Request for Proposals (RFP) General Plan Update Town of Windsor Community Development Department

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1 (RFP) General Plan Update Town of Windsor Community Development Department Circulation Date: November 22, 2013 Submission Date: Thursday January 23, 2014 by 5:00 pm PST

2 Page 2 of 20 Table of Contents 1. INTRODUCTION AND PROJECT SUMMARY a. Conceptual Work Program b. Update Concepts c. Deadline 2. BACKGROUND a. The Town b. Current General Plan c. Available Data and References 3. PROJECT TEAM a. Citizens b. Staff c. Planning Commission and Town Council d. The Consultant Team e. Review of Draft Products 4. SELECTION PROCESS AND OTHER INFORMATION a. The Selection Process b. Consultant Selection Schedule c. Right to Reject Proposals d. Notification of Withdrawn Proposals e. Cost of Preparation of Proposals f. This is Not a Commitment g. Questions from Interested Proposers 5. BUDGET 6. SUBMISSION REQUIREMENTS 7. TECHNICAL PRODUCT REQUIREMENTS 8. CONSULTANT QUESTIONNAIRE

3 Page 3 of INTRODUCTION AND PROJECT SUMMARY The Town of Windsor invites proposals from qualified firms to prepare a strategic update of the Town s General Plan and prepare the corresponding California Environmental Quality Act (CEQA) documentation. The process will result in the selection of one or more firms for the Consultant Team. The Town intends to use a two-step process in the selection of the Consultant Team. The proposals will first be ranked according to qualifications to perform the work as described in this (RFP). Interviews will be conducted as part of the assessment process. The Town will consider the top-ranked qualified respondents further, including an assessment of rates and overall costs. The Town will then rank the respondents in order to determine a most qualified respondent. The selected Team will work under the direction of Town staff. Conceptual Work Program This General Plan update is not envisioned to be a wholesale rewrite, but rather a refreshing of the 1996 General Plan. The existing plan covers the seven required elements but is organized in a less traditional format consisting of eight chapters. Not every element or chapter may need to be significantly updated. Further, to the extent possible, the Town s desire is to utilize available data sources and technical tools to reduce costs without sacrificing quality. The Town looks forward to receiving creative and well-thought-out proposals from consultants who specialize in General Plan Updates. Staff has developed the following conceptual work plan to provide an anticipated scope of the project and to help guide the approach, process and costs of proposals. Prepare a General Plan Update, including: Audit the existing General Plan and all relevant planning documents to identify inconsistencies between them and compliance with State Law; Collect and utilize existing background information and data including Town provided GIS layers; Meet with the Planning Commission to gain insight into land use issues; Receive initial direction from the Town Council; Establish and implement a community outreach program including outreach to the Latino community. Include Town advisory committees and other common community constituent groups, including merchants, school advocates, Bicycle and Pedestrian Committee, Safe Routes to School Committee, Parks and Recreation Commission, Parks and Recreation Foundation, and the Senior Citizen Advisory Commission; Work with Town staff to refine an outline of the Updated General Plan;

4 Page 4 of 20 Consult with other regulating agencies and Native American Tribes; Develop a draft Update; Conduct necessary environmental analysis and preparation of California Environmental Quality Analysis (CEQA) compliance documentation for the General Plan Update; Develop a final Draft and CEQA document for review and consideration of adoption. Update Concepts A key component in Windsor s success in creating a quality community is the commitment to comprehensive planning techniques including establishing a community vision; assessing the natural and built environment; identifying community strengths, weaknesses and needs; creating a forward thinking General Plan; and investing in efforts to implement the Plan over time. The Town views a well-crafted General Plan as an important communication tool that can provide fairness, openness, and certainty for citizens, property owners, and those interested in making investments in property in the community. In addition, the Town also believes that a frequently referenced plan can help create organizational efficiency, assist in providing superior governance, and aid in prudently managing fiscal resources. The Town of Windsor desires to continue the practice of planning for the next 20 years by updating the current General Plan. The following broad concepts of an update are presented to help guide prospective consultants in creating their proposal: Concept 1 This General Plan Update is not envisioned to be a wholesale rewrite, but rather a refreshing of the 1996 General Plan. Staff assumes that the vision, goals and a majority of policies of the 1996 General Plan remains valid and that only a strategic update is needed. Concept 2 The Update should assess staff s assumption that the community vision is intact and valid. This vision is strongly linked to Smart Growth principles. If found valid the Update should: 1. Continue and build upon smart growth policies and practices and focus on accommodating growth through in-fill development based upon the recent ABAG/MTC data, projections, and RHNA allocation; 2. Evaluate existing land uses of undeveloped and underutilized parcels to assure adequate land for housing, commercial, and public facility uses including properties on the periphery of Town, in Special Areas, and in the Sphere of Influence; 3. Assess the current limits of, and measure support for renewing the Urban Growth Boundary; 4. Evaluate the effectiveness of the current Growth Control Ordinance and Merit Process and, if needed, suggest alternatives that are based upon clear land use goals, priority areas, and development milestones;

