population, demographic and employment trends with the accompanying analysis _d
of the existing and projected share of regional housing needs for all income levels. w
and the identification of each disadvantaged unincorporated community within the
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• Housing costs, affordability, characteristics, and market conditions,
including overcrowding and overpayment; o
• Housing stock, including at-risk units and vacant and underutilized land; E
• Location of existing infrastructure elements including but not limited to fire
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stations, sewer and/or water infrastructure, and drainage systems; a
• Potential for increased residential development under existing zoning
requirements, infrastructure capacities, and General Plan policies; and
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• Special housing needs (e.g. large families, seniors,homeless,handicapped, farm
workers, families with female head of household, and persons needing
emergency shelter, etc.).
2.2. Housing Resources and Opportunities. The Consultant will identify programmatic,physical,
and financial housing resources. In addition, the Consultant will prepare an "adequate sites
analysis" showing the relationship between the City's Regional Housing Need Allocation
(RHNA), dwelling unit capacity, availability of potential housing sites based on zoning,
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infrastructure, and the General Plan's policies,requirements, and limitations. U_
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2.3. Housing Constraints. The Consultant will identify potential and actual governmental and E
nongovernmental constraints to housing production. Where constraints exist, the W
Consultant will develop housing programs to mitigate them, or, where appropriate and =
legally possible, remove them.
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2.4. Housing Goals, Policies, and Quantified Objectives. The Consultant must update the o
existing Housing Element, by using public input, and the needs and housing constraint
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analyses to formulate an implementation plan with appropriate and feasible housing
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policies and quantified objectives. This work will need to satisfy the requirements of the
Government Code Section 65583 et seq. As noted below, the Housing Element will
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contain programs to: ,
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• Ensure housing opportunities are available to all persons in the City; a
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• Preserve and improve the existing stock of affordable housing; a�
• Facilitate development of adequate housing and infrastructure to meet the needs of v
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low and moderate income households,while meeting the regional share of goals; Ln
• Mitigate any governmental constraints to housing production, improvement E
and/or maintenance; and W
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• Ensure consistency and compliance with the other General Plan's elements, •
community goals, and all State of California Assembly and Senate bills. 'o
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Task 3 -Prepare and Finalize Housing Element 1°
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3.1. Administrative Draft Housing Element. The Consultant will be required to prepare and
submit three reproducible copies and one electronic copy in Microsoft Word format of the E
administrative draft Housing Element for City staff to review and comment. The M
administrative draft shall reflect a high-quality work product and represent the Consultant's a
best professional work. The Consultant will have 90 days from the date of the kick-off
meeting to complete the administrative draft. Once staff has reviewed and commented on
the draft, the Consultant will modify the administrative draft as directed.
Packet Pg. 72
3.2. Draft Housing Element. The Consultant will then prepare and submit three reproducible
copies and one electronic copy in Microsoft Word format, and one electronic copy in
Adobe Portable Document Format of the draft Housing Element for distribution to HCD,
the Mayor and Common Council, the Planning Commission, and the general public for
review and comment. The City intends to make the draft Housing Element accessible both
in hard copy format and on the City's website.
3.3. Community, Planning Commission, and Board of Supervisors Meetings. The Consultant
must attend one each: a Planning Commission and City Council meetings, to present the
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draft Housing Element and respond to questions from the public. The Consultant must
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also attend all Planning Commission and City Council public hearing dates pertinent to E
the Housing Element. W
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3.4. Final Housing Element. The Consultant will prepare a final version of the Housing c
Element and submit fifteen (15) bound copies and one electronic copy in Adobe Portable =
Document Format, in response to comments received from HCD, City staff, the Planning
Commission, the Mayor and Common Council, and the general public. The Consultant
will amend the draft Housing Element for adoption and transmittal to HCD before the
mandated deadline of October 15, 2013. Consultants will work closely with staff to
ensure that the City meets all HCD deadlines and requirements. 00
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3.5. State Certification. The Consultant will be required to make any and all edits necessary to a
assist the City of San Bernardino in achieving certification of the Housing Element after U-
adoption by the City. The Consultant will work closely with HCD and the City to ensure d
State Requirements are met and will modify the adopted Housing Element, if required, to v
obtain certification.
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Task 4 - Environmental Review
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4.1. California Environmental Quality Act (CEQA) Completion and Submittal of all Required W
Documents. The consultant must prepare and process all applicable environmental c
documents pursuant to CEQA.
