CITY OF CAMARILLO
Request for Proposals
Market Analysis for the Camarillo Commons
Strategic Plan Area
September 12, 2024
2 NOTICE
REQUEST FOR PROPOSALS
Professional Consultant to Conduct a Market Analysis for the Camarillo Commons Strategic Plan Area
The City of Camarillo is requesting proposals from interested, qualified, and experienced consulting firms for the preparation of a Market Analysis for the Camarillo Commons Strategic Plan Area.
Notice is hereby given that proposals will be received by the City of Camarillo (“City” or “Camarillo) until October 7, 2024, 4:00 p.m. PST through the PlanetBids Vendor Portal.
It is the intent of the City to contract for these services effective November 14, 2024, and will end upon completion of services.
Proposals may not be submitted by fax, email, telephone, mail, hand delivery, or other means; any submission of proposals received through any means other than PlanetBids will be returned to the applicant unopened.
Interested parties may submit a proposal for the RFP by visiting the City’s website at https://www.ci.camarillo.ca.us/departments/finance/vendor_registration_bids_contracts. php and following the link to PlanetBids to download the Request for Proposals and submit qualifications, new vendors are required to register.
No amendments, additions or alterations will be accepted after the submission deadline.
Late proposals will not be accepted. Proposal and documents submitted become the property of the City of Camarillo.
Please see “Proposal Submission and Requirements” section of this document for further guidance on submittals.
Consultants must submit all questions, clarifications or comments through the City’s PlanetBids electronic bidding system utilizing the Questions & Answers tab. Consultant questions must be submitted no later than 1:00 PM, September 24, 2024.
The City will review and rank submissions as detailed in the included evaluation criteria, and staff will make recommendations to City Council regarding the qualifications of applicants and suitability for the City’s present and projected needs. The award of any funds will be subject to negotiations regarding the scope of work, available budget to carry out the provisions of the proposed agreement, and approval of the Camarillo City Council.
City Rights Reserved
The City reserves the right to reject any or all proposals without explanation. The City reserves the right to negotiate the specific requirements and costs using the selected proposal as a basis of negotiation.
The City also reserves the right to reject any proposals if they are deemed unsuitable to the City's needs. Late or incomplete proposals will not be considered. The City reserves the right to determine the completeness of all proposals.
3 Schedule of Events
Release of Request for Proposal September 12, 2024
Last Day to Request Information/Vendor
Questions
September 24, 2024, by 1:00 p.m. PST
City Response to Questions September 30, 2024
Proposals Due October 7, 2024, by 4:00 p.m. PST
Consultant Interviews (If needed) October 14-16, 2024
Present to City Council November 13, 2024
Start of Services November 14, 2024
Background
The City of Camarillo was incorporated in 1964 as a general law city and operates under the council -manager form of government. The City has a n estimated population of 69,0141 and is a suburban community in Ventura County. It has an area of approximately 20 square miles and is geographically located midway between Los Angeles and Santa Barbara.
Project Introduction
On February 14, 2007, the Camarillo City Council adopted the Camarillo Commons Strategic Plan (Strategic Plan), consisting of 55 acres, located north of the U.S. 101/Ventura Freeway and Daily Drive, south of Ponderosa Drive, west of Arneill Road, and east of Mobil Avenue. The Camarillo Commons area contains two of Camarillo’s oldest shopping centers: Ponderosa North and Ponderosa Center, both of which were built in the 1960s. Other uses include the Post Office, Ventura County Fire Station #54, Harley’s Camarillo Bowl, churches, professional office, retail and the Raemere Street residential neighborhood.
1 State of California Department of Finance, Population Estimate 1/1/2024
4 The Strategic Plan was intended to create a vision to transform the underutilized, aging area, located in central Camarillo into a pedestrian -oriented center with retail shops, restaurants, live theatre, plazas, entertainment uses, and a variety of housing with a mix of product types and densities. It was envisioned that the Camarillo Commons area would become a destination for both visitors and residents, attracting people and families to spend the day shopping, dining, and gathering at special events.
The redevelopment of the Camarillo Commons area has not been realized due to a number of circumstances, including the loss of tax increment funding with the dissolution of the Redevelopment Agency in 2012. While there has been redevelopment surrounding Camarillo Commons, there has been a lack of reinvestment within the plan area. A number of issues continue to constrain redevelopment, including flood hazards, parcelization, and property ownership.
