HomeMy WebLinkAboutHMMP Restoration Ecologist RFP 2023 FINAL
PARKS & RECREATION DEPARTMENT
CITY OF DIAMOND BAR
CALIFORNIA
REQUEST FOR PROPOSALS
FOR
Canyon Loop Trail Improvement
Habitat Mitigation Monitoring Program (HMMP)
Project Manager/Restoration Ecologist
Services
JUNE 13, 2023
1 of 8
CITY OF DIAMOND BAR
REQUEST FOR PROPOSALS (RFP)
Date: June 13, 2023
Department: Parks & Recreation Department
Project Type: Project Restoration Ecologist Services
Bid Closing: July 6, 2023 at 2:00 P.M.
Project Contact: Ryan Wright, Parks & Recreation Director
(909) 839-7061 / rwright@DiamondBarCA.gov
INTRODUCTION
Incorporated on April 18, 1989, the City of Diamond Bar (“City”) sets against a scenic
mountain backdrop on more than 9,526 acres (14.9 sq. miles) of rolling hills and valleys
in the East San Gabriel Valley region.
Among the amenities that contribute to the high quality of life that is valued by residents
are the family-friendly atmosphere; the well-maintained parks, trails and roads; top-rated
school Districts; and the unparalleled public safety services which contribute to keeping
Diamond Bar among the safest communities in the region for the past 30 years.
The Canyon Loop Multi-Use Trail is identified in the Trails Master Plan as opportunity to
improve and enhance the Diamond Bar trails system. The Canyon Loop Multi-Use Trail
is about 1.29-miles long and starts at the top of the stairs connecting westerly with the
existing northerly Canyon Loop Trail to close the loop at the easterly end. Renovations
to this trail were concluded in February of 2023 to improve drainage to minimize erosion
of the trail, enhance use of the trail where the gradients are particularly steep, re-grade
cross slopes, and improve pathways at the steps. Other amenities included development
of rest areas with benches, shade shelters, new climbing steps with adjacent
cobblestones swale channelization, and water diverting improvements where necessary.
These trail improvements reward hikers with a great 360-degree view of the surrounding
open space area from the top.
In coordination with the project’s Initial Study/Mitigated Negative Declaration, a Habitat
Mitigation Monitoring Program (HMMP) was completed in June of 2023 to describe both
the voluntary restoration and the compensatory mitigation for permanent impacts to coast
prickly per scrub (CPPS) and California sagebrush-black sage scrub (CSBSS) associated
2 of 8
with the project. The five-year HMMP includes methods to be used during restoration
and enhancement, as well as criteria for a Project Manager/Restoration Ecologist to serve
as the City’s consultant who will coordinate with the Restoration Contractor.
TO INTERESTED FIRMS
The City of Diamond Bar is inviting qualified firms to submit proposals for a project
manager/restoration ecologist for a period of five (5) years commencing approximately
August 2023 with the option – at the City’s sole discretion – to extend an additional two
(2) years upon successful demonstration of contract performance. It is the City’s intent to
retain one firm to provide consulting services to augment the City’s professional
capabilities and to provide high quality, timely expertise, as needed.
The purpose of this Request for Proposals (RFP) is to have qualified and responsive
firm(s) to provide such services. This contract will be administered by the City’s Parks &
Recreation Department.
SCOPE OF WORK
The scope of work includes, but is not limited to the following Tasks:
1. Meetings, Management, and Coordination
Coordinate with the City, the Restoration Contractor, and the California Department of
Fish and Wildlife (CDFW) as needed to address site conditions and meet compliance
standards. Management tasks will include the following:
Preparation support for the bid package for contractor services for the
implementation and 5-year maintenance of the Canyon Loop Trail mitigation
sites;
Coordination with the City in the selection process of the Restoration Contractor;
Serve as liaison to the Restoration Contractor for communication,
meeting organization, scheduling, and budget;
Reporting during as-needed meetings with the overall project team;
Coordination with the Restoration Contractor addressing concerns tied to site
maintenance;
Quality assurance and quality control (QAQC) and implementation site
inspections;
QAQC technical documents to confirm they are in compliance with the Scope of
Work and standard set forth by the City; and,
Monitor the project schedule and budget and advise the City in advance to the
extent practicable when schedule or budget is impacted.
3 of 8
Meetings shall be scheduled to facilitate timely review and approvals necessary to track
progress and task completion. This task includes up to three (3) site-walks at 5 hours
per meeting (including on-site, travel and reporting time), as necessary, including
project management responsibilities.
Assumptions and Exclusions: Support includes time for one (1) round of revisions.
