P a g e | 5
TASK 4 – SPECIALTY DESIGNS
The RFP outlines additional design services at several locations that are to be included in this project. The anticipated work and assumptions are broken down into the following phases. To help expedite the schedule, PEI will be teaming with North Coast Engineering (NCE) to perform some of this work.
It should noted that PEI and NCE have assumed that the topographic and ROW survey that will be provided by the City is sufficient to facilitate the detailed design and that no additional survey will be required. PEI and NCE will review the files at the beginning of the project to confirm that enough data has been collected. If additional survey is required, it will be subject to additional fees.
Phase 4.1 – Intersection realignment, bulb outs, curb ramp designs, and sidewalk gap fillin at Huasna Road and Stagecoach Road The RFP requests that the both sides of Stagecoach Road be bulbed out such that the intersection of Stagecoach Road is aligned perpendicular to Huasna Road. This work will involve designing two (2) new curb ramps, and a new driveway approach at 155 Stagecoach Road. The scope also includes designing the missing sidewalk on the west side of Stagecoach Road north of 155 Stagecoach Road. It is assumed that the City will obtain the topographic survey and ROW information from Garing, Taylor & Associates and that no additional topographic or ROW survey will be required. PEI will subcontract this work to NCE to prepare the detailed plan showing the vertical and horizontal control.
Phase 4.2 – Halcyon Road from Farroll Avenue to The Pike PEI and NCE will accomplish this phase concurrently. PEI will prepare the plans to rehabilitate the pavement for this segment of road from the pavement assessment work performed as part of the Halcyon Improvement project. In addition, NCE will use the topographic and ROW information they collected for the Halcyon Road project to prepare plans showing the vertical and horizontal control for the requested 160 LF retaining wall and 300 LF of curb, gutter and sidewalk on the south side of Halcyon Road east of the Pike.
Phase 4.3 – Intersection of Del Sol Street and Tierra Street The RFP requests that the intersection of Del Sol Street and Tierra Street be improved as part of this project. Our work will include evaluating the pavement with cores to determine the existing structural section and native soil’s R-value to develop and implement a plan to rehabilitate the pavement. PEI will prepare plans that show the needed work and estimated quantities that will be included in the contract documents. The limits of work will be isolated to the intersection of Del Sol Street and Tierra Street.
Phase 4.4 – Roundabout at Huasna Road and Corbett Canyon Road The RFP includes a conceptual layout for a roundabout at Huasna Road and Corbett Canyon Road and asks that the scope of work include developing the concept drawing into full plans that will be included in the bid package. It is assumed that the City has performed the needed survey and ROW research for this work as part of the conceptual plan development. Additionally, it is assumed that the conceptual plan has vetted the layout and alignment to facilitate the vehicular turning movements that will utilize the roundabout.
P a g e | 6
PEI will subcontract with NCE to perform this task. For this work, NCE will obtain the topographic files and AutoCAD layout of the roundabout from the City and will use this information to develop the needed horizontal and vertical control to construct the roundabout based off the provided from the exact layout and alignment of the conceptual plan. We assume that the drainage patterns will be maintained and that no new storm drain improvements will be needed.
PEI will use previous coring data to develop and design the pavement improvements. It should be noted that previous data shows that Huasna Road consists of 4-3/4 to 10 inches of existing HMA at our coring locations and had a structural deficiency of 2-1/2 inches of HMA based on a traffic index of 9.0. Previous data on Corbett Canyon Road shows that the existing HMA ranges from 5 to 10-1/2 inches and had a structural deficiency of 5-1/2 inches of HMA based on a traffic index of 9.0. Due to anticipated cost constraints, it is expected that the improvement will consist of an HMA Mill & Fill regardless of any structural deficiency. If the city wants to address the structural deficiency, additional evaluation will need to be performed to develop options.
The roundabout will be included in the contract documents as a Bid Alternate so the City can assess whether or not to award this work to the contractor.
Phase 4.5 – Drainage Improvements on Robles Road
The RFP has requested that a PCC cross gutter and/or swale be designed on the north edge of Robles Road from Chilton Street south. A review of the road reveals that a PCC gutter may be very effective in this area in combination with PCC swale and/or cross-gutter. PEI will subcontract to NCE for this work. NCE will utilize the City provided topographic survey to design the drainage improvements. It is assumed that no additional topographic or ROW survey needs to be performed. The plans will show the needed horizontal and vertical control for the contractor to construct the drainage improvements.
Phase 4.6 – Curb Ramp Designs
PEI will perform the needed curb ramp designs at the locations identified in the RFP. The RFP identifies twenty-two (22) curb ramps that will need to be assessed for compliance and updated as part of this project. No topographic survey and no detailed designs showing elevations and horizontal control will be prepared. We are estimating that 100% of the curb ramps will be field fit by the contractor during construction. To accomplish this work PEI will collect the quantities necessary to construct each ramp in the field. The type of ramp and associated quantities will be tabulated and included in the plan set similarly to how PEI has shown them in previous projects for the City. Included in the plan set will be a payment schedule to assist the contractor during bidding and the City during construction.
TASK 5 – BID SUPPORT SERVICES
During the bid period, we will be available to answer any specific questions from the City concerning the design. Should the need arise, we will prepare an addendum as required. In addition, we will also be available to attend a pre-bid meeting and for help with questions from the contractors during the bidding process and reviewing and evaluating bids. The fees for this work are included in Task 3 and will be invoiced on a time and material basis.
P a g e | 7
EXCLUDED WORK
Our work excludes monument research and perpetuation, roadway topography except as noted, ROW research except as noted in the scope of work, developing traffic control or phasing plans, and providing construction support, testing and/or inspection services during construction. Also not included is electronic locating or potholing of underground utilities or any work related to CEQA or stormwater retention/detention. These services can be added to our scope at any time for additional fees.
SCHEDULE
The City has outlined milestone dates for the project in the RFP. The outlined dates assume that the selected design consultant will be issued a Notice to Proceed by December 15, 2025 and that the design will be completed approximately 2 months later by February 20, 2026. A typical project of this size (~$10 million) would normally take 4 to 6 months to complete. However, because the preliminary evaluations have been completed, this saves 1 to 2 months. This leaves 3 to 4 months of focused work which is still short of the desired milestones desired by the City. In an effort to meet the City’s aggressive delivery schedule, PEI will be teaming with NCE so the work can progress on a parallel track. We think this approach will meet the project delivery.
As part of the proposal preparation, PEI and NCE have carefully considered the scope of work and particularly some of the complexities of the additional designs, such as the realignment of Stagecoach Road at Huasna Road and converting the conceptual roundabout plan at Corbett Canyon Road and Huasna Road into construction documents, as well as the time of year the design project is being awarded, and our team thinks that a minimum of 3 to 4 months will be required to complete to project. Based on our experience, the design for the roundabout may require more time. If this turns out to be so, PEI anticipates pulling the roundabout from the project so the rest of the project can proceed.
PROPOSED SCHEDULE
We estimate the project taking 12 to 16 weeks, once the design contract is executed and a notice to proceed is issued, to develop bid ready construction documents. If the notice to proceed is issued by December 15, 2025, then our expected delivery date would be as early as mid-March 2026 and as late as mid-April 2026. PEI will provide a project schedule at the kick-off meeting.
Should any of the assumptions outlined in our proposal fail to be true, additional design time will be required to complete the project.
PROPOSAL CONDITIONS
1. Proposal is valid for thirty days from the date of the proposal.
2. All work shall be performed utilizing common methods and practices of the civil engineering profession.
3. Fees for lump sum or unit price proposals will be charged at the quoted price. Fees for engineering services will be charged on a time and materials basis will be charged at the applicable hourly rates.
4. The proposal is based upon providing liability insurance with limits up to $2,000,000.
5. Payment: Invoices will be submitted monthly. All invoices are due within 30 days.
Attorney fees or other costs incurred in collecting any delinquent amount shall be paid by the client.
P a g e | 8
With 95 employees, PEI has the staff resources to perform the proposed pavement design services for the City’s project street list. For the roundabout design portion of this work, PEI has teamed with a strategic partner, North Coast Engineering (NCE) to complete the work. PEI and NCE have worked together and numerous pavement and roadway projects and have a cohesive working relationship. PEI and NCE will be fully committed to and available throughout the term of the project for the City of Arroyo Grande.
ORGANIZATIONAL CHART
Personnel
Joe Ririe, PE
Principal-in-Charge / Project Engineer
Senior Principal Engineer
Roberto Mendoza
Assistant Engineer
Greg Jaeger
Principal / Primary Contact
Tucker Sanders
Principal Land Surveyor
ROUNDABOUT DESIGN
Steven Holm
Project Manager
Assistant Engineer
PAVEMENT DESIGN
Sam Ho, PE
Senior Associate Engineer
Eric Nejedlo
Assistant Engineer
Bill Long, PE
Senior Principal Engineer
John Luttman
Principal Engineer
Edith Lem
Senior Project Manager
Samantha Vlach
Project Manager
P a g e | 9
PROPOSAL FEE & FEE BREAKDOWN
PEI’s fee for the work is based on our experience with similar projects performed for the City and throughout the state. Our estimated not to exceed fee for this work is $363,098 and is based on a project with an estimated construction cost of over $10M.
The enclosed fee breakdown shows our projected costs for each portion of the project. The individual fees associated with each task will serve as guidelines for progress payments. All fees and costs associated with this project are subject to final negotiation with the City of Arroyo Grande. Changes in scope may result in additional fees.
ESTIMATED FEE BREAKDOWN SCHEDULE
CITY OF ARROYO GRANDE – 2025 STREET REPAIRS PROJECT PW 2025-01 TASK 1 PROJECT ADMINISTRATION
Position Rate Hours Total
Senior Principal Engineer $280 18 $5,040
Project Manager $240 18 $4,320
NCE Principal $240 51 $12,240
$21,600
TASK 2
Phase 2.1
Project Manager $240 8 $1,920
Assistant Engineer $190 51 $9,690
Senior Engineering Technician $170 136 $23,120
NCE Project Manager $210 100 $21,000
$55,730
Phase 2.2
Senior Principal Engineer $280 2 $560
Project Manager $240 4 $960
Assistant Engineer $190 20 $3,800
Senior Engineering Technician $170 8 $1,360
NCE Principal $240 80 $19,200
NCE Project Technician I $181 10 $1,810
$27,690
TASK 3
Phase 3.1
Senior Principal Engineer $280 48 $13,440
Project Manager $240 88 $21,120
Assistant Engineer $190 144 $27,360
Senior Engineering Technician $170 160 $27,200
Engineering Technician $155 160 $24,800
NCE Senior Principal $241 45 $10,845
NCE Principal $240 105 $25,200
$149,965
Phase 3.2
Project Manager $240 2 $480
Engineering Technician $155 16 $2,480
Est. Total $2,960
Concept Level Budget Analysis
FIELD MEASUREMENTS & CONCEPT LEVEL BUDGET
Measure Field Quantities
Est. Total:
Est. Total:
Est. Total:
Utility Research and Coordination
PLANS, SPECIFICATIONS and ESTIMATES
60%, 90% and Final PS&E Submittals
Est. Total:
Fee Schedule
P a g e | 10
ESTIMATED FEE BREAKDOWN SCHEDULE
CITY OF ARROYO GRANDE – 2025 STREET REPAIRS PROJECT PW 2025-01 TASK 4
Phase 4.1
Senior Principal Engineer $280 4 $1,120
Project Manager $240 12 $2,880
NCE Principal $240 42 $10,080
NCE Project Technician II $185 5 $925
$15,005
Phase 4.2
Senior Principal Engineer $280 2 $560
Project Manager $240 4 $960
Assistant Engineer $190 15 $2,850
Senior Engineering Technician $170 8 $1,360
NCE Principal $240 46 $11,040
NCE Project Engineer I $195 9 $1,755
$18,525
Phase 4.3
Senior Principal Engineer $280 0.5 $140
Project Manager $240 1 $240
Coring Technician $485 2 $970
Lab Manager (R-value) $195 0.5 $98
Lab Technician (R-value) $135 3 $405
Senior Engineering Technician $170 4 $680
Engineering Technician $155 4 $620
$3,153
Phase 4.4
Senior Principal Engineer $280 8 $2,240
Project Manager $240 22 $5,280
NCE Principal $240 100 $24,000
NCE Senior Project Manager $233 50 $11,650
$43,170
Phase 4.5
Senior Principal Engineer $280 2 $560
Project Manager $240 12 $2,880
NCE Project Engineer II $204 50 $10,200
$13,640
Phase 4.6
Senior Principal Engineer $280 0.25 $70
Associate Engineer $240 0.5 $120
Senior Engineering Technician $170 2 $340
$530
Estimated Number of Ramps 22
Est. Total $11,660
TASK 5 BID SUPPORT SERVICES
Included in Task 3 $0
$0
Total Estimated Project Fee: $363,098
Est. Total:
Curb Ramp Designs
Est. Total Per Ramp
Est. Total:
Est. Total:
Intersection of Del Sol Street and Tierra Street
Est. Total:
Roundabout at Huasna Road and Corbett Canyon Road
Halcyon Road - Farroll Avenue to The Pike
Est. Total:
Drainage Improvements on Robles Road
SPECIALTY DESIGNS
Est. Total:
Huasna Road and Stagecoach Road Intersection Improvements
Item 9.i.
MEMORANDUM
TO: City Council
FROM: Bill Robeson, Assistant City Manager/Public Works Director BY: Theresa Wren, Capital Improvement Projects Manager
SUBJECT: Award of Water Main and Service Project
DATE: December 9, 2025
RECOMMENDATION:
1) Adopt a Resolution authorizing the City Manager to execute a construction contract for the Water Main and Service Project (PW 2024-04) to R. Baker, Inc. and approve a Budget Adjustment, subject to any minor, technical, or non-substantive changes as approved by the City Manager in consultation with the City Attorney; and 2) Find that the project is categorically exempt from the California Environmental Quality Act (“CEQA”) under the Class 2 exemption, which applies to the replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
The total construction cost for base bid plus revised alternate one is $632,824. Ten percent (10%) contingency of the total construction cost is $63,282.40. The total project cost of construction plus contingency is $696,106.40.
Approving a Budget Adjustment to reallocate $159,300 within the Water Enterprise Fund from the SCADA Radio Upgrade Capital Improvement Plan (CIP) Project to the Water Main and Service CIP Project will support the proposed project costs.
Base Bid: $335,524.00
Bid Alt 1 (revised): $297,300.00
Contract: $632,824.00
Contingency (10%): $ 63,282.40
Construction Total: $696,106.40
Item 9.i.
City Council
Award of Water Main and Service Project
December 9, 2025
BACKGROUND:
The City’s Water System Master Plan was adopted by the City Council on January 22, 2013
1 . It recommended replacement of several sections of cast iron water mains and appurtenances due to their condition and age, including:
296 feet of 8-inch polyvinyl chloride (PVC) to replace an equivalent size cast iron pipe originally installed in 1929 in Wesley Street that has failed twice in the last year; and
221 feet of PVC pipe to replace a 4-inch cast iron pipe in Vernon Street that is undersized for fire flow.
The base bid of this project consists of replacing the two water mains listed above. Bid alternate 1 includes replacing galvanized services in streets scheduled for major paving in 2026.
On May 13, 20252, the City Council approved the 10-Year CIP includes $700,000 for the Water Main and Service Replacement Project from two funding sources as shown in Table 1:
Table 1: Water Main and Service Replacement Project Funding Breakdown The City advertised this project on October 30, 2025, and November 6, 2025, on the City’s website, in the local paper, and to eight firms capable of performing such work. Four bids were received by the bid opening date of November 21, 2025 (See Bid Opening Log – Attachment 3).
ANALYSIS OF ISSUES:
The bid book for this project included base bid work and three bid alternates. The base bid work consists of replacing the water main and appurtenances on Wesley and Vernon Streets. The alternates include replacing galvanized services in each of three neighborhoods:
• Alternate 1- Hillcrest/Sierra/Montego neighborhood;
• Alternate 2 - Woodland neighborhood; and
• Alternate 3 - Tiger Tail/Mesa neighborhood.
1https://ca-arroyogrande.civicplus.com/AgendaCenter/ViewFile/Item/57?fileID=659 2 https://pub-arroyogrande.escribemeetings.com/filestream.ashx?DocumentId=14506 Request Title Funding Source FY 2025-26
Water Main and Service
Replacement related to PMP
Projects
4940 - Water Fund
298,900
4942 - Water Facility 401,100
Item 9.i.
City Council
Award of Water Main and Service Project
December 9, 2025
Each of these neighborhoods are scheduled for pavement overlay or reclamation in 2026 and have older galvanized water services that are more prone to failure and whose failure can compromise pavement.
Sealed bids were opened on November 21, 2025, at 2:00 pm. The Bid Book stated that the project would be awarded based on the lowest bid for the base bid plus bid alternate
1. Bid Alternate 1 consisted of the replacement of galvanized water services in Chilton Street, Hillcrest Drive, Newport Avenue, Newport Avenue Frontage, Sierra Drive, Linda Drive, and Robles Road. Four bids were received. Results are shown in Table 2.
Table 2: Four Bidder Results from Bid Book
BIDDER Base Bid Alt. 1 Alt. 2 Alt. 3 Base+Alt. 1 All
Brough $461,889.00 $878,336.00 $450,780.00 $637,980.00 $1,340,225.00 $2,428,985.00 Hartzell $496,730.00 $649,280.00 $439,200.00 $558,600.00 $1,145,010.00 $2,143,810.00 Joseph $499,576.86 $1,190,245.60 $519,906.25 $738,919.51 $1,689,822.46 $2,948,648.22 R. Baker $335,524.00 $754,600.00 $382,000.00 $519,400.00 $1,090,124.00 $1,991,524.00 Base bid plus Alternate 1 in its entirety exceeds the available FY 2025-26 budget of $700,000 for Water Main and Service Replacement Project, which is insufficient to complete all of the base bid plus Alternate 1.
Engineering and Utility staff reviewed the project to determine the best course of action given the bid amounts. Staff prioritized galvanized services in Alternate 1 by age, resulting in a revised Alternate 1 cost from $754,600 to $297,300. Alternates 2 and 3 were removed from further consideration because the newer age of the galvanized services is not an immediate concern to the integrity of the street, as they are not as inclined to fail during the 5-year moratorium for cutting into the new pavement.
Staff reviewed the galvanized services in the Alternate 1-Hillcrest/Sierra/Montego neighborhood and prioritized the oldest galvanized service lines for replacement. The quantities of Bid Alternate 1 were revised and acknowledged by Baker as shown in Table
3. Table 3: Revised Bid Alternative 1
No. Description Unit Unit Cost Quantity Total Cost Quantity Total Cost 1 Replace 1" Galvanized Water Service with Brass & PVC per City Standard 6210, average 20 LF length, including meter box (OldCastle Fibrelyte FL12) EA $3,300.00 164 $541,200.00 66 $217,800.00 2 Replace and Reconnect Meter Boxes (OldCastle Fibrelyte FL12) on a shared water service EA $2,400.00 24 $57,600.00 7 $16,800.00 3 Concrete pad and sidewalk repair around meter boxes, estimated 20 SF per service, per City Std. 4110 SF $47.50 3280 $155,800.00 1320 $62,700.00 $754,600.00 $297,300.00
BID ALTERNATE 1 ORIGINAL REVISED
Item 9.i.
City Council
Award of Water Main and Service Project
December 9, 2025
The construction cost (Base Bid, revised Bid Alternate 1, plus contingency) is $696,106.40.
Budget Adjustment
The $700,000 budget includes two separate funding sources with different allowable costs for each source. With this information in mind a budget adjustment is required within the Water Enterprise Fund from the SCADA Radio Upgrade (SCADA) CIP Project to the Water Main and Service CIP Project. SCADA is currently projected to come in under budget and allocated these funds before completion will allow for both projects to be completed in FY 2025-26. Table 4 shows the original budgeted allocated based on fund and the estimated cost based on bid. The Water Fund needs an additional $159,300 to complete this project.
Table 4: Funding Source Review
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Award a contract Water Main and Service Project (PW 2024-04) to R. Baker, Inc. for $632,824.00 (Base Bid plus Bid Alternate 1 revised), and authorize the City Manager to approve change orders for 10% of the contract amount, $63,282.40 for unanticipated costs during the construction phase of the project and Approve a Budget Adjustment to reallocate $159,300 within the Water Enterprise Fund from the SCADA Radio Upgrade Capital Improvement Plan (CIP) Project to the Water Main and Service CIP Project;
2. Award a contract Water Main and Service Project (PW 2024-04) to R. Baker, Inc. for Base Bid only in the amount of $335,524, and authorize the City Manager to approve change orders for 10% of the contract amount, $33,552 for unanticipated costs during the construction phase of the project; or
3. Provide other direction to staff.
ADVANTAGES:
Replacing the water main on Vernon Street and on Wesley Street will reduce the cost of repairs and loss of water service to residents and businesses. The water main on Wesley Street has failed twice in the past year, and City staff cannot complete repairs due to the water main's depth. Replacing galvanized services prevents cutting into newly paved roads if old, galvanized service lines fail due to the vibration of heavy equipment.
Funding Source Budget
Estimated Cost
Based on Bid Under/(Over)
Water Facility 401,100.00 237,966.21 163,133.79
Water 298,900.00 458,140.19 (159,240.19)
700,000.00 696,106.40
Item 9.i.
City Council
Award of Water Main and Service Project
December 9, 2025
DISADVANTAGES:
The Water Main and Galvanized Water Service Replacement Project will require the temporary shutdown of water service to customers during construction. A written notice provided in advance to all affected. There will also be a temporary disruption to vehicles and pedestrians, including parking. The traffic control plan will be approved by City staff to include signage and flaggers to minimize disruption.
ENVIRONMENTAL REVIEW:
The project is categorically exempt from the California Environmental Quality Act (“CEQA”) under the Class 2 exemption, which applies to the replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.
ATTACHMENTS:
1. Resolution
2. Proposed Contract
3. Bid Opening Log Sheet
65501.00015\42788974.6
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
ARROYO GRANDE AUTHORIZING THE CITY MANAGER TO
EXECUTE A CONSTRUCTION CONTRACT FOR THE WATER
MAIN AND SERVICE PROJECT (PW 2024-04) TO R. BAKER,
INC. AND APPROVE A BUDGET ADJUSTEMENT
WHEREAS, the City’s Water System Master Plan adopted by City Council on January 22, 2013, recommended replacing several sections of cast iron water mains and appurtenances including an 8-inch diameter pipe in Wesley Street and a 4-inch diameter pipe in Vernon Street; and
WHEREAS, four bids were received by the bid opening date of November 21, 2025, at 2:00 pm, and the lowest bid was received from R. Baker, Inc.; and WHEREAS, the base bid plus Alternates 1, 2 and 3 cannot be completed within the available budget; and
WHEREAS, City staff prioritized replacing galvanized water services in Bid Alternate 1 by age with the funding available; and
WHEREAS, staff recommends awarding the construction contract to R. Baker, Inc. for the Base Bid and revised Bid Alternate 1. R. Baker, Inc. reviewed the revised scope for Bid Alternate 1 and agreed to honor the unit prices in their submitted package for Bid Alternate 1; and
WHEREAS, the FY 2025-26 budget includes $700,000 for the Water Main and Service Replacement Project; and
WHEREAS, a Budget Adjustment is needed to reallocate $159,300 within the Water Enterprise Fund from the SCADA Radio Upgrade Capital Improvement Plan (CIP) Project to the Water Main and Service CIP Project.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande, as follows:
1. RECITALS. The foregoing recitals are true and correct and are incorporated herein.
2. BID AWARD. The City Council authorizes the City Manager or designee to execute a construction contract for the Water Main and Service Project (PW 2024-04) to R. Baker, Inc. for $632,824.00 subject to any minor, technical, or non-substantive changes as approved by the City Manager in consultation with the City Attorney, and to approve change orders of 10% of the contract
65501.00015\42788974.6
RESOLUTION NO.
PAGE 2
amount, $63,282.40, for unanticipated costs during the construction phase of this Project. The City Council incorporates the analysis of the Staff Report dated December 9, 2025, accompanying this item, as part of the passage of this Resolution.
3. BUDGET ADJUSTMENT. The City Council approves a Budget Adjustment to reallocate $159,300 within the Water Enterprise Fund from the SCADA Radio Upgrade Capital Improvement Plan Project to the Water Main and Service CIP Project.
4. CEQA FINDINGS. The City Council finds that the proposed action is categorically exempt from the California Environmental Quality Act (“CEQA”) under the Class 2 exemption, which applies to the replacement or reconstruction of existing structures and facilities where the new structure will be located on the same site as the structure replaced and will have substantially the same purpose and capacity as the structure replaced.
On motion of Council Member , seconded by Council Member , and on the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
The foregoing Resolution was passed and adopted this 9
th day of December 2025.
65501.00015\42788974.6
RESOLUTION NO.
PAGE 3
_________________________________________
CAREN RAY RUSSOM, MAYOR
ATTEST:
________________________________________
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
________________________________________
MATTHEW DOWNING, CITY MANAGER
APPROVED AS TO FORM:
________________________________________
ISAAC ROSEN, CITY ATTORNEY
65501.00015\42788974.6
RESOLUTION NO.
