CC Resolution 13191 - Authorizing Distribution of Revised RFP for Consultant Services to Support Development of Hamilton Avenue Precise Plan PLN-2023-138 RESOLUTION NO. 13191
BEING A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CAMPBELL
AUTHORIZING THE DISTRIBUTION OF A REQUEST FOR PROPOSALS (RFP)
FOR CONSULTANT SERVICES TO SUPPORT THE DEVELOPMENT OF THE HAMILTON
AVENUE PRECISE PLAN (PLN-2023-138)
WHEREAS, as part of the 2040 General Plan update process, the Hamilton Avenue / Highway
17 interchange was identified as an area of interest for transportation improvements, gateway
enhancements, and transit-oriented housing development;
WHEREAS, on April 18, 2023, the City Council adopted the 2040 General Plan which included
Policy LU-9.a which calls for the preparation of a Precise Plan for the Hamilton Avenue Area;
WHEREAS, at its February 21 , 2023, meeting, the City Council authorized the Community
Development Director to submit for a PDA grant from MTC for the development of a Precise
Plan along the Hamilton Avenue corridor, east and west of the Highway 17 interchange
consistent with Policy LU-9.a of the 2040 General Plan;
WHEREAS, on June 29, 2023, the City of Campbell received confirmation of$400,000 in funding
from the Metropolitan Planning Commission (MTC) for the development of a Hamilton Avenue
Precise Plan;
WHEREAS, on September 19, 2023, the City Council adopted a Resolution accepting the
$400,000 Priority Development Area (PDA) grant from the MTC, approved a Master Funding
Agreement with MTC, and authorized the City Manager to execute the agreement and related
supplements and approving the release of a Request for Proposals (RFP) for related consultant
services;
WHEREAS, between September and October 2024, the City circulated a Request for Proposals
(RFP) for consultant services to support the development of the Hamilton Avenue Precise Plan;
WHEREAS, following circulation of the Request for Proposals (RFP), staff suspended its review
process after finding the RFP would need to be revised and recirculated to comply with
procurement requirements of the grant;
WHEREAS, the Request for Proposals (RFP) has been revised to comply with procurement
requirements and the grant and to refine the scope of work and deliverables for the project to
account for Public Works and VTA projects occurring within the study area;
WHEREAS, the PDA grant from MTC will fully fund the anticipated costs to prepare the Hamilton
Avenue Precise Plan and does not require any match funding from the City;
WHEREAS, the City will have adequate staffing to deliver and complete the project with the
assistance of a third-party consultant;
City Council Resolution No. 13191
Page 2 of 2
PLN-2023-138 —Authorizing Release of an RFP for the Hamilton Ave. Precise Plan
WHEREAS, recognizing the anticipated complexity involved in preparing the Hamilton Avenue
Precise Plan staff has recommended selection of a consultant through a formal RFP process;
WHEREAS, the City Council seeks to authorize the distribution of a Request for Proposals (RFP)
substantially consistent with that included as Attachment B of the July 16, 2024, City Council
staff report;
WHEREAS, the City Council seeks to authorize and direct the Community Development Director
to replace placeholder exhibits and make other amendments to the Draft Request for Proposals
necessary to serve the City's interests and fulfill the procurement requirements of the grant; and
WHEREAS, the City Council has reviewed and accepted the Draft Request for Proposals (RFP)
and found it to include the appropriate tasks needed for a consultant to assist the Community
Development Department in preparing the Hamilton Avenue Precise Plan.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Campbell hereby
approves the release of a distribution of a Request for Proposals (RFP) for related consultant
services as substantively set forth in Attachment B of the July 16, 2024, City Council staff report
as may be amended to serve the City's interests and fulfill the procurement requirements of the
grant.
PASSED AND ADOPTED this 16th day of July, 2024, by the following roll call vote:
AYES: Councilmembers: Bybee, Furtado, Scozzola, Lopez, Landry
NOES: Councilmembers: None
ABSENT: Councilmembers: None
ABSTAIN: Councilmembers: None
APPROVEDe- �� J
Susan M. Landry, Mayor
ATTEST: 44("600
Andrea Sande is, City Clerk
PRELIMINARY SCOPE OF WORK
(Included as Appendix A in the Draft RFP)
The City of Campbell ("AGENCY"), with the assistance of a professional consultant or
professional consultant team("CONSULTANT"), shall complete the following:
Task 1 —PROJECT INITIATION AND MANAGEMENT
1.1:Project Management
The AGENCY shall administer the PDA Planning Grant and oversee the services of
CONSULTANT. The AGENCY shall establish regular interactions with the Metropolitan
Transportation Commission(MTC)Grant Manager to relay information and solicit feedback about
the project. The CONSULTANT shall establish regular interactions (every two weeks) with the
AGENCY to relay information, solicit feedback, and participate in working sessions.
1.3:Award Consultant Contract
AGENCY shall attend a meeting with the City Council to:
• Provide a brief overview of the scope of services to be provided by CONSULTANT
based on their response to RFP.
• Identify and solicit direction on funding for costs that will not be covered by the grant or
could be performed as additional optional tasks.
• Approve and award contract to CONSULTANT.
1.4:Kick-off Meeting
CONSULANT shall attend an initial project meeting with AGENCY to:
• Establish communications and reporting strategy, identify project team members, and
other project needs.
• Review, revise, and refine project goals, scope of work, schedule, and confirm key
responsibilities.
• Discuss the Hamilton Avenue Precise Plan and relevant background materials.
1.5: City Council Introductory Meeting
CONSULANT shall prepare and present a report to the City Council and AGENCY to:
• Introduce key members of the CONSULTANT team involved in the work effort.
• Present refinements to project goals, scope of work, or schedule (if necessary).
• Present stakeholder engagement strategy and plan for the creation of an advisory body.
Task 1 Deliverables:
1.4: Meeting notes and draft stakeholder engagement strategy.
1.5: Meeting materials including but not limited to PowerPoint presentations, and meeting
materials.
Task 2—PUBLIC ENGAGEMENT
2.1:Stakeholder Engagement Strategy
CONSULTANT, in partnership with AGENCY, shall draft a stakeholder engagement strategy.
The stakeholder engagement strategy shall include a toolbox and options of outreach methods
(e.g. meeting format, discussion topics,meeting management tools). The toolbox shall include
the creation of a standing advisory body with key stakeholders,potentially including staff from
the Metropolitan Transportation Commission(MTC), Caltrans,property owners, community
members, and board/commission members. Engagement strategy shall also include up to 3
intercept surveys targeting bicycle and pedestrian users in the area and one public survey.
2.2:Standing Advisory Body
CONSULTANT in partnership with AGENCY shall solicit and appoint individuals to serve on
the standing advisory body and facilitate the meetings. CONSULTANT shall:
• Identify and provide a list of interested parties and groups (e.g. Campbell residents,
businesses, biking coalitions, Community Based Organizations etc.)to participate in
project process.
• Draft and finalize application questions in partnership with AGENGY and create a web
based application form.
• Compile submitted applications for AGENCY review.
• Organize, schedule, facilitate, and manage in-person and virtual meetings and discussions
for all Advisory Body meetings(up to 7).
• Assemble meeting agendas, materials, and summaries and distribute to all advisory body
members.
• Facilitate walking tours (up to 2) of the study area as necessary.
2.3: Community Meetings & Outreach
CONSULTANT shall organize, prepare for, facilitate, attend, and manage all community
meetings and outreach. CONSULTANT shall:
• Create, distribute, and post community/stakeholder meeting advertisements.
• Take meeting notes.
• Assemble and prepare meeting agendas,materials,and meeting summaries.
• Organize, facilitate, and manage in-person and virtual meetings for all
community/stakeholder meetings (up to 7).
• Periodically provide resources and content for AGENCY publication on the City website
and for distribution through email.
2.4:Public Hearings
AGENCY shall schedule public hearing dates and coordinate all legal public noticing for meetings.
The CONSULTANT shall prepare for and attend all public hearings. The CONSULTANT shall
assist in the preparation of staff reports and meeting materials (e.g., PowerPoint presentations,
supporting exhibits,graphics),presenting,and facilitating discussion on specified topics to receive
feedback.
Task 2 Deliverables:
2.1: Standing Advisory Body
• Stakeholder engagement strategy
2.2: Standing Advisory Body
• List of interested parties and groups for Standing Advisory Body.
• Application questions and web-based application form.
• Submitted advisory body application forms.
• Prepare for(including drafting meeting agendas and materials) and attend up to seven
(7)Advisory Group meetings and provide post-meeting summaries.
• Prepare for, facilitate, and attend two (2)walking tours of the study area.
2.3: Community Meetings& Outreach
• Create, distribute, and post community/stakeholder meeting advertisements.
• Take meeting notes.
• Assemble and prepare meeting agendas, materials, and meeting summaries.
• Organize, facilitate, and manage in-person and virtual meetings for all
community/stakeholder meetings (up to 7).
• Periodically provide resources and content for AGENCY publication on the City
website and for distribution through email.
2.4: Public Hearings
• Prepare for and attend up to one(1)Bicycle Pedestrian Advisory Committee meeting.
Inclusive of preparing meeting materials.
• Prepare for and attend up to one(1) Civic Improvement Commission meeting.
Inclusive of preparing meeting materials.
• Prepare for and attend up to six(6) Planning Commission meetings and provide post-
meeting summaries. Inclusive of preparing meeting materials.
• Prepare for and attend up to seven(7) City Council meetings and provide post-
meeting summaries. Inclusive of preparing meeting materials.
Task 3—EXISTING CONDITIONS ANALYSIS
3.1:Existing Conditions Report
CONSULTANT shall perform all the following tasks:
• Evaluation of existing conditions in the Precise Plan Area as well as its immediate
vicinity.
o The immediate vicinity shall include properties along Hamilton Avenue up to
the intersection of Hamilton Avenue with Winchester Boulevard and Bascom
Avenue, as well as all properties on all four corners of the street where they
intersect.
o The existing conditions analysis shall involve an evaluation of both public
(rights-of-way)and private property, and infrastructure.
o The existing conditions analysis will identify existing traffic patterns (e.g.,
origins and destinations) for AM and PM peak hours for bikes,pedestrians,
cars, and the Hamilton Light Rail Station building on work to be studied as
part of the Hamilton/SR 17 Bicycle Overcrossing Feasibility Study.
o An analysis of travel/transit patterns including commute distance,mode, and
travel time.
o A summary of existing City Streetscape Standards in the area.
o Progress made of Public Works Improvement Projects (see Task 5).
o A gap analysis for station access, as stipulated in MTC's TOC policies.
• Conduct a Pedestrian Safety Audit, with a specific focus on: pedestrian safety and
crossings at Highway 17 interchange and high volume driveways, Hamilton Avenue
intersections at Winchester Boulevard and Bascom Avenue, respectively, and other
intersections as may be identified by city staff. At a minimum, the Pedestrian Safety
Audits should be conducted in a manner consistent with A Technical Guide for
Conducting Pedestrian Safety Assessments for California Communities (U.C. Berkeley
Institute of Transportation Studies, Technology Transfer Program, 2013; see link).
• Conduct a Bicycle Safety Audit based on industry best practices. Observe existing
facilities and challenges to bicyclists through the study corridor. Note in particular the
challenges bicyclists may encounter at signalized intersections,high-volume driveways,
and Hamilton Avenue/Highway 17 on-ramps. Refer to the Final Santa Clara
Countywide Bicycle Plan 2018 (see link for main text and Appendix link) and VTA's
Bike Level of Stress Map (see LTS map).
• Attend field visits and identify infrastructure needs, including bikeway gaps, and
accessible improvements.
Task 3 Deliverables:
3.1: Existing Conditions Analysis
Task 4—ROADWAY IMPROVEMENT & GATEWAY FEATURES PLAN
4.1: Draft Roadway Improvement Plan
CONSULTANT shall recommend public improvements(inclusive of roadway improvements,
bicycle infrastructure,pedestrian network improvements, and stormwater facilities) for the entire
study area accounting for build-out scenarios and alternatives identified in Task 5 (Development
Buildout and Alternatives Analysis). The Roadway Improvement Plan,prepared by the
CONSULTANT, shall focus on the identification of transportation improvements to occur in the
Hamilton Avenue Precise Plan area as well as in its immediate vicinity with a focus on providing
for better east-west connectivity,particularly to the VTA light rail station. The Public
Improvement Plan shall be at a conceptual level. The CONSULTANT shall identify interim
pedestrian and bicycle safety measures to allow pedestrians and bicyclists to safely navigate the
study area(with a particular focus on the Hamilton Avenue and Highway 17 overcrossing
intersection). The interim pedestrian and bicycle safety measures shall be coordinated with
Caltrans, where necessary. A conceptual cost estimate shall be prepared for the interim
pedestrian and bicycle safety measures.
The CONSULTANT shall ensure this task is coordinated with, and built upon the work of the
following Public Works Department projects:
➢ Hamilton Avenue Resurfacing Project
The project currently being designed and scheduled for implementation in 2025 will
resurface approximately 2.8 centerline miles of pavement on Hamilton Avenue, a six-
lane arterial roadway within the City of Campbell. The project will also construct
"Complete Streets"elements such as: 1)bicycle facilities to close the gap in the
regional bike network by providing an east-west connection; and 2)pedestrian
facilities by installing ADA compliant curb ramps.