5 Page 5 of Respond to new planning issues and priorities such as climate change and integrating the creation of healthy communities with land use planning; 6. Involve and consult with other government agencies and tribes such as the Windsor Unified School District, the Central Fire Authority, the County of Sonoma, and the Lytton Band of Pomo Indians in order to develop policies to improve coordination with these groups; 7. Incorporate and comply with new State and local regulations; and 8. Support economic development goals. Concept 3 The Town will be working on three parallel planning efforts during the General Plan Update process -- A Housing Element Update, a Regional Climate Action Plan, and a comprehensive update of the Parks and Recreation Master Plan. The Consultant Team will be apprised of work on these efforts and should be ready to explore ways to incorporate the results into the General Plan Update if beneficial. These three projects are summarized below. Housing Element Update - The Town of Windsor has released a separate RFP for professional planning services from qualified consultants to prepare an update of its General Plan Housing Element for the planning period of January 31, 2015 to October 1, This RFP can be found at Project seeks to review and revise the existing Housing Element to reflect current housing conditions, Town policies and objectives, and to meet the Town s required housing allocation under the Regional Housing Needs Allocation (RHNA). Town staff anticipates that the scope of changes from the existing Housing Element will be relatively minimal. The Town is interested in exploring, and utilizing if possible, the Streamlined Update Review process offered by the California Department of Housing and Community Development. Due to the State mandated Housing Element Update deadline of January 31, 2015, and in order to take advantage of the future eight year review cycle, the Town has separated this Housing Element revision out of the General Plan Update process. However, qualified consultants can submit proposals for both projects if it can be shown that this action will provide benefits to the Town while still meeting the State deadline. Consultants not proposing to update the Housing Element should be prepared to cooperate with the selected Housing Element consultant. Climate Action The Town will be a participant in a countywide program known as Climate Action This regional greenhouse gas (GHG) reduction implementation program for Sonoma County communities is a collaborative effort among all 9 cities and the County of Sonoma to take further actions to reduce GHG emissions community-wide. The effort is led by the Regional Climate Protection Authority (RCPA). This project will:

6 Page 6 of 20 Update GHG Emissions Inventories The inventory update will indicate where the County jurisdictions currently stand by sector and create projections for the future. Scenarios for the future include business as usual projections through key milestone dates determined by AB32 and SB375 legislation and local regional reduction targets. Revisit the GHG Reduction Target Climate Action 2020 will help the RCPA to understand how Sonoma County is progressing towards this target. After an update on the inventories, RCPA and jurisdiction staff will look at what is feasible and will propose a regional target for Climate Action Gap Analysis of Current Policies The policy gap analysis will examine the policies and programs communities already have in place and determine how much GHG reduction can be achieved. Determine GHG Reduction Strategies Each jurisdiction is allowed to select the strategies it will incorporate into their Climate Action Plan. To assist decision makers in determining the appropriate strategies for their community, a benefit and cost analysis will be conducted which will look at factors in addition to GHG reduction. Examples include resource conservation, public health, and economic criteria including short-term and long-term costs. Parks and Recreation Master Plan The first and current Parks and Recreation Master Plan include standards and criteria to develop parks and recreation facilities. Adopted in 1999, the documents offer vision, objectives and policies to guide development through The Master Plan has outlined a goal to develop park and facility improvements that are based on public input and patterns of growth and anticipated program demands. In updating the master plan, it is recommended that the plan parallel accreditation standards identified by the National Recreation and Park Association and initiatives outlined by the California Parks and Recreation Society including a focus on recreation program trends, health and wellness, art and culture, economic development and alternative funding for capital improvements, maintenance and operations. Qualified consultants can submit proposals for the General Plan Update, the Housing Element Update, and the Parks and Recreation Master Plan projects if it can be shown that this action will provide benefits to the Town while still meeting the State deadline for the Housing Element. Consultants not proposing to update the Housing Element and Parks and Recreation Master Plan should be prepared to cooperate with the selected consultants. Concept 4 As much as possible, the Update should be created as an umbrella that encompasses recent implementation documents including:

