HomeMy WebLinkAboutRequest for Proposals CEQA Review 7-10-25
REQUEST FOR PROPOSALS TO PREPARE A CEQA DOCUMENT
FOR A 49-UNIT ATTACHED AND DETACHED RESIDENTIAL
CONDOMINIUM PROJECT
PROPOSAL SUBMISSION DEADLINE:
THURSDAY, JULY 31, 2025, 3:00 P.M. PDT
PURPOSE
The City of Diamond Bar is seeking proposals from environmental consulting firms to prepare
the appropriate California Environmental Quality Act (CEQA) document to assess the potential
environmental impacts associated with a proposed subdivision for the development of 49
attached and detached residential condominiums, and to identify appropriate mitigation
measures to avoid or reduce those impacts to less-than-significant levels. The requested
scope set forth in this Request for Proposals (RFP) includes the preparation of an initial study,
the environmental document with necessary technical studies, on-call consulting on as needed
basis, and attendance at public hearings.
Staff believes that an Initial Study will likely conclude that a Mitigated Negative Declaration is
the appropriate environmental determination for this project, and the requested scope of work
reflects this assumption. Should it subsequently be found that an Environmental Impact Report
(EIR) will be required, the City will request an amended scope of work.
PROJECT LOCATION
The City of Diamond Bar is a bedroom community with a current population of approximately
60,000 residents. Diamond Bar covers nearly 15 square miles and is located in southeastern
Los Angeles County.
The project site is located at 1400 Montefino Avenue. The subject property is a developed,
3.93-acre parcel located on the south side of Montefino Avenue, between South Diamond Bar
Boulevard and Porto Grande Drive. The site is surrounded by residential condominiums to the
north and west, residential condominiums and single-family residences to the south, and the
Montefino Plaza shopping center to the east. The site is characterized by a south facing,
descending slope that starts from the west of the adjacent condominiums to the east property
line of the project site. The property is located within the Commercial Office (CO) zoning district,
with an underlying General Plan land use designation of General Commercial (C). The
Assessor’s Parcel Numbers are 8293-044-015 & 8293-044-016.
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PROJECT BACKGROUND
The Applicant is requesting the following discretionary approvals for this project:
• Tentative Tract Map – For condominium purposes.
• General Plan Amendment and Zone Change – To change the land use designation to
Medium High Density Residential (RMH) and rezone the site to Medium-Heigh Density
Residential (RMH) with a Planned Development (PD) Overlay to allow for the proposed
residential development.
• Development Review – Design review of 49 attached and detached residential
condominiums.
• Conditional Use Permit – Required for all development proposed on a site with a PD
Overlay, which may include specific modifications to any development standards.
The proposed 49-unit development includes nine Plan 1 condominium units (4-Bedrooms at
1,929 square feet), ten Plan 2 condominium units (4-Bedrooms at 1,940 square feet), and 30
Plan 3 condominium units (3-Bedrooms at 1,966 square feet), with private drive aisles. The
buildings are planned for three stories with concrete slab on grade.
SCOPE OF WORK
The project’s scope of work for the CEQA review shall include the following key tasks:
1. Kick-off Meeting. Following the City Council’s approval of a Consulting Services
Agreement, the selected consultant will meet with City staff and the Applicant. At this
meeting, data sources will be identified, roles and responsibilities will be clarified, and
communication protocols will be established.
2. Native American Outreach and Consultation (Assembly Bill 52). The consultant
shall initiate the required tribal consultation for the proposed project as required pursuant
to AB 52. The consultant shall assist City staff with Native American government-to
government consultation in accordance with AB 52. The consultant shall utilize the list
of tribes who have requested AB 52 notification from the City, as well as the most current
tribal consultation list furnished by the Native American Heritage Commission. From this
list, the consultant shall draft letters and maps for submission to tribal government
contacts, as well as provide the City with instructions for successful AB 52 consultation.
