CITY OF ORANGE
REQUEST FOR PROPOSAL
OBJECTIVE DESIGN STANDARDS
The City of Orange is soliciting proposals from qualified consulting firms to prepare Objective Design Standards, particularly for multifamily housing projects.
This Request for Proposal is set out in the following format:
SECTION I - Introduction and Instructions to Responders SECTION II - Proposal Response Requirements
SECTION III - Scope of Work
SECTION IV - Evaluation Process/Criteria for Evaluation SECTION V - Selection/Award Procedures
SECTION VI - Standard Terms and Conditions
SECTION VII - Certificate of Non-Collusion
Proposals are due by 4 P.M. PT, November 23, 2022. Proposals must be submitted in sealed packages. See complete instruction in Section I, Item C.
All questions and inquiries related to contract terms and conditions contained within this Request for Proposal (“RFP”) should be submitted by email to Jessica Herrera, Senior Administrative Analyst, at [email protected]. All questions and inquiries related to scope of work requirements contained within this Request for Proposal (“RFP”) must be directed by email to Chad Ortlieb, Senior Planner at [email protected].
1 TABLE OF CONTENTS
SECTION I: INTRODUCTION AND INSTRUCTIONS TO RESPONDERS
A. Introduction
B. Schedule
C. Instructions to Responders and Procedures for Submittal SECTION II: PROPOSAL RESPONSE REQUIREMENTS
SECTION III: SCOPE OF WORK
A. Background
B. Scope of Services Required
SECTION IV: EVALUATION PROCESS/CRITERIA FOR EVALUATION
SECTION V: SELECTION/AWARD PROCEDURES
SECTION VI: STANDARD TERMS AND CONDITIONS
SECTION VII: CERTIFICATE OF NON-COLLUSION
2 SECTION I: INTRODUCTION AND INSTRUCTIONS TO RESPONDERS
A. Introduction
The City of Orange is seeking proposals from a qualified consultant firm with demonstrated experience in preparing Objective Residential Design Standards for multifamily housing projects. The Objective Design Standards would be a stand-alone document authorized by the City’s Municipal Code for facilitating review of eligible multifamily housing projects in accordance with recent State housing law amendments limiting review of certain projects to a ministerial process based on objective design standards. The Objective Design Standards may utilize standards created for the Orange County Council of Governments as a resource but shall be tailored to the unique City of Orange land use environment and community culture, and neighborhood vision expressed in the General Plan in order to uphold contextually-appropriate neighborhood-compatible design. This document includes background information, outlines the proposed scope of work for the project, details the submission requirements in response to this RFP, and explains the consultant selection process.
The Responder is expected to provide all the materials and services that will fulfill or exceed the requirements and conditions as set forth in this RFP.
B. Schedule
The City reserves the right to make changes to the below schedule, but generally plans to adhere to the implementation of this bid process as follows:
RFP released: November 1, 2022
Deadline for receiving questions: November 18, 2022 by 4:00 PM P.T.
Proposals due: November 23, 2022 by 4:00 PM P.T.
Consultant Interviews: December 1 – 13, 2022 (tentatively) Notice to Proceed: December 22, 2022
C. Instructions to Responders and Procedures for Submittal
Proposal package is to be properly identified on the outside and are due by 4:00 P.M. PT on Wednesday, November 23, 2022, and shall be delivered in a sealed package(s) to:
RE: Objective Design Standards
Community Development Department, Planning Division
ATTN: Chad Ortlieb
City of Orange
300 E. Chapman Avenue
Orange, California 92866
[email protected]
If submitting hardcopies, mark envelopes containing the proposal as “Objective Design Standards Proposal.” Submit two hardcopies of the proposal. Submit one hardcopy of the cost proposal in a separate sealed envelope.
3 As an alternative to hardcopies, proposals may be submitted in pdf format via email to Chad Ortlieb, Senior Planner, [email protected]. The cost proposal must be emailed as a separate pdf file.
Proposals must be clearly identified by proposal name and sent in a sealed package.
It is the responsibility of the Responder to ensure timely delivery is made to the Community Development Department in the City of Orange.
1. The Responder’s Proposal must not be marked as confidential or proprietary. The City may refuse to consider a Proposal so marked. Information in Proposals shall become public property and subject to disclosure laws. All Proposals shall become the property of the City. The City reserves the right to make use of any information or ideas in the Proposals.
2. By submitting a Proposal, the Responder represents that it has thoroughly examined and become familiar with the work required under this RFP and that it is capable of providing and performing quality work to achieve the City objectives.