7 Page 7 of 20 Parks & Recreation Master Plan 2015, 1996 Sonoma County Healthy by Design: A Public Health and Land Use Planning Workbood, 2010 The Town of Windsor ADA Transition Plan Economic Development Strategic Plan; December, 2008 Windsor Bicycle and Pedestrian Master Plan, December 2008 (An update is currently being drafted by the Sonoma County Transit Authority) Urban Water Management Plan (UWMP), 2010 (A 2015 update will begin in 2014) Windsor Final Water Master Plan, September 2011 Station Area / Downtown Specific Plan and EIR, January 2012 and updated January 2013 Complete Street Design Guidelines, January 2013 SDAT Report Collection System Master Plan Phase 1, 2011 Collection System Master Plan Phase 2, 2013 (Phase 3 beginning in 2014) Urban Recycled Water Facilities Planning Study, May 2013 Storm Drainage Master Plan, ongoing and estimated to be completed in 2014 NPDES MS$ Permit (Storm Water Discharge) as overseen by the North Coast Regional Water Quality Control Board Concept 5 The General Plan Update should include implementation goals consisting of projects to be completed in the future including Capital Improvement Projects from Parks and Recreation and Public Works with recommended sources of funding for projects and ongoing maintenance and operations. These goals can be referenced during the consideration of future budgets. Concept 6 The Update should enhance the format, graphics, readability and ADA accessibility of the General Plan. These enhancements should make the General Plan a frequently referenced document by citizens, elected and appointed officials, Town staff, and neighboring governments. A web or application based plan would be considered. Concept 7 Completing the project within the set time frame and within the budget is a key factor. In these difficult economic times the Town is seeking a firm that can perform in exemplary fashion within tight budgetary and time limits. Deadline The deadline for submitting the proposal is Thursday January 23, 2014 by 5:00 pm PST Proposals must be received by the Town of Windsor, Attn: Jim Bergman, Community

8 Page 8 of 20 Development Director at 9291 Old Redwood Highway, Building 400, P.O. Box 100, Windsor, CA, by the time and date stated. 2. BACKGROUND The Town The Town of Windsor is an incorporated city in Sonoma County. The Town s current population is approximately 27,500 residents living in 9,550 households. Since its incorporation in 1992, Windsor has expanded rapidly, outpacing growth in both Sonoma County and the Bay Area. The Town s population almost doubled between 1990 and However, the Town has implemented growth control policies to assure quality and timed development tied to adequate infrastructure capacity. Due to the recession, in the last five years few housing and commercial units have been produced. The citizens of the Town implemented an Urban Growth Boundary in 1998 defining the extent of future urbanization. Development has occurred within this boundary and there appears to be a number of remaining parcels suitable for infill development opportunities. The community is also in the process of completing the development of a transit oriented mixed-use downtown to serve as the cultural, social, and activity center of the community. The Current General Plan The Town of Windsor has been an early adopter and proponent of Smart Growth. In 1996, the Town adopted a far-reaching and progressive General Plan. This Plan set the vision of a family friendly town with a strong sense of place, involved citizens, and a vital and growing economy. Over the past 17 years, the Town has worked to fulfill this vision and has developed many specific policies and implementation documents such as a Downtown Specific Plan, an Economic Development Strategic Plan, a Complete Streets Policy, and a Bicycle and Pedestrian Master Plan. In addition, private and public investments have provided a compact city form; quality neighborhoods; a developing, transit oriented downtown; a comprehensive recycled water system; pedestrian and bicycle infrastructure; parks, open space, and recreation facilities; a solid retail and manufacturing economy; and a nascent tourism and special event destination. While the State mandates that seven required elements must be incorporated into the General Plan, local jurisdictions are allowed broad latitude in deciding how to organize, format, and present these elements. The Town of Windsor s General Plan is organized into the following chapters: Chapter 1 describes the purpose and use of the General Plan. Chapter 2 provides an overview to Windsor s physical, social, and economic setting a snapshot of the existing conditions in which the Plan s policies and implementation strategies have emerged. Chapter 3 sets forth the overall vision of Windsor, a reflection of current issues as well as the community s collective ideas for what Windsor should be.

