REQUEST FOR QUALIFICATIONS (RFQ) FOR
ON-CALL PLANNING SERVICES
CITY OF SAN JACINTO REQUEST FOR
Qualifications for On-Call Planning Services
Issuance Date: June 3, 2025
Closing Date and Time: June 23, 2025, 11:00 PM (PST)
Submittal Location: PlanetBids Only
Contact Person: Travis Randel
Deputy City Manager
595 South San Jacinto Avenue
San Jacinto, CA 92583
(951) 487-7330
[email protected]
On-Call Planning Services Request for Proposals
INTRODUCTION
The City of San Jacinto (City) is seeking to pre-qualify professional Planning Consultants (Consultants) to provide on-call, as-needed support to augment City staff in the review and processing of development projects. Consultants will serve as an extension of staff, functioning as Project Planners for assigned development applications, including project management, entitlement processing, environmental review oversight, technical analysis, and preparation of environmental documents, staff reports and presentations. Consultants must possess the expertise, knowledge, and experience equivalent to that of a Senior or Principal Planner in a California public agency setting.
San Jacinto continues to experience record levels of development interest and private investment across residential, commercial, and industrial sectors. With several major Specific Plans, large-scale subdivisions, and complex commercial and industrial projects anticipated over the next five years, the City is seeking qualified firms to support this growth while maintaining the high level of service expected by applicants, stakeholders, and the community. In addition to general entitlement processing, the City anticipates the need for specialized services including the management of Specific Plan efforts, environmental review under CEQA, and other complex planning projects requiring dedicated project management resources.
The City will evaluate all responses and establish two qualification tiers:
• Highly Qualified – Firms demonstrating extensive experience and capacity to manage complex projects with minimal oversight.
• Qualified – Firms demonstrating acceptable experience and capacity to provide project support on a case-by-case basis.
The list will remain valid for a period of five (5) years following City Council approval, through June 30, 2030, with the Highly Qualified list receiving priority when issuing task orders for future planning projects.
The City intends to present the recommended lists to the San Jacinto City Council for approval on July 15, 2025.
On-Call Planning Services Request for Proposals
ABOUT THE CITY
Founded in 1870 and incorporated in 1888, the City of San Jacinto is one of Riverside County’s oldest incorporated cities. Historically rooted in agriculture, ranching, and tourism, San Jacinto has transformed over the past several decades into a vibrant and growing community with a diverse economic base. While the community honors its agricultural heritage, the City’s economy now includes housing development, logistics, manufacturing, retail, healthcare, and education.
San Jacinto is located in the heart of the San Jacinto Valley, surrounded by scenic mountains and natural open spaces. With a population exceeding 60,000 residents, the City is one of the fastest-growing communities in Riverside County, supported by its affordability, quality schools, available land, and proximity to major transportation corridors including State Route 79, Interstate 215, and State Route 60.
Since 2016, the City has approved thousands of new housing units, facilitated recordsetting private investment, and advanced major Specific Plans and commercial centers that are reshaping the local economy. San Jacinto is home to Mt. San Jacinto College, a regional community college serving over 20,000 students, and Soboba Casino Resort, a regional entertainment destination operated by the Soboba Band of Luiseño Indians.
With an active development pipeline that includes residential master-planned communities, commercial centers, logistics projects, and industrial developments, the City is experiencing unprecedented levels of development interest. This growth requires supplemental professional planning services to ensure that the City maintains a high level of service to applicants, the community, and decision-makers.
San Jacinto is committed to smart growth, sustainable development, and fostering a business-friendly environment while preserving the community’s character and quality of life.
On-Call Planning Services Request for Proposals
PURPOSE
The purpose of this Request for Qualifications (RFQ) is to identify and pre-qualify experienced planning consultants to provide on-call, project-specific planning services to the City of San Jacinto on an as-needed basis. The City is not seeking general day-to-day staffing support, but rather highly qualified consultants capable of managing complex, large-scale, or time-sensitive projects that require dedicated expertise and resources beyond current staff capacity.
Examples of anticipated services include:
• Acting as the Project Manager for large entitlement applications such as Annexations, Specific Plans, Specific Plan Amendments, General Plan Amendments, and complex development proposals.
