CITY OF SAN CLEMENTE
REQUEST FOR QUALIFICATION
BIOLOGICAL MONITORING AND RELATED
PROFESSIONAL SERVICES CONTRACT
FOR
AVENIDA MONTALVO CANYON AND TRAIL
IMPROVEMENTS HABITAT RESTORATION,
PROJECT NOS. 22001 &16004
OCTOBER 2024
City of San Clemente
Public Works Department
910 Calle Negocio, Suite 100
San Clemente, CA 92673
Attachment 4
CITY OF SAN CLEMENTE
REQUEST FOR QUALIFICATION
OCTOBER 14, 2024
Prospective Contractors:
The City of San Clemente (City) is soliciting proposals from Professional Services Contractors (Consultants) to provide “Biological Monitoring” and Related Professional Services per Habitat Mitigation Plan (Attachments) for the Avenida Montalvo Canyon and Trail Improvements Habitat Restoration, Project No. 26001, as described in detail in the attached Request for Qualifications (RFQ).
City Point of Contact:
The sole source of contact regarding this RFQ is Belgin Cuhadaroglu at (949) 361- 6128. Individuals or firms interested in submitting a proposal are asked not to contact other members of the City of San Clemente staff or Councilmembers in connection with the RFQ prior to the announcement of the consultant selected.
Proposals and all written inquires related to this RFQ are to be submitted confidentially to Belgin Cuhadaroglu at the following address:
Public Works Department
City of San Clemente
910 Calle Negocio, Suite 100
San Clemente, CA 92673
Confidential
Proposal Closing Date: 2:00 p.m. on October 30, 2024
Three (3) of each Contractor’s proposal must be received by the City no later than 2:00 p.m. on October 30, 2024. All proposals must be delivered to the above address. Proposals will not be accepted if received after the closing date.
Sincerely,
Belgin Cuhadaroglu, P.E.
Senior Civil Engineer
CITY OF SAN CLEMENTE
REQUEST FOR QUALIFICATION
BIOLOGICAL MONITORING AND RELATED PROFESSIONAL SERVICES
CONTRACT
FOR
THE AVENIDA MONTALVO CANYON AND TRAIL IMPROVEMENTS
HABITAT RESTORATION,
PROJECT NOS.22001 & 16004
A. INTRODUCTION
The City of San Clemente (City) is seeking proposals from qualified Consultants to monitor the mitigation area according to the guidelines set forth in Habitat Mitigation Plan (HMP) and prepare annual reports documenting the progress of the restoration area.
B. BACKGROUND
The Montalvo Canyon outlet drains an area of approximately 360 acres of a watershed in the southwest portion of the City, as shown on the location map. The outlet near the ocean and the nearby trail had experienced some erosion issues and needed improvements to prevent further erosion of the bluff. Prior to installation of the gabion baskets as a mitigation measure for further erosion, environmental permits had to be secured from the Army Corps of Engineers, Regional Water Control Board (RWQCB) and the California Coastal Commission (CCC), demonstrating that the proposed project has the least environmental impact. As part of the Coastal Development Permit (CDP) and RWQCB approval conditions, the City is required to perform and maintain, for five years, 0.13 acres of habitat restorations in the vicinity of the project per a Habitat Management Plan, upon completion of the Avenida Montalvo Canyon and Trail Improvement.
The habitat restoration generally consists of planting native plants and seeding, maintaining vegetation for five years, installation of temporary irrigation and removal of non-native plants.
RFQ - INSTRUCTIONS AND CONDITIONS
The Restoration Contractor will be responsible for conducting all maintenance activities (i.e., weeding, supplemental seeding, supplemental watering, and herbivore control) at the direction of environmental consulting firm as Restoration Ecologist. A qualified arborist/biologist/restoration ecologist must monitor and inspect the habitat restoration for five years, before the restoration is accepted by the California Coastal Commission and RWQCB.
The project is anticipated to start by the end of November 2024. The restoration will take approximately 5 years following seeding and planting to achieve the performance standards.
C. PROJECT OBJECTIVES
Provide “Biological Monitoring” for the Avenida Montalvo Canyon and Trail Improvements Habitat Restoration, Project No. 26001 per Habitat Mitigation Plan.
D. SCOPE OF WORK
The Restoration Ecologist shall be responsible for monitoring the mitigation area according to the guidelines set forth in Habitat Mitigation Plan (HMP).
The Restoration Ecologist shall be familiar with all aspects of habitat restoration and native revegetation. The duties of the Restoration Ecologist shall include overseeing all aspects of work performed by the Restoration Contractor. In addition, the Restoration Ecologist shall have the responsibility of documenting and reporting the progress of the developing native plant communities to the City, the California Department of Fish and Wildlife (CDFW), United States Army Corps of Engineers (Corps), and the California Coastal Commission (CCC) as well as making recommendations
RFQ - INSTRUCTIONS AND CONDITIONS
for achieving the performance standards. If necessary, the Restoration Ecologist may also prescribe remedial measures.