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COMPENSATION OF CONSULTANTS $
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Proposals should include the Consultant's expected compensation. The Consultant shall c
invoice the City for the services rendered on a monthly basis. E
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PROPOSAL REQUIREMENTS a
Proposal responses must adhere to the requirements set forth in this section. Failure to adhere to
these requirements or the inclusion of conditions, limitations, or misrepresentations may be cause
for rejection of the submittal. Use 8 '/2 x 11 sheets (foldouts are acceptable for charts, etc.) and
font size large enough to be easily legible,but no smaller than 11 point.
Packet Pg. 73
Proposals, at a minimum,must include:
1. Cover letter signed by an individual authorized to bind the proposing entity.
2. General information about the Consultant (i.e. company size, location of office(s), length of
time in business, organizational structure, number of professional personnel, and other
pertinent information. Include name, address, telephone number, facsimile number, and e-
mail address of the consulting firm. a
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3. The names, telephone numbers, and email addresses of the Consultant's project team,
including the name of the project manager, and the sub-consultants to be retained by the E
Consultant, if any. Submit the resumes of all personnel (including sub-consultants) to be W
involved with the project and their specific experiences relative to the preparation of housing =
elements and environmental documents.
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4. Consultant must provide a minimum of three (3) client references where the Consultant has °
prepared a Housing Element or Housing Element update certified by HCD. The references y
shall identify the client, a contact name, telephone number, description of the service a
provided, and length of business.
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5. One hard copy of a certified Housing Element completed by your consulting firm. LO
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6. Consultant's knowledge of Government Code Article 10.6 (Housing Element Law), U_
specifically the sections referring to Housing Element updates and revisions.
7. A detailed outline of the proposed approach to the project, including a breakdown of tasks v
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and timing to complete the project and a detailed description of the methods of information
gathering and analysis to be used in preparing the Housing Element to meet the City's
objectives. Also, indicate which members of the project team will be responsible for the E
various task(s) and attendance at meetings. The submittal should also provide a detailed w
description of any requested material needed from the City. c
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8. Consultant's estimated fee for the project, with a not-to-exceed amount. The cost estimates =
shall reflect detailed project man hours per the Scope of Services to be provided, including
clerical and expected subcontractor rates, the cost for attendance at meetings, mileage, and o
projected reproduction costs. Cost estimates shall also include contingencies.
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9. Provide insurance evidence as specified in the Section-Insurance Requirements.
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PROPOSAL EVALUATION
The City of San Bernardino is using the competitive proposal process, wherein the experience of
each submitted proposal is evaluated as it relates to the Scope of Services. All proposals will be
reviewed and discussed, and each consulting firm will be rated using the following criteria and
rating schedule:
Rigket Pg,74
1. Understanding and capacity to perform the Scope of Services. 50 Points, maximum
2. Clarity of work plan. 20 Points, maximum
3. Successful experience in similar efforts. 15 Points,maximum
4. Schedule. 10 Points,maximum
5. Reasonableness of cost and price. 5 Points, maximum
100 Points, Total E
The City of San Bernardino reserves the right to negotiate aspects of the project with the
successful consulting firm, and retains the right to reject any and all proposals. Selection will
be made within seven(7) days of the proposal deadline, if possible. The City reserves the right 0
to award a contract to the Consultant that presents the proposal, which in the sole judgment of
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the City best serves the City's interest. The City reserves the right to reject any or all of
proposals, to waive minor irregularities in said proposals, and/or to negotiate minor deviations
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with the successful consulting firm.
INSURANCE REQUIREMENTS
The successful Consultant shall furnish City with certificates and original endorsements
affecting the required insurance coverage prior to execution of a Contract by City. The
successful Consultant shall provide a Certificate of Insurance naming the City of San
Bernardino as additional insured for the following:
I. Comprehensive general liability insurance including comprehensive public liability insurance
with minimum coverage of One Million Dollars ($1,000,000)per occurrence and with not
less than One Million Dollars ($1,000,000) aggregate; Consultant shall insure both City E
and Consultant against any liability arising under or related to this Agreement.
2. Comprehensive automobile liability insurance with minimum coverage of Three Hundred U)
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Thousand Dollars ($500,000) per occurrence and with not less than One Hundred Thousand
Dollars ($500,000) on reserve in the aggregate, with combined single limit including owned,
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non-owned, and hired vehicles.
3. Workers' Compensation Insurance coverage for all of Consultant's employees and other E
persons for whom Consultant is responsible to provide such insurance coverage, as provided
by Division 4 and 4.5 of the California Labor Code. V
4. The policy shall not be cancelable without twenty-days advance written notice to the City, and
shall be in a form and by a surety approved by the City.
5. In the event the policy is canceled prior to the completion of the project and the Consultant
does not furnish a new Certificate of Insurance prior to cancellation, the City may obtain
dkett 0,47
RFP
Housing Element Update
the required insurance and deduct the premium(s) from contract monies due to the
Consultant.
