Award Local Coastal Plan Update Contract to North Coast Community Planning

POINT ARENA CITY COUNCIL

AGENDA ITEM SUMMARY
AGENDA ITEM: X B
MEETING DATE: 4/26/2022
TITLE
Award Local Coastal Plan Update Contract to North Coast Community Planning

RECOMMENDED ACTION
Approve contract with North Coast Community Planning

ANALYSIS
At the January 25, 2022 City Council meeting, staff was directed to release a Request for Proposal (RFP) to engage the services of a planning organization familiar with issues in the Coastal Zone for an update to the City’s Local Coastal Plan.

The City released an RFP on January 31 with a closing date of February 28. Three qualified candidates responded. After careful consideration, staff believes hiring North Coast Community Planning to perform the LCP Update due to their extensive knowledge of work in the Coastal Zone, specifically in Mendocino County, will be an asset to the City.

The principal of the firm, Linda Ruffing, is a land use planner with more than 30 years of professional experience. Prior to founding North Coast Community Planning (NCCP) in 2018, Linda spent many years serving as the city manager of Fort Bragg, California.

Before that, she headed up Fort Bragg’s Community Development Department and, prior to that, she supervised the County of Mendocino’s coastal planning office. She holds a Master’s degree in City and Regional Planning from the University of California, Berkeley.

Linda has prepared and processed numerous LCP amendments, including both comprehensive and focused General Plan and zoning ordinance amendments for the City of Fort Bragg and for Mendocino County. Linda has long-standing collaborative working relationships with Coastal Commission staff in the North Coast District office.

She recently completed an LCP amendment for Mendocino County that removed a longstanding prohibition on second residential units and established regulations for Accessory Dwelling Units in compliance with new State housing mandates.

For the Point Arena LCP Amendment project, NCCP will team with Planwest Partners, Inc. to assist with mapping and Geographic Information Systems (GIS) services, preparation of technical analyses, and support in the development of policy recommendations. Planwest has performed a considerable amount of planning work for the City of Point Arena over the years. Planwest assisted the City of Point Arena in obtaining certification of its original LCP in 2006 and helped prepare the City's most recent Housing Element update in 2019. The firm also provided contract planning services to Point Arena from 2000-2008.

NCCP will partner with Hummingbird Consulting for preparation of a community survey and analysis/data visualization of the survey results. Hummingbird will also be tasked with preparation of infographics for a new LCP Amendment page on the City's website, and with assistance in reformatting and reorganizing the General Plan and Zoning Ordinance to make the documents more user-friendly and web accessible.

Ms. Ruffing will be at the meeting to explain the process and answer any questions.

FISCAL IMPACT
The City has $241,381 in state grant funding for the project. This contract states a “Not to Exceed Amount” of $142,675.

ATTACHMENTS
• Proposed Contract
• North Coast Community Planning Proposal
• RFP for Consulting Services

CITY MANAGER SIGNATURE
_________________________________
Paul Andersen, City Manager

CITY OF POINT ARENA

PROFESSIONAL SERVICES AGREEMENT
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AGREEMENT
This PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is entered into this ___ day of ________, 2022 by and between the City of Point Arena, a California municipal corporation (“City”), and North Coast Community Planning, a California Sole Proprietorship (“Consultant”) (collectively, “parties”).

RECITALS
WHEREAS, the City has determined that it requires professional services from Consultant to facilitate the processing of amendments to the City of Point Arena Local Coastal Program.

WHEREAS, Consultant represents that it is fully qualified to perform such professional services by virtue of its experience and the training, education and expertise of its principals and employees.

Consultant further represents that it is willing to accept responsibility for performing such services in accordance with the terms and conditions set forth in this Agreement.

NOW, THEREFORE, for the consideration hereinafter described, City and Consultant mutually agree as follows:

1. DEFINITIONS
A. “Scope of Services” and "Services" means such professional planning consultant services as are set forth in " Scope of Work" and "Schedule" as presented in Consultant’s February 28, 2022, proposal to City attached hereto as “Exhibit A” and fully incorporated herein by this reference.

B. “Approved Fee Schedule” means such compensation rates as are set forth in "Cost Proposal & Billing Rates" presented in Consultant’s February 28, 2022, proposal to City attached hereto as “Exhibit B” and fully incorporated herein by this reference. This fee schedule shall remain in effect for the duration of this Agreement unless modified in writing by mutual agreement of the parties.

C. “City Agreement Administrator” means Paul Anderson, Point Arena City Manager.

D. “Consultant Project Administrator” means Linda Ruffing, North Coast Community Planning, Sole Proprietor.

2. TERM
The term of this Agreement shall commence on the date of execution and expire on June 30, 2024 unless the Agreement term is extended in writing by mutual agreement of the parties or terminated earlier in accordance with its terms.

3. CONSULTANT SERVICES
A. Time is of the essence in Consultant’s performance of services under this Agreement.

B. Consultant shall perform the services identified in the Scope of Services in accordance with the schedule identified in the Scope of Services. City shall have the right to request, in writing, changes in the Scope of Services. Any such changes mutually agreed upon by the parties, and any corresponding increase or decrease in compensation, shall be incorporated by written amendment to this Agreement.

Changes to the Scope of Services that do not have a corresponding increase or decrease in compensation may be mutually agreed upon in writing by the City Agreement Administrator and Consultant Project Administrator.

C. Consultant will perform the Services in the manner and according to the standards observed by a competent practitioner of the profession in which Consultant is engaged in the geographical area in whcih Consultant practicesits profession and will prepare all work products required by this Agreement in accordance with those standards. Consultant will comply with all federal, state, and local laws and regulations applicable to performance of the Services, including, but not limited to the Americans with

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Disabilities Act, and any copyright, patent or trademark law. Consultant's failure to comply with any law(s) or regulations(s) applicable to the performance of the work hereunder shall constitute a breach of contract.

D. Consultant may subcontract portions of the Services with the prior written approval of the City. The Consultant will be solely responsible for payment of such subcontracted services. No contractual relationship will exist between any such subcontractors of the Consultant and the City.

E. To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program.

4. PAYMENT TERMS AND NOT TO EXCEED AMOUNT
A. City agrees to pay Consultant for Services that are performed in accordance with this Agreement.

Payment shall be made in accordance with the Approved Fee Schedule. To be eligible for payment, Consultant invoices must be submitted not more often than monthly to City and list the Services performed and the amounts to be paid according to the cost categories and prices in the Proposal.

Invoices from Consultant shall be clearly marked with Consultant's name, project name, an itemized description of services rendered during the period covered by the invoice, and City's project account number, if applicable. Invoices shall also contain the total number of hours of work performed under the agreement by the Consultant and each subcontractor of Consultant performing services hereunder.

B. In no event will City's obligation to pay the Consultant under this Agreement exceed $142,675 (the "Not to Exceed Amount") unless this Agreement is first modified in accordance with its terms.

Consultant shall maintain adequate records to permit inspection and audit of Consultant's time and material charges under this Agreement. Consultant will make such records available to City during normal business hours upon reasonable notice.

5. OWNERSHIP OF WORK PRODUCTS
All reports, documents or other written material, and all electronic files developed by Consultant in the performance of this Agreement shall be and remain the property of City without restriction or limitation upon its use or dissemination by City except as provided by law. Consultant may take and retain copies of such written products as desired, but no such written products shall be the subject of a copyright application by Consultant.

6. RELATIONSHIP OF PARTIES
A. Consultant shall have no power to incur any debt, obligation, or liability on behalf of City or otherwise to act on behalf of City as an agent. Neither City nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as set forth in this Agreement. Consultant shall not represent that it is, or that any of its agents or employees are, in any manner employees of City.

B. Consultant and City agree that the Consultant will perform Services as an independent contractor and not as an employee or agent of the City. Persons employed or utilized by Consultant in the performance of the Services will not be employees or agents of the City. Consultant is solely responsible for the payment of employment taxes incurred under this agreement and any similar federal or state taxes.

