HomeMy WebLinkAbout11/19/1991, C-3 - OPEN SPACE FINANCIAL ANALYSIS REQUEST FOR PROPOSAL AND QUALIFICATIONS (RFQ/RFP) iiie�l�Nu►(�iIIIIIIIIU►'�III I111U City of San LUIS oaISpo
NNIMMMMOMM COUNCIL AGENDA REPORT
Page 2 -- Open Space Financing
FISCAL IMPACT:
The budget for the Open Space Element includes $25, 000 for a
financial analysis, i.e. , to provide technical data regarding open
space financing mechanisms. The attached RFQ/RFP is consistent
with the assigned budget..
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OTHER ALTERNATIVES:
a. That the City Council:
1. Direct staff to revise the Open Space Financing RFQ/RFP
to include additional work items. [If the RFQ/RFP's work
scope is expanded, the budget for this item may also need
to be increased. ]
3. Have the Finance Department complete the financial
analysis. [Due to Finance's current workload the study's
completion may be delayed if this option is chosen. ]
Attachment:
Exhibit 1 - Financial Analysis For Open Space Acquisition RFQ/RFP
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990 Palm Street/Post Office Box 8100 • San Luis Obispo, CA 93403.8100
EXHIBIT 1
November 22, 1991
REQUEST FOR CONSULTANT QUALIFICATIONS AND PROPOSALS
FINANCIAL ANALYSIS
FOR OPEN SPACE ACQUISITION
CONTACT PERSON:
Jeanette Di Leo, Long Range Planner
(805) 781-7162
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TABLE OF CONTENTS
Page
I. INTRODUCTION 1
II. BACKGROUND 1
III. SCOPE OF WORK 2
IV. BUDGET 4
V. QUALIFICATIONS/PROPOSALS EVALUATION
AND SELECTION PROCEDURES 4
VI. PROPOSAL REVIEW SCHEDULE 6
VII. SUBMISSION REQUIREMENTS 6
VIII. PRE-PROPOSAL CONFERENCE AND CORRESPONDENCE
REGARDING THE RFP/RFQ 8
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RFQ/RFP
Financial Analysis
Open Space Acquisition
SUBJECT: Request for Qualifications and Proposals for a financial study which assesses the
best way to finance an open space program within the City of San Luis Obispo.
I. INTRODUCTION
The City of San Luis Obispo requests consultants to submit their qualifications and
proposals to conduct a financial study assessing various methods for financing a City Open
Space Program. The work covered by this Request for Qualifications and Proposals
(RFQ/RFP) will require the consultant to:
a. Identify open space funding sources and estimate potential revenues for each source
(10-year forecast period).
b. Evaluate opportunities and constraints for establishing/using each funding source.
c. Review the City's Capital Improvement Plan and evaluate long-term competition for
revenue sources identified.
d. Estimate the unit cost of commercial, industrial, residential, agricultural, etc. lands
within the City and its Planning Area.
e. Recommend a ten-year open space funding program which identifies each funding
source, its potential revenue, and requisite implementation measures.
Consultants with qualifications in finance, economics, and/or economic planning are
required. The City prefers an approach with the fewest number of individuals necessary
to accomplish this work.
II. BACKGROUND
The City of San Luis Obispo presently has a population of approximately 42,000,
encompassing an area of about 9.5 square miles. The City's Planning Area, located outside
the City limits, incorporates an area of roughly 150 square miles.
The City of San Luis Obispo is in the process of updating its Open Space Element. This
update will identify open space lands within and outside the City (within the Planning
Area) which should be preserved and protected as open space. Resources identified as
open space within the City will likely include creek corridors, hillsides, and sensitive
resource areas (e.g., oak woodlands, etc.). Within the Planning Area, lands that the City
will be interested in preserving as open space would include a greenbelt around the City's
perimeter, in addition to preservation of important agricultural lands, significant viewsheds,
and sensitive or unique resources.
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RFQ/RFP
Financial Analysis
Open Space Acquisition
In order protect and preserve open space resources, the City must identify revenue sources.
Presently the only revenue source available is monies from the City's general fund. The
City has determined that a successful open space program will need alternative funding
mechanisms.
III. SCOPE OF WORK
Phasing of Work
The City intends for this work to start in January, 1992. The tentative phasing and schedule
is as follows:
Task Time KKcy Timin
Allowed Participants
Kick-off Meeting 1 day C, P, F 01/92
Review Existing
Information 2 weeks C, F, A 02/92
Review Funding
Options 2 weeks C, P, F 02/92
Meeting to Discuss
Alternatives 1 day C, P, F, A 02/92
Draft Report Prepared
by Consultant 3 weeks C 03/92
City Review 2 weeks P, F, A 04/92
Final Report Due 2 weeks C 04/92
C = Consultant, P = Community Development Department, F = City Fmmance Department, A = Cay Administration
The City reserves the right to revise the sequence of any task or subtask, and/or delete
any task or subtask at any time prior to authorizing the consultant to proceed on those
tasks and subtasks.