9 Page 9 of 20 Chapters 4 through 7 present specific policies and implementation strategies for the seven State-required elements, plus Windsor s optional elements, organized into the following broad areas: Community Development, Housing, Environmental Resources, and Public Health and Safety. Chapter 8 presents an Overall Implementation Program, which identifies methods of implementing the proposals contained in the Plan. The Current General Plan can be found at Available Data and References While the General Plan should not be an overly complex, technical planning document, it must be based on sound information. The Town desires the consultant to use available data sources and technical tools in order to minimize costs associated with new data collection efforts. GIS Layers The Town of Windsor has the following GIS layers available to the selected consultant: 2009 and 2001 aerial photographs Political boundaries Parcels Parks Town owned properties Community Separators Town boundaries Fire Protection Districts Ponds, lakes, rivers and streams Flood Zones and flood prone areas Building outlines Protected areas Railroads Faults Addresses Scenic Corridors General Plan designations Streets Zoning designations Water, storm water, and sewer Urban Growth boundary system Sphere of Influence Regional Plans and Projections - The Town has been a participant in the recent One Bay Area planning process. Due to this participation, staff believes that time and funds can be saved by utilizing the Final Plan Bay Area and associated reference documents. References - A library of pertinent Town documents and reference materials can be found at

10 Page 10 of PROJECT TEAM The Town is a unified team consisting of community members, elected and appointed officials, and staff directed by the Town Manager. Roles and responsibilities for each team group are described below: Community Members - The General Plan at its most basic level is a statement of the community s vision for the future and a guide to achieving that vision. With this in mind, it is clear that community member involvement is essential to the successful preparation of a General Plan. The Town envisions that a variety of methods be used to ensure that every person in Windsor who wishes to express an opinion has the ability to do so. Outreach in Spanish will be a desired component, as well as utilization of non-traditional communication methods beyond public meetings and workshops, which have not been effective in past efforts. Outreach to student populations is also desired. However, time is of the essence and the process should be streamlined with public engagement occurring in the most efficient manner. Staff - The staff of the Town of Windsor will administer and take a strong role in the preparation of the General Plan. The Town believes that its own staff is most familiar with the day to day issues faced by Windsor and recognizes that Town staff will be working with and implementing the General Plan long after its preparation and adoption. Therefore, regular involvement of Town staff during the course of the drafting of the plan is essential. To the extent possible staff will be taking a leadership role in many aspects of the Plan s preparation. Staff intends to work closely with the Consultant Team in the preparation of the draft General Plan. The consultant should include time for meetings and work sessions with staff. It is specifically not desired that the consultant prepare large increments of work product independently and present completed drafts to the Town, unless specifically directed to do so. Town staff will take a role in all public forums, workshops, meetings, and hearings. The consultant should expect that staff will be a part of all presentations made and will take part in question and answer sessions. Town staff will carefully read and may extensively edit all written materials prepared by the consultant. Town staff can take the lead in the use of the Town s web site and social media updates. Town staff can be available to assist work on the General Plan in an effort to provide maximum value of funding available. If this is a large component in a consultant s proposal it should be well described including estimated time involved and where in the process the assistance will be needed. The Community Development Director will serve as the Project Manager, and will function to coordinate Town staff and oversee the preparation of the General Plan Update. The Community Development Director will ensure that the project stays on time and within budget.