How this project supports the development of the Hamilton Ave. Precise Plan:
o Will provide a detailed curb-to-curb geometric plan of existing conditions of
entire Hamilton Avenue corridor.
o Will provide bicycle markings for the entire Hamilton Avenue corridor.
➢ Hamilton Avenue/Highway 17 Bicycle Overcrossing Feasibility Study
The Hamilton Avenue/Highway 17 Bicycle Overcrossing Feasibility Study currently
underway will evaluate how best to improve bicycle and pedestrian mobility on
Hamilton Avenue over State Route 17. The goal of the study is to develop feasible
alternatives, assess the impacts of each alternative, and determine a preferred
alternative to carry forward to final design. The project will study existing bicycle
and pedestrian facilities along Hamilton Avenue, bicycle and pedestrian travel
patterns, surrounding context and planning efforts, alternative alignments, impacts to
utilities and right-of-way, environmental impacts, structural and geotechnical
constraints, recommended preferred alignment, and preliminary project cost
estimates.
The project location is Hamilton Avenue between the Highway 17 Southbound Off-
ramp/Salmar Avenue and Creekside Way.
The study will include an evaluation of alignment alternatives. The outcome will be a
preferred alternative with a proposed alignment,type of structure, and planning level
cost estimate.
How this project supports the development of the Hamilton Ave. Precise Plan:
Will provide feasible and preferred alignment alternatives with planning level cost
estimates.
➢ The Hamilton Avenue/Highway 17 Southbound Off-Ramp Widening Project
The Hamilton Avenue/Highway 17 Southbound Off-ramp Widening Project will
prepare final design plans, specifications, and engineer's estimate for widening the
off-ramp to improve traffic operations at the Hamilton Avenue/Salmar
Avenue/Highway 17 Southbound Off-ramp intersection. The proposed lane
configuration for the off-ramp would replace the existing shared through-left lane
with a separate through lane and a third left-turn lane. The project will evaluate
environmental impacts.
How this project supports the development of the Hamilton Ave. Precise Plan:
o Will provide Caltrans-approved design of a widened off-ramp to improve
intersection operations at the Hamilton Avenue/Highway 17 Southbound Off-
ramp/Salmar Avenue.
o Will include bicycle- and pedestrian-related improvements within the Hamilton
Avenue/Salmar Avenue/Highway 17 Southbound Off-ramp intersection
o Updated detailed cost estimate of improvements.
➢ Bascom Avenue Corridor Study
VTA's Bascom Avenue Complete Streets Phase 1 Project is currently being designed.
The Phase 1 corridor extends between Interstate 880 near Hedding Street and
Hamilton Avenue. This project will decrease Bascom Avenue from three lanes per
direction to two lanes per direction and add Class IV bike lanes separated from traffic
lanes by raised islands. VTA has secured grant funds for the construction phase of
this project.
In the future, Phase 2 would have major changes to the Hamilton Avenue/Bascom
Avenue intersection geometry and traffic signal design. The pork-chop islands would
be removed and the corner radii would be tightened. Phase 2 is mentioned in VTA's
Bascom Corridor Complete Streets Study
(https://www.vta.org/projects/documents?project=991)but there is no funding yet for
a design project.
How this project supports the development of the Hamilton Ave. Precise Plan:
o Will provide a detailed street geometric plan of existing conditions of the Bascom
Avenue corridor north of Hamilton Avenue.
o Will provide engineering level detail of existing conditions and may include some
utility details of the Bascom Avenue corridor north of Hamilton Avenue.
o The Bascom Corridor Complete Streets Study provides preliminary concept
drawings for the Hamilton Avenue/Bascom Avenue intersection.
4.2: Conceptual Gateway Features Plan
CONSULTANT shall provide and identify a multitude of options for gateway elements/design
features and potential locations. This shall include preparation of conceptual
renderings/graphics/plans with a written description of each conceptual gateway element/design
feature. The gateway elements/design features may include but are not limited to architectural
elements, community identity signage, and special paving.
4.3:Final Gateway Features Plan
CONSULTANT shall prepare drawings of sufficient detail to estimate the cost of gateway
elements located within the public right-of-way.
4.4:Streetscape Improvement Plan
CONSULTANT shall prepare a streetscape improvement plan for the entire study area,
incorporating the City's adopted Streetscape Standards for the public right-of-way along the
Hamilton Avenue corridor. The plan shall propose updated landscaping and stormwater
treatment detail standards that reflect changes in water conservation and stormwater treatment
requirements that have changed since the Streetscape Standards were initially adopted. The plan
should include a conceptual stormwater treatment plan demonstrating the feasibility of treating
all off the stormwater run-off from the public right-of-way within the landscaped areas and a
toolbox of preferred stormwater treatment facilities to be constructed in the right-of-way.
4.5: Final Public Improvement Plan
After AGENCY review and feedback, CONSULTANT shall finalize the Public Improvement
Plan to include the streetscape and interim transportation improvements identified for the study
area.
4.6 Precise Plan Boundary
CONSULTANT in coordination with city staff, shall analyze the Precise Plan boundary in
consideration of Task 4 and Task 5 and provide options for amendments to the boundary.
Task 4 Deliverables:
4.1: Draft Roadway Improvement Plan
4.2: Conceptual Gateway Elements and Architectural Design Features
renderings/graphics/plans. Written description of each gateway element/design feature.
4.3: Final Gateway Features Plan
4.4: Streetscape Improvement Plan
4.5: Final Public Improvement Plan
4.6: Options for Precise Plan boundary
Task 5—DEVELOPMENT BUILDOUT AND ALTERNATIVES ANALYSIS
5.1: Transit-Oriented Community Policies Analysis
CONSULTANT shall analyze the application of Transit Oriented Community Policies, published
by MTC, on the plan area. Examples of TOC policies to be evaluated by CONSULTANT under
this task include the following:
Residential TOC Policies:
• Require a minimum density of 50 units/net acre or higher (i.e., understanding
extent to which plan area already complies with this requirement, and
identification of areas that may need to be added to comply).
• Prohibit parking minimums and establish a parking maximum of 1.0 spaces per
unit or lower.
Commercial TOC Policies:
• Allow for a minimum FAR of 2.0 or higher.
• Prohibit parking minimums and establish a parking maximum of 2.5 spaces per
1,000 square feet or lower.
5.2:Buildout&Alternatives Analysis
CONSULTANT shall model residential/commercial buildout within the Precise Plan area and its
immediate vicinity, consider stakeholder feedback related to sought public improvements, and
identify potential multi-modal issues and areas to address under the following scenarios:
• Scenario 1: Buildout under 2040 General Plan
• Scenario 2: Buildout under 2040 General Plan and with application of Transit-
Oriented Community Policies
CONSULTANT shall identify options and alternatives for each scenario that may result in
improved active multi-modal transportation improvements. The alternatives analysis shall present
options to amend the precise plan boundaries to include areas within the immediate vicinity.
Task 5 Deliverables:
5.1: Transit-Oriented Communities Policy Analysis
5.2: Build-Out Scenarios
Task 6—CEQA ANALYSIS
Task 6.1—CEQA Outreach and Scoping
CONSULTANT shall meet with AGENCY to discuss initial scoping and approach to preparing
an analysis of the project impacts in accordance with the California Environmental Quality Act
(CEQA). In performing a review of environmental impacts, CONSULTANT shall:
• Prepare Project Description
• Complete Tribal Consultation(AB 52 and SB 18)
Task 6.2—CEQA Document Preparation
CONSULTANT will prepare an Initial Environmental Assessment scoping the impacts of the
Second Public Review Draft of the Hamilton Avenue Precise Plan. While the exact CEQA
compliance documentation necessary is to be determined, the scope of work should plan for an
analysis that the Precise Plan is consistent with the Final Environmental Impact Report prepared
for the 2040 General Plan and 2023-2031 Housing Element(adopted on April 18, 2023).
• Complete an Initial Study (IS)
• Prepare and Publish CEQA Document(Finding of Consistency with the 2040 General
Plan and Housing Element EIR anticipated)
• Complete an analysis of the Precise Plan and the 2040 General Plan and Housing
Element Environmental Impact Report(EIR).
• Identify and prepare all technical studies(if any are needed)
Task 6 Deliverables:
6.1: CEQA Outreach and Scoping
o Project description
o Technical Studies
o Notice of Preparation Notification(as needed)
o Tribal Notification(as needed)
6.2: CEQA Document Preparation
o Preparation of Draft CEQA Document(anticipated to be a Finding of Consistency
with the 2040 General Plan and Housing Element EIR anticipated)
Task 7—PREPARE DRAFT PRECISE PLAN
Task 7.1:Prepare Draft Precise Plan.
CONSULTANT shall prepare the precise plan inclusive of a project introduction, background
analysis, description of the planning effort, and anticipated public improvements and gateway
features. This task shall include the preparation of any exhibits or graphics.
Task 7 Deliverables:
• Draft Precise Plan in Microsoft word and PDF file format
• GIS layer of Precise Plan boundary
Task 8—FINALIZE AND ADOPT PRECISE PLAN AND ENVIRONMENTAL
DOCUMENT
Task 8.1:Finalize and Adopt Precise Plan.
Complete Stakeholder Engagement, review and revise Precise Plan as needed, adoption of
Precise Plan, CEQA document, corresponding implementing materials.
Task 8 Deliverables:
8.1: Final Precise Plan
8.2: Final CEQA Document(Anticipated to be found consistent with the General Plan and
Housing Element EIR)
8.3: Impact Fee Schedule
CITY OF CAMPBELL
DRAFT Request for Proposals (RFP)
Hamilton Avenue Precise Plan
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RFP Release Date
July 17, 2024
Proposal Submittal Deadline
September 3, 2024, at 4 p.m. (PST)
City of Campbell
Attn: Community Development Department
70 North First Street
Campbell, CA 95008
City Contact for Questions:
Stephen Rose, Senior Planner
(408) 866-2140
stephenracampbellca.gov
RFPs Submitted To:
rfp@campbellca.gov
REQUEST FOR PROPOSALS
Hamilton Avenue Precise Plan
The City is issuing this Request for Proposals("RFP")for preparation of a Hamilton Avenue
Precise Plan. The City of Campbell has budgeted approximately four-hundred thousand
dollars($400,000)for this effort which will be funded,in whole or in part, with federal funds.
Accordingly, the requirements included in Attachment H, Federally Required Clauses of
Appendix D, City of Campbell Standard Consultant Contract, and Appendices E through E-5
to this RFP shall apply to this procurement. Consultants are solely responsible for ensuring
proposals are received by the City on or before the submittal deadline. Interested firms must
submit their Proposal both physically and by email by September 3, 2024, at 4 p.m. Pacific
Standard Time (PST), in accordance with the instructions contained in the RFP. Other key
RFP dates are listed in Section V, Consultant Selection Timetable of the RFP.
Proposals must be submitted Physically and By Email as follows:
Physically By E-mail
Printed Copy & PDF on USB Drive PDF Copy or Hyperlink to PDF File
Send to: Send to:
City of Campbell rfp@campbellca.gov
Office of the City Clerk
70 N. First Street
Campbell, CA 95008
Failure to comply with the requirements set forth in this RFP may result in disqualification.
Submitted proposals may be withdrawn at any time prior to the submission time specified in
this RFP, provided notification is received in writing, before the submittal deadline. No
handwritten notations or corrections will be allowed. The responding Consultant is solely
responsible for all costs related to the preparation of the proposal. The City reserves the right
to reject all proposals and to waive any minor informalities or irregularities contained in any
proposal. Acceptance of any proposal submitted pursuant to this RFP shall not constitute any
implied intent to enter into a contract. During the evaluation process, the City of Campbell
reserves the right,where it may serve the City's best interest,to request additional information
or clarification from proposers,or to allow corrections of errors or omissions.At the discretion
of the City of Campbell, firms submitting proposals may be requested to make oral
presentations as part of the evaluation process. The City reserves the right to retain all
proposals submitted and to use any idea(s)in a proposal regardless of whether that proposal is
selected. Submission of a proposal indicates acceptance by the firm of the conditions contained
in the request for proposals, unless clearly and specifically noted in the proposal submitted
and confirmed in the contract between the City of Campbell and the firm selected.
The contract award, if any, will be made to the Consultant who, in the City's sole discretion,
is best able to perform the required services in a manner most beneficial to the City. Please
submit all inquiries to Stephen Rose, Senior Planner by email at stephenr(a,campbellca.gov.