3. Technical Studies. Technical studies shall be prepared as necessary to address the
environmental issues set forth in Appendix G of the CEQA Guidelines. At a minimum,
the consultant shall prepare a biological resources report in accordance with industry-
accepted protocols and methodologies appropriate for the plant communities, site
characteristics and Special Status animal and plant species occurring or likely to occur
in the vicinity of the project site. The applicant will be providing a traffic study, sewer
study, geotechnical report, Low Impact Development (LID) report, Stormwater Pollution
Prevention Plan (SWPPP) report and hydrology/hydraulic report, subject to peer review
by the City.
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4. Preparation of the environmental documents appropriate for the project. This task
will include meeting with the City for the purpose of obtaining information necessary for
preparation of complete project and alternatives descriptions, establishing early
communications among the various team members, and familiarizing the consultant with
the issues and concerns identified for analysis.
5. Preparation of the final environmental document. The consultant shall prepare a
final environmental document that is consistent with all applicable provisions of the
California Environmental Quality Act. This will include any findings of fact, the mitigation
monitoring reporting program and all other related documents.
6. Attendance at Meetings. The scope of services requires the selected consultant to
work closely with staff in preparing the environmental document. The consultant shall
budget (at minimum) attendance at the following meetings:
• One (1) kick-off meeting with City staff.
• Up to two (2) additional meetings with City staff to discuss work program and
progress, resolve issues, review comments on administrative documents and/or
receive any necessary direction from City staff.
• Up to two (2) public hearings.
7. Check-In Calls. The scope of work shall include a minimum of three (3) conference
calls with City staff to discuss the project status and issues related to the environmental
review process.
8. Deliverables. The proposal should include cost estimates to address the following
deliverables associated with the preparation of a Mitigated Negative Declaration:
• AB 52 letter.
• Biological resources report and any other technical studies deemed to be necessary
to address the potential environmental impacts of the proposed project.
• Administrative draft Initial Study and public review Initial Study (five hard copies, one
electronic copy).
• Draft and final Notice of Availability and Distribution List (one electronic copy).
• Draft and final Mitigation Monitoring and Reporting Program (one electronic copy).
• Any other materials recommended to ensure the preparation of a thorough and
defensible environmental document.
PROPOSAL REQUIREMENTS, FORMAT, AND CONTENT
1. Cover Letter. Include an understanding of the work to be performed, signed by a
principal or authorized officer who may make legally binding commitments for the entity.
2. Qualifications. This portion should include a profile of the consulting firm's experience
in producing environmental documents. The Project Manager’s contact information for
the proposed work shall be identified, the associates in-charge when the Project
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Manager is absent, and for that of other key personnel. A list identifying only the
environmental specialists who will perform work for the proposed project and their brief
resumes are also required. The Project Manager shall be the primary contact person to
represent your firm and will be the person to conduct the presentation, if invited for an
interview. The consulting firm shall list the time availability of the Project Manager and
the key personnel on a percentage basis to provide the services requested.
Subconsultants, if any, shall be identified and are subject to the same requirements as
for the prime consultant.
At least three references of cities served within the past five (5) years must be provided.
The list shall include the name of the contact person and the telephone number for which
the firm has recently or currently provides services as outlined under the Scope of Work.
3. Project List and Schedule. List of projects, which your firm or personnel have
completed within the last five years, similar to the proposed project. Project information
should include project description, year completed, client name, along with a person to
contact and their telephone number.
4. Scope of Work. The firm shall describe the proposed work by task.
5. Budget Estimated. The firm shall furnish an estimated budget with tasks and hours.
The budget shall depict the hourly rates for the prime consultant and any sub-
consultants with an hourly billing rate for each personnel category to be used on the
project. Personnel hourly rates shall reflect all costs for office overhead, including
phones, cellular phones, vehicles, mileage and other direct and indirect costs. This fee
schedule shall reflect all anticipated fee increases.
6. Acceptance of Conditions. This section will be a statement offering the firm's
acceptance of all conditions listed in the RFP document. Any exceptions or suggested
changes to the RFP or any contractual obligations, including the suggested change, the
reasons therefore and the impact it may have on cost or other considerations on the
firm's behalf must be stated in the proposal. Unless specifically noted by the firm, the
City will assume that the proposal is in compliance with all aspects of the RFP.