6. If the policy is a claim made policy, the policy shall contain language providing coverage
up to six months following the completion of the contract in order to provide insurance
coverage for the hold harmless provisions herein.
7. As used above, the term "Consultant" includes the Consultant, and its officers, agents a
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or employees.
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NON-DISCRIMINATION E
The City is an equal opportunity employer. Bidders shall not discriminate in their W
employment with regard to race, color, religion, sex, or national origin. Qualified =
Consultants including small businesses and businesses owned by women, minorities, and
disabled persons are encouraged to submit proposals. _°
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PROPOSAL SUBMITTALS
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Six (6) copies of the proposal shall be submitted to the Purchasing Department, Vanessa
Sanchez, 300 North "D" Street, 4th Floor, City Hall, San Bernardino, CA 92418 no later than
June _, 2013. Proposals shall be clearly marked on the outside of the envelope N
"HOUSING ELEMENT UPDATE".
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5.D.a
RFP
Housing Element Update
SECTION II.
INSTRUCTIONS TO BIDDERS
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City of San Bernardino, Finance Department a
Purchasing Division
Bid Documents to Be Returned bV Bidder
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Packet Pg. 77
5.D.a
RFP
Housing Element Update
RFP
Housing Element Update (Fifth Cycle)
❑ Bidder Experience, Competency, Qualification and Profile (Vendor Document) III
Proposal/Bid Content Forms
❑ Non-Collusion Affidavit (City Form) Instructions to Offeror(s)/Bidders
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❑ Listing of Proposed Subcontractor (City Form) III Proposal/Bid content and Forms
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Instructions to Bidders, III Bid Content and Forms E
❑ Cost/ Price Form (City Form)
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Instructions to Bidders
❑ Authorized Signatures
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F-1 Bidder Identification III Bid Content and Forms O
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III Bid Content and Forms u
❑ Addendum Received (City Form)
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❑ 120 Day Bid Validity Statement III Bid content and Forms
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III Bid Content and Forms u
❑ Authorized Signatures (City Form)
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❑ References III Bid content and Forms
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❑ Proper Identification and Submittal of Proposal/Bid Package, and Price Form
Instructions to Bidders
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Bidders are requested to submit this checklist completed with all bid documents. w
This list may not be reflective of all documents necessary for submittal. y
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5.D.a
RFP
Housing Element Update
II. INSTRUCTIONS TO BIDDERS
A. Mandatory Pre-Bid Conference
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B. Examination of Bid Documents
1. By submitting a bid, the Bidder represents that it has thoroughly examined LL
and become familiar with the items required under this RFP and that it is
capable of quality performance to achieve the City's objectives. E
2. The City reserves the right to remove from its mailing list for future RFPs,
for an undetermined period of time, the name of any Bidder for failure to N
accept a contract, failure to respond to two (2) consecutive RFP's and/or o
unsatisfactory performance. Please note that a "No Bid" is considered a =
response. 0
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C. Addenda Cr
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Any City changes to the requirements will be made by written addendum to this 00
RFP. Any written addenda issued pertaining to this RFP shall be incorporated N
into the terms and conditions of any resulting Purchase Order. The City will not
be bound to any modifications to or deviations from the requirements set forth in
this RFP as the result of oral instruction.
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D. Clarifications
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1. Examination of Documents
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Should a Bidder require clarifications of this RFP, the Bidder shall notify 'w
the City in writing in accordance with Section D.2 below. Should it be c
found that the point in question is not clearly and fully set forth, the City ;
will issue a written addendum clarifying the matter, which will be posted to =
our website, and may be sent to all persons who have requested the RFP.
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2. Submitting Requests
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a. All questions, clarifications or comments shall be put in writing and
must be received by the City no later than 3:00, PM, PST June _, a
2013 and be addressed as follows:
City of San Bernardino
300 North "D" Street
4th floor, Purchasing Division
Attn: Vanessa Sanchez,
San Bernardino, CA 92418
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5.D.a
RFP
Housing Element Update
b. T he exterior envelope of all requests for clarifications questions
and comments must be clearly labeled, "Not an Offer." The City is
not responsible for failure to respond to a request that has not been
labeled as such.
The City will also accept questions sent by email to:
sancliez va(ai,sbcit�org , or facsimile machine; however, all emailed or
faxed questions must be received by the City no later than the date U_
and time specified above. Send facsimile transmissions to (909)
384-5043, Attention Vanessa Sanchez.