• Overseeing environmental review processes in compliance with the California Environmental Quality Act (CEQA), including management of subconsultants providing technical and environmental services. • Providing specialized planning support for major residential, commercial, industrial, or mixed-use projects that require significant coordination with City staff, developers, stakeholders, and regulatory agencies.
This RFQ will result in the establishment of two consultant lists:
• Highly Qualified – Firms with demonstrated expertise and capacity to manage complex projects with minimal oversight.
• Qualified – Firms with acceptable qualifications to provide support services as needed.
Both lists will remain active for five (5) years, with the possibility of a two (2) year extension at the City’s discretion.
The City will utilize these lists, starting with Highly Qualified firms, to issue task orders for specific projects based on the City’s operational needs and the nature of the development application.
On-Call Planning Services Request for Proposals
SCOPE OF SERVICES
Consultant(s) shall provide on-call professional planning services to support the City on a task-order basis. Services will generally relate to specific development applications, policy projects, or special assignments and are intended to supplement City staff capacity.
Upon identifying a project or need, the City will provide the Consultant(s) with project materials and a requested scope of work. Consultant(s) shall provide a detailed proposal including task descriptions, estimated hours, and costs based on their approved rate schedule. The City will then negotiate a scope, budget, and timeline before issuing a Notice to Proceed.
Consultant services may include, but are not limited to, the following:
1. Development Application Processing
• Act as the City’s Project Planner for assigned discretionary and ministerial applications, serving as the primary point of contact for applicants and managing all aspects of the review process.
• Coordinate internal and external review, issue completeness letters, and prepare conditions of approval.
2. Entitlement and Policy Project Management
• Manage large-scale and complex projects including, but not limited to, Specific Plans, Specific Plan Amendments, General Plan Amendments, Zone Changes, Planned Developments, Master Tentative Maps, Annexations, and related environmental reviews.
3. Environmental Review Oversight
• Serve as the City’s Environmental Project Manager for projects requiring CEQA or NEPA compliance, managing the work of environmental subconsultants, ensuring legal defensibility, and providing technical review of environmental documents.
• Peer-review technical studies and environmental documents on behalf of the City.
4. Technical Review and Policy Analysis
• Conduct project-level and policy-level analysis to ensure compliance with:
• The General Plan, Specific Plans, Zoning Ordinance, and other applicable codes and policies.
• Regional, state, and federal requirements including CEQA, SB 330, Housing Element Law, SB 35, VMT regulations, and other applicable laws.
5. Staff Report and Resolution Preparation
• Prepare draft and final staff reports, resolutions, and ordinance language for presentation to the Director, Planning Commission, and/or City Council.
6. Meeting Participation and Public Presentations
On-Call Planning Services Request for Proposals
• Attend and present at internal meetings, applicant meetings, public hearings, and community workshops, as requested.
7. Interdepartmental and Interagency Coordination
• Facilitate coordination with other City departments (Engineering, Public Works, Building, Fire), outside agencies (Caltrans, Riverside County Flood Control, EMWD, etc.), and stakeholders to resolve project issues.
8. Subconsultant Management
• Manage subconsultants providing specialized technical services, such as traffic analysis, environmental review, or architectural peer review, ensuring timely and coordinated deliverables.
9. Records Management and Project Documentation
• Maintain complete project records, including all correspondence, reports, plans, and other materials in formats compatible with the City’s permit management system (Tyler Technologies - EPL/ EnerGov).
10. Special Projects and Assignments
• Assist with special projects such as updates to City codes, policies, design guidelines, and housing-related compliance efforts.
MINIMUM QUALIFICATIONS
To be considered for placement on the City’s Highly Qualified or Qualified consultant lists, firms must clearly demonstrate the following minimum qualifications and professional capabilities:
1. Professional Experience
• Demonstrated experience providing professional planning services to California public agencies, including municipal, county, or regional governments.
• Experience serving in a role equivalent to a Senior or Principal Planner, including the ability to manage complex entitlement and policy projects with minimal supervision.
• Proven success managing large-scale development applications, including but not limited to:
o Specific Plans and Specific Plan Amendments
o General Plan Amendments
o Planned Developments / Master Plans
o Mixed-Use, Commercial, Industrial, and Residential Projects o Large-scale subdivisions (Tentative Tract and Parcel Maps)
2. Environmental Review and CEQA Management
• Extensive knowledge of the California Environmental Quality Act (CEQA) and related environmental laws.
