REQUEST FOR PROPOSALS FOR THE BAY FAIR BART TRANSIT VILLAGE TRANSIT-ORIENTED DEVELOPMENT (TOD) SPECIFIC PLAN. RFP NO.

Transcription

1 REQUEST FOR PROPOSALS FOR THE BAY FAIR BART TRANSIT VILLAGE TRANSIT-ORIENTED DEVELOPMENT (TOD) SPECIFIC PLAN RFP NO A (Re-Bid) Proposal Mailing Date December 11, 2014 Proposal Submittal Due Date 3 pm, Thursday, January 22, 2015 ATTN: Tom Liao, Deputy Community Development Director City of San Leandro Community Development Department 835 E. 14th Street, San Leandro, CA 94577

2 TABLE OF CONTENTS I. Overview... 3 II. Background... 6 III. Scope of Work... 9 IV. Proposal Requirements V. Required Proposal Submittals VI. Estimated Schedule VII. Evaluation Process VIII. Deliverables Required of Successful Consultant IX. Conditions EXHIBITS Exhibit A Aerial Map Exhibit B MTC/ABAG PDA Planning Program: Planning Elements/Description & Guidance Exhibit C Living Wage Ordinance Frequently Asked Questions Exhibit D Living Wage Self Certification Form Exhibit E Consulting Services Agreement template Page 2 of 23

3 REQUEST FOR PROPOSALS FOR I. OVERVIEW The City of San Leandro is seeking an experienced consultant team to assist the in preparation of a Transit-Oriented Development Specific Plan (Specific Plan) for the Bay Fair BART Transit Village study area, an associated implementation and financing program, and an environmental assessment. The City received a Metropolitan Transportation Commission (MTC) Priority Development Area (PDA) Planning Grant in May Key local partners working with the City towards the successful implementation of a TOD Plan under the MTC grant include BART, Madison Marquette (owners of Bayfair Center), Alameda County, AC Transit, and the Alameda County Transportation Commission (ACTC). The study area generally encompasses land located within one-half mile of the Bay Fair Bay Area Rapid Transit (BART) station. The study area covers the area bounded by East 14th St. to the north, the BART tracks and Coelho Drive to the south, Hesperian Blvd. to the west and Bayfair Drive to the east. The Bay Fair BART Transit Village area is adjacent to and influenced by the City s existing East 14 th Street PDA (240 acres) and Alameda County s East 14 th and Mission Corridor PDA (815 acres). Figure 1 below shows a map of the proposed study area, while Figure 2 shows the existing land uses of the study area (under the existing City General Plan). Figure 1 Study Area Map Page 3 of 23

4 Figure 2 Study Area Map and City Land Use Designations The Specific Plan will require a multidisciplinary consultant team with demonstrated knowledge and experience in transit-oriented development (TOD), participatory community planning, urban design, transit planning, traffic and parking analysis, economic and market analysis, environmental review, and graphic illustration and visualization. The Bay Fair BART Transit Village area is presently recognized by the Metropolitan Transportation Commission (MTC) and the Association of Bay Area Governments (ABAG) as a potential PDA in Plan Bay Area, which ABAG adopted in 2012 to further Senate Bill (SB) 375 goals to reduce greenhouse gas emissions, establish a stronger jobs/housing balance, and enhance public transit and related infrastructure. Preparing a TOD Specific Plan is a mandatory and important step to move the Page 4 of 23

5 study area from a potential PDA to full and certified PDA status and therefore enable the City to have higher priority access to public funding opportunities for land use, housing, economic development, capital improvement, and transportation projects and programs. Objectives of the Bay Fair Transit Village Transit-Oriented Development Specific Plan The Specific Plan will articulate and quantify the future potential of the Bay Fair Transit Village area for transit-oriented development. Comprehensive land use policies with a detailed land use map and circulation and access plan will be developed that enhance greater connectivity to the Bay Fair BART station and nearby AC Transit stops. The work program will also include a detailed analysis of selected opportunity sites to provide more specific guidance for future development. A program for implementing the land use policies will be an important component of the planning effort and will include measures such as supportive zoning changes, development standards, design guidelines, parking strategies, a marketing program, and other viable development incentives. The Specific Plan will also identify priorities for public transit, bicycle and pedestrian enhancements as well as necessary roadway, parking and streetscape improvements to support and attract public and private investment. The Specific Plan will address a wide range of development, planning and economic issues and will include a comprehensive evaluation of the following topics: Existing and future opportunities for transit-oriented mixed-use and residential development within the study area. Financial and market feasibility of possible development options. Regulatory framework for achieving a preferred land use alternative (e.g. zoning and parking amendments) Financing options and implementation strategies to facilitate a preferred land use alternative. Urban design goals expressed through appropriate design standards and guidelines (e.g., form-based code). Access improvements to increase non-auto access to the study area and better serve BART and AC Transit riders. Parking and transit strategies to manage parking resources, reduce parking demand and increase transit use. Transportation and infrastructure improvements to accommodate a preferred land use alternative. Environmental assessment of development options, including cumulative traffic analysis. Because the Specific Plan is funded through the Metropolitan Transportation Commission (MTC) Priority Development Area (PDA) Planning Grant Program, innovative planning techniques that can serve as a model for future station area planning in the Bay Area will be encouraged to accomplish the above objectives. Excellent graphic tools, such as computer simulations, will be important for conveying the possible development concepts for public discussion. Page 5 of 23