Hamilton Avenue Precise Plan RFP
Page ii
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TABLE OF CONTENTS
I.CITY OF CAMPBELL AND PROJECT DESCRIPTION I
A.DESCRIPTION OF THE CITY OF CAMPBELL 1
B.PROJECT DESCRIPTION 1
II.PROPOSER DESIRED QUALIFICATIONS 2
III.PRELIMINARY SCOPE OF WORK,PERIOD OF PERFORMANCE,AND BUDGET 3
A.PRELIMINARY SCOPE OF WORK 3
B.PERIOD OF PERFORMANCE 3
C.BUDGET 3
V.CONSULTANT SELECTION TIMETABLE 3
VI.SUBMITTAL OF PROPOSALS 4
VII.FORM OF PROPOSAL 5
VIII.PROPOSAL EVALUATION 8
A. REVIEW FOR GENERAL RESPONSIVENESS 8
B. EVALUATION COMMITTEE AND EVALUATION CRITERIA 9
C. PROPOSER INTERVIEWS 10
D. RECOMMENDATION FOR CONTRACT AWARD 10
IX.GENERAL CONDITIONS 10
A. AWARD 10
B. CONTRACT ARRANGEMENTS 10
C. SELECTION DISPUTES 11
D. PUBLIC RECORDS 12
E. KEY PERSONNEL 12
F. CONFLICTS OF INTEREST 12
G. PERSONALLY IDENTIFIABLE INFORMATION 13
H. COMMUNICATION 13
I. DISADVANTAGED BUSINESS ENTERPRISE(DBE)REQUIREMENT 13
APPENDIX A,PRELIMINARY SCOPE OF WORK 14
APPENDIX B,COST AND PRICE ANALYSIS FORM 22
APPENDIX C,CALIFORNIA LEVINE ACT STATEMENT 23
APPENDIX D,CITY OF CAMPBELL CONSULTANT CONTRACT 24
APPENDIX D-1,INSURANCE REQUIERMENTS 25
APPENDIX E,FEDERAL REQUIREMENTS 26
APPENDIX E-1,CERTIFICATION OF RESTRICTIONS ON LOBBYING 29
APPENDIX E-2,CONSULTANT PROPOSAL DBE COMMITMENT 30
APPENDIX E-3,DBE INFORMATION—GOOD FAITH EFFORTS DOCUMENTATION 34
APPENDIX E-4,DBE INFORMATION—GOOD FAITH EFFORTS 37
APPENDIX E-5,DISCLOSURE OF LOBBYING ACTIVITIES 40
Hamilton Avenue Precise Plan RFP
Page 1
I. CITY OF CAMPBELL AND PROJECT DESCRIPTION
A. Description of the City of Campbell
The City of Campbell is located in the West Valley area of Santa Clara County in the heart of
Silicon Valley.Neighboring cities include Los Gatos, San Jose, and Saratoga.
The City has an area of approximately 6 square-miles and a population of approximately 43,000
residents.
B. Project Description
On April 18, 2023, the City of Campbell adopted the 2040 General Plan. The General Plan
identifies the community's vision for the future and provides a framework that will guide decisions
on growth, development, and conservation of open space and resources in a manner that is
consistent with the quality of life desired by the city's residents and businesses.
As part of the General Plan, Goal LU-9 was included to facilitate the transition of Hamilton
Avenue area into a vibrant, transit-oriented, mixed-use district with safe and convenient multi-
modal connectivity, which an action to implement this goal through the preparation and adoption
of a Precise Plan for the Hamilton Avenue area(see Hamilton Avenue Precise Plan Overview) as
follows:
LU-9.a:Prepare and adopt a Precise Plan for the Hamilton Avenue area shown on Figure LU-2.
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Figure LU-2: (Source: City of Campbell 2040 General Plan)
To undertake this effort,the City seeks to hire a consultant,or consultant team,that is experienced
with the preparation of Area Plans, Specific Plans,or Precise Plans,with a focus on transportation
improvements,community engagement,consideration of environmental impacts,gateway design,
and presenting options,methodology,and recommendations to stakeholders and decision-makers.
As described in Appendix A — Preliminary Scope of Work, the City intends to work with the
selected consultant to achieve the following key objectives: 1) identify preferred transportation
Hamilton Avenue Precise Plan RFP
Page 2
improvements to occur in the Hamilton Avenue Precise Plan area as well as in its immediate
vicinity with a focus on providing for better east-west connectivity across SR 17 for bicycles and
pedestrians, including potential development of a new bridge and improved streetscape standards;
2) identify preferred gateway and architectural design features to occur at major roadway
intersections within Precise Plan boundary as well as in its immediate vicinity; 3) identify options
to amend the Precise Plan boundary to account for preferred transportation improvement and
gateway and architectural design features; 4)analyze and consider policy changes consistent with
MTC's Transit-Oriented Communities Policies within the plan area; 5)partially design preferred
transportation improvements and gateway features at a sufficient level of detail to produce accurate
cost estimates; and 6) evaluate the environmental impacts of the project.
In performing these services, adherence to grant funding requirements and complete services
within 30-months of the execution of the contract, as outlined in the preliminary scope of work,
shall be essential.
II. PROPOSER DESIRED QUALIFICATIONS
The ideal firm or team would include the following disciplines and attributes:
1. Experience in plan preparation and environmental analysis: The consultant should have
experience in preparing area, specific, and/or precise plans, and CEQA compliance
documentation, ideally in the same state and region where the study will be conducted.
2. Expertise in urban design: The consultant should have experience in preparing gateway
plans,public art, or design standards for the public realm in an urban setting.
3. Expertise in transportation network analysis and multimodal planning: The consultant
should have experience in analyzing transportation networks, coordinating improvement
plans with Caltrans and/or Regional Planning Agencies(such as the Metropolitan
Planning Commission)and Regional Transportation Planning efforts, such as Plan Bay
Area 2050.
4. Expertise in quantitative analysis: The consultant should have expertise in conducting
quantitative analysis, including data collection,modeling, and statistical analysis with
strong attention to detail and accuracy.
5. Collaboration skills: The consultant should have strong collaboration skills, as they will
need to work with local stakeholders, including policymakers,housing advocates,
developers, and community members.
6. Communication skills: The consultant should have excellent communication skills and be
able to present complex data and analysis in a clear and understandable way to a variety
of audiences.
7. Flexibility and adaptability: The consultant should be able to adapt to changing
circumstances and be flexible in their approach to the study as new information becomes
available.
8. Ethical standards: The consultant should adhere to the highest ethical standards and be
committed to producing a fair and unbiased study that serves the best interests of the
community.
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III. PRELIMINARY SCOPE OF WORK,PERIOD OF PERFORMANCE, AND
BUDGET
A. Preliminary Scope of Work
The scope of work for the project is provided in Appendix A, Preliminary Scope of Work. The
firm ("Consultant") selected to enter into a contract will be expected to perform all work and
analysis necessary to complete the scope of work.
All work will be assigned pursuant to City of Campbell-initiated task orders, that will include a
specific scope of work based on the tasks identified in Appendix A, Preliminary Scope of Work.
Payment for work performed under task orders will be a fixed-fee and subject to the maximum
funding approved or authorized by the City. A sample task order form is attached hereto as
Attachment A-2,Task Order Form to Appendix D,City of Campbell Standard Consultant Contract.
B. Period of Performance
City of Campbell expects the work to commence on or about November 1, 2024, and to be
completed no later than thirty months following execution of the contract or supplement to the
Master Funding Agreement, whichever is later. At City of Campbell's sole option,the contract
may be extended six months for work contemplated by Appendix A, Preliminary Scope of Work.
C. Budget
City of Campbell has budgeted approximately four-hundred thousand dollars($400,000) for this
effort which will be funded, in whole or part,by federal funding.
V. CONSULTANT SELECTION TIMETABLE
July 17, 2024 RFP Release Date
August 16, 2024, at 4 p.m. (PST) Closing date/time for receipt of requests for
modifications/exceptions
No later than three (3) business days prior Deadline for protesting RFP provisions
to the date proposals are due.
September 3,2024, at 4 p.m. (PST) Closing date/time for receipt of proposals
September 9, 2024, at 4 p.m. (PST) Good Faith Forms Deadline (reference
Appendix F-4)
Week of September 29, 2024* Consultant Interviews (if needed)
Week of October 21, 2024* Proposal Review Completed
Week of November 4, 2024* Notice of Intent to Award
November 19, 2024* Consultant Award
*Interview, award and approval dates are approximate and are subject to change before or after
the closing date of the RFP.
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VI. SUBMITTAL OF PROPOSALS
1. Interested firms must submit one printed hard copy proposal and USB drive containing a
digital copy of the proposal in PDF format to: City of Campbell, Office of the City Clerk,
70 N. First Street, Campbell, CA 95008 and must also submit and one electronic proposal,
in PDF format as an email attachment or as a hyperlink to the PDF file, emailed to
rfp@campbellca.gov by the closing date and time for receipt of proposals.
2. The Transmittal Letter of the Proposal is to be addressed as follows:
Hamilton Avenue Precise Plan
Attention: Office of the City Clerk
70 N. First Street
Campbell,CA 95008
3. The Title Page of the RFP must include the name of the Proposer's firm,local address,
telephone number,name of contact person,contact person's email and date.
4. RFPs must be received physically in hard copy and by email no later than September 3,2024,
at 4 p.m. (PST). City of Campbell is not responsible for submissions delayed for any reason.
Proposals received after the time and date specified will not be considered and will be returned
to the Consultant.
5. Proposer agrees and acknowledges all RFP specifications,terms and conditions and indicates
ability to perform by submission of a proposal.
6. If selected, a signed proposal submitted to City of Campbell in response to this RFP shall
constitute a binding offer from Proposer to contract with City of Campbell according to the
terms of the proposal for the duration of the performance period of the resulting contract.
7. A proposal may be withdrawn at any time before the date and time when proposals are due by
emailing a digitally signed withdraw letter to rfp@campbellca.gov. Please ensure that the
withdraw letter includes statements indicating the request to withdraw and that the person or
persons signing the withdraw letter is/are authorized to authorize and withdraw the Proposal
on behalf of the Proposer.
8. This RFP does not commit City of Campbell to award a contract or to pay any costs incurred
by any Proposer in the preparation of a proposal in response to this RFP.
9. Only one proposal will be accepted from any one person,partnership, corporation, or other
entity; however, several alternatives may be included in one response.
10. City of Campbell reserves the right to accept or reject all proposals submitted, waive minor
irregularities, request additional information, or revisions to offers, and negotiate with any or
all Proposers.
11. City of Campbell reserves the right in its sole discretion not to enter into any contract as a
result of this RFP.
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12. If the selected Proposer fails to enter into a contract with City of Campbell in a timely
manner as determined by City of Campbell, in accordance with the terms and conditions of
this RFP, City of Campbell reserves the right to reject the proposal and enter into a contract
with the next highest scoring Proposer.
VII. FORM OF PROPOSAL
Proposals must be signed and include a statement that the person or persons signing the proposal
is/are authorized to authorize and submit the Proposal on behalf of the Proposer. Page limits,
where specified, are for single-sided print.
Proposal content and completeness are most important. Clarity is essential and will be
considered in assessing the Proposer's capabilities.
Proposers must provide the information listed below. Any material deviation from these
requirements may be cause for rejection of the proposal, as determined in City of Campbell's
sole discretion.
In order to expedite the evaluation process, each proposal shall be organized in accordance with
this section. Proposals that do not follow the specified format outlined below, or fail to provide
the required documentation, may receive lower scores, or if found to be non-responsive, be
disqualified. In the event of any conflict between any of the proposal documents, resolution
thereof shall be in the City's sole discretion. Proposals shall include the following information in
the format indicated.
A. Transmittal Letter
Proposals must include a transmittal letter signed by an official authorized to solicit
business and enter into contracts for the firm and containing the name and telephone
number of a contact person, if different from the signatory. Indicate whether there are any
conflicts of interest, actual or apparent,that would limit the Proposer's ability to provide
the requested services and describe the plan for mitigating such conflicts. Acknowledge
the receipt of this RFP and any Addendum to the RFP. Indicate that the proposal is a firm
offer to enter into a contract to perform work related to this RFP for a period of ninety
(90) days from the due date for proposals.
B. Title Page
Proposals must include a title page that includes the RFP subject,the name of the
Proposer's firm, local address,telephone number, name of contact person, contact
person's email address, and the date.
C. Table of Contents
Proposals must include a table of contents that includes a clear identification of the
material by section and page number.
D. Overview and Summary
This section should clearly convey the Proposer's understanding of the nature of the work
and the general approach to be taken and identify any specific considerations. It should
include, but not be limited to, the following:
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1. A discussion of the project's purpose;
2. A summary of proposed approach; and
3. The assumptions made in selecting the approach.
E. Organization Chart& Staff Qualification
The proposal shall detail the organization structure of the team including names and
positions of the Project Manager and personnel to be assigned to the project, as well as
provide resumes and relevant experience of the Project Manager and key staff. These
should clearly demonstrate the Consultant's qualifications to perform the project
activities described in this RFP. Include resumes of subcontractors, if applicable.
F. Work Plan
This section should present a work plan for the tasks described in Appendix A,
Preliminary Scope of Work. The proposed work plan should:
1. Discuss how the Proposer will conduct the identified task, identify deliverables, and
propose a schedule. The proposal should discuss the tasks in sufficient detail to
demonstrate a clear understanding of the project and component tasks. The proposal
may include additional tasks or sub-tasks the Proposer believes necessary to
accomplish the project goals. The schedule should show the expected sequence of
tasks, subtasks and milestones.
2. Provide a staffing plan for each task. Shows roles and responsibilities of key
personnel and reporting structure, including reporting and communication
relationships between City of Campbell, Proposer staff, and subcontractors, if any.
3. Describe approach to managing resources and maintaining quality results. Include a
description of the role of any subcontractors, their specific responsibilities, and how
their work will be supervised to maintain quality results.
