REQUEST FOR PROPOSAL (RFP)

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1 REQUEST FOR PROPOSAL (RFP) TOWN OF CORTE MADERA CLIMATE ADAPTATION PLANNING OCTOBER 2018 Submit proposal to: R.J. Suokko, Senior Civil Engineer Town of Corte Madera 300 Tamalpais Drive Corte Madera, CA PROPOSALS DUE BY: 4:00 P.M., THURSDAY, NOVEMBER 1, 2018

2 TABLE OF CONTENTS SECTION PAGE 1. INTRODUCTION SCOPE OF WORK CONTENTS OF PROPOSAL FEE PROPOSAL RFP DISTRIBUTION AND INFORMAL SELECTION PROCESS CONSULTANT SELECTION TIMELINE ATTACHMENTS: 1) Project Location Map 2) Marin Bay Waterfront Adaptation and Vulnerability Evaluation (BayWAVE) 3) Local Hazard Mitigation Plan, Taming Natural Disasters, Town of Corte Madera Annex-2011.pdf 4) Town of Corte Madera, Climate Action Plan Plan-March-2016?bidId= 2

3 TOWN OF CORTE MADERA CLIMATE ADAPTATION PLAN INTRODUCTION The Town of Corte Madera (the Town ) is inviting qualified consulting teams to submit a proposal to provide planning, public outreach, land surveying and environmental services to develop a forward-thinking and cutting-edge Town of Corte Madera Climate Adaptation Plan. The Climate Adaptation Plan will provide the necessary foundation and framework for Town staff, the Town s elected officials, and a diverse community of stakeholders to make critical decisions that address the Town s extensive range of climate change vulnerabilities. The Town is fortunate to have an ideal framework in place to prepare this plan based on the conclusions of the Marin Bay Waterfront Adaptation and Vulnerability Evaluation (BayWAVE) Sea Level Rise Vulnerability Assessment, the Town s Hazard Mitigation Plan, the Town s Climate Action Plan and on-line assessment tools such as Our Coast Our Future. Through public input received from interactive and educational community workshops and expertise of staff and a yet to be determined consultant team, the Climate Adaptation Plan will provide analysis, recommendations, and specific implementable strategies and adaptation related capital improvement projects for the Town s multi-modal transportation infrastructure, land uses and natural habitats. This planning effort will allow for the integration of adaptation and resilience policies into the Town s General Plan and directly inform the capital project budgeting process, ensuring that critical climate adaptation projects be funded in the near term. Lastly, the climate adaptation plan will recommend long term capital improvement projects that ensure Corte Madera s resiliency through 2050 and beyond. The project was approved as part of a SB1 grant application and is state funded by the Public Transportation Account. The project is being administered by Caltrans Division of Transportation Planning, and is also subject to Caltrans Local Assistance procedures. It is anticipated that the entirety of the consultant contract will be executed as one single contract encompassing the full scope described in this RFP. The estimated fee for the consultant contract is $200,000 to $250,000. Consultant must be fully familiar with all applicable local, state and federal guidelines and requirements of Caltrans Division of Transportation Planning. The Town of Corte Madera reserves the right to adjust the scope of services as deemed appropriate and necessary. The Town s consultant is expected to scope the project based on the contents provided in this RFP including associated web links to relevant documents and the team s site inspection and knowledge of the region, prior to the proposal. One consultant team will be selected to handle all the tasks within the project which includes both the technical and administrative duties. The consultant will be working under the supervision of the Town of Corte Madera, Department of Public Works but attentive care shall be given to all of the agencies involved and various stakeholders. No CEQA/NEPA environmental documents will be filed as part of this project but environmental constraints will be analyzed and preliminary assessments will be determined to assist with the overall planning process. 3