7. INDEMNIFICATION
A. To the maximum extent permitted by law, Consultant shall, at its own expense, indemnify, defend and with counsel acceptable to the City, (which acceptance will not be unreasonably withheld), and hold harmless City and its officers, officials, employees, agents and volunteers ("Indemnitees") from and against any and all liability, loss, damage, claims, suits , actions, arbitration proceedings, administrative

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proceedings, regulatory proceedings, civil penalties and fines, expenses and costs (including, without limitation, claims expenses, attorney's fees and costs and fees of litigation) (collectively, "Liability") of every nature, whether actions, alleged or threatened, arising out of or in connection with the services or Consultant's failure to comply with any of the terms of this Agreement, regardless of any fault or alleged fault of the Indemnitees.

B. The Consultant's obligation to indemnify, defend and hold harmless under this provision shall not be excused because of the Consultant's inability to evaluate Liability, or because the Consultant evaluates Liability and determines that the Consultant is not or may not be liable. The Consultant must respond within 30 calendar days to any tender for defense and indemnity by the City, unless the time for responding is extended by an authorized representative of the City in writing. If the Consultant fails to accept tender of defense and indemnity within 30 calendar days, in addition to any other remedies authorized by law, so much of the money due or that may become due the Consultant under this Agreement as shall reasonably be considered necessary by the City, may be retained by the City until disposition has been made of the matter subject to tender, or until the Consultant accepts the tender, whichever occurs first.

C. The Consultant waives any and all rights to express or implied indemnity against the Indemnitees concerning any Liability of the Consultant arising out of or in connection with the Services or Consultant's failure to comply with any of the terms of this Agreement.

D. City does not, and shall not, waive any rights that it may possess against Consultant because of the acceptance by City, or the deposit with City, of any insurance policy or certificate required pursuant to this Agreement. This hold harmless and indemnification provision shall apply whether or not any insurance policies apply to a claim, demand, damage, liability, loss, cost or expense.

8. INSURANCE
A. During the term of this Agreement, Consultant shall carry, maintain, and keep in full force and effect insurance against claims for death or injuries to persons or damages to property that may arise from or in connection with Consultant’s performance of this Agreement.

B. Any available insurance proceeds broader than or in excess of the specified minimum Insurance coverage requirements or limits shall be available to City as an Additional Insured as provided below.

Furthermore, the requirements for coverage and limits shall be the greater of (1) the minimum coverage and limits specified in this Agreement, or (2) the broader coverage and maximum limits of coverage of any Insurance policy or proceeds available to the named Insured.

C. Insurance required under this Agreement shall be of the types set forth below, with minimum coverage as described:

1. Comprehensive General Liability Insurance with coverage limits of not less than One Million Dollars ($1,000,000) including products and operations hazard, contractual insurance, broad form property damage, independent consultants, personal injury, underground hazard, and explosion and collapse hazard where applicable.

2. Automobile Liability Insurance for vehicles used in connection with the performance of this Agreement with minimum limits of One Million Dollars ($1,000,000) per claimant and One Million dollars ($1,000,000) per incident.

3. Worker’s Compensation insurance if and as required by the laws of the State of California.

D. The policy or policies required by this Agreement shall be issued by an insurer admitted in the State of California and with a rating of at least A:VII in the latest edition of Best’s Insurance Guide.

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E. Consultant agrees that if it does not keep the insurance coverages required by this Agreement in full force and effect, City may either (i) immediately terminate this Agreement; or (ii) take out the necessary insurance and pay the premium(s) thereon at Consultant’s expense.

F. At all times during the term of this Agreement, Consultant shall maintain on file with the City Clerk a certificate or certificates of insurance showing that the required coverages are in effect and naming City and its officers, employees, agents and volunteers as Additional Insureds.

G. The general liability and automobile policies of insurance required by this Agreement shall contain an endorsement naming City and its officers, employees, agents and volunteers as Additional Insureds.

All of the policies required under this Agreement shall contain an endorsement providing that the policies cannot be canceled or reduced except on thirty days’ prior written notice to City.

H. The insurance provided by Consultant shall be primary to any other coverage available to City. Any insurance or self-insurance maintained by City and/or its officers, employees, agents or volunteers shall be in excess of Consultant’s insurance and shall not contribute with it.

I. All insurance coverage provided pursuant to this Agreement shall not prohibit Consultant, and Consultant’s employees, agents or subcontractors, from waiving the right of subrogation prior to a loss.

Consultant hereby waives all rights of subrogation against the City.

J. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of City, Consultant shall either reduce or eliminate the deductibles or self-insured retentions with respect to City, or Consultant shall procure a bond in the amount of the deductible or self-insured retention to guarantee payment of losses and expenses.

K. City reserves the right to obtain a full certified copy of any Insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of the right to exercise later.

9. MUTUAL COOPERATION
A. City shall provide Consultant with all pertinent data, documents and other requested information as is reasonably available for the proper performance of Consultant’s services under this Agreement.

B. If any claim, action, or proceeding is brought against City relating to Consultant’s performance in connection with this Agreement, Consultant shall render any reasonable assistance that City may require in the defense of that claim, action, or proceeding.

10. CONFIDENTIALITY
All data, documents, discussion, or other information developed or received by Consultant or provided for performance of this Agreement are deemed confidential and shall not be disclosed by Consultant without prior written consent by City. City shall grant such consent if disclosure is legally required. Upon request, all City data shall be returned to City upon the termination or expiration of this Agreement.

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11. RECORDS AND INSPECTIONS
A. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services or expenditures and disbursements charged to City under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such documents shall be made available for inspection, audit, and/or copying at any time during regular business hours, upon oral or written request of City. City shall further have the right to make transcripts therefrom and to inspect all program data, documents, proceedings, and activities.

B. In addition, pursuant to Government Code Section 8546.7, if the amount of public funds expended under this Agreement exceeds ten thousand dollars, all such documents and this Agreement shall be subject to the examination and audit of the State Auditor, at the request of City or as part of any audit of City, for a period of three (3) years after final payment under the Agreement.

12. PERMITS AND APPROVALS
Consultant shall obtain, at its sole cost and expense, all permits and regulatory approvals necessary for Consultant’s performance of this Agreement. This includes, but shall not be limited to, professional licenses, encroachment permits and building and safety permits and inspections.

13. NOTICES
Any notices, bills, invoices, or reports required by this Agreement shall be deemed received on: (i) the day of delivery if delivered by hand, facsimile or overnight courier service during Consultant’s and City’s regular business hours; or (ii) on the third business day following deposit in the United States mail if delivered by mail, postage prepaid, to the addresses listed below (or to such other addresses as the parties may, from time to time, designate in writing).

If to City:

Paul Andersen
City of Point Arena
City Manager
451 School Street
Point Arena, CA 95468
Telephone: (707) 882-2122
Email: [email protected]
If to Consultant:

Linda Ruffing
North Coast Community Planning
310 S. Harold Street
Fort Bragg, CA 95437
Telephone: (707) 272-2343
Email: [email protected]

14. TERMINATION
A. City may terminate this Agreement for any reason by giving at least 10 calendar days’ written notice to Consultant specifying the termination effective date. Upon receipt of such notice, Consultant may continue performance of the Services through the date of termination. City shall pay Consultant for all Services actually performed in accordance with this Agreement through the termination date. City, however, may condition payment of such compensation upon Consultant delivering to City any and all documents provided to or prepared by Consultant, and any and all documents provided to or prepared by City for Consultant, in connection with the Agreement.

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B. Consultant may terminate this Agreement for any reason on 30 calendar days’ written notice to City.

Consultant agrees to cease all work under this Agreement on or before the effective date of any notice of termination. All City data, documents, objects, materials or other tangible things shall be promptly returned to City upon the termination or expiration of this Agreement.

15. CONFLICT OF INTEREST PROHIBITION
A. City and Consultant will comply with the requirements of the City's Conflict of Interest Code adopted pursuant to the provisions of the California Government Code Section 87300 and following, the Political Reform Act (California Government Code Section 81000 and following), the regulations promulgated by the Fair Political practices Commission (Title 2, Section 18110 and following of the California Code of Regulations), California Government Code Section 1090 and following, and any other ethics laws applicable to the performance of the Services and/or this Agreement.