6 Community Participation The City expects that the preparation of the Specific Plan will include a comprehensive public outreach effort to be guided by a citizen advisory committee representing a broad cross-section of the community. The consultant team will play a key role in educating the public about the concept of transit-oriented development and the possibilities offered by enhanced bus service and BART in the San Leandro downtown area. Following the education phase, the consultant team will assist the community in reaching consensus on the optimum development intensity, land use mix, and urban form for the downtown area. The planning process should include community workshops (including possibly a charrette and/or field trip), City Council and Planning Commission work sessions and hearings, and presentations to neighborhood groups and business organizations. It is also important that affected property owners and potential developers be involved in the process. As the Specific Plan is developed, public information will be distributed and collected (via meetings, mailings, online social media and website postings) to inform the public about the status of the planning effort and to solicit public comments. Projected Timeline It is anticipated that development and adoption of the Specific Plan, including the supporting implementation and financing program, environmental document, and General Plan and Zoning Code amendments, will take 18 to 24 months to complete with initiation in January 2015 and adoption by or before January The City is currently undergoing a public planning process for its General Plan Update which is expected to be completed by Spring The City would like the Bay Fair BART TOD planning process to be substantially underway in order to incorporate key issues and goals in a timely manner into the General Plan Update. II. BACKGROUND Bay Fair BART Transit Village Area Setting The focal points in the proposed Bay Fair BART Transit Village study area are the Bay Fair BART Station and Bayfair Center. They are surrounded by other retail uses including Fashion Faire and Fairmont Plaza shopping centers to the north, commercial on the east side of East 14 th Street (which is unincorporated Alameda County), and primarily residential neighborhoods to the south (including a portion of the Ashland unincorporated area). In addition, there are primarily single family neighborhoods nearby as well as some office development. The Bay Fair BART station, located just south of Bayfair Center, was built in 1972 and serves as a transfer station for the Fremont and Dublin/Pleasanton BART lines. Bay Fair BART station is located primarily within the San Leandro city limits, although the southwestern parking lot is in unincorporated Alameda County. The Bay Fair BART station will serve as a vital hub as BART expands to Silicon Valley from southern Alameda County (i.e., the planned Warm Springs station) through Santa Clara County (including the stations in Milpitas, San Jose and Santa Clara). Page 6 of 23

7 Bayfair Center represents the largest shopping center in San Leandro. The center was built in 1957 on the site of a former racetrack. The center has faced competition from nearby newer suburban shopping malls and big box retailers over the last few decades. In addition, the design of and uses in regional shopping centers have been moving away from the single use and indoor focused malls towards a varied mix of housing, retail, and restaurants. Therefore, regional retail shopping malls such as Bayfair Center must be flexible in seeking ways to become more active and attractive destinations to appeal to a new generation of visitors, and increasingly incorporate jobs and housing. Given its proximity to multiple transit options (BART and AC Transit) and the acres of land currently used for surface parking lots, the study area has exciting possibilities as a mixed-use, transit-oriented entertainment, retail, commercial and residential destination. Moreover, it provides an opportunity to improve connectivity to other PDAs in the area along the East 14 th Street corridor. Developing and implementing a sustainable and vibrant Bay Fair TOD plan will enable the City to come full circle in comprehensively planning and transforming key districts within the City, which began with the East 14 th Street South Area Development Specific Plan (2004) and followed with the Downtown TOD Specific Plan (2007) [currently unavailable online, please contact T. Liao], the Next Generation Industrial Workplace District Study (2013), and the Marina Shoreline Master Plan planning effort currently underway. In addition, two key developments in recent years will also impact the future uses and improvements in the Bay Fair study area: Lit San Leandro, which began in 2011, involves the installation of an over 18-mile publicprivate high speed fiber optic network around the City that offers up to 10 gigabits of Internet service to businesses and is attracting technology and value-added businesses to the City. Bayfair Center is connected to the fiber optic loop which is helping to attract potential businesses that require high speed Internet The completion of Kaiser Medical Center in early Summer 2014 has brought 2,500 new jobs along with thousands of patients into the City which will stimulate new businesses, housing and capital improvements opportunities Policy Context The existing San Leandro General Plan (2002) promotes the revitalization of the area in and around the Bayfair Center and calls for introducing new and compatible uses, including new shops, services, community facilities, restaurants, entertainment venues, and offices. The General Plan also recommends actions including: improvements to the East 14 th Street area near the mall to create a more attractive, unique and inviting destination well designed and safer pathways from the BART station to the mall for pedestrians, bicyclists and public transit riders coordination with BART and AC Transit to ensure efficient, accessible, safe, and affordable services and facilities Page 7 of 23