PROPOSAL SCHEDULE (ESTIMATED)
• RFP Posting Date……………………………….…...……..…..……..Thursday, July 10, 2025
• Proposals Due…………..……..…...……….............Thursday, July 31, 2025, 3:00 p.m. PDT
• Interviews (Optional).…………..………….…….…Wednesday, August 20, 2025 (time TBD)
• Award of Contract…………Tuesday, September 16, 2025, City Council Meeting (tentative)
Deadline for submittal is Thursday, July 31, 2025, on or before 3:00 p.m. PDT. Late submittals
will not be accepted. Please submit proposal on PlanetBids and deliver four (4) hard copies
to:
City of Diamond Bar
Attn: Rudy Lopez, Assistant Planner
21810 Copley Drive, Diamond Bar, CA 91765
(909) 839-7034 - RLopez@DiamondBarCA.gov
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CONSULTANT SELECTION PROCESS
Proposal Review: Each proposal will be reviewed to determine if it meets the RFP
requirements. Failure to meet the requirements of the RFP will be cause for rejection. The
City will consider the following in selecting a firm:
• Response to requested Scope of Work and this RFP;
• Qualifications and experience of consultant firm;
• Budget/Costs;
• Schedule; and
• Professional Reputation/References provided.
ACCEPTANCE OF TERMS AND CONDITIONS
Submission of a proposal pursuant to this RFP shall constitute acknowledgement and
acceptance of all the terms and conditions set forth in the RFP, unless otherwise expressly
stated in the proposal.
1. Inclusion of Proposal - The proposal submitted in response to this RFP will be included
as part of the final contract with the selected consultant firm.
2. Accountability – The consultant firm will be required to submit monthly status reports
covering such items as the progress of work, milestones achieved, resources expended,
problems encountered, and corrective action taken.
3. Conflict of Interest Disclosure – The consultant firm shall not have, nor shall it establish
during the course of this contract, any financial or business relationship with the project
developer or any of its affiliates, subsidiaries, or parent companies that could be
perceived as a conflict of interest. The consultant firm must disclose any past, current,
or anticipated financial relationships with the developer or related entities. Failure to
disclose such relationships may result in disqualification or termination of the contract.
4. Project Status Meetings – The Project Manager shall attend project status meetings, or
as otherwise determined necessary by the City, during the course of the project.
5. Insurance – The consultant firm shall not start work until all required insurance
documentation is submitted to the City. The primary consultant shall be responsible for
submitting insurance documentation for all sub-consultants.
6. Acceptance and Payment Terms – Payments for the work performed shall be based on
defined deliverables such as technical studies and final documents.
7. Costs – All costs shall be stated as “not to exceed” amounts. The costs must be detailed
specifically in the cost summary section of the proposal and include billing rates for
personnel, printing, attendance of a public meeting, and any other cost anticipated. No
additional charges for items such as transportation, out-of-pocket expenses, etc., will be
paid unless these are specifically included in the proposal.
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The cost information should be written so that it may be incorporated, as modified during
the contract negotiation meetings, as an attachment to the Consulting Services
Agreement.
CONTRACTUAL REQUIREMENTS
Prior to the award of any work, the City and the selected consultant firm shall enter into a written
contract. The City will negotiate the contract with the preferred team of consultants based upon
the team’s proposal. The contract will be presented to the City Council for approval. If the City
and the prospective consultant team fail to reach a contractual agreement, the City may
negotiate with any other top-selected consultant team.
A copy of the City’s Consulting Services Agreement is attached (Attachment 2). The consultant
firm proposal, this RFP, and all subsequent modifications to either document will be included
as appendices to the contract. The consultant firm must identify and explain any proposed
changes or exceptions to the language and content of the Agreement in the response
submitted. If no changes or exceptions are noted by the consultant firm, then the consultant
firm agrees to be bound by, and thereby represents its ability to satisfy all terms of the
Agreement, if selected.
ATTACHMENTS:
1. Location Map, Aerial Map, Site Aerial
2. Standard Consulting Services Agreement
3. Conceptual Site Plan