B. Consultant may not perform Services for any other person or entity that, pursuant to any applicable law or regulations, would result in a conflict of interest or would otherwise by prohibited with respect to the Consultant's obligations pursuant to this Agreement. The Consultant agrees to cooperate fully with the City and to provide any necessary and appropriate information requested by the City or any authorized representative concerning potential conflicts of interest or prohibitions concerning the Consultant's obligations pursuant to this Agreement.

16. GENERAL PROVISIONS
A. Consultant shall not delegate, transfer, subcontract or assign its duties or rights hereunder, either in whole or in part, without City’s prior written consent, and any attempt to do so shall be void and of no effect. City shall not be obligated or liable under this Agreement to any party other than Consultant.

B. In the performance of this Agreement, Consultant shall not discriminate against any employee, subcontractor, or applicant for employment because of race, color, creed, religion, sex, marital status, sexual orientation, national origin, ancestry, age, physical or mental disability, medical condition or any other unlawful basis.

C. The waiver by City or Consultant of any breach of any term, covenant or condition herein contained shall not be deemed to be a waiver of any other term, covenant or condition or of any subsequent breach of the same or any other term, covenant or condition herein contained. No term, covenant or condition of this Agreement shall be deemed to have been waived by City or Consultant unless in writing signed by one authorized to bind the party to be charged with the waiver.

D. Consultant shall not be liable for any failure to perform if Consultant presents acceptable evidence, in City’s sole judgment, that such failure was due to causes beyond the control and without the fault or negligence of Consultant.

E. Each right, power and remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise shall be cumulative and shall be in addition to every other right, power, or remedy provided for herein or now or hereafter existing at law, in equity, by statute, or otherwise. The exercise, the commencement of the exercise, or the forbearance from the exercise by any party of any one or more of such rights, powers or remedies shall not preclude the simultaneous or later exercise by such party of any or all of such other rights, powers or remedies. If legal action shall be necessary to enforce any term, covenant or condition contained in this Agreement, the party prevailing in such action, whether or not reduced to judgment, shall be entitled to its reasonable court costs, including any accountants’ and attorneys’ fees expended in the action. The venue for any litigation shall be Mendocino County, California and Consultant hereby consents to jurisdiction in Mendocino County for purposes of resolving any dispute or enforcing any obligation arising under this Agreement.

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F. If any term or provision of this Agreement or the application thereof to any person or circumstance shall, to any extent, be invalid or unenforceable, then such term or provision shall be amended to, and solely to the extent necessary to, cure such invalidity or unenforceability, and in its amended form shall be enforceable. In such event, the remainder of this Agreement, or the application of such term or provision to persons or circumstances other than those as to which it is held invalid or unenforceable, shall not be affected thereby, and each term and provision of this Agreement shall be valid and be enforced to the fullest extent permitted by law.

G. This Agreement shall be governed and construed in accordance with the laws of the State of California.

H. All documents referenced as exhibits in this Agreement are hereby incorporated into this Agreement.

In the event of any material discrepancy between the provisions of this Agreement and those of any document incorporated herein by reference, the provisions of this Agreement shall prevail. This instrument contains the entire Agreement between City and Consultant with respect to the transactions contemplated herein. No other prior oral or written agreements are binding upon the parties.

Amendments hereto or deviations herefrom shall be effective and binding only if made in writing and executed on behalf of the City and Consultant.

TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly authorized representatives to execute this Agreement as of the last date indicated below:
“City” “Consultant”
By:___________________________ By:___________________________ Paul Andersen Linda Ruffing
Point Arena City Manager North Coast Community Planning Date:_______________________ Date:_______________________ Attest:

By:

Date:_______________________
Approved as to form:

By__________________________________
, City Attorney
Date: __________________________
linda ruffing
707 272 2343 | [email protected]
310 s harold street fort bragg ca 95437
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February 28, 2022
Mr. Paul Andersen, City Manager
City of Point Arena
451 School Street
Point Arena, CA 95468
Subject: Proposal for Consultant Services to Assist with Local Coastal Program Amendment
Dear Mr. Andersen:

Attached please find a proposal by North Coast Community Planning (NCCP) for consultant services to:
(1) assist the City of Point Arena in defining the scope and content of amendments to the City of Point Arena's Local Coastal Program (LCP) including facilitation of a multifaceted community participation process; (2) draft policy and regulatory language for the amendments; and (3) guide the amendments through the local and California Coastal Commission approval processes.

This proposal is submitted by NCCP as the prime consultant with Planwest Partners, Inc. and Hummingbird Consulting serving as subconsultants on the project team. If selected, NCCP will serve as the primary point of contact with City staff and will coordinate the work of the consultant team.

NCCP is a sole proprietorship that is owned and operated by Linda Ruffing, an urban planner with more than 35 years of experience navigating land use and development issues in the coastal zone of California. Linda has lived and worked on the Mendocino coast for 30 years where the breadth of her planning experience includes the following:
§ Gualala Municipal Advisory Council- founding Chair
§ Mendocino County Dept of Planning & Building Services- Coastal Planner § Mendocino County Planning Commission- 5th District representative § Mendocino County Dept of Planning & Building Services- Supervising Planner § City of Fort Bragg- Community Development Director
§ City of Fort Bragg- City Manager
§ North Coast Community Planning- Principal / Planner
Linda has prepared and processed numerous LCP amendments, including both comprehensive and focused General Plan and zoning ordinance amendments for the City of Fort Bragg and for Mendocino County. She has a breadth of experience in facilitating community outreach processes and firmly believes that more public participation leads to better outcomes. Linda specializes in cutting through the layers of bureaucracy that accumulate in land use processes. - 2 -
She relishes the work of crafting simple procedures and responsive, practical policies and regulations. Linda has long-standing collaborative working relationships with Coastal Commission staff in the North Coast District office. She recently completed an LCP amendment for Mendocino County that removed a long-standing prohibition on second residential units and established regulations for Accessory Dwelling Units in compliance with new State housing mandates.

Planwest assisted the City of Point Arena in obtaining certification of its original LCP in 2006 and helped prepare the City's most recent Housing Element update in 2019. The firm also provided contract planning services to Point Arena from 2000-2008.

Depending on the scope of the LCP Amendment, additional technical consultants may be needed (traffic, biology, geotechnical, etc.). To the extent that such services are needed, NCCP will assist with scoping the technical studies and procuring consultant services. This proposal assumes that NCCP will work closely with the Point Arena City Manager and the City's contract planner and that the City's in-house staff expertise and capacity will be used effectively and efficiently. The attached scope of services and budget assumes that roughly 30% of the available grant funds would be retained by the City for reimbursement for in-house staff work on the LCP Amendment and possible additional technical studies. This proposal is valid for 120 days from the date of submittal.

In the interest of full disclosure and transparency, I want to note that my life partner, Richard Shoemaker, is employed by the City of Point Arena as a "Special Projects Manager." It is my understanding that (a) Richard will not have any role in the consultant selection for the LCP Amendment; and (b) Richard will not have any role in the City's LCP Amendment process.

Based on this, I believe our relationship does not pose a conflict of interest or violate the ethical principles that apply to professional planners.

Sincerely,
Linda Ruffing
North Coast Community Planning
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I. QUALIFICATIONS OF THE PROJECT TEAM
North Coast Community Planning
NCCP brings a wide range of expertise to this project, including decades of work as an urban planner; skills in drafting policy and regulatory documents; experience processing LCP Amendments through the Coastal Commission's North Coast District office; years of experience leading community participation processes; and deep knowledge of State housing laws. This, combined with more than 30 years of first-hand experience on the Mendocino Coast and with the Point Arena community- makes NCCP particularly well-qualified to tackle the Point Arena LCP Amendment project.