3. Pre-contractual expenses are defined as expenses incurred by the Responder in:
preparing its Proposal in response to this RFP;
submitting that Proposal to the City;
negotiating with the City any matter related to the Responder’s Proposal; and
any other expenses incurred by the Responder prior to the date of award and execution, if any, of the Agreement.
The City shall not, in any event, be liable for any pre-contractual expenses incurred by Responders in the preparation of their Proposal.
4. Each Responder must submit its Proposal in strict accordance with all requirements of this RFP and compliance must be stated in the Proposal. Deviations, clarifications, and/or exceptions must be clearly identified and listed separately as alternative items for the City’s consideration.
5. Each Responder is encouraged to be responsive to the requirements stated in this RFP. If, however, any Responder feels that it can offer substantial cost/benefit and/or performance advantages, the City of Orange will consider and may accept alternate Proposals. Alternate Proposals must specify how they deviate from the requirements and describe cost reduction or other benefits to be achieved. Alternate Proposals must be submitted as separate Proposals clearly marked “alternate” on the outside cover.
6. After the Closing Date and Time for Receipt of Proposals, evaluation and proposal clarification will commence.
4 7. In the event the City deems it necessary to clarify or make any changes to this RFP, these changes shall be made in the form of a written addendum authorized and issued only by the City Purchasing Officer or authorized designee.
8. The City reserves the right to negotiate modifications with any Responder as necessary to serve the best interest of the City. Any Proposal may be rejected if it is conditional, incomplete or deviates from specifications in this request. The City reserves the right to waive, at its discretion, any procedural irregularity, immaterial defects or other improprieties, which the City deems reasonably correctable or otherwise not warranting rejection of the Proposal. Any waiver will not excuse a proponent from full compliance.
9. The City reserves the right to:
negotiate the final Agreement with any Responder(s) as necessary to serve the best interest of the City of Orange;
withdraw this RFP at any time without prior notice and, furthermore, makes no representations that any contract will be awarded to any Responder responding to this RFP; or
award its total requirements to one Responder or to apportion those requirements among two or more Responders as the City may deem to be in its best interest.
In addition, negotiations may or may not be conducted with Responders; therefore, the Proposal submitted should contain the Responder’s most favorable terms and conditions, since the selection and award may be made without discussion with any Responder.
13. Where two or more Responders desire to submit a single proposal in response to this RFP, they should do so on a prime/sub-contractor basis rather than as a joint venture.
The City intends to contract with a single firm and not with multiple firms doing business as a joint venture.
5 SECTION II: PROPOSAL RESPONSE REQUIREMENTS
Proposals shall contain no more than 20 pages (excluding appendices such as key staff resumes or the cost proposal). The proposal must include a Letter of Interest and the information described below. Proposals shall include sections for:
A. Project Understanding - Proposal shall include knowledge of state housing laws, ordinances and related regulations, scope of work, and issues.
B. Key Staff, Qualifications and Experience - Proposal shall identify key staff and their role in completing the project. Proposal shall describe key staff qualifications to conduct requested work. Proposal shall describe at least three recent similar projects completed by key staff in the last seven years.
C. Scope of Work - Proposal shall include a detailed scope of work and describe the approach, methodologies, and anticipated issues and solutions for each task.
D. Schedule - Proposal shall include a simple schedule showing completion dates for each task/deliverable identified in the scope of work.
E. Cost Proposal - Cost Proposal shall provide itemized costs for each task identified in the scope of work. Each itemized cost must identify: 1) a total number of staff hours by staff person by task for each task listed in the scope of work, 2) a “not to exceed” cost for each task of the project, and 3) billable rates for each key staff person.
SECTION III: SCOPE OF WORK
A. Background
The Census estimates the City of Orange population at 137,264 persons. The City is situated in north-central Orange County, approximately 32 miles southeast of Los Angeles. The City's incorporated land area is approximately 35 square miles. The City’s land uses consist of a mix of residential, commercial, industrial and open space.
The City of Orange is largely built-out with many candidate sites for redevelopment consisting of small, isolated parcels in transitional areas along low-intensity commercial areas directly interfacing with single and multi-family residential districts.