• Experience managing environmental consultants and coordinating the preparation of CEQA documents including EIRs, MNDs, and ND/IS. • Ability to provide technical review and legal defensibility assessment of On-Call Planning Services Request for Proposals
environmental documents.
3. Policy and Regulatory Knowledge
• Strong understanding of:
o California Planning and Zoning Law
o Permit Streamlining Act
o Housing Element Law and SB 330
o VMT Analysis Requirements
o SB 35 and Housing Accountability Act
o Other relevant federal, state, and regional regulatory frameworks.
4. Project Management and Communication Skills
• Ability to provide comprehensive project management, including:
o Client and stakeholder coordination.
o Task and schedule management.
o Budget monitoring and reporting.
• Strong written and verbal communication skills, including:
o Preparing clear and professional staff reports, presentations, and correspondence.
o Presenting effectively before decision-making bodies such as Planning Commissions and City Councils.
5. Technology Proficiency
• Familiarity with electronic permit management systems, ideally Tyler Technologies – EPL/EnerGov or similar platforms.
• Ability to manage and submit documents electronically, including markups, reports, and exhibits.
6. Insurance and Business License Requirements
• Ability to provide evidence of required insurance coverage in accordance with the City’s standard contract requirements, including:
o Commercial General Liability.
o Professional Liability (Errors and Omissions).
o Workers' Compensation.
o Automobile Liability.
• Ability to obtain and maintain a City of San Jacinto Business License prior to commencement of work.
7. Legal and Ethical Standards
• Disclosure of any conflicts of interest, including relationships with City officials, employees, or their families.
• Disclosure of any pending litigation, claims, or investigations that may impact the firm’s ability to perform services.
On-Call Planning Services Request for Proposals
INQUIRIES
Consultants are encouraged to carefully review this RFQ and promptly notify the City of any inconsistencies, omissions, or ambiguities that may affect the preparation of a responsive submittal.
Questions and Requests for Clarification
All questions or requests for clarification regarding this RFQ must be submitted in writing through the City’s electronic bidding portal PlanetBids at:
https://www.sanjacintoca.gov/government/bidsProposals
The deadline for submitting questions is June 16, 2025, at 11:00 AM (PST).
Responses to all questions will be posted on the City’s PlanetBids portal. Questions resulting in changes to the RFQ may result in an addendum, at the City’s discretion.
It is the responsibility of each Consultant to check for and review any posted addenda prior to submitting their qualifications.
Contact Limitation
To ensure a fair and transparent process, Consultants shall not contact or attempt to influence any member of the San Jacinto City Council, City officials, employees (except as identified in this RFQ), or City agents regarding this RFQ or the selection process. Any attempt to influence or circumvent the process may result in disqualification.
Contact Person for RFQ Process
All inquiries must be submitted via PlanetBids. Direct contact outside of PlanetBids is not permitted. However, for technical assistance with the PlanetBids system, you may contact:
Travis Randel
Deputy City Manager – Development Services
City of San Jacinto
595 South San Jacinto Avenue
San Jacinto, CA 92583
(951) 487-7330
[email protected]
On-Call Planning Services Request for Proposals
SELECTION TIMELINE
The following schedule has been established for the RFQ process. The City reserves the right to adjust the schedule as necessary or extend any deadline with proper notice to all registered firms through PlanetBids.
Milestone Date
RFQ Issuance June 3, 2025
Deadline for Written Questions (via PlanetBids) June 16, 2025, by 11:00 AM (PST) RFQ Submittal Deadline June 23, 2025, by 11:00 PM (PST)* City Council Consideration of Consultant List July 15, 2025 (Tentative) Notification to Selected Firms Following City Council Approval *Please note that the City is closed on Fridays. Responders are encouraged to submit their proposal and qualifications early to allow time to address technical issues with submittal. Late submittals will not be accepted.
The City Council retains the discretion to approve, modify, or reject the recommended Consultant Lists at its sole discretion.
All updates to this schedule will be posted as Addenda on the City’s PlanetBids portal.
SUBMITTAL INSTRUCTIONS
Submittal Format
All submittals must be prepared electronically and submitted only through the City’s online bidding platform, PlanetBids. No paper, email, or faxed submittals will be accepted.