4. Identify and explain any problem areas and/or potential obstacles (such as
maintaining schedule, budget overruns, feasibility,etc.)to successful completion of
the Preliminary Scope of Work, attached as Appendix A. Discuss methods, formal
and informal,that you will use to track and resolve these problems/obstacles during
the project.
G. Qualifications and References
1. Describe proposed team's qualifications specific to the requirements set forth in
Section II, Proposer Minimum Qualifications. Identify the personnel, including
subcontractors' personnel,whose expertise or experience addresses each of the
specified needs. Proposers are welcome to identify and provide examples of any
other qualifications they feel are critical to the successful completion of the
Preliminary Scope of Work attached as Appendix A.
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2. Identify key personnel (including subcontractor personnel) and briefly discuss
individual qualifications to perform each task. Each key personnel resume should not
exceed two pages.
3. Provide a succinct description(one page maximum)of any previous projects similar
to the Preliminary Scope of Work attached as Appendix A, indicating the project title,
duration,budget, sponsoring agency and sponsor project manager, and roles played
by individuals proposed for this project. Include the name of the agency for whom
the work was performed, year performed, name of the contact person and their
telephone number and email address.
4. Provide at least one sample of a written technical report or memo and two samples of
material developed for a similar study effort. The samples must have been prepared
by key members of the Proposer's team and should identify the authors. Only one
copy of each sample is required, and the samples will be returned after proposal
evaluation,upon request. The samples will be considered in evaluating firm and staff
expertise and experience, and written presentation effectiveness.
5. Provide a list of references(including references for subcontractors) and their contact
information.
H. Cost Proposal
Based on the tasks and staffing plan described in response to F.1 and F.2, listed above,
provide a breakdown of the expected expenditures of funds for each task in each phase
contained in Appendix A, Preliminary Scope of Work. The budget should include,but is
not limited to, a task budget and a line item budget with billing rates for each phase.
1. The task budget should present a breakdown of hours and expenses by task and
deliverable in each phase of the project for each consultant, including any
subconsultants. It should identify or refer to key personnel or job descriptions in
relation to each task to provide a full explanation of the resources committed to the
project.
2. A line item budget should be submitted. The line item budget should present a
breakdown of costs by cost categories, including billing rates for key personnel and
job classifications. The line item budget should be set forth on the Cost and Price
Analysis Form attached as Appendix B to this RFP. A line item budget should also be
submitted for any proposed sub-consultants. Appendix B is available in electronic
spreadsheet format upon request. The line item budget is requested for evaluation
purposes only;payment shall be based on receipt of deliverables satisfactory to City
of Campbell.
3. Please include information(date and outcome) on the Proposer's most recent pre-
award audit, if applicable.
I. Disclosure of Litigation
Consultants shall disclose any litigation in connection with prior projects. If there is any
litigation,the consultants shall briefly describe the nature of the litigation and the result.
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J. California Levine Act Statement
Submit a signed California Levine Act statement(Appendix C).
K. Insurance Provisions
Submit a signed acknowledgement, for Proposer only,that the Proposer agrees to provide
the required certificates of insurance providing verification of the minimum insurance
requirements listed in Appendix D-1, Insurance Requirements, within ten(10) days of
City of Campbell's notice to firm that it is the successful Proposer.
(See Section IX.B of the RFP for how to request exceptions to the minimum insurance
requirements.)
L. Taxpayer Identification Number and Certification
Submit a W-9, Request for Taxpayer Identification Number and Certification for
Proposer only (containing original signature)available at http://www.irs.gov/pub/irs-
Pdf/fw9•1
M. Federal Requirements
Submit all completed federal-required certifications in Appendix E, Federal
Requirements,related to lobbying, debarment, and Disadvantaged Business Enterprise
(DBE) subcontractor information (Appendices E-1, E-2, and E-3.) DBE Goals will be
assigned at the Task Order level, however Proposers are required to submit form Exhibit
10-01 of Appendix E-2 indicating DBEs that may be engaged on this contract as per the
Preliminary Scope of Work in Appendix A.
VIII. PROPOSAL EVALUATION
A. Review for General Responsiveness
The City of Campbell Evaluation Committee will conduct an initial review of the proposals for
general responsiveness and inclusion of the items requested in Section VII, Form of Proposal.
Proposers failing to meet the Minimum Qualifications listed in this RFP or to satisfy the federal
Disadvantaged Business Enterprise (DBE)requirements (inclusive of the Good Faith Efforts in
Appendix E-3), will not be considered responsive. Also, any proposal that does not include
enough information to permit the evaluators to rate the proposal in any one of the evaluation
factors listed below will be considered non-responsive and will not be evaluated. A proposal that
fails to include one or more items requested in Section VII, Form of Proposal may be considered
responsive, if evaluation in every criterion is possible. City of Campbell reserves the right to
request additional information from responsive Proposers prior to evaluation.
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B. Evaluation Committee and Evaluation Criteria
Responsive proposals will then be evaluated by the Evaluation Committee of City of Campbell .
The evaluation of the proposals shall be within the sole judgment and discretion of the
Evaluation Committee.
Responsive proposals shall be evaluated on the basis of the following evaluation factors,with
their relative importance indicated by percentages:
Criteria Weight(without interviews) Weight(with interviews)
Completeness of Response Pass/Fail Pass/Fail
General qualifications 10% 3%
Relevant experience 15% 13%
Proposed staffing 15% 13%
Proposed approach 15% 13%
References 15% 13%
Cost 30% 30%
Interviews(if conducted) 15%
TOTAL 100% 100%
Optional Tasks
Points will be allocated based on the relative difference between the lowest overall Proposed
Total Price and each other Proposal. The lowest proposed total price will be 100%. (see Column
B below). The Potential Points (Column A)will be multiplied by the percentage applicable to
each Proposal (Column B). The Proposal with the lowest overall price will receive 100%of
their Price evaluation points and the remaining firms will receive a weighted portion of the
points based on the following formula(see Column C below).
For example:
A B C
Proposer Proposed Potential % of Evaluation Points
Total Points Points Assigned Received
Price
Proposer X $250,000 100% 30
$250K(lowest 27.88
proposed total (Potential
Proposer Y $269,000 price) divided by Points
30 Proposer Y multiplied
proposed total price by 92.9%)
=92.9/°
$250K(lowest 27.27
price)divided by (Potential
Proposer Z $275,000 Proposer Z Points
proposed total price multiplied
=90.9% by 90.9%)
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C. Proposer Interviews
Following the initial evaluation and reference checks,the evaluation panel may elect to
recommend award to a particular Proposer(with or without interviews)or convene interviews
with a"short list"of Proposers, in the event more than five Proposals are received, consisting of
those Proposers reasonably likely, in the opinion of the panel, to be awarded the contract.
City of Campbell reserves the right not to convene interviews and to make an award on the basis
of initial proposals. References may be contacted at any point in the evaluation process.
D. Recommendation for Contract Award
The Evaluation Committee will recommend the selected Proposer to the City Council of the City
of Campbell,based on their evaluation of the proposals based on the evaluation criteria. The
Evaluation Committee will notify Proposer's who submitted a proposal of the results of the
recommendation for a contract award by email in accordance with Section V Consultant
Selection Timetable. Any appeals received by the deadline established by Section V Consultant
Selection Timetable shall be reviewed and processed in accordance with Section IX General
Conditions subsection C. The City Council will review the recommendation and, if they agree,
will authorize execution of the consultant services agreement and related materials.
IX. GENERAL CONDITIONS
A. Award
Any award made will be to the Proposer whose proposal is most advantageous to City of
Campbell based on the evaluation criteria defined in Section VIII Form of Proposal. If the
selected firm fails to enter into a contract with City of Campbell in a timely manner as
determined by City of Campbell, in accordance with the terms and conditions of this RFP, City
of Campbell reserves the right to reject the proposal of the selected firm and enter into a contract
with the next highest scoring firm.
B. Contract Arrangements
City of Campbell Standard Consultant Contract is attached as Appendix D. If a Proposer wishes
to propose a change to any standard City of Campbell contract provision,the provision and the
proposed alternative language must be submitted by emailing rfp@campbellca.gov and including
the specific changes requested prior to the closing date. If no such change is requested,the
Proposer will be deemed to accept City of Campbell's standard contract provisions, unless such
language is protested in accordance with Section C below.
The selected Consultant will be required to maintain insurance coverage, during the term of the
contract, at the levels described in Appendix D-1, Insurance Requirements. Proposer agrees to
provide the required certificates of insurance providing verification of the minimum insurance
requirements in Appendix D-1, within ten(10)business days of City of Campbell's notice that it
is the successful Proposer. Requests to change City of Campbell's insurance requirements or
other provisions of the contract should be submitted on or prior to the closing date for receipt of
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requests for clarifications/exceptions. City of Campbell will review the requests and issue an
addendum if material changes requested by a prospective Proposer are acceptable. Objections to
City of Campbell determinations on requests to change insurance requirements or other
provisions of the contract pursuant to the protest provisions of this RFP must be brought to City
of Campbell's attention no later than the deadline for protesting RFP provisions or compliance
with all material insurance requirements or other provisions of the contract will be assumed.
The contract resulting from this RFP will be a fixed-fee subject to the maximum funding
approved or authorized by the City, with payment based on City of Campbell's receiving of
satisfactory deliverables.
Consultant's performance under any contract issued resultant of this RFP will be evaluated and
the evaluation information may be considered as part of the evaluation for any other City of
Campbell projects for which the Consultant submits a proposal for three years after services are
performed.
C. Selection Disputes
A Proposer may object to a provision of the RFP on the grounds that it is arbitrary,biased, or
unduly restrictive, or to the selection of a particular Proposer on the grounds that City of
Campbell procedures,the provisions of the RFP or applicable provisions of federal, state or local
law have been violated or inaccurately or inappropriately applied by emailing
rfp@campbellca.gov a written explanation of the basis for the protest as follows:
1. No later than 4:00 p.m. on the third business day prior to the date proposals are due, for
objections to RFP provisions; or
2. No later than 4:00 p.m. on the third business day after the date the firm is notified that it
did not meet the minimum qualifications or was found to be non-responsive; or
3. No later than 4:00 p.m. on the third business day after the date in which City of Campbell
posts the award notice and signed memo authorizing award on the City of Campbell
website, or if applicable the date the appropriate committee authorizes award, whichever
is later, for objections to Proposer selection.
Except with regard to initial determinations of non-responsiveness,the evaluation record shall
remain confidential until the City of Campbell authorizes award.
Protests of recommended awards must clearly and specifically describe the basis for the protest
in sufficient detail for the Evaluation Committee to recommend a resolution to the Community
Development Director.
The Community Development Director will respond to the protest in writing,based on the
recommendation of the Evaluation Committee, by either reaffirming the decision or issuing a
new decision based on the evaluation criteria defined in Section VIII. Should a Proposer wish to
appeal the decision of the Community Development Director, it may file a written appeal with
the City Clerk, no later than 4:00 p.m. on the third business day after receipt of the written
response from the Community Development Director for consideration by the City Council. The
City Council decision will be the final agency decision.
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Authorization to award an agreement to a particular Proposer by City of Campbell shall be
deemed conditional until the issuance of the City Council's decision.
D. Public Records
City of Campbell is required to comply with the California Public Records Act(Government
Code §6250 et seq.). In the event that City of Campbell receives a request under the California
Public Records Act for any information clearly marked as confidential received from a Proposer,
City of Campbell shall promptly notify the Proposer of such request prior to release of such
information so as to enable the Proposer to seek a court order protecting such information from
disclosure. It is understood that City of Campbell cannot withhold information beyond the legal
timeframe required for responding to a request under the California Public Records Act.
E. Key Personnel
Key Proposer personnel assigned to the project are expected to remain on the project. Any
change in key personnel on the proposed project team is subject to prior written approval of City
of Campbell. Removal of any key personnel identified in the proposal without written consent of
the City of Campbell Project Manager may be considered a material breach of contract.
F. Conflicts Of Interest
By submitting a proposal,the Proposer represents and warrants that no commissioner, officer, or
employee of City of Campbell is in any manner interested directly or indirectly in the proposal or
in the contract that may be made under it or in any profits expected to arise therefrom, as set
forth in California Government Code Section 1090.
The Proposer further warrants and represents that it presently has no interest and agrees that it
will not acquire any interest that would present a conflict of interest under California
Government Code Sections 1090 et seq. or 87100 et seq. during the performance of services
under any contract resulting from this RFP and that it will not knowingly employ any person
having such an interest. Violation of this provision may result in the contract being deemed void
and unenforceable.
Whenever City of Campbell is awarding a contract that involves the rendering of advice, it will
consider whether there exists the potential for bias, because of other activities,relationships or
contracts of the Proposer, and if so,whether any potential bias can be mitigated acceptably by
City of Campbell and the Proposer. After award,the winning Proposer shall take all reasonable
measures to preclude the existence or development of an organizational conflict of interest in
connection with work performed under the agreement resulting from this and other City of
Campbell solicitations. An organizational conflict of interest occurs when, due to other
activities,relationships, or contracts, a firm or person is unable, or potentially unable,to render
impartial assistance or advice to City of Campbell; a firm or person's objectivity in performing
the contract work is or might be impaired; or a firm or person has an unfair competitive
advantage in proposing for award of a contract as a result of information gained in performance
of this or some other project.