PAGE 4
Exhibit A
License: Class A 372751
DIR#: 1000004631
Addendum: Yes
Bid Bond: Yes
No. SS(1) Description
Estimated
Quantity Unit Unit Cost Total Cost
1 77 Mobilization, Pothole, Demobilization and Cleanup 1 LS $18,000.00 $18,000.00 2 77
Sheeting, Shoring, Bracing, Shielding and Excavation Safety Measures 1 LS $6,000.00 $6,000.00
3 7, 12 Traffic Control 1 LS $35,000.00 $35,000.00
4 13 Water Pollution Control Plan 1 LS $3,000.00 $3,000.00 5 77 6" C900 PVC Waterline 221 LF $180.00 $39,780.00
6 77 8" C900 PVC Waterline 296 LF $190.00 $56,240.00
7 77 8" Waterline Tie-in at Wesley St & W Branch St 1 LS $14,000.00 $14,000.00 8 77 Larchmont Drive & Wesley Street Lowering & Connection 1 LS $13,000.00 $13,000.00 9 77
6" Waterline Tie-in at Vernon St & W Branch St (special order hot tap sleeve per plan) 1 LS $13,000.00 $13,000.00
10 77 Connection on Vernon Street to Existing 6" ACP 1 LS $10,000.00 $10,000.00 11 77 Install Air & Vacuum Relief Valve Assembly 1 EA $7,000.00 $7,000.00 12 77
Install Fire Hydrant Assembly (hydrant provided by City) & Blue Reflector 1 EA $14,000.00 $14,000.00
13 77 Reconnect Fire Hydrant Assembly in Street 1 EA $8,500.00 $8,500.00 14 77 Reconnect Double Check Detector w/ FDC in Street 1 LS $8,500.00 $8,500.00 15 73, 77 Reconnect Water Service Manifold in Street 1 LS $8,000.00 $8,000.00 16 73, 77 Reconnect 1" Water Services in Street 2 EA $2,500.00 $5,000.00 17 73, 77 Reconnect 2" Water Services in Street 1 EA $4,000.00 $4,000.00 18 73, 77 1.5"-2" Water Service Replacement & Sidewalk Repairs 1 EA $12,000.00 $12,000.00 19 73, 77 1" Water Service Replacement in Unpaved 1 EA $5,500.00 $5,500.00 20 77 Disinfection & Pressure Testing of Piping 517 LF $12.00 $6,204.00 21 77
Abandonment, Cap and Demolition of Existing Water Lines & Valves 1 LS $9,000.00 $9,000.00
22 77 Remove Fire Hydrant Assembly & Abandon 1 EA $1,500.00 $1,500.00 23 39, 77, 84 Pavement Trench Repair (allowance) 51 TON $700.00 $35,700.00 24 39, 77, 84 Pavement Stencil (allowance) 1 LS $2,000.00 $2,000.00 25 39, 77, 85 Red Curb Paint (allowance) 60 LF $10.00 $600.00 $335,524.00
BASE BID
R. Baker, Inc.
P.O. Box 419
Arroyo Grande, CA 93421
BASE BID:
No. Description Unit Unit Cost Quantity Total Cost Quantity Total Cost 1 Replace 1" Galvanized Water Service with Brass & PVC per City Standard 6210, average 20 LF length, including meter box (OldCastle Fibrelyte FL12) EA $3,300.00 164 $541,200.00 66 $217,800.00 2 Replace and Reconnect Meter Boxes (OldCastle Fibrelyte FL12) on a shared water service EA $2,400.00 24 $57,600.00 7 $16,800.00 3 Concrete pad and sidewalk repair around meter boxes, estimated 20 SF per service, per City Std. 4110 SF $47.50 3280 $155,800.00 1320 $62,700.00 $754,600.00 $297,300.00
BID ALTERNATE 1 ORIGINAL REVISED
ATTACHMENT 2
CONSTRUCTION CONTRACT
This CONTRACT, No. ________ is made and entered into this 9 th day of December 2025, by
and between City of Arroyo Grande, sometimes hereinafter called “City,” and R. Baker, Inc., sometimes hereinafter called “Contractor.”
WITNESSETH: That the parties hereto have mutually covenanted and agreed, and by these presents do covenant and agree with each other as follows:
a. SCOPE OF WORK. The Contractor shall perform all Work within the time stipulated in the Contract, and shall provide all labor, materials, equipment, tools, utility services, and transportation to complete all of the Work required in strict compliance with the Contract Documents as specified in Section (e), below, for the Base Bid and revised Bid Alternate 1 of the following:
WATER MAIN AND SERVICE REPLACEMENT (PW 2005-04)
The Contractor and its surety shall be liable to the City for any damages arising as a result of the Contractor’s failure to comply with this obligation. b. TIME FOR COMPLETION. Time is of the essence in the performance of the Work. The Work shall be commenced on the date stated in the City’s Notice to Proceed. The Contractor shall complete all Work required by the Contract Documents for the Base Bid within 60 working days from the commencement date stated in the Notice to Proceed. City will negotiate estimated contract days required for revised Bid Alternate 1. By its signature hereunder, Contractor agrees the time for completion set forth above is adequate and reasonable to complete the Work. c. CONTRACT PRICE. The City shall pay to the Contractor as full compensation for the performance of the Contract, subject to any additions or deductions as provided in the Contract Documents, and including all applicable taxes and costs, the sum of Six-Hundred Thirty-Two Thousand Eight-Hundred Twenty-Four Dollars ($632,824.00). See Exhibit “A” for bid breakdown. Payment shall be made as set forth in the General Conditions. d. LIQUIDATED DAMAGES. In accordance with Government Code section 53069.85, it is agreed that the Contractor will pay the City the sum set forth in Section 00 73 13, Article 1.11 for each and every calendar day of delay beyond the time prescribed in the Contract Documents for finishing the Work, as Liquidated Damages and not as a penalty or forfeiture. In the event this is not paid, the Contractor agrees the City may deduct that amount from any money due or that may become due the Contractor under the Contract. This Article does not exclude recovery of other damages specified in the Contract Documents.
e. COMPONENT PARTS OF THE CONTRACT. The “Contract Documents” include the following:
Notice Inviting Bids
Instructions to Bidders
Bid Form
Bid Bond
Designation of Subcontractors
Information Required of Bidders
ATTACHMENT 2
Non-Collusion Declaration Form
Iran Contracting Act Certification
Public Works Contractor Registration Certification
Fleet Compliance Certification
Performance Bond
Payment (Labor and Materials) Bond
General Conditions
Special Conditions
Technical Specifications
Addenda
Plans and Drawings
Applicable Local Agency Standards and Specifications, as last revised Approved and fully executed change orders
Any other documents contained in or incorporated into the Contract The Contractor shall complete the Work in strict accordance with all of the Contract Documents.
All of the Contract Documents are intended to be complementary. Work required by one of the Contract Documents and not by others shall be done as if required by all. This Contract shall supersede any prior agreement of the parties.
f. PROVISIONS REQUIRED BY LAW AND CONTRACTOR COMPLIANCE. Each and every provision of law required to be included in these Contract Documents shall be deemed to be included in these Contract Documents. The Contractor shall comply with all requirements of applicable federal, state and local laws, rules and regulations, including, but not limited to, the provisions of the California Labor Code and California Public Contract Code which are applicable to this Work.
g. INDEMNIFICATION. Contractor shall provide indemnification and defense as set forth in the General Conditions.
h. PREVAILING WAGES. Contractor shall be required to pay the prevailing rate of wages in accordance with the Labor Code which such rates shall be made available at the City’s Administrative Office or may be obtained online at http://www.dir.ca.gov and which must be posted at the job site.
[REMAINDER OF PAGE LEFT INTENTIONALLY BLANK]
ATTACHMENT 2
IN WITNESS WHEREOF, this Contract has been duly executed by the above-named parties, on the day and year above written.
City of Arroyo Grande
Approved By:
Matthew Downing, City Manager
Date
Attested By:
Jessica Matson, City Clerk
Approved As To Form:
Isaac Rosen, Best Best & Krieger
City Legal Counsel
R. Baker, Inc.
Signature
Name
Title
Date
(CONTRACTOR’S SIGNATURE MUST BE
NOTARIZED AND CORPORATE
SEAL AFFIXED, IF APPLICABLE)
END OF CONTRACT
ATTACHMENT 2
EXHIBIT A
License: Class A 372751
DIR#: 1000004631
Addendum: Yes
Bid Bond: Yes
No. SS(1) Description
Estimated
Quantity Unit Unit Cost Total Cost
1 77 Mobilization, Pothole, Demobilization and Cleanup 1 LS $18,000.00 $18,000.00 2 77
Sheeting, Shoring, Bracing, Shielding and Excavation Safety Measures 1 LS $6,000.00 $6,000.00
3 7, 12 Traffic Control 1 LS $35,000.00 $35,000.00
4 13 Water Pollution Control Plan 1 LS $3,000.00 $3,000.00 5 77 6" C900 PVC Waterline 221 LF $180.00 $39,780.00
6 77 8" C900 PVC Waterline 296 LF $190.00 $56,240.00
7 77 8" Waterline Tie-in at Wesley St & W Branch St 1 LS $14,000.00 $14,000.00 8 77 Larchmont Drive & Wesley Street Lowering & Connection 1 LS $13,000.00 $13,000.00 9 77
6" Waterline Tie-in at Vernon St & W Branch St (special order hot tap sleeve per plan) 1 LS $13,000.00 $13,000.00
10 77 Connection on Vernon Street to Existing 6" ACP 1 LS $10,000.00 $10,000.00 11 77 Install Air & Vacuum Relief Valve Assembly 1 EA $7,000.00 $7,000.00 12 77
Install Fire Hydrant Assembly (hydrant provided by City) & Blue Reflector 1 EA $14,000.00 $14,000.00
13 77 Reconnect Fire Hydrant Assembly in Street 1 EA $8,500.00 $8,500.00 14 77 Reconnect Double Check Detector w/ FDC in Street 1 LS $8,500.00 $8,500.00 15 73, 77 Reconnect Water Service Manifold in Street 1 LS $8,000.00 $8,000.00 16 73, 77 Reconnect 1" Water Services in Street 2 EA $2,500.00 $5,000.00 17 73, 77 Reconnect 2" Water Services in Street 1 EA $4,000.00 $4,000.00 18 73, 77 1.5"-2" Water Service Replacement & Sidewalk Repairs 1 EA $12,000.00 $12,000.00 19 73, 77 1" Water Service Replacement in Unpaved 1 EA $5,500.00 $5,500.00 20 77 Disinfection & Pressure Testing of Piping 517 LF $12.00 $6,204.00 21 77
Abandonment, Cap and Demolition of Existing Water Lines & Valves 1 LS $9,000.00 $9,000.00
22 77 Remove Fire Hydrant Assembly & Abandon 1 EA $1,500.00 $1,500.00 23 39, 77, 84 Pavement Trench Repair (allowance) 51 TON $700.00 $35,700.00 24 39, 77, 84 Pavement Stencil (allowance) 1 LS $2,000.00 $2,000.00 25 39, 77, 85 Red Curb Paint (allowance) 60 LF $10.00 $600.00 $335,524.00
BASE BID
R. Baker, Inc.
P.O. Box 419
Arroyo Grande, CA 93421
BASE BID:
No. Description Unit Unit Cost Quantity Total Cost Quantity Total Cost 1 Replace 1" Galvanized Water Service with Brass & PVC per City Standard 6210, average 20 LF length, including meter box (OldCastle Fibrelyte FL12) EA $3,300.00 164 $541,200.00 66 $217,800.00 2 Replace and Reconnect Meter Boxes (OldCastle Fibrelyte FL12) on a shared water service EA $2,400.00 24 $57,600.00 7 $16,800.00 3 Concrete pad and sidewalk repair around meter boxes, estimated 20 SF per service, per City Std. 4110 SF $47.50 3280 $155,800.00 1320 $62,700.00 $754,600.00 $297,300.00
BID ALTERNATE 1 ORIGINAL REVISED
ATTACHMENT 3
Item 9.j.
constultant
MEMORANDUM
TO: City Council
FROM: Brian Pedrotti, Community Development Director
BY: Natalie Riddering, Planning/Engineering Permit Technician SUBJECT: Agreement Amendment for Consultant Services with Miniter Harnish for the Comprehensive General Plan Update
DATE: December 9, 2025
RECOMMENDATION:
1) Adopt a Resolution authorizing the Director of Community Development to execute an amendment extending the agreement for consultant services with Mintier Harnish for the Comprehensive General Plan Update; and
2) Find that adopting a Resolution to extend the agreement is not a project subject to the California Environmental Quality Act “(CEQA”) because the amendment has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.) IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
There are no financial impacts identified. The scope and cost of the Comprehensive General Plan Update have not changed since Council’s approval of the agreement with Mintier Harnish on March 28, 20231.
BACKGROUND:
East2, Council approved a consultant services agreement, in the amount of $1,254,545 with Mintier Harnish to assist with the Comprehensive General Plan Update on a threeyear schedule, including the optional tasks identified in the proposal: update to the Climate Action Plan, an Alternatives Report, evaluation of development standards, an East Grand Avenue Corridor Overlay District, objective design standards, a development code update, retail market analysis, and market demand study.
1https://pub-arroyogrande.escribemeetings.com/Meeting.aspx?Id=99a1f9c6-2865-42c5-bb69- 508c8cc5119a&Agenda=PostMinutes&lang=English&Item=28&Tab=attachments 2 https://pub-arroyogrande.escribemeetings.com/filestream.ashx?DocumentId=5977
Item 9.j.
City Council
Agreement Amendment for Consultant Services with Miniter Harnish for the Comprehensive General Plan Update
December 9, 2025
The project scope is divided into eleven (11) phases, the first five of which are complete:
1. Project Initiation
2. Public Outreach Strategy
3. Background Data & Analysis
4. Visioning & Guiding Principles
5. Alternative Choices
6. General Plan
7. Environmental Impact Report
8. Public Review & Adoption
9. Comprehensive Development
Code Update
10.Economic Tasks & Analysis
11.Climate Action Plan
The City Council receives progress updates at the second City Council meeting of every month, most recently occurring on November 25, 20253.
ANALYSIS OF ISSUES:
The agreement with Mintier Harnish will terminate on March 28, 2026. However, there are three phases with estimated completion dates after the agreement’s expiration depicted below in Figure 1.
Figure 1 -
While initial research and inventory efforts on the Comprehensive Development Code Update and Climate Action Plan efforts have begun, both of these efforts will extend into 2027, beyond the completion of the General Plan. This part of the schedule was inadvertently left off of the original contract timeframe. The proposed agreement amendment (Exhibit A) has an end date of June 30, 2027, to reflect the schedule for completion of all projects with Mintier Harnish.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
1. Approve and authorize the Director of Community Development to execute an amendment extending the agreement for consultant services with Mintier Harnish for the Comprehensive General Plan Update;
3https://pub-arroyogrande.escribemeetings.com/Meeting.aspx?Id=655e6612-63f1-4add-b494- d2f8334fdbb8&Agenda=Agenda&lang=English
Item 9.j.
City Council
Agreement Amendment for Consultant Services with Miniter Harnish for the Comprehensive General Plan Update
December 9, 2025
2. Do not approve the agreement extension; or
3. Provide other direction to staff.
ADVANTAGES:
Adopting a Resolution authorizing the Director of Community Development to execute an amendment of the agreement with Mintier Harnish for consultant services to assist the City with the Comprehensive General Plan Update will enable the team that has been working on the project since 2023 to facilitate the completion of the General Plan Update, ensuring continuity and efficiency.
DISADVANTAGES:
Amending the agreement will continue the City’s partnership with the existing consultant team and their project schedule. If the amendment to extend the agreement is not approved, the City would need to re-solicit consultant services for the remaining phases, which may delay the project and require additional staff time.
ENVIRONMENTAL REVIEW:
No environmental review is required to extend the agreement because the amendment has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.) PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with Government Code Section 54954.2.
ATTACHMENTS:
1. Resolution with Exhibit A – Amendment 1 to Consultant Services Agreement
2. Original Agreement for Consultant Services
ATTACHMENT 1
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO
GRANDE AUTHORIZING THE DIRECTOR OF COMMUNITY
DEVELOPMENT TO EXECUTE AN AMENDMENT EXTENDING THE
AGREEMENT FOR CONSULTANT SERVICES WITH MINTIER HARNISH
FOR THE COMPREHENSIVE GENERAL PLAN UPDATE
WHEREAS, Council approved a consultant services agreement with Mintier Harnish to assist the City with the comprehensive General Plan Update on a three-year schedule; and
WHEREAS, the agreement with Mintier Harnish will expire March 28, 2026, and the scope and cost of the Comprehensive General Plan Update have not changed; and WHEREAS, the City and Consultant desire to extend the termination date to June 30, 2027; and
WHEREAS, the project scope is divided into eleven (11) phases. There are three (3) phases with estimated completion dates after the agreement’s expiration; and WHEREAS, the Program EIR is estimated to be completed in August 2026. However, efforts on the Comprehensive Development Code Update and the Climate Action Plan have begun but will extend into 2027; and
WHEREAS, the City Council finds that approving and authorizing the Community Development Director to execute the agreement amendment is not a project subject to the California Environmental Quality Act “(CEQA)” because it has no potential to result in either a direct, or reasonably foreseeable indirect, physical change in the environment. (State CEQA Guidelines, §§ 15060, subd. (b)(2)-(3), 15378.).
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Arroyo Grande does hereby:
1. Find that the recitals set forth above are true, correct and incorporated herein by this reference.
2. Approve and authorize the Director of Community Development to execute Amendment No. 1 (Exhibit A), extending the contract for consultant services with Mintier Harnish to assist the City with Comprehensive General Plan Update for one (1) year and three (3) months to June 30, 2027, subject to any minor, technical, or non-substantive changes approved by the City Manager in consultation with the City Attorney.
RESOLUTION NO. ATTACHMENT 1
PAGE 2
On motion of Council Member , seconded by Council Member , and on the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this 9
th day of December, 2025.
RESOLUTION NO. ATTACHMENT 1
PAGE 3
CAREN RAY RUSSOM, MAYOR
ATTEST:
JESSICA MATSON, CITY CLERK
APPROVED AS TO CONTENT:
MATTHEW DOWNING, CITY MANAGER
APPROVED AS TO FORM:
ISAAC ROSEN, CITY ATTORNEY
RESOLUTION NO. ATTACHMENT 1
PAGE 4
EXHIBIT A
AGREEMENT FOR CONSULTANT SERVICES
AMENDMENT NO. 1
This First Amendment ("First Amendment") to Agreement for Consultant Services (“Agreement”) by and between the CITY OF ARROYO GRANDE and Mintier Harnish ("Consultant") is made and entered into this 9 th day of December,
2025.
WHEREAS, the parties entered into an Agreement dated March 28th, 2023 for the Comprehensive General Plan Update; and
WHEREAS, Section 1 ("Term") of the Agreement states that the agreement shall remain and continue in effect until March 28th, 2026; and WHEREAS, the parties desire to further modify the Agreement as set forth herein.
NOW THEREFORE, for valuable consideration the receipt and sufficiency of which is acknowledged, the parties agree asfollows:
1. The agreement is extended for one (1) year and three (3) months and shall remain and continue in effect until June 30th, 2027.
2. Except as modified herein, all other terms and conditions set forth in the Agreement for Consultant Services, as amended, shall remain unchanged.
IN WITNESS WHEREOF, CITY and CONSULTANT have executed this First Amendment the day and year first above written.
Mintier Harnish
By:
Jim Harnish
Principal/Owner
CITY OF ARROYO GRANDE
By:
Brian Pedrotti
Director of Community Development
65501.00001\41107720.1 - 1 -
AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT FOR CONSULTANT SERVICES (“Agreement”), is made and effective as of March 28, 2023, between Mintier Harnish, LP (“Consultant”), and the CITY OF ARROYO GRANDE, a Municipal Corporation (“City”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:
1. TERM
This Agreement shall commence on March 28, 2023 following approval by the City Council, and shall remain and continue in effect until March 28, 2026 unless sooner terminated pursuant to the provisions of this Agreement. Consultant shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines.
2. SERVICES
Consultant promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately complete the tasks described and comply with all terms and provisions set forth in the City’s Request for Proposals dated November 2022 (the "Services"). Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.
3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement.
4. AGREEMENT ADMINISTRATION
City’s Community Development Director shall represent City in all matters pertaining to the administration of this Agreement. Jim Harnish shall represent Consultant in all matters pertaining to the administration of this Agreement.
5. PAYMENT
The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Exhibit “B” for the Term of the contract and attached hereto and incorporated herein by this reference.
ATTACHMENT 2
65501.00001\41107720.1 - 2 -
6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement.
(b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5, and incorporated by reference.
(c) Consultant shall promptly furnish all finished or unfinished documents or data relating to this Agreement within (15) days of request by City. (d) In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.
7. TERMINATION ON OCCURRENCE OF STATED EVENTS
This Agreement shall terminate automatically on the occurrence of any of the following events:
(a) Bankruptcy or insolvency of any party;
(b) Sale of Consultant’s business; or
(c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement term specified in Section 1.
8. DEFAULT OF CONSULTANT
(a) The Consultant’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant’s control, and without fault or negligence of the Consultant, it shall not be considered a default. (b) If the City Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to ATTACHMENT 2
65501.00001\41107720.1 - 3 -
cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.
9. LAWS TO BE OBSERVED. Consultant shall:
(a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement; (b) Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Agreement, any materials used in Consultant’s performance under this Agreement, or the conduct of the services under this Agreement; (c) At all times observe and comply with, and cause all of its employees to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above;
(d) Immediately report to the City’s Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement.
(e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section.
10.OWNERSHIP OF DOCUMENTS
(a) Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment.
(b) This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, ATTACHMENT 2
65501.00001\41107720.1 - 4 -
estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data").
Consultant shall require all sub-consultants to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subconsultant prepares under this Agreement. Consultant represents and warrants Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were prepared by design professionals other than Consultant or provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. With respect to computer files, Consultant shall make available to the City, at the Consultant’s office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files.
11.INDEMNIFICATION
To the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its directors, officials, officers, employees, volunteers and agents (“Indemnified Parties”) from and against any and all claims, demands, causes of action, losses, liabilities, damages, injury of any kind, in law or equity, to property or persons costs and expenses, including without limitation attorney’s fees, expert witness fees, consequential damages and other costs to the extent the same arise out of or are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees, volunteers, subcontractors, subconsultants, or any entity or individual that Consultant relies upon in the performance of professional services under this Agreement. Consultant shall defend, with counsel of City’s choosing, at Consultant's own cost, expense and risk, any and all claims such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, or employees, volunteers and agents. Consultant shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, or employees, volunteers and agents, in any such claim, suit, action or other legal proceeding. Consultant shall also reimburse City for the cost of any settlement paid by City or its directors, officials, officers, employees, agents or volunteers as part of any such claim, suit, action or other proceeding. Such reimbursement shall include payment for City’s attorney’s fees and costs, including expert witness fees. Consultant shall reimburse City and its directors, officials, officers, or employees, agents and volunteers for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the indemnity herein provided.
Consultant's obligation to indemnify shall survive expiration or termination of this Agreement and shall not be restricted to insurance proceeds, if any, ATTACHMENT 2
65501.00001\41107720.1 - 5 -
received by the City, its directors, officials, officers, employees, agents or volunteers.
(a) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this Agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth herein is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this Agreement.
12.INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit “C,” attached hereto and incorporated herein as though set forth in full.
13.INDEPENDENT CONSULTANT
(a) Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant’s officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner.
(b) No employee benefits shall be available to Consultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder.
(c) City reserves the right to employ other consultants in connection with the Services.
14. UNDUE INFLUENCE; PROHIBITED INTERESTS
Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any ATTACHMENT 2
65501.00001\41107720.1 - 6 -
method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement.
Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. Consultant maintains and warrants it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
15.NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement.
16.RELEASE OF INFORMATION/CONFLICTS OF INTEREST
(a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City’s prior written authorization. Consultant, its officers, employees, agents, or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena.
(b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed hereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding regarding this Agreement or the work performed hereunder. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant.
ATTACHMENT 2
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However, City’s right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.
17.NOTICES
Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:
To City: City of Arroyo Grande
Brian Pedrotti, Community Development Director
300 E. Branch Street
Arroyo Grande, CA 93420
To Consultant: Jim Harnish, Principal/Owner
1415 20th Street.
Sacramento, CA 95811
18.ASSIGNMENT; SUBCONTRACTING
The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City. This Agreement shall be binding on successors and assigns. Consultant shall not subcontract any portion of work required by this Agreement, except as expressly stated herein, without prior written approval of City.
Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.
19.GOVERNING LAW
The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande.
20.ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material.
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21.TIME
City and Consultant agree that time is of the essence in this Agreement.
22.CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Consultant is bound by the contents of the City’s Request for Proposal (Exhibit A, previously incorporated herein) and the contents of Consultant’s Proposal, attached hereto as Exhibit “D,” and incorporated herein by this reference. Specifically, the consultant will provide all services for the Three-Year Work Scope, as well as the following Optional Tasks:
• Alternatives Report
• Land Use Tasks
• Comprehensive Development Code Update
• Economic Development Related Tasks
• Climate Action Plan Update
In the event of conflict, the terms of City’s Request for Proposals and this Agreement shall prevail.
23.CONSTRUCTION
Since the Parties or their agents have participated fully in preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Consultant include all personnel, employees, agents, and sub-consultants of Consultant, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. Captions of various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe scope, content, or intent of this Agreement.