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C. Inquiries received after 3:00 PM, PST June 2013 will not be U
accepted. N
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3. City Responses =
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Responses from the City will be communicated in writing to all recipients
of this RFP, and will be posted to our website, www.sbcity.org, no later
than the close of business on June , 2013. For automatic notification, W
please sign-up for "SB Connect" on our home page. 00
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E. Submission of Bids a
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1. Date and Time
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All bids are to be submitted to the City of San Bernardino, Attention:
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Vanessa Sanchez, Accounting Assistant. Bids received after 3:00 PM,
PST, June , 2013, will be rejected by the City as non-responsive. E
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2. Address
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Bids shall be addressed as follows: o
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City of San Bernardino 0
Finance Department u
300 N. "D" Street, 4th Floor-Purchasing
San Bernardino, CA 92418.
Bids may be delivered in person to the Purchasing Division, 4th floor of Q
the above address.
3. Identification of Bids
Bidder shall submit a SEALED bid package consisting of:
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5.D.a
RIP
Housing Element Update
a) One (1) signed original of Quote and Price Form
b) Five (5) copies of each
The bid package shall be addressed as shown above, bearing the
Bidder's name and address and clearly marked as follows:
RFP
Housing Element Update (Fifth Cycle)
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4. Acceptance of Bids
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a. The City reserves the right to accept or reject any and all bids, or w
any item or part thereof, or to waive any informalities or
irregularities in bids.
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b. The City reserves the right to withdraw this RFP at any time without o
prior notice and the City makes no representations that any N
contract will be awarded to any Bidder responding to this RFP.
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C. The City reserves the right to postpone bid opening for its own W
convenience. CO
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F. Pre-Contractual Expenses
Pre-contractual expenses are defined as expenses incurred by the Bidder in: °;
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1. preparing its bid in response to this RFP;
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2. submitting that bid to City;
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3. negotiating with City any matter related to this bid; or LU,
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4. any other expenses incurred by the Bidder prior to date of award, if any of
the Agreement. .-
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The City shall not, in any event, be liable for any pre-contractual expenses
incurred by Bidder in the preparation of its bid. Bidder shall not include any such E
expenses as part of its bid.
G. Contract Award Q
Issuance of this RFP and receipt of bids does not commit the City to award a
Purchase Order. The City reserves the right to postpone bid opening for its own
convenience, to accept or reject any or all bids received in response to this RFP,
and to negotiate with other than the selected Bidder(s) should negotiations with
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5.D.a
RFP
Housing Element Update
the selected Bidder(s) be terminated. The City also reserves the right to
apportion the award among two or more Bidders.
H. Acceptance of Order
The successful Bidder will be required to accept a Purchase Order in accordance
with and including as a part thereof the published Notice Inviting Bids, and the
RFP documents including all requirements, conditions and specifications
contained therein, with no exceptions other than those specifically listed in the U-
written purchase order. _
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I. Business License ='
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The City's Business Ordinance requires that a Business doing business W
with the City, obtain and maintain a valid City Business Registration Certificate x°
during the terms of the Agreement. Bidder agrees to obtain such Certificate prior o
to undertaking any work under this Agreement.
J. Local Vendor Preference
N/A °°
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5.D.a
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Housing Element Update
SECTION III.
BID CONTENT AND FORMS
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5.D.a
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Housing Element Update
III. BID CONTENT AND FORMS
A. BID FORMAT AND CONTENT
1. Presentation
Bids should not include any unnecessarily elaborate or promotional
material. Information should be presented in the order in which it is
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requested. Lengthy narrative is discouraged, and presentations should be
brief and concise. Bids shall contain the following: _
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a. identification of Bidder, including name, address and telephone; w
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b. proposed working relationship between Bidder and subcontractors, N
if applicable;
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C. acknowledgment of receipt of all RFP addenda, if any;
d. name, title, address and telephone number of contact person
during period of bid evaluation; W
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e. a statement to the effect that the bid shall remain valid for a period
of not less than 120 days from the date of submittal; and a.
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f. signature of a person authorized to bind Bidder to the terms of the
bid.
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Bidder may also propose enhancement or procedural or technical r
innovations to the Technical Specifications which do not materially 4)
deviate from the objectives or required content of the project. 2
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2. Exceptions/Deviations N
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State any exceptions to or deviations from the requirements of this RFP, $
stating "technical" exceptions on the Technical Specifications form, and
"contractual" exceptions on a separate sheet of paper. Where Bidder
wishes to propose alternative approaches to meeting the City's technical
or contractual requirements, these should be thoroughly explained.
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3. Qualifications, Related Experience and References of Bidder a
This section of the bid should establish the ability of Bidder to satisfactorily
perform the required work by reasons of experience in performing work of
a similar nature; demonstrated competence in the services to be provided;
strength and stability of the firm; staffing capability; work load; record of
meeting schedules on similar projects; and supportive client reference.