11 Page 11 of 20 In addition the Community Development Director will oversee key tasks, review and edit material, organize and participate in public workshops and presentations and function as the first line Project Manager for this effort. Planning Commission and Town Council - It is anticipated that the Planning Commission and Town Council will be actively involved in the overall process of development of the General Plan through initial workshops, meetings, and public hearings. It is anticipated that the Planning Commission and Town Council will receive regular updates on progress including identification of key issues, work progress, policy issues, and questions. The Consultant Team - Town planning staff considers themselves as generalists and are fully aware that developing a successful General Plan Update requires specialized and technical knowledge and tools only available from well trained and experienced consultant teams. Town staff believes in relationships and that individuals rather than firms are ultimately the most important element of a Team. The Town values creativity, expertise, professionalism, team experience, economic value, connectivity / availability, and frank and passionate debate of innovative issues and ideas. The questionnaire attached to this requires applicants list as references projects that were conducted by staff members currently employed by the firm. We are particularly interested in the qualifications of these persons those who will be doing the work rather than a listing of projects completed by past staff. Please do not include projects if the staff persons who prepared a document are no longer with the firm, or if they will only have a management role. Review of Draft Products The Town has high expectations regarding the quality of work produced by the consultant team. To that end we offer the following suggestions: Expect a thorough review of products Do not structure a budget on the assumption that one round of review/revision will be sufficient to address all Town comments. To avoid the need for the consultant to reconcile comments from various Town departments, the Project Manager will provide consolidated comments on submitted products. However, the Town insists that work products meet high standards before they are accepted. The Town recommends that the consultant anticipate at least the following, and include an appropriate level of effort in the submitted scope/budget: o Submit an administrative ( screen check ) draft o Project Manager/Town staff reviews the administrative draft and provides a consolidated set of comments o Consultant revises the administrative draft and resubmits a second administrative draft o Project Manager/Town staff reviews the second administrative draft to ensure that all comments have been adequately addressed

12 Page 12 of 20 o If all comments have been adequately addressed, the consultant may submit the product as a draft o If all comments have not been addressed, the consultant will be required to refine and submit a third administrative draft. This process will continue until the consultant has adequately addressed all of the Town comments. 4. SELECTION PROCESS AND OTHER INFORMATION The Selection Process The Town will use the following process to select the Consultant Team for the General Plan program. The Town will conduct a pre-proposal tour The Community Development Department will host a tour of the Town for consultants interested in exploring submitting a proposal. The tour will include Town infrastructure, Parks and Recreation facilities, a sampling of residential neighborhoods, the mixed use Downtown and commercial and industrial areas. The Tour will be held on December 19, Please RSVP to Sheila Wolski, Senior Administrative Assistant at (707) or swolski@townofwindsor.com prior to December 12, Proposals received by the deadline will be reviewed to ensure that each has met the minimum submittal requirements outlined in this RFP. Proposals which do not meet these minimum requirements will be rejected. Qualifications of each Consultant Team will be reviewed to ensure that the Consultant Team is sufficiently qualified to perform all required services. The qualifications of individual staff members particularly those persons in leadership roles on the Consultant Team will be reviewed to ensure that these persons possess sufficient experience to address the issues which will be faced in the General Plan process. The proposed approaches will be reviewed for consistency with the requirements of this RFP. The proposed scopes of services will be reviewed for completeness and for consistency with the proposed approach. The team s references will be checked. At this time proposals will be scored as follows, however, the Town reserves the right to include other evaluation measures during the course of review: Review of the Project Management Component. The consultant team will be assessed in their ability to manage their portion of the project effectively. o Experience in leading and administering complex projects o Experience in preparing General Plans or EIRs o Experience dealing with similar issues per this RFP o Demonstrative experience meeting deadlines

13 Page 13 of 20 o Demonstrative experience staying within budget Maximum 50 Points Review of the proposals will be scored using the following general criteria, although the Town reserves the right to use other criteria: o Experience preparing General Plans o Experience dealing with issues similar to those in this RFP o Documented success in planning for walkable areas in downtowns o Qualifications of individuals assigned to this project 0 20 Points o Responsiveness to this Request for Proposal 0 20 Points o Complete schedule o Imaginative and effective approach to the General Plan o Imaginative and effective approach to the public outreach component o Writing Quality 0 30 Points o Visual Quality/Graphics capabilities of samples o All mandatory requirements of this RFP met Maximum 150 Points Review of the CEQA Compliance Component of the Proposals will be scored using the following general criteria, although the Town reserves the right to use other criteria: o Experience preparing Environmental Impact Reports o Writing Quality of past EIRs o Qualifications of individuals assigned to the EIR o Qualification of sub consultants proposed o Ability to function as part of the General Plan team Maximum 50 Points Maximum Score 250 Points Only after this initial ranking has occurred will the proposals be evaluated on cost. A short list of firms will be selected and invited to take part in an interview process which will include a brief presentation by the consultant and a question-and-answer session led by the Town s interview panel. The size and membership of the panel has not yet been determined. Consultant Selection Schedule The following is a tentative schedule for the selection of the General Plan Consultant: RFP Circulated: November 22, 2013 Pre- Proposal Tour: December 19, 2013 Proposals due: Thursday January 23, 2014 by 5:00 pm PST