24.AMENDMENTS
No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.
25.AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder.
26.ATTORNEY’S FEES
If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in ATTACHMENT 2
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such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and all other costs of such action.
27.WAIVER
No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.
28.INVALIDITY; SEVERABILITY
If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
29.EQUAL OPPORTUNITY EMPLOYMENT
Consultant represents it is an equal opportunity employer and it shall not discriminate against any sub-consultant, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination.
Consultant shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted.
30.LABOR CERTIFICATION
By its signature hereunder, Consultant certifies it is aware of provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with provisions of that Code, and agrees to comply with such provisions before commencing performance of the Services.
31.COUNTERPARTS
This Agreement may be signed in counterparts, each of which shall constitute an original.
ATTACHMENT 2
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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CITY OF ARROYO GRANDE
REQUEST FOR PROPOSALS FOR
A COMPREHENSIVE GENERAL PLAN UPDATE
PROJECT OVERVIEW
The City of Arroyo Grande is seeking proposals from a qualified firm (or managed team of consultants) to: 1) develop a public outreach strategy to engage City residents, businesses, public agencies, and other stakeholders in establishing a community strategic vision that will inform the comprehensive update to the City’s General Plan; 2) to prepare a comprehensive update to the City’s General Plan; and 3) to conduct associated environmental analysis, and produce an Environmental Impact Report (“EIR”) pursuant to the California Environmental Quality Act (“CEQA”). The proposals should include a preliminary (but well-defined) scope, schedule, and budget for all proposed tasks, and list all project subconsultants.
BACKGROUND
The City of Arroyo Grande was incorporated in 1911 and is a full-service city operating under a Council-Manager form of government. Located just two miles east of the Pacific Ocean in south San Luis Obispo County, Arroyo Grande is home to approximately 18,000 residents in an area of approximately 5.9 square miles. Along with Grover Beach, Oceano, Pismo Beach, and Shell Beach, Arroyo Grande is one of the “Five Cities” of California’s Central Coast.
The City’s last comprehensive update of the General Plan was completed in 2001. The entire document needs to be updated to reflect current demographics and existing physical conditions, ensure internal consistency throughout the document, and compliance with new regulations and requirements. Since the last overhaul of the City’s General Plan, various elements have been updated on an as-needed basis, such as the Agriculture, Conservation, and Open Space Element (2007), Economic Element (2012), Housing Element (2020) and Circulation Element (2021).
The City’s current General Plan consists of the following required Elements as required by State law:
• Land Use Element
• Circulation Element
• Noise Element
• Safety Element
• Housing Element
• Agriculture, Conservation and Open Space Element (Note, the City has combined the Conservation and Open Space Elements into one element) The following optional elements have also been adopted by the City:
• Parks and Recreation Element
• Economic Development Element
EXHIBIT A
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City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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• Agriculture Element (combined with Conservation and Open Space Elements) In addition to these adopted elements, the City adopted a Climate Action Plan in 2013.
The Climate Action Plan includes a number of policies and actions to help reduce greenhouse gas emissions. While not a required component of the General Plan and not adopted as an element of the City’s General Plan, the Climate Action Plan is directly related to the Land Use and Circulation Elements as these are the basis for many of the modeling assumptions with regard to land use patterns and vehicle miles traveled, both of which generate greenhouse gas emissions. Greenhouse gas emissions must be addressed when preparing documents pursuant to the requirements of the California Environmental Quality Act (CEQA) and therefore many jurisdictions have adopted Climate Action Plans to comply with CEQA and streamline development projects.
PROJECT DESCRIPTION
The project consists of the following core components:
1) Development and implementation of a well-defined, inclusive, and robust public outreach strategy. The strategy shall adhere to policies that promote inclusive outreach to diverse communities contained in the City’s Diversity, Equity, Inclusion, and Justice Policy;
2) Comprehensive update of existing General Plan Elements (except Housing Element);
3) Creation of an Environmental Justice Element;
4) An update to the Climate Action Plan;
5) Development of objective design standards and an overlay district for the East Grand Avenue corridor; and
6) Development Code update
Since the General Plan has not been updated since 2001, all elements are in need of an update, with the exception of the Housing Element, which was updated in 2020 in accordance with State law. Updates are particularly important for critical elements such as the Land Use Element, Noise Element and Safety Element. While the Circulation Element was recently updated, any significant changes to land use patterns included in the Land Use Element will trigger updates to the Circulation Element. The Safety Element should also be updated to reflect new regulations and mitigation strategies related to urban/wildland interface wildfire mitigation and other new safety related practices. The Economic Development Element, though updated in 2012, should be updated to reflect new economic considerations, including the status of the Diablo Canyon Nuclear Power Plan Decommissioning, as the final long-term plan for this facility has the potential to impact aspects of City’s economic development. The Conservation and Open Space Element should be updated, especially if the City intends to annex or process applications to develop any areas of land that are currently designated for agriculture but envisioned to be developed in the future. The General Plan update will need to include a review of the Housing Element to insure internal document consistency is maintained, but an update is not anticipated because any changes would again need to be certified by the State Department of Housing and Community Development.
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City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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Diversity, Equity, Inclusion and Justice (DEIJ)
In January of 2021, the City Council adopted Resolution No. 5142 approving a Diversity, Equity, Inclusion, and Justice (DEIJ) Policy, stating the City’s commitment toward supporting, promoting, and implementing DEIJ principles and practices. The General Plan Update provides a unique opportunity to examine existing goals and policies in the City’s documents through the lens of DEIJ, and to ensure that the Update incorporates these principles. The adopted DEIJ policy identifies several implementation measures relevant to the General Plan Update effort, as follows:
• Provide informed, authentic leadership supporting diversity, equity, inclusion, and justice by:
1. Connecting diversity, equity, inclusion, and justice to the City’s mission as critical principles to ensure the well-being of the City’s employees and the community;
2. Acknowledging and dismantling inequities within the City’s policies, systems, programs, and services, including continual review and updates to support ongoing progress;
3. Embedding language in the City’s plans, policies, and goals consistent with the intent of this Policy to promote diversity, equity, inclusivity, and justice; and
4. Exploring potential underlying, unquestioned assumptions that interfere with diversity, equity, inclusivity, and justice.
• Promote inclusive outreach to diverse communities by:
1. Identifying traditionally underrepresented or marginalized communities within the City and developing and implementing strategies to increase effective communication and engagement;
2. Regularly conferring with representatives of diversity groups to better understand and support the community and to ensure ongoing application and review of this Policy;
3. Work with community partners to support opportunities for professional leadership and DEIJ training for small businesses within the City;
4. Intentionally incorporate DEIJ initiatives into the City’s economic development efforts, including support for small and diverse businesses;
5. Evaluating barriers to participation in decision-making processes by traditionally underrepresented or marginalized communities and developing mechanisms to reduce identified barriers;
6. Fostering an environment of inclusivity in internal and public-facing events, meetings, and processes through intentional application of this Policy.
A significant portion of the policy is dedicated to promoting the tenets of DEIJ, including equitable outreach to historically underrepresented communities. This will be particularly salient for a comprehensive General Plan Update, which is a community-wide document.
The Consultant and/or subconsultant are expected to have expertise in the principles of DEIJ, and to support and implement the City’s DEIJ policy. Public engagement strategies shall make considerations to accommodate residents with non-traditional work schedules, language barriers, and accessibility barriers in order to obtain comments and input that represent all community members.
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City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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SCOPE OF WORK
Stage 1: Structure and Schedule the Process
After the agreement contract is executed, the consultant will attend a project initiation meeting with staff to refine the scope of work, create a specific framework as to how the process will unfold, who will be involved, what are the key milestones, and deadlines and deliverables. Staff and the Consultant shall also establish meeting schedule frequency with staff and public. Meetings with the Planning Commission and City Council will be held to review and affirm the framework created by staff and its consultant.
Stage 2: Public Outreach Strategy
Public engagement and participation will be vital to the success of the project. Staff and the Consultant shall actively solicit public engagement throughout the process, but especially during the visioning process. A strategy for public participation should also include other opportunities for engagement such as during public hearings, workshops, and review of draft elements and environmental documents. Staff will assist with the assembly of a stakeholder group to ensure a diversity of opinions, perspectives, and interests are represented. Representatives from the school district, bike coalition, Chamber of Commerce, Diversity Coalition of SLO County, R.A.C.E. Matters, and other interest and diversity groups will be invited to participate.
Stage 3: Gather and Analyze Data
Consultant shall produce a Draft Existing Conditions and Background Report which will include sections on land use, population, employment and housing, circulation and transportation, biological resources, cultural resources, economics, infrastructure, public services, noise, air quality, safety and hazards, geology, hydrology, and social justice.
The report will also identify the significant problems (and opportunities), issues, and concerns (PIC) facing the community. This step presents the first opportunity for widespread community engagement and participation, likely in the form of both surveys and a workshop. The problems, issues, and concerns will function as the foundation for the comprehensive plan and what should be updated The report that will also serve as the Existing Setting section for the General Plan EIR.
Stage 4: Visioning
Consultant shall solicit public input to develop a vision statement that will guide the update. The visioning exercise will identify community strengths, priorities for future development, and areas for improvement. This phase should also educate the community about the principles of land use planning to garner effective and relevant input. The visioning process must be inclusive for all members of the community to maximize engagement. Public engagement and participation is a critical component of the visioning process.
Stage 5: Administrative Draft
Consultant shall establish specific plan goals, objectives, and policies to implement the vision by updating the corresponding elements. Typically, each element will identify a specific issue or subject area previously identified as a PIC, provide a thorough context and assessments of the current and planned impacts associated with this topic, and identify specific goals, policies, and programs to implement the communities vision over the course of the planning period. The analysis and components of each element must ATTACHMENT 2
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Comprehensive General Plan Update November 2022
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comply with California Government Code Section 65302 and the States’ General Plan Guidelines. Development of the objective design standards will also begin during this step of the process.
• Land Use Element – establishes land use patterns and general plan land use designations that promote thoughtful, equitable, and accessible distribution of different land uses. Land use decisions can improve public health, reduce infrastructure costs, enhance the local economy, and address environmental issues and therefore, public input and participation will be critical in this decisionmaking process. The update to the Land Use Element will evaluate residential densities in mixed-use zones, especially along the E. Grand Avenue and El Camino Real corridors. Additionally, preparation of the Land Use Element shall include a comprehensive evaluation of land uses and density, development forms, parking policies, and complete streets architecture on the E. Grand Avenue corridor. This information would be used as the basis for a potential zoning overlay district for the East Grand Avenue corridor to be adopted with the General Plan Update. The update will also consider and address any potential expansions of the City’s sphere of influence.
• Circulation Element – is based on land use patterns established in the Land Use Element and determines traffic volumes and transportation circulation patterns. It identifies needed infrastructure improvements to accommodate transportation patterns (e.g. road widening, pedestrian or bicycle paths, sidewalks). The City may use this as an opportunity to prioritize non-vehicular travel or modify streets in such a way so as to calm traffic or make it more pedestrian friendly. The preparation of an Active Transportation Plan, which is anticipated to be adopted during the General Plan update, may also necessitate revisions to the Circulation Element. • Noise Element – is based on the land use patterns and Circulation Element and determines baseline noise levels as well as noise levels in the future based on projected growth in accordance with the land use plan. It allows the City to develop noise thresholds and policies related to noise. This Element will be reviewed and updated as necessary to ensure that noise exposure information and existing policies are consistent with changing land use patterns since 2001, as well as anticipated changes.
• Safety Element – establishes policies to better prepare the City for natural and human hazards, e.g. wildfires, earthquakes, hazardous materials spills, and other emergencies. The Countywide Local Hazard Mitigation Plan will be incorporated into this Element.
• Agriculture, Conservation and Open Space Element – identifies policies for protecting and conservation open spaces, agricultural lands, and other natural resources. Updates will consider mitigation measures when agricultural properties are proposed for conversion to urban uses.
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City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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• Parks and Recreation Element – establishes goals and policies to ensure the City meets the parkland and recreational needs of the community. This effort will evaluate existing recreation resources and programs and create necessary policies and implementation measures to meet those needs. • Economic Development Element – establishes goals and policies to help the City create a thriving economy and met community needs that respond to current and projected economic states. Policies to retain local businesses and attract head-ofhousehold jobs will be prioritized in the update, especially with likelihood of the decommissioning of DCNPP. The development of an E. Grand Avenue overlay as part of the Land Use Element will identify opportunities for expanded economic opportunities and inform the update of the Economic Development Element.
Stage 6: Generate and Evaluate Plan Alternatives
Consultant shall provide drafts of the updated Elements should be evaluated to formulate a series of possible land use futures for the city. Each element should be tied to the plan’s vision statement, specific community goals and objectives, as well as different growth scenarios.
Stage 7: Select and Develop the Preferred Plan
With input from Planning Commission, City Council, and the community, select the preferred option from the list of alternatives developed in the previous step and prepare the final draft.
Stage 8: Environmental Review and Climate Action Plan
Once a final draft General Plan has been prepared, the consultant shall provide an Environmental Impact Report (EIR) to evaluate all potential impacts of the draft plan. The EIR should include comprehensive analysis of for areas where significant projects are likely to be located in the future, and make considerations for these projects to streamline the future environmental review process. This includes the preparation and distribution of all required technical elements such as a Notice of Preparation, Scoping Meetings, the Draft EIR and public comment period, preparing responses to comments, Statement of Facts and Findings, and potentially a Statement of Overriding Considerations, Final EIR, and Notice of Determination. It is also desired that the EIR identify major points of intersection between the General Plan and EIR. The CEQA process should be integrated into the planning process and inform development of the General Plan itself. Additionally, the EIR must facilitate implementation of the General Plan, by streamlining and tiering of subsequent environmental review of projects where feasible that are consistent with the General Plan. Technical analysis may occur prior to, or concurrently with previous stages.
Although the Climate Action Plan is not a part of the General Plan, it is directly related to the Land Use and Circulation elements. Updates to the Land Use Element and Circulation Element will render the 2013 Climate Action Plan outdated. The consultant shall provide an update of the Climate Action Plan to assure ongoing compliance with CEQA and allow streamlining of future development projects.
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City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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Stage 9: Adopt the General Plan and Certify EIR
Hold hearings with participation from the consultant as necessary at the Planning Commission and ultimately the City Council.
Stage 10: Update Development Code
Following approval of the General Plan and certification of the EIR, the consultant shall prepare amendments to the City Development Code necessary to provide consistency between the Land Use and Housing Elements of the General Plan and the zoning ordinance.
Consultant shall develop a monitoring plan after adoption of the General Plan to ensure compliance and progress towards goals and objectives. The plan shall identify methods for implementation of policies and programs and staffing required to carry out the implementation plan.
PROPOSAL CONTENT AND ORGANIZATION
1. Transmittal Letter
The transmittal letter should include the name, title, address, phone number, and original signature of an individual with authority to negotiate on behalf of and to contractually bind the consultant(s) firm, and who may be contacted during the period of proposal evaluation. Only one transmittal letter need be prepared to accompany all copies of the technical and cost proposals. Proposal transmittal letter shall also affirmatively state the consultant’s ability to comply with the contract provisions as outlined in the City’s sample professional services agreement and insurance requirements (Attachment 2), or indicate which provisions will require amendments during contract negotiations.
2. Introduction
In this section, the consultant should demonstrate an adequate understanding of the role and relationships of the City and an awareness of issues specific to expectations outlined in the RFP. The Introduction shall include:
a. A brief description of the consultant(s) firm, including the year the firm was established, type of organization of firm (partnership, corporation, etc.), and along with a statement of the firm’s qualifications (as opposed to the qualifications of staff) for performing the subject consulting services; and
b. A brief description of the firm’s experience with similar projects.
3. Technical Approach
The consultant shall detail a technical approach for the project consisting of the following elements:
a. A thorough explanation of the consultant’s proposed course of action relative to the scope of work. References should be made to the RFP requirements and the consultant’s plans for meeting those requirements, while including tasks for review of work products by City staff; and
b. An itemized description of the proposed project schedule and the final work products to be produced.
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City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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4. Project Management
The consultant must prepare an explanation of the project management system and specific practices to be used to assure that the consultant will remain responsive to the City, that the proposed services will be completed in a timely manner, and that the quality of all work products will meet the City’s requirements.
5. Consultant Staff
The proposal must describe the qualifications and experience of each professional who will participate in the project, including a resume for each member of the project team. A project manager must be designated, and an organizational chart showing the manager and all project staff proposed who will provide services must be included, preferably identifying the topic areas of each staffing assignment.
6. Consultant Qualifications and References
The proposal must include a list of references for similar clients and similar projects.
References should include client contact names, addresses, phone numbers, a description of the type of work performed, approximate dates when the work was completed, and identification of the professional staff that performed the work. If a subcontractor is proposed, two to three similar qualifications and references should be provided for each subcontractor. Web links to the work products associated with each reference should also be included for review, when available.
Subcontracts must also meet all requirements requested of the selected Consultant and be approved by the City. The proposal must also include a full and complete disclosure of any actual, apparent, or potential conflicts of interest.
7. Project Scope
Preparation of a draft work plan identifying and describing in detail: tasks, meetings, products, roles of City staff, key personnel involvement, and length of time to complete tasks.
8. Project Schedule
Two schedules shall be provided for project completion within both a two-year and threeyear timeframe. Each schedule shall indicate the logical breakdown of project tasks and associated completion deadlines within the associated timeframe. The schedule should also be designed to provide time for staff input. The Consultant should specify all scheduled meetings with staff. The schedule shall indicate all milestones, the critical path necessary for the project, and the anticipated completion timeframe upon notice to proceed. Timeframes should be stated in terms of the number of calendar days required to complete the specified tasks using the City’s Notice to Proceed as the start date. Timing for the preparation of the General Plan update and the EIR shall be overlapping.
9. Cost Proposal
The cost proposal for both a two-year and three-year project timeline shall be submitted in a separately sealed envelope and will not be opened until the consultants’ proposals have been ranked based on their qualifications. The proposer shall prepare a detailed cost proposal for the work to be performed, listed by task. The cost proposal shall identify the hourly billing rates by classification, as well as any other cost factors that the firm ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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would need to price extra work. The same cost proposal detail is required for subconsultants. Furthermore, the cost proposal must identify a total project budget “not‐ to‐exceed” amount for this proposal and identify any conditions that could affect your firm’s costs. The City of Arroyo Grande has currently budgeted $500,000 for the update effort. The cost proposal should include all work products that can be provided with this budget for each timeline (two-year vs. three-year), as well as a listing of additional tasks that would potentially exceed the currently budgeted amount to complete the full scope of work.
PROCUREMENT PROCESS
The City intends to enter into an agreement with a consultant to provide professional services as described above.
The City will award a contract to the proposer with the apparent best value after the final agreement has been successfully negotiated. If no final agreement is reached between the City and the proposer with the apparent best value proposal, the City reserves the right to negotiate a contract with the proposer with the second highest score.
SELECTION CRITERIA FOR PROFESSIONAL SERVICES
The following criteria will be used in ranking each of the proposers. The proposer that is ranked the highest will represent the best value for the City. The criteria are not listed in any particular order. The City will consider all criteria in performing a comprehensive evaluation of each proposal. Weights have been assigned to each criterion in the form of points.
A. Past Performance Rating (20 Points). Each proposer will be given a past performance rating. The rating will be based on the performance of the proposer in completion of the three previous projects as submitted with the proposal. Proposer shall include three (3) external references from clients who received similar services to those proposed for this solicitation.
B. Project Proposal (50 Points). The merits of each proposal will be evaluated by the City in relation to the following:
1. Understanding of the Project Purpose and Objectives– How well has the proposer demonstrated a thorough understanding of the issues and concerns embodied in the Project Description?
2. Comprehensiveness of the response to the RFP – Has the proposal properly addressed each of the requirements and suggestions identified within the RFP, and paid adequate attention to each element?
3. Creativity and Professionalism – Has the proposer demonstrated both creativity and a professional approach to addressing the issues and needs identified in the RFP? Are the proposals realistic and attainable?
4. Public Engagement Strategy – Does the strategy include a variety of options for public engagement? How will the outreach identify and solicit input from traditionally underrepresented or marginalized communities? Will the strategy accommodate residents with non-traditional work schedules, ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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language barriers, and accessibility barriers in order to obtain comments and input that represent all community members?
C. Strength of Team and Management (10 Points). Based on the proposals, the interview, and management plan, the City shall evaluate the expertise and experience of the proposer and the project lead as it relates to the project in size, complexity, quality, duration, etc. Consideration will also be given to the strength brought to the proposal by critical consultants including how they were selected, the success the proposer has had in the past with similar projects, and the expertise of the team in diversity, equity, inclusion and justice policy.
D. Schedule and Budget (15 Points). The proposer’s schedule will be evaluated as to how well it meets the objectives of the project. The proposer shall identify in the project schedule all major work items with start and stop dates that are realistic and critical. The completion dates shown on the schedule will be used in the contract. A Critical Path or similar schedule approach is preferred. The proposed budget will also be a consideration in the selection, although it is recognized that if the consultant proposes a more ambitious scope of work that more clearly meets City objectives, the overall efficiency and logic of the tasks as proposed will also be considered in the context of the budget, which includes identified cost saving measures.
E. Local Knowledge (5 Points). The proposer’s knowledge of the local and regional plans for the area and their past involvement with jurisdictions in the area will be evaluated as to how well issues of the area are known.
TOTAL POSSIBLE: 100 POINTS
GENERAL INFORMATION
Submittal Due Date and Times
Five (5) hard copies of each proposal and one electronic copy of all proposal materials provided must be received by 5:00 p.m. on December 22, 2022 at:
City of Arroyo Grande
Community Development Department
Attn: Brian Pedrotti, Community Development Director
300 E. Branch St.
Arroyo Grande. CA 93420
Submittals received after the specified time will not be accepted. Please allow adequate time for delivery. If using a courier service, the submitting firm is responsible for ensuring that delivery will be made directly to the required location. PDF documents must have permissions enabled for comments and printing.
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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Tentative Schedule
The following is the City’s tentative schedule for selection of the Consultant:
1. Issuance of the RFP: November 4, 2022
2. Deadline for RFP Submittal December 22, 2022
3. City Review of Qualifications December 27- January 6, 2023
4. Consultant Interviews Week of January 16, 2023
5. Award of Agreement and Notice to Proceed: February 14, 2023 Except as authorized by the City representative or as otherwise stated in the RFP, communication during the selection process shall be directed to the specified City representative. In order to maintain fair and equitable treatment of everyone, proposers shall not unduly contact or offer gifts or gratuities to any official or employee of the City in an effort to influence the selection process or in a manner that gives the appearance of influencing the selection process. This prohibition applies before the RFP is issued, through selection, as the project is developed, and extends through the award of a contract. Failure to comply with this requirement may result in a disqualification in the selection process.
Questions and Requests for Clarifications
Proposers may submit questions or formal requests for clarification on the RFP in writing until the submittal date via email at the contact address noted below.
Brian Pedrotti, Community Development Director
City of Arroyo Grande
300 East Branch Street
Arroyo Grande, CA 93420
(805) 473-5422
[email protected]
Form of Agreement
At the conclusion of negotiations, the selected consultant will be required to enter into a Consultant Services Agreement.
Licensure
The consultant shall comply with and require any subconsultants to comply with the license laws of the State of California (Exhibit C to Attachment 1).
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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Attachment 1
AGREEMENT FOR CONSULTANT SERVICES
THIS AGREEMENT FOR CONSULTANT SERVICES (“Agreement”), is made and effective as of _________________ 2023, between ____________________ (“Consultant”), and the CITY OF ARROYO GRANDE, a Municipal Corporation (“City”). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:
1. TERM
This Agreement shall commence on ____________________, 2023 and shall remain and continue until ____________________________, 2025 unless sooner terminated pursuant to the provisions of this Agreement. This agreement may be extended after the initial Term upon written agreement by City and Consultant, as necessary to complete the project. All terms and conditions of this Agreement shall apply to any additional term.
2. SERVICES
Consultant shall perform the tasks described and comply with all terms and provisions set forth in Exhibit “A”, attached hereto and incorporated herein by this reference.
3. PERFORMANCE
Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement.
4. AGREEMENT ADMINISTRATION
City’s Community Development Director shall represent City in all matters pertaining to the administration of this Agreement. ____________________shall represent Consultant in all matters pertaining to the administration of this Agreement.
5. PAYMENT
The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Exhibit “B”, attached hereto and incorporated herein by this reference.
6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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least ten (10) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the City suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement.
(b) In the event this Agreement is terminated pursuant to this Section, the City shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5.
7. TERMINATION ON OCCURRENCE OF STATED EVENTS
This Agreement shall terminate automatically on the occurrence of any of the following events:
(a) Bankruptcy or insolvency of any party;
(b) Sale of Consultant’s business; or
(c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement term specified in Section 1.
8. DEFAULT OF CONSULTANT
(a) The Consultant’s failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant’s control, and without fault or negligence of the Consultant, it shall not be considered a default. (b) If the City Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement.
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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9. LAWS TO BE OBSERVED. Consultant shall:
(a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement; (b) Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Agreement, any materials used in Consultant’s performance under this Agreement, or the conduct of the services under this Agreement; (c) At all times observe and comply with, and cause all of its employees to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above;
(d) Immediately report to the City’s Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement.