17
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5.D.a
RFP
Housing Element Update
Bidder shall:
a. provide a brief profile of the firm, including the types of services
offered; the year founded; form of the organization (corporation,
partnership, sole proprietorship); number, size and location of
offices; number of employees;
b. describe the firm's experience in performing work of a similar
nature to that solicited in this RFP:
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C. provide, as a minimum, three (3) references from current a,
customers of a similar size as the City as related experience; LU,
reference shall furnish the name, title, address and telephone
number of the person(s) at the client organization who is most o
knowledgeable about the work performed. _
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4. Appendices
Information considered by Bidder to be pertinent to this RFP and which
has not been specifically solicited in any of the aforementioned sections 00
may be placed in a separate appendix section. Bidders are cautioned,
however, that this does not constitute an invitation to submit large a
amounts of extraneous materials; appendices should be relevant and
brief.
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B. LICENSING AND CERTIFICATION REQUIREMENTS
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By submitting a bid, bidder warrants that any and all licenses and/or certifications E
required by law, statute, code or ordinance in performing under the scope and
specifications of this RFP are currently held by bidder, and are valid and in full �
force and effect. Copies or legitimate proof of such licensure and/or certification N
shall be included in bidder's response. Bids lacking copies and/or proof of o
said licenses and/or certifications may be deemed non-responsive and may =
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be rejected.
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C. COST AND PRICE FORMS a
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Bidder shall complete the Cost/Price Form in its entirety including: 1) all items U
listed and total price; 2) all additional costs associated with performance of a
specifications; and 3) Bidder's identification information including a binding
signature.
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Packet Pg. 85
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Housing Element Update
Bidder shall state cash discounts offered. Unless discount payment terms are
offered, payment terms shall be "Net 30 Days". Payment due dates, including
discount period, will be computed from date of City acceptance of the required
services or of a correct and complete invoice, whichever is later, to the date
City's check is mailed. Any discounts taken will be taken on full amount of
invoice, unless other charges are itemized and discount thereon is disallowed.
Freight terms shall be F.O.B. Destination, Full Freight Allowed, unless otherwise
specified on price form.
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Housing Element Update
PRICE FORM
REQUEST FOR QUOTES: RFP
DESCRIPTION OF RFP: Housing Element Update (Fifth Cycle)
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contact person and telephone number for which your company has current 'O
contracts or Housing Element services within the last three years.
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G. Primary contact person for the City of San Bernardino:
Name: Telephone No.
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Packet Pg. 87
5.D.a
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Housing Element Update
PRICE FORM (continued)
H. Business Organization Type. Indicate whether your firm is an individual
proprietorship, partnership, corporation, etc.
1. If incorporated, provide the following information:
Date of incorporation: State of incorporation:
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insolvency proceeding or is subject to assignment for the benefit of creditors.
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Have you included in your bid all informational items and forms as requested? Yes / No
(circle one). If you answered "no" please explain: a
This offer shall remain firm for 120 days from RFP close date. The terms and conditions as
set forth in the RFP shall apply to this bid.
21
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5.D.a
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Housing Element Update
PRICE FORM (continued)
Cash discount available: %, days. Payment terms are net 30 days
unless otherwise stated.
In signing this bid, Bidder warrants that all certifications and documents requested
herein are attached and properly completed and signed.
From time to time the City may issue one or more addenda to this RFP. Below, please U-
indicate all addenda to this RFP received by your firm, and the date said addenda
was/were received. W
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IF SUBMITTING A "NO BID", PLEASE STATE THE REASON(S) BELOW:
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S.D.a
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Housing Element Update
PRICE FORM (continued)
As required by California State Law, the General Contractor bidding will
hereinafter state the subcontractor who will be the subcontractor on the job for
each particular trade or subdivision of the work in an amount in excess of one-
half of one percent of the General Contractor's total bid and will state the firm
name and principal location of the mill, shop, or office of each. If a General
Contractor fails to specify a subcontractor, or if he specifies more than one
subcontractor for the same portion of work to be performed under the contract in U_
excess of one-half of one percent, he agrees that he is fully qualified to perform =
that portion himself and that he shall perform that portion himself.
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REJECTION OF BIDS
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The undersigned agrees that the City of San Bernardino reserves the right to reject any
or all bids, and reserves the right to waive informalities in a bid or bids not affected by a
law, if to do seems to best serve the public interest.
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23
Packet Pg. 90
5.D.a
RFP
Housing Element Update
IN NON - COLLUSION AFFIDAVIT
TO: THE COMMON COUNCIL, CITY OF SAN BERNARDINO
In accordance with Title 23, United States Code, Section 112, the undersigned
hereby states, under penalty of perjury:
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That he/she has not, either directly or indirectly, entered into any agreement,
participated in any collusion, or otherwise taken action in restraint of free
competitive bidding in connection with RFP E
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RFP
Housing Element Update
SECTION IV.