NCCP is a woman-owned business that was established in 2018. Linda Ruffing, the sole proprietor, is a highly skilled professional planner. She is a "hands on" planner whose background as a city manager helps her navigate complex political dynamics with ease. Linda only accepts work with public agencies and builds strong long-lasting relationships with her clients. She offers a range of planning-related services, including:
o Preparation of Plans and Codes
o Strategic Planning
o Project Management
o Negotiations
o Technical Writing
o Grant-Writing
NCCP is committed to delivering very high-quality work products that are timely and on budget.

Because we are a small firm, we are able to be flexible and to adapt our services to the evolving needs of our clients.

Planwest Partners, Inc.

The Planwest team is uniquely qualified to assist NCCP in preparing an LCP Amendment for the City of Point Arena. The team includes key Planwest staff that led the Point Arena Housing Element update, managed and analyzed GIS data, and facilitated public outreach campaigns.

Planwest Partners is a community planning consulting firm based in Arcata, CA that has been serving California communities since 1997. Planwest provides community, land use, environmental, economic, and transportation planning services. Planwest is committed to working collaboratively with our clients and the community to deliver outcomes that promote sound growth, economic sustainability, and environmental stewardship.

Planwest is a California “C” corporation, small business that expanded ownership to include two employees, Vanessa Blodgett and Colette Santsche, in addition to founder George Williamson. As of January 1, 2021, Vanessa and Colette have combined majority company ownership, making Planwest a women-owned business. Planwest has assisted city, county, regional, and tribal governments; transportation planning agencies; special districts; non-profits; and private industry - 4 -
in achieving their specific goals. Our multi-disciplinary staff is comprised of planners, economists, spatial analysts, technicians, and administrators and offers a wide range of professional skills necessary to meet, and often exceed our client’s diverse planning needs and expectations. Planwest provides a full range of planning services, including:
• Community, General and Specific Plans
• City and Tribal Economic Development Plans
• Strategic Plans and Visioning
• Community Outreach and Meeting Facilitation
• Transportation Planning
• Environmental Planning Services – CEQA and NEPA Compliance • Geographic Information Systems (GIS) Mapping and Data Management • Land Use and Community Plans
• Hazard Mitigation and Emergency Management Planning
• Grant Writing
• Project Management
• Site Selection, Design and Feasibility Studies
• Survey Research
We pride ourselves on serving client needs, engaging the public in visioning and place-based strategies, providing concise and engaging work products, and implementing comprehensive planning programs that serve to maximize the potential for implementation based on available and potential resources.

Hummingbird Consulting
Hummingbird Consulting is experienced in helping governmental and nonprofit entities reckon with complicated challenges and opportunities. Our core competencies include information systems, analytical communications, data mining, strategic planning, community outreach, and content development. With fluency in industry best practices and leading-edge technology, we work closely with our clients to create streamlined, comprehensible processes and clear frameworks for data-driven decision making.
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II. RELEVANT PROJECT EXPERIENCE

NORTH COAST COMMUNITY PLANNING
Ø Mendocino County Local Coastal Program Amendment for Accessory Dwelling Units.

NCCP prepared an LCP Amendment for Mendocino County to implement new State housing laws requiring establishment of ministerial procedures for approval of Accessory Dwelling Units. This project was complicated by the fact that the Coastal Commission had specifically prohibited second residential units when it first certified the County's LCP in 1985. NCCP, was able to craft policies and implementing regulations that balanced the coastal resource protection mandates of the Coastal Act with the mandates of State housing laws.

The following coastal-related projects were undertaken by Linda Ruffing in her capacity as Fort Bragg's Community Development Director and/or City Manager (1999-2018).

Ø City of Fort Bragg General Plan Update. Managed a multi-year comprehensive General Plan update process. This involved considerable negotiations with major property owners, including Georgia Pacific Corporation which was still operating a mill that encompassed nearly one-third of the property within the City. The Fort Bragg Coastal General Plan was certified by the Coastal Commission as an LCP amendment.

Ø City of Fort Bragg Coastal Land Use & Development Code. Oversaw the complete re-write of the City's zoning code. The resulting Land Use & Development Code established an entirely new- and much clearer- set of use definitions, development standards, and permitting and administrative procedures. The Coastal Land Use & Development Code was certified by the Coastal Commission as an LCP amendment.

Ø Fort Bragg Mill Site Reuse Study. Managed the initial community visioning process for reuse of a 425-acre former timber mill property. Spent years working to implement the community's vision for an accessible waterfront by overseeing successful negotiations for acquisition of the entire coastline of the property and the planning and development of a 3.5-mile segment of the California Coastal Trail - a project that has transformed the community.

Ø Fort Bragg Mill Site Specific Plan. As Fort Bragg's City Manager, served as liaison between the City Council, Georgia Pacific (property owner) and the Coastal Commission during the multi-year planning process to rezone a 425-acre former mill site for a redevelopment.

Ø Fort Bragg Downtown Revitalization Plan. As Fort Bragg's Community Development Director, oversaw planning and implementation of Downtown Revitalization Project, from the initial community engagement and conceptual planning processes to obtaining grants and other funds for construction of a four-phased streetscape project to enhance Fort Bragg’s central business district.
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PLANWEST PARTNERS, INC.

Ø Noyo Harbor District Community Sustainability Plan. Planwest Partners (with NCCP as a member of its Project Team) collaborated with the Noyo Harbor District staff and Commissioners, fishing industry stakeholders, commercial business stakeholders and the broader Fort Bragg regional community in the preparation of a Community Sustainability Plan (CSP). The CSP assessed economic, social, and environmental factors in Noyo Harbor to help identify and prioritize improvement recommendations for existing physical facilities and infrastructure related to the commercial fishing industry and visitor-serving businesses. The CSP will serve as a long-term, strategic roadmap for the Noyo Harbor District and those whose livelihoods rely upon the functionality of what is a culturally-significant harbor. The CSP was a strategic planning opportunity for shaping policy, preserving the working waterfront, increasing commercial fishing industry support, and highlighting potential solutions to restrictive land use designations that could benefit from update and/or expanded uses. The community guided plan was completed through coordination of stakeholder and community meetings, open houses, surveys, and extensive outreach by phone, email, website publication, and local media representation. The Planwest team facilitated multiple outreach sessions to solicit input from key Noyo Harbor stakeholder groups, including commercial fishermen, charter boat operators, waterfront businesses, and community members.

Ø City of Point Arena Housing Element Update, 6th Cycle (2019-2027). Planwest prepared the 6th Cycle Housing Element (2019-2027) based on City’s Regional Housing Needs Allocation (RHNA) and State Housing and Community Development (HCD) requirements.

This included updating Housing Element maps, tables, and graphs with new data and noting progress on existing policies form the 2014 Housing Element. Planwest also prepared environmental documents for Housing Element updates CEQA compliance.

Ø City of Point Arena Coastal Access Scenic Bikeway Project. Planwest served as contract City Planner and assisted the City of Point Arena in obtaining a Coastal Development Permit for a bikeway between Highway 1 and the Port at Point Arena Cove. Planwest coordinated with Coastal Commission staff to address potential wetland impact concerns and to demonstrate consistency with the Land Use Plan and Coastal Act requirements regarding sensitive habitats, fill and public access. General Plan consistency findings were also prepared and submitted with project area mapping. The project included an alternative analysis to address design and resources impact issues. A preferred project was selected that minimized impacts to coastal resources to the fullest extent feasible. This work was instrumental in securing over $400,000 in construction funds.

Ø City of Point Arena Contract Planning Services. Planwest provided contract planning services to the City of Point Arena from 2000 to 2008. These services include advising the City, property owners and developers on land use and community development permitting issues and environmental review procedures. Planwest also assisted the City of Point Arena with certification of its LCP in 2005. The City applied for LCP certification of their General Plan, Subdivision Ordinance, and Second Unit Ordinance. Planwest coordinated review of - 7 -
these documents with the Coastal Commission staff in the North Coast District Office. Key compliance issues include consistency between general plan buildout and infrastructure capacity; protection of Environmentally Sensitive Habitat Areas (ESHAs), riparian areas and endangered species; circulation impacts on Highway 1; and recreational and visitor serving uses in the coastal zone.