(e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section.
10.OWNERSHIP OF DOCUMENTS
(a) Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts, and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment.
(b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. With respect to computer files, Consultant shall make available to the City, at the Consultant’s office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files.
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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11.INDEMNIFICATION
(a) Indemnification for Professional Liability. When the law establishes a professional standard of care for Consultant’s Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subcontractors or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this agreement. (b) Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorney’s fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subcontractors of Consultant.
(c) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subcontractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section. (d) Indemnification for Design Professional Services. Notwithstanding anything herein to the contrary, to the fullest extent permitted by law for all design professional services arising under this Agreement, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its officials, employees and agents ("Indemnified Parties") from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and costs which arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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12.INSURANCE
Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit “C” attached hereto and incorporated herein as though set forth in full.
13.INDEPENDENT CONSULTANT
(a) Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City nor any of its officers, employees, or agents shall have control over the conduct of Consultant or any of Consultant’s officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. (b) No employee benefits shall be available to Consultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder.
14.UNDUE INFLUENCE
Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement, or financial inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement.
Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity.
15.NO BENEFIT TO ARISE TO LOCAL EMPLOYEES
No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement.
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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16.RELEASE OF INFORMATION/CONFLICTS OF INTEREST
(a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City’s prior written authorization. Consultant, its officers, employees, agents, or subcontractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the City. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena.
(b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, City’s right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response.
17.NOTICES
Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice:
To City: City of Arroyo Grande
Brian Pedrotti, Community Development Director
300 E. Branch Street
Arroyo Grande, CA 93420
To Consultant:
18.ASSIGNMENT
The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City.
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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19.GOVERNING LAW
The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande.
20.ENTIRE AGREEMENT
This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party’s own independent investigation of any and all facts such party deems material.
21.TIME
City and Consultant agree that time is of the essence in this Agreement.
22.CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL
Consultant is bound by the contents of the City’s Request for Proposal, Exhibit “D”, attached hereto and incorporated herein by this reference, and the contents of the proposal submitted by the Consultant, Exhibit “E”, attached hereto and incorporated herein by this reference. In the event of conflict, the requirements of City’s Request for Proposals and this Agreement shall take precedence over those contained in the Consultant’s proposals.
23.CONSTRUCTION
The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate.
24.AMENDMENTS
Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement.
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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25.AUTHORITY TO EXECUTE THIS AGREEMENT
The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder.
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the day and year first above written.
CITY OF ARROYO GRANDE: CONSULTANT:
By: __________________________ By:____________________________ Caren Ray Russom, Mayor
Its:____________________________
(Title)
Attest:
_____________________________
Jessica Matson, City Clerk
Approved As To Form:
_____________________________
Timothy J. Carmel, City Attorney
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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EXHIBIT A – SCOPE OF WORK
Insert Copy of City RFP for
General Plan Update
Dated November 2022
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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EXHIBIT B – PAYMENT SCHEDULE
Insert Copy of
Consultant’s Proposal with submitted rate sheets
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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EXHIBIT C – INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City.
Consultant shall provide the following types and amounts of insurance:
Commercial General Liability Insurance using Insurance Services Office “Commercial General Liability” policy from CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence.
Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consultant’s employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person.
Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident or disease.
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Any such coverage provided under an umbrella liability policy shall include a drop down provision providing primary coverage above a maximum $25,000 self-insured retention for liability not covered by primary but covered by the umbrella. Coverage shall be provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits.
Policy shall contain a provision obligating insurer at the time insured’s liability is determined, not requiring actual payment by the insured first. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another.
Coverage shall be applicable to City for injury to employees of Consultant, subcontractors or others involved in the Work. The scope of coverage provided is subject to approval of City following receipt of proof of insurance as required herein. Limits are subject to review but in no event less than $1,000,000 per occurrence.
Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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omissions of the Consultant and “Covered Professional Services” as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer’s duty to defend. The policy retroactive date shall be on or before the effective date of this agreement.
Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an A.M. Bests rating of A- or better and a minimum financial size VII.
General conditions pertaining to provision of insurance coverage by Consultant.
Consultant and City agree to the following with respect to insurance provided by Consultant:
1. Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials employees and agents, using standard ISO endorsement No.
CG 2010 with an edition prior to 1992. Consultant also agrees to require all Consultants, and subcontractors to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant’s employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subcontractors to do likewise.
3. All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured or of any Consultant or subcontractor.
6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises.
Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City’s protection without City’s prior written consent.
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant’s general liability policy, shall be delivered to City at or prior to the execution of this Agreement.
In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option.
8. Certificate(s) are to reflect that the insurer will provide 30 day notice to City of any cancellation of coverage. Consultant agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will “endeavor” (as opposed to being required) to comply with the requirements of the certificate.
9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self-insurance available to City.
10.Consultant agrees to ensure that subContractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section.
Consultant agrees that upon request, all agreements with subContractors and others engaged in the project will be submitted to City for review.
11.Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subContractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Consultant’s existing coverage includes a deductible or self-insured retention, the deductible or selfinsured retention must be declared to the City. At the time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions.
12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City.
13.For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement.
14.Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirements in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard.
15.Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect.
16.Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant’s insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages.
17.The provisions of any workers’ compensation or similar act will not limit the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents.
18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive.
19.These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such.
ATTACHMENT 2
City of Arroyo Grande – Request for Proposals
Comprehensive General Plan Update November 2022
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20.The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section.
21.Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto.
22.Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City.
ATTACHMENT 2
6 7
CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | COST PROPOSAL THREE-YEAR COST PROPOSAL7+5((<($5:25.6&23(&267352326$/ ARROYO GRANDE GENERAL PLAN Phases, Tasks Description HARNISH Project Advisor
B. GIBBONS
Project Director
M. GIBBONS
Project Manager
JUMAMOY/ZANCH
ETTA Planner
Planning
Technician
Support
Subtotal Hours
Subtotal Costs
Principal I
Principal II
Supervisor Planner I
Senior Supervisor
Planner II
Senior Planner I
Planner III
Phase 1 Project InitiationTask 1.1 Kick-Off Meeting and City Tour 12 12 12 36 $8,280 8 8Task 1.2 Joint Study Session 12 18 30 $6,330 8Task 1.3 Develop Final Work Program 2 12 20 12 46 $8,740Subtotal 14 36 50 0 12 112 $23,350 16 0 0800Phase 2 Public Outreach StrategyTask 2.1 Public Outreach Strategy 4 16 12 32 $5,980Task 2.2 General Plan Website and Branding 2 4 20 26 $4,450Task 2.3 Stakeholder Interviews 12 14 26 $5,550Task 2.4 Newsletter: General Plan Update Overview 2 2 4 8 16 $3,050Subtotal 2 20 38 40 0 100 $19,030 0 0 0 0 0 0Phase 3 Gather and Analyze DataTask 3.1 Existing Data Collection and Compilation 2 4 10 16 $2,850Task 3.2 Assemble GIS Data and Prepare the Base Map 2 4 16 22 $3,810Task 3.3 General Plan Audit 4 24 28 $3,940Task 3.4 Existing Conditions Evaluation 2 4 8 14 $2,530Task 3.5 Community Workshop #1: Assets, Issues, and Opportunities Identification 10 16 36 62 $11,230Task 3.6 Assets, Issues, and Opportunities Workshop Summary Report 2 4 12 24 42 $7,640Task 3.7 Newsletter: Existing Conditions and Trends 2 2 4 8 16 $3,050 Task 3.8 Existing Conditions and Trends Workbook 4 12 32 60 20 128 $22,200 4 8 24 Subtotal 8 38 76 162 44 328 $57,250 4 0 0 8 0 24Phase 4 Visioning and Guiding PrinciplesTask 4.1 Community Workshop #2: Community Visioning Workshop 10 16 36 62 $11,230Task 4.2 Visioning Pop-Up Event 2 8 10 $1,670Task 4.3 Public Outreach Summary Report: Workshop #2 2 4 12 18 $3,170Task 4.4 Draft Vision Statement 2 8 12 8 30 $6,020Task 4.5 Planning Commission Study Session: Vision and Guiding Principles 12 12 24 $5,160Task 4.6 City Council Study Session: Vision and Guiding Principles 12 12 24 $5,160Task 4.7 Final Vision Statement and Guiding Principles 2 2 4 8 $1,770Subtotal 4 46 62 64 0 176 $34,180 0 0 0 0 0 0Phase 5 Alternative ChoicesTask 5.1 Initial Growth Alternatives 4 20 36 60 120 $22,360 4 12Task 5.2 Consultant Team/Staff Work Session 2 4 6 4 16 $3,270Task 5.3 Community Workshop #3: Developing Growth Alternatives 14 24 80 118 $20,770 8Task 5.4 City Council/Planning Commission Joint Study Session 12 16 28 $5,940Subtotal 6 50 82 144 0 282 $52,340 4 0 0 20 0 0Phase 6 General PlanTask 6.1 General Plan Design, Format, and Organization Options 2 2 4 10 18 $3,370Task 6.2 Land Use Element 0 $0Subtask 6.2-1 Land Use Density and Intensity Evaluation 6 10 18 24 58 $11,260Subtask 6.2-2 Administrative Draft Land Use Element 6 18 36 12 72 $14,730Task 6.3 Circulation Element 2 4 4 10 $2,240Task 6.4 Noise Element 2 4 4 10 $2,240 8 6 Task 6.5 Safety Element 0 $0
Subtask 6.5-1 Vulnerability Assessment 2 4 8 14 $3,020 2 16 8 Subtask 6.5-2 SB 99 Analysis 2 2 4 $860 24
Subtask 6.5-3 AB 747 Evacuation Analysis 2 4 4 10 $2,240 Subtask 6.5-3 Administrative Draft Safety Element 2 4 8 14 $3,020 2 8 4 Subtask 6.5-4 Safety Technical Advisory Committee Meeting 2 2 4 $860 4 Task 6.6 Agriculture, Conservation, and Open Space Element 2 12 12 6 32 $6,640 Task 6.7 Parks and Recreation Element 2 8 12 12 34 $6,660Task 6.8 Economic Development Element 0 $0Subtask 6.8-1 Economic Opportunities Analysis 2 4 8 14 $3,020Subtask 6.8-2 Small Business Workshop 2 2 4 $860Subtask 6.8-3 Administrative Draft Economic Development Element 2 4 8 14 $3,020Task 6.9 Environmental Justice Element 0 $0Subtask 6.9-1 Environmental Justice Community Analysis 2 8 12 22 $3,950Subtask 6.9-2 Environmental Justice Working Session 2 4 4 10 $1,890Subtask 6.9-3 Community Workshops: Environmental Justice Element 20 40 60 120 $22,100Subtask 6.9-4 Environmental Justice Pop-Up Events 2 8 10 $1,670 Subtask 6.9-5 Administrative Draft Environmental Justice Element 4 10 36 24 74 $14,250Task 6.10 Prepare Land Use and Circulation Diagrams 2 4 12 18 $3,170Task 6.11 Preliminary Public Review Draft General Plan 6 8 12 18 44 $8,660Task 6.12 Community Workshop: Draft General Plan 10 16 36 62 $11,230Task 6.13 Planning Commission Study Session: Preliminary Public Review Draft General Plan 4 6 10 $2,110Task 6.14 City Council Study Session: Preliminary Public Review Draft General Plan 4 6 10 $2,110 Task 6.15 Public Review Draft General Plan 4 4 8 16 32 $6,100 2 8 Task 6.16 General Plan Consultation and Referrals 4 6 10 $2,110 0 0 0 0 0 0 Subtotal 46 154 280 254 0 734 $143,390 12 2 24 28 26 0
Phase 7 Program Environmental Impact Report (PEIR)Task 7.1 CEQA Kick-off Meeting 2 4 6 $1,460 2 2 6 Task 7.2 Program EIR Project Description and Notice of Preparation 2 4 6 $1,460 2 4 12 Task 7.3 Program EIR Scoping Meeting 4 4 $940 1 6Task 7.4 Transportation and Traffic Impact Analysis 2 4 6 $1,460 Task 7.5 Administrative Draft Program EIR 16 4 20 $5,100 24 54 158 Task 7.6 Staff Review/Screen Check Draft Program EIR 4 2 6 $1,510 4 6 16 Task 7.7 Draft Program EIR 4 2 6 $1,510 2 4 10
Task 7.8 Draft and Final Response to Comments 2 2 4 $910 6 20 28 Task 7.9 Mitigation Monitoring and Reporting Program 2 2 $520 1 8 Task 7.10 Final Program EIR 2 2 $520 1 8 8Subtotal 36 24 2 0 0 62 $15,390 42 0 2 97 252 0Phase 8 Public HearingsTask 8.1 Planning Commission Hearing 12 18 30 $6,330 8Task 8.2 City Council Hearing 12 18 30 $6,330 8Task 8.3 Final General Plan Documents 4 8 10 20 42 $8,070Task 8.4 City Council Adoption Hearing 12 12 18 42 $9,450Subtotal 16 44 64 20 0 144 $30,180 0 0 0 16 0 0Phase 9 Public HearingsTask 9.1 Work Session 4 6 4 14 $2,750Task 9.2 Administrative Draft Technical Development Code Update 24 60 60 144 $26,940Task 9.3 Preliminary Review Draft Technical Development Code Amendments 10 32 32 74 $13,710Task 9.4 Public Review Draft Technical Development Code Amendments 8 20 20 48 $8,980Task 9.5 CEQA Compliance 8 2 2 12 $2,940Task 9.6 Planning Commission Hearing 12 18 30 $6,330Task 9.7 City Council Hearing 12 18 30 $6,330Task 9.8 Final Documents to the City 4 8 12 24 $4,420Subtotal 8 76 164 128 0 376 $72,400 0 0 0 0 0 0PM Project ManagementPM Project Management 32 80 100 212 $35,620 16 20 56Subtotal 0 32 80 0 100 212 $35,620 16 0 0 20 56 0TOTAL Total Hours 140 520 898 812 156 2,526 - 94 2 26 197 334 24 2023 Billing Rates $260 $235 $195 $160 $125 - - $285 $295 $240 $258 $208 $170Labor Subtotals $36,400 $122,200 $175,110 $129,920 $19,500 - $483,130 $26,790 $590 $6,240 $50,826 $69,472 $4,080 Direct Expenses (e.g., printing, travel) $15,000
TOTAL COST $498,130ϭͿdŚŝƐƌĞƉƌĞƐĞŶƚƐĂƚŽƚĂůŶŽƚƚŽĞdžĐĞĞĚĐŽƐƚďĂƐĞĚŽŶƚŚĞƉƌŽǀŝĚĞĚƐĐŽƉĞŽĨǁŽƌŬ͘ϮͿdŚĞĚŝƐƚƌŝďƵƚŝŽŶŽĨŚŽƵƌƐďĞƚǁĞĞŶĨŝƌŵƐ͕ƐƚĂĨĨĐĂƚĞŐŽƌŝĞƐ͕ĂŶĚƚĂƐŬƐĂƌĞĂŶĞƐƚŝŵĂƚĞ͘tŚŝůĞƚŚĞƚŽƚĂůĐŽƐƚƐǁŝůůŶŽƚĐŚĂŶŐĞ͕ƚŚĞĚŝƐƚƌŝďƵƚŝŽŶŽĨŚŽƵƌƐͬĐŽƐƚƐŵĂLJǀĂƌLJĚĞƉĞŶĚŝŶŐŽŶĂĐƚƵĂůĞdžĞĐƵƚŝŽŶ͘ϯͿ >ĂďŽƌƌĂƚĞƐĂƌĞƐƵďũĞĐƚƚŽĐŚĂŶŐĞĞǀĞƌLJ:ĂŶƵĂƌLJϭƐƚ͕ĂůƚŚŽƵŐŚƚŚŝƐĐŚĂŶŐĞǁŝůůŶŽƚĐŚĂŶŐĞƚŚĞƚŽƚĂůďƵĚŐĞƚ͘
MINTIER HARNISH RINC
Planner II
Senior GIS
Specialist
GIS/CADD
Specialist I
Technical Editor
Production
Specialist
Admin/Billing
Subtotal Hours
Subtotal Costs
Senior Project
Manager
Senior Project
Manager
Transportation
Planner
Planner
Planner
Subtotal Hours
Subtotal Costs
Principal
Senior Associate
Field Research
Subtotal Hours
Subtotal Costs
TOTAL
COSTS
16 $4,344 2 2 4 $964 12 12 $3,180 $16,768
8 $2,280 0 $0 12 12 $3,180 $11,7900 $0 0 $0 0 $0 $8,740 0 0 0 0 0 0 24 $6,624 2 2 0 0 0 4 $964 24 0 0 24 $6,360 $37,298 0 $0 0 $0 0 $0 $5,9800 $0 0 $0 0 $0 $4,4500 $0 0 $0 4 4 $1,060 $6,6100 $0 0 $0 0 $0 $3,050 0 0 0 0 0 0 0 $0 0 0 0 0 0 0 $0 4 0 0 4 $1,060 $20,090
0 $0 0 $0 0 $0 $2,8500 $0 0 $0 0 $0 $3,8100 $0 0 $0 0 $0 $3,9400 $0 0 $0 0 $0 $2,5300 $0 0 $0 0 $0 $11,2300 $0 0 $0 0 $0 $7,6400 $0 0 $0 0 $0 $3,050 32 68 $12,180 8 6 16 10 40 $7,882 8 12 24 44 $8,000 $50,262 32 0 0 0 0 0 68 $12,180 8 6 16 10 0 40 $7,882 8 12 24 44 $8,000 $85,312 0 $0 0 $0 0 $0 $11,2300 $0 0 $0 0 $0 $1,6700 $0 0 $0 0 $0 $3,1700 $0 0 $0 0 $0 $6,0200 $0 0 $0 0 $0 $5,1600 $0 0 $0 0 $0 $5,1600 $0 0 $0 0 $0 $1,770 0 0 0 0 0 0 0 $0 0 0 0 0 0 0 $0 0 0 0 0 $0 $34,180
24 40 $7,908 0 $0 0 $0 $30,268
0 $0 0 $0 0 $0 $3,2708 $2,064 0 $0 0 $0 $22,8340 $0 0 $0 0 $0 $5,940 24 0 0 0 0 0 48 $9,972 0 0 0 0 0 0 $0 0 0 0 0 $0 $62,312 0 $0 0 $0 0 $0 $3,3700 $0 0 $0 0 $0 $00 $0 0 $0 0 $0 $11,2600 $0 0 $0 0 $0 $14,7300 $0 6 6 8 8 6 34 $6,430 0 $0 $8,670 28 10 52 $9,452 0 $0 0 $0 $11,692
0 $0 0 $0 0 $0 $0
77 103 $18,163 0 $0 0 $0 $21,183
32 56 $9,952 0 $0 0 $0 $10,812
0 $0 10 4 32 24 70 $13,022 0 $0 $15,262
42 12 4 72 $11,984 0 $0 0 $0 $15,004
4 8 $1,644 0 $0 0 $0 $2,504
0 $0 0 $0 0 $0 $6,6400 $0 0 $0 0 $0 $6,6600 $0 0 $0 0 $0 $00 $0 0 $0 12 40 12 64 $13,260 $16,2800 $0 0 $0 0 $0 $8600 $0 0 $0 12 20 32 $7,380 $10,4000 $0 0 $0 0 $0 $00 $0 0 $0 0 $0 $3,9500 $0 0 $0 0 $0 $1,8900 $0 0 $0 0 $0 $22,100 0 $0 0 $0 0 $0 $1,6700 $0 0 $0 0 $0 $14,2500 $0 0 $0 0 $0 $3,1700 $0 0 $0 0 $0 $8,6600 $0 0 $0 0 $0 $11,2300 $0 0 $0 0 $0 $2,1100 $0 0 $0 0 $0 $2,110 22 32 $5,600 0 $0 0 $0 $11,700
0 0 0 0 0 0 0 $0 0 $0 0 $0 $2,110
173 10 44 4 0 0 323 $56,795 16 10 40 32 6 104 $19,452 24 60 12 96 $20,640 $240,277 6 16 $3,216 0 $0 0 $0 $4,676
16 12 2 48 $8,378 0 $0 0 $0 $9,838
6 13 $2,424 0 $0 0 $0 $3,364
0 $0 16 30 84 30 160 $31,198 0 $0 $32,658
352 12 22 622 $111,924 0 $0 0 $0 $117,024
18 4 4 52 $9,714 0 $0 0 $0 $11,224
6 4 8 34 $5,964 0 $0 0 $0 $7,474
40 4 2 100 $19,548 4 4 4 12 $2,660 0 $0 $23,11812 21 $3,785 0 $0 0 $0 $4,305 8 12 37 $6,797 0 $0 0 $0 $7,317
464 0 36 36 14 0 943 $171,750 20 34 88 30 0 172 $33,858 0 0 0 0 $0 $220,998 8 $2,064 4 4 $964 0 $0 $9,3588 $2,064 4 4 $964 0 $0 $9,3580 $0 0 $0 0 $0 $8,0700 $0 0 $0 0 $0 $9,450 0 0 0 0 0 0 16 $4,128 0 8 0 0 0 8 $1,928 0 0 0 0 $0 $36,236 0 $0 0 $0 0 $0 $2,7500 $0 0 $0 0 $0 $26,9400 $0 0 $0 0 $0 $13,7100 $0 0 $0 0 $0 $8,9800 $0 0 $0 0 $0 $2,9400 $0 0 $0 0 $0 $6,3300 $0 0 $0 0 $0 $6,3300 $0 0 $0 0 $0 $4,420 0 0 0 0 0 0 0 $0 0 0 0 0 0 0 $0 0 0 0 0 $0 $72,400
24 116 $23,648 0 $0 0 $0 $59,268
0 0 0 0 0 24 116 $23,648 0 0 0 0 0 0 $0 0 0 0 0 $0 $59,268 693 10 80 40 14 24 1,538 - 46 60 144 72 6 328 - 60 72 36 168 - - $153 $164 $131 $130 $105 $95 - - $241 $241 $183 $158 $135 - - $265 $210 $140 - - - $106,029 $1,640 $10,480 $5,200 $1,470 $2,280 - $285,097 $11,086 $14,460 $26,352 $11,376 $810 - $64,084 $15,900 $15,120 $5,040 - $36,060 $868,371 $11,000 $400 $2,000 $28,400
$296,097 $64,484 $38,060 $896,771
CON CONSULTANTS INC GHD NATELSON DALE
(;+,%,7% ATTACHMENT 2
8 9
CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | COST PROPOSAL OPTIONAL TASKS COST PROPOSAL237,21$/7$6.6&267352326$/ ARROYO GRANDE GENERAL PLAN OPTIONAL TASKS Phases, Tasks Description HARNISH Project Advisor
B. GIBBONS
Project Director
M. GIBBONS Project
Manager
JUMAMOY/ZANCHE
TTA Planner
Planning Technician
Support
Subtotal Hours
Subtotal Costs
Principal I
Principal II
Supervisor Planner I
Senior Supervisor
Planner II
Phase PO Public Outreach ActivitiesTask PO-1 Meetings with Agency Committees and Commissions (cost shown is per meeting) 4 6 2 12 $2,430 Task PO-2 Technical Advisory Groups (cost shown is per meeting) 4 8 12 $2,500 Task PO-3 Focus Groups (cost shown is per meeting) 4 6 4 14 $2,750 Task PO-4 Speaker Series 36 60 24 120 $24,000
Subtotal 0 48 80 30 0 158 $31,680 0000
Phase AR Alternatives ReportTask AR-1 Alternatives Report 8 36 72 100 216 $40,580Subtotal 8 36 72 100 0 216 $40,580 0000Phase CU Comprehensive Code UpdateTask CU-1 Comprehensive Zoning Code Update 60 220 300 240 820 $164,200 Direct Expenses $7,500
Subtotal 60 220 300 240 0 820 $171,700 0000
Phase ED Economic Development Tasks Economic Development TasksTask ED-1 Retail Market Analysis 2 2 2 6 $1,380Task ED-2 Market Demand Studies for Other Land Uses 2 2 2 6 $1,380 Subtotal 4 4 4 0 0 12 $2,760 0000
Phase CAP Climate Action Plan UpdateTask CAP-1 Project Management 0 $0 14 24 Task CAP-2 Virtual Project Kick-off Meeting 0 $0 2 2
Task CAP-3 Greenhouse Gas (GHG) Inventory 0 $0 6
Task CAP-4 Forecast and Target Setting 0 $0 6 14
Task CAP-5 GHG Measure Development 0 $0 8 24
Task CAP-6 Measure Quantification and CEQA Defensibility Analysis 0 $0 6 12 Task CAP-7 Implementation and Monitoring Tool – CAPDash 0 $0 4 6 Task CAP-8 Implementation and Monitoring Strategy 0 $0 4 4 Task CAP-9 Climate Action Plan Summary Document (appendix) 0 $0 4 4 Direct Expenses 0 $0
Subtotal 0 0 0 0 0 0 $0 0 54 90 0
TOTAL
Total Hours 72 308 456 370 0 1,206 - 0 54 90 0
2023 Billing Rates $260 $235 $195 $160 $125 - - $285 $295 $240 $258Labor Subtotals $18,720 $72,380 $88,920 $59,200 $0 - $246,720 $0 $15,930 $21,600 $0 TOTAL COST $246,720ϭͿdŚŝƐƌĞƉƌĞƐĞŶƚƐĂƚŽƚĂůŶŽƚƚŽĞdžĐĞĞĚĐŽƐƚďĂƐĞĚŽŶƚŚĞƉƌŽǀŝĚĞĚƐĐŽƉĞŽĨǁŽƌŬ͘ϮͿdŚĞĚŝƐƚƌŝďƵƚŝŽŶŽĨŚŽƵƌƐďĞƚǁĞĞŶĨŝƌŵƐ͕ƐƚĂĨĨĐĂƚĞŐŽƌŝĞƐ͕ĂŶĚƚĂƐŬƐĂƌĞĂŶĞƐƚŝŵĂƚĞ͘tŚŝůĞƚŚĞƚŽƚĂůĐŽƐƚƐǁŝůůŶŽƚĐŚĂŶŐĞ͕ƚŚĞĚŝƐƚƌŝďƵƚŝŽŶŽĨŚŽƵƌƐͬĐŽƐƚƐŵĂLJǀĂƌLJĚĞƉĞŶĚŝŶŐŽŶĂĐƚƵĂůĞdžĞĐƵƚŝŽŶ͘ϯͿ>ĂďŽƌƌĂƚĞƐĂƌĞƐƵďũĞĐƚƚŽĐŚĂŶŐĞĞǀĞƌLJ:ĂŶƵĂƌLJϭƐƚ͕ĂůƚŚŽƵŐŚƚŚŝƐĐŚĂŶŐĞǁŝůůŶŽƚĐŚĂŶŐĞƚŚĞƚŽƚĂůďƵĚŐĞƚ͘
MINTIER HARNISH
Senior Planner I
Planner III
Planner II
Senior GIS Specialist
GIS/CADD Specialist I
Technical Editor
Production
Specialist
Admin/Billing
Subtotal Hours
Subtotal Costs
TBD
TBD
TBD
TBD
Subtotal Hours
Subtotal Costs
Principal
Senior Associate
Field Research
Subtotal Hours
Subtotal Costs
TOTAL
COSTS
0 $0 0 $0 0 $0 $2,4300 $0 0 $0 0 $0 $2,5000 $0 0 $0 0 $0 $2,750 0 $0 0 $0 0 $0 $24,000
0 0 0 0 0 0 0 0 0 $0 0 0 0 0 0 $0 0 0 0 0 $0 $31,680
0 $0 0 $0 0 $0 $40,580
0 0 0 0 0 0 0 0 0 $0 0 0 0 0 0 $0 0 0 0 0 $0 $40,580
0 $0 0 $0 0 $0 $164,2000 $0 0 $0 0 $0 $7,500
0 0 0 0 0 0 0 0 0 $0 0 0 0 0 0 $0 0 0 0 0 $0 $171,700
0 $0 0 $0 16 40 20 76 $15,440 $16,820
0 $0 0 $0 24 60 32 116 $23,440 $24,820
0 0 0 0 0 0 0 0 0 $0 0 0 0 0 0 $0 40 100 52 192 $38,880 $41,640 26 64 $15,298 0 $0 0 $0 $15,298
4 8 $1,902 0 $0 0 $0 $1,902
26 60 2 94 $17,568 0 $0 0 $0 $17,568
28 46 6 4 104 $19,934 0 $0 0 $0 $19,93430 60 2 124 $24,820 0 $0 0 $0 $24,820 20 30 26 6 2 102 $18,858 0 $0 0 $0 $18,85812 20 4 46 $8,896 0 $0 0 $0 $8,89620 20 60 8 116 $19,920 0 $0 0 $0 $19,920 16 24 2 50 $9,738 0 $0 0 $0 $9,738
0 $7,500 0 $0 0 $0 $7,500
182 260 86 0 0 22 0 14 708 $144,434 0 0 0 0 0 $0 0 0 0 0 $0 $144,434 182 260 86 0 0 22 0 14 708 - 0 0 0 0 0 - 40 100 52 192 - - $208 $170 $153 $164 $131 $130 $105 $95 - - $285 $224 $184 $146 - - $265 $210 $140 - - - $37,856 $44,200 $13,158 $0 $0 $2,860 $0 $1,330 - $144,434 $0 $0 $0 $0 - $0 $10,600 $21,000 $7,280 - $38,880 $430,034 $144,434 $0 $38,880 $430,034
RINCON CONSULTANTS INC GHD NATELSON DALE
ATTACHMENT 2
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EXHIBIT C – INSURANCE REQUIREMENTS
Prior to the beginning of and throughout the duration of the Work, Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City.