8 As mentioned earlier, the City is currently undergoing the General Plan Update planning process and expects to complete it in Spring For more information on the current General Plan Update, including amendments to the Housing Element which is the present focus, go to The City anticipates being able to coordinate with the General Plan Update process and incorporate the key themes/issues from the Bay Fair Transit Village TOD planning process into the final General Plan. Two other notable planning studies that directly impact the proposed Bay Fair study were both led by BART with involvement from the City, Alameda County, Bayfair Center, AC Transit and Caltrans: Bay Fair BART TOD & Access Plan (March 2007) and Bay Fair BART Station Area Improvement Plan (July 2009). Both plans implemented a one year public planning and community outreach process. Key results from the TOD & Access Plan include: Analysis of three progressively more intensive development and capital improvement options Finding that the existing access and circulation network between the BART station, Bayfair Center and the surrounding area were not direct, safe and comfortable connections Recommendations addressed urban design, access, pedestrian/bicycle, transit, vehicle, and parking connectivity and safety The Station Area Improvement Plan s key results included: Focus on safety, access and security concerns Designation of short-term vs long-term projects, a priority list of projects and an implementation plan involving potential funding sources (e.g., federal, state, regional and local) Key priorities were improvements to the underpass; better connections to Bayfair Drive, Coelho Drive, Thornally Drive and Mooney Avenue; and safer access to the AC Transit Intermodal Terminal area Below are a list of other studies, plans, and reports undertaken by the City, Alameda County and BART in the last 10 years that are relevant to the proposed Bay Fair planning efforts: City of San Leandro Housing Element Update (February 2011 and currently being updated) City Bicycle and Pedestrian Master Plan (updated in 2010) San Leandro HUD Five Year Consolidated Plan, (May 2010) Downtown TOD Specific Plan (September 2007) [currently unavailable online, please contact Tom Liao if you need a copy) East 14 th Street South Area Development Specific Plan (October 2004) City Climate Action Plan (December 2009) Alameda County Draft Residential Design Standards and Guidelines for the Unincorporated Communities of West Alameda County (In process) Page 8 of 23

9 Community Climate Action Plan February 2014 (amended into the County s General Plan) Ashland and Cherryland Business District Specific Plan Update (in process) Alameda County Community Health and Wellness Element (anticipated completion: January 2015) Bicycle and Pedestrian Master Plan (April 2012) Alameda County Housing Element (update completion anticipated in January 2015) Alameda County HOME Consortium Consolidated Plan, (May 2010) Eden Area General Plan (March 2010) Economic Development Strategic Plan for the Urban Areas of Unincorporated Alameda County (July 2007) III. SCOPE OF WORK The following describes the preliminary scope of work to prepare Specific Plan. The scope will be further refined based on direction from the City Council, MTC/ABAG staff, the Citizen Advisory Committee (CAC), the Technical Advisory Committee (TAC), and consultation with partner transit and other public agencies. A TAC is typically composed of staff from key stakeholders or project partners such as the City, County, BART, Madison Marquette, AC Transit and Alameda County Transportation Commission. The consultant team is encouraged to provide recommendations about the scope and process in their proposal. It is anticipated that the planning process will involve regular staff coordination meetings, at least eight meetings with the CAC, at least 6 meetings with the TAC, two to four community workshops, and work sessions and public hearings before the Planning Commission, which meets the third Thursday of the month, and the City Council, which holds regular meetings the first and third Mondays of the month and work sessions on the second and fourth Mondays of the month. Applicants may also propose reducing and/or combining the number of CAC and TAC meetings for streamlining purposes. Please also incorporate into your scope of work and schedule brief (e.g., 30 minutes to 1 hour) and regular check-in/coordination meetings with City staff and core project partners (i.e., BART, Alameda County and Madison Marquette). For more comprehensive information on the required tasks and deliverables for the MTC PDA Planning grant which is the primary funding source for this project, see Exhibit B (MTC/ABAG PDA Planning Program: Planning Elements/Description & Guidance) Task 1: Priority Development Area (PDA) Profile The consultant team, in coordination with City staff, will define the precise study area for the Specific Plan and will prepare a Priority Development Area (PDA), or TOD area, Profile report. This report provides an overview of the demographic and socio-economic characteristics of the planning area, transit/travel patterns and use, physical aspects of the planning area, as well as any known issues that will need to be considered or addressed during the planning process. The draft PDA Profile Report will be presented to the CAC for review and comments. The information Page 9 of 23