4 It is anticipated that the vast majority of the physical/capital improvements recommended by the plan will lie within the Town of Corte Madera right-of-way but it is expected that some improvements would fall in other jurisdictions or on private property. As specific projects are identified, the consultant team will be expected to provide preliminary analysis of the right-ofway constraints and challenges as a way to assist with the overall planning process. Neighboring jurisdictions and agencies such as: Larkspur, County of Marin, California Department of Fish and Wildlife, Golden Gate Bridge, Highway and Transportation District, Army Corp, Regional Water Quality Control Board and Marin Resource Conservation District, are anticipated to be partners, especially since some anticipated improvements along the Corte Madera Marsh will be recommended by the Climate Adaptation Plan. This RFP contains consultant services starting with aspects of scoping the project and leading all the way up to a final climate adaptation plan. Current Project Schedule The current project schedule is listed below and may be updated as needed: Milestone Project Kick-Off Initial Public Workshop Existing Conditions Report Community Workshop #1 Planned (Update as needed) Start Date Completion 12/18 12/18 12/18 1/18 12/18 3/19 3/19 4/19 Develop Adaptation Concepts & Alternatives 4/19 9/19 Community Workshop #2 9/19 9/19 Develop Draft Adaptation Plan 9/19 3/20 Community Workshop #3 3/20 3/20 Identify Potential Grant Fund Sources & Prepare Applications 3/20 9/20 Present at Joint Planning Commission/Town Council Meeting 5/20 5/20 Final Climate Adaptation Plan 5/20 9/20 Town Council Adoption 9/20 9/20 4

5 SCOPE OF WORK Corte Madera will develop a multidisciplinary Climate Adaptation approach that utilizes state of the practice; fortification of critical assets, managed retreat, retrofit of existing infrastructure, resiliency by design for new development, wetland restoration, flood channel/levee enhancements, fire prevention techniques, enhancement of low-carbon energy use, increasing low-carbon transportation, and extreme weather mitigation strategies. The scope of work below reflects the anticipated process and deliverables for the Town of Corte Madera Climate Adaptation Plan (CM-CAP). OVERALL PROJECT OBJECTIVES (State Executive Orders, Related Plans): Develop new and analyze existing climate change vulnerability maps to identify at-risk transportation assets, resources, and transit-dependent populations within the Town boundary (CTP 2040). Develop a Highway 101-specific strategy for protection and fortification of the primary transportation and economic corridor in Town, Marin County and connections to San Francisco. Identify interdependencies between the transportation system and other infrastructure and community services to highlight vulnerable areas with greatest possible consequences if damaged/impacted, especially as it relates to sea level rise (SLR) and changing weather patterns associated with climate change (EO S-13-08). Develop strategies to increase both physical and social resilience of the community s transportation system to climate change, including growing lowcarbon transportation options (EO B-30-15). Improve early warning systems and disaster preparedness for extreme weather events. Facilitate meetings between community residents, infrastructure owners/operators, and businesses to determine adaptation priorities, implementation timelines, and possible funding sources to increase the resilience of the transportation system (2017 GP Guidelines). Develop conceptual designs for green adaptation solutions for transportation infrastructure (ICARP). Develop, based on prior BCDC 2013 Assessment, Corte Madera Marsh-specific enhancements to enable restoration and long-term resiliency of Corte Madera and its interface with San Francisco Bay. Facilitate community dialogue about the benefits and disadvantages (costs, environmental, ecological, social, etc.) of building physical obstructions (i.e. levees, seawalls, etc.) around Town and private properties (in particular Marina Village and Mariner Cove subdivisions) as a mechanism to mitigate against sea level rise flows in those communities. 5