The City’s residential districts are predominantly traditional single-family subdivisions in environments ranging from urban to suburban to semi-rural. Multiple-family residential and mixed use zoning districts that allow higher density housing projects are typically located close to major arterials, employment nodes, or are located as transition zones between commercial or industrial zones and single-family residential neighborhoods. The 2021-2029 City of Orange Housing Element adopted by the City Council demonstrates that the City meets its Regional Housing Needs Assessment (RHNA) housing allocation using existing zoning. The element may be viewed on the City website here:
https://www.cityoforange.org/home/showpublisheddocument/2542/63777003060920 0000
6 Appendix B of the element shows that candidate housing sites are predominantly identified in the western locations of the City and include areas at W. Katella Avenue, S. Main Street, Town and County Road, and the Outlets at Orange. These sites are infill development candidates enabled by mixed use opportunities with shared parking.
Although the element remains subject to revision and California Department of Housing and Community Development certification, staff anticipates that identified candidate housing sites will remain adequate. Of note, the City did not fulfill its very low income housing needs from the 5th RHNA cycle. Hence, objective design standards applicable citywide is necessary. Furthermore, creation of objective development standards would meet needs from Housing Policy Action 2E of the adopted Housing Element.
B. Scope of Services Required
This scope of work and final deliverable will apply to all eligible multifamily and mixed use residential projects. However, the City wishes to retain subjective design review for ineligible projects. The City’s objective is to establish objective design standards that reflect the community’s vision for different geographic areas of the community and retain ability to direct the design of new residential developments. The City currently relies significantly on subjective design standards, implemented through a multi-month (6-9 month) design review process that often requires determinations by the City’s Design Review Committee and Planning Commission, for approval of multi- family housing projects.
The City seeks an experienced and qualified consultant to prepare detailed Objective Design Standards that:
Comply with State law.
Streamline project review and permitting or facilitate ministerial project review. Support contextually appropriate development.
Graphically display Objective Design Standards
Provide for sensitive transitions between adjacent established neighborhoods as well as neighborhoods and commercial districts.
Ensure consistent application of standards for eligible projects but allow ineligible projects to maintain subjective standards.
Are sensitive to City of Orange, land use environment, community culture, and long term vision for residential areas expressed in the General Plan. Implement the General Plan.
Are compatible with the City’s development standards. Provide specific site planning standards such as building orientation, site layout, site access, on-site streets, parking lots and courts, EV parking stations, trash enclosures, utilities, water heaters and AC units, etc. Provide standards specific to landscaping, monument signage, open space requirements for common and private open space, site lighting, walls and fences, etc.
Include building design standards such as, but not limited to, general building form, building height and massing, façade articulation, multistory buildings, roof forms, doors and entryways, windows, and garages.
Include architectural standards for distinct styles which specify criteria for the following: form and massing, roof, materials and colors, doors and windows, and
7 decorative details. Criteria should list required elements and optional elements that will enhance proposed projects.
ANTICIPATED WORK & REQUESTED DELIVERABLES
The City desires to prepare and implement Objective Design Standards to streamline the entitlement review process and facilitate multifamily development in accordance with recent State housing laws.
Task 1: Analysis of City Planning and Land Use Policy Documents
This task consists of examining existing land use policy documents including, but not limited to, the General Plan, Zoning Ordinance, and Infill Residential Development Guidelines, as well as the entitlement process, and recent relevant residential projects that would have been candidates for objective design standards. At minimum, the work effort should include:
Review the relevant land use planning documents and past projects for objective design standards.
Tour recent development established under existing standards or specific plans and areas of the City where multifamily residential development is likely to occur. Prepare a comparison of other jurisdictions’ Objective Design Standards.
Deliverable 1 – Prepare a report to the City describing the consultant’s analysis and evaluation of development standards and the entitlement process for multifamily development, and identify options and recommendations for the design standards approach (MS Word and PDF Format).
Task 2: Outreach
Initially the team should conduct a technical review and analysis of the City’s existing policies, development standards and regulations, and permit procedures, including the City’s General Plan and the City of Orange Municipal Code Zoning and Subdivision Ordinance. In addition, the team should review how development standards are currently being interpreted and applied during the present permit review process.
Next, the project team is expected to engage in outreach with representatives of City departments involved in subdivision and development review (Building Division, Public Works, Crime Prevention, and Fire Department).
Subsequently, public outreach shall occur with residential neighborhoods followed by focused interaction with stakeholders representing the development community to gain a direct understanding of aspects of objective design standards. This particularly includes best practices in facilitating development and lessons learned about potential unintended consequences of standards that may have ultimately presented obstacles for creative site planning and context-sensitive development.