The City prefers that the project be completed in a professional and thorough manner,
rather than within a specific time frame. Nonetheless,it is expected that final documents
will be completed within approximately three months of the award of an agreement for
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RFQ/RFP
Financial Analysis
Open Space Acquisition
services so as to permit timely review by the Open Space Element Advisory Committee
and incorporation into the Open Space Element.
TASK 1: Review Information
The consultant would review present land use criteria and existing city finances to
determine what level of open space could be acquired through present regulations and
revenues. This would include a review of the City's Capital Improvement Plan and
funding forecasts.
TASK 2: Funding Mechanisms
The consultant would review funding sources in terms of current and future potential
revenue generation, and ability of the city to borrow against these funds for immediate
open space purchases. The city, with input from the consultant, shall determine what
financing mechanisms will be evaluated.
The following are examples of funding mechanisms that would be evaluated:
a. County sales tax increase;
b. City impact fees;
c. City property transfer tax;
d. City Assessment District;
e. A bond measure; and/or
L Other options or combinations of financing methods.
TASK 3: QUportunities and Constraints
The consultant would assess benefits and constraints for establishing/using each funding
source or combination of sources (including, but not limited to the amount of revenue
generated). Benefits would include ease of implementation, ease of administration,
etc.; constraints would include such aspects as unreliability of funds, 2/3 voter approval,
etc.
TASK 4: Evaluate Land Costs In the Area
The consultant shall evaluate what land area could be purchased under various scenarios
based on current residential, agricultural, commercial, industrial, etc. land prices.
General figures would be used considering various land cost components.
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RFQ/RFP
Financial Analysis
Open Space Acquisition
TASK 5: ReDOrt
Subtask 1: Draft Report
A draft report shall be submitted to the City for review prior to proceeding to the final
report. The consultant shall submit 5 (five) copies of the report in draft form for City
staff review and comment. The consultant shall amend the draft report as may be
necessitated.
The draft report shall include, but is not limited to those components discussed under
Tasks 2 through 4. In addition, the report shall contain recommendations regarding what
funding sources should be employed, and when implementation should occur.
Subtask 2: Final Rem
One camera-ready, fully reproducible copy of the final approved report shall be
submitted within 10 (ten) working days of the consultant receiving the city's comments
on the draft report
TASK 6: OPTIONAL TASK: Participation in Advisory Forums
After completion of the study, the consultant may be required to present aspects of the
report to the Open Space Element Advisory Committee, the Planning Commission, the
Parks and Recreation Commission, and/or the City Council. At the City's option and
direction, on a time and materials basis, the consultant would participate in these
meetings. Topics would be relevant to the financial analysis. Although this is identified
as an optional task, consultant proposals should include cost estimates for at least two
public meetings.
IV. BUDGET
Services will be billed on the basis of actual time and materials expended. In no event
shall the maximum total charges exceed $25,000. The consultant shall submit invoices
monthly and inform the City's Project Manager when 75 percent of the maximum total
charges are reached in order to give the City advance notice prior to approaching the
mxitn„m budget A maximum of seventy-five percent of the maximum charges shall be
payable upon delivery of the draft report, the remaining 25 percent of the maximum
charges shall not be payable until a final report has been delivered to the City.
V. QUALIFICATION&ROPOSALS EVALUATION AND SELECTION PROCEDURES
Initial Screening
To be eligible for further consideration, consultant's qualifications and proposals must
meet the following criteria upon submission. Failure to meet these will result in
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Financial Analysis
Open Space Acquisition
disqualification.
a. Qualifications/Proposals must comply with the submission requirements set forth in
Section VII of this RFQ/RFP.
b. At least one principal member of the consultant team must have finance, economics,
and/or economic planning experience.
Evaluation of Oualifications/Proposals
Qualifications/Proposals which pass the foregoing initial review will be evaluated by a
panel consisting of City staff. Each member of the panel will score each of the
consultant's qualifications, the scores of the panel will then be totaled.
The panel will assess consultant's qualifications based on the following:
Distribution
of Points
a) Proposal Quality & Responsiveness to RFP 20
b) Consultant Team Experience 20
c) Team's Ability to Carry Out Required Work 20
d) Understanding of the Project 20
e) Project Approach and Organization 20
f) Contract Cost =2
TotalPoints..........................................................._................120
Contract Award
Based on the ranking noted above, the City anticipates negotiating a time and materials
contract with the consultant obtaining the highest score. If the City and the first ranked
consultant cannot reach an agreement regarding the terms of the contract, the City will
negotiate with the second highest scoring consultant, and may proceed in succession to
the third finalist on the same basis.
