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HomeMy WebLinkAbout2005-05-24 - AGENDA REPORTS - LANDSCAPE REVIEW CONTR (2)Agenda Item: 14 CITY OF SANTA CLARITA AGENDA REPORT CONSENT CALENDAR City Manager Approval: Item to be presented by: Heather Waldstein DATE: May 24, 2005 SUBJECT: AUTHORIZATION TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH LAWRENCE R. MOSS & ASSOCIATES TO PROVIDE LANDSCAPE PLAN REVIEW AND INSPECTION CONSULTATION SERVICES FOR THE PLANNING AND ECONOMIC DEVELOPMENT DEPARTMENT DEPARTMENT: Planning and Economic Development RECOMMENDED ACTION City Council authorize the City Manager or designee to enter into a professional services contract between the City and Lawrence R. Moss & Associates for landscape review and inspection services, for a total contract amount not to exceed $120,000.00, contingent upon the adoption of the FY 05-06 Budget, contingent upon the adoption of the FY 05-06 Budget. BACKGROUND The landscape plan review process is a new function in the Department of Planning and Economic Development, recently transitioned from the Parks, Recreation and Community Services Department in October 2004. The landscape review process is very detail -oriented and time consuming, requiring the attention of a person with years of experience and expertise in landscape design and implementation. Currently, the Planning Division does not have the resources to provide the extensive time or expertise needed to facilitate the landscape plan review process. These responsibilities will be best served by a landscape consultant that will provide 25-30 hours a week to complete the following tasks: Review of proposed landscape plans, including providing comments and conditions of approval for those plans; Conduct site inspections; • Participate in Department meetings such as the Development Review Committee and Landscape Review Committee; • Coordinate with other City Departments and outside agencies; • Prepare staff reports as needed, and; • Attend Planning Commission and City Council hearings as needed. Staff sent out an open request for qualifications and proposals for the landscape consultation services to five local firms, of which two responded. Lawrence R. Moss & Associates was the highest rated firm of the firms interviewed by City staff to provide landscape consultation services. The firm has over 30 years of experience in Landscape Architecture including many years providing landscape consulting services to other Southern California cities. The cost for the 2005/06 fiscal year of services shall not exceed $120,000. ALTERNATIVE ACTIONS 1. Not approve the contract with Lawrence R. Moss & Associates and select an alternate consulting firm for landscape consultation services. 2. Other action as determined by the Council. FISCAL IMPACT Costs for landscape review services will be offset by fees paid for by the applicant (Revenue Account # 001-6490). READING FILE (DRAFT) Professional Services Agreement between the City and Lawrence R. Moss & Associates Request for Qualifications/Proposals CITY OF SANTA CLARITA PLANNING AND ECONOMIC DEVELOPMENT DEPARTMENT REQUEST FOR QUALIFICATIONS/PROPOSALS TO PROVIDE LANDSCAPE REVIEW AND INSPECTION CONSULTANT SERVICES TO. Prospective Consultants and Contractors DATE: February 23, 2005 SUBJECT: Request for Qualifications/Proposals (RFQ/P) to provide Landscape review and Inspection consultant services for the City of Santa Clarita TABLE OF CONTENTS I. Purpose and Need II. Required Qualifications III. Staff Contact IV. Delivery of Qualifications V. Attachments I. PURPOSE AND NEED The Landscape Review process is a new function in the Department of Planning and Economic Development, recently transitioned from the Parks, Recreation and Community Services Department in October 2004. The landscape review function is a critical component of the Development Review process, which requires this function to be a part of the Planning and Economic Development Department. The Landscape Review process Is a very detail oriented and time consuming function, which requires the attention of a person with years of experience and expertise in landscape design and implementation. Typically the Landscape Review process includes the reviewing of current landscape plans and preparing and providing comments and conditions of approval for those plans; conducting landscape site Inspections; participating In Department meetings such as Development Review Committee and Landscape Review Committee; coordination with City departments and agencies outside the City, such as the L.A. County Fire Department Fuel Modification Unit; preparing staff reports; and attending Planning Commission and City Council hearings when needed. The City Council and Planning Request for Qualifications February 23, 2005 Page 2 Commission have historically required and/or expected developments to be attractively and aggressively landscaped in excess of code requirements. Currently, the Planning Division does not have the staff that can provide the extensive time or expertise needed to facilitate the Landscape Review process. Staff feels that this function Is best served by a Landscape Consultant that can provide 25-30 hours a week of time, which includes time spent in the office and field. Although the scope and quantity of work will fluctuate depending on the type and volume of development applications, it is expected that the role of the landscape consultant would Include the four major tasks as follows: 1. Review current landscape and irrigation plans as submitted. 