The final step for this task is to report to the Design Review Committee on comments from staff and the development community and concepts being considered for formal
8 Objective Design Standards. Concepts shall be presented utilizing illustrations and the team shall be responsible for a PowerPoint presentation(s).
Deliverable 2a – Conduct stakeholder meetings with the following groups:
City Staff
Residents/Citizens
The Development Community
The Design Review Committee (DRC)
Multiple meetings with each group should be anticipated to receive necessary feedback. A summary report of feedback received shall be provided for each meeting to inform the content of the draft objective design standards.
Deliverable 2b – PowerPoint Presentation(s) and summary reports of feedback
Task 3: Draft Objective Design Standards
Following City staff review of the Task 1 and 2 deliverables, City staff and the consultant team will meet and agree on a direction. Based on this direction the consultant shall prepare draft Objective Design Standards including an outline the entitlement process for eligible projects. The draft standards should anticipate heavy use of graphics, as appropriate, to communicate standards and make the material user-friendly.
Deliverable 3 – The following deliverables should be provided in association with Task 3:
Preliminary draft Objective Design Standards for City review (MS Word and PDF Format). This document shall be circulated for inter-departmental review with a consolidated set of comments provided to the consultant by the City’s project manager.
A final draft of the Objective Design Standards that addresses any follow-up comments on the preliminary draft standards (MS Word and PDF Format).
Preparation of the final draft should anticipate only minor adjustments or clean-ups to the preliminary draft standards.
Task 4: Design Review Committee, Planning Commission and City Council Hearings
This task consists of attendance and presentation/materials as needed for Design Review Committee, Planning Commission, and City Council meetings.
Deliverable 4 – Attendance at one DRC meeting (with exception of the DRC stakeholder meetings, one Planning Commission public hearing, and one City Council public hearing. Attendance at additional meetings may be warranted. Therefore, the scope of work and budget should identify attendance at additional meetings as an option.
9 Note: Although staff has made its best effort to outline a reasonable scope of work given the timeline and budget, staff is amendable to consultant suggestions as to any task, method or approach we have not considered. Consultant shall provide a cost estimate for the requested work but may offer additional suggestions in its proposal.
Task 5: Objective Design Standards Final Revisions
This task involves revising the Objective Design Standards as requested by the City’s recommending bodies and the City Council.
Deliverable 5 – Preparation of final Objective Design Standards and presentation of all files in MS Word and PDF formats.
SECTION IV: EVALUATION PROCESS/CRITERIA FOR EVALUATION
A city staff selection committee will evaluate all proposals and make final recommendations for selection. The City reserves the right to reject any and all proposals and to make its selection on a discretionary basis. However, the selection committee will evaluate proposals primarily on the criteria specified in the Scope of Work.
Selection of the Consultant will be based on the criteria listed below. Total possible points is 100 with each section receiving the following points:
A. Project Understanding (20 points)
a. Understanding of project issues, scope and deliverables. b. Knowledge of applicable regulations.
B. Key Staff, Qualifications and Experience (30 points) a. Overall professional experience, reliability, and continuity of the firm and key staff. b. Education, certifications, and training of key personnel to be assigned to the work. c. If sub-consultants are proposed, the track records of team members’ experience working together and on similar projects.
C. Scope of Work (30 points)
a. Detailed approach, methodology and deliverables for each task. b. Demonstrates an understanding of project issues and the required work effort. c. Ability to produce a high quality, custom document with quality graphics. d. Quality of the proposal. The proposal should clearly demonstrate the firms’ understanding of the City’s overall objectives for Objective Design Standards.
D. Project Schedule (10 points)
a. Includes a logical sequencing of work.
b. Proposed schedule is reasonable and aligned with City schedule.
E. Cost (10 points)
a. The cost proposal is clear and organized by the tasks listed in the scope of work. b. The cost is reasonable and within the City’s budget.
SECTION V: SELECTION/AWARD PROCEDURES
A Contract Agreement will be proposed for execution. It may be modified to incorporate other pertinent Articles/Terms and Conditions set forth in this RFP, including those added by addendum, and to reflect the Responder’s offer or the outcome of contract negotiations, if any, conducted with the Responder. The Responder’s exceptions to the terms and
10 conditions of the proposed contract, or the Responder’s inability to comply with any of the provisions of the proposed contract, are to be declared in the Proposal.
SECTION VI: STANDARD TERMS AND CONDITIONS
The pages that follow are the standard City Professional Services Agreement template. The template shall be customized to the awarded contract.