Consultant shall provide the following types and amounts of insurance:
Commercial General Liability Insurance using Insurance Services Office “Commercial General Liability” policy from CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence.
Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consultant’s employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person.
Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident or disease.
Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Any such coverage provided under an umbrella liability policy shall include a drop down provision providing primary coverage above a maximum $25,000 self-insured retention for liability not covered by primary but covered by the umbrella. Coverage shall be provided on a “pay on behalf” basis, with defense costs payable in addition to policy limits.
Policy shall contain a provision obligating insurer at the time insured’s liability is determined, not requiring actual payment by the insured first. There shall be no cross liability exclusion precluding coverage for claims or suits by one insured against another.
Coverage shall be applicable to City for injury to employees of Consultant, subcontractors or others involved in the Work. The scope of coverage provided is subject to approval of City following receipt of proof of insurance as required herein. Limits are subject to review but in no event less than $1,000,000 per occurrence.
Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or ATTACHMENT 2
- 10 -
omissions of the Consultant and “Covered Professional Services” as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer’s duty to defend. The policy retroactive date shall be on or before the effective date of this agreement.
Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an A.M. Bests rating of A- or better and a minimum financial size VII.
General conditions pertaining to provision of insurance coverage by Consultant.
Consultant and City agree to the following with respect to insurance provided by Consultant:
1. Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials employees and agents, using standard ISO endorsement No.
CG 2010 with an edition prior to 1992. Consultant also agrees to require all Consultants, and subcontractors to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant’s employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subcontractors to do likewise.
3. All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage.
4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured or of any Consultant or subcontractor.
6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises.
Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City’s protection without City’s prior written consent.
ATTACHMENT 2
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7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant’s general liability policy, shall be delivered to City at or prior to the execution of this Agreement.
In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option.
8. Certificate(s) are to reflect that the insurer will provide 30 day notice to City of any cancellation of coverage. Consultant agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will “endeavor” (as opposed to being required) to comply with the requirements of the certificate.
9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self-insurance available to City.
10.Consultant agrees to ensure that subcontractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section.
Consultant agrees that upon request, all agreements with subcontractors and others engaged in the project will be submitted to City for review.
11.Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subcontractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Consultant’s existing coverage includes a deductible or self-insured retention, the deductible or selfinsured retention must be declared to the City. At the time the City shall review options with the Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions.
12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the ATTACHMENT 2
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Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City.
13.For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement.
14.Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirements in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard.
15.Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect.
16.Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant’s insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages.
17.The provisions of any workers’ compensation or similar act will not limit the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents.
18.Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive.
19.These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such.
ATTACHMENT 2
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20.The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section.
21.Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Consultant for the cost of additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto.
22.Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City.
ATTACHMENT 2
COMPREHENSIVE
GENERAL PLAN UPDATE
CITY OF ARROYO GRANDE
PROPOSAL FOR SERVICES
December 22, 2022
SUBMITTED TO:
City of Arroyo Grande
Community Development Department
300 E. Branch Street
Arroyo Grande, CA 93420
ATTN: Brian Pedrotti
COMMUNITY DEVELOPMENT DIRECTOR
SUBMITTED BY:
1415 20TH STREET
SACRAMENTO, CA 95811
IN ASSOCIATION WITH:
EXHIBIT D
ATTACHMENT 2
1415 20TH STREET
SACRAMENTO, CALIFORNIA 95811
(916) 446-0522
FAX (916) 446-7520
[email protected]
WWW.MINTIERHARNISH.COM
December 22, 2022
City of Arroyo Grande
Community Development Department
Attn: Brian Pedrotti, Community Development Director
300 E. Branch Street
Arroyo Grande, CA 93420
RE: Request for Proposals – City of Arroyo Grande Comprehensive General Plan Update Dear Mr. Pedrotti:
Mintier Harnish and our team are pleased to submit this proposal to assist the City of Arroyo Grande with the comprehensive update of its General Plan, Development Code, and Environmental Impact Report. In response to your request for proposals, the City will likely receive responses from several qualified firms. As part of your review and selection of a team for this important project, we feel there are several key factors that distinguish our team as described below and reflected in our scope of work.
General Plan Experience and Innovation. Mintier Harnish is a consulting firm specializing in the preparation of general plans, development codes, and housing elements. Our mission as a firm is to help public agencies, residents, businesses, and other stakeholders plan their communities and improve their quality of life through community involvement, innovation, technical expertise, and policy leadership. Since our founding in 1985, we have successfully completed over 65 general plans, 80 housing elements, and 20 zoning code updates throughout California. As part of this work, we constantly stay abreast of the latest State laws and planning trends and have developed tools designed to help communities update existing general plans to meet current regulations and contemporary planning practice. We see each general plan update as an opportunity to innovate and improve upon the practice. When it comes to successful and implementable general plans, no other firm can match our quality or experience.
Public Outreach. A key aspect of our team is our belief in the public participation process and the vital role it serves in the successful development and implementation of a general plan. As planning practitioners, we acknowledge the importance of dismantling inequities and identifying traditionally underrepresented or marginalized groups. Through this lens, we offer a broad range of opportunities for engagement at each step in the Update process which focus on diversity, equity, and inclusion. Whether it is attending an innovative open house, community workshop, pop-up event, or submitting ideas from the comfort of home via our online engagement tools, our outreach methods strive to gain the broadest engagement possible. We engage all segments of the population and make considerations to accommodate residents with non-traditional work schedules, language barriers, and accessibility barriers to obtain feedback which represent all community members. 1 TRANSMITTAL LETTER
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE 1 ATTACHMENT 2
Work Style. As part of this effort, we will be working closely with City staff, the community, Planning Commission, and City Council. To have an effective, stress free, and enjoyable process, you need a team that is great to work with. The Mintier Harnish team has a very approachable, collegial, and comfortable work style with our clients. We bring a great process experience and tailor it to the needs and personality of each community. We develop close, collaborative working relationships with each of our clients that last well beyond the completion of a project.
As owner of Mintier Harnish, I confirm if awarded the contract, Mintier Harnish assumes full responsibility for the entire contract, including payment of any and all charges resulting from the contract. I also agree to comply with the contract provisions outlined in the City’s sample Agreement for Consultant Services and Insurance Requirements (Attachment 1) as stated in the Request for Proposals. Neither Mintier Harnish nor our teaming partners have any past, ongoing, or potential personal, financial, and/or organizational conflicts of interest which could impede performing the work on this project as proposed.
I am authorized to bind the firm contractually on this project. Please contact me if you have any questions or need additional information at 916-446-0522 or [email protected].
I look forward to the opportunity to present this proposal and our team to you in person.
Sincerely,
Jim Harnish, JD
Principal/Owner
Experienced Project Management. I will be the Project Advisor for the General Plan Update.
I have been a planner since 1970 and have participated in the preparation of over 20 general plans. Brent Gibbons, AICP, will be the Project Director. Brent brings over a decade of planning experience and has prepared and managed multiple general plan updates.
Michael Gibbons will be the Project Manager. Michael has prepared and managed a variety of planning projects throughout California, including general plans, development codes, and design standards. He will be intimately involved in every aspect of the project.
An Excellent Team. Our teaming partners have been selected to bring the perfect mix of expertise and experience needed for this project. This team is comprised of teaming partners that we have continuously teamed with over the last 20 years. We know they are a great match for this project based on our years of experience working with each firm and their key staff members.
1. Rincon Consultants will develop the EIR and assist with analysis and policy development on a range of issues, including greenhouse gas emissions and climate change adaptation. Rincon brings extensive experience preparing general plans and related environmental impact reports (e.g., Morro Bay, Pismo Beach, and Lompoc) and environmental analysis (e.g., acoustic studies, safety element analysis).
2. GHD will provide all required transportation and mobility services for the project. GHD is recognized as a local, regional, and national expert in multimodal transportation planning and in addressing SB 743 implementation (vehicle miles traveled threshold).
GHD has extensive knowledge of the City of Arroyo Grande having worked on a multitude of City projects, including the Systemic Safety Analysis Report, 2022 Pedestrian Crossing Improvements, and the 2022 General Plan Circulation Element Update.
3. The Natelson Dale Group will provide expertise in preparing the demographic, economic, and fiscal analysis needed to support the General Plan Update, including analysis of industry, retail, and housing market trends; demographic projections and jobs/housing balance; and fiscal impact analysis of land use alternatives. TNDG is currently working on a Tax-Sharing Analysis for Arroyo Grande and other cities in San Luis Obispo County.
4. Verbatim Solutions will work with our team on translation of major documents, newsletters, and public engagement materials. We have successfully teamed with them for a variety of planning projects, including general plans and housing elements. 1415 20TH STREET
SACRAMENTO, CALIFORNIA 95811
(916) 446-0522
FAX (916) 446-7520
[email protected]
WWW.MINTIERHARNISH.COM
1415 20TH STREET
SACRAMENTO, CALIFORNIA 95811
(916) 446-0522
FAX (916) 446-7520
[email protected]
WWW.MINTIERHARNISH.COM
2 3
ATTACHMENT 2
Contents
1. Transmittal Letter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
2. Introduction and Project Team. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
3. Technical Approach. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
4. Project Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
5. Consultant Staff. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
6. Qualifications and References. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
7. Project Scope. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Two-Year Work Scope. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Two-Year Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Three-Year Work Scope. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Three-Year Schedule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Optional Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
8. Cost Proposal (submitted under sepeate cover)
Appendix A: Detailed Resumes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . A-1 T H I S PAG E I S I NT E NT I O N A L LY L E F T B L A N K. 4 5
CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE 5 ATTACHMENT 2
T H I S PAG E I S I NT E NT I O N A L LY L E F T B L A N K. 2 INTRODUCTION & PROJECT TEAM
INTRODUCTION
& PROJECT TEAM
INTRODUCTION
The City of Arroyo Grande is soliciting proposals from qualified consultant firms to provide professional services for the preparation of a comprehensive General Plan update, accompanying Development Code and Climate Action Plan (CAP) update, and associated Environmental Impact Report (EIR). Based on our review of the Request for Proposals (RFP) and years of experience, we believe Mintier Harnish is adequately suited to assist the city in this momentous effort.
We will bring the following key qualities to the City of Arroyo Grande:
GENERAL PLAN EXPERIENCE AND
INNOVATION.
Mintier Harnish, a Limited Partnership, is a small business comprised of professional planners focused on California general plan practice.
As part of this work, we constantly stay abreast of the latest State laws and planning trends and have developed tools designed to help communities update existing general plans to meet current regulations, contemporary planning practice, and incorporating appropriate technologies into our plans (e.g., interactive websites, engaging public events and pop-ups, interactive planning documents).
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE ATTACHMENT 2
Our active, transparent, and comprehensive
engagement will produce a product that provides a
valuable guide to achieve the community’s vision for
the future.
It is this accessibility, from plan development through plan implementation, that makes our plans unique
and successful.
Our knowledge and experience in the area will help
us to hit the ground running.
We develop close, collaborative working
relationships with each of our clients that often lasts well beyond the completion of a project. We strongly
urge you to confirm this with our references.
We have carefully selected our teaming partners to
bring the perfect mix of expertise and experience to
our team. Each firm, and their staff, have worked
with us successfully on many planning projects.
PUBLIC OUTREACH
A key aspect of our team is our belief in a diverse,
equitable, and inclusionary public participation
process. We acknowledge the importance of
dismantling inequities and identifying traditionally
underrepresented or marginalized groups as part of
all community outreach efforts. As our scope of work
demonstrates, we offer a broad range of opportunities
for engagement throughout each step in the Update
process which focus on diversity, equity, and inclusion.
Whether it is attending an innovative open house,
a community popup event, community workshop, or
stakeholder interview, our outreach methods strive to
gain the broadest engagement possible with the least
barriers as possible.
ACCESSIBILITY
Developing a great plan is important but developing
a great plan that is easy to use, easy to access, easy
to maintain, and which is representative of the entire
community is critical. Our approach includes tools
designed to make the general plan an integral part
of the community’s vision for its future. Our online
public engagement tools make community input and
feedback seamless. Our newsletters provide quick
updates on the status of the General Plan Update. Our
online resources, including custom project websites
and ESRI Story Maps, tell a graphic, and geographic,
story about the community and its future. Our process
of developing realistic and trackable implementation
strategies makes implementation seamless.
AN EXCELLENT TEAM
• Rincon Consultants will develop the EIR and
assist with analysis and policy development
on a range of issues, including greenhouse
gas emissions and climate change adaptation.
Rincon brings extensive experience preparing
general plans and related environmental impact
reports (e.g., Morro Bay, Pismo Beach, Lompoc)
and environmental analysis (e.g., acoustic
studies, safety element analysis).
• GHD will provide all required transportation
and mobility services for the project. GHD is
recognized as a local, regional, and national
expert in multimodal transportation planning and
in addressing SB 743 implementation (vehicle
miles traveled threshold). GHD has extensive
knowledge of the City of Arroyo Grande having
worked on a multitude of City projects, including
the Systemic Safety Analysis Report, 2022
Pedestrian Crossing Improvements. And the
2022 General Plan circulation Element.
• The Natelson and Dale Group (TNDG) will
provide expertise in preparing the demographic,
economic, and fiscal analysis needed to support
the General Plan Update, including analysis
of industry, retail, and housing market trends;
demographic projections and jobs/housing
balance; and fiscal impact analysis of land use
alternatives. TNDG is currently working on a
Tax-Sharing Analysis for Arroyo Grande and
other cities in San Luis Obispo County.
• Verbatim Solutions will work with our team
on translation of major documents, newsletters,
and public engagement materials. We have
successfully teamed with them for a variety of
planning projects, including general plans and
housing elements.
LOCAL KNOWLEDGE AND
EXPERIENCE
The Mintier Harnish team comes ready to start this
project, bringing an understanding of the area from
our experience in working on planning programs for
communities in the region (Lompoc, Morro Bay, Pismo
Beach, San Louis Obispo, Santa Maria, San Miguel,
and Solvang) as well as San Luis Obispo and Santa
Barbara Counties. Through this local experience, we
learned a great deal about growth and development
trends that will influence the city’s future.
EFFECTIVE WORK STYLE
As part of this Update effort, we will be working
closely with City staff, the community, Planning
Commission, and City Council. To have an effective,
stress free, and enjoyable process, you need a team
that is great to work with. The Mintier Harnish team
has a very approachable, collegial, and comfortable
work style with our clients. We bring a great process
experience and tailor it to the needs and personality of each community.
STRONG PROJECT MANAGEMENT
Mintier Harnish will lead the Update effort and will
be responsible for overall project management and
coordination:
• Jim Harnish, JD, Principal and Owner of Mintier
Harnish, will be the Project Advisor for the
City of Arroyo Grande General Plan Update.
Jim has been a planner since 1970 and has
participated in the preparation of over 20
general plans.
• Brent Gibbons, AICP, Principal Planner with
Mintier Harnish, will be the Project Director.
Brent brings over a decade of planning
experience and has prepared and managed
multiple general plan updates.
• Michael Gibbons, Project Manager with Mintier
Harnish, will be the day-to-day Project Manager
for the General Plan update. Michael has
prepared and managed a variety of planning
projects throughout California, including
general plans, development codes, and design
guidelines. He will be intimately involved in
every aspect of the project.
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
MINTIER HARNISH
Role: General Plan preparation, public outreach, Development Code update, and project management
Mintier Harnish, is a Sacramento-based planning consulting firm specializing in the preparation of general plans, housing elements, development codes, and community engagement. Our mission as a firm is to help public agencies, residents, businesses, and other stakeholders plan their communities and improve their quality of life through solid research, community involvement, innovation, and policy leadership. Since our founding in 1985, we have prepared over 65 general plans, 80 housing elements, and 20 zoning codes across California. We take pride in having provided a broad range of planning services to more than 150 public agencies, law firms, and other organizations.
We are a leader in preparing implementable plans for the future that solve community policy issues. Our staff includes planning experts, each with their own unique mixture of education, training, and experience. We are all dedicated to providing the highest quality service to our clients. As one of California’s foremost planning experts, we pride ourselves on preparing plans that exceed the requirements of State law and serve as a practical guide for day-to-day decision-making. Mintier Harnish draws on its broad experience in preparing general plans for diverse communities across California and the Central Coast. We apply innovative policy solutions and practical experience to all the communities we have the pleasure of working with.
Local and Central Coast Experience
Mintier Harnish is highly familiar with land
use conditions in the Central Coast region,
having completed previous projects and/
or are currently working on projects in the
Counties of Monterey, San Luis Obispo, Santa
Barbara, and Ventura. This work has included
general plans, housing elements, zoning and
subdivision ordinances, specific plans, and
special planning studies.
PROJECT TEAM
At Mintier Harnish, we assemble our project teams based on staff expertise, relevant experience, and the unique needs of each project. We have assembled a highly experienced team of planners, designers, practitioners, technical specialists for the City of Arroyo Grande General Plan, Development Code and CAP update, and Environmental Impact Report. We have had the pleasure of working with these firms on a number of recent General Plan updates, and are confident this team will provide the excellence and performance that the City needs to complete this project on time, on budget, and with results that will surpass the City’s expectations.
RINCON CONSULTANTS
Role: Environmental Assessment, policy
development, and CAP update
Rincon Consultants, founded in 1994, is a multidisciplinary environmental science, planning, and engineering consulting firm that provides quality
professional services. Rincon Consultants is
experienced in urban, land use, and environmental
planning; regulatory compliance; biological resource
evaluation and habitat enhancement; identification,
evaluation, and management of cultural resources;
soil evaluation and remediation; and related studies
including problem-solving services in geology,
hydrology, and waste management.
Rincon has successfully completed General Plans and
Environmental Impact Reports for similar General Plan
efforts throughout California and has the local expertise in the region to provide exceptional services related to planning, policy development, and preparation of the
EIR for the City of Arroyo Grande General Plan.
Local and Central Coast Experience
Rincon Consultants has extensive experience
working for and coordinating with Central
Coast communities. With three Central
Cost offices, Rincon Consultants has recently
prepared EIRs for Morro Bay and Pismo
Beach, and worked with Santa Barbara
County to develop environmental programs to
address GHG emissions and Coastal Zone
issues.
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
VERBATIM SOLUTIONS
Role: Translation Services
Founded in 2003, Verbatim Solutions has quickly
become a leading provider of translation services
to organizations worldwide. Verbatim Solutions
provides accurate and reliable translation services to
suit any translation, transcription, and interpretation needs from community engagement materials to
technical documents. With a professional network of
over 4,000 certified translators worldwide, Verbatim
Solutions can meet any translation request in a timely, accurate, and cost-effective manner. Verbatim Solutions offers over 150 translation languages, including:
Spanish, Mandarin, Cantonese, Hmong, and Punjabi.
THE NATELSON
DALE GROUP
Role: Economic Market Analysis
The Natelson Dale Group (TNDG) is a real estate
economic and financial consulting firm established
in 1974. TNDG serves public and private sector
clients throughout the United States in market forecasts, development feasibility studies, pro forma financial
analysis, economic development strategic plans,
general Plan economic studies and policies, and fiscal
impact analysis and modeling.
TNDG combines state-of-the-art analytical capacities
with the unique ability to craft an “implementable
vision.” In TNDG’s experience, land use plans
are most effective at transforming communities
when they are based on economically feasible
development concepts. To be “economically feasible”
in a comprehensive sense, a plan must reflect the
perspectives of all stakeholders affected by the
development process: residents, businesses and
consumers; developers and landowners; and City staff
and elected officials.
Local and Central Coast Experience
TNDG is highly familiar with economic
development conditions in the Central
Coast region, having completed previous
assignments in Arroyo Grande, San Luis
Obispo, Cambria, Nipomo, Santa Maria,
San Miguel, Paso Robles, Atascadero,
Buellton, Lompoc, Goleta, Santa Barbara,
Carpenteria, and Ventura. This work has
included economic development strategies,
real estate market studies, fiscal impact
analyses, and infrastructure financing plans.
Currently, TNDG is working on a Tax-Sharing
Analysis for Arroyo Grande and other cities in
San Luis Obispo County.
GHD
Role: Transportation and Circulation
Assessment
Established in 1928, GHD Inc. is an employee-owned
international engineering firm. GHD offers decades
of knowledge, as well as a deep understanding
of the challenges facing California and Central
Coast communities today. GHD specializes in the
development of performance metrics that support multimodal objectives and the notion of performance-based planning and programming. GHD is currently under
contract with Caltrans to assist in the update of the
Statewide Highway Safety Program.
GHD is at the forefront on implementation of SB 743
and VMT thresholds. Additionally, GHD has been
directly monitoring and participating in developing
the VMT alternative metrics, their potential effects to planning studies and impact analysis, and the required
modifications to standards and methodologies that
agencies must address.
Local and Central Coast Experience
GHD is a leader in engineering on the Central
Coast and has successfully worked with the
City of Arroyo Grande on a multitude of
projects. These projects include the 2021
Circulation Element update, City of Arroyo
Grande Systemic Safety Analysis Report,
and 2022 Pedestrian Crossing Improvement
project.