Ø City of Point Arena Geographic Information System Services. Planwest also developed the City Geographic Information System, accessible for both community and environmental planning purposes. Key applications of GIS based spatial data analysis include general plan buildout and infrastructure capacity comparisons; protection of Environmentally Sensitive Habitat Areas (ESHAs), riparian areas and endangered species; circulation impacts on Highway 1; and recreational and visitor serving use impacts in the coastal zone. In developing the GIS database, Planwest digitized Point Arena Mountain Beaver habitat areas, slopes, watercourses, and land uses for the City.
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III. SCOPE OF WORK
This proposed scope of services for the Point Arena LCP Amendment project is based on the Request for Proposals and other relevant public documents. It is premised on the following key assumptions:

Ø Funding for the LCP Amendment is from three grant programs (SB 2; Local Early Action Planning, and Regional Early Access Planning) - all of which focus on housing-related issues. Consequently, the proposed work plan prioritizes advancement and implementation of policies and programs identified in the City's adopted Housing Element including the need to:'
o update regulations for Accessory Dwelling Units;
o modify Highway Commercial district regulations;
o remove barriers to development of both single- and multi-family housing; and o address special needs housing.

Ø The City's General Plan was prepared with substantial community input in the early 1990's.

Ø The work plan also includes tasks to "clean up" the General Plan so that it can serve as the community's foundational land use document for the next 20 years. This would involve reformatting and rearranging text and policies to make the document more user-friendly and accessible. In addition, the work plan includes tasks to:
o identify ways to streamline permitting processes with an eye towards establishing ministerial and administrative procedures for routine development applications; o reformat and reorganize the Zoning Ordinance to make it more user-friendly and digitally accessible; and
o address inconsistencies and ambiguities within the Zoning Ordinance.

Ø In 2006, the Coastal Commission certified the City's LCP which was comprised of portions of the General Plan, the entire Zoning Ordinance and the City's Second Dwelling Unit Ordinance. Modifications to these documents will require certification of an LCP Amendment by the Coastal Commission. This can be a time-consuming and arduous process even with early consultation and close coordination with Coastal Commission staff. NCCP strongly recommends that the City focus its LCP Amendment and make every effort to avoid opening up the entire certified LCP for revision. A comprehensive LCP update effort would far exceed the available funding.
- 9 -
Ø The RFP identifies the City's interest in addressing climate change adaptation and sea level rise - key priorities of both the State and the California Coastal Commission. The proposed work plan includes tasks to perform a sea level rise vulnerability assessment and to develop adaptation policies. NCCP recommends that the City confirm that such work would be eligible for reimbursement under one or more of the existing three grants. If it's not, NCCP will help City staff seek funding from the California Coastal Commission's LCP Local Assistance Grant Program (targeted, non-competitive rolling grant set-aside) for this work effort.

TASK 1. PROJECT INITIATION & BACKGROUND RESEARCH
Consultants will participate in a kick-off meeting with City staff to discuss expectations and concerns and to review key issues, information needs, work products and the schedule. Consultants will identify data needs and conduct a full review of all available information related to the LCP Amendment effort including the Point Arena General Plan, Zoning Ordinance, Municipal Code, Housing Element, applicable ordinances, documentation regarding water and sewer capacity, and other relevant planning documents.

Task 1 Deliverables: Revised project schedule; memorandum outlining additional information or data needed to fill in any identified gaps.

TASK 2. COMMUNITY ENGAGEMENT
Consultants will facilitate a robust community engagement process to obtain input regarding the scope and content of the LCP Amendment. The community process is intended to ensure that people have plenty of opportunities for meaningful, timely, and informed participation from the beginning to the end of the LCP Amendment process. This proposal includes the following community engagement forums:

A. Community workshop #1 - Initial scoping. The intent of this workshop is to share information with the public regarding the LCP Amendment process and its essential components, and to solicit input regarding community priorities, concerns, ideas and opportunities.

B. City Council study session - Refine the scope of the LCP Amendment. This study session will provide an opportunity for the City Council to synthesize input gained from the first community workshop and to receive recommendations from consultants and staff. The goal is for the City Council to develop consensus regarding a refined scope for the LCP Amendment.

C. Consultations with agencies and tribes. Consultants will prepare notifications to regulatory agencies seeking input, arrange for in-person meetings with Coastal Commission staff, and coordinate the formal tribal notification process in accordance with AB 52.
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D. Community survey. Consultants will prepare and administer a community survey, compile and analyze the results, and present the findings to the City Council. The scope and content of the survey will be determined based on initial community input.

E. Community workshop #2 - Check-in session. At this workshop, Consultants will provide a progress update on the various components of the LCP Amendment, respond to questions, receive comments and suggestions, and listen to what community members have to say.

F. City Council study session #2 - Provide direction to consultants. This study session will provide an overview of each component of the LCP Amendment and will identify key decision points. Alternatives/options for consideration will be discussed. The goal is for the City Council to provide direction to staff and the consulting team, where possible, and to identify areas where additional information, analysis or options should be brought back for further consideration.

G. City Council study session #3 - Provide direction to consultants. This study session will focus on specific components of the LCP Amendment that were flagged in study session #2 as meriting additional discussion and deliberation.

H. Community workshop #3 - Check-in session. At this workshop, "final drafts" of the various components of the LCP Amendment will be presented in an informal setting to enable members of the community to understand the details of what will be moving forward to the City Council for the formal public hearing process. Comments and suggestions will be received and modifications and/or course corrections may be made prior to Council hearings.

I. City Council hearing(s). The various components of the LCP Amendment will be assembled for City Council review and acceptance. The Council will conduct duly noticed public hearing(s) to receive staff reports and recommendations, accept public comments, and, ultimately, to take action directing staff to submit the LCP Amendment to the Coastal Commission for certification.

J. City Council study session #4. Depending on the scope and complexity of the LCP Amendment, the process of responding to Coastal Commission staff requests for information and comments can take several months to complete. During this time, Commission staff will prepare "suggested modifications" to the City's proposed LCP Amendment. Consultants will provide a progress report to the City Council towards the end of this process to gauge Council concurrence as to the acceptability of the "suggested modifications." This is the point in the process where the City may need to push back on Coastal Commission modifications to the LCP Amendment.
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K. Coastal Commission hearing. Once Coastal Commission staff has accepted the City's LCP Amendment as complete and prepared their staff recommendation, the Coastal Commission will conduct a public hearing to receive public comments on the LCP Amendment before taking action to certify the amendment with "suggested modifications."
L. City Council hearing. Following Coastal Commission certification, the LCP Amendment will be brought back to the City Council with the "suggested modifications" for a public hearing and formal adoption by the City Council. Adoption of the General Plan amendments will be by resolution and adoption of the Zoning Ordinance amendments will be by ordinance.

Task 2 Deliverables: Consultants will prepare draft notices and recommendations for City staff regarding community outreach at every stage of the process. Consultants will provide content and on-going updates for a special City webpage to provide easy access to documents and information regarding the LCP Amendment process. Presentation materials will be provided for each workshop, study session, and public hearing. Summaries will be prepared after each community engagement event.