Market conditions have changed since the plan’s adoption, as well as new State laws have passed that provide incentives for housing development. The mix of land uses and development regulations outlined in the Strategic Plan may no longer be economically feasible or desirable. The City is seeking a consultant to prepare a market analysis and strategy to facilitate redevelopment of the Camarillo Commons area to ensure its long- term viability.
Scope of Work
The study area is the 55-acre Camarillo Commons Strategic Plan area. A successful proposal will cover a strategy for how to complete the following scope of work:
1. Existing conditions assessment . An initial assessment and inventory of the site taking into consideration access, parcel configuration, land use, property values, rents, zoning, transportation, neighborhood conditions and recent land use and retail development trends. Assessment will include a review of the Strategic Plan, current codes and policies. Consultant will prepare an inventory of parcels, including property ownership, contact information (name, email, and phone number), business owner, representative handling the real estate, land use, and physical conditions using tables, maps, and photos.
2. Constraints analysis, including assessment of infrastructure, flood hazards, and property ownership.
3. Analysis of market conditions and trends to understand the potential for redevelopment in the Camarillo Commons area.
4. Outreach plan to engage with key b usiness and property owners , or their real estate representatives on their long-term business plan, interest in redeveloping their property and constraints.
5. Recommendation of actionable strategies that will positively influence the redevelopment of Camarillo Commons. This should include recommendations on land uses, scale, density, and potential market demand. Identify feasible and applicable funding mechanisms and public incentives that could improve the plan area’s viability for redevelopment. Provide development pro forma analysis comparing base and potentially feasible funding scenarios.
6. Presentation to committees and staff.
7. Draft and final report in both PDF and MS Word formats. 5 Required Proposal Information
The Consultant is responsible for preparing an effective, clear, and concise proposal. To be considered for selection, vendors must submit a complete response to this Request for Proposal that includes the following mandatory information and/or requirements in the following format. Failure to provide any of the information requested below may be cause for the proposal to be rejected.
1. Cover Letter (1 page)
A Request for Proposal transmittal letter introducing the Consultant and/or Firm and the individual who will be the primary contact person.
2. Executive summary (1 page)
A statement of the overall approach to the professional services required and why your firm may be best able to perform the work required. A statement on how you would coordinate the workload with your consulting firm and, if necessary, any subconsultants and any information regarding your experience in working with the other consultant(s).
3. Statement of Qualifications (3-4 pages)
a) Background information including specific qualifications and experience in providing market analysis services to similar government/public sector entities.
b) Describe your organizational structure and explain how your organization qualifies to be responsive to the requirements of this Request for Proposal. c) References: Provide a list of at least three (3) clients for whom you have provided similar services within the last five (5) years, comparable to that described within this Request for Proposal. Indicate client organization name, contact person, and phone number.
d) Provide resumes for the Project Manager, other key personnel, and sub - consultants, if applicable.
e) Provide proof of financial stability enabling the firm to be capable of meeting the requirements of this Request for Proposal.
4. Project Approach / Methodology / Timeline (5 pages)
a) Provide a detailed description of your proposed methodology/project approach based on your understanding of the Scope of Services. b) Please provide a project schedule , as well as indicate the earliest date available to commence work on project.
c) A discussion of your Firm’s methodologies used and/or approaches taken to successfully accomplish the duties and responsibilities stated in th e RFP’s Scope of Work section.
5. Cost Proposal (2 pages)
This section must define the fee schedule/pricing information for the project .
Pricing must remain firm for the length of the initial Agreement term. Thereafter, 6 any proposed pricing adjustments for follow -on renewal periods will require a contract amendment and must be submitted to the City representative in writing at least ninety (90) days prior to the new Agreement term. City reserves the right to negotiate any pricing adjustment.
6. A statement that the consultant can meet the City’s mandatory insurance requirements listed in Exhibit C in the attached Professional Services Agreement “Attachment B”. Consultant shall also meet insurance requirements and be able to provide proof of insur ance and applicable endorsements within a week from the date it is requested by City prior to the execution of a contract.
