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Home My WebLink AboutHMMP General Restoration Contractor RFP FINAL 9.19 PARKS & RECREATION DEPARTMENT CITY OF DIAMOND BAR CALIFORNIA REQUEST FOR PROPOSALS FOR Canyon Loop Trail Improvement Habitat Mitigation Monitoring Program (HMMP) Restoration Contractor Services September 19, 2023 1 CITY OF DIAMOND BAR REQUEST FOR PROPOSALS (RFP) Date: September 19, 2023 Department: Parks & Recreation Department Project Type: Canyon Loop Trail Project Restoration Contractor Services Bid Closing: October 17, 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 include 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) plan 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) 2 associated with the project. The five-year HMMP includes methods to be used for restoration and enhancement. TO INTERESTED CONTRACTORS The City of Diamond Bar is inviting qualified contractors to submit proposals for restoration services for approximately a period of five (5) years commencing early January 2024. The restoration contractor shall be experienced with restoration and enhancement projects to act in the best interest of the native vegetation and wildlife within the area. The restoration contractor must be experienced in successfully implemented projects within coast prickly pear scrub and California sagebrush – black sage scrub communities, or in similar coastal sagebrush scrub (CSS) communities native to southern California. It is the City’s intent to retain one contractor to implement the HMMP. The purpose of this Request for Proposals (RFP) is to have qualified and responsive contractor(s) to provide such services. This contract will be administered by the City’s Parks & Recreation Department and supported by a Project Manager/Ecologist contracted with Michael Baker International. SCOPE OF WORK Please see the attached HMMP dated June 2023. The City expects the contractor to be responsible for the completion of all required clearing and grubbing, planting, irrigating, monitoring, maintenance, and nesting bird surveys, etc. unless otherwise noted to the responsibility of the City or Project Ecologist for the duration of the project. All tasks associated to the HMMP, outside of maintenance, will be subject to prevailing wage. Certified payroll reports will be required with all payment applications. 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. CONTRACTOR’S EXPERIENCE/REFERENCES: List a maximum of five (5) and minimum of one (1) Public Agency(s) in Southern California where similar services have been provided over the past five (5) years. Provide the following information: agency name, project manager's name, and services provided. 3 3. PROJECT UNDERSTANDING: Describe the approach and methods that will be used to meet the HMMP requirements. Also, identify any potential concerns or problems that your organization anticipates during the term of this contract. 4. FEE PROPOSAL: A fee proposal shall be submitted separately, including all costs associated with the HMMP. 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. Fee proposals must include itemized costs, but are not limited, to the following items:  Site clearing, grubbing, and weed abatement  Installation of native plantings and seed palettes plus irrigation per year  Ongoing maintenance per year, including trash and debris removal  Replanting and/or reseeding as needed for adaptive management  Annual nesting bird surveys for work performed during the breeding season, including prior to site clearing and maintenance events 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, contractor performance will be reviewed and City will decide to extend or not the maintenance service agreement if necessary. 3. INVITATION FOR INTERVIEW (OPTIONAL): Contractors(s) selected for further consideration may be contacted to arrange for an interview with City Staff and Project Manager/Ecologist. Should a contractor 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 4  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 contractor’s and assigned personnel experience with the City of Diamond Bar and other public agencies.  Quality of previous work performed by the contractor.  Resources and fee required to perform the requested services.  The contractor’s comments on the maintenance 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 contractor upon execution of the contract for submittal to the City Council. The selected contractor 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 contractor 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 contractor’s disqualification. 6. AGREEMENT: A copy of the City’s maintenance 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 Maintenance Services Agreement RFP SCHEDULE  September 19, 2023 Release of RFP  October 3, 2023 MANDATORY Job Walk at 9:00am  October 10, 2023 Questions submitted through PlanetBids by 2:00pm  October 13, 2023 City responses to all questions  October 17, 2023 Proposal Due to the City by 2:00pm  Week of October 23rd Invitation for Interview (Optional) 5  December 5, 2023 Estimated Award of Contract  January 2024 Estimated project commencement 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, October 17, 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 two o’clock (2:00) P.M. on October 10, 2023. Sincerely, Ryan Wright Parks & Recreation Director