TASK 3. TECHNICAL ANALYSES & MAPPING
Consultants will prepare the technical analyses that are necessary to analyze and develop options and recommendations for policy and regulatory changes in the LCP Amendment. The precise scope of these analyses may be adjusted as the scope of the LCP Amendment is refined. It is anticipated that this task will include preparation of the following studies:
o Existing development & potential buildout calculations o Inventory of vacant & underutilized land
o Inventory of visitor serving facilities
o Demographic summary based on 2020 Census
o Wastewater capacity analysis
o Water capacity analysis
o Downtown parking inventory and demand analysis
o Analysis of compliance with State Housing Laws (Accessory Dwelling Units, density bonus laws, Employee Housing Act, AB 2162, AB 101, no net loss requirements, etc.) o Analysis of compliance of subdivision ordinance with requirements of the Subdivision Map Act
o Analysis of procedural and regulatory barriers to residential development o Compilation and analysis of proposed changes to Zoning Ordinance identified in City's 2019-2027 Housing Element
o Compilation and mapping of State Sea Level Rise projections for Arena Cove o Sea Level Rise vulnerability assessment (analysis of hazards and vulnerability of development) based on Coastal Commission's Sea Level Rise guidance o Identification of Sea Level Rise Adaptation Alternatives and policy options - 12 -
Depending on the ultimate scope of the LCP Amendment, it is possible that additional technical studies may be required necessitating additions to the project team of traffic engineers, biologists, noise consultants, air quality/GHG emissions consultants, geotechnical engineers, etc. If such studies are determined to be necessary, NCCP will coordinate with City staff regarding the scope and procurement of such services and accompanying contractual/budget amendments.

Task 3 Deliverables: Consultants will compile and prepare the analyses listed above, including maps where appropriate. Additional analyses will be prepared as necessary. All analyses will be submitted to City staff for review as administrative drafts and revised as necessary. Analyses will be compiled in a Technical Appendices document.

TASK 4. PREPARATION OF PROPOSED GENERAL PLAN AND ZONING

AMENDMENTS
Based on background studies and investigations, as well as the Community Engagement process outlined in Task 2 (above), Consultants will prepare a comprehensive set of amendments to the Point Arena General Plan and Zoning Ordinance to implement the priority policy objectives identified by the City Council. Consultants will prepare summary documents for each proposed component of the LCP Amendment. These summaries will identify recommendations, alternatives, etc. Once direction is received from the City Council, draft policy and implementation language will be prepared, reviewed and finalized for public review. This task also includes work necessary to reorganize and reformat the City's General Plan and Zoning Ordinance to make them more user-friendly and web accessible.

Task 4 Deliverables: Summary documents; draft policy and implementation language; draft hearing notices; style sheets, revised table of contents, etc. for revised General Plan and Zoning Ordinance.

TASK 5. COMPILATION OF LCP AMENDMENT APPLICATION AND

COORDINATION WITH COASTAL COMMISSION STAFF
Consultants will assemble the LCP Amendment application for submittal to Coastal Commission.

Following submittal, Consultants will serve as liaison between City and Coastal Commission staff - preparing additional information and analysis, suggesting possible modifications to address Commission concerns, and ensuring ongoing communication with City staff and the City Council regarding the status of the Coastal Commissions review process.

Task 5 Deliverables: LCP Amendment application package; regular status update memos to City Manager and City Council
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TASK 6. FINAL PROCESSING OF LCP AMENDMENT
After Coastal Commission certification of the LCP Amendment, Consultants will prepare documentation for final City adoption of the LCP Amendment, as certified by the Coastal Commission. The resolution for adoption of the General Plan amendments and ordinance for adoption of the Zoning Ordinance amendments will be brought forward to the City Council for a public hearing and final action.

Task 6 Deliverables: Draft hearing notices will be submitted to City staff; resolutions and ordinances will be prepared for review the City Attorney, draft staff report and presentation materials will be prepared. Following adoption, final documentation will be prepared for submittal to Coastal Commission for the final Executive Director check-off process.
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IV. SCHEDULE
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V. COST PROPOSAL & BILLING RATES
The total cost estimate for the Point Arena LCP Amendment project is $142,675. Consultant costs will be billed monthly on a "time and materials" basis. NCCP believes that this is a reasonable - 16 -
budget assuming there is flexibility to adjust between line items as the process unfolds. We have deliberately pared costs in order for the City to retain a substantial portion of the grant funds (~$60k) for in-house cost reimbursement and possible additional technical studies to support the LCP Amendment.

Hourly billing rates for key members of the project team are as follows:

NORTH COAST COMMUNITY PLANNING
Ø Linda Ruffing, Principal - $175/hour
NCCP does not charge for travel time or travel-related mileage, meals and lodging costs. NCCP does not charge for incidental day-to-day operating expenses. Charges for large printing jobs, mailings, advertisements, etc. are billed as pass-through costs and are not marked up.

PLANWEST PARTNERS, INC.

Ø Vanessa Blodgett, Principal Planner - $140/hour
Ø George Williamson, Senior Advisor - $130/hour
Ø Krystle Heaney, Senior Planner - $120/hour
Ø Jason Barnes, GIS Manager - $100/hour
Planwest's charges for direct expenses including mileage, phone, printing, postage and copying are included in the attached "2020 Planwest Partners Hourly Rate Schedule."

HUMMINGBIRD CONSULTING
Ø Elias Henderson - $80/hour
Hummingbird charges standard IRS rates for mileage. Mileage only charged for out-of-county travel.
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VI. REFERENCES
The following references can attest to the quality of North Coast Community Planning's consultant services and project management skills:

Mendocino County
Nash Gonzalez, Interim Director, Department of Planning & Building Services (707) 234-6650
[email protected]
Julia Krog, Assistant Director
(703) 463-6650
[email protected]
Recent projects:

Ø LCP Amendment for Accessory Dwelling Units
Ø Bella Vista Subdivision - entitlement amendments
City of Healdsburg
Scott Duiven, Community Development Director
(707) 431-3482
[email protected]
Recent projects:

Ø North Entry Area Plan
Ø North Village Project entitlement processing
Ø Mill District Project entitlement processing
Ø Saggio Hills/Montage Healdsburg Project developer liaison City of Lakeport
Kevin Ingram, City Manager
(707) 263-5615
[email protected]
Recent project:

Ø South Lakeport Annexation Project - preparation of LAFCO annexation package; CEQA review
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VII. RESUMES
Resumes of the following key team members are attached.

Ø Linda Ruffing, North Coast Community Planning
Ø George Williamson, Planwest Partners, Inc.

Ø Vanessa Blodgett, Planwest Partners, Inc.

Ø Krystle Heaney, Planwest Partners, Inc.

Ø Jason Barnes, Planwest Partners, Inc.

Ø Elias Henderson, Hummingbird Consulting
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EXHIBIT A - SCOPE OF WORK
This proposed scope of services for the Point Arena LCP Amendment project is based on the Request for Proposals and other relevant public documents. It is premised on the following key assumptions:
➢ Funding for the LCP Amendment is from three grant programs (SB 2; Local Early Action Planning, and Regional Early Access Planning) - all of which focus on housing-related issues. Consequently, the proposed work plan prioritizes advancement and implementation of policies and programs identified in the City's adopted Housing Element including the need to:'
o update regulations for Accessory Dwelling Units;
o modify Highway Commercial district regulations;
o remove barriers to development of both single- and multi-family housing; and o address special needs housing.
➢ The City's General Plan was prepared with substantial community input in the early 1990's.

It was adopted in 1995, updated in 2001, and portions of it were included in the City's certified LCP in 2006. Despite the passage of time, the General Plan's vision and policy framework remain largely relevant. The work plan assumes that substantive General Plan amendments will be focused primarily on policy amendments necessary to support updates to the City's housing programs. The Housing Element will not be updated since it was adopted in 2019 and its next mandatory update is in 2027. ➢ The work plan also includes tasks to "clean up" the General Plan so that it can serve as the community's foundational land use document for the next 20 years. This would involve reformatting and rearranging text and policies to make the document more user-friendly and accessible. In addition, the work plan includes tasks to:
o identify ways to streamline permitting processes with an eye towards establishing ministerial and administrative procedures for routine development applications; o reformat and reorganize the Zoning Ordinance to make it more user-friendly and digitally accessible; and
o address inconsistencies and ambiguities within the Zoning Ordinance. ➢ In 2006, the Coastal Commission certified the City's LCP which was comprised of portions of the General Plan, the entire Zoning Ordinance and the City's Second Dwelling Unit Ordinance. Modifications to these documents will require certification of an LCP Amendment by the Coastal Commission. This can be a time-consuming and arduous process even with early consultation and close coordination with Coastal Commission staff. NCCP strongly recommends that the City focus its LCP Amendment and make every effort to avoid opening up the entire certified LCP for revision. A comprehensive LCP update effort would far exceed the available funding.
- 2 -
➢ The RFP identifies the City's interest in addressing climate change adaptation and sea level rise - key priorities of both the State and the California Coastal Commission. NCCP recommends that the City confirm that such work would be eligible for reimbursement under one or more of the existing three grants. If it's not, NCCP recommends that the City seek funding from the California Coastal Commission's LCP Local Assistance Grant Program (targeted, non-competitive rolling grant set-aside) for this work effort.