14 Page 14 of 20 Review of proposals: Through February 6, 2014 Finalist Presentations: Mid-February, 2014 Contract to Town Council for approval: March, 2014 Work begins: April, 2014 Right to Reject Proposals The Town reserves the right to reject any or all proposals, or any part of any proposal, to waive minor technicalities, or to solicit new proposals on the same project, or on a modified project, which may include portions of the originally proposed project the Town may deem necessary in its interest. Proposals may be rejected for any alterations of form, or additions not called for, incomplete proposals, or irregularities of any kind. Notification of Withdrawn Proposals Proposals may be modified or withdrawn prior to the time and date specified for proposal submission by formal written notice from an authorized representative of the consultant. Proposals submitted will become the property of the Town after the proposal submission deadline and may be released as public documents after that time. Cost of Preparation of Proposal The Town of Windsor will not pay any costs incurred in the preparation, printing, interview, or contract negotiation process. All costs associated with preparing and presenting proposals shall be borne by the proposing consultants. This is Not a Commitment This is not a contract or a commitment of any kind by the Town of Windsor and does not commit the Town to award a contract or to pay any costs incurred in the submission of a proposal. All proposals will become the property of the Town of Windsor. Town Business License A Town of Windsor business license will be required for the consultant and any subcontractors selected. Questions from Interested Proposers The Town anticipates that a number of questions will arise as consultant s research and write their proposals. In order to ensure that all proposers have access to the same information, the Town will use the following procedure to respond to your questions: All questions must be submitted via to jbergman@townofwindsor.com The Town will post all questions and the answers on the Town s web site as soon as possible. The Town s web site is Consultants will be notified by as new questions and answers are posted. All questions and answers will be available to the consultants and the public on the web

15 Page 15 of 20 site. The Town will not provide individual answers to questions. 5. BUDGET The Town Council has allocated $435,000 in the Budget to complete this General Plan Update. Your budget should include all your costs, including staff time, travel, reimbursable items, printing, meeting materials, etc. Your budget must be shown as either a fixed fee or as a fee based on actual work with a maximum cap. The budget for the Housing Element Update is $100,000. However, staff believes that the cost will be much below this level if the Streamlined Update Review process is used or one consultant completes both tasks. In this case, the consultants may propose completing both projects with a total budget $535,000.The Town does not intend to approve contract amendments or additional funding; please ensure that your fee proposal adequately covers all the work included in your scope of services. 6. SUBMISSION REQUIREMENTS The following requirements must be met in all Proposals submitted to the Town for the General Plan Update. Ten (10) printed double sided, physical copies and one (1) CD version of the Proposal must be submitted by the deadline shown in this (RFP). Proposals must contain the following items and comply with page limits. The Town requires consultants follow this format to make the Town s review of submitted proposals consistent and fair. 1. A one (1)-page Cover letter which includes a signature line, with name and title of signatory, firm, address and telephone number. 2. A maximum three (3)-page statement of Project Approach, which outlines the consultant team s understanding of the relevant issues which are to be addressed in the preparation of the General Plan Update, and how they will be addressed. This portion of the proposal should illustrate (through a combination of relevant or similar experiences) how the consultant has successfully dealt with the issues facing the Town of Windsor. 3. A maximum six (6)-page statement of information on the firm s or team s Qualifications and Experience in preparing General Plans and environmental documents. The information should be brief and include the following: a. Identification, qualifications, and experience of all persons to be assigned to the project, particularly the project manager and contact person; b. Identification of available support resources;