10 contained in this report should be referenced throughout the planning process in the development of subsequent planning elements. Data sources shall include the US Census as well as other planning efforts. The PDA Profile Report shall include the following information: Inventory of the physical context, including: existing land uses, urban form, parking supply, traffic conditions, transit service and patronage, infrastructure conditions, social services, jobs, neighborhood amenities/retail, activity nodes, public facilities (including parks, schools/playgrounds), housing opportunity sites (as identified in the Housing Element Update), natural hazard risks, air quality and environmental conditions (e.g., Bay Area Air Quality Management District data) and any other relevant inventory items. Summary of demographics, including: population, age, ethnicity, language, place of birth and residence, disability, households, employment (number of jobs by wage/salary and occupation), income and poverty status, household tenure and costs, place of work, travel mode to work, vehicle availability, project housing need at various income levels (per regional housing needs allocation or RHNA) and travel time to work. Issues or concerns that will need to be addressed during the planning process. This includes an assessment of current City, County, and BART policies and other governmental and physical factors that will influence the feasibility of transit-oriented development, the status of proposed or planned Bay Fair area capital improvement projects, and applicable BART and AC Transit plans/policies, including BART extension to Silicon Valley. Key opportunity sites for future transit-oriented development will be identified, and the consultant will gather pertinent data about these properties. Context for the relationship between the planning area and the surrounding area should be provided, including identifying opportunities for positive benefit to the surrounding unincorporated neighborhoods, Alameda County East 14th Street PDA project area, and County property within the planning area (i.e., southwest BART parking lot). Supporting base and overlay maps and other data as needed shall be included in the report. This initial community meeting will serve to formally start the public planning process, provide a general overview to the community on the purpose, timeline and solicit desired outcomes, goals, and objectives for the Specific Plan. Deliverable #1a: Community Meeting (kick-off meeting) Agenda/Meeting Material (Memos, Powerpoint presentations, printed graphics or information for the public), and Summary of Feedback Deliverable #1b: PDA Profile Report Task 2: Community Involvement Strategy A collaborative planning process with residents, businesses, property owners, relevant public agencies, community groups, neighborhood associations, nonprofits, faith-based organizations are essential to an effective and implementable Specific Plan. Special attention should be paid to involve community groups and minority, low income, youth, renter and non-english speaking populations within or near the planning area. The Community Involvement Plan should include: Page 10 of 23

11 Creation of a Citizens Advisory Committee (CAC). The consultant shall advise City staff on creating a CAC including the make-up of and the process for selecting a broad-ranging group of local stakeholders to serve on the CAC. City staff will take the lead in establishing and coordinating the CAC. Creation of a Technical Advisory Committee (TAC). The consultant shall advise City staff to determine which relevant public agencies or stakeholders shall serve on the TAC. City staff shall take the lead in establishing and coordinating the TAC. Identify target groups to engage, including residents (renters and homeowners), property owners, businesses, developers (nonprofit and for profit), neighborhood associations, community and faith based organizations, seniors, youth, and non-english speaking populations. Identify strategies to partner with and engage local community stakeholders and organizations. This includes an identification of meeting formats such as town hall meetings, focus groups, workshops, open houses, or interviews which the consultant intends to use. Also, this section shall include a description of the types of outreach that will be used such as the Internet/websites, social media, fact sheets, posters, maps, surveys, photo-simulations, visual massing studies, local media contacts, etc. A website for the Specific Plan is mandatory and will be designed and maintained by the consultant. Strategies specific to engaging low-income and minority communities. Schedule of public meetings, TAC/CAC meetings, and other public events and implementation of any other outreach and engagement strategies. The consultant will present the PDA Profile Report and Community Involvement Strategy at the kick-off meetings for the TAC and CAC. Deliverable #2a: Community Involvement Strategy/Plan Deliverable #2b: TAC Meeting (kick-off meeting) Agenda/Meeting Material, and Minutes Deliverable #2c: CAC Meeting (kick-off meeting) Agenda/Meeting Material, and Minutes Task 3: Market Demand Analysis The consultant will prepare a preliminary report on the potential market demand for transit-oriented development in the study area with consideration of the benefits and constraints of Bayfair Center, BART, and AC Transit. The market analysis will examine all forms of potential development, including ownership and rental housing in a range of pricing, office, retail and mixed-use development. This analysis will include a feasibility assessment of providing affordable (e.g., very low, low and moderate income) and market rate housing to various household sizes, which may help inform the preparation of Task 4 (Affordable Housing and Anti-Displacement Strategy) and result in cost savings for Task 5 (Alternatives Analysis). The market analysis will consider the financial feasibility of each development type based on current and projected land and development costs, potential lease rates and sale prices, current City development standards and fees, compatibility with surrounding uses, and other pertinent factors. Housing and mixed-use developers, including for-profit and non-profit firms, will be interviewed (possibly through a Developer s Symposium) to determine the market, financial, regulatory and other factors that would affect their decision to build a transit-oriented project within the study area. The analysis will provide input to the Alternatives Analysis and selection of a Preferred Alternative. Page 11 of 23