6 Identify alternatives and analyze solutions (including costs and benefits) for atrisk neighborhoods to adapt to SLR, including, but not limited to: education, seawalls, raising homes, and acknowledging the presence of bay flows, and managed retreat and land relinquishment Using information gathered from community discussions and all relevant technical sources, draft a policy for Corte Madera s Town Council s ( Council ) review which establishes a framework for assigning responsibility and assistance (if applicable) which the Town can provide to property owners in SLR prone areas. Identify short term and long term capital improvement projects specific to Mariner s Cove and Marina Village neighborhoods that would safeguard them from future sea level rise and that takes into account costs, benefits, right-ofway constraints and environmental impacts. Identify specific short term and long term capital improvement projects that will safeguard Highway 101, The Village and Town Center from future sea level rise and that takes into account cost, benefit, right-of-way constraints and environmental impacts. DETAILED SCOPE OF WORK: Identify Existing Conditions Gather existing vulnerabilities and background data by identifying opportunities, constraints, and standards to be used to guide preparation of the plan. Examples include climate change projections (e.g. precipitation, sea level rise, storm surge, wildfire incidence, weather patterns, drought, temperature increases, etc.), asset locations and information, existing and planned land uses, population characteristics, travel projections, etc. Emphasis will be placed on identifying the Town s most vulnerable and valuable assets, including property and transportation infrastructure (e.g. US 101, major boulevards, Town economic generators; Town Center, The Village, auto dealerships, residential neighborhoods and commercial centers). Inventory and evaluate vulnerable transportation infrastructure (including bicycle, pedestrians and public and private transit), resources, and transit-dependent communities. Review the Town s Bicycle/Pedestrian plan to identify potential future improvements that may be susceptible to climate change. Coordinate with Marin Transit and Golden Gate Transit to discuss and document their existing and planned transit facilities. Public Outreach Note: All meetings will be publically noticed on the Town s website and the Town s Community Center digital reader board, and an notification subscription list specific to the Climate Adaptation Plan will be utilized to ensure maximum attendance. In addition, Golden Gate Transit, Marin Transit and the Town s Bicycle Advisory Group will be notified of the workshop and will be encouraged to participate. Community workshop announcements will be provided in both Spanish and English, as well as on-site translation to Spanish as needed during community forums. This may be provided by Town staff or the consultant team. Also, 6

7 workshop announcements will be provided in numerous media forms; print, web, and/or social media to encourage a diverse group of participants from all socioeconomic backgrounds. Community Workshop #1 This workshop will introduce the project to the public, define the project scope, goals, and objectives, inform the community of project opportunities and constraints, and solicit opinions and comments from the community to help develop the Town s adaptation concept. The workshop will be set up as an inclusive environment where all ideas are welcome and nothing is too big or too outlandish to consider. Develop Adaptation Concept Based on the existing conditions report and community input from Workshop #1, priorities for analysis and concept adaptation strategies will be developed. Conceptual adaptation designs will incorporate natural and green infrastructure planning where possible and will include written descriptions, plans, sketches, and photos. Develop Conceptual Design Concept Alternatives Develop up to three critical capital projects, each with up to three adaptation alternatives. Illustrations will be made in plan, with cross sections, sketches, and/or visual simulations used to supplement visual understanding of each project and alternative. The sample projects will discuss in detail the feasibility and/or options to improve the multi-modal transportation system including but not limited to bicycle, pedestrian and transit. The alternatives will be prepared and presented at Community Workshop #2. Community Workshop #2 The second community workshop will be an interactive workshop that will use maps and modeling tools to present adaptation strategies and project alternatives. The community will give input on preferred alternatives and where specific adaptation plans are possible. The Town will continue to solicit feedback from the community to shape the Draft Climate Adaptation Plan. Basic cost-benefit analysis and public-private partnerships will be developed by the consultant team and approved by Town staff for use. Draft Adaptation Plan Based on the adaptation priorities and strategies identified by the community in Workshop #2, a Draft Adaptation Plan will be prepared. The draft report will include recommendations for implementation based on clear criteria, including, but not limited to: financial feasibility, time to complete, and level of risk. State of the practice for SLR and all other relevant adaptation issues will be used, including but not limited to: managed retreat, resiliency by design, reinforcement/protection, natural resource enhancements, fire protection, disaster preparedness, and extreme weather resiliency. The draft report will be presented at Community Workshop #3 for public feedback and it will also be presented to key advisory bodies and Town Council for their input. Community Workshop #3 Present draft concept and report and continue to solicit feedback from the community in order to shape the Final Adaptation Plan. 7