Task 1 Deliverables: Revised project schedule; memorandum outlining additional information or data needed to fill in any identified gaps.

C. Consultations with agencies and tribes. Consultants will prepare notifications to regulatory agencies seeking input, arrange for in-person meetings with Coastal Commission staff, and coordinate the formal tribal notification process in accordance with AB 52.
- 3 -
D. Community survey. Consultants will prepare and administer a community survey, compile and analyze the results, and present the findings to the City Council. The scope and content of the survey will be determined based on initial community input.

K. Coastal Commission hearing. Once Coastal Commission staff has accepted the City's LCP Amendment as complete and prepared their staff recommendation, the Coastal - 4 -
Commission will conduct a public hearing to receive public comments on the LCP Amendment before taking action to certify the amendment with "suggested modifications."
L. City Council hearing. Following Coastal Commission certification, the LCP Amendment will be brought back to the City Council with the "suggested modifications" for a public hearing and formal adoption by the City Council. Adoption of the General Plan amendments will be by resolution and adoption of the Zoning Ordinance amendments will be by ordinance.

TASK 3. TECHNICAL ANALYSES & MAPPING
Consultants will prepare the technical analyses that are necessary to analyze and develop options and recommendations for policy and regulatory changes in the LCP Amendment. The precise scope of these analyses may be adjusted as the scope of the LCP Amendment is refined. It is anticipated that this task will include preparation of the following studies:
o Existing development & potential buildout calculations o Inventory of vacant & underutilized land
o Inventory of visitor serving facilities
o Demographic summary based on 2020 Census
o Wastewater capacity analysis
o Water capacity analysis
o Downtown parking inventory and demand analysis
o Analysis of compliance with State Housing Laws (Accessory Dwelling Units, density bonus laws, Employee Housing Act, AB 2162, AB 101, no net loss requirements, etc.) o Analysis of compliance of subdivision ordinance with requirements of the Subdivision Map Act
o Analysis of procedural and regulatory barriers to residential development o Compilation and analysis of proposed changes to Zoning Ordinance identified in City's 2019-2027 Housing Element
Depending on the ultimate scope of the LCP Amendment, it is possible that additional technical studies may be required necessitating additions to the project team of traffic engineers, biologists, noise consultants, air quality/GHG emissions consultants, geotechnical engineers, etc. If such studies are determined to be necessary, NCCP will coordinate with City staff regarding the scope and procurement of such services and accompanying contractual/budget amendments. - 5 -
Task 3 Deliverables: Consultants will compile and prepare the analyses listed above, including maps where appropriate. Additional analyses will be prepared as necessary. All analyses will be submitted to City staff for review as administrative drafts and revised as necessary. Analyses will be compiled in a Technical Appendices document.

TASK 4. PREPARATION OF PROPOSED GENERAL PLAN AND ZONING

Task 4 Deliverables: Summary documents; draft policy and implementation language; draft hearing notices; style sheets, revised table of contents, etc. for revised General Plan and Zoning Ordinance.

TASK 5. COMPILATION OF LCP AMENDMENT APPLICATION AND

COORDINATION WITH COASTAL COMMISSION STAFF
Consultants will assemble the LCP Amendment application for submittal to Coastal Commission.

Task 5 Deliverables: LCP Amendment application package; regular status update memos to City Manager and City Council
- 6 -
TASK 6. FINAL PROCESSING OF LCP AMENDMENT
After Coastal Commission certification of the LCP Amendment, Consultants will prepare documentation for final City adoption of the LCP Amendment, as certified by the Coastal Commission. The resolution for adoption of the General Plan amendments and ordinance for adoption of the Zoning Ordinance amendments will be brought forward to the City Council for a public hearing and final action.

PROPOSED SCHEDULE

POINT ARENA LCP AMENDMENT PROJECT
- 1 -

EXHIBIT B - COST PROPOSAL & BILLING RATES
- 2 -
The total cost estimate for the Point Arena LCP Amendment project is $142,675. Consultant costs will be billed monthly on a "time and materials" basis. NCCP believes that this is a reasonable budget assuming there is flexibility to adjust between line items as the process unfolds. A contingency is included to cover modest increases in the scope of work ($8,400). We have deliberately pared costs in order for the City to retain a substantial portion of the grant funds (~$60k) for in-house cost reimbursement and possible additional technical studies to support the LCP Amendment.

Hourly billing rates for key members of the project team are as follows:

NORTH COAST COMMUNITY PLANNING
➢ Linda Ruffing, Principal - $175/hour
NCCP does not charge for travel time or travel-related mileage, meals and lodging costs. NCCP does not charge for incidental day-to-day operating expenses. Charges for large printing jobs, mailings, advertisements, etc. are billed as pass-through costs and are not marked up.

PLANWEST PARTNERS, INC.
➢ Vanessa Blodgett, Principal Planner - $140/hour
➢ George Williamson, Senior Advisor - $130/hour
➢ Krystle Heaney, Senior Planner - $120/hour
➢ Jason Barnes, GIS Manager - $100/hour
Planwest's charges for direct expenses including mileage, phone, printing, postage and copying are included in the attached "2020 Planwest Partners Hourly Rate Schedule."

HUMMINGBIRD CONSULTING
➢ Elias Henderson - $80/hour
Hummingbird charges standard IRS rates for mileage. Mileage only charged for out-of-county travel.

The City of Point Arena
Request for Proposal for Consultant Services to Assist with General Plan/Local Coastal Program Amendment
Responses due by 4pm PST February 16, 2022
City of Point Arena
PO Box 67
Point Arena, CA 95468
707-882-2122
http://pointarena.ca.gov

INTRODUCTION
The City of Point Arena, California, seeks the services of a professional consultant to prepare a Local Coastal Program amendment application to update portions of its General Plan and Zoning Ordinance, last updated in 2006. The scope of this project will also include a sea level rise study and necessary environmental analysis as required by the Coastal Commission to support the LCP amendment.

Work toward an Accessory Dwelling Unit (ADU) Ordinance and changes to development regulations in the Highway Commercial district has already begun and will be incorporated into this LCP amendment project.

BACKGROUND
The City of Point Arena is a unique community on the south coast of Mendocino County.

It serves a population of approximately 450 residents and covers a 1.2-square mile area that comprises the city limits and serves as home to Arena Cove and Point Arena Pier.

The City of Point Arena was incorporated in 1908 as a General Law city. The City operates under the council/manager form of government. Five City Councilmembers are elected at large by City residents for staggered four-year terms and serve as the City's legislative and policymaking body. The Mayor is selected annually from the Councilmembers. The City Manager is responsible for directing City affairs prescribed by the City Council. The City Manager also handles the administration of day-to-day activities of the City employees.

SCOPE OF SERVICES

1. Assist City staff and City Council in defining the scope of proposed Local Coastal Program amendment(s).

2. Facilitate community outreach and engagement process.

3. Coordinate with Coastal Commission staff and staff from other agencies, as needed.

4. Draft proposed LCP Amendment application(s).

5. Coordinate the processing of LCP amendment application(s), including preparation of necessary documentation, attendance at hearings, etc.

ANTICIPATED WORK PRODUCTS

1. Prepare analyses and studies necessary to support LCP amendment and/or assist with the procurement of consultant services for such work a. Nature of analyses and studies will depend on the contents of the amendment, as determined by the scope of work. Analyses and studies may address traffic, utility capacity, biological resources, visitor-serving supply and demand, etc.