GENERAL EVALUATION CRIETERIA
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5.D.a
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Housing Element Update
IV. GENERAL EVALUATION CRITERIA
A. EVALUATION CRITERIA
1. Understanding and capacity to perform the Scope of Services —
50 points, maximum
Depth of Offeror's understanding of, and ability to manage, City's n
requirements; ability to meet task deadlines; and ability to achieve a U_
Housing Element that is approved by the State Department of Housing =
and Community Development and the City of San Bernardino. E
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2. Clarity of work plan — 20 points, maximum
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The clarity with which the Offeror's work plan demonstrates how the
Scope of Services will be accomplished. L
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3. Successful experience in similar efforts — 15 points, maximum
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Experience in providing services similar to those requested herein;
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experience working with public agencies; strength and stability of the firm;
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strength, stability, experience and technical competence of
subcontractors; assessment by client references; qualifications of project a
staff; key personnel's level of involvement in performing related work; logic W
of project organization; adequacy of labor commitment.
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4. Schedule — 10 points, maximum
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Demonstration that the project will be completed on time to meet all
required HCD deadlines and the level of detail at which the Offerer
demonstrates each task within the Scope of Services will be
accomplished. N
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5. Reasonableness of cost and price — 5 points, maximum
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Reasonableness of the individual firm-fixed prices and competitiveness of
quoted prices with other proposals received; adequacy of the data in
support of figures quoted; basis on which prices are quoted.
B. EVALUATION PROCEDURE Q
All proposals received as specified will be evaluated by City staff in accordance
with the above criteria. Additional sub-criteria beyond those listed may be
considered by the evaluators in applying the major criteria to the proposals.
During the evaluation period, the City may require an on-site visit and/or tour of
26
Packet Pg. 93
5.D.a
RFP
Housing Element Update
the Offeror(s)'s place of business. OFFEROR should be aware; however, that
award may be made without vendor visits, interviews, or further discussions.
C. AWARD
Depending on the dollar amounts of the offers received, City staff will either
select the vendor best meeting the above-specified criteria or submit to City
Council, for consideration and selection, the offer(s) judged by staff to be the
most competitive. U.
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The City reserves the right to withdraw this RFP at any time without prior notice
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and, furthermore, makes no representations that any contract(s) will be awarded v
to any OFFEROR responding to this RFP. The City expressly reserves the right UJ,
to postpone proposal opening for its own convenience, to waive any informality N
or irregularity in the proposals received, and to reject any and all proposals 0
responding to this RFP without indicating any reasons for such rejection.
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In addition, negotiations may or may not be conducted with OFFEROR;
therefore, the proposal submitted should contain the OFFEROR'S most Cr
favorable terms and conditions, since the selection and award may be made
without discussion with any OFFEROR. 00
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OFFEROR who submits a proposal in response to this RFP shall be notified
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regarding the firm(s) who was awarded the agreement. Such notification shall be
made within a reasonable time after the date the agreement is awarded.
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SECTION V.
GENERAL SPECIFICATIONS
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RFP
Housing Element Update
V. GENERAL SPECIFICATIONS
1. Each bid shall be in accordance with Request for Quotes (RFP) Number All
specifications are minimum. Bidders are expected to meet or exceed these specifications as written.
Bidder shall attach to their bid a complete detailed itemization and explanation for each and every
deviation or variation from the RFP specifications and requirements. Conditional bids, or those that
take exception to the RFP specifications and requirements, may be considered non-responsive and
may be rejected.
2. The City reserves the right to accept or reject any and all bids and to award a contract to the bidder
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whom best meets the City's requirements. This may include waiver of minor irregularities or
discrepancies, or nonconformity to specifications in appropriate circumstances. Purchase shall be on =
a best buy basis after due consideration of all relevant factors, including but not limited to,
workmanship, accessibility of parts and service, known evidence of manufacturer's responsibility and d
record, durability and known operational record of product and suitability as well as conformity to City w
needs and requirements. In all cases the best interest of the City shall prevail in all contract awards. c
3. The City of San Bernardino reserves the right to purchase more or less than the quantities specified at
unit prices bid. C
4. Bids shall be firm offers, subject to acceptance or rejection within 120 days of the opening thereof. _
5. Regular dealer. No bidder shall be acceptable who is not a reputable manufacturer or dealer of such
items as submitted for bid consideration.
6. All materials, workmanship and finish entering into the construction of the equipment must be of the
best of these respective kinds and must conform to the character of the equipment and the service for (D
which it is intended to be used and shall be produced by use of the current manufacturing processes.