2. Participate in Department meetings as needed. The Landscape Consultant will attend and provide Input as needed In Department meetings with respect to landscape plan review, Including Landscape Review Committee (LRC) meetings, which occur on Tuesday afternoons on a biweekly basis, Development Review Committee (DRC) meetings, which occur every Thursday from 9 am to 12 pm, Planning Commission Meetings and City Council Meetings, which occur on alternating Tuesday evenings. In addition, meeting with applicants, developers or other staff members are required on a regular basis. 3. Prepare staff reports as required. The Landscape Consultant will write a summary of their findings for each landscape plan that will be reviewed by the Planning Commission and/or City Council for incorporations Into the staff report prepared by the case planner. 4. Conduct site inspections. The Landscape Consultant will visit project sites to determine the projects adherence to approved landscaped plans. The consultant will have the authority to sign off final Inspection cards for projects. 5. Prepare comments and conditions of approval for proposed projects. The Landscape Consultant will provide written comments to the project planner and applicant for Insertion Into Development Review Committee reports. The Consultant will also provide written conditions of approval. 6. Maintain office hours. The Landscape Consultant will be provided with an office space, computer, desk and chair. The Consultant is expected to provide at least 15 hours of office time over at least 3 days a week to attend meetings, consult with City staff and have a presence at City Request for Qualifications February 23, 2005 Page 3 Hall. In addition, the consultant will be expected to provide field time for inspections. 7. Provide staff training and consultation when needed. The Landscape Consultant from time to time will be asked to provide training to planning staff on review of landscape plans, types of plants and their appropriateness in the Santa Clarita Valley. City staff will work with the selected consultant to refine this scope of work and to develop a schedule for office hours. II. REQUIRED QUALIFICATIONS The City is seeking a Landscape Architectural Firm or Individual qualified to provide consulting services for private development projects. The City is requesting that prospective consultants submit a Statement of Qualifications (SOQ) and a Proposal by March 17, 2005, for the City's review. Specifically, the SOQ should contain the following Information: 1. Firm/Individual Background 2. Relevant Project Experience 3. Summaries of Key Staff (if applicable) 4. References 5. Staff resumes (if applicable) 6. Staff billing rates In addition, the City will accept work samples representative of the types of work or expertise required to serve as the City's Landscape Review consultant. The Statement of Qualifications (SOQ) shall demonstrate the firm's/individual's experience in landscape architecture. Primary consideration will be given to the general appropriateness of the qualifications and the technical competence of the consultant firm/individual, and the firm/Individual's willingness to work closely with City staff. The City of Santa Clarita Planning and Economic Development Department must receive one original and ten (10) copies of the completed Statement of Qualifications by the close of business on March 17m 2005. The original must be reproducible and submitted in loose-leaf, 8.5" x 11" format, with numbered pages. All Statements of Qualifications, as well as any modifications, received at this office after the hour and date specified above will not be considered unless they are sent by certified mail, for which an official, dated post office stamp has been obtained, and it is determined by the City's Project Manager that the late receipt was due solely to a delay in the mail, for which the consultant was not responsible. This RFQ does not commit the City to award a contract or to pay any costs incurred in the preparation of the Statement of Qualifications. The City reserves the right to accept or Request for Qualifications February 23, 2005 Page 4 reject any or all submittals received as a result of this request, to negotiate with any qualified consultant, or to cancel this RFQ in part or in its entirety. The City may require the selected consultant to participate in negotiations, and to submit such technical, price, or other revisions of their submittals as may result from negotiations. Criteria for Proposal Acceptance Primary consideration will be given to the general appropriateness of the proposal for the project, the technical competence and qualifications of the consultants (as described in the proposal) and the firm's willingness to work closely with City staff. The City reserves the right to reject all proposals that are inappropriate or Inadequate. The Planning Manager, with staff assistance, will evaluate all proposals for adequacy, technical competence, and the suitability of the consultant. Selection of a consultant will be based on the content of the written proposal received by the Project Manager (additional materials may be submitted, but will not be considered in the Consultant selection process). The selected Consultant will be notified by letter of the selection. The contract will be awarded only to a responsible consultant. In order to qualify as responsible, a prospective Consultant must meet the following standards as they pertain to this Request For Qualifications/Proposal. 