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
3 TECHNICAL APPROACH
TECHNICAL
APPROACH
PROJECT
UNDERSTANDING
A comprehensive update of the City of Arroyo Grande General Plan is overdue to address current demographics, compliance with State law, and contemporary planning issues. The City’s last comprehensive update of the General Plan was completed in 2001. Since then, the City has updated various elements on as-needed basis (e.g., Economic Element, Housing Element, Circulation Element). However, a new visioning document is needed to define the City’s current and long-range planning goals for the next 20 years and beyond.
To this end, the City of Arroyo Grande is seeking a qualified consultant to assist the City with the preparation of a comprehensive update to the Arroyo Grande General Plan, and accompanying update to the Development Code and Climate Action Plan (CAP).
The consultant must also prepare the environmental analysis of the update and amendments in accordance with the California Environmental Quality Act (CEQA), and incorporate principals from the City’s Diversity, Equity, Inclusion and Justice (DEIJ) Policy.
Based on our reading of the Request for Proposals (RFP), staff responses to questions about the RFP, and review of the existing City General Plan and Development Code, we understand that to be successful, the Project must address the following considerations:
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE ATTACHMENT 2
Highly Qualified Consultant Team
The City is seeking a consultant team with the
necessary resources, expertise, experience, and
knowledge to prepare all necessary documents and
services to comprehensively update the City of Arroyo
Grande General Plan. The City also expects the
consultant to be a technical leader in the field with
strong analytical expertise; sufficient knowledge and
experience to meet the complex set of California’s
general plan requirements with a focus on Arroyo
Grande’s needs and circumstances; and a strong
track record of delivering plans that are ready for
implementation. As part of this update Project, the
City expects the consultant to technically update the
Development Code and CAP in compliance with the
updated General Plan; analyze current and future
trends, including changes in consumer and workplace
behaviors, and other local and regional trends that
impact local land use and the economy (e.g., Diablo
Canyon Nuclear Power Plant decommissioning).
Finally, the City expects the consultant to have strong project management and communication skills.
Facilitate Robust Public Outreach
The City expects the consultant to develop and
implement a well-defined, inclusive, and robust public
outreach strategy. A robust public outreach program
based on the City’s DEIJ Policy will be a key element
to the engagement strategy and overall General
Plan update. The consultant should prepare and
implement an engagement effort that is inclusive of
all voices and that generates community investment in
the process. A successful engagement strategy will
make considerations to accommodate residents with
non-traditional work schedules, language barriers, and
accessibility barriers to obtain comments and input that represent all community members.
Prepare a Contemporary General Plan that
Complies with State Planning Law
The City expects the consultant to prepare a General
Plan that responds to current community needs and
is consistent with State law. While the City recently
updated the Circulation Element and Housing Element,
the General Plan has not been comprehensively
updated in 20 years. During that time, there have
been significant changes in general plan requirements
and State law, particularly related to safety elements
and environmental justice. In response, the City
anticipates the preparation of a new Environmental
Justice Element and update to the existing Safety
Element. The City also expects the Economic
Development Element to be updated to reflect new
economic considerations, including the status of the
Diablo Canyon Nuclear Power Plant decommissioning.
The Agriculture, Conservation, and Open Space
Element should be updated, and a review of the
Housing Element will be necessary to ensure internal
document consistency.
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Establish a Vision
As part of the General Plan update process, the City
expects the consultant to solicit public input to develop a vision statement. The vision statement will guide
the update, identify community strengths, recognize
priorities for future development, and address areas
for improvement. Using the tenants of the City’s DEIJ
Policy, the visioning process should be inclusive for all members of the community and should educate the
community about the principles of land use planning.
Prepare an Environmental Impact Report
and Climate Action Plan
The City expects the consultant to prepare an
Environmental Impact Report (EIR). The EIR should
include comprehensive analysis of areas where
significant projects are likely to be in the future and make considerations for these projects to streamline
the future environmental review process. This includes
the preparation and distribution of all required
technical elements such as a Notice of Preparation,
Scoping Meetings, the Draft EIR and public comment
period, preparing responses to comments, Statement
of Facts and Findings, and potentially a Statement
of Overriding Considerations, Final EIR, and Notice
of Determination. The City also expects the EIR to
identify major points of intersection with the General
Plan so that the CEQA process is integrated into the
planning process and inform development of the
General Plan itself. Additionally, the EIR must facilitate implementation of the General Plan, by streamlining
and tiering of subsequent environmental review of
projects where feasible that are consistent with the
General Plan. Finally, the City expects the consultant
to provide an update of the Climate Action Plan (CAP)
to assure ongoing compliance with CEQA and allow
streamlining of future development projects.
Update the Development Code
Following approval of the General Plan and
certification of the EIR, the City expects the consultant to prepare amendments to the City Development Code
necessary to provide consistency between the Land
Use and Housing Elements of the General Plan and the
zoning ordinance. This update will also address any
potential expansions of the City’s Sphere of Influence
(SOI), the development of objective design standards,
and creation of a East Grand Avenue Corridor overlay
district.
Prepare an Implementation Monitoring Plan
The City expects the consultant to develop a General
Plan implementation monitoring plan to ensure
compliance and progress towards the Plan goals and
objectives. The monitoring plan must identify methods
for implementation of policies and programs and
staffing required to carry out the implementation plan. 16 17
CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
TECHNICAL
APPROACH
Updating a General Plan represents a unique
opportunity for communities to define or refine their
vision for the future, consider the implications of certain policies, and create a framework that will help achieve the desired vision. In Arroyo Grande, this process
will be driven by its diverse and informed citizens,
the Planning Commission, and the City Council. City
staff will support the process through a broad range
of actions, including technical and policy advice, and
managing and directing the work of the Consultant
Team.
The role and responsibility of the Consultant Team is to assist the City with making their important decisions. It is not the Consultant’s place to tell the City what is best for their future but to help provide the information to allow informed choices to be made. Our success, as
your General Plan consultant, should be measured by
how effective we are in facilitating a comprehensive
discussion of the important issues facing the community and how we help the community reach an educated
consensus on its vision for the future. Along the way,
our broad experience, technical knowledge of what
various futures might hold, and understanding about
what ideas other communities have found effective can
help the City make the best decisions to meet Arroyo
Grande’s projected needs and desired vision.
The Minter Harnish Team will help the City create an
innovative, inclusive, compelling plan – a road map to
greater prosperity and quality of life in Arroyo Grande.
We will help the City develop a Plan that capitalizes
on its assets, addresses its challenges, and address its desires for the future. There are 11 important elements of our approach that will help achieve that objective:
01 - Assemble a Highly Qualified General
Plan Team
Mintier Harnish, the team leader, specializes in
general plan updates, having prepared over 65
general plan updates in our 37 years of public service.
In order to provide all the services required by the
City in its General Plan update RFP, we assembled a
highly qualified General Plan Team for this momentous
project. Our Team includes:
Rincon Consultants is a leading environmental firm
specializing in climate change, GHG emission
reduction, air quality, and hazards and safety. They
have been active at the State and regional levels in
developing analytical standards and guidelines for
addressing GHG emissions and the effects of climate
change. Rincon is teaming or has teamed with Mintier
Harnish on over 10 general plan updates.
GHD specializes in transportation planning and
engineering services since 1985. GHD will provide
all required transportation and mobility services for the project. GHD is recognized as a local, regional, and
national expert in multimodal transportation planning
and in addressing SB 743 implementation (vehicle
miles traveled threshold).
The Natelson Dale Group (TNDG), our economist, has
been assisting local government with economic and
fiscal analysis for 40 years. They have teamed and
are teaming with Mintier Harnish on several general
plan updates. TNDG has worked with cities and
counties throughout California to address economic,
employment, and fiscal issues unique to each
jurisdiction.
Verbatim Solutions will provide translation services.
They are leaders in translation, transcription, and
interpretation services. We have teamed with
Verbatim Solutions on planning projects throughout
California, including general plans, housing elements,
development codes, and special land use studies.
02 - Establish Effective Communication and
Strong Working Relationships
Close collaboration with City staff is an essential part of our approach. While our team has unparalleled
experience with general plan updates in California,
City staff possess the detailed knowledge of the City’s social and political environment, day-to-day operations, and decision-making process. Throughout the Update,
we will maintain close communication through regularly
scheduled calls and meetings and form an integrated
staff/consultant project team. In addition, the Planning Commission, and City Council will be fully involved
in critical milestones of the Update project, providing direction or affirmation at key decision points.
03 - Provide Options and Choices
The City indicated it has budgeted approximately
$500,000 for the General Plan update. Additionally,
the City requested that each proposal for services for
the General Plan update include a two-year and threeyear project schedule. To assist the City in meeting both the budgetary and schedule considerations, we
will work with City staff to identify and select essential tasks as well as optional tasks (or expanded tasks).
We have included these optional tasks throughout our
proposed work scope and have included cost estimates
for each in the separately attached cost proposals.
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
05. Identify
Needed
Changes
06. Gather
and Analyze
City Data 01. Assemble a Highly
Qualified General Plan Team
02. Establish Effective Communication
and Strong Working Relationships
04. Design and Implement a Robust
Community Engagement Program
09. Develop
an Innovative
General Plan 07. Visioning
08. Analyze Land Use and
Policy Alternatives
10. Prepare the Environmental
Impact Report
11. Formulate a
Feasible Implementation
and Monitoring
Program
04 - Design and Implement a Robust Public
Outreach Strategy
Throughout the Update, we will facilitate an effective
public outreach strategy based on the City’s DEIJ
Policy that has three key components: education
and information; engagement and interaction; and
validation and direction. Education and information
include a Project website, project logo/branding,
e-blasts, social media posts, press releases, newsletters, and informational handouts. Engagement and
interaction may include community workshops, online
opinion surveys, pop-up events, and “town hall” style
events. Validation and direction will include Planning
Commission and City Council study sessions and
public hearings. With assistance from City staff, we
will create a public outreach strategy that dismantles
inequities; identifies traditionally underrepresented
groups in the city; addresses community engagement
barriers; and that equitably address the opinions and
desires of all community members. We will also
actively engage with local and regional community
groups throughout the Update, such as Chamber of
Commerce, Diversity Coalition of SLO County, and
R.A.C.E. Matters.
05 - Identify Needed Changes
Using our proprietary General Plan Audit Tool, we will
work with City staff early on to evaluate every General Plan goal, policy, and implementation program. City
Staff will determine what aspects of the General Plan to retain, which to remove, and what to improve. Based
on that evaluation, we will strip out or modify Plan
contents and then facilitate a series of work sessions
with staff to identify new Plan content.
06 - Gather and Analyze City Data
We will conduct research and analyze data and
trends on a range of topics relevant to the General
Plan update. These topics include, but are not limited
to, land use, population, employment and housing,
circulation and transportation, biological and cultural resources, economics, infrastructure and public
services, hazards and safety, and social justice. This
step will represent the first opportunity for widespread community engagement and participation. From our
research and the information received during the initial public outreach efforts, we will produce an Existing
Conditions and Trends Workbook. The Workbook
will also identify the significant community assets,
opportunities, issues, and concerns. The Workbook
will serve as the Existing Setting section for the General Plan EIR.
07 - Visioning
Early in the General Plan update process, we will
spend time with the community and decision-makers
understanding their issues, hopes, and expectations
and work with City staff to translate that understanding into a vision for the future. The vision statement
will guide the overall General Plan update, identify
community strengths, recognize priorities for future
development, and address areas for improvement.
Using the tenants of the City’s DEIJ Policy, the visioning process will be inclusive for all citizens and will
educate the community about the principles of land use
planning.
08 - Analyze Land Use and Policy
Alternatives
We could facilitate a robust analysis of land use and
policy alternatives to help the community and decisionmakers understand the range of possibilities and make informed choices about future growth, land use, and
appropriate policies to implement those choices. The
alternatives analysis is one of the optional tasks we will outline in greater detail.
09 - Develop an Innovative General Plan
We will prepare a long-lasting, flexible General
Plan that can respond to the changing world. The
General Plan will include the State-mandated elements
(excluding the Housing Element), the optional
elements adopted by the City (e.g., Parks and
Recreation Element), as well as a new Environmental
Justice Element. If selected for the General Plan
Update project, we can work with City staff to
identify additional optional elements that could be
incorporated. All documents will be user-friendly
through clear writing and strategic use of graphics and photos to illustrate concepts and policies. We will
prepare executive summaries of key information when
more detail is required for legal or technical purposes and a user guide to clearly explain how to use the
General Plan.
10 - Prepare the Environmental Impact
Report
We will prepare an EIR that evaluates the potential
physical impacts of the General Plan goals, policies,
and programs. While we always strive to prepare
a self-mitigating general plan, the environmental
analysis may identify policy or program modifications
or additions necessary to mitigate potential impacts to a less-than-significant level. It is during this step where we could assist the City in updating the City’s Climate Action Plan.
11 - Formulate a Feasible Implementation
and Monitoring Program
One of the hallmarks of our general plans is an
emphasis on implementation. Preparing a general
plan is nothing more than an academic exercise if
it sits on the shelf. Consequently, a key focus of our
approach to preparing general plans is ensuring that
the final product is implementable. The General Plan
will provide clear direction regarding how programs or
policies will be implemented, who will be responsible
for the implementation, and what the time frame is for
implementation. We will work with staff to develop
measurable indicators of successful implementation, as
well as an annual progress monitoring program.
03. Provide Options
and Choices
See Section 7 – Project Scope for an itemized
description (by phase and task) of the final work
products to be produced.
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
T H I S PAG E I S I NT E NT I O N A L LY L E F T B L A N K. 4 PROJECT MANAGEMENT
PROJECT
MANAGEMENT
We take project management seriously. Effective project management can make the difference in the success of a general plan update.
Ineffective project management can doom a project. While project management may not be as creative or rewarding as public outreach or policy development, it is every bit as essential to the success of a planning project. The same holds true for the Arroyo Grande General Plan update.
We prioritize effective project management in every project we have the pleasure of working on. We do this because we know that most general plan updates are complex projects involving a large consultant team, City staff, elected and appointed officials, and hundreds of residents, business owners, and special interest groups.
To be effective managers, we establish key objectives, approaches, tools, and procedures for every general plan update we lead.
Here is our basic guidebook:
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE 23 ATTACHMENT 2
PROJECT MANAGEMENT OBJECTIVES:
Stay on Schedule. It is very easy for a general plan update that includes extensive community engagement, dozens of meetings, broad community involvement, numerous staff, and a large consultant team to quickly fall behind schedule.
Manage the Budget. Again, a multitude of participants, unanticipated demands, and additional meetings all can contribute to budget creep.
Frequent Client Communication. Perhaps the single most important component of effective project management is regular communication between the Consultant and staff.
Quality Control. We strive to produce results that are of the highest quality, internally consistent, and completely satisfy our clients.
PROJECT MANAGEMENT APPROACH:
Facilitate a kick-off meeting with County staff and the consultant team to discuss the project work scope, schedule, budget, and communication protocols.
Identify the roles and responsibilities of key staff and consultants.
Identify the core project management team and establish a schedule for recurring check-in conference calls and face-to-face meetings.
Weekly or bi-weekly project management meetings to discuss deliverables and upcoming tasks.
Provide monthly project status reports.
OBJECTIVES TOOLS & PROCEDURES
APPROACH
PROJECT MANAGEMENT TOOLS
AND PROCEDURES:
Standardized file naming protocols and consistent e-mail subject line project naming
E-mail copying protocols to assure accurate and transparent team communication
Standardized document format and style guide
Conference call agendas and action minutes
Data needs lists and document review checklists
General plan audit and community engagement guides/checklists Internal Project Management Tools
While we have many front-end tools and procedures that ensure effective project management with our clients, at Mintier Harnish we also have internal tools that assist us with day-to-day, internal project management.
One of these tools is Asana. Asana is a workplace content management system designed to help us stay organized and streamline projects. Asana is just one of the many ways we ensure that projects are completed on time and within the budget.
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
5 CONSULTANT STAFF
CONSULTANT STAFF
Our core management team brings experience from the successful management of dozens of general plans in California. This team will be responsible for carrying out all of the tasks and overseeing the preparation of all major work products. This section highlights the experience of key personnel assigned to the Arroyo Grande General Plan update. A description of each firm and its role can be found in Section 2: Introduction and Project Team. We have included our detailed resumes in Appendix A: Detailed Resumes. The amount of time key personnel will be involved in the respective portions of the project is shown in the Budget Proposal (submitted under separate cover in compliance with the Request for Proposals).
CORE MANAGEMENT TEAM
27 Michael Gibbons
Project Manager
Mintier Harnish
Brent Gibbons, AICP
Project Director
Mintier Harnish
Jim Harnish, JD
Project Advisor
Mintier Harnish
Todd Tregenza, AICP
Mobility Task Lead
GHD
Matt Maddox, AICP
CEQA Task Lead
Rincon Consultants
Roger Dale
Economic Task Lead
TNDG
We have included our resumes in
Appendix A: Detailed Resumes.
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE ATTACHMENT 2
Brent Gibbons, AICP, Principal Planner
Role: Project Director
Brent Gibbons, AICP, is a Principal Planner who specializes in comprehensive planning projects including general plans, zoning codes, urban design standards and guidelines, and housing elements. Brent has a holistic view of planning having both worked for local municipalities and currently as a long-range planning consultant. Brent’s approach to planning is multi-faceted and includes a strong focus on community engagement and interaction in the planning process to ensure all voices are heard. He actively works to foster educational opportunities on all his projects to ensure communities, elected officials, and local staff have a better understanding of planning practice and how it affects them. Brent is currently one of the leading planners in the State on drafting, updating, and managing zoning codes, and is consistently on the forefront of bringing new and innovative ideas to this practice area.
Brent has managed over currently is managing planning related projects across California. Brent has or is currently managing General Plans for Solvang, Susanville, Lompoc, Los Gatos, Millbrae, Pleasant Hill, and Ukiah, as well as Zoning Code Updates for Selma, Santa Clara, Windsor, and Ukiah. Brent currently co-teaches a course at University of California at Davis on zoning and development regulations, and how to comprehensively update your zoning code.
Jim Harnish, JD, Principal/Owner
Role: Project Advisor
Jim Harnish, JD, is the Principal/Owner of Mintier Harnish and will be the Project Advisor. Jim has been a planner and project manager since 1970. He has been an attorney since 1981, with extensive experience in land use and CEQA. Jim has been Planning Director for three cities (Galt, Folsom, and South San Francisco) and understands every aspect of city and county planning and zoning.
Jim has managed or is currently managing general plan updates for the cities of Alturas, Folsom, Galt, Hayward, Healdsburg, Isleton, Millbrae, Pleasant Hill, Sacramento, San Ramon, Solvang, South San Francisco, Ukiah, Union City, Wheatland, and Windsor, and the counties of Calaveras, Fresno, Merced, Modoc, San Benito, San Joaquin, and Ventura. Jim is currently managing or recently managed zoning code updates or amendments for the cities of Santa Clara, South Lake Tahoe, Ukiah, and Windsor and the counties of Fresno, Mariposa, Merced, and Sierra. Jim has an unparalleled working knowledge of general plan updates and has prepared dozens of general plan work programs and budgets.
MINTIER HARNISH
Michael Gibbons, Project Manager
Role: Project Manager
Michael Gibbons is a Project Manager with Mintier Harnish and will serve as the Project Manager for the Arroyo Grande General Plan update. Michael manages and acts as the day-to-day project lead for a variety of long-range planning projects including general plans, zoning codes, subdivisions ordinances, and special planning studies. He specializes in land use planning, zoning regulations, community engagement, urban design, historic preservation, design standards, and working with disadvantaged communities. Michael brings a unique perspective to all his projects having worked in both the public and private sectors, as well as in law enforcement. Through this lens, Michael understands the vital role that planning has in addressing the ever-changing needs of communities and the importance of creating plans that are user-friendly and implementable.
Michael is currently managing and/or assisting with the preparation of the City of Livingston General Plan, Trinity County General Plan, Siskiyou County General Plan, City of San Ramon General Plan, City of Hayward Residential Objective Design Standards, Mariposa County Development Code, Town of Windsor Zoning Code Amendments, City of Gilroy General and Zoning Code, City of Kerman Zoning Code, and City of Reedley Zoning Code and Subdivision Ordinance.
Nikki Zanchetta, Planner
Role: Planner
Nikki Zanchetta is a Planner with Mintier Harnish. She specializes in housing policy and planning, community development, community engagement, public policy, regional planning, and land use planning. Her experience includes Sustainable Communities Strategies, interpreting housing policy and law, drafting housing and land use documents, community engagement, and creating regional programs to accelerate the production of affordable housing. Nikki has a strong background in writing both technical and public facing planning documents and emphasizes writing styles that allow complicated planning concepts to be easily understandable by various audiences. Nikki holds a Master’s degree in City Planning from San Diego State University and Bachelor’s Degree in Community & Regional Development and Minor in Professional Writing from UC Davis. 28 29
CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
Matt Maddox, AICP,
Principal
Role: Environmental
Assessment Task Manager
Matt Maddox, AICP has over
15 years of experience and
is involved in a wide range
of urban planning and land
use studies, sustainable,
resilient and adaptation policy development, air
quality and greenhouse gas analysis, CEQA/NEPA
environmental documentation, as well as community
involvement and permitting activities. Matt has a
strong background in long range planning, policy,
and environmental planning. He has contributed to
successful environmental and planning projects ranging
from general plans to focused inner city redevelopment
studies, to climate action and adaptation plans and
documentation for compliance with environmental
regulations, to greenhouse gas emissions analysis for
industrial facilities. Matt has developed a focus in
the area of urban planning, sustainable design and
resiliency policy, and greenhouse gas analysis.
Chris Bersbach, MESM
Role: Environmental
Assessment
Chris Bersbach manages
and prepares CEQA and
NEPA documentation in the
California central coast region
and technical air quality,
greenhouse gas emissions,
and noise analyses for public agencies and private
sector clients throughout California. He has 15
years of planning experience with an emphasis on
environmental planning and technical environmental
analysis. His experience includes a wide range of
technical environmental and planning studies, including land and infrastructure development projects, urban
redevelopment projects, general plans and specific
plans, solar power facilities and other energy projects, waste and wastewater management facilities, and
other long-range planning projects.
Matthew Jumamoy, Planner
Role: Planner
Matthew is a Planner with Mintier Harnish. He specializes in housing elements and designing informative municipal websites. Matthew is an advocate for affordable housing with notable experience promoting accessory dwelling unit expansion in the City of San Jose. Matthew believes in a holistic community-based approach to planning and enjoys working with and learning from community stakeholders of diverse backgrounds. Matthew graduated from Stanford University with a Bachelor of Arts in Urban Studies with a focus on Environmental Sustainability and has an interest in the interrelated nature of transit opportunity, wealth inequality, and environmental sustainability. Matthew has contributed to the general plans for the cities of Ukiah, Rohnert Park, Millbrae, and American Canyon. He has also contributed significantly to the 6th cycle housing elements of Solvang, Pleasant Hill, and St. Helena.
RINCON CONSULTANTS
Lexi Journey, MESM
Role: Environmental
Assessment
Lexi Journey is a Senior
Environmental Planner with
Rincon’s Environmental and
Land Use Planning Group.
Lexi’s experience includes
project management, planning
policy analyses, technical analyses, and outreach for
assignments such as General Plans, Community Plans,
CAPs, and Local Coastal Plans as well as CEQA
environmental assessments. She has managed various
projects including the Port Hueneme General Plan
Update, Avila Community Plan, Local Oxnard Coastal
Plan Update, and the County of Santa Barbara Climate
Action Plan. Her passions and specialties are climate
vulnerability and adaptation, community engagement,
and environmental justice. She uses her wide breadth
of planning expertise to teach Principles and Practice
of Environmental Planning at the Bren School of
Environmental Science & Management during the fall
quarter.
Ryan Russell
Role: Environmental
Assessment
Ryan Russell is a Senior Planner
within Rincon’s Environmental
and Land Use Planning
group. Ryan’s experience
includes project management,
environmental analysis,
stakeholder and community outreach, planning and
policy development for long range plans, entitlement
processing, and public presentations. Ryan has
experience with all aspects of the environmental review process including preparing CEQA documents such as
Initial Studies, IS-MNDs, complex programmatic and
project-level EIRs. Ryan has managed and supported
environmental analysis of numerous long-range
planning documents such as Port Hueneme General
Plan and Housing Element and EIR, City of Lompoc
Housing Element and associated CEQA analysis, and
Paso Robles Olson South Chandler Ranch Specific Plan
EIR.
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
Todd Tregenza, AICP
Role: Mobility Task Manager
Todd Tregenza has 15 years
of professional experience in
various areas of transportation
consulting with an emphasis
on transportation planning
projects. He has assisted
dozens of agencies on
short and long-range planning efforts, including the
development of travel demand models, general plan
circulation elements, specific plans and master plans,
corridor studies, capital improvement programs, nexus
and fee studies, transportation operational analysis,
and impact analyses. His experience spans public and
private sector work for a broad range of projects that
require circulation, safety, and operational analysis
from a transportation perspective. Todd also has
extensive experience as an On-Call transportation
planner for local agencies, assisting in the preparation of transportation studies and grant applications,
performing peer reviews of impact studies, and
developing CEQA impact analyses for development
projects of all sizes.