"Seconds", factory rejects, and substandard goods are not acceptable. w
7. Each bidder shall submit with their bid a copy of the proposed product specifications, complete N LO
detailed drawings, and other descriptive matter in sufficient detail to clearly describe the equipment, "'
materials and parts offered. u°.
8. Manufacturer and/or Contractor shall defend any and all suits and assume all liability for any and all
claims made against the City of San Bernardino or any of its officials or agents for the use of any
patented process, device or article forming a part of equipment or any item furnished under the
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contract. s
9. Each bidder must state in their bid the guaranteed delivery date of product and/or services in number Ln
of calendar days from the date of contract execution by the City of San Bernardino, time is of the m
essence relative to this contract. Contractor shall prosecute the work continuously and diligently and E
shall deliver the items at the earliest possible date following the award of the contract. m
10. Each bidder shall list in their bid all factory, manufacturer's and/or dealer's warranty and/or guarantee w
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coverage and shall submit such written documents evidencing the same attached to the bid. 5
11. Successful bidder(s) (Contractor) shall furnish and deliver to the City complete equipment as bid and Z
awarded, ready for installation and fully equipped as detailed in these specifications. _
12. Price shall be quoted F.O.B. San Bernardino (all transportation charges shall be fully prepaid), and
shall include all discounts. Bid shall include California sales tax, where applicable, (effective April 1,
2009) computed at the rate of 9%, (this will normally be shown as a separate line item on the price
form). _
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13. City shall make payment within thirty (30) days after the complete delivery and acceptance of the E
specified items by the City of San Bernardino and receipt of the Contractor's priced invoice.
14. All "standard equipment" is included in any bid. Bidders furnishing bids under these specifications
shall supply all items advertised as "standard" equipment even if such items are not stipulated in the Q
specifications, unless otherwise clearly accepted in the bid.
15. The items which the bidder proposes to furnish the City must comply in all respects with the
appropriate safety regulations of all regulatory commissions of the Federal Government and the State
of California, whether such safety features and/or items have been specifically outlined in these
specifications or not.
16. Contractor delivering equipment pursuant to these RFP specifications shall guarantee that equipment
meets specifications as set forth herein. If it is found that equipment delivered does not meet
29
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5.D.a
RFP
Housing Element Update
requirements of these specifications the Contractor shall be required to correct the same at their own
expense.
17. By submitting a bid, each bidder agrees that in the event complete delivery is not made within the time
or times set forth pursuant to this specification, damage will be sustained by the City, and that it is,
and will be impractical and extremely difficult to, ascertain the actual damage which the City will
sustain in the event of and by reason of such delay.
18. In case the delivery of the items under this contract is delayed due to strikes, injunctions, government
controls, or by reason of any cause or circumstance beyond the control of the Contractor, the time for
delivery may be extended (in the City's sole discretion) by a number of days to be determined in each
instance by mutual written agreement between the Contractor and the Purchasing Manager of the City a
of San Bernardino. The City shall not unreasonably refuse such extension. u_
19. Contract. Each bid shall be submitted and received with the understanding that acceptance by the City
of San Bernardino of bid in response to this solicitation shall constitute a contract between the
Contractor and the City. This shall bind the Contractor to furnish and deliver at the price bid and in E CD
complete accordance with all provisions of RFP No. In most cases the basis of award w
will be the City's standard purchase order that may or may not incorporate this solicitation by
reference. u,
20. Prohibited interest. No member, officer, or employee of the City or of any agency of the City during his o
tenure or for one year thereafter shall have any interest, direct or indirect in this contract or the =
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proceeds thereof. Furthermore, the parties hereto covenant and agree that to their knowledge no 0
board member, officer or employee of the City has any interest, whether contractual, non-contractual, N
financial or otherwise, in this transaction, or in the business of the contracting party other than the City,
and that if any such interest comes to the knowledge of either party at any time, a full and complete Cr
disclosure of all such information will be made in writing to the other party or parties, even if such
interest would not be considered a conflict of interest under Article 4 (commencing with Section 1090) 00
or Article 4.6 (commencing with Section 1120) of Division 4 of Title I of the Government Code of the LO
State of California.
21. One Document. These specifications, the notice inviting bids, RFP , the Contractor's bid, a
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any written agreement executed by the parties, the purchase order and all documents referred to in
the complete specifications and purchase order, and all written modifications of said documents shall a�
be construed together as one document. Anything called for in any one of said documents shall be >,
deemed to be required equally as if called for in all. Anything necessary to complete the work properly V
shall be performed by the contractor, whether specifically set out in the contract or not. All sections of to
the specifications shall be read as constituting a whole and not as an aggregation of individual parts,
and whatever is specified in one section shall be construed as applying to all sections.