12 Deliverable #3a: Market Demand Analysis Report Deliverable #3b: TAC Meeting Agenda/Meeting Materials and Minutes Deliverable #3c: CAC Meeting Agenda/Meeting Materials and Minutes Task 4: Affordable Housing and Anti-Displacement Strategy Taking into account the findings of Task 1 (PDA Profile) and Task 3 (Market Demand Analysis), the consultant will develop a strategy to provide existing and future planning area residents with a range of housing options that are affordable to households at all income levels. This Strategy will quantify the need for affordable housing and identify policies and actions to meet this need, including potential Specific Plan policy recommendations (e.g., zoning changes, incentives, etc) to address any obstacles to providing affordable housing identified in Task 3 (Market Demand Analysis). To limit or prevent displacement in the planning area, the strategy should identify how nonsubsidized affordable housing units in or near the area may be impacted by the plan build-out. The strategy should describe existing preservation policies to maintain neighborhood affordability (including acquisition and/or rehabilitation of existing affordable housing units) and additional zoning changes or policies needed. The Affordable Housing and Anti-Displacement Strategy will be presented at a community workshop. Deliverable #4a: Affordable Housing and Anti-Displacement Strategy Report Deliverable #4b: TAC Meeting Agenda/Meeting Materials and Minutes Deliverable #4c: CAC Meeting Agenda/Meeting Material and Minutes Deliverable #4d: Community Workshop - Agenda/Meeting Material and Summary of Feedback Task 5: Alternatives Analysis The consultant will prepare a minimum of three draft long-term alternatives or visions for the TOD/PDA plan, assess the feasibility of implementing each alternative with a focus on the identified opportunity sites. Supporting maps (i.e., land use, circulation, density/form) for each alternative must be included. Photo-simulations and visual massing studies are highly recommended for each alternative if feasible, but are required for the preferred option. The alternatives should include an analysis of potentially incompatible land uses and resulting consequences/issues. For the purpose of policy discussion and environmental assessment, the alternatives will contrast different land use compositions and development intensities. A detailed breakdown of the development potential under each land use alternative will be prepared. The consultant will also prepare preliminary pro forma analyses to test the feasibility of specific development options on key opportunity sites, including an assessment of incentives and other policies required to meet the housing needs identified in Tasks 3 and 4 above. Staff and consultant will solicit input from interested developers to test the market and financial feasibility of the land use alternatives. Page 12 of 23

13 The PDA Profile Report, Community Involvement Strategy, Alternatives Analysis and Market Demand Analysis will be presented at a community workshop for public education and initial feedback. Following public input and based on the findings of the Alternatives Analysis, a Preferred (Development) Alternative will be identified. Deliverable #5a: Alternatives Analysis Memo Deliverable #5b: TAC Meeting Agenda/Meeting Materials and Minutes Deliverable #5c: CAC Meeting Agenda/Meeting Materials and Minutes Deliverable #5d: Community Workshop Agenda/Meeting Materials and Summary of Feedback Task 6: Multi-modal Access and Connectivity This plan or report will identify pedestrian access and circulation patterns, bicycle access and circulation plans, transit connectivity, and auto circulation routes. The consultant will prepare strategies for transportation demand management (TDM), improving bus access to rail stations and frequency of feeder services (in consultation with transit providers) as well as pedestrian, bicycle and auto access and safety. Multi-modal connections between the transit stations and higher density housing, surrounding neighborhood amenities, activity nodes (including outside of the planning area), and open space should be emphasized. Opportunities for new and/or improved non-auto connections should be identified. Deliverable #6a: Multi-modal Access and Connectivity Plan/Memo Task 7: Pedestrian-friendly Design/Placemaking & Accessible Design Guidelines The consultant will produce building, open space, and street design guidelines or standards that focus on pedestrian-oriented design that enhances walkability, pedestrian and bicycle comfort and convenience, and the safety and security of transit riders in and around the planning area. Possible approaches may include pedestrian-friendly design guidelines, form based code, street design guidelines and context sensitive solutions. These guidelines will be prepared and presented in conjunction with Task 6 (Multi-modal Access and Connectivity) above. Graphics and visuals will be essential to and required for the design guidelines. Graphic presentation may include architectural drawings and renderings, massing studies, cross-sectional views, elevation drawings, etc. The consultant will also create an accessibility design plan for people with disabilities and the elderly that ensure fully accessible transit stations, accessible paths between transit and surrounding areas, and visitable and habitable housing units adjacent to applicable transit stations and in the planning area, where feasible. Visitable means a dwelling unit where a person with a disability can visit with an accessible restroom. Habitable means a dwelling unit where a person with a disability can live with an accessible bedroom. Note that if new housing is proposed within the planning area, at least 10% of townhomes should be habitable by persons with disabilities. The Multi-modal and Connectivity memo, Pedestrian-friendly Design Standards and Accessible Design memo will be presented at the TAC and CAC meetings. Page 13 of 23

14 Deliverable #7a: Pedestrian-friendly Design Standards Deliverable #7b: Accessible Design Memo Deliverable #7c: TAC Meeting Agenda/Meeting Materials and Minutes Deliverable #7d: CAC Meeting Agenda/Meeting Materials and Minutes Task 8: Parking Analysis The consultant will assess the cumulative parking demand that will be required to support the land use alternatives with consideration of the City s, BART s and Bayfair Center s existing parking standards and the anticipated reduced demand associated with transit-oriented development. The objective of the analysis will be to identify methods to reduce the overall parking requirement by capitalizing on the advantages offered by BART, AC Transit, mixed use development, and parking management opportunities. Expected outcomes will be a parking management strategy and reduced parking standards for projects located within the Specific Plan area, while addressing the concerns of area businesses and property owners. Opportunities for shared parking and structured parking (rather than surface parking) to support transit users and planning area land uses will be explored. Strategies and incentives for increasing transit use will also be discussed such as carshare, transit passes, and improved pedestrian and bicycle facilities. The necessity and feasibility of a permit program or other measures to regulate on-street parking such as pricing will also be discussed. A BART replacement parking analysis must also be calculated using BART s methodology, as outlined in Replacement Parking for Joint Development: An Access Policy Methodology by Richard Willson, April, Deliverable #8a: Parking Analysis Plan/Memo Deliverable #8b: TAC Meeting Agenda/Meeting Materials and Minutes Deliverable #8c: CAC Meeting Agenda/Meeting Materials and Minutes Task 9: Infrastructure Development and Budget The consultant will prepare an analysis of current and future public infrastructure and facilities needed in the planning area (including schools, libraries, parks, sewers, parking, and other facilities) to serve the existing and future needs of the anticipated population in the planning area. This task will include an assessment of opportunities to utilize resource efficient infrastructure and further the City s Climate Action Plan. In addition to providing cost estimates, financing strategies should include specific mechanisms to fund necessary improvements, expansions and maintenance of existing services and prioritization of strategies. Deliverable #9a: Infrastructure Development and Budget Memo Deliverable #9b: TAC Meeting Agenda/Meeting Materials and Minutes Deliverable #9c: CAC Meeting Agenda/Meeting Materials and Minutes Task 10: Implementation Plan and Financing Strategy The consultant will prepare a plan containing a list of measurable actions to implement goals of the Specific Plan (including Zoning Code and/or General Plan amendments), strategies to attract transitoriented development (including transportation demand strategies), measures to remove Page 14 of 23