Deliverables: Meeting Minutes (PDF)
2. Qualitative Monitoring
Project Manager/Restoration Ecologist will visit the project site monthly during the first
eighteen (18) months of the project to monitor progress of the plantings and
maintenance activities during the implementation and plant establishment period (PEP)
phase of the project. Project Manager/Restoration Ecologist will visit the project every
other month for the last 6 months of the second year. For the remainder of the five-year
monitoring period, the Project Manager/Restoration Ecologist will visit the project site
quarterly. This task includes up to thirty-three (33) qualitative monitoring site visits.
Qualitative Monitoring will include taking field notes of visual observations, and
documenting conditions via photography and GPS. Monitoring for survival,
appearance, function, wildlife usage, and general compliance will be conducted. Email
updates will be provided to the City after each monitoring event.
Assumptions and Exclusions: Qualitative monitoring schedule includes site visits
conducted within a five- year monitoring timeline. Should additional monitoring needs
be required beyond the five-year timeline, additional fees shall be defined.
Deliverables: E-mail Summaries of Monitoring Activities.
3. Quantitative Monitoring
Project Manager/Restoration Ecologist will monitor vegetation growth and progress of
the site annually during the five-year monitoring program. Quantitative vegetation
monitoring will include relevé monitoring, visual inspection of plants, general site walk-
through, and photographic monitoring at selected photo stations (locations to be
defined during project implementation). Qualitative data will be collected on native and
non-native vegetation cover, species composition, survival, appearance, and function
of the plant community. In addition to qualitative data, quantitative data on native and
non-native vegetation cover and species composition will be collected by performing
relevé monitoring to obtain percent cover measurements. Percent survival of the
plantings will be determined through an annual census of all container stock installed.
The number of missing, dead, and/or declining plant stock will be recorded for each
4 of 8
plant species installed within the Project Restoration Site. The percentage of surviving
container stock will then be calculated. No percent survival count will be performed for
the Project Enhancement Site, as no container stock will be installed as part of the
enhancement activities.
Project Manager/Restoration Ecologist will prepare and submit annual summary
memorandums that summarize conditions to the City by December 31st of each year,
excluding Year 5. Summary memorandums will include a brief synopsis of the
restoration and enhancement activities accomplished during the year, a brief
description of the conditions of the Project Restoration and Enhancement Sites, a
summary of quantitative monitoring results, and recommendations for adaptive
management, as necessary. Project Manager/Restoration Ecologist will prepare an
annual monitoring report following the completion of Year 5 annual monitoring. The
Year 5 Annual Monitoring Report is described in further detail in Task 4, Year 5 Final
Monitoring Report.
Assumptions and Exclusions: Quantitative monitoring schedule includes site visits
conducted within a five- year monitoring timeline. Should additional monitoring needs
be required beyond the five-year timeline, additional fees shall be defined.
Deliverables: Annual Summary Memorandums, e-mailed to the City.
4. Year 5 Annual Monitoring Report and Submittals
Project Manager/Restoration Ecologist will prepare a final monitoring report following the
completion of the Year 5 annual qualitative monitoring. The report will be completed and
submitted to CDFW by December 31st of Year 5. The methodology and results of data
collected to assess the site’s progress towards performance standards will be
summarized and presented in this annual report, along with photographs showing progress
of the mitigation areas over time. The Year 5 annual report will summarize the work
conducted within the mitigation sites over the previous year, including replacement
plantings (quantities and dates), maintenance activities, and general evaluation of the
mitigation effort. The Year 5 annual report will analyze any failures of the mitigation areas,
recommend necessary remedial measures, and provide a schedule for implementing the
recommended actions. The annual report will be submitted to the resource agencies after
review and approval by the City.
Assumptions and Exclusions: Year 5 annual monitoring report and submittals are
included within a five-year monitoring timeline. Should additional reporting, coordination
of remedial measures, adaptive management, or monitoring needs be required beyond
the five-year timeline, additional fees shall be defined.
5 of 8
Deliverable: Year 5 Annual Monitoring Report (PDF).
5. Other Direct Costs
Please include any and all other costs related to the successful implementation of the
HMMP during the first five years. It is expected the Project Manager/Restoration
Ecologist serves as the primary liaison with the Restoration Contractor and takes
responsibility to ensure all requirements of the HMMP are satisfied.
PROPOSAL CONTENT AND FORMAT
1. PROJECT TEAM: Please provide an organizational chart indicating principals and
key project team members. Also, provide resumes of the key personnel involved
with this contract including personnel from sub-consultants (if any). Identify the
experience of the personnel assigned and briefly outline the responsibilities of
each member. If any changes in personnel occur during the contract period, the
consultant shall notify the City and furnish the same required information.