1. The Consultant must have adequate technical and financial resources for performance, as well as adequate equipment, or have the ability to obtain and to manage such resources and equipment as required during the performance period of the proposed contract. 2. The Consultant must have the necessary experience, organization, technical qualifications, skills, and facilities, or have the ability to obtain and to manage them (including any sub -consultant arrangements). , 3. The Consultant must be able to comply with the proposed or required performance schedule for this project. 4. The Consultant must have a satisfactory record of contractual performance. 5. The Consultant must be an Equal Opportunity Employer and have all Insurance required by the City. 6. The Consultant must be otherwise qualified and eligible to receive an award under all applicable laws and regulations. The City of Santa Clarita Planning and Economic Development Department must receive one Request for Qualifications February 23, 2005 Page 5 original and five (5) copies of the completed proposal and qualifications by the close of business on March 17, 2005. The original must be reproducible and submitted in loose-leaf, 8.5" x 11" format, with numbered pages. All proposals, as well as any modifications, received at this office after the hour and date specified above will not be considered unless they are sent by certified mail, for which an official, dated post office stamp has been obtained, and it is determined by the City's Project Manager that the late receipt was due solely to a delay in the mail, for which the consultant was not responsible. Limitations 1. All reports and pertinent data or materials shall be the sole property of the City of Santa Clarita, and may not be used or reproduced in any form without the explicit written permission of the City. 2. The Consultant should expect to have access to only the public records and files of local government agencies in preparing the proposal or reports. Good business practices such as the use of formal letters of request and the making of appointments should be followed. 3. The City reserves the right to extend the time allotted for the proposal, to interview the bidder in person, and to request a best and final offer, should the City deem that 1t is in its best Interest to. do so. 4. This RFQP does not commit the City to award a consultant to pay any costs Incurred In the preparation of the proposal. The City reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified Consultant, or to cancel this RFQP in part or in its entirety. The City may require the selected consultant to participate in negotiations, and to submit such technical, price, or other revisions of their proposals as may result from negotiations. eaairionai Information The City of Santa Clarita will provide the selected consultant one (1) copy each of the following: the Santa Clarita General Plan, Unified Development Code, City Beautification Guidelines and other maps. Request for Qualifications February 23, 2005 Page 6 The organization of the scope of work proposed is described in this section of the RFQ/P. All potential consultants must follow this format. 1. Introduction A general introduction and description of the proposal shall be provided. The format of the Introduction is at the discretion of the consultant; however, a restatement of the City's requests for a Landscape Review Consultant should be provided. 2. Plan of Study/ Scooe of Work Describe the work program. Explain the proposed technical approach that addresses the specific issues identified in this RFQ/P. Provide a description of the relationships between these activities. Include an explanation of any division of work proposed between the consultant and the City. 3. Schedule Describe the time schedule and availability of the consultant. 4. Program Management Indicate which method of program management will be used to Internally manage and direct this project. Provide the proposed project schedule on a time line chart according to the selected system. 5. costs List the hourly rate for the consultant. 8. Statement of Offer and Signature The proposal shall be signed by an individual authorized to bind the consultant, shall contain a statement to the effect that the proposal is a firm offer for a 60 -day period, and shall contain a statement that the proposed work will be performed at the "not - to -exceed" price. This will Include all meetings, as described in the description. III. STAFF CONTACT The Director of Planning and Economic Development has designated Heather Waldstein, Associate Planner, to serve as the City contact for this consultant selection process. She may be contacted at (661) 255-4352, or by letter to the Planning and Economic Request for Qualifications February 23, 2005 Page 7 Development Department, City of Santa Clarita, 23920 Valencia Blvd., Suite 300, Santa Clarita, California, 91355. IV. DELIVERY OF QUALIFICATIONS/PROPOSALS A Statement of Qualifications/Proposals shall be received no later than 5:00 p.m. on March 17, 2005. Please send all submittals to: Heather Waldstein City of Santa Clarita Planning and Economic Development Department 23920 Valencia Boulevard, Suite 300 Santa Clarita, California 91355 HW H:\LARFQ.DDC