15 development constraints, a phasing plan, estimated timeline for implementation/completion, responsible departments/agencies, cost estimates, and potential revenue sources. Deliverable #10a: Implementation Plan and Financing Strategy Deliverable #10b: TAC Meeting Agenda/Meeting Materials and Minutes Deliverable #10c: CAC Meeting Agenda/Meeting Materials and Minutes Deliverable #10d: Planning Commission meeting (or work session) - Agenda/Meeting Material and Minutes Deliverable #10e: City Council meeting (or work session) - Agenda/Meeting Material and Minutes Task 11: California Environmental Quality Act (CEQA) Environmental Document The consultant will be responsible for preparing and completing the environmental impact report (EIR) to ensure consistency between the Specific Plan and CEQA. For cost-savings and efficiency purpose, the consultant shall make use of existing environmental documentation (e.g., technical analyses, planning documents, government regulations, etc.). Key tasks to be performed or prepared by the consultant for the EIR include, but are not limited to the following: Define project Data review and preparation of existing conditions Assess EIR scoping topics with City staff Notice of Preparation and Scoping meeting Initial Study Alternatives analysis Proposed Thresholds of Significance Documentation of impacts Notice of Completion & Notice of Availability Notice of Determination Responses to comments Mitigation measures and monitoring program Statement of overriding considerations (if needed) Findings Administrative Draft EIR Public Review Draft EIR Final EIR The consultant will also be responsible for conducting all public meetings. The consultant will attend and present the draft and final EIR at the Planning Commission and City Council EIR adoption meetings. Page 15 of 23

16 For the purposes of the RFP submittal, applicants should budget and show applicable scope of work for an EIR. Because the City is presently undergoing its General Plan Update, which includes an EIR, there may be streamlining and other efficiencies in preparing the environmental document for Specific Plan. City staff may work with the selected consultant to a streamlined or an alternative environmental review option (i.e., Supplemental EIR instead of a Program EIR). Deliverable #11a: Data review, project description and existing conditions inventory Deliverable #11b: Notice of Preparation (draft and final) Deliverable #11c: Notice of Completion (draft and final) Deliverable #11d: Administrative Draft and Red-line Draft Deliverable #11e: Draft EIR Deliverable #11f: Planning Commission meeting for Draft EIR Agenda/Meeting Materials and Minutes Deliverable #11g: City Council meeting for Draft EIR Agenda/Meeting Materials and Minutes Deliverable #11h: Notice of Determination (draft and final) Deliverable #11i: Final EIR Deliverable #11j: Planning Commission meeting for Final EIR Agenda/Meeting Materials and Minutes Deliverable #11k: City Council meeting for Final EIR Agenda/Meeting Materials and Minutes Deliverable #11l: TAC Meeting Agenda/Meeting Materials and Minutes (optional) Deliverable #11m: CAC Meeting Agenda/Meeting Materials and Minutes (optional) Task 12: Preliminary Draft Transit-Oriented Development Specific Plan Based on the conclusions reached through completion of Tasks 1-10, the consultant team will prepare a Preliminary Draft Specific Plan that incorporates all of the deliverables mentioned under the above tasks. The Specific Plan will include but is not limited to the following items: Goals and policies; Land use plan with description of land uses and overall development potential; Identification of opportunity sites and preferred development options, including photo-simulations for key development sites; Development standards and/or form-based design guidelines to facilitate high quality transitoriented development; Policies to overcome any obstacles or constraints to meeting housing need at all income levels; Parking standards and strategies for increased transit use and reduced parking; Access improvements and design standards; Pedestrian-oriented street improvements and design standards for the Specific Plan area; Implementation program, including strategies to attract transit-oriented development, measures to remove development constraints, a phasing plan, and additional follow-up actions and public outreach efforts to implement the Specific Plan; and Financing options for public/private development and public improvements, including strategies and timing for pursuing possible federal and state funding sources. Page 16 of 23