2. FIRM’S EXPERIENCE/REFERENCES: List a maximum of five (5) Public
Agencies in the greater Los Angeles area where similar services have been
provided. Provide the following information: agency name, project manager's
name, and services provided.
3. PROJECT UNDERSTANDING: Describe the approach and methods that will be
used to meet the contract requirements. Also, identify any potential concerns or
problems that your firm anticipates during the term of this contract.
4. FEE SCHEDULE: Provide the rates associated with each of the five tasks below:
a. Meetings, Management, and Coordination
b. Qualitative Monitoring
c. Quantitative Monitoring
d. Annual Monitoring Report and Submittals
e. Other Direct Costs
5. FEE PROPOSAL: A fee proposal shall be submitted separately, including all costs
associated with each of the five tasks, including all reimbursable services to
complete the work described in the proposed Scope of Work. If additional fees are
suggested during or potentially after the five-year HMMP, please list as alternate
options. The fee proposal shall be uploaded on PlanetBids separately bearing the
name, address, and telephone number of the individual or entity submitting the
proposal.
6 of 8
GENERAL TERMS AND CONDITIONS
1. RIGHT TO REJECT ALL PROPOSALS: The City reserves the right to reduce or
revise elements of the scope of work prior to the award of a contract. Furthermore,
the City reserves the right to reject any proposal and may elect to make a decision
without further discussion or negotiation. This solicitation is not to be construed as
a contract of any kind. The City is not liable for any costs or expenses incurred in
the preparation of the proposals. The right to issue supplementary information or
guidelines relating to this request is also reserved by the City. All proposals
submitted to the City in response to this RFP shall become property of the City.
2. CONTRACT PERIOD: The term of the contract will be five (5) years with the option
of an additional 2-year extension upon performance. At the end of the five (5) year
period, firm performance will be reviewed and City will decide to extend or not the
professional service agreement.
3. INVITATION FOR INTERVIEW (OPTIONAL): Firm(s) selected for further
consideration for all or parts of the tasks in the scope of work may be contacted to
arrange for an interview with City Staff. Should a firm be asked to participate in the
interview, principal and personnel assigned to the City should be available to
discuss the following:
Major elements of the proposal; and be prepared to answer any questions
raised to clarify in detail, and
Satisfactory performance on similar past/current work and description of
previously/current related experience for assigned personnel.
4. SELECTION PROCEDURE: Criteria for evaluation of proposals may include, but
need not be limited to, the following:
Responsiveness and comprehensiveness of proposal.
The firm’s and assigned personnel experience with the City of Diamond Bar
and other public agencies.
Quality of previous work performed by the firm.
Resources and fee required to perform the requested services.
The firm’s comments on the consulting services agreement.
References.
5. INSURANCE: Proof of insurance requirements addressed in the professional
services agreement of this Request for Proposal shall be submitted by the selected
Consultant upon execution of the contract for submittal to the City Council.
7 of 8
The selected Consultant must submit a "Statement Certifying Insurance Coverage"
certifying that the required insurance coverage will be obtained by the Consultant,
and that the Consultant understands said coverage is prerequisite for entering into
an agreement with the City. The Consultant is required to confirm with its insurance
carrier that it can meet all the requirements for insurance. Failure to meet the
insurance regulations as set forth shall result in the Consultant's disqualification.
6. AGREEMENT: A copy of the City’s consultant services agreement can be found
as Attachment 2. A statement SHALL be made in the proposal that all terms
and conditions including insurance requirements are acceptable. Any
proposed edits to the agreement shall be submitted with the proposal for staff's
review and consideration.
ATTACHMENTS SCHEDULE
ATTACHMENT 1 Habitat Mitigation Monitoring Program (HMMP)
ATTACHMENT 2 Sample Contract Agreement
RFP SCHEDULE
June 13, 2023 Release of RFP
June 26, 2023 All Questions Due Via PlanetBids
July 6, 2023 Proposal Due to the City
July 12, 2023 Invitation for Interview (Optional)
August 2023 Award of Contract
SUBMITTAL OF PROPOSALS
An electronic copy of the proposal, in PDF format, shall be uploaded onto PlanetBids on
or before two o’clock (2:00) P.M. on Thursday, July 6, 2023. Only electronic bids will be
accepted. Use the link below to register: https://www.diamondbarca.gov/712/RFP-RFQ-BID-
Opportunities.
QUESTIONS
Any questions must be posted within the Q&A Section in PlanetBids. Please post all
questions no later than 4:00 P.M. on June 26, 2023.
Sincerely,
Ryan Wright
Parks & Recreation Director