8 Identify Potential Funding Sources Review and identify potential funding sources for future implementation of priority projects, relying significantly on local funding sources, public-private partnerships, and local sources to match regional, state and federal grant opportunities. Funding plans and potential sources should be considered at least through 2030, possibly Joint Planning Commission/Town Council Meeting Coordinate a joint session among the land use and legislative leaders of the Town to review the Draft Adaptation Plan and adaptation strategies.this meeting will be used to solicit feedback, respond to any questions, amend the draft plan based on public/leadership input, and resolve any critical issues. Ensure that clear direction is received from Council such that final adoption is anticipated at project completion. Final Climate Adaptation Plan Complete the Final Climate Adaptation Plan (final report or final plan or CAP), addressing input from the community (i.e. Community Workshop #3) and from the Planning Commission and Town Council. The plan will be graphically rich, aesthetically pleasing, and will rely on charts, graphs, photos and succinct recommendations rather than excessive text. Four hard copies and four electronic copies of the final report will be submitted to Caltrans. Credit of the financial contribution of the grant program will be credited on the cover of the final report. A four to eight page plan summary will also be developed and made available to the public. Town Council Adoption Present the final Climate Adaptation Plan to the Town Council. If applicable, resolve any remaining critical issues. Town Council to accept and provide direction regarding next steps, dedication of funding for implementation of priority adaptation strategies, and presenting the plan to the Transportation Authority of Marin (TAM) Board and the Marin County Public Works Association to maximize local awareness and replicability. CONTENTS OF PROPOSAL To maintain uniformity in the evaluation process, your proposal shall be limited to a maximum of 25 pages on single-sided, 8½ x 11 paper (occasional 11 x17 sheets for charts and graphics are acceptable). The text font (ARIAL, TAHOMA, or similar) shall not be smaller than size 10. Page numbers will be provided on the pages, however, the cover letter, table of contents, front and back covers, and section dividers and resumes are excluded from the page count. The proposal shall be bound, with tabbed section dividers, and include the following sections in the following order: Cover Letter Include the primary consultant s name and business address, as well as the Project Manager s name, telephone number and address. Summarize your understanding of the project and briefly introduce your team. Address any exceptions to the indemnification requirements listed below. The cover letter shall be signed by the person authorized to negotiate a contract for proposed services with the Town of Corte Madera on behalf of submitting firm/team. INDEMNIFICATION: 8

9 Contractor agrees to indemnify, defend, and hold the Town of Corte Madera harmless from any and all liabilities including, but not limited to, litigation costs and attorney's fees which it may incur as a consequence of this Contract and from any and all claims and losses to anyone who may be injured or damaged by reason of Contractor's willful misconduct or negligent performance of this Contract. The Town reserves the right to reject any proposal that provides changes to the agreement not acceptable to the Town. Organization Chart and Prime and Subconsultant Introductions Clearly identify the prime consultant, all subconsultants, and their respective roles. Identify the project manager and key staff proposed for this project, including sub-consultants staff, and anticipated experts. Excluding circumstances beyond the consultant s control, it is expected that the project team proposed under this proposal will remain unchanged throughout the duration of the Project. Replacement of key staff without written approval of the Town of Corte Madera will not be permitted. Include contact information and a brief summary of the primary firm s organization and history. Provide a résumé of each key team member in Appendix 1 (Appendix 1 is excluded from the page count). Provide two references (name, title, agency, and telephone number) for the project manager and task leaders from similar type/size projects as an extension or addition to their resume in Appendix 1. Include contact information and a brief summary of the each subconsulting firm s organization, history, and two firm references. Provide a brief résumé (one page each) of each key team member (again, resumes are excluded from the page count). Relevant Project Experience Include similar type/size projects that your team has completed. Provide a project description, services provided, and consulting fees. Discuss whether the RFP scope can be completed on time and within budget. Project Understanding and Approach Describe your firm/team s understanding of the work to be performed and identify the approach for key services and/or issues anticipated for this project. Describe project manager s and firm/team support and approach to managing projects to ensure effort is completed on schedule and within established budget. Project Schedule Describe the project schedule from start to finish with reasonable completion expectations. Indicate stages of work, time frames, and your team s ability to perform the required services in a timely manner. Indicate the methods and tools used to develop the schedule and the plans to track the schedule and update it throughout the life of the project. Assure that the project is completed by the summer or fall of Scope of Services Provide a detailed description of the proposed scope of services all the way through adoption of the final Climate Adaptation Plan by Town Council. The scope of services submitted with the Consultant s proposal must include a list and number of all deliverables, digital and hard 9