PlanetBids Registration and Submittal Portal:
https://www.sanjacintoca.gov/government/bidsProposals
Submittal Deadline
All qualifications must be submitted no later than 11:00 PM (PST) on June 23, 2025.
It is the sole responsibility of each Consultant to ensure their submittal is complete and received by the due date and time. Late submissions will not be considered, regardless of the reason, including technical difficulties. Consultants are strongly encouraged to complete their upload well in advance of the deadline.
On-Call Planning Services Request for Proposals
Required Submittal Components
Each proposal shall consist of the following two (2) parts, uploaded as separate files in PlanetBids:
• Technical Qualifications Package
• Billing Rates Sheet
Proposal Format Requirements
Limit the Technical Qualifications Package to 80 single-sided pages, excluding cover letter, table of contents, and section dividers. Proposals should be clear, concise, and organized to facilitate the evaluation process.
All submitted documents must be in PDF format.
City Rights and Reservations
The City reserves the right to waive minor irregularities, reject any or all submittals, and modify or cancel this RFQ process at any time.
Any modifications to this RFQ will be issued as an Addendum and posted on PlanetBids. It is the Consultant’s responsibility to ensure receipt and review of all addenda.
On-Call Planning Services Request for Proposals
QUALIFICATIONS PACKAGE FORMAT
To maintain consistency across all submittals and facilitate efficient evaluation, Consultants must submit the following two (2) separate packages via PlanetBids:
TECHNICAL QUALIFICATIONS PACKAGE (Limit to 80 single-sided pages, excluding cover letter, table of contents, and section dividers)
1. Cover Letter
• A brief letter signed by an authorized representative of the firm. • Summarize key qualifications, areas of expertise, and interest in providing oncall planning services to the City. • Identify key personnel expected to be assigned to City projects. • Include the name, title, phone number, and email address of the primary contact person.
2. Company Profile
• Provide general information about the firm, including:
o Full legal name, type of organization, and year established. o Location of headquarters and branch offices.
o Total number of employees and disciplines represented within the firm. o Summary of the firm’s qualifications and experience providing municipal planning services.
o Highlight experience working with California cities on similar projects.
3. Organization and Staffing
• Provide a detailed organizational chart showing the structure of the project team.
• Identify all proposed staff members, their roles, and areas of responsibility. • Include resumes for all key personnel, highlighting:
o Relevant project experience.
o Specific expertise in managing development applications, environmental review, and public agency coordination.
o Years of experience in public sector planning.
4. Description and Approach
• Demonstrate the firm’s understanding of:
o California planning processes, CEQA compliance, and municipal entitlement procedures.
o The City of San Jacinto’s development environment and operational needs.
• Provide a clear narrative outlining the firm’s approach to project management, client communication, task execution, and coordination with City staff, applicants, and outside agencies.
• Describe any specialized expertise or added value the firm offers that differentiates it from other consultants.
On-Call Planning Services Request for Proposals
5. Company Disclosures
• Fully disclose any past or current business or personal relationships with:
• Current or former San Jacinto elected officials.
• Current or former appointed officials or City employees. • Immediate family members of current or former City officials or employees. • Disclose any administrative proceedings, claims, lawsuits, or regulatory actions that may impact the firm’s ability to perform services for the City. • Note: Disclosure of such matters will not automatically disqualify a firm but allows the City to evaluate potential conflicts of interest.
6. Exceptions to Sample Agreement (Optional)
• Review the City’s Standard Agreement for Contractor Services (provided as Exhibit “A”).
• Identify any requested exceptions, providing specific language and justification for each exception.
• The City is not obligated to accept any exceptions. Proposals will be evaluated in part based on consistency with the City’s contract terms.
BILLING RATES SHEET (Submitted as a separate file)
1. Required Content:
• A complete schedule of hourly billing rates for all proposed classifications (e.g., Principal Planner, Senior Planner, Associate Planner, Project Manager, Clerical Support, etc.).
• Clearly identify any mark-up on reimbursable expenses (e.g., mileage, printing, subconsultant services).
• Proposed billing rates will remain in effect for the initial five-year contract term.
Any proposed rate escalation provisions, such as annual Consumer Price Index (CPI) adjustments or other fee increases, must be clearly specified in the Billing Rates Sheet at the time of proposal submission for City consideration. Proposals that do not include escalation provisions will be considered fixed for the entire contract term, and post-award adjustment requests will not be considered.