17 Concurrent with preparation of the Specific Plan, the consultant team will prepare parallel Zoning Code amendments (and General Plan amendments if required) to implement the Specific Plan. This would include amending the Zoning Map such as creating a special zoning or overlay district for the Specific Plan area. Deliverable #12a: Preliminary Draft TOD Specific Plan Deliverable #12b: TAC Meeting Agenda/Meeting Material and Minutes Deliverable #12c: CAC Meeting Agenda/Meeting Material and Minutes (review and comment on Preliminary Draft TOD Specific Plan) Task 13: Public Review Draft Transit-Oriented Development Specific Plan Based on CAC and TAC input, a Public Review Draft Specific Plan will be prepared and circulated for formal public review and comment. During the public review period, City staff and CAC members will also conduct active public outreach by presenting the Specific Plan to homeowner associations, the Downtown Association, Chamber of Commerce, and other interested groups to solicit comments. A community workshop will also be conducted by the consultant team on the Public Review Draft to receive public input. A CAC meeting will be held to receive the CAC s formal and final recommendations on the Draft Specific Plan and General Plan and/or Zoning Code Amendments. The Planning Commission will conduct a public hearing and forward a recommendation to the City Council on the Draft Specific Plan (including recommendations for Zoning Code and/or General Plan amendments). Deliverable #13a: Draft TOD Specific Plan Deliverable #13b: Community Workshop - Agenda/Meeting Material and Summary of Feedback Deliverable #13c: CAC meeting - Agenda/Meeting Material and Minutes Deliverable #13d: Planning Commission meeting - Agenda/Meeting Material and Minutes Task 14: Final Transit-Oriented Development Specific Plan and Implementation The City Council will hold a public hearing to adopt the Final Specific Plan and final General Plan and/or Zoning Code amendments. The consultant team will then prepare the Final Specific Plan (including recommendations for General Plan and/or Zoning Code amendments). This task also includes the consultant team assisting City staff in initiating other elements of the implementation program as outlined in the adopted Specific Plan. Deliverable #14a: Final TOD Specific Plan as adopted by City Council Deliverable #14b: City Council meeting - Agenda/Meeting Material and Minutes IV. PROPOSAL REQUIREMENTS Proposals should at a minimum include the following information: Page 17 of 23

18 1) Proposed scope of work, project timeline, approach to community workshops and public meetings, and deliverables based on the preliminary work scope outline in the RFP above, and the number of public/staff meetings for each task. Please clearly identify the estimated completion dates for each deliverable under the tasks described in Section III (Scope of Work) above and be realistic in your estimates as timely reimbursement from the City (via MTC) is based on them. 2) Description of the consultant team, including: a. Identification of the Project Manager and other key staff members from the lead consultant firm, including resumes and their specific role on the team. b. Identification of sub-consultants, specific tasks assigned, and resumes of their key staff members. 3) Schedule of hours by major tasks with breakdown of hours allocated to each staff member of the consultant team, and current hourly rates of staff members; 4) Examples of relevant experience and work products during the past five years in transitoriented development, downtown development, urban design, community facilitation and/or transit planning. Please include electronic files (on a CD-rom or flash drive) or web links to recent studies, plans, or reports prepared by the lead consultant firm that are representative of the scope of work outlined in this RFP. 5) A minimum of three client references that City staff may contact. Please make sure that the reference contact information is accurate. 6) Billing policy, including how materials, incidentals, and other non-staff expenses will be billed. 7) Ability of the lead consultant firm to comply with the provisions of the City s standard Contractual Services Agreement, including its insurance provisions; state any terms that may require amendment (see Exhibit E). Budget In Summer 2014, the City was awarded an MTC PDA Planning grant in the amount of $440,000 plus local cash for a total project budget of $500,000. Applicants should prepare a project budget for an amount not to exceed $500,000. Geographic Information System (GIS) The consultant shall have the capability to develop and analyze data and prepare reports and maps using GIS software. The City uses ESRI GIS software. It shall be the consultant s responsibility to coordinate with the City to ensure that maps, reports and files from the project are compatible with the City s GIS system. The consultant will be granted access via a confidentiality agreement to the City s GIS data in preparation of base maps and other required maps or graphics. Format All draft and final TOD Specific Plan and EIR documents for public use must be submitted in both paper and CD-ROM with Microsoft Office 2003 or higher and Adobe Acrobat PDF software. Page 18 of 23