22. The City of San Bernardino reserves the right to accept or reject any and all bids. m
23. Prompt payment. Each bidder may stipulate in their bid a percentage prompt payment discount to be w
taken by the City in the event the City makes payment to the Contractor within ten (10) working days c
of receipt of material and approval of invoice. For the purpose of this provision, payment is deemed to U)
be made on the date of mailing of the City check. NOTE: prompt payment discounts will only be o
used during bid evaluation in the case of ties. _
24. Inquiries. Direct all inquiries to Vanessa Sanchez at 909-384-5330. Technical questions may be sent
via fax to 909-384-5043. The answers to material questions will be provided to all potential bidders. 0
25. Bid/Price forms. No bid will be acceptable unless prices are submitted on the pricing forms furnished
herein, and all required forms are completed and included with bid. Deliver all bids, SIGNED and
SEALED, to the Purchasing Division, Finance Department at 300 North "D" Street, 4`h Floor, City Hall,
San Bernardino, California 92418. CLEARLY MARK THE RFP SPECIFICATION TITLE: PLAN
REVIEW SERVICES and Number ON THE OUTSIDE OF THE ENVELOPE. Q
26. Time. All bids must be received in the Purchasing Division no later than 3:00 PM, PST, June
2013, where at such time and said place bids will be publicly opened, examined and declared. Any
bid may be withdrawn by bidder prior to the above scheduled time for the opening of bids. Any bid
received after that time and date specified shall NOT be considered.
27. The City of San Bernardino reserves the right at its own discretion to award separate contracts for
each category, or to award multiple contracts, or to award one contract for furnishing and delivering of
all equipment and/or services in all categories.
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Housing Element Update
28. Equipment. In the purchase of equipment, Contractor shall be required to furnish one (1)
OPERATORS MANUAL and one(1) PARTS MANUAL for all equipment bid.
29. In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is accepted,
it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may
have under Section 4 of the Clayton Act (U.S.C. Sec 15) or under the Cartwright Act (Chapter 2,
commencing with Section 16700 of Part 2 of Division 7 of the Business and Professions Code),
arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body
pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing
body tenders final payment to the bidder.
30. Contractor shall indemnify, defend and hold City, its officers, employees and agents harmless from a
any claim, demand, liability, suit, judgment or expense (including, without limitation, reasonable costs LL
of defense) arising out of or related to Contractor's performance of this agreement, except that such
duty to indemnify, defend and hold harmless shall not apply where injury to person or property is
caused by City's willful misconduct or sole negligence. The costs, salary and expenses of the City E CD
Attorney and members of his office in enforcing this Agreement on behalf of the City shall be w
considered as "attorney's fees"for the purposes of this paragraph. _
31. While not restricting or limiting the foregoing, during the term of this Agreement, Contractor shall
maintain in effect policies of comprehensive public, general, and automobile liability insurance, in the
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amount of$1,000,000 combined single limit, and statutory worker's compensation coverage, and shall =
file copies of said policies with the City's Risk Manager prior to undertaking any work under this 0
Agreement. The policies shall name the City as an additional insured and shall provide for ten (10) N
day notification to the City if said policies are terminated or materially altered.
32. FAITHFUL oGr FC-)IR n NGE BOND/BlD BOND Cr
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GheGk, GeFtified GheGk eF faithful peFferrnaRGe bGRd / bid bGRd made payable to the City of SaR
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hend shall h ve a ratiRg in Best's most reGent ORSUraRGe guide ef"A" er better.
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33. Written contract documents, duly authorized and signed by the appropriate authority, constitute the �
complete and entire agreement(s)that may result from the RFP. N
34. Gity may, at its diSGFetiOR, 8X8FGi6e E)Ptm()R year renewals for up to three (3) years, U>4
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35. By submitting a bid, bidder warrants that any and all licenses and/or certifications required by law,
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statute, code or ordinance in performing under the scope and specifications of this RFP are currently
held by bidder, and are valid and in full force and effect. Copies or legitimate proof of such licensure m
and/or certification shall be included in bidder's response. Bids lacking copies and/or proof of said w
licenses and/or certifications may be deemed non-responsive and may be rejected. w
36. Once the award has been made and prior to the commencement of the job, the City's Municipal Code
(M.C. 5.04.005) requires that a Business doing business with the City, obtain and maintain a valid City
Business Registration Certificate during the term of the Agreement. _
37. Vendor (Contractor)/Consultant services agreement(s) (VSA/CSA). A signed vendor/Consultant
service agreement may be required between both parties prior to commencement of the job. a
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