On-Call Planning Services Request for Proposals
SELECTION CRITERIA
All submittals determined to be responsive and complete will be evaluated by an internal City evaluation panel based on the following weighted criteria:
1. Responsiveness to RFQ Requirements
• Completeness, clarity, and organization of the proposal. • Compliance with page limits, formatting, and submittal instructions. • Inclusion of all required components listed in the RFQ. • Demonstration that the firm understands the City's needs and the requested scope of services.
• Ability to meet City contract terms with minimal exceptions.
Evaluation Considerations:
• Did the firm submit all requested materials on time?
• Is the proposal easy to understand and free of unnecessary filler? • Were all disclosures and exceptions (if any) clearly identified?
2. Qualifications and Experience of Firm and Key Personnel • Demonstrated experience providing on-call planning services to cities in California, particularly for high-growth or complex entitlement environments. • Relevant project examples showing successful delivery of Specific Plans, General Plan Amendments, CEQA oversight, master planned communities, and other complex projects.
• Experience managing multi-agency or multi-disciplinary projects, including coordination with engineering, public works, resource agencies, and legal teams.
• Expertise and qualifications of key personnel, including their roles on similar projects and familiarity with California land use law, CEQA, and development processes.
Evaluation Considerations:
• Does the firm have a proven track record with comparable cities or projects?
• Are the proposed personnel qualified and experienced in municipal planning?
• Has the firm demonstrated success in managing high-profile or sensitive projects?
On-Call Planning Services Request for Proposals
3. Proposed Project Approach and Understanding of City Needs • Clear and practical approach to providing high-quality planning services on an on-call, task-order basis.
• Understanding of the City’s operational environment, development context, and regulatory framework.
• Approach to communication, project management, problem-solving, and collaboration with City staff and stakeholders.
• Capacity and flexibility to respond quickly to City needs and deliver services on schedule and within budget.
Evaluation Considerations:
• Does the proposal outline an effective, realistic approach to supporting the City?
• Has the firm demonstrated an understanding of the City's growth challenges and opportunities?
• Does the firm describe how they will ensure responsiveness and accountability?
4. Past Performance and Client References
• Quality of services provided to other municipalities or agencies based on direct references.
• Record of meeting or exceeding client expectations for quality, timeliness, and cost control.
• Client feedback regarding the firm’s professionalism, reliability, and problemsolving capabilities.
Evaluation Considerations:
• Do references confirm the firm’s reliability and effectiveness? • Has the firm demonstrated a positive working relationship with other agencies?
• Has the firm delivered projects on time and within budget?
5. Billing Rates and Overall Value to the City
• Competitiveness and clarity of the hourly billing rates for all proposed staff. • Reasonableness of any proposed markups on reimbursable expenses. • Overall cost-effectiveness when balanced with the firm’s qualifications, expertise, and ability to deliver high-quality services.
On-Call Planning Services Request for Proposals
Evaluation Considerations:
• Are the proposed rates reasonable and consistent with industry standards?
• Does the proposal offer good value in relation to the firm’s qualifications and experience?
• Are rates fixed for the contract term or subject to adjustment? Evaluation Outcome and List Placement
Following the evaluation process, firms will be categorized as follows:
• Highly Qualified
o Demonstrates the strongest combination of qualifications, experience, technical expertise, and value.
o Capable of managing the most complex and sensitive projects with minimal oversight.
o Will receive first priority for task orders.
• Qualified
o Demonstrates acceptable experience and capacity to perform projectspecific work under City direction. o May require more frequent coordination with City staff. o Will receive second priority for task orders.
• Non-Responsive
o Fails to meet minimum qualifications, does not provide complete or timely submittal, or is otherwise ineligible for consideration.
The On-Call Consultant List will be valid for five (5) years, with an optional two (2) year extension at the City’s discretion. Firms may be removed from the list at any time for poor performance, failure to maintain insurance, or other just cause. The maximum contract limit for any single firm over the life of the contract is $1,000,000, unless otherwise authorized by the City Council.