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RFQ/RFP
Financial Analysis
Open Space Acquisition
VI. PROPOSAL REVIEW SCHEDULE
Task Date
Issuance of RFQ/RFP 11/22/91
Pre-Proposal Conference 12/11/91
Proposal submission deadline - 5 pm 12/23/91
Panel Review of
Consultant Qualifications 01/02/92
Consultant Selection (By Panel) 01/03/92
City Council Review and Approval
Of Consultant and Contract 01/92
Consultant Start Work 01/92
VII. SUBMISSION REQUIREMENTS
Qualification/Proposals should be mailed to:
City Clerk's Office
City of San Luis Obispo
P.O. Box 8100
San Luis Obispo, CA 93403-8100
Or, hand delivered to:
City Clerk's Office
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA
Submission Deadline
In order to be considered, qualifications and proposals must be received by the San Luis
Obispo City Clerk's Office by December 23. 1991, 5:00 pm.
Number of Collies Required
Five copies, numbered from 1 to 5 on cover.
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RFQ/RFP
Financial Analysis
Open Space Acquisition
Format
An 8-1/2" x 11" format is preferred and should not be greatly exceeded in any case.
Letter format is quite acceptable. Elaborate brochures are not encouraged. Where
readability dictates, diagrams such as organization charts, work schedules, and flow charts
may be larger, but they should be submitted as fold-outs not exceeding 11" x 17".
Clarity and conciseness are desired and will be considered in evaluating submissions.
Materials should be in the order set below for the inclusions, the first page of each section
being titled ("Item A", "Item B", etc.) at the top center. Documents should either: (1) be
fully paginated with a table of contents that identifies the location of each inclusion, or
(2) be tab-indexed by the corresponding letters used below ("A", 'B", etc.).
Inclusions
Qualifications/Proposals must include the following:
A. A complete list of the firms and individuals comprising the team, with the prime
consultant listed first, and the balance of team members listed by discipline. Each
entry should name the firm or individuals as they exist as legal business entities, the
business address where the work would be done, name and phone number of a contact
person, and the relevant credentials held by the firm or individual.
B. A summary of the team's capabilities, including specifically stating the size of each
firm on the team and listing the services that each member provides that may be
needed for this project
C. A comparison of final cost estimates and actual completion costs (amount billed to the
relevant agency) for projects similar to the proposed project in which the prime
consultant had primary or significant responsibility.
D. A team organization chart for the proposed work and a list of the individuals proposed
to carry out the work, their titles, specific roles, and time availability during the work.
E. A description of the experience of the key individuals proposed to do the work for
each team firm on the tasks and subtasks. Identify the project manager's experience
and interaction with advisory groups (resumes may be included, but should follow
this focused description).
F. A list of the related projects cited in Item E, above, identifying the client, naming a
reference for each project, and stating the phone number and address of the person
named as the reference.
G. A work plan and schedule for providing the services called for in the Scope of Work.
These should be based on the tentative schedule stated in the Scope of Work This
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Financial Analysis
Open Space Acquisition
G. A work plan and schedule for providing the services called for in the Scope of Work.
These should be based on the tentative schedule stated in the Scope of Work. This
item should also describe work plan adjustments that would be required if the City
changes the work phasing.
H. A general estimate of person-hours, correlated to discipline, general activities
identified in your proposed work plan, and job classification for each task and subtask
in the Scope of Work.
L Fee schedules for each firm on the team and all job classes proposed to be involved
in the work.
J. Since the City is not sure how many meetings the consultant will need to attend, a
separate cost estimate should be provided which indicates the expected cost for the
primary consultant to attend public meetings. It is expected that the consultant will
need to attend at least two public meetings.
K A budget which itemizes fee schedules and expected hours of work for each project
task.
VIII. PRE-PROPOSAL CONFERENCE AND CORRESPONDENCE REGARDING THE
RFP/RFQ
The Pre-Proposal Conference will be conducted on December 11, 1991, at 2:00 pm, in
the Community Development Department, 990 Palm Street, San Luis Obispo, CA.
All questions or requests for information submitted in writing will receive a written
response from the City. All written requests should be sent to: Jeanette Di Leo,
Community Development Department, City of San Luis Obispo, P.O. Box 8100, San Luis
Obispo,CA 93403-8100. Telephone communications with City staff are not encouraged,
but will be permitted in the interest of timely response. However, it is an explicit
provision of this RFP that any oral communication is not binding on the City's proposal
process or award of bid. Telephone questions should be directed to Jeanette Di Leo
at (805) 781-7162.
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