19 Non-Collusion Affidavit The Consultant declares, by signing and submitting a proposal, that the proposal is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine and not collusive or sham; that the Consultant has not directly or indirectly induced or solicited any other Consultant to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with any Consultant or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the Consultant has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the proposal price of the Consultant or any other Consultant, or to fix any overhead, profit, or cost element of the proposal price, or of that of any other Consultant, or to secure any advantage against the public body awarding the contract of anyone interested in the proposed contract; that all statements contained in the proposal are true; and, further, that the Consultant has not, directly or indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, or paid, and will not pay, any fee to any corporation, partnership, company association, organization, proposal depository, or to any member or agent thereof to effectuate a collusive or sham proposal. V. REQUIRED PROPOSAL SUBMITTALS Two (2) hard copies and one (1) CD-ROM (or flash drive) of the complete RFP application shall be submitted to the City of San Leandro Community Development Department by 3 p.m. on Thursday, January 22, The electronic files on the CD-ROM should preferably be in Adobe Acrobat PDF (.pdf ) format. Copies shall be submitted in a clear and legible format and on 8.5 x 11 paper. All responses to this RFP shall be delivered in person or transmitted by standard mail or courier in sealed packages. Late proposals will not be accepted or considered. Additionally, all proposals will remain the property of the City unless requested by the firm, and the City shall not be subject to any reimbursement costs. Address proposals to: Attn: Tom Liao, Deputy Community Development Director City of San Leandro Community Development Department 835 East 14 th Street San Leandro, CA Phone: (510) tliao@sanleandro.org If you have any questions on the RFP application process, please contact Tom Liao, Deputy Community Development Director at or tliao@sanleandro.org. Each applicant to this RFP agrees that the preparation of all materials for submittal to the City are at the applicant s sole cost and expense, and the City shall not, under any circumstances, be responsible for any costs or expenses incurred by a respondent. Page 19 of 23

20 VI. ESTIMATED SCHEDULE The projected schedule for selection of the consultant team is as follow Event Date RFP Distribution December 11, 2014 Scoping Meeting for Interested RFP Applicants 10 am, Thursday, December 18, 2014, Sister Cities Gallery (1 st Floor San Leandro City Hall) Deadline to Submit RFP Application 3 pm, Thursday, January 22, 2015, Community Development Department, San Leandro City Hall Candidate Interviews Week of January 26, 2015 Consultant Selection Week of February 2, 2015 Consultant Contract to City Council March 2015 The City reserves the right to alter the schedule above as necessary. In no case will the submittal deadline be earlier than indicated in this section. The City will hold a scoping, or pre-application, meeting on Thursday, December 18, 2014 at 10 am in the Sister Cities Gallery in San Leandro City Hall, to answer any questions or clarify any issues about the RFP. Upon receipt of all applications at the deadline, City staff will select the top candidates for an interview. The City reserves the right to request clarification or additional information from applicants during the RFP proposal review process. A selection committee composed of City, BART, Alameda County, and Bayfair Center staff (subject to change) will review the proposals and the most highly ranked consultant teams will be asked to attend an oral interview. The interview process will allow the consultant team an opportunity to expand on the information contained in their proposal and to discuss the scope of work and approach for preparing the Specific Plan. After the interview process, a contractual services agreement may be negotiated with the highest ranked consultant team. If an agreement cannot be reached, the City may choose to negotiate with the next highest ranked consultant team. The City is under no obligation to enter into a contract with any of the firms that submit a proposal. VII. EVALUATION OF PROPOSALS AND NEGOTIATIONS The proposals will be evaluated based on the following general criteria: Technical Competence: Technical competence to perform the work specified in this Proposal. Factors to be considered include, but may not be limited to: breadth and depth of experience of the consultant team with similar projects and developments issues; the expertise, experience, and project management skills of key personnel; community workshop experience; and the quality, originality, and comprehensiveness of work products. Page 20 of 23

21 Record of Past Performance: Past record of performance as determined from all available information, including direct communication by City staff with the supplied references. Factors to be considered include but may not be limited to: excellence of work products; innovation and creativity; effective communication and coordination with client and consultant team; cost control and efficiency; and completion of tasks on schedule. Approach to Work: Proposed methods and techniques for accomplishing the scope of work described in this RFP. Factors to be considered include, but may not be limited to: methodology to accomplish project tasks; community participation process; education and communication techniques; and project management approach. Capability to Meet Schedule: Capability under current workload to perform the work within the project schedule. Factors to be considered include but may not be limited to: size of staff assigned to the project, availability/responsiveness of staff, and experience in staying on budget and on time. Proposals must fully address the evaluation factors, contain complete technical submittals, references and data to verify qualifications and experience and include a statement that the City contract can be executed, and any exceptions. Proposals without sufficient submittal data to provide a complete evaluation will be considered non-responsive. As part of the proposal, Consultants must evaluate the City s proposal terms and conditions. The City reserves the unilateral right to amend this RFP in writing at any time. The City also reserves the right to cancel or reissue the RFP at its sole discretion. Consultants shall respond to the final written RFP and any exhibits, attachments and amendments. All Consultants shall verify if any addendum for this project has been issued by the City. It is the Consultant s responsibility to ensure that all requirements of contract addendum are included in the Consultant s submittal. The City reserves the right to reject any or all proposals and the right to waive minor irregularities in any proposals. Waiver of one irregularity does not constitute waiver of any other irregularities. Because this proposal is negotiable, all pricing data will remain confidential until after award is made. VIII. DELIVERABLES REQUIRED OF SUCCESSFUL CONSULTANT The successful Consultant(s) shall enter into a Consulting Services Agreement with the City of San Leandro and submit the following items within ten (10) days of notification of award of the Specific Plan contract: 1. City of San Leandro business license; to be maintained throughout length of contract 2. Copy of Certificate(s) of Insurance which shows compliance with the requirements in Exhibit E (Contractual Services Agreement template) and naming the City of San Leandro as an additional insured; 3. Completed IRS W-9 tax form Page 21 of 23