Colin Burgett
Role: Mobility Assessment
Colin has over two decades
of professional experience
with expertise in multimodal
transportation and integrated
transportation/land use
planning. He specializes in
strategic planning for largescale projects, including citywide transportation plans, large area plans, campus plans, bicycle and
pedestrian master plans, EIR transportation studies,
vehicle miles traveled (VMT) policy development and
assessments, bus rapid transit (BRT) corridor studies,
and transit station area plans.
Colin has extensive experience with projects that
emphasize corridor revitalization, transit-oriented
development, and complete streets planning. He
manages projects that place a strong emphasis on
facilitating the interactions between transportation
systems, land use patterns and urban design
components.
GHD
Rosanna Southern, EIT
Role: Mobility Assessment
Rosanna Southern is a transportation engineer with 10 years of experience who specializes in traffic engineering and transportation planning, assisting dozens of agencies on short and long-range planning efforts, including the development of travel demand models, general plan circulation elements, traffic impact fee studies, corridor studies, and complete street plans. Rosanna provides multi-modal operational analysis and traffic impact studies for a variety of projects aimed at analyzing traffic operations. The support she provides includes utilizing various software, such as VISSIM, Synchro, SimTraffic, Sidra, HCS, TransCAD, and Cube.
Roger A. Dale, Managing
Principal
Role: Economic Development
and Assessment Task Manager
Roger Dale has been
affiliated with TNDG for
32 years (since 1988) and
currently serves as the firm’s
managing principal. His
background encompasses the fields of real estate
development, economic development, regional
economic analysis, environmental and land use policy,
financial forecasting, and renewable energy. His
project experience with TNDG includes real estate
market forecasting, pro forma financial analysis,
affordable housing strategies, demographic research
and modeling, fiscal impact analysis, cost/benefit
assessment, redevelopment/ revitalization strategies,
business retention/attraction, workforce development
program assessments, and preparation of regionalscale economic development strategic plans.
THE NATELSON DALE GROUP
Joseph E. McClure, Senior Associate
Role: Economic Development and Assessment
Joseph McClure has served as principal or manager of land economics research and advisory-services organizations for over 35 years. Joe’s multidisciplinary background incorporates many phases of the community and real estate development process:
economic analysis and strategy development, market and financial feasibility assessment, and planning and design. He completed additional post‑graduate work in economic geography at UA. He is a registered architect in Arizona. Joe’s organizational affiliations include the Western Regional Science Association, the Urban Land Institute (ULI), and the Arizona Association for Economic Development (AAED). He helps coordinate the firm’s technical focus on regional/land economic services and creative activities within the firm that include promoting innovation in community development strategic planning and fiscal and economic impact assessments. He has served both private developers and public agencies at all levels of government, for projects in small and large cities, undeveloped and heavily developed regions, and regions with special demographic and cultural characteristics.
Alan Levenson, Senior
Associate
Role: Economic Development
and Assessment
Alan Levenson has been
affiliated with TNDG for 20
years. His areas of expertise
include economic development
strategic planning, regional
economic analysis, fiscal impact analysis, retail market evaluation, and real estate development feasibility
assessment. He has completed over 80 economic
impact studies as part of CEQA/NEPA processes,
and has been involved in range of complex fiscal and
economic impact studies for residential and mixed-use
development projects. He has also been a principal
participant in the preparation of a number of economic
development strategic plans, many of which have
featured tourism as a targeted economic activity.
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
PROJECT ORGANIZATIONAL CHART
City of Arroyo Grande
Mintier Harnish
General Plan
Community Outreach
Development Code
Brent Gibbons
Michael Gibbons
Nikki Zanchetta
Matthew Jumamoy
DKS Associates
General Plan
Mobility
Todd Tregenza
Colin Burget
Rosanna Southern
Verbatim Solutions
Translation Services
Project Management &
Team Lead
Jim Harnish, Project Advisor
Brent Gibbons, Project Director
Michael Gibbons, Project Manager
Rincon Consultants
General Plan
Environmental
Matt Maddox
Chris Bersbach
Lexi Journey
Ryan Russell
The Natelson Dale
Group
General Plan
Economics
Roger Dale
Joseph E. McClure
Alan Levenson
PROVEN COMMUNITY ENGAGEMENT
Our team regularly initiates proven engagement
methods that are innovative, interactive, inclusive,
and that solicit feedback from a broad spectrum of
individuals. We collectively have over 70 years of
experience implementing engagement in both inperson and virtual platforms. We also specialize in outreach to underserved populations with tools and
outreach programs dedicated to reaching members
with limited access to computers and language
barriers. Our team has tried and true community
engagement methods including speakers’ series
(TED-Style Talks), visioning workshop exercises,
interactive multi-day planning charettes, and engaging
approaches to identifying issues and opportunities.
IMMERSIVE UNDERSTANDING OF OUR
COMMUNITIES
When we come to the city for meetings, our entire
time and focus is dedicated to this project. From
early morning until late at night, we are living
and working in the city. We experience the area
in ways that other firms miss. These multiple day
trips give us the flexibility to easily add meetings,
staff Pop-up events, update stakeholders and City
leadership, and visit key issue areas. This approach
has proven a great way to become part of the
community and to gain the community’s trust. It makes
our plans insightful. It makes our plans reflect the
vision of the City. It makes our plans successful!
EXPERIENCE WITH MULTI-LINGUAL
COMMUNITIES
California is a cornucopia, a melting pot of sorts,
having the most diverse population within in the
U.S. With this comes challenges regarding proper
outreach and engagement channels to ensure all
are included in predominately non-English speaking
areas. Our team has experience collaborating
with jurisdictions across California implementing
plans in multi-lingual communities and providing
materials, notices, and deliverables in a multitude
of languages. In some cases, we have partnered
with local community groups to provide in-person
translation as well. Some of the languages we have
folded into our plans include Spanish, Mandarin,
Tagalog, Hmong, Japanese, and Punjabi.
CREATION OF CONCISE, READABLE,
AND USER-FRIENDLY DOCUMENTS
Planning documents tend to collect dust on a shelf
and over time in some communities are never fully
implemented. It is our mission as a team to create
concise, readable, and user-friendly documents
that are regularly referred to and implemented. We
ensure our plans are highly-graphical, approachable,
and accessible in a multitude of languages and
platforms. For Arroyo Grande we have included
streamlined efficient documents including the
Existing Conditions and Trends Workbook.
35 MINTIER HARNISH | PROPOSAL FOR SERVICES
34 CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE WHY SELECT THE MINTIER HARNISH TEAM?
We feel there are several features of our team that make us the right choice for the Arroyo Grande Plan Update. Based on the City’s request for proposals and our knowledge of the community, we have assembled a team of firms and individuals that is tailored specifically for this project and the City of Arroyo Grande. Our team is uniquely positioned for this effort based on specialized areas of knowledge and expertise. Below highlights some of the specialized areas of knowledge that we have developed through our 37 years of experience with the close relationships of our teaming partners.
ATTACHMENT 2
6 QUALIFICATIONS & REFERENCES
QUALIFICATIONS
& REFERENCES
We recognize that general plans greatly impact the lives of those who live, work, and own property in a community. Today, more than ever, city policies and regulations have a profound influence on housing supply and affordability. We pride ourselves on preparing general plans, housing elements, and zoning codes that exceed the requirements of State law and serve as a practical guide for day-today decision-making. Mintier Harnish and our team for this project draw on our years of broad experience in preparing general plans for diverse communities across California. We are able to apply innovative policy solutions and practical experience to the communities we work in.
The following projects are relevant examples of the proposed update to the Arroyo Grande General Plan as outlined in this proposal. All projects noted below include a multi-disciplinary team and are multifaceted, with most including a development code update and EIR in conjunction with the general plan.
CONFLICTS OF INTEREST
Mintier Harnish and the firms included on our team do not have any actual, apparent, or potential conflicts of interest related to the performance of this work.
Mintier Harnish and the firms included on our team do not have any financial, business, or other relationship with the City of Arroyo Grande that would impact the outcome of this contract. Furthermore, Mintier Harnish and the firms included on our team do not currently have any clients who have a financial interest in the outcome of the Arroyo Grande General Plan Update or projects that may follow its completion, nor do we have any financial interest or relationship with any owner or developer that has future improvements within the city or surrounding area.
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE ATTACHMENT 2
CITY OF SAN LUIS OBISPO
The City of San Luis Obispo is located in the Central Coast region of California and has been ranked as the “Happiest City” in the U.S. by a number of publications. This ranking is based on the excellent planning that continues to shape the community.
Known for its Downtown and historic beauty, the city is a bicyclefriendly town and provides opportunities for cultural, business, and recreational use. The development of the updated Land Use and Circulation Elements (LUCE) and reformatting and integreation of the remaining General Plan was developed using a planning process that included an extensive public participation program. This program included six community workshops, 34 citizen task force meetings, an extensive project website, media outreach, community organization briefings, and an email eBlast list of over 1,500 community members. The project also included the conduct of a citywide opinion survey and use of the MindMixer platform to engage the community in an interactive online “townhall” where ideas on opportunities and challenges, and alternatives development were discussed.
SAN LUIS OBISPO LAND USE AND
CIRCULATION ELEMENT (LUCE) UPDATE
Project Details:
• Project Duration:
2012 to 2014
• Contract Agency:
City of San Luis Obispo
919 Palm Street
San Luis Obispo, CA
• Agency Contact:
Derek Johnson
City Manager
805.781.7112
[email protected]
TOWN OF WINDSOR
Mintier Harnish successfully led a multi-disciplinary consulting team to prepare the Town of Windsor General Plan. The Update focused on engaging the community, revitalizing infill areas, implementing a vision for the Civic Center, and managing projected growth within the Urban Growth Boundary (UGB). Key issues included: balancing increased tourism with the family-oriented community character; accommodating much-needed new housing while preserving the unique, small-town character and feel; and introducing nodes of mixed-use development along the Old Redwood Highway Corridor.
The General Plan and Program EIR were adopted in April 2018.
Prior to preparing the General Plan, Mintier Harnish prepared the Town of Windsor 5th cycle Housing Element.
Mintier Harnish is currently assisting the Town of Windsor with the research, analysis, and development of objective multifamily residential design and development standards that will streamline multi-family housing and production in the Town. We are developing new standards and permit processing provisions to incentivize missing middle housing production in new development projects.
Mintier Harnish recently started a technical Zoning Code update for the Town focusing on housing increases and incentivizing housing production.
GENERAL PLAN, HOUSING ELEMENT, OBJECTIVE DESIGN
STANDARDS, AND ZONING CODE UPDATE
Project Details:
• Project Duration:
2014 to 2015: Housing Element
2014 to 2018: General Plan
2017 to present: Zoning Code
• Contract Agency:
Town of Windsor
9291 Old Redwood Highway
Windsor, CA
• Agency Contact:
Kimberly Jordan
Planner III
707.838.7349
[email protected]
Personnel: Jim Harnish, Brent Gibbons
Personnel: Jim Harnish, Brent Gibbons,
Michael Gibbons
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
CITY OF FOLSOM
Mintier Harnish worked with the City of Folsom on an update to the Folsom General Plan. The City’s General Plan was last comprehensively updated in 1988. The city has changed
dramatically since then, not only in total population but in the nature of the community. Folsom has transformed from a small suburban community into a vibrant, urbanizing mid-sized city. The 2035 General Plan incorporates a new vision for the City of Folsom. It encourages the development of mixed-use districts along East Bidwell Street and transit-oriented development at the City’s light rail stations.
The Plan promotes complete streets and changes to the City’s level of service policy. The General Plan was adopted August 30, 2018.
As a follow-up on the Project, Mintier Harnish was retained in 2019 to lead the comprehensive update of the City’s Zoning Code. Key features of the update include implementing new mixed-use land use designations, developing objective multifamily residential design standards, preparing ADU provisions consistent with State law, streamlining development approvals, and overhauling the historic district design and development standards, The project includes four days of stakeholder interviews, community workshops, and multiple study sessions with the Historic District Commission, Planning Commission, and City Council.
GENERAL PLAN UPDATE, EIR, AND COMPREHENSIVE
ZONING CODE UPDATE
Project Details:
• Project Duration:
2012 to 2018: General Plan
2019 to present: Zoning Code
• Contract Agency:
City of Folsom
50 Natoma Street
Folsom, CA
• Agency Contact:
Scott Johnson, AICP
Planning Manager
916.355.7223
[email protected]
CITY OF PLEASANT HILL
Mintier Harnish began the Pleasant Hill General Plan Update in April 2019. The project is still (as of December 2022) in progress. The project includes the development of several documents, including an existing conditions and trends workbook, issues and opportunities summary, vision and guiding principles, alternatives analysis and report, policy document (which includes goals, policies, and implementation programs). Community engagement is also a large part of the project. Engagement activities include regular newsletter releases, the use of project branding through developing a logo and style, facilitation of GPAC meetings, joint study sessions with the Planning Commission and City Council, community workshops, and pop-up booths at community events and festivals.
Mintier Harnish has facilitated multi-day Planning and Design Workshops that included nightly presentations, an urban design charrette, and community walking tours. Mintier Harnish is also partnering with enCodePlus to provide the City with a web-based General Plan and Zoning Code on the enCodePlus platform.
Based on the ongoing success of the Update, the City of Pleasant Hill contracted with Mintier Harnish to prepare the City’s 6th Cycle Housing Element, Objective Design Standards, and Zoning Code Update as part of the General Plan Update. The overall General Plan Update is scheduled for completion in February 2023.
GENERAL PLAN, HOUSING ELEMENT, OBJECTIVE DESIGN
STANDARDS, AND ZONING CODE UPDATE
Project Details:
• Project Duration:
2019 to present: General Plan
2019 to present: Zoning Code
• Contract Agency:
City of Pleasant Hill
100 Gregory Lane
Pleasant Hill, CA
• Agency Contact:
Troy Fujimoto
City Planner
925.671.5224
[email protected]
Personnel: Jim Harnish, Brent Gibbons,
Michael Gibbons, Nikki Zanchetta,
Matthew Jumamoy,
Personnel: Jim Harnish, Brent Gibbons,
Michael Gibbons
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
CITY OF MORRO BAY
Rincon was part of a multidisciplinary consultant team leading the City’s General Plan, Local Coastal Program, and Zoning Ordinance Updates and associated Environmental Impact Report as an extension of City staff. Rincon prepared the Community Baseline Assessment reports to identify the current environmental conditions in the City to inform the analysis of the General Plan, Local Coastal Program, and Zoning Ordinance Updates in the EIR. Rincon also assisted with preparation of various General Plan element updates, including the updated Noise Element, and analyzed the potential future effects to Environmentally Sensitive Habitat Areas resulting from climate change and associated sea level rise. The analysis included a projection of future effects of sea level rise and associated coastal flooding and erosion events on ESHAs within the Morro Bay coastal zone, based on previously completed hazard analysis and sea level rise analysis, existing sea level rise models for the region, and the current location and extent of ESHAs in the City. Under direct contract to the City of Morro Bay, Rincon has prepared the Environmental Impact Report for the proposed General Plan, Local Coastal Program, and Zoning Ordinance Updates.
GENERAL PLAN UPDATE, EIR, LOCAL
COASTAL PLAN UPDATE, AND EIR
Project Details:
• Project Duration:
2017 to 2021
• Contract Agency:
City of Morro Bay
595 Harbor Street
Morro Bay, CA
• Agency Contact:
Cindy Jacinth
Senior Planner
805.772.6577
[email protected]
CITY OF PISMO BEACH
Rincon is preparing the General Plan/Local Coastal Plan (LCP) Programmatic EIR (PEIR) for the City of Pismo Beach, which analyzes the potential impacts of the Draft General Plan/LCP. The GP/LCP Update is an update of the City’s 1992 General Plan and LCP and presents the community’s vision for Pismo Beach through the GP/LCP horizon (year 2040). The PEIR provides a clear, concise overview of the programmatic nature of impacts associated with implementation of the General Plan. This document will inform decision-makers and the community about future decisions regarding General Plan policies and implementation programs.
The PEIR is structured to meet the requirements of the California Environmental Quality Act (CEQA) and to streamline future City consideration of development and public works projects consistent with the General Plan, when possible.
Rincon is closely coordinating with City staff throughout the preparation of the General Plan Update to develop policies that “self-mitigate” potential environmental impacts to the maximum extent feasible. This self-mitigating, proactive approach will minimize reliance on external mitigation measures, streamline future CEQA coverage for future projects, and allow the City to monitor the effectiveness.
GENERAL PLAN UPDATE, EIR, AND
LOCAL COASTAL PLAN UPDATE
Project Details:
• Project Duration:
2020 to present
• Contract Agency:
City of Pismo Beach
760 Mattie Road
Pismo Beach, CA
• Agency Contact:
Matthew Downing
Community Development Director
805.773.4658
[email protected]
Personnel: Chris Bersbach Personnel: Chris Bersbach, Ryan Russell 42 43
CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
CITY OF SANTA MARIA
GHD developed an update to the City of Santa Maria Active Transportation Plan using a performance-based approach. An active transportation infrastructure inventory, including high-priority ADA accessibility review and a detailed Level of Traffic Stress analysis was performed to identify the relative connectivity of the low stress bicycle network within the City. A complete pedestrian and bicycle collision analysis was also performed to highlight areas with higher needs for improvement.
Given the diversity of the Santa Maria community, GHD used both traditional in-person workshops, online workshops, and pop-up events with a particular focus on the Spanish-speaking community of Santa Maria. A community survey was distributed by Promotores (health advocates) at primarily-Spanish-speaking community events, and an informational flyer was sent home with all 17,000 students in Santa Maria schools. A website also provided access to the survey as well as an interactive map to collect comments. Based on the technical analyses and public input, GHD developed improvement recommendations, which were prioritized with stakeholder feedback.
GHD also completed an Active Transportation Program Cycle 5 grant application for a package of high-priority projects. The ATP was adopted by the City Council in January 2021.
ACTIVE TRANSPORTATION PLAN
Project Details:
• Project Duration:
2019 to 2021
• Contract Agency:
City of Santa Maria
110 S Pine Street, Suite 221
Santa Maria, CA
• Agency Contact:
Eric Riddiough, PE
Senior Civil Engineer
805.925.0951, Ext. 2476
[email protected]
CITY OF PISMO BEACH
GHD was critical in assisting the City of Pismo Beach in updating the Circulation Element to include multimodal policies and improvements related to active transportation, consistent with SB 743 and AB 1358, the “Complete Streets Act”, while also retaining the sensitivity of the City’s historical character and seasonal beachgoer travel patterns. GHD assisted the City in creating policies and plans that would promote active transportation modes and connectivity throughout the City, and implementation measures that include innovative and emerging transportation technology. GHD worked with the City to develop the Circulation Plan, Bicycle Facilities Plan, and Pedestrian Facilities Plan. As part of these plans, GHD assessed alternatives of new roadway(s) crossing a railroad and a creek, to provide continuous multimodal access across town and frontage to the US 101 freeway.
Additionally, GHD assessed one-way couplet alternatives within the Downtown urban environment, adjacent to a complex freewayramp system, while also incorporating connectivity for Class IV separated bikeways.
GHD alsoassisted in preparing the technical analyses and reports used to prepare the transportation and alternatives section of the CEQA document, including performance measures such as LOS and VMT.
CIRCULATION ELEMENT UPDATE
Project Details:
• Project Duration:
2017 to 2018
• Contract Agency:
City of Pismo Beach
760 Mattie Road
Pismo Beach, CA
• Agency Contact:
Matthew Downing
Community Development Director
805.773.4658
[email protected]
Personnel: Todd Tregenza, Colin Burgett
Rosanna Southern
Personnel: Todd Tregenza, Colin Burgett
Rosanna Southern
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
COUNTY OF VENTURA
The County of Ventura’s 2040 General Plan includes 126
implementation programs involving ten different County departments.
In order to ensure the real-world viability of carrying out the General Plan initiatives (especially proposed new programs), the County retained TNDG to prepare an independent analysis of potential implementation costs. The estimated costs covered a five-year implementation horizon, with one-time (i.e., program startup) and ongoing costs summarized separately. To provide a complete assessment of the feasibility of program implementation, the cost estimates considered both gross costs and net costs (after deducting potential program revenues associated with individual initiatives).
GENERAL PLAN COST (FISCAL IMPACT) ANALYSIS
Project Details:
• Project Duration:
2018 to 2019
• Contract Agency:
Ventura County
800 S. Victoria Avenue
Ventura, CA
• Agency Contact:
James Importante
Management Analyst II
805.654.5088
[email protected]
CITY OF COSTA MESA
TNDG prepared a comprehensive fiscal impact analysis as part of the City of Costa Mesa’s General Plan update. This process involved development of a user-friendly Fiscal Impact Model (FIM) that is designed to be updated annually based on inputs from the City’s budget. In order to develop in the FIM, TNDG interacted extensively with City department heads to establish cost forecasting methodologies specific to each department’s operations.
The FIM was utilized by TNDG to evaluate the potential fiscal impacts of various General Plan alternatives/scenarios and to respond to specific questions raised by City Council members during the course of the General Plan adoption process. The model is now utilized by the City as a tool to evaluate the fiscal impacts of proposed development projects and General Plan amendments.
As part of this contract, TNDG also prepared real estate demand forecasts to ensure that the land use assumptions used in the FIM were realistic from a market perspective.
FISCAL IMPACT MODEL AND REAL ESTATE MARKET
FORECASTS FOR GENERAL PLAN UPDATE
Project Details:
• Project Duration:
2015 to 2017
• Contract Agency:
City of Costa Mesa
77 Fair Drive
Costa Mesa, CA
• Agency Contact:
Daniel Inloes, AICP
Economic Development
Administrator
714.754.5088
[email protected]
Personnel: Roger Dale, Joseph McClure,
Alan Levenson
Personnel: Roger Dale, Joseph McClure,
Alan Levenson
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2
7 PROJECT SCOPE
PROJECT SCOPE
The Request for Proposals (RFP) indicates the need to provide both two- and three-year schedules, as well as separate two- and three-year budgets (submitted under separate cover). To better assist City staff in their review of this proposal, we have also prepared two separate two-year and three-year work scopes. These two work scopes and their corresponding schedules are included in this section.
These proposed work scopes directly correspond to the separately attached two- and three-year budgets. Given the limited timeline and budget for this General Plan update, we feel it is important for Arroyo Grande staff to understand the limitations, trade-offs, and implications of each schedule, specifically regarding a two-year General Plan update.
Our two proposed work scopes outline a series of logical phases and tasks, with information from each step creating the foundation for the next step. Our approach allows City staff, the Planning Commission, City Council, and the public opportunity to provide input and direction on the information developed in the subsequent phase/task.
It also helps to keep the community informed and intimately involved in the development of the General Plan, which leads to a higher level of acceptance, support, and successful implementation.
This section is divided into the following sections:
• Two-Year Work Scope
• Three-Year Work Scope
• Optional Tasks
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TWO-YEAR WORK SCOPE
A two-year General Plan update schedule will be particularly challenging. Given the minimum 10-month requirement for the CEQA analysis, the rest of the General Plan update must be completed in 14 months. This includes project initiation, existing conditions analysis, visioning, policy document preparation, and adoption.
Each of these steps includes consultant preparation, City staff review, community engagement, document revisions, and decision-maker feedback and decisions. This is a very tight schedule. As a result, the two-year work scope and schedule includes limited public outreach and no alternatives analysis. Additionally, the two-year schedule and work scope does not include Development Code or Climate Action Plan updates. While these tasks can certainly be added as options (see Optional Tasks Section), they have significant cost and timing implications that the two-year schedule would not accommodate fully or adequately. If selected for the General Plan update, we will discuss with City staff the specific costs and time implications and include additional tasks as appropriate.
Phase 1 - Project Initiation
Task 1.1: Kick-Off Meeting and City
Tour
We will facilitate a kick-off meeting with City staff at the outset of the General Plan update. This meeting
will provide an opportunity to discuss ideas and
expectations for the project, confirm roles and
responsibilities, refine the work program and schedule, establish communication protocols, review, and discuss
overall format and organization of products, and meet
with key City department staff. We also initially discuss the public outreach strategy with City staff to ensure that a diverse group of community members, stakeholders,
and organizations participate in the General Plan
update process. This conversation will also include
identifying underrepresented or marginalized groups
in the city. Following this meeting, we will tour the city with City staff to examine key issue and opportunity
sites that will be addressed in the General Plan update program.
Task 1.2: Joint Study Session
Given the significance of the General Plan update,
it will be important for the City Council and Planning
Commission to meet our team early in the process.
We will facilitate an all-hands study session with
key City staff, City Council members, and Planning
Commissioners. This study session will provide a
common understanding of the need for and purpose
of the General Plan update, the key steps in the
process, public outreach, legislative mandates, and
contemporary planning issues. We will facilitate a
discussion on the major issues facing Arroyo Grande
and then solicit feedback on the several topical areas
that will be carried thematically through the General
Plan. The study session will be widely publicized and
open to interested community members. We will post
the session presentation, support materials, and results on the City’s and project website.
Task 1.3: Develop Final Work Program
Based on information exchanged during Tasks 1.1
and 1.2, we will refine the scope of work and project
schedule to address City input. The schedule will be
detailed to show:
• Proposed time frames for each phase;
• The timing for all major documents;
• Time frame for each joint Planning Commission
and City Council workshop; and
• Timing of various community engagement
activities.
The project schedule will include coordination and
community outreach components that will occur in
association with major milestones in the development of the General Plan update.