7. A letter, signed under penalty of perjury, regarding disclosure of financial interests of City officials or employees with the Firm (1 page).
8. Firms are required to list past, current, or pending litigation resulting from professional services rendered over the past five years. If a court or an arbitrator rendered a decision, state the results.
9. The signature of an authorized individual to bind the Firm. The proposal must be a firm offer good for a 120‐day period.
Proposed Evaluation Criteria
The City of Camarillo intends to evaluate and rank the technical proposals received by utilizing the following criteria:
Criteria Points
Qualifications of the Firm
Strength and stability of the firm; strength, stability, experience and technical competence of sub-Consultants; logic of project organization; adequacy of labor commitment.
20 Qualifications of Personnel
Qualifications, education and experience of project staff, key personnel’s level of involvement in performing related work.
20 Related Experience
Experience in providing services similar to those requested herein; experience working with public agencies; assessment by client references.
20 Completeness of Response
Completeness of response in accordance with RFP instructions and scope of work ; adherence to the RFP requirements; inclusion of required licenses and certifications . A well thought-out, innovative approach that will enhance the outcome of the study that meets all RFP requirements may receive up to an additional 5 points.
25 Reasonableness of Cost and Price
Reasonableness of the individual firm-fixed prices and/or hourly rates, and competitiveness of quoted firm -fixed prices with other proposals received; adequacy of the data in support of figures quoted; basis on which prices are quoted.
15 7
Each of the proposals received by the deadline will be evaluated and determined if it meets the stated requirements. Failure to meet these requirements will be a cause for eliminating the consultant from further consideration.
The City is not liable in any way for any cost incurred by a consultant or in the preparation of its proposal in response to this RFP nor for obtaining any required insurance.
Evaluation of the proposals will be made and ranked by the designated staff, using the evaluation method described above. In addition to evaluating written proposals, demonstration of proposed platforms, portals, and any other software will be required .
The technical ranking may be adjusted subsequent to the completion of the interview(s).
The final evaluation and ranking of the proposals will consider the scores from the technical review and interviews /demonstrations, with the final selection being based upon qualification, experience, resources, understanding of the City’s requirements, approach, methods and procedures, and schedule. The highest ranked firm will be selected to negotiate an Agreement utilizing the submitted cost proposal as a starting point.
General Information
• The Consultant must provide the City with any exceptions, additions, or suggestions that will aide in the selection process.
• The proposal and this RFP must jointly become part of the Agreement for Professional Services for this project when said agreement is fully executed by the Consultant and City.
• Subcontractors/subconsultants (subcontractors): The Proposer may utilize the services of subcontractors on those parts of the work which, under normal contracting practices, are performed by specialty subcontractors. Unless a specific subcontractor is listed by the Proposer, Proposer is representing to City that Proposer has all appropriate licenses, certifications, and registrations to perform the work hereunder.
o After submission of the proposal, the Proposer must not award work to any unlisted subcontractor without prior written approval of the City.
The proposer must be fully responsible to the City for the performance of his/her subcontractors, and of persons either directly or indirectly employed by them.
o Nothing contained herein must create any contractual relation between any subcontractor and the City.
• A term of the Agreement will be that the individual directly responsible for Consultant’s overall performance of the work will be so designated in the Agreement and that person will serve as principal liaison between City and Consultant and attend all necessary meetings related to Grant Writing and Grant Support Services. This person must be identified ahead of time and designated in the Agreement, and no other individual may be substituted without the prior written approval of the City Manager or the City Manager’s designee. 8 Professional Services Agreement
The chosen vendor will be required to execute a Professional Services Agreement, similar to that found in "Attachment A” (which includes the City’s insurance requirements in Exhibit C). If a vendor wishes to modify any of the terms of the agreement, the reason(s) for the changes should be included in the proposal. The following are important requirements of the City of Camarillo to be included in the final, approved Professional Services Agreement:
1. The vendor will be required to comply with all existing State and Federal Labor laws.
2. The vendor will be required to meet all State and Federal laws applicable to Disadvantaged and Equal Employment Opportunity (EEO) provisions.
3. The vendor must obtain a City of Camarillo Business License.
9 Attachment A – Professional Services Agreement
[See Attachment]