CITY OF CAMARILLO
Request for Proposals
Comprehensive Update to the City of Camarillo
General Plan
March 3, 2025
NOTICE
REQUEST FOR PROPOSALS
Professional Consultant to Complete a Comprehensive Update to the City of Camarillo’s General Plan
The City of Camarillo is requesting proposals from interested, qualified, and experienced consulting firms to submit proposals for a comprehensive update to the City’s General Plan. Additionally, the proposal must include r elated environmental review in conformance with the California Environmental Quality Act (CEQA).
Notice is hereby given that proposals will be received by the City of Camarillo (“City” or “Camarillo”) until April 16, 2025 at 4:00 p.m. PST through the PlanetBids Vendor Portal.
It is the intent of the City to contract for these services effective June 1, 2025, 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.
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.
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.
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 p.m., March 25, 2025.
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.
Schedule of Events
Release of Request for Proposal March 3, 2025
Last Day to Request Information/Vendor
Questions
March 25, 2025, at 1:00 p.m. PST
City Response to Questions March 31, 2025
Proposals Due April 16, 2025, at 4:00 p.m. PST
Consultant Interviews (if needed) April 22, 2025
Present to City Council May 28, 2025
Start of Services June 1, 2025
Background
The City of Camarillo, incorporated in 1964 as a general law city, operates under a council-manager government system. With a population of 69,0141, Camarillo is a suburban community situated in Ventura County. Spanning roughly 20 square miles, it lies midway between Los Angeles and Santa Barbara, with the U.S. 101 Freeway running through the city.
The General Plan update will address the area within the Sphere of Influence. The city includes ten specific plan areas that offer detailed guidance on land use and development. Unique to Camarillo is the Camarillo Urban Restriction Boundary (CURB), an initiative approved by the voters of Camarillo, which limits urban development outside of the CURB. It also identifies a particularly sensitive area on the south easterly edge of the city limits and calls for voter participation in most development decisions to be made in that area.
Located in the southwestern part of Camarillo, the Camarillo Airport is a general use facility owned and operated by the County of Ventura Department of Airports. The airport is currently updating its Airport Layout Plan. Additionally, Camarillo is close to Naval Base Ventura County (NBVC), which includes Port Hueneme and is in the flight path for Point Mugu. The Camarillo Metrolink Station, located at the easterly edge of Camarillo Old Town, provides a stop for the Amtrak Pacific Surfliner and Ventura County Metrolink Line.
Project Introduction
The City of Camarillo’s General Plan guides land use and development throughout the city and is comprised of the seven required elements, i.e., Land Use, Circulation, Noise, Housing, Safety, and a combined Open Space and Conservation Element. Additionally, the City’s General Plan includes a Community Design Element, Recreation Element, and CURB Element. The General Plan was adopted shortly after incorporation in 1969.
Periodic updates have been made to individual elements, rather than as a single comprehensive General Plan update, as shown in the table below.
1 1 State of California Department of Finance, Population Estimate 1/1/2024
Current General Plan Elements
Element Last Update
Land Use October 2003
Open Space and Conservation July 2006
Housing October 2022 (certified by HCD April 2023)
Circulation April 2014
Noise September 2015
Safety Anticipated to be completed early 2025
CURB November 2016
Recreation October 2002
Community Design June 2012
The City is undertaking a comprehensive update of the General Plan to create a unified document with a clear, long-term vision for the future. The General Plan update will be strategic and forward-thinking to address both current and future needs, build a resilient community, comply with updated state regulations, and reflect the values and growth projections of the community.
The most significant updates will be made to the Land Use and Circulation Elements , consolidating the Open Space and Conservation Element with the Recreation Element into a single Element, and updates to the Community Design Element. The Housing and Noise Elements will be updated to the extent needed for consistency. An update to the Safety Element is anticipated to be completed in early 2025. This comprehensive General Plan update is expected to include only formatting updates to the Safety and CURB Elements, ensuring consistency with the overall look and feel of the rest of the document.
In addition to the required General Plan Guidelines and associated Technical Advisories issued by the State of California Governor’s Office of Planning and Research (OPR), the City is looking to build upon existing City initiatives. In 2023, the City Council adopted the Sustainability Master Plan for Municipal Operations (SMP) to provide a roadmap for Camarillo’s municipal operations to become more sustainable . The City is currently preparing a Climate Action Plan (CAP), which is anticipated to be adopted in 2025.
The General Plan update will be a collaborative process that will engage internal departments and outside agencies . The consultant will develop and facilitate a robust community outreach and engagement plan.
The comprehensive General Plan update will be a graphic and illustrative document, written in a manner that allows for innovation and presented in a user-friendly document.
Scope of Work
The selected consultant will be required to perform the following tasks:
3.1. Project Management and Schedule
• Develop a detailed project plan with a timeline and milestones. • The following provides a general framework to guide the process: 1) Project kick- off with Consultant and City staff; 2) Prepare Public Outreach and Engagement Plan; 3) Perform data collection; 4) Conduct informational session on data findings, trends, and forecasts; 5) Visioning with City Council to develop over-arching goals; 6) Analyze land use alternatives; 7) Policy development; 8) Complete Draft EIR and General Plan; and 9) Adopt Final EIR and General Plan. • Conduct regular meetings with City staff and stakeholders to ensure progress and address any issues. Additional project management time must be allocated for internal meetings with City staff.
3.2. Community Outreach and Engagement Plan
• Prepare a Community Outreach and Engagement Plan ( “Engagement Plan”) on how the public can participate in the General Plan update, including public meetings, surveys, social media, website content, and any other outreach and engagement techniques, consistent with the City’s Community Engagement Guidelines (Attachment A).