Proposer shall not engage the services of any subcontractor or independent contractor on any
work related to this RFP if the subcontractor or independent contractor, or any employee of the
subcontractor or independent contractor, has an actual or apparent organizational conflict of
interest related to work or services contemplated under this RFP.
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G. Personally Identifiable Information
Proposer agrees to comply with the special provisions related to the access and protection of
personally identifiable information set forth in Attachment F, Special Conditions Relating to
Personally Identifiable Information of Appendix D, City of Campbell Standard Consultant
Contract.
H. Communication
Proposer agrees to submit all communication and required documentation, including but not
limited to invoices,requests for contract modifications, etc. to the City of Campbell City Contact
or his/her designee via email at stephenr@campbellca.gov unless an alternative email address is
identified.
I. Disadvantaged Business Enterprise (DBE)Requirement
Effective July, 2012, the California Department of Transportation(Caltrans)requires recipients
of DOT grant funds through Caltrans to impose the following DBE utilization requirements on
its consultants and contractors or require sufficient documentation to demonstrate a good faith
effort toward achieving them. Consultant's DBE participation on this Agreement will assist
Caltrans in meeting its federally mandated statewide overall DBE goal. See Appendix E, Federal
Requirements.
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APPENDIX A, PRELIMINARY SCOPE OF WORK
The City of Campbell ("AGENCY"), with the assistance of a professional consultant or
professional consultant team("CONSULTANT"), shall complete the following:
Task 1 —PROJECT INITIATION AND MANAGEMENT
1.1:Project Management
The AGENCY shall administer the PDA Planning Grant and oversee the services of
CONSULTANT. The AGENCY shall establish regular interactions with the Metropolitan
Transportation Commission(MTC)Grant Manager to relay information and solicit feedback about
the project. The CONSULTANT shall establish regular interactions (every two weeks) with the
AGENCY to relay information, solicit feedback, and participate in working sessions.
1.3:Award Consultant Contract
AGENCY shall attend a meeting with the City Council to:
• Provide a brief overview of the scope of services to be provided by CONSULTANT
based on their response to RFP.
• Identify and solicit direction on funding for costs that will not be covered by the grant or
could be performed as additional optional tasks.
• Approve and award contract to CONSULTANT.
1.4:Kick-off Meeting
CONSULANT shall attend an initial project meeting with AGENCY to:
• Establish communications and reporting strategy, identify project team members, and
other project needs.
• Review, revise, and refine project goals, scope of work, schedule, and confirm key
responsibilities.
• Discuss the Hamilton Avenue Precise Plan and relevant background materials.
1.5: City Council Introductory Meeting
CONSULANT shall prepare and present a report to the City Council and AGENCY to:
• Introduce key members of the CONSULTANT team involved in the work effort.
• Present refinements to project goals, scope of work, or schedule (if necessary).
• Present stakeholder engagement strategy and plan for the creation of an advisory body.
Task 1 Deliverables:
1.4: Meeting notes and draft stakeholder engagement strategy.
1.5: Meeting materials including but not limited to PowerPoint presentations, and meeting
materials.
Task 2—PUBLIC ENGAGEMENT
2.1:Stakeholder Engagement Strategy
CONSULTANT, in partnership with AGENCY, shall draft a stakeholder engagement strategy.
The stakeholder engagement strategy shall include a toolbox and options of outreach methods
(e.g. meeting format, discussion topics, meeting management tools). The toolbox shall include
the creation of a standing advisory body with key stakeholders,potentially including staff from
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the Metropolitan Transportation Commission(MTC), Caltrans, property owners, community
members, and board/commission members. Engagement strategy shall also include up to 3
intercept surveys targeting bicycle and pedestrian users in the area and one public survey.
2.2:Standing Advisory Body
CONSULTANT in partnership with AGENCY shall solicit and appoint individuals to serve on
the standing advisory body and facilitate the meetings. CONSULTANT shall:
• Identify and provide a list of interested parties and groups (e.g. Campbell residents,
businesses, biking coalitions, Community Based Organizations etc.)to participate in
project process.
• Draft and finalize application questions in partnership with AGENGY and create a web
based application form.
• Compile submitted applications for AGENCY review.
• Organize, schedule, facilitate, and manage in-person and virtual meetings and discussions
for all Advisory Body meetings(up to 7).
• Assemble meeting agendas, materials, and summaries and distribute to all advisory body
members.
• Facilitate walking tours (up to 2)of the study area as necessary.
2.3: Community Meetings & Outreach
CONSULTANT shall organize,prepare for, facilitate, attend, and manage all community
meetings and outreach. CONSULTANT shall:
• Create, distribute, and post community/stakeholder meeting advertisements.
• Take meeting notes.
• Assemble and prepare meeting agendas,materials, and meeting summaries.
• Organize, facilitate, and manage in-person and virtual meetings for all
community/stakeholder meetings(up to 7).
• Periodically provide resources and content for AGENCY publication on the City website
and for distribution through email.
2.4:Public Hearings
AGENCY shall schedule public hearing dates and coordinate all legal public noticing for meetings.
The CONSULTANT shall prepare for and attend all public hearings. The CONSULTANT shall
assist in the preparation of staff reports and meeting materials (e.g., PowerPoint presentations,
supporting exhibits,graphics),presenting,and facilitating discussion on specified topics to receive
feedback.
Task 2 Deliverables:
2.1: Standing Advisory Body
• Stakeholder engagement strategy
2.2: Standing Advisory Body
• List of interested parties and groups for Standing Advisory Body.
• Application questions and web-based application form.
• Submitted advisory body application forms.
• Prepare for(including drafting meeting agendas and materials) and attend up to seven
(7) Advisory Group meetings and provide post-meeting summaries.
• Prepare for, facilitate, and attend two (2)walking tours of the study area.
2.3: Community Meetings& Outreach
Hamilton Avenue Precise Plan RFP
Page 16
• Create, distribute, and post community/stakeholder meeting advertisements.
• Take meeting notes.
• Assemble and prepare meeting agendas, materials, and meeting summaries.
• Organize, facilitate, and manage in-person and virtual meetings for all
community/stakeholder meetings (up to 7).
• Periodically provide resources and content for AGENCY publication on the City
website and for distribution through email.
2.4: Public Hearings
• Prepare for and attend up to one (1)Bicycle Pedestrian Advisory Committee meeting.
Inclusive of preparing meeting materials.
• Prepare for and attend up to one(1) Civic Improvement Commission meeting.
Inclusive of preparing meeting materials.
• Prepare for and attend up to six(6)Planning Commission meetings and provide post-
meeting summaries. Inclusive of preparing meeting materials.
• Prepare for and attend up to seven(7) City Council meetings and provide post-
meeting summaries. Inclusive of preparing meeting materials.
Task 3—EXISTING CONDITIONS ANALYSIS
3.1:Existing Conditions Report
CONSULTANT shall perform all the following tasks:
• Evaluation of existing conditions in the Precise Plan Area as well as its immediate
vicinity.
o The immediate vicinity shall include properties along Hamilton Avenue up to
the intersection of Hamilton Avenue with Winchester Boulevard and Bascom
Avenue, as well as all properties on all four corners of the street where they
intersect.
o The existing conditions analysis shall involve an evaluation of both public
(rights-of-way) and private property, and infrastructure.
o The existing conditions analysis will identify existing traffic patterns (e.g.,
origins and destinations) for AM and PM peak hours for bikes, pedestrians,
cars, and the Hamilton Light Rail Station building on work to be studied as
part of the Hamilton/SR 17 Bicycle Overcrossing Feasibility Study.
o An analysis of travel/transit patterns including commute distance,mode, and
travel time.
o A summary of existing City Streetscape Standards in the area.
o Progress made of Public Works Improvement Projects (see Task 5).
o A gap analysis for station access, as stipulated in MTC's TOC policies.
• Conduct a Pedestrian Safety Audit, with a specific focus on: pedestrian safety and
crossings at Highway 17 interchange and high volume driveways, Hamilton Avenue
intersections at Winchester Boulevard and Bascom Avenue, respectively, and other
intersections as may be identified by city staff. At a minimum, the Pedestrian Safety
Audits should be conducted in a manner consistent with A Technical Guide for
Conducting Pedestrian Safety Assessments for California Communities(U.C. Berkeley
Institute of Transportation Studies, Technology Transfer Program, 2013; see link).
• Conduct a Bicycle Safety Audit based on industry best practices. Observe existing
facilities and challenges to bicyclists through the study corridor. Note in particular the
Hamilton Avenue Precise Plan RFP
Page 17
challenges bicyclists may encounter at signalized intersections,high-volume driveways,
and Hamilton Avenue/Highway 17 on-ramps. Refer to the Final Santa Clara
Countywide Bicycle Plan 2018 (see link for main text and Appendix link) and VTA's
Bike Level of Stress Map (see LTS map).
• Attend field visits and identify infrastructure needs, including bikeway gaps, and
accessible improvements.
Task 3 Deliverables:
3.1: Existing Conditions Analysis
Task 4—ROADWAY IMPROVEMENT & GATEWAY FEATURES PLAN
4.1: Draft Roadway Improvement Plan
CONSULTANT shall recommend public improvements (inclusive of roadway improvements,
bicycle infrastructure,pedestrian network improvements, and stormwater facilities) for the entire
study area accounting for build-out scenarios and alternatives identified in Task 5 (Development
Buildout and Alternatives Analysis). The Roadway Improvement Plan,prepared by the
CONSULTANT, shall focus on the identification of transportation improvements to occur in the
Hamilton Avenue Precise Plan area as well as in its immediate vicinity with a focus on providing
for better east-west connectivity,particularly to the VTA light rail station. The Public
Improvement Plan shall be at a conceptual level. The CONSULTANT shall identify interim
pedestrian and bicycle safety measures to allow pedestrians and bicyclists to safely navigate the
study area(with a particular focus on the Hamilton Avenue and Highway 17 overcrossing
intersection). The interim pedestrian and bicycle safety measures shall be coordinated with
Caltrans, where necessary. A conceptual cost estimate shall be prepared for the interim
pedestrian and bicycle safety measures.
The CONSULTANT shall ensure this task is coordinated with, and built upon the work of the
following Public Works Department projects:
> Hamilton Avenue Resurfacing Project
The project currently being designed and scheduled for implementation in 2025 will
resurface approximately 2.8 centerline miles of pavement on Hamilton Avenue, a six-
lane arterial roadway within the City of Campbell. The project will also construct
"Complete Streets" elements such as: 1)bicycle facilities to close the gap in the
regional bike network by providing an east-west connection; and 2)pedestrian
facilities by installing ADA compliant curb ramps.
How this project supports the development of the Hamilton Ave. Precise Plan:
o Will provide a detailed curb-to-curb geometric plan of existing conditions of
entire Hamilton Avenue corridor.
o Will provide bicycle markings for the entire Hamilton Avenue corridor.
> Hamilton Avenue/Highway 17 Bicycle Overcrossing Feasibility Study
The Hamilton Avenue/Highway 17 Bicycle Overcrossing Feasibility Study currently
underway will evaluate how best to improve bicycle and pedestrian mobility on
Hamilton Avenue over State Route 17. The goal of the study is to develop feasible
alternatives, assess the impacts of each alternative, and determine a preferred
alternative to carry forward to final design. The project will study existing bicycle
Hamilton Avenue Precise Plan RFP
Page 18
and pedestrian facilities along Hamilton Avenue, bicycle and pedestrian travel
patterns, surrounding context and planning efforts, alternative alignments, impacts to
utilities and right-of-way, environmental impacts, structural and geotechnical
constraints, recommended preferred alignment, and preliminary project cost
estimates.
The project location is Hamilton Avenue between the Highway 17 Southbound Off-
ramp/Salmar Avenue and Creekside Way.
The study will include an evaluation of alignment alternatives. The outcome will be a
preferred alternative with a proposed alignment,type of structure, and planning level
cost estimate.
How this project supports the development of the Hamilton Ave. Precise Plan:
Will provide feasible and preferred alignment alternatives with planning level cost
estimates.
➢ The Hamilton Avenue/Highway 17 Southbound Off-Ramp Widening Project
The Hamilton Avenue/Highway 17 Southbound Off-ramp Widening Project will
prepare final design plans, specifications, and engineer's estimate for widening the
off-ramp to improve traffic operations at the Hamilton Avenue/Salmar
Avenue/Highway 17 Southbound Off-ramp intersection. The proposed lane
configuration for the off-ramp would replace the existing shared through-left lane
with a separate through lane and a third left-turn lane. The project will evaluate
environmental impacts.
How this project supports the development of the Hamilton Ave. Precise Plan:
o Will provide Caltrans-approved design of a widened off-ramp to improve
intersection operations at the Hamilton Avenue/Highway 17 Southbound Off-
ramp/Salmar Avenue.
o Will include bicycle- and pedestrian-related improvements within the Hamilton
Avenue/Salmar Avenue/Highway 17 Southbound Off-ramp intersection
o Updated detailed cost estimate of improvements.
➢ Bascom Avenue Corridor Study
VTA's Bascom Avenue Complete Streets Phase 1 Project is currently being designed.