The scope of work items required for the Biological Monitoring and Related Professional Services:
• Inspection
Inspection by the Restoration Ecologist shall be required for each phase of work listed below. In addition, the Restoration Ecologist shall inspect the site more frequently, if necessary, to ensure that the site is continuously in compliance with these specifications. Inspections shall be required for the following phases of work:
o Following the grading effort
o During marking of container plant/cutting locations
o Following the auguring of container plant/cutting holes (prior to planting)
o During watering-in and planting of container plants/cuttings o Following container plant/cutting installation
o During broadcast seeding
o Monthly throughout the 120-day establishment period
• Performance Monitoring
The Habitat Restoration Plan requires that the site be monitored until the performance standards have been met. The Restoration Ecologist shall perform the 5 years of monitoring immediately following installation as follows:
o Initial inspections during the 120-day establishment period. The Restoration Ecologist will visit the site on a monthly basis to examine the restoration area and evaluate the established success of the seeding and container plants. Quarterly inspections during the 5-year of maintenance
o Quarterly inspections of the sites will be conducted to assess the condition of the restoration areas and to determine maintenance activities, as necessary. However, more frequent site visits may be necessary if any unforeseen problems occur.
o To evaluate the sites relative to the performance standards, the sites will be visited on an annual basis for 5 years following installation or until the performance standards are met, whichever occurs sooner. o Data will be collected on an annual basis in the spring. The assessment consists of collecting data along 25-foot point-intercept
RFQ - INSTRUCTIONS AND CONDITIONS
transects (data collected at 1-foot intervals) within the restoration areas to determine percent cover.
• Prepare Annual Reports
In accordance with the HMP, the Restoration Ecologist will prepare annual reports documenting the progress of the restoration area. As-built report and 5 annual monitoring reports submitted to CCC and Corps. These reports will specifically document the restoration areas progress toward achieving the performance standards. Annual reports will be prepared at the end of the growing season. These reports will evaluate the performance of the container plants and seeding in accordance with the HMP and will contain periodic photographs of the sites, documenting the sites’ progress from established photo points. The reports will also identify any corrective actions necessary to achieve the performance standards. These reports will be submitted in draft form to City for review and in final form incorporating City’s comments, with copies submitted to City, the Restoration Contractor, and the associated resource agencies mentioned above as prescribed in the HMP.
• Meeting and Coordination
o Meeting with city staff once a month during 5-year period.
E. DELIVERABLES
The contractor is responsible for deliverables as defined by each specific project scope of work and agreement.
o Documenting and reporting the progress of the developing native plant communities to the City, the California Department of Fish and Wildlife (CDFW), United States Army Corps of Engineers (Corps), and the California Coastal Commission (CCC) as well as making recommendations for achieving the performance standards. o As-built report and 5 annual monitoring reports submitted to CCC and Army Corps of Engineers.
F. ATTACHMENTS
1. Location Map
2. Habitat Mitigation Plan (HMP)
3. Typical “Professional Consultant Services Agreement”
4. Montalvo Record Drawings-For Information Only
RFQ - INSTRUCTIONS AND CONDITIONS
CITY OF SAN CLEMENTE
REQUEST FOR QUALIFICATION
BIOLOGICAL MONITORING AND RELATED PROFESSIONAL SERVICES
CONTRACT
FOR
THE AVENIDA MONTALVO CANYON AND TRAIL IMPROVEMENTS
HABITAT RESTORATION,
PROJECT NOS.22001 & 16004
INSTRUCTIONS AND CONDITIONS
The following instructions and conditions apply to this RFQ.
A. GENERAL CONDITIONS
1. Pre-Contractual Expenses
Pre-contractual expenses are defined as expenses incurred by the Professional Services Consultants (contractor) in:
• Preparing a proposal in response to this RFQ
• Submitting that proposal to the City of San Clemente
• Negotiating with the City of San Clemente on any matter related to this RFQ, proposal and/or contractual agreement
• Any other expenses incurred by the contractor prior to the date of an executed contract
The City of San Clemente shall not, in any event, be liable for any precontractual expenses incurred by any contractor. In addition, no contractor shall include any such expenses as part of the price proposed to conduct the scope of work for this project.
2. Authority to Withdraw RFQ and/or Not Award Contract
RFQ - INSTRUCTIONS AND CONDITIONS
The City of San Clemente reserves the right to withdraw this RFQ at any time without prior notice. Further, the City makes no representations that any agreement will be awarded to any contractor responding to this RFQ. The City expressly reserves the right to postpone the opening of proposals for its own convenience and to reject any and all proposals in response to this RFQ without indicating any reasons for such rejection(s).
3. Pricing Approach
The City of San Clemente intends to award a fixed price contract for the conduct of this project. In no event shall the City pay an amount in excess of the dollar value negotiated in the contractual agreement with the successful contractor. Please note, the City will not pay for any travel time for the contractor’s staff arriving to the project site.
4. Right to Reject Statement of Qualifications
The City of San Clemente reserves the right to reject any or all proposals submitted. Any award made for this engagement will be made to the contractor which, in the opinion of the City, is best qualified to conduct the project.