• The Engagement Plan must include a visioning session with the City Council and strategy for engaging with the public based on best practices, such as but not limited to community workshops, design charettes, and pop -up events. Proposal must provide additional recommendations on outreach and engagement opportunities, including number of outreach events, estimated staffing, hours, cost, and a description of each major task and subtask.
• Proposals must describe the use of any public participation tools and methods that the consultant has experience using. The strongest proposals will incorporate innovative outreach strategies and technology.
• The City is seeking hybrid meetings to offer the community an opportunity to engage both in person and virtually.
• Consultant must work with staff to identify stakeholders, such as neighboring cities; the County of Ventura; school, water and park districts; airport and transportation commissions; NBVC; and California Native American tribes . Consultant is to prepare tribal notifications pursuant to AB 52 and SB 18. • Consultant will facilitate a scoping meeting pursuant to the California Environmental Quality Act (CEQA).
• Consultant will prepare all presentation materials (e.g., posters, maps, exhibits, PowerPoint presentations) and facilitate meetings.
• Consultant will create and provide to City staff all content and digital assets in all forms of City communication and format consistent with City media channels in English and Spanish.
• Consultant will coordinate closely with City’s Community Relations Division on all essential outreach and communications efforts, including assisting with talking points and messaging.
3.3. Data Collection and Analysis
• Review existing General Plan, CAP, SMP, Economic Development Strategic Plan, and Specific Plans.
• Collect and analyze current demographic, economic, and land use data including existing housing stock.
• Assess current land use patterns , growth forecasts, trends, and state regulations related to land use and housing.
3.4. Land Use Alternatives Analysis
• The findings of the data collection and analysis may lead to identif ying land use alternatives. The report must evaluate how the alternatives meet the community’s vision relative to identified City goals as well as evaluate the environmental, equity, health, and economic impacts for each. The report must also analyze potential conflicts of use and aesthetic/design concerns, if relevant. Consultant is to illustrate the alternatives through use of scenario planning tools, maps, or other technology. • Alternatives must incorporate strategies that further implementation of the CAP to reduce greenhouse gas emissions and other goals and policies of the General Plan. Consideration should be given to alternatives that align with State regulations relative to land use and housing . Strategies must also strengthen the integration between land use and mobility planning with a focus on development in transportation-efficient locations and reducing vehicle miles traveled.
3.6. Environmental Review
• Prepare technical studies, Administrative Draft, Draft, and Final EIR and conduct all public meetings in accordance with CEQA.
• The scope of the EIR document will be to streamline and exempt future projects from additional CEQA review when projects are consistent with the Land Use Element.
3.7. Draft General Plan Update
• Develop goals, policies, and objectives of the General Plan, based upon guidance from the City Council and an incorporation of input from community engagement efforts. The consultant will convene meetings with relevant City staff to gather information and discuss policy objectives . This task may also include meeting (s) with the City Council and/or Committees to review and provide feedback on policy proposals. In the proposal, the consultant must propose a strategy for policy development based on the success of other comprehensive General Plan updates or similar projects.
• Evaluate the City’s existing policies and land use patterns , recommend modifications to existing policies and land use designations, and identify potential associated amendments to the Zoning Ordinance.
• Prepare an updated General Plan with consistent, modern formatting, high quality images, and structure across all Elements.
• Coordinate with City staff on the preparation of all tables, maps, and graphics, as needed.
• Significant updates will be to the Introduction, Land Use , Circulation, and Community Design Elements. Additionally, the Open Space and Conservation Element and Recreation Element will be consolidated into a single Element. • Updates as needed for consistency will be made to the Housing, Noise, Safety, and CURB Elements.
• Ensure that all changes to the General Plan are internally consistent, as well as consistent with all other applicable City policy and planning documents (e.g., CAP, SMP, Economic Development Strategic Plan, and Specific Plans). • Present draft General Plan update to the Planning Commission and City Council (two hearings) and make appropriate revisions.
• Prepare implementation actions, including a timeframe and the City departments that will have lead responsibility for implementing each action.
3.8. Finalization and Adoption
• Prepare the Final EIR, updated General Plan, and other supporting studies. • Make presentations at public hearings (two hearings).
Deliverables
1. Project overview, workplan, project schedule, and milestones.
2. Data analysis report(s).
3. Community outreach plan and summary of public engagement findings.
4. Administrative Draft, Draft, and Final EIR.
5. Draft and final updated General Plan.
The consultant will provide to the City the drafts and final reports in both PDF and MS Word formats.
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 will 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 performing comprehensive General Plan updates for 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) Provide a project schedule, as well as indicate the earliest date available to commence work on the project.
c) A discussion of your Firm’s methodologies 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, 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 must also meet insurance requirements and be able to provide proof of insurance 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, and/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 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 meets all RFP requirements may receive up to an additional 5 bonus points.
25 (+5)
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 Each of the proposals received by the deadline will be evaluated to determine whether or not 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 in the preparation of its proposal in response to this RFP nor for obtaining any required insurance.
An evaluation of the proposals will be made and ranked by the designated staff, using the evaluation methods described above. In addition to evaluating written proposals,
demonstrations 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
• 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. Proposer and subcontractors must have 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 meetings. 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.
Professional Services Agreement
The chosen vendor will be required to execute a Professional Services Agreement, similar to that found in "Attachment B” (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 must 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.
Attachment A – Community Engagement Guidelines (2003)
[See Attachment]
Attachment B - Professional Services Agreement
[See Attachment]