The Phase 1 corridor extends between Interstate 880 near Hedding Street and
Hamilton Avenue. This project will decrease Bascom Avenue from three lanes per
direction to two lanes per direction and add Class IV bike lanes separated from traffic
lanes by raised islands. VTA has secured grant funds for the construction phase of
this project.
In the future, Phase 2 would have major changes to the Hamilton Avenue/Bascom
Avenue intersection geometry and traffic signal design. The pork-chop islands would
be removed and the corner radii would be tightened. Phase 2 is mentioned in VTA's
Bascom Corridor Complete Streets Study
(https://www.vta.org/projects/documents?project=991)but there is no funding yet for
a design project.
Hamilton Avenue Precise Plan RFP
Page 19
How this project supports the development of the Hamilton Ave. Precise Plan:
o Will provide a detailed street geometric plan of existing conditions of the Bascom
Avenue corridor north of Hamilton Avenue.
o Will provide engineering level detail of existing conditions and may include some
utility details of the Bascom Avenue corridor north of Hamilton Avenue.
o The Bascom Corridor Complete Streets Study provides preliminary concept
drawings for the Hamilton Avenue/Bascom Avenue intersection.
4.2: Conceptual Gateway Features Plan
CONSULTANT shall provide and identify a multitude of options for gateway elements/design
features and potential locations. This shall include preparation of conceptual
renderings/graphics/plans with a written description of each conceptual gateway element/design
feature. The gateway elements/design features may include but are not limited to architectural
elements, community identity signage, and special paving.
4.3:Final Gateway Features Plan
CONSULTANT shall prepare drawings of sufficient detail to estimate the cost of gateway
elements located within the public right-of-way.
4.4:Streetscape Improvement Plan
CONSULTANT shall prepare a streetscape improvement plan for the entire study area,
incorporating the City's adopted Streetscape Standards for the public right-of-way along the
Hamilton Avenue corridor. The plan shall propose updated landscaping and stormwater
treatment detail standards that reflect changes in water conservation and stormwater treatment
requirements that have changed since the Streetscape Standards were initially adopted. The plan
should include a conceptual stormwater treatment plan demonstrating the feasibility of treating
all off the stormwater run-off from the public right-of-way within the landscaped areas and a
toolbox of preferred stormwater treatment facilities to be constructed in the right-of-way.
4.5:Final Public Improvement Plan
After AGENCY review and feedback, CONSULTANT shall finalize the Public Improvement
Plan to include the streetscape and interim transportation improvements identified for the study
area.
4.6 Precise Plan Boundary
CONSULTANT in coordination with city staff, shall analyze the Precise Plan boundary in
consideration of Task 4 and Task 5 and provide options for amendments to the boundary.
Task 4 Deliverables:
4.1: Draft Roadway Improvement Plan
4.2: Conceptual Gateway Elements and Architectural Design Features
renderings/graphics/plans. Written description of each gateway element/design feature.
4.3: Final Gateway Features Plan
4.4: Streetscape Improvement Plan
4.5: Final Public Improvement Plan
4.6: Options for Precise Plan boundary
Task 5—DEVELOPMENT BUILDOUT AND ALTERNATIVES ANALYSIS
Hamilton Avenue Precise Plan RFP
Page 20
5.1: Transit-Oriented Community Policies Analysis
CONSULTANT shall analyze the application of Transit Oriented Community Policies,published
by MTC, on the plan area. Examples of TOC policies to be evaluated by CONSULTANT under
this task include the following:
Residential TOC Policies:
• Require a minimum density of 50 units/net acre or higher (i.e., understanding
extent to which plan area already complies with this requirement, and
identification of areas that may need to be added to comply).
• Prohibit parking minimums and establish a parking maximum of 1.0 spaces per
unit or lower.
Commercial TOC Policies:
• Allow for a minimum FAR of 2.0 or higher.
• Prohibit parking minimums and establish a parking maximum of 2.5 spaces per
1,000 square feet or lower.
5.2:Buildout&Alternatives Analysis
CONSULTANT shall model residential/commercial buildout within the Precise Plan area and its
immediate vicinity, consider stakeholder feedback related to sought public improvements, and
identify potential multi-modal issues and areas to address under the following scenarios:
• Scenario 1: Buildout under 2040 General Plan
• Scenario 2: Buildout under 2040 General Plan and with application of Transit-
Oriented Community Policies
CONSULTANT shall identify options and alternatives for each scenario that may result in
improved active multi-modal transportation improvements. The alternatives analysis shall present
options to amend the precise plan boundaries to include areas within the immediate vicinity.
Task 5 Deliverables:
5.1: Transit-Oriented Communities Policy Analysis
5.2: Build-Out Scenarios
Task 6—CEQA ANALYSIS
Task 6.1—CEQA Outreach and Scoping
CONSULTANT shall meet with AGENCY to discuss initial scoping and approach to preparing
an analysis of the project impacts in accordance with the California Environmental Quality Act
(CEQA). In performing a review of environmental impacts, CONSULTANT shall:
• Prepare Project Description
• Complete Tribal Consultation(AB 52 and SB 18)
Task 6.2—CEQA Document Preparation
CONSULTANT will prepare an Initial Environmental Assessment scoping the impacts of the
Second Public Review Draft of the Hamilton Avenue Precise Plan. While the exact CEQA
compliance documentation necessary is to be determined, the scope of work should plan for an
analysis that the Precise Plan is consistent with the Final Environmental Impact Report prepared
for the 2040 General Plan and 2023-2031 Housing Element(adopted on April 18, 2023).
Hamilton Avenue Precise Plan RFP
Page 21
• Complete an Initial Study (IS)
• Prepare and Publish CEQA Document(Finding of Consistency with the 2040 General
Plan and Housing Element EIR anticipated)
• Complete an analysis of the Precise Plan and the 2040 General Plan and Housing
Element Environmental Impact Report(EIR).
• Identify and prepare all technical studies(if any are needed)
Task 6 Deliverables:
6.1: CEQA Outreach and Scoping
o Project description
o Technical Studies
o Notice of Preparation Notification(as needed)
o Tribal Notification(as needed)
6.2: CEQA Document Preparation
o Preparation of Draft CEQA Document(anticipated to be a Finding of Consistency
with the 2040 General Plan and Housing Element EIR anticipated)
Task 7—PREPARE DRAFT PRECISE PLAN
Task 7.1:Prepare Draft Precise Plan.
CONSULTANT shall prepare the precise plan inclusive of a project introduction,background
analysis, description of the planning effort, and anticipated public improvements and gateway
features. This task shall include the preparation of any exhibits or graphics.
Task 7 Deliverables:
• Draft Precise Plan in Microsoft word and PDF file format
• GIS layer of Precise Plan boundary
Task 8—FINALIZE AND ADOPT PRECISE PLAN AND ENVIRONMENTAL
DOCUMENT
Task 8.1:Finalize and Adopt Precise Plan.
Complete Stakeholder Engagement,review and revise Precise Plan as needed, adoption of
Precise Plan, CEQA document, corresponding implementing materials.
Task 8 Deliverables:
8.1: Final Precise Plan
8.2: Final CEQA Document(Anticipated to be found consistent with the General Plan and
Housing Element EIR)
8.3: Impact Fee Schedule
Hamilton Avenue Precise Plan RFP
Page 22
APPENDIX B, COST AND PRICE ANALYSIS FORM
[PLACEHOLDER]
APPENDIX C, CALIFORNIA LEVINE ACT STATEMENT
California Government Code § 84308, commonly referred to as the"Levine Act,"precludes an officer of
a local government agency from participating in the award of a contract if he or she receives any political
contributions totaling more than$250 in the 12 months preceding the pendency of the contract award,and
for three months following the final decision, from the person or company awarded the contract. This
prohibition applies to contributions to the officer,or received by the officer on behalf of any other officer,
or on behalf of any candidate for office or on behalf of any committee.
City of Campbell's officers (City Council members)include:
City Council
Susan M. Landry, Mayor
Sergio Lopez, Vice Mayor
Daniel E. Furtado, Councilmember
Elliot Scozzola, Councilmember
Anne Bybee, Councilmember
1. Have you or your company, or any agent on behalf of you or your company, made any political
contributions of more than $250 to any City of Campbell officer in the 12 months preceding the
date of the issuance of this request for qualifications?
YES NO
If yes, please identify the officer:
2. Do you or your company, or any agency on behalf of you or your company, anticipate or plan to
make any political contributions of more than $250 to any City of Campbell officer in the three
months following the award of the contract?
YES NO
If yes,please identify the officer:
Answering yes to either of the two questions above does not preclude City of Campbell from awarding a
contract to your firm. It does,however,preclude the identified officer(s)from participating in the contract
award process for this contract.
DATE (SIGNATURE OF AUTHORIZED OFFICIAL)
(TYPE OR WRITE APPROPRIATE NAME,TITLE)
(TYPE OR WRITE NAME OF COMPANY)
APPENDIX D,CITY OF CAMPBELL STANDARD CONSULTANT CONTRACT
[PLACEHOLDER]
APPENDIX E,FEDERAL REQUIREMENTS
Federally-required contract provisions are listed below and in Appendix D, City of Campbell's Standard
Consultant Agreement, in Attachment H and its subparts. In addition,the federal requirements in this
Appendix E shall apply to any contract resulting from this RFP.
Effective July, 2012,the California Department of Transportation(Caltrans)requires recipients of DOT
grant funds through Caltrans to impose the following DBE utilization requirements on its consultants
and contractors or require sufficient documentation to demonstrate a good faith effort toward achieving
them. Consultant's DBE participation on its Agreement with City of Campbell will assist Caltrans in
meeting its federally mandated statewide overall DBE goal.
City of Campbell has established Disadvantaged Business Enterprise(DBE) goal of 40.47% for
any contract entered into as a result of this procurement.
1. TERMS AS USED IN THIS DOCUMENT
• The term"Disadvantaged Business Enterprise"or"DBE"means a for-profit small
business concern owned and controlled by a socially and economically disadvantaged
person(s) as defined in Title 49, Code of Federal Regulations (CFR),Part 26.5.
• The term"Agreement"also means"Contract."
• Agency also means the local entity entering into this contract with the Contractor or
Consultant.
• The term"Small Business"or"SB" is as defined in 49 CFR 26.65.
2. AUTHORITY AND RESPONSIBILITY
A. DBEs and other small businesses are strongly encouraged to participate in the performance of
Contracts financed in whole or in part with federal funds (See 49 CFR 26, "Participation by
Disadvantaged Business Enterprises in Department of Transportation Financial Assistance
Programs"). The Consultant must ensure that DBEs and other small businesses have the
opportunity to participate in the performance of the work that is the subject of this solicitation
and should take all necessary and reasonable steps for this assurance. The proposer must not
discriminate on the basis of race, color, national origin, or sex in the award and performance of
subcontracts.
B. Proposers are encouraged to use services offered by financial institutions owned and controlled
by DBEs.
3. SUBMISSION OF DBE INFORMATION
If there is a DBE goal on the contract,Appendix E-2, "Consultant Proposal DBE Commitment"form
and Appendix E-4, "Consultant Contract DBE Commitment"form shall be included in the procurement
document. In order for a proposer to be considered responsible and responsive,the proposer must make
good faith efforts to meet the goal established for the contract. If the goal is not met, the proposer must
document adequate good faith efforts. All DBE participation will be counted towards meeting the
contract goal;therefore, all DBE participation shall be collected and reported.
Appendix E-2, "Consultant Proposal DBE Commitment"form and Appendix E-4, "Consultant Contract
DBE Commitment"form shall be included with the procurement document. The purpose of the forms is
to collect data required under 49 CFR 26. These forms collect all DBE participation. Even if no DBE
participation will be reported, the successful Proposer must execute and return the forms.
4. DBE PARTICIPATION GENERAL INFORMATION
It is the proposer's responsibility to be fully informed regarding the requirements of 49 CFR, Part 26,
and the Department's DBE program developed pursuant to the regulations. Particular attention is
directed to the following:
A. A DBE must be a small business firm defined pursuant to 13 CFR 121 and be certified through
the California Unified Certification Program (CUCP).
B. A certified DBE may participate as a prime consultant, subconsultant,joint venture partner,
as a vendor of material or supplies, or as a trucking company.
C. A DBE proposer not proposing as a joint venture with a non-DBE, will be required to document
one or a combination of the following:
1. The proposer is a DBE and will meet the goal by performing work with its own forces.
2. The proposer will meet the goal through work performed by DBE subconsultants,
suppliers or trucking companies.
3. The proposer,prior to proposing, made adequate good faith efforts to meet the goal.
D. A DBE joint venture partner must be responsible for specific contract items of work or clearly
defined portions thereof. Responsibility means actually performing,managing, and supervising
the work with its own forces. The DBE joint venture partner must share in the capital
contribution, control,management,risks and profits of the joint venture commensurate with its
ownership interest.
E. A DBE must perform a commercially useful function pursuant to 49 CFR 26.55,that is, a DBE
firm must be responsible for the execution of a distinct element of the work and must carry out
its responsibility by actually performing, managing and supervising the work.
F. The proposer shall list only one subconsultant for each portion of work as defined in their
proposal and all DBE subconsultants should be listed in the bid/cost proposal list of
subconsultants.
G. A prime consultant who is a certified DBE is eligible to claim all of the work in the Contract
toward the DBE participation except that portion of the work to be performed by non-DBE
subconsultants.