5. Statement of Qualification Evaluation Criteria
Proposals will be evaluated on the basis of their response to all provisions of this RFQ. The City of San Clemente may use some or all of the following criteria in its evaluation and comparison of proposals submitted. The criteria listed are not necessarily an allinclusive list. The order in which they appear is not intended to indicate their relative importance:
a. Previous experience
b. Demonstrated record of success on work previously performed for the City or similar work performed for others
c. Project Lead
d. Educational background of project lead and staff
e. Staff to perform work within the specified time
RFQ - INSTRUCTIONS AND CONDITIONS
f. Methodology proposed to accomplish the work
g. Ability to make effective public presentations of the report and/or design required
h. Ability to work effectively with City staff, other public agencies and related parties as directed during the course of the design, study or other services
i. Pertinent new ideas which may be presented during the course of the selection process
j. Adequate knowledge of local conditions
k. Availability, experience and knowledge of all subcontractors hired to complete the job or study
l. Additional work performed by the contractor which may have a direct and substantial physical relationship or conflict to the proposed project
m. Retention of original contractor on projects modified due to the original contractor’s detailed knowledge of the work or on the grounds of cost
n. Previous history of completing projects within budget and design estimates
o. Ability to furnish adequate and effective construction supervision p. Consideration for contractors currently working with a major developer in the City for work within or adjacent to the major development project
B. PROPOSAL FORMAT AND CONTENT
Proposals should be typed as brief as possible. They should not include any elaborate or unnecessary promotional material. The following order and content of proposal sections should be adhered to by each contractor.
I. Cover Letter
RFQ - INSTRUCTIONS AND CONDITIONS
A cover letter not to exceed three pages in length should summarize key elements of the contractor’s proposal. The letter must be signed by an individual authorized to bind the contractor. The letter must stipulate that the proposed price will be valid for a period of at least 90 days. Indicate the address and telephone number of the contractor’s office located nearest to San Clemente, California, and the office from which the project will be managed.
II. Background and Approach
The Background and Approach Section should describe your understanding of the City, services offered, and the objectives to be accomplished.
III. Methodology
This section should clearly describe the methodology or methodologies you plan to use to carry out the specific work tasks described in the Work Plan.
IV. Work Plan
Include any other geotechnical and materials testing tasks or services that you feel are necessary or beneficial to accomplish the work described but are not included in this request for qualifications.
V. Project Organization and Staffing
Describe your approach and methods for managing the project.
Provide an organization chart showing all proposed project team members. Describe the responsibilities of each person on the project team. Identify the Project Director and/or Manager and the person who will be the key contact with the City of San Clemente. Indicate how many hours each team member will devote to the project by task, along with a statement indicating the availability of the members of the project team for the duration of the project. Include resumes for each member of the project team. Include information and staff support required from City personnel. If utilizing a City-paid
RFQ - INSTRUCTIONS AND CONDITIONS
intern is possible to address data collection or routine work assignments, identify that opportunity and related cost savings.
VI. Related Experience
Describe recent, directly related experience. Include on each listing: the name of the client; description of the work done; primary client contact; address and telephone number; dates for the project; name of the Project Director and/or Manager and members of the proposed project team who worked on the project, as well as their respective responsibilities.
At least three references should be included. For each
reference, indicate the reference's name, organization
affiliation, title, complete mailing address and telephone number. The City of San Clemente reserves the right to contact any of the organizations or individuals listed.
VII. Project Schedule
Provide a schedule for completing each task in the work program, including deadlines for preparing all project
deliverables.
VIII. Cost Data
Indicate the total cost for which you will conduct the project by phase. Identify by project team member: name, classification, and the number of hours each member will spend on each work task. Indicate separately, total cost for fees and expenses, including any proposed fee discount.
IX. Statement of Compliance
Contractors must submit a Statement of Compliance with all parts of the Request for Proposal and Draft Agreement terms and conditions, or a listing of exceptions and suggested changes, along with a description of any cost implications or schedule changes the exceptions and/or changes cause. The Statement of Compliance must declare either:
RFQ - INSTRUCTIONS AND CONDITIONS
A. This proposal is in strict compliance with the Request for Proposal and Draft Agreement and no exceptions to
either are proposed; or
B. This proposal is in strict compliance with the Request for Proposal and Draft Agreement except for the items listed.
For each exception and/or suggested change, the
contractor must include:
1. The suggested change in the RFQ or rewording of
the contractual obligations.
2. Reasons for submitting the proposed exception or
change.
3. Any impact the change or exception may have on
project costs, scheduling or other considerations.
X. Other Information
Include any other information you consider to be relevant to the statement of qualifications.
XI. Consultant agrees that in carrying out its responsibilities under this agreement, and in particular with regard to the employment of persons and sub-contractors working on the project, it will not discriminate on the basis of race, color, creed, national origin, religion, sex, age, or handicap. In the event any of the work performed by consultant hereunder is sub-contracted to
another person or firm (with approval of the City as required herein), sub-contract shall contain a similar provision.