10 copy, to be provided. Consultant must also plan for the necessary meetings for every aspect of the improvements program. FEE PROPOSAL 1. Two copies of your proposed fee shall be submitted in a separate sealed envelope, plainly labeled Fee Proposal with the prime company s name and the project title. 2. This RFP contains consultant services leading all the way up through adoption of the final Climate Adaptation Plan by Town Council. Any annual or standard rate increases that may occur within this time period or the duration of the contract must be clearly defined in the original fee proposal. 3. The fee shall include separate services for each of the tasks within the scope of services discussed in this RFP. 4. The fee proposal shall include a cover letter stating the not-to-exceed fee, and separate fee schedules depicting individual project tasks, staff hours, and basic hourly charge rates. The fee proposal shall reflect all anticipated fee increases during the contract duration. 5. The final contract price may be negotiated. RFP DISTRIBUTION, SUBMISSION, AND SELECTION PROCESS The Town will advertise this RFP publicly in Marin Independent Journal and will notify selected firms. Questions concerning the RFP should be submitted via . RFP Questions should be sent to R.J. Suokko at: The subject line should read: RFP Questions for Climate Adaptation Plan. Three (3) copies of the proposal package are due by 4:00 p.m. on Thursday, November 1, The package, including the sealed cost proposal, shall be labeled Climate Adaptation Plan RFP and submitted to the following address: R.J. Suokko Senior Civil Engineer Town of Corte Madera 300 Tamalpais Drive Corte Madera, CA A consultant selection committee will evaluate each proposal and rank the consultant teams based on the technical information, qualifications and check of references provided in the proposal. Interviews are anticipated for this project and will be tentatively set as listed in the timeline below. The issuance of this RFP constitutes only an invitation to present responses. The Town reserves the right, at its sole discretion, to determine whether or not any aspect of the response satisfactorily meets the criteria established in the RFP. The Town reserves the right to seek additional information and/or clarification from the respondent, the right to confer with any respondent submitting a response and the right to reject any or all responses with or without cause. In the event that the RFP is withdrawn by the Town for any reason, the Town shall have no liability to any respondent for any costs or expense incurred with the preparation of this RFP or related work. The Town reserves the right, at its sole discretion, to waive any irregularities or informality. The Town may conduct interviews with any respondent it deems necessary. 10

11 In order to minimize the potential for a conflict of interest or unfair competitive advantage, respondents must be aware that if they enter into a contract with the Town of Corte Madera to provide services sought by this RFP, the Town reserves the right, in its sole discretion, to disqualify them from later serving as a consultant, advisor or sub-consultant to others for the project for which the consultant, advisor or sub-consultant provided services to the Town of Corte Madera. The Town of Corte Madera reserves the right to reject any and all responses for failure to meet the requirements contained herein, to waive any technicalities and to select the responses which, in the Town s sole judgment, best meets the requirements of the project. CONSULTANT SELECTION TIMELINE: Distribution of RFP October 12, 2018 RFP Submittal Deadline November 1, 2018 at 4:00 p.m. Consultant Interviews November 20, 2018 (tentative) Consultant Selection November 28, 2018 (tentative) 11

12 EVALUATION CRITERIA Selection Criteria and Weighting Percentages Criteria Project Team: This includes the team s qualifications and relevant individual experience, unique qualifications of key personnel, time commitment of key members and the strength of the Organization Chart Weight 25% Project Understanding and Approach: This includes demonstrated knowledge of the work required, explanation of the project, key components, local and best practice processes, and innovative approaches and internal measures for timely completion of project. 35% Scope This includes the relevance, completeness and logic of the scope. 20% Project Management This includes the ability to manage the project in a turnkey fashion, responsiveness to the Town and its citizens needs, quality and timeliness of the deliverables and budget control. 15% References This includes record of producing quality product on similar projects on time and within budget. 5% Total 100% t:\_project_files\_ \ climate adaptation plan\climate adaptation rfp.doc 12

13 TOWN OF CORTE MADERA - CLIMATE ADAPTATION GRANT - PROJECT AREA MAP LIMIT OF WORK

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