Phase 1 Deliverables
• Kick-Off meeting agenda and materials
• Joint Study Session presentation
• Joint Study Session materials
• Project schedule
• Final work program
Phase 2 - Public Outreach
Strategy
Task 2.1: Public Outreach Strategy
We will work with City staff to organize a
comprehensive Public Outreach Strategy that we will
use throughout the General Plan update. The intent is to implement robust, meaningful, and inclusive outreach
methods and events that transcend traditional public
outreach barriers. The Public Outreach Strategy will
detail outreach responsibilities and describe how the
engagement will be structured to ensure residents,
businesses, property owners, non-English speakers,
and underrepresented groups are aware of and
engaged in the project. The Strategy will adhere to
the tenants of City’s DEIJ Policy. As part of this strategy, we will develop and use the following engagement
components:
Business Cards. Business cards with the project
logo and website link are an easy way to get the
word out about the project. Agency staff, decisionmakers, and others can hand out the business cards to interested community members. This is an
effective way of creating interest in the project and
getting people to visit the website.
Press Releases. Prior to every community workshop
and document release, we will prepare and
distribute news releases to inform media outlets
serving the community about upcoming meetings.
Press releases describing the project meetings and
milestone documents can help educate and inform
community members about the planning process.
They also help ensure accurate project coverage
and eliminate confusion.
Online Engagement. As part of the project
website, we will set up an online engagement
platform to provide the community with an easy
method to provide input on the project. The online
engagement tool provides a suite of listening,
information, analysis, reporting, and relationship
management features that enables us to mix and
match precisely the right online tools for effective
community engagement. we will regularly update
the engagement site with new questions, surveys,
and opinion polls. These platforms have been used
successfully on several general plan projects to
engage the community.
Email Blasts. Within the first month of the project,
we will develop a template for email blasts that is
consistent with the overall project brand. We will
work with the City to develop a project-specific
email contact list and/or use the City’s existing
e-notifier to send regular email announcements.
General Plan Business Cards
For our General Plan projects, we develop a “business
card” for the project that includes the Update logo and the address for the project website.
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In-Person and Virtual Community Workshops.
In-person workshops are a traditional, time-tested
community engagement activity. They should
be held at convenient places where people feel
comfortable gathering. Workshop sponsors should
offer food, translation services, and childcare to
make the meetings more accessible to families
and non-English speakers. Typically, we use one of
two workshop formats: open house or interactive.
The open house format is most useful to provide
information and getting high-level feedback. The
interactive workshops may include some or all
the open house components but will emphasize
participant interaction in either facilitated
discussion groups or exercises designed to gain
information about topics, such as the community
vision; issues, opportunities, and assets; and
alternatives and options. We will work with City
staff to determine the best location and time of
these events to ensure those with non-traditional
work schedules can provide their feedback.
Translation Services. Translation services are
essential to ensure effective, inclusive, and
accurate communication to all community
members. There are two basic types of translation
services for the project: verbal translation and
translation of written materials. Presentations,
posters, handouts, and all other written materials
should be produced in all languages that are
prominent in the community. Verbal translation
services should be provided at all public meetings
and workshops and advertised as such. Sometimes
individuals are more comfortable participating
in the planning process when a local community
group or organization is involved. If appropriate,
agency staff should work closely with local
organizations and individuals to reach out to nonEnglish speaking communities and ensure they are engaged in the process.
Task 2.2: General Plan Website and
Branding
We will create and host a project specific website and
project branding unique to this General Plan update
and Arroyo Grande:
Project Branding. We will develop an overall
brand for the General Plan update with input from
City staff. This brand will be carried through all
materials, the project website, and presentations
to build enthusiasm about the project and ensure
that this effort is distinct in the minds of the public and other stakeholders. As part of this effort, we
will develop three branding options for the City’s
selection.
Project Website. We will design, develop, and
maintain a project website during the project.
The website will be fully translatable to over 50
languages for the benefit of all in the community
and will include the following:
• Project information and overview and
purpose of the General Plan Process
• Listing of all meetings
• All presentations and materials produced for
public meetings and workshops
• Fact sheets regarding the planning process
• All materials produced for the Plan
• Library with all relevant documents
• Online surveys
• Social pinpoint (interactive online comment
capture and community conversation board)
• Email sign-ups
Click or visit the following links to view examples:
• Los Gatos General Plan
www.losgatos2040.com
• Pleasant Hill General Plan
www.pleasanthill2040.com
• Solvang General Plan
www.plansolvang.com
• San Ramon General Plan
www.plansanramon.com
Task 2.3: Stakeholder Interviews
We team will conduct up to 12 one-on-one and group
meetings with key stakeholders and community groups
to solicit input on issues and expectations for the
General Plan update. The purpose of these interviews
is to identify areas of concern and opportunity for
the city and ensure that we are incorporating broad
community support. We will develop the list of
stakeholders in consultation with City staff, but could include the Mayor, City Council members, and key
stakeholders that should include the representatives
from the school district, Bike Coalition, Chamber
of Commerce, Diversity Coalition of SLO County,
R.A.C.E. Matters, local developers, and others as
Logos and Branding
For our General Plan projects, we create unique, distinct logos and branding that will be carried through all
materials, the Update website, and presentations.
suggested by the city. This will also include specific
outreach to non-English speakers, seniors, and youth
within the community. These interviews will be virtual
via Zoom.
Phase 2 Deliverables
• Public Outreach Strategy
• Project branding style guide
• Project logo
• Project business cards
• Project website
• Stakeholder interview materials
• Stakeholder Interview Summary
Phase 3 - Gather and Analyze
Data
Task 3.1: Existing Data Collection and
Compilation
Knowledge of existing conditions within Arroyo
Grande will provide us and the community with a more
thorough understanding of what has changed since
the last General Plan was prepared and the trends
that will be shaping the community’s future. At the
beginning of the project, we will prepare a Request for Information (RFI), which will list the data items needed to understand the city on data level. Our team will
initially collect as much of this information as possible from online and external resources. The items requested (including native format files whenever possible)
typically include the following:
• Current City planning and development efforts
• Municipal Code and Development code
• Any other pertinent information, documents,
plans, and other items identified by City staff
• Infrastructure and utilities plans
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Task 3.2: Assemble GIS Data and
Prepare the Base Map
We will work with City staff to obtain existing City
and County GIS data and review City mapping
protocol and requirements. We will prepare base
maps for reports and display presentation, including
establishing a uniform legend and title block for use
on all maps prepared. We will then develop all GIS
data and mapping prepared for the General Plan
Update consistent with City protocols and data formats
to ensure easy integration into the City’s information
system. At the conclusion of the General Plan update
project, we will provide to the City all original data as well as project specific data layers modified or created by our team.
Task 3.3: General Plan Audit
We will work with City staff to evaluate the existing
General Plan to determine what works, what does not
work, and where the plan is not providing adequate
or current guidance. This will be done using our
proprietary General Plan Audit Tool. This tool will help City staff gain insights on the existing General Plan
clarity, linkages to other plans, progress in achieving desired outcomes, and whether goals, policies, and
programs should be carried forward, modified, or
removed. The Audit will also consider the General Plan
additions needed to address changes in State law,
the Governor’s Office of Planning and Research (OPR)
General Plan Guidelines, and contemporary planning
practice. The results of this review will be documented in a General Plan Audit Report. At a minimum, the
Audit Report will address the following questions:
Completion. Has a policy or program been
achieved or carried out?
Clarity. Is the policy or program language clear
and easily interpreted?
Progress. Can policy or program implementation
be easily monitored?
Outcome. Did the policy or program result in the
desired outcome and achieve the vision or goals
of the General Plan.
Continuation. Is the goal, policy, or program
still relevant and can be carried forward into the
updated General Plan?
Current. Does the goal, policy, or program
adequately address current issues?
Modification. How should the goal, policy, or
program be modified to provide better direction or
address current issues and trends?
Task 3.4: Existing Conditions Evaluation
We will collect, research, and assess existing
conditions and trends for the following topics. A
summary of key information from this evaluation will
be presented in the Existing Conditions and Trends
Workbook (Task 3.7) while the full data assessment will be included in the EIR.
Land Use. We will analyze the existing General
Plan land uses and adopted plans that affect
development in Arroyo Grande. We will map and
analyze existing land uses based on available City
GIS data and identify opportunities and constraints
for future development and reuse. We will also
describe regional planning efforts affecting the
city. This section will also summarize the community
character of Arroyo Grande neighborhoods and
districts.
Population, Employment, and Housing. We
will collect and assess historical, current, and
projected population, employment, and housing
characteristics in the Planning Area. We will work
with the San Luis Obispo Council of Governments
(SLOCOG) to obtain the most current demographic
and housing data, including US Census data, and
data available from the California Department of
Finance.
Circulation and Transportation. Our team will
compile data and information on roadway
segments, transit services, and bicycle and
pedestrian facilities. This evaluation will build
on work performed during the 2021 Circulation
Element update that included updates to the City’s
Transportation Impact Fee (TIF), nexus study and
Transportation Impact Analysis (TIA) guidelines,
as well as the Local Roadway Safety Plan (LRSP).
We will prepare a concise summary of existing
mobility conditions, including updating available
background data where relevant, U.S. Census
travel mode data, and summarizing collision data
and safety recommendations from the LRFP. Our
evaluation analyzes multi-modal travel, vehicle
miles traveled (VMT) reductions and the provision
of complete streets, including opportunities and
constraints for bicycle, pedestrian, motor vehicle,
and transit travel. We will summarize key data and
information on roadway segments, transit services,
and bicycle and pedestrian facilities. We will
prepare a detailed description accompanied with
maps and graphics illustrating the roadway system,
bicycle and pedestrian facilities, peak hour traffic
counts, and transit routes and stops.
Biological Resources. Our team will compile data
on sensitive habitats, principal vegetation cover
types, and special-status and endangered species.
This will include primary source material from the
local and regional habitat plans, supplemented
with limited windshield surveys and review of
existing biology studies completed for the city.
Cultural Resources. Our team willl compile
data on historic structures and locations and
conduct an archaeological sensitivity analysis for
both prehistoric and historic sites using records
maintained at the regional information center and
published in research papers. We will ensure
that appropriate individuals are contacted with
the surrounding Native American Tribes to ensure
sensitive cultural resources are documented
appropriately consistent with recent State mandates
(SB 18).
Economics. Our team will update the City’s
economic and market data. The update will
cover key demographic, economic, and real
estate factors affecting the city and its role in the
broader region. We will identify the strengths of
the local economy, key competitive attributes and
positioning, and challenges and opportunities
related to an economy heavily reliant on tourism.
Additionally, we will summarize retail trends by
major business category, existing commercial and
industrial vacancies, fiscal revenue sources, and
City General Fund expenditures (broken down by
major budget category).
Public Facilities, Services, and Infrastructure. Our
team will compile data on infrastructure, resources,
services, and facilities related to water supply
and delivery, wastewater collection and disposal,
stormwater drainage, solid waste and recycling,
energy and telecommunications, law enforcement,
fire protection, health care, schools, and
education, and government services. We will also
assess if the General Plan must include information
related to recent State mandates that require
cities to identify service needs for unincorporated
disadvantaged communities (SB 244).
Noise. Our team will review existing noise data,
including recent EIRs and studies, and summarizes
the existing noise environment in Arroyo Grande
resulting from major roadways and highways, and
stationary noise sources and activities. We will
also document existing noise-sensitive areas and
sites. We will also summarize current information
on ground vibration.
Air Quality. Our team will compile data on
existing air quality conditions within Arroyo Grande
and the nearby vicinity. This will specifically
include the location of existing sensitive receptors
and emission sources, existing mass emissions,
ambient air quality concentration data from the
most applicable monitoring station(s), attainment
designations and natural factors that relate to the
transport and dispersion of air pollutants.
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Climate Change. Our team will prepare a
climate change section that includes a discussion
of climate change and how the General Plan
Update will address this issue, including both the
reduction of GHG emissions and climate change
vulnerability and adaptation. The report will
briefly summarize relevant background information
regarding these topics and lay out a framework
for the General Plan Update to address climate
change.
Hazards and Safety (including geology). Our
team will compile data on existing natural and
manmade hazards. As part of this evaluation,
we will summarize the geological environment
and associated hazards. This section will
address Seismic Hazard Zones (and soil strength
properties. We will summarize the latest FEMA
floodplain mapping to illustrate potential safety and
development constraints. We will summarize urban
and wildland fire risks, fire hazard risk areas,
and fire protection resources. Our team will also
describe major users and producers of hazardous
materials within or adjacent to the city.
Hydrology and Water Quality. Our team will
summarize sources of groundwater and surface
water, water consumption rates, measures used
to conserve water, and renewable water facilities
and resources. This section will document potential
pollution sources, areas susceptible to water quality
degradation, and source issues and capacity
constraints.
Social and Environmental Justice. Our team will
prepare a section that provides background on
social and environmental Justice. The discussion
will focus on exposure to environmental hazards,
healthy and affordable housing, access to job
markets, access to health care and healthy foods,
community equality, and community empowerment.
The information gathered will be used to draft the
new Environmental Justice Element (see Task 5.9).
Task 3.5: Community Workshop #1:
Assets, Issues, and Opportunities
Identification
We will facilitate a community workshop to address
assets, issues, and opportunities facing the community.
The community workshop will be a two-part event.
During the first part of the event, our team will provide the community with an overview of the information
developed for Existing Conditions and Trends
Workbook (Task 3.7). This component will highlight
the existing conditions and trends that will influence
the future of the community. The second part of the
event will involve interactive exercises designed to gain input on the assets, issues, and opportunities that the public would like to see addressed in the General Plan
update. We will use a combination of informational
boards, group and individual engaging exercises,
breakout sessions, surveys, and online. The intent
of this workshop is to get community input on what
they think about Arroyo Grande, what they want to
preserve, and what they want to change. Workshop
materials can be provided in both English and nonEnglish languages.
Task 3.6: Assets, Issues, and
Opportunities Workshop Summary
Report
Based on input collected from City staff and the Assets, Issues, and Opportunities Community Workshop, we
will prepare a summary report that categorizes, and
reports all input received. This input will be further
synthesized and reported in the Existing Conditions and Trends Workbook (Task 3.7).
Task 3.7: Existing Conditions and
Trends Workbook
We will prepare an Existing Conditions and Trends
Workbook. The Workbook will be written in an
engaging way to tell a thought-provoking story of
Arroyo Grande – where it has been, where it is today,
and the trends that will shape its future. The Workbook will also identify the significant problems, issues, and concerns facing the community that were identified in
Community Workshop #1 (Task 3.5). The Workbook
will be highly graphical and will use infographics,
charts, maps, and photographs combined with
storytelling techniques. While the content will largely depend on the direction provided by City staff,
decision-makers, and the community during the initial
outreach efforts, we assume the workbook, at a
minimum, will cover the following topics:
• Purpose of the General Plan Update
• All topics analyzed in the Existing Conditions
and Trends Evaluation (see Task 3.4)
• Location and geographic boundary
description, including the regional setting,
Sphere of Influence, and City limits
• A description of the city’s history, including a
graphic timeline of significant events, places,
and people in Arroyo Grande’s past
• A description of what has changed since
Arroyo Grande last updated its General
Plan, including local trends as well as national
and global trends that have shaped our lives
and will continue to shape the future (e.g., the
internet, social networking, online shopping,
car sharing, self-driving cars, sustainable
communities initiatives)
• A snapshot of current conditions and trends,
including a demographic profile, housing
characteristics, economic and market
conditions, transportation infrastructure and
travel patterns, health and environmental justice,
climate change and adaptation, community design
and character description, and population and
development trends
• A description of quality-of-life characteristics,
including parks and open space, arts and
culture, and public realm improvements that
have made Arroyo Grande an exceptional
place to live
This task includes preparation of an initial outline, an administrative draft for staff review, and a final draft that incorporates edits following one round of review
by City staff. The final Existing Conditions and Trends Workbook could be fully translated into non-English
languages.
Phase 3 Deliverables
• Request for Information (RFI)
• GIS Base Maps
• General Plan Audit Report
• Community Workshop #1 Guide
• Community Workshop #1 Materials
• Assets, Issues, and Opportunities Summary
Report
• Administrative Draft Existing Conditions and
Trends Workbook
• Final Existing Conditions and Trends Workbook
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Phase 4 - Visioning and
Guiding Principles
A General Plan vision statement and guiding principles
are designed to reflect what community members value
most about their community and the shared aspirations
of what they envision their community being in the
future. The vision statement should be inspirational
and set the key values and aspirations for the General
Plan guiding principles. The guiding principles
should provide more specific guidance that provides
the fundamental doctrine that will be used to guide
development of the General Plan goals and policies.
During this phase, we will work with community
members and leaders, the Planning Commission, and
the City Council to form Arroyo Grande’s vision for the future and guiding principles.
Task 4.1: Community Workshop #2:
Community Visioning Workshop
Our team will facilitate an in-person community
visioning and guiding principles workshop. This
workshop will have three parts. First, as participants
arrive, they can visit a variety of informational
stations, based on the Existing Conditions and Trends
Workbook. These stations will inform participants on
the key planning issues in the Update. Second, we
will present status reports on our progress to date and answer questions about the General Plan Update.
Third, we will have a series of interactive exercise that will solicit feedback from the community on a collective vision and set of guiding principles. These activities
could include the following:
Postcards from the Future. In this exercise,
participants would be asked to pretend they are
sending a postcard from Arroyo Grande from the
future. Participants draw a picture to illustrate their vision and write a message to someone describing
their experience in Arroyo Grande.
Opportunities and Enhancements. The goal of this
station is to help participants identify the places or
features of Arroyo Grande that offer opportunities
for improvement or enhancement. It will help
identify participant’s priorities. This exercise would
include a large wall map of the city with generic
images that represent things that participants would
like to see in the city. Participants would then
participate in a series of mini-exercises to identify
which features they feel would reflect the kind of
improvements that would benefit Arroyo Grande
over the next 25 years.
“Mad Libs” Vision Game. In this exercise,
participants would be asked to develop their
ideal vision for the city. Participants would be
encouraged to brainstorm words, phrases, and
ideas with other participants to come up with the
most creative and inspirational vision. From this
exercise, we obtain the key descriptors that are
used to describe people’s aspirations for the future
of the community. These inputs help identify what
aspects are the most important and are used to
frame the vision statement.
Task 4.2: Draft Vision Statement and
Guiding Principals
Our team will prepare the Administrative Draft Vision
Statement and Guiding Principles that represent the
ideal future for the city. We will create the draft Vision Statement and Guiding Principles based on input
gathered at the Community Visioning Workshop and
input from City staff. Following review by City staff,
we will revise the Administrative Draft and prepare
Draft Vision and Guiding Principles for review by the
Planning Commission and City Council.
Task 4.3: Planning Commission and
City Council Joint Study Session
We will facilitate a joint study session with the Planning Commission and City Council to present the Draft
Vision Statement and Guiding Principles. The joint
study session will include a discussion of comments
received from the Community Visioning workshop and
presentation of the Draft Vision Statement and Guiding
Principles. Comments received during the study session
will be considered in preparation of the Final Vision
Statement and Guiding Principles.
Task 4.4: Final Vision Statement and
Guiding Principles
Following review by the Planning Commission and
City Council, we will revise and prepare a Final Vision Statement and Guiding Principles that we will use to
guide development of the General Plan Update.
Phase 4 Deliverables
• Community Workshop #2 Guide
• Community Workshop #2 materials
• Community Workshop #2 presentation
• Administrative Draft Vision Statement and
Guiding Principles
• Planning Commission and City Council Joint
Visioning Study Session presentation
• Planning Commission and City Council Joint
Visioning Study Session materials
• Final Vision Statement and Guiding Principles
Phase 5 - General Plan
Preparing the General Plan is the most enduring part
of the Update process. The goals, policies, and
implementation strategies will serve as the City’s
blueprint for growth and development for the next
20 plus years. It memorializes all the decisions and
directions made to this point in the update process and acts as the guide for how the City and community can
achieve the vision for the future. The updated General
Plan will be crafted as an effective tool for staff
implementation and will be a highly-graphic, engaging
plan that is easy for everyone in the community to use
and understand.
We will prepare an Administrative Review Draft
General Plan. Our team will format the General Plan
to be attractive, contemporary, and user-friendly, using extensive photos, illustrations, and maps. As part of
this coordination, we will propose solutions for the
organization and layout of the General Plan elements.
This will be based on a review of the current element
structure and the need to cover a wide range of new
State requirements enacted since the General Plan was
last updated. As part of the design, the separation or
combination of topics into various elements will be
discussed.
As part of the Update, we will ensure that all the
requirements of State law, such as complete streets,
flood risk reduction, adaptation, resiliency, safety,
noise, and environmental justice are covered. We
will also ensure full compliance with the State’s
General Plan Guidelines. Our team will prepare
a comprehensive implementation strategy that
includes tangible actions the City will undertake to
implement the goals, policies, and objectives. The
implementation strategy will include an updated
economic development strategy. As part of developing
this strategy, a key task will be ensuring that the City understands the implications, resource needs, and fiscal impacts of the implementation strategy. This ensures that the City makes an informed decision about the work it
is signing up to complete.
Postcards from the Future
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Task 5.1: General Plan Design, Format,
and Organization Options
In close consultation with City staff, we will prepare
optional approaches for the General Plan design,
format, and organization. We will provide for the
overall look and presentation of the Plan, including
font size and style, page layout, maps, graphics, and
illustrations. Our team will prepare sample table of
contents to accompany the organizational options.
Following City staff review, we will refine the options as necessary.
Task 5.2: Land Use Element
Subtask 5.2-1:Land Use Density and
Intensity Evaluation
As part of preparing the Draft Land Use Element,
we will evaluate existing residential density and
intensity requirements in the City’s mixed-use zoning
districts. From this evaluation, our team will strategize with City staff on possible solutions to adjust these
densities and intensities to better achieve the desired community vision.
Subtask 5.2-2: Administrative Draft Land
Use Element
We will update the Land Use Element to integrate
the feedback provided by the community, Planning
Commission, City Council, and City staff. Our team
and City staff will collaborate to develop land use
designations and prepare a draft Land Use Diagram
(Task 5.10). We will review existing citywide land
use designations and determine a concise set of land
use designations that fit the needs of all areas of
the city. The designations and Diagram will indicate
the distribution, location, and standards for the use
of land for housing, commerce, industry, public
facilities, waste disposal, recreation, agriculture,
natural resources, and open space. The land use
designations will broadly define the purpose of
each land use category as well as allowed uses.
Land use designations will also include standards
of population density and building intensity. These
designations will promote public health, reduce
infrastructure costs, enhance the local economy, and
address environmental issues.
Task 5.3: Circulation Element
The Circulation Element describes the existing
and future transportation network, articulates the
City’s mobility vision, addresses State and regional
requirements, and anticipates future mobility needs.
While the existing Circulation Element was recently
updated in 2021, our team will review the Element
to determine areas that may need to be updated.
Updates to the Circulation Element may include those
resulting from:
• Findings form AB 747 Analysis (see Task 5.5)
• Updates to the planned mobility network at
buildout to accommodate changes to the Land
Use Element
• Increased prioritization of non-vehicular travel
and complete streets improvements, including
incorporation recommendations from the
upcoming Active Transportation Plan that will
be conducted concurrently
• Mobility and access recommendations to
support the optional East Grand Avenue
Overlay District
• Provision of a reformatted Circulation Element
that converts the current stand-alone Circulation
Element to serve as one chapter of the larger
General Plan document, to match the updated
format of the other (chapter) elements
• Refinements to goal, policy, and
implementation program language to be
consistent with the overall General Plan update
and priorities of other updated elements
• Changes in land use patterns and policies
established in the Land Use and Safety
Elements
• Potential changes resulting for the City’s update
to the Active Transportation Plan
Task 5.4: Noise Element
Based on the findings from the Existing Conditions and
Trends Workbook, will identify major stationary and
mobile sources of noise in the City and visually identify traffic noise contours based on data from the traffic
report. For this analysis, we will prepare noise contour maps and descriptions of existing noise conditions.
At City staff discretion, we may conduct up to four
noise measurements at key locations in the city for the purpose of validating the noise models.
Our team will also identify goals, policies, and
implementation programs to address noise consistent
with legislative requirements and changing conditions
since the last update to the City’s General Plan. Goals and policies will consider type, location, and extent of noise incompatibility in the community.
Task 5.5: Safety Element
Subtask 5.5-1: Vulnerability Assessment
In accordance with California Government Code
65302(g) and SB 379, our team will complete a
Climate Vulnerability Assessment which will detail
the anticipated climate impacts on the city of Arroyo
Grande, such as increases in temperature, more
intense and frequent extreme heat events, more
intense and frequent drought, higher frequency of
catastrophic floods, and more severe and frequent
wildfires. At a qualitative level, we will evaluate
the locations of the city’s critical facilities and
services (such as fire stations and evacuation routes)
in relation to potential climate change impacts
based on readily available geospatial data. We
will prepare the Climate Change Vulnerability
Assessment consistent with the latest (2020)
California Adaptation Planning Guide, as described
in California Government Code 65302(g) and the
Office of Planning and Research’s General Plan
Guidelines. We will produce maps using data from
existing plans and available geospatial data sources,
including:
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CITY OF ARROYO GRANDE | COMPREHENSIVE GENERAL PLAN UPDATE MINTIER HARNISH | PROPOSAL FOR SERVICES ATTACHMENT 2