16 c. Identification and qualifications of any subcontract consultants, including resumes or qualifications of individuals or the firm as applicable. Page 16 of A one (1)-page Commitment statement that the consultant team particularly the project manager(s) shall remain in place for the duration of the General Plan program. 5. A maximum two (2)-page statement of any Assumptions the consultant has made in preparing the proposal. 6. A maximum five (5)-page detailed Scope of Services, providing general and detailed information on all of the work tasks the consultant proposes to complete as part of the General Plan Update. This Scope of Services should be written in such a way that it can be inserted as a contract exhibit as a full description of work effort. The consultant s Scope of Services must include printing/production of all materials for the General Plan program, including draft documents for Town review and the following: a. (20) Printed, bound copies of the Administrative Draft General Plan and EIR for staff review b. (10) CD versions of the Administrative Draft General Plan and EIR for staff review c. (30) Printed, bound copies of the Draft General Plan and EIR for public review d. (30) CD versions of the Draft General Plan and EIR for public review in PDF and Word formats e. (30) Printed, bound copies of the Public Hearing Draft General Plan and the Response to Comments on the Draft EIR for public review f. (30) CD versions of the Public Hearing Draft General Plan and the Response to Comments on the Draft EIR for public review in PDF and Word formats g. After adoption of the General Plan by the Town Council: (50) printed, bound copies of the General Plan and Final EIR, plus (100) CD versions in PDF and Word formats 7. A Schedule showing the total length of time necessary to prepare the General Plan and the timing of significant milestones during the preparation period. The Town seeks completion of the General Plan within two years (24 months) or less. The Town will provide a contract to the selected consultant which contains specific penalties for failure on the part of the consultant to meet the milestone dates. 8. A detailed Budget showing costs for each task shown in the Scope of Services, including the cost of any reimbursable items (printing, mileage, etc ). Please include billing rates, and provide a breakdown of the assignment of work by staff for each task (e.g. Person A: 25% of hours, Person B: 35% of hours, etc ).

17 Page 17 of 20 The Town will pay on a percentage completed for each task/phase. The proposed budget must be shown as either a fixed fee or as a fee based on actual work with a maximum cap. The consultant s budget must be submitted in a separate, sealed envelope. 9. A completed Consultant Questionnaire (attached). 10. Submit Writing Samples as described below. Samples will be judged on clarity, ability to explain complex ideas and technical information to the average reader, and lack of jargon and unnecessary technical language. For each sample identify the author. Do not send the entire General Plan. A sample of a General Plan Land Use Element the consultant has prepared within the last four years A sample from an Environmental Impact Report (EIR), the consultant or member of the consultant team has prepared within the last four years 11. Provide a one (1) - page description of typical response times for preparation of various types of planning and environmental documents. 12. A copy of the Town s Professional Services Agreement is attached to this RFP. Any exceptions to the terms in this agreement shall be set forth in the proposal or the proposing firm shall be deemed to have accepted those terms. 13. A one (1) page description of any additional information that would reflect on the consultant s ability to provide the services described in this RFP. 7. TECHNICAL PRODUCT REQUIREMENTS The consultant or consultant team must demonstrate the ability to meet all of the following requirements for the preparation of product in various formats: The text of the General Plan and all other written products which may be made available to the public including images must be provided to the Town in PDF and Word formats. All maps and exhibits should be prepared in a format that is easily reproducible when copied in black and white. Color can be used to emphasize readability, and to create a

18 Page 18 of 20 visually attractive document through the use of photos and illustrations. Key maps such as the General Plan Land Use must be in color. Key maps should also be provided in a format compatible with the Town s GIS. All reports are to be submitted in 8 1/2 x 11 size, loose leaf, and binder format, suitable for photocopying. All graphics, figures, maps, charts, etc. must be reduced to an 8 ½ x 11 format unless otherwise specified by the Town. Exceptions to this will include wall sized exhibits, which must be prepared for public meetings and eventual use by staff and the public. Final documents must be set up for two sided copying.

19 Page 19 of 20 CONSULTANT QUESTIONNAIRE Firm Name: Address: Phone: FAX: Years in Business: Number of Employees: List at least three (3) cities in California for which you have provided General Plans in the last seven (7) years: City #1 Contact person/phone No. City #2 Contact person/phone No. City #3 Contact person/phone No. Identify the project manager/primary author for each General Plan. Provide resumes for the persons identified below, if they are still with your firm. City #1 Year General Plan Adopted Project Manager/Title Is Project Manager still with your firm? City #2 Year General Plan Adopted

20 Page 20 of 20 Project Manager/Title Is Project Manager still with your firm? City #3 Year General Plan Adopted Project Manager/Title Is Project Manager still with your firm?

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