On-Call Planning Services Request for Proposals
CONTRACT DOCUMENTS
Agreement Requirement
By submitting a proposal, Consultants acknowledge and agree to enter into the City’s Standard Agreement for Contractor Services, provided as Exhibit “A” to this RFQ, without material changes unless specifically identified in their proposal as Exceptions to Agreement Terms. The City reserves the right to reject or negotiate any requested exceptions, but is not obligated to accept any deviations from the standard terms.
Order of Precedence
If a conflict arises between the executed Agreement, this RFQ, or the Consultant’s proposal, the following order of precedence shall apply:
1. Executed Agreement with the City of San Jacinto
2. This Request for Qualifications (including any addenda)
3. Consultant’s Submitted Proposal
Required Documents Prior to Execution
Following City Council approval of the recommended Consultant List, the City will issue a Notice of Intent to Award to selected firms. The following documents must be submitted to the City within fourteen (14) calendar days of the Notice:
1. One (1) Signed Agreement
o Fully executed by an authorized representative of the Consultant.
2. Certificates of Insurance
o Evidence of required insurance coverage, including:
▪ Commercial General Liability
▪ Automobile Liability
▪ Workers' Compensation and Employer's Liability
▪ Professional Liability (Errors and Omissions)
o Additional Insured Endorsements naming the City of San Jacinto, its officers, officials, employees, and agents as additional insureds on applicable policies.
3. City of San Jacinto Business License
o Proof of a valid business license to conduct work within the City.
On-Call Planning Services Request for Proposals
Commencement of Work
Consultants may not begin work until:
• The Agreement has been fully executed by both parties. • The City has received and accepted all required insurance documentation. • A Notice to Proceed has been issued by the City for the specific task or assignment.
CONTRACT EXECUTION, INSURANCE, AND CANCELLATION
Consultant List Placement and Contract Execution
Placement on the Qualified Consultants List or Highly Qualified Consultants List does not constitute a contract award or guarantee the issuance of work. Rather, it prequalifies firms for future consideration when the City identifies a need for services.
When the City identifies a project or task requiring consultant services, the City will:
1. Select the most appropriate firm from the Qualified or Highly Qualified List.
2. Negotiate a Scope of Work, Fee, and Schedule specific to that project or task.
3. Execute a Professional Services Agreement covering the entire remaining term of the Consultant List, subject to task-specific authorizations through Notices to Proceed.
A fully executed Agreement will be required before any work may begin. This Agreement will govern all future task orders issued to the selected firm for the duration of the Qualified Consultants List, unless otherwise terminated or amended by mutual agreement.
On-Call Planning Services Request for Proposals
Failure to Execute
Failure to submit the required Agreement, insurance, or business license within the specified timeframe may result in cancellation of the intended contract award and selection of another firm from the Qualified Consultants List.
Insurance Requirements
Insurance must:
• Meet all requirements outlined in the Standard Agreement. • Be submitted within fifteen (15) calendar days of the Notice of Intent to Award a contract for services.
• Remain active for the duration of the Agreement and any authorized extensions.
On-Call Planning Services Request for Proposals
City’s Right to Cancel or Reject
The City retains the sole discretion to:
• Cancel this RFQ process at any time.
• Reject any or all proposals.
• Terminate or revise the Consultant List or contract negotiation process if determined to be in the City’s best interest.
No obligation exists on the part of the City to award contracts or guarantee any specific amount of work as a result of this RFQ.
CLOSING STATEMENT
The City of San Jacinto appreciates your interest in providing professional planning services to support the City’s continued growth and development. This Request for Qualifications (RFQ) represents an important opportunity to partner with the City in delivering high-quality, responsive, and efficient planning services to the community.
By submitting a response, you acknowledge your firm’s understanding of the City’s needs, acceptance of the City’s Standard Agreement (unless exceptions are clearly stated), and agreement to comply with all requirements set forth in this RFQ.
Placement on the Qualified or Highly Qualified Consultants List does not guarantee the award of work. The City reserves the right to select the most appropriate consultant for each project or task based on the City’s operational needs, the scope of the project, and the qualifications of the consultants on the approved lists.
The City of San Jacinto reserves the right to:
• Reject any or all proposals,
• Modify or cancel this RFQ process at any time,
• Remove consultants from the Qualified List for cause, • Award contracts only when a specific need arises.
Thank you for your interest in working with the City of San Jacinto. We look forward to reviewing your qualifications.