5.RESOURCES
A. The CUCP database includes the certified DBEs from all certifying agencies participating in the
CUCP. If you believe a firm is certified that cannot be located on the database,please contact
the Caltrans Office of Certification toll free number 1-866-810-6346 for assistance.
B. Access the CUCP database from the Department of Transportation, Office of Civil Rights
website: https://caltrans.dbesystem.com/.
• 1. Click on the link titled"Access the DBE Query Form"
• 2. Click on"Start DBE Firms Query"link
• Searches can be performed by one or more criteria. Follow instructions on the screen.
6. MATERIALS OR SUPPLIES PURCHASED FROM DBES COUNT TOWARDS THE DBE
GOAL UNDER THE FOLLOWING CONDITIONS:
A. If the materials or supplies are obtained from a DBE manufacturer, count 100 percent of the cost
of the materials or supplies. A DBE manufacturer is a firm that operates or maintains a factory,
or establishment that produces on the premises the materials, supplies, articles, or equipment
required under the Contract and of the general character described by the specifications.
B. If the materials or supplies purchased from a DBE regular dealer, count 60 percent of the cost of
the materials or supplies. A DBE regular dealer is a firm that owns, operates or maintains a
store, warehouse, or other establishment in which the materials, supplies, articles or equipment
of the general character described by the specifications and required under the Contract are
bought, kept in stock, and regularly sold or leased to the public in the usual course of business.
To be a DBE regular dealer,the firm must be an established,regular business that engages, as
its principal business and under its own name, in the purchase and sale or lease of the products
in question. A person may be a DBE regular dealer in such bulk items as petroleum products,
steel, cement, gravel, stone or asphalt without owning,operating or maintaining a place of
business provided in this section.
C. If the person both owns and operates distribution equipment for the products, any
supplementing of regular dealers' own distribution equipment shall be, by a long-term lease
agreement and not an ad hoc or Agreement-by-Agreement basis. Packagers,brokers,
manufacturers' representatives, or other persons who arrange or expedite transactions are not
DBE regular dealers within the meaning of this section.
D. Materials or supplies purchased from a DBE,which is neither a manufacturer nor a regular
dealer, will be limited to the entire amount of fees or commissions charged for assistance in the
procurement of the materials and supplies, or fees or transportation charges for the delivery of
materials or supplies required on the job site,provided the fees are reasonable and not excessive
as compared with fees charged for similar services
Hamilton Avenue Precise Plan RFP
Page 29
APPENDIX E-1, CERTIFICATION OF RESTRICTIONS ON LOBBYING
I, hereby certify on behalf of that:
(name and title of grantee (name of grantee)
official)
1. No Federal appropriated funds have been paid or will be paid,by or on behalf of the
undersigned,to any person for influencing or attempting to influence an officer or
employee of any agency, a Member of Congress, an officer or employee of Congress, or
an employee of a Member of Congress in connection with the awarding of any Federal
contract,the making of any Federal grant,the making of any Federal loan, the entering
into of any cooperative agreement, and the extension, continuation, renewal, amendment,
or modification of any Federal contract, grant, loan, or cooperative agreement.
2. If any funds other than Federal appropriated funds have been paid or will be paid to any
person for influencing or attempting to influence an officer or employee of any agency, a
Member of Congress, an officer or employee of Congress, or an employee of a Member
of Congress in connection with this Federal contract, grant, loan, or cooperative
agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure
Form to Report Lobbying," in accordance with its instructions.
3. The undersigned shall require that the language of this certification be included in the
award documents for all subawards at all tiers (including subcontracts, subgrants, and
contracts under grants, loans, and cooperative agreements) and that all subrecipients shall
certify and disclose accordingly.
This certification is a material representation of fact upon which reliance is placed when this
transaction was made or entered into. Submission of this certification is a prerequisite for
making or entering into this transaction imposed by Section 1352, Title 31, U.S. Code. Any
person who fails to file the required certification shall be subject to a civil penalty of not less
than $10,000 and not more than$100,000 for each such failure.
Executed this day of , 202_.
By:
(signature of authorized official)
(title of authorized official)
Hamilton Avenue Precise Plan RFP
Page 30
APPENDIX E-2, CONSULTANT PROPOSAL DBE COMMITMENT
40.47%
1. Local Agency: 2.Contract DBE Goal:
3. Project Description:
4. Project Location:
5.Consultant's Name: 6. Prime Certified DBE: ❑
7. Description of Work,Service,or Materials 8. DBE %
Supplied Certification 9. DBE Contact Information 10. DBE
Number
Local Agency to Complete this Section
17. Local Agency Contract Number:
11.TOTAL CLAIMED DBE PARTICIPATION
18. Federal-Aid Project Number:
19. Proposed Contract Execution Date:
20.Consultant's Ranking after Evaluation:
IMPORTANT: Identify all DBE firms being claimed for credit,
Local Agency certifies that all DBE certifications are valid and information on regardless of tier.Written confirmation of each listed DBE is
this form is complete and accurate. required.
21.Local Agency Representative's Signature 22. Date 12. Preparer's Signature 13. Date
23. Local Agency Representative's Name 24. Phone 14. Preparer's Name 15. Phone
25. Local Agency Representative's Title 16.Preparer's Title
DISTRIBUTION: Original—Included with consultant's proposal to local agency.
ADA Notice: For individuals with sensory disabilities,this document is available in alternate formats. For information call(916)654-6410 or TDD(916)654-3880
or write Records and Forms Management, 1120 N Street,MS-89,Sacramento,CA 95814.
Hamilton Avenue Precise Plan RFP
Page 31
INSTRUCTIONS—CONSULTANT PROPOSAL DBE COMMITMENT
CONSULTANT SECTION
1. Local Agency-Enter the name of the local or regional agency that is funding the contract.
2. Contract DBE Goal-Enter the contract DBE goal percentage as it appears on the project advertisement.
3. Project Location -Enter the project location as it appears on the project advertisement.
4. Project Description -Enter the project description as it appears on the project advertisement(Bridge Rehab,
Seismic Rehab, Overlay, Widening,etc.).
5. Consultant's Name-Enter the consultant's firm name.
6.Prime Certified DBE -Check box if prime contractor is a certified DBE.
7.Description of Work,Services,or Materials Supplied -Enter description of work, services, or materials to be
provided. Indicate all work to be performed by DBEs including work performed by the prime consultant's own forces,
if the prime is a DBE. If 100%of the item is not to be performed or furnished by the DBE,describe the exact portion
to be performed or furnished by the DBE. See LAPM Chapter 9 to determine how to count the participation of DBE
firms.
8.DBE Certification Number-Enter the DBE's Certification Identification Number. All DBEs must be certified on
the date bids are opened.
9.DBE Contact Information -Enter the name,address, and phone number of all DBE subcontracted consultants.
Also, enter the prime consultant's name and phone number, if the prime is a DBE.
10.DBE % -Percent participation of work to be performed or service provided by a DBE. Include the prime
consultant if the prime is a DBE. See LAPM Chapter 9 for how to count full/partial participation.
11.Total Claimed DBE Participation % -Enter the total DBE participation claimed. If the total%claimed is less
than item"Contract DBE Goal,"an adequately documented Good Faith Effort(GFE) is required(see Exhibit 15-H
DBE Information- Good Faith Efforts of the LAPM).
12. Preparer's Signature-The person completing the DBE commitment form on behalf of the consultant's firm
must sign their name.
13. Date-Enter the date the DBE commitment form is signed by the consultant's preparer.
14.Preparer's Name-Enter the name of the person preparing and signing the consultant's DBE commitment form.
15.Phone-Enter the area code and phone number of the person signing the consultant's DBE commitment form.
16.Preparer's Title-Enter the position/title of the person signing the consultant's DBE commitment form.
LOCAL AGENCY SECTION
17. Local Agency Contract Number-Enter the Local Agency contract number or identifier.
18. Federal-Aid Project Number-Enter the Federal-Aid Project Number.
19.Proposed Contract Execution Date-Enter the proposed contract execution date.
20. Consultant's Ranking after Evaluation—Enter consultant's ranking after all submittals/consultants are
evaluated. Use this as a quick comparison for evaluating most qualified consultant.
21. Local Agency Representative's Signature-The person completing this section of the form for the Local Agency
must sign their name to certify that the information in this and the Consultant Section of this form is complete and
accurate.
22. Date-Enter the date the DBE commitment form is signed by the Local Agency Representative.
23.Local Agency Representative's Name-Enter the name of the Local Agency Representative certifying the
consultant's DBE commitment form.
24. Phone-Enter the area code and phone number of the person signing the consultant's DBE commitment form.
25. Local Agency Representative Title-Enter the position/title of the Local Agency Representative certifying the
consultant's DBE commitment form.
Hamilton Avenue Precise Plan RFP
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INSTRUCTIONS—CONSULTANT PROPOSAL DBE COMMITMENT
CONSULTANT SECTION
1. Local Agency -Enter the name of the local or regional agency that is funding the contract.
2. Contract DBE Goal-Enter the contract DBE goal percentage as it appears on the project
advertisement.
3. Project Location - Enter the project location as it appears on the project advertisement.
4. Project Description -Enter the project description as it appears on the project
advertisement(Bridge Rehab, Seismic Rehab, Overlay, Widening, etc.).
5. Consultant's Name - Enter the consultant's firm name.
6.Prime Certified DBE - Check box if prime contractor is a certified DBE.
7. Description of Work,Services, or Materials Supplied - Enter description of work,
services, or materials to be provided. Indicate all work to be performed by DBEs including
work performed by the prime consultant's own forces, if the prime is a DBE. If 100%of the
item is not to be performed or furnished by the DBE, describe the exact portion to be
performed or furnished by the DBE. See LAPM Chapter 9 to determine how to count the
participation of DBE firms.
8. DBE Certification Number- Enter the DBE's Certification Identification Number. All
DBEs must be certified on the date bids are opened.
9. DBE Contact Information -Enter the name,address, and phone number of all DBE
subcontracted consultants. Also, enter the prime consultant's name and phone number, if the
prime is a DBE.
10. DBE % -Percent participation of work to be performed or service provided by a DBE.
Include the prime consultant if the prime is a DBE. See LAPM Chapter 9 for how to count
full/partial participation.
11. Total Claimed DBE Participation % - Enter the total DBE participation claimed. If the
total%claimed is less than item"Contract DBE Goal,"an adequately documented Good Faith
Effort(GFE)is required(see Exhibit 15-H DBE Information-Good Faith Efforts of the
LAPM).
12. Preparer's Signature- The person completing the DBE commitment form on behalf of the
consultant's firm must sign their name.
13.Date-Enter the date the DBE commitment form is signed by the consultant's preparer.
14. Preparer's Name-Enter the name of the person preparing and signing the
consultant's DBE commitment form.
15. Phone - Enter the area code and phone number of the person signing the consultant's DBE
commitment form.
16. Preparer's Title-Enter the position/title of the person signing the consultant's
DBE commitment form.
LOCAL AGENCY SECTION
17. Local Agency Contract Number-Enter the Local Agency contract number or identifier.
18.Federal-Aid Project Number- Enter the Federal-Aid Project Number.
19.Proposed Contract Execution Date-Enter the proposed contract execution date.
20. Local Agency Representative's Signature- The person completing this section of
the form for the Local Agency must sign their name to certify that the information in this
and the Consultant Section of this form is complete and accurate.
21.Date - Enter the date the DBE commitment form is signed by the Local Agency Representative.
22. Local Agency Representative's Name - Enter the name of the Local Agency
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Representative certifying the consultant's DBE commitment form.
23. Phone -Enter the area code and phone number of the person signing the consultant's DBE
commitment form.
24. Local Agency Representative Title-Enter the position/title of the Local Agency
Representative certifying the consultant's DBE commitment form.
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APPENDIX E-3,DBE INFORMATION—GOOD FAITH EFFORTS DOCUMENTATION
Cost Proposal Due Date
PE/CE Federal-aid Project No(s).
Bid Opening Date CON
The City of Campbell established a Disadvantaged Business Enterprise (DBE) goal of
40.47% for this contract. The information provided herein shows the required good faith efforts to
meet or exceed the DBE contract goal.
Proposers or bidders submit the following information to document their good faith efforts within five
(5) calendar days from cost proposal due date or bid opening. Proposers and bidders are
recommended to submit the following information even if the Appendix E-2: Consultant Proposal
DBE Commitments indicate that the proposer or bidder has met the DBE goal. This form protects the
proposer's or bidder's eligibility for award of the contract if the administering agency determines that
the bidder failed to meet the goal for various reasons, e.g., a DBE firm was not certified at bid
opening, or the bidder made a mathematical error.
The following items are listed in the Section entitled"Submission of DBE Commitment" of the Special
Provisions,
A. The names and dates of each publication in which a request for DBE
participation for this project was placed by the bidder(please attach copies of
advertisements or proofs of publication):
Publications Dates of Advertisement
B. The names and dates of written notices sent to certified DBEs soliciting bids for this project and
the dates and methods used for following up initial solicitations to determine with certainty
whether the DBEs were interested(please attach copies of solicitations,telephone records, fax
confirmations, etc.):
Names of DBEs Solicited Date of Initial Solicitation Follow Up Methods and Dates
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C. The items of work made available to DBE firms including those unbundled contract work items
into economically feasible units to facilitate DBE participation. It is the bidder's responsibility
to demonstrate that sufficient work to facilitate DBE participation in order to meet or exceed the
DBE contract goal.