2. LCP Amendment proposal for Council review

3. LCP Amendment application to Coastal Commission

REQUESTED INFORMATION
All proposals must provide specific and succinct answers to all questions and requests for information listed below. Indirect, imprecise or incomplete responses will not be accepted. Submission of resumes is encouraged, but alone may not be considered responsive to any specific questions contained herein.

Cover Letter: Provide a brief cover letter summarizing the key points of the proposal, including an understanding of the work to be performed and why the firm believes it is the best qualified to perform the services requested. The letter must be signed by an individual with authority to bind the proposer and should state that all conditions contained in the attached proposal are valid for a period of at least 90 days.

Company and Staff Information: Provide information about the firm, including such items as organization and ownership structure, history, experience and credentials to demonstrate the ability of the firm to provide the requested services, and the location of the principal office that will be responsible for the implementation of this contract.

Provide the names, titles, experience, qualifications (including certifications) and resumes of the personnel who will be assigned to the City, including any subconsultants.

Work Plan: Identify the process in which the project will be completed, including:
methods for gathering public input, conducting workshops related to community visioning; gathering information from City staff; producing plans and recommendations; timeframe in which to complete the project, etc. Please include a proposed timeline in this section.

Additional Information: Please include any additional information you or your firm feels would be essential to the proper evaluation of your response to this Request for Proposals.

References: Provide a minimum of three (3) references who may be contacted to discuss their experience working with the firm on similar services. Please provide contact information including the organization, name, title, address, phone, email, services provided and dates.

Insurance: Prior to commencement of work, the City of Point Arena will require evidence of appropriate professional liability insurance, errors and omissions insurance, and workers' compensation insurance coverage.

NOTE: Such coverage must be provided by an insurance company(ies) licensed to do business in the state of California. Certificates must name the City of Point Arena as an Additional Insured and shall provide that contractor's policy is primary over any insurance carried by the City of Point Arena and that the policy will not be canceled or materially changed without thirty (30) days prior notice in writing to the City of Point Arena. The successful firm must agree, if awarded a contract as a result of its proposal, to indemnify and hold harmless the City of Point Arena, its officers, agents and employees from any and all claims and losses accruing or resulting to persons engaged in the work contemplated by its proposal, or to persons who may be injured or damaged by a firm or its agents in the performance of the work. Prior to the commencement of any work, a signed legal contract will be established for these and other provisions.

Compensation: Based on the described scope of services, please include in your proposal the total cost of services in detail (including all incidentals).

SELECTION CRITERIA
Qualifications will be evaluated against, but not be limited to, the following criteria:
• Understanding of the scope of work.
• Experience with preparing Local Coastal Program amendments and related documents.
• Professional qualifications of the staff to be assigned. • Cost of services.
• Timeline to complete project.
• References and other evidence submitted supportive of excellent past experience in providing similar services.
• Completeness of responses to the Request for Proposals.

GENERAL INFORMATION
Deadline for receipt of Proposals
All Proposals must be received by the City of Point Arena by 4:00 PM PST on February 16, 2022. An original and one electronic copy (on USB flash drive) of the proposal shall be submitted in a sealed envelope to:

City of Point Arena
Attn: City Manager
PO Box 67
Point Arena, CA 95468
Proposals must be in writing and must contain an original signature by an authorized officer of the proposing consulting company. All proposals must be received no later than 4:00 PM PST on February 16, 2022 via U.S. mail, UPS/FedEx/etc., or in person.

The City reserves the right to accept multiple proposals for the components listed in this RFP or a single proposal for all of the components listed in this RFP. Proposals will not be valid until all information has been verified and proposing consulting company’s references checked. The completed proposal shall be without interlineations, alterations or erasures. Alternative proposals will not be considered unless requested.

The proposal may be withdrawn upon request by the proposing consulting company without prejudice up to, but not after, the time fixed for opening of proposals, provided that the request to withdraw the proposal is made in writing and is timely filed with the City. Proposalsshall be submitted in accordance with the form prescribed by the City of Point Arena in the Requested Information section. Failure to respond in this manner may render the proposal non-responsive.

Questions Regarding the Scope of Services
All inquiries regarding this Request for Proposals should be directed to Paul Andersen, City Manager, in writing or via email at: [email protected]. No verbal responses will be given. A copy of the inquiry and the response from the City shall be forwarded to all firms receiving a copy of this Request for Proposals who have indicated an interest in submitting a proposal by February 16, 2022.

Proposals Become the Property of the City
Proposals become the property of City and information contained therein shall become public property subject to disclosure laws after Notice of Intent to Award. The City reserves the right to make use of any information or ideas contained in the proposal.

Confidential Material
All bids are public records and can be held confidentially. Proposer must notify the City in advance of any proprietary or confidential material contained in the proposal and provide justification for not making such material public. The City shall have sole discretion to disclose or not disclose such material subject to any protective order which proposer may obtain.

Rejection of Proposals
The City may reject any or all proposals and may waive any immaterial deviation in a proposal. The City's waiver of an immaterial defect shall in no way modify the Request for Proposal (RFP) documents or excuse the proposer from full compliance with the specifications if he/she is awarded the contract. Proposals referring to terms and conditions other than the City’s terms and conditions may be rejected as being nonresponsive.

The City may conduct investigations as it deems necessary to determine the ability of the proposer to perform the work specified herein. The proposer shall furnish to the City any and all information requested by the City for this purpose. The City reserves the right to reject any proposal if the evidence submitted by, or investigation of, such proposer fails to satisfy the City that such proposer is properly qualified to carry out the obligations of the contract and to complete the work specified.

Conditions

1. Failure to meet all requirements will not disqualify a firm. However, the City will evaluate each proposal to determine its overall fit in the best interests of the City.

2. All third-party solutions proposed as part of a joint proposal are subject to the same requirements of this RFP, unless otherwise stated.

3. This RFP, its general provisions, and the terms and conditions identified shall be incorporated in any agreement resulting from this solicitation, and the RFP and its terms and conditions, shall control unless the Agreement expressly provides otherwise.

4. All proposals and any subsequent clarification or response to the City’s questions shall be valid for a minimum of 120 days.

City’s Rights Reserved

1. The City reserves the right to select the proposal which in its sole judgment best meets the needs of the City. The lowest proposed cost will not be the sole criterion for recommending the contract award.

2. The City reserves the right to reject any or all proposals and to waive technicalities and informalities when such waiver is determined by the City to be in the City’s best interest.

3. The City may modify this RFP by issuance of one or more written addenda.

Addenda will be posted on http://pointarena.ca.gov. City reserves the right to extend the proposal due date.

4. The City reserves the right to meet with select proposers at any time to gather additional information.

The City shall not be liable for any pre-contractual expenses incurred by prospective consulting companies, including but not limited to costs incurred in the preparation or submission of proposals. The City shall be held harmless and free from any and all liability, claims, or expenses whatsoever incurred by, or on behalf of, any person or organization responding to this RFP.

Public Records
All proposals submitted in response to this RFP become the property of the City, and may be subject to public review.

Exceptions
Service providers shall certify that they take no exception to this RFP, if the service provider does take exception to any portion of the RFP, the specific portion of the RFP to which exception is taken shall be identified and fully explained. Sample Agreement text may be considered for modification through the contract negotiations phase of the RFP; however, in no event will modifications be considered to any provisions not identified by proposer as part of their response to this RFP.

Special Consideration
This RFP does not commit City to award a contract, to defray any cost incurred in the preparation of a proposal pursuant to this RFP, or procure or contract for work.

Right to Cancel
This solicitation does not obligate the City to enter into an agreement with any proposing firm. The City retains the right to cancel in part or in its entirety, this RFP at any time. No obligation, either expressed or implied, exists on the part of the City to make an award or to pay any cost incurred in the preparation or submission of a proposal. If City cancels or revises this RFP, City will notify all proposers in writing and post cancellation notice on the City website.

Additional Information
City reserves the right to request additional information and/or clarifications from any or all proposers to this RFP.
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Point Arena City CouncilApril 26, 2022

Point Arena City Council
April 26, 2022