Items Proposer or Bidder Breakdown Amou Percentage
of Normally Performs of Items nt Of
Work Item(Y/N) ($) Contract
(0.00%)
D. The names, addresses and phone numbers of rejected DBE firms,the reasons for the bidder's
rejection of the DBEs,the firms selected for that work(please attach copies of quotes from the
firms involved), and the price difference for each DBE if the selected firm is not a DBE:
Names, addresses and phone numbers of rejected DBEs and the reasons for the bidder's
rejection of the DBEs:
Names, addresses and phone numbers of firms selected for the work above:
E. Efforts (e.g. in advertisements and solicitations)made to assist interested DBEs in obtaining
information related to the plans, specifications and requirements for the work which was
provided to DBEs:
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F. Efforts (e.g. in advertisements and solicitations)made to assist interested DBEs in obtaining
bonding, lines of credit or insurance, necessary equipment, supplies,materials, or related
assistance or services, excluding supplies and equipment the DBE subcontractor purchases or
leases from the prime contractor or its affiliate:
G. The names of agencies, organizations or groups contacted to provide assistance in contacting,
recruiting and using DBE firms(please attach copies of requests to agencies and any responses
received, i.e., lists,Internet page download, etc.):
Name of Agency/Organization Method/Date of Contact Results
H. Any additional data to support a demonstration of good faith efforts:
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APPENDIX E-4, DBE INFORMATION-GOOD FAITH EFFORTS
1. Local Agency: 2.Contract DBE Goal: an ago/
3. Project Description:
4. Project Location:
5.Consultant's Name: 6. Prime Certified DBE: 0 7.Total Contract Award Amount:
8.Total Dollar Amount for ALL Subconsultants: 9.Total Number of ALL Subconsultants:
10. Description of Work,Service,or Materials 11. DBE 13. DBE
Supplied Certification 12. DBE Contact Information Dollar
Number Amount
Local Agency to Complete this Section
20. Local Agency Contract nmhor 14.TOTAL CLAIMED DBE $
Al
21. Federal-Aid Project PARTICIPATION
Niimhor cYo
22.Contract Execution
Hato•
Local Agency certifies that all DBE certifications are valid and information IMPORTANT: Identify all DBE firms being claimed for
on this form is complete and accurate. credit,regardless of tier.Written confirmation of each listed
DBE is required.
23.Local Agency Representative's 24. Date 15.Preparer's Signature 16. Date
25. Local Agency Representative's 26. Phone 17.Preparer's 18. Phone
27. Local Agency Representative's Title 19.Preparer's Title
DISTRIBUTION: 1.Original—Local Agency
2.Copy—Caltrans District Local Assistance Engineer(DLAE). Failure to submit to DLAE within 30 days of
contract execution may result in de-obligation of federal funds on contract.
ADA Notice: For individuals with sensory disabilities,this document is available in alternate formats. For information call(916)654-6410 or TDD
(916)654-3880 or write Records and Forms Management,1120 N Street,MS-89,Sacramento,CA 95814.
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INSTRUCTIONS—CONSULTANT CONTRACT DBE COMMITMENT
CONSULTANT SECTION
1.Local Agency-Enter the name of the local or regional agency that is funding the contract.
2. Contract DBE Goal-Enter the contract DBE goal percentage as it appears on the project advertisement.
3.Project Description-Enter the project description as it appears on the project advertisement(Bridge Rehab,
Seismic Rehab,Overlay, Widening,etc).
4.Project Location-Enter the project location as it appears on the project advertisement.
5.Consultant's Name-Enter the consultant's firm name.
6.Prime Certified DBE-Check box if prime contractor is a certified DBE.
7.Total Contract Award Amount-Enter the total contract award dollar amount for the prime consultant.
8.Total Dollar Amount for ALL Subconsultants—Enter the total dollar amount for all subcontracted
consultants. SUM=(DBEs+all Non-DBEs).Do not include the prime consultant information in this count.
9.Total number of ALL subconsultants—Enter the total number of all subcontracted consultants. SUM=
(DBEs+all Non-DBEs). Do not include the prime consultant information in this count.
10.Description of Work,Services,or Materials Supplied-Enter description of work, services, or materials to
be provided. Indicate all work to be performed by DBEs including work performed by the prime consultant's own
forces, if the prime is a DBE.If 100%of the item is not to be performed or furnished by the DBE,describe the
exact portion to be performed or furnished by the DBE. See LAPM Chapter 9 to determine how to count the
participation of DBE firms.
11.DBE Certification Number-Enter the DBE's Certification Identification Number.All DBEs must be
certified on the date bids are opened.
12.DBE Contact Information-Enter the name, address,and phone number of all DBE subcontracted
consultants. Also, enter the prime consultant's name and phone number, if the prime is a DBE.
13.DBE Dollar Amount-Enter the subcontracted dollar amount of the work to be performed or service to be
provided.Include the prime consultant if the prime is a DBE. See LAPM Chapter 9 for how to count full/partial
participation.
14.Total Claimed DBE Participation- $: Enter the total dollar amounts entered in the"DBE Dollar Amount"
column.%: Enter the total DBE participation claimed("Total Participation Dollars Claimed"divided by item
"Total Contract Award Amount").If the total%claimed is less than item"Contract DBE Goal,"an adequately
documented Good Faith Effort(GFE)is required(see Exhibit 15-H DBE Information-Good Faith Efforts of the
LAPM).
15.Preparer's Signature-The person completing the DBE commitment form on behalf of the consultant's firm
must sign their name.
16.Date-Enter the date the DBE commitment form is signed by the consultant's preparer.
17.Preparer's Name-Enter the name of the person preparing and signing the consultant's DBE commitment
form.
18.Phone-Enter the area code and phone number of the person signing the consultant's DBE commitment form.
19.Preparer's Title-Enter the position/title of the person signing the consultant's DBE commitment form.
LOCAL AGENCY SECTION
20.Local Agency Contract Number-Enter the Local Agency contract number or identifier.
21.Federal-Aid Project Number-Enter the Federal-Aid Project Number.
22.Contract Execution Date-Enter the date the contract was executed.
23.Local Agency Representative's Signature-The person completing this section of the form for the Local
Agency must sign their name to certify that the information in this and the Consultant Section of this form is
complete and accurate.
24.Date-Enter the date the DBE commitment form is signed by the Local Agency Representative.
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25.Local Agency Representative's Name-Enter the name of the Local Agency Representative certifying the
consultant's DBE commitment form.
26.Phone-Enter the area code and phone number of the person signing the consultant's DBE commitment form.
27.Local Agency Representative Title-Enter the position/title of the Local Agency Representative certifying
the consultant's DBE commitment form.
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APPENDIX E-5,DISCLOSURE OF LOBBYING ACTIVITIES
COMPLETE THIS FORM TO DISCLOSE LOBBYING ACTIVITIES PURSUANT TO 31 U.S.C. 1352
1. Type of Federal Action: 2. Status of Federal 3. Report Type:
Action:
0 a. contract ❑a. bid/offer/application 0 a. initial
❑ b. grant 0 b. initial award 0 b. material change
❑ c. cooperative agreement 0 c. post-award
❑ d. loan For Material Change Only:
❑ e. loan guarantee year quarter
❑ f. loan insurance date of last report
4. Name and Address of Reporting Entity 5. If Reporting Entity in No.4 is Subawardee,
Enter Name and Address of Prime:
❑ Prime 0 Subawardee
Tier ,if known
Congressional District,if known Congressional District,if known
6. Federal Department/Agency: 7. Federal Program Name/Description:
CFDA Number,if applicable
8. Federal Action Number,if known: 9. Award Amount,if known:
10. Name and Address of Lobby Entity 11. Individuals Performing Services
(If individual,last name,first name,MI) (including address if different from No. 10)
(last name,first name,MI)
(attach Continuation Sheet(s)if necessary)
12. Amount of Payment(check all that apply) 14. Type of Payment(check all that apply)
0 actual ❑ planned ❑a. retainer
Db. one-time fee
13. Form of Payment(check all that apply): Oc. commission
❑ a. cash ❑d. contingent fee
❑ b. in-kind;specify:nature ❑e. deferred
Value Of. other,specify
15. Brief Description of Services Performed or to be performed and Date(s)of Service,including
officer(s),employee(s),or member(s)contacted,for Payment Indicated in Item 12:
(attach Continuation Sheet(s)if necessary)
16. Continuation Sheet(s)attached: 0 Yes ❑No
17.Information requested through this form is authorized by Title
31 U.S.C.Section 1352. This disclosure of lobbying reliance Signature:
was placed by the tier above when his transaction was made or
entered into. This disclosure is required pursuant to 31 U.S.C. Print Name:
1352. This information will be reported to Congress
semiannually and will be available for public inspection. Any
person who fails to file the required disclosure shall be subject Title:
to a civil penalty of not less than$10,000 and not more than
$100,000 for each such failure. Telephone No.: Date:
Authorized for Local Reproduction
Federal Use Only: Standard Form-LLL
Standard Form LLL Rev.04-28-06 Distribution: Orig-Local Agency Project Files
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INSTRUCTIONS FOR COMPLETING EXHIBIT 1O-Q DISCLOSURE OF LOBBYING ACTIVITIES
This disclosure form shall be completed by the reporting entity,whether subawardee or prime federal recipient at the
initiation or receipt of covered federal action or a material change to previous filing pursuant to title 31 U.S.C. Section 1352.
The filing of a form is required for such payment or agreement to make payment to lobbying entity for influencing or
attempting to influence an officer or employee of any agency,a Member of Congress an officer or employee of Congress or
an employee of a Member of Congress in connection with a covered federal action. Attach a continuation sheet for additional
information if the space on the form is inadequate. Complete all items that apply for both the initial filing and material
change report. Refer to the implementing guidance published by the Office of Management and Budget for additional
information.
1. Identify the type of covered federal action for which lobbying activity is or has been secured to influence,the outcome of a
covered federal action.
2. Identify the status of the covered federal action.
3. Identify the appropriate classification of this report. If this is a follow-up report caused by a material change to the information
previously reported,enter the year and quarter in which the change occurred. Enter the date of the last,previously submitted
report by this reporting entity for this covered federal action.
4. Enter the full name,address,city,state,and zip code of the reporting entity. Include Congressional District if known. Check the
appropriate classification of the reporting entity that designates if it is or expects to be a prime or subaward recipient. Identify the
tier of the subawardee,e.g.,the first subawardee of the prime is the first tier. Subawards include but are not limited to:
subcontracts,subgrants,and contract awards under grants.
5. If the organization filing the report in Item 4 checks"Subawardee"then enter the full name,address,city,state,and zip code of
the prime federal recipient. Include Congressional District,if known.
6. Enter the name of the federal agency making the award or loan commitment. Include at least one organization level below
agency name,if known. For example,Department of Transportation,United States Coast Guard.
7. Enter the federal program name or description for the covered federal action(item 1). If known,enter the full Catalog of Federal
Domestic Assistance(CFDA)number for grants,cooperative agreements,loans and loan commitments.
8. Enter the most appropriate federal identifying number available for the federal action identification in item 1 (e.g.,Request for
Proposal(RFP)number,Invitation for Bid(IFB)number,grant announcement number,the contract grant.or loan award number,
the application/proposal control number assigned by the federal agency). Include prefixes,e.g.,"RFP-DE-90-001."
9. For a covered federal action where there has been an award or loan commitment by the Federal agency,enter the federal amount
of the award/loan commitments for the prime entity identified in item 4 or 5.
10. Enter the full name,address,city,state,and zip code of the lobbying entity engaged by the reporting entity identified in Item 4 to
influence the covered federal action.
11. Enter the full names of the individual(s)performing services and include full address if different from 10(a). Enter Last Name,
First Name and Middle Initial(Ml).
12. Enter the amount of compensation paid or reasonably expected to be paid by the reporting entity(Item 4)to the lobbying entity
(Item 10). Indicate whether the payment has been made(actual)or will be made(planned). Check all boxes that apply. If this is
a material change report,enter the cumulative amount of payment made or planned to be made.
13. Check all boxes that apply. If payment is made through an in-kind contribution,specify the nature and value of the in-kind
payment.
14. Check all boxes that apply. If other,specify nature.
15. Provide a specific and detailed description of the services that the lobbyist has performed or will be expected to perform and the
date(s)of any services rendered. Include all preparatory and related activity not just time spent in actual contact with federal
officials. Identify the federal officer(s)or employee(s)contacted or the officer(s)employee(s)or Member(s)of Congress that
were contacted.
16. Check whether or not a continuation sheet(s)is attached.
17. The certifying official shall sign and date the form,and print his/her name title and telephone number.
Public reporting burden for this collection of information is estimated to average 30-minutes per response,including time for reviewing
instruction,searching existing data sources,gathering and maintaining the data needed,and completing and reviewing the collection of
information. Send comments regarding the burden estimate or any other aspect of this collection of information,including suggestions for
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reducing this burden,to the Office of Management and Budget,Paperwork Reduction Project(0348-0046),Washington,D.C.20503.SF-
LLL-Instructions Rev.06-04