Downtown Streetscape Plan

City of Azusa Request for Proposals: Downtown Streetscape Plan

Proposals Due:

Thursday, September 16, 2021 by 5:30 PM

Contact: Manuel Muñoz Planning Manager Economic and Community Development Department City of Azusa 213 East Foothill Boulevard Azusa, CA 91702 (626)812-5226 [email protected]

TABLE OF CONTENTS

I. Introduction 3 II. Geographic Area 3 III. Purpose and Project Overview 3 IV. Scope of Services and Consultant’s Responsibilities 3 V. Submittal Content and Procedures 5 VI. Evaluation and Selection Process 6 VII. Professional Services Agreement/Letter Agreement 7 VIII. Submission of Proposals 7 IX. General RFP Conditions 7 X. Award of Contract 8

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I. Introduction

The City of Azusa requests qualified firms to respond to a Request for Proposals (RFP) to prepare the initial phase of a Downtown Streetscape Plan. For the purposes of this project, the streetscape includes the following elements:

• Trash receptacles • Benches • Light Poles – Existing Poles to be painted • Lighted Bollards – Existing Poles to be painted • Tree Grates • Bike Racks • Bus Shelters • Banner Hardware • Planters – Freestanding and Hanging Baskets • Colors and finishes

The City’s TOD Specific Plan (TODSP), adopted in 2015, created a vision for areas around and near light rail transit stops, including Downtown Azusa. The City is now interested in developing a plan for streetscapes in certain areas within the TODSP boundaries. The recommendations developed as part of this effort should be consistent with the vision created in the TODSP. Yet, they can differ when necessary to achieve a higher quality of environmental design. This would be the City’s first Downtown Streetscape Plan.

II. Geographic Area

The City of Azusa is the 11th oldest city in Los Angeles County and the fifth oldest in the San Gabriel Valley. Incorporated in 1898, the City was built upon street systems and city blocks using a grid pattern. The City operates under the council/administration form of government. It is a full- service city except for its Fire Department which is contracted with Los Angeles County Fire Department. The City covers approximately 10 square miles and boasts a diverse population of over 49,000. The estimated median household income is over $57,000.

The City is proud of its mix of small businesses, support services, manufacturers, and large institutional employers such as Azusa Pacific University (APU). Roughly 10,000 students attend APU, and the City is also home to 18 schools with 9,600 students in the Azusa Unified School District. Azusa is also home to the Home2Suites by Hilton and Lagunitas Brewing Company. Two Metro L Line Light Rail Stations have been operational since early March 2016 as part of the Foothill Gold Line from Pasadena to Azusa. The Azusa Downtown Station is located in the heart of the City’s downtown, and the APU/Citrus College Station is adjacent to both Azusa Pacific University and Citrus College. Placement of the light rails stations in the City and the development of the TODSP have led to a renaissance in Downtown Azusa. The Orchard, a mixed-use development at the most prominent corner in the Downtown, is currently under construction. This award-winning project, renowned for its design, will be completed in the second quarter of 2022. Another mixed-use project, known as Lumia, will be developed adjacent to the Azusa Downtown Station. This project will break ground during the fourth quarter of 2021.

The City is strategically located off the 210 Freeway within a 30-minute drive of Pasadena, Orange County, the Inland Empire, and the Ontario International Airport. In addition to its convenient freeway access and proximity to Downtown Los Angeles, the renowned U.S. Route 66 (Foothill City of Azusa – Downtown Streetscape Plan RFP Page 3 of 9

Boulevard) runs east to west through the community. The California State Route 39 runs north to the newly designated San Gabriel Mountains National Monument and south to the beach.

Azusa Downtown underwent a large streetscape revitalization in approximately 1999. Over the years the deign theme has lost a cohesive look with various type of street furniture. The Downtown has a distinct look by the “blurple” a color that has been coined as a mix of blue and purple on the street lights. The new streetscape plan should be flexible and adapt to the future citywide branding that will be happening soon.

The first phase of the Downtown Streetscape Plan will focus on four main districts within the Azusa TOD Specific Plan:

• Downtown District • Gold Line District • Downtown Expansion District • Civic District

III. Purpose and Project Overview

The purpose of this RFP is to solicit and select a firm/s to provide consultant services to assist City staff in developing a Downtown Streetscape Plan. Under the direction of the City’s Director of Economic and Community Development and City Manager, the consultant/s will provide the range of expertise to create a Downtown Streetscape Plan.

All services provided by the consultant/s shall be performed by individuals who meet the qualifications, education requirements, and certification/licensing for the position/s. The successful consultant/s shall also have the resources to provide cost-effective and timely services, including outstanding customer service to the City and its related clients.

IV. Scope of Services and Consultant’s Responsibilities

1. Background Review & Goals: Meet with City staff to establish project goals and objectives and confirm the project schedule. Review relevant codes and policies, including the Azusa TOD Specific Plan and previous Streetscape efforts in the Downtown.

2. Existing Field Surveys & Maps: The consultant will conduct field surveys to document all existing and previous streetscape elements in the Downtown. Provide baseline conditions to include, but not limited to, aerial photos, maps, cross-sections with dimensions, and a table/s of all various existing types of streetscape components and quantities.

3. Analysis of Existing Streetscape: The consultant will analyze the existing streetscape components and develop recommendations for new streetscape elements. The analysis can include items such as a conditions analysis and inventory, downtown character analysis, Lynch Diagrams, and/or any other tool the consultant believes will help provide an understanding of the existing streetscape. The analysis should also include recommendation for new or change locations of streetscape to accommodate a more pedestrian friendly atmosphere and align with urban design principles and crime prevention through environmental design principles.

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4. Proposal of New Streetscape: The consultant will give three palette options of various streetscape elements (Branded and Non-Branded – total six pallets), including but not limited to the following:

The consultant would provide up to three additional option if the City prefers and/or give various options.

5. Community Outreach: Community outreach will include an interactive display of the streetscape pallets at Azusa City Hall and will be promoted on all of the City’s digital communications media Platforms. Also, include a Downtown Business community outreach campaign and community workshop to engage and inform local stakeholders.

6. Presentations: The consultant will be responsible for two presentations to the Planning Commission. Study Session and Final Presentation of the final plan. The presentation will include associated staff reports and resolutions.

7. Cost Analysis of New Streetscape: Provide a cost analysis of each streetscape option with branding or non-branding. The analysis should also include a cost with installation and without installation.

8. Downtown Streetscape Plan: The final report will include the following information:

(a) Objectives (b) Existing Field Surveys & Maps (c) Analysis of Existing Streetscape Elements (d) New Streetscape Elements (i) Maps of proposed locations and purpose for placement of recommended elements (ii) Cross Sections (iii) Detail of each streetscape (iv) Chart of quantity of all streetscape elements (e) Color and Finishes Pallet for streetscape elements (i) Color and Finish Names (ii) Manufacturers (f) Community Outreach Plan

9. Digital Availability of Information: The consultant will produce all files in a digital format that City Staff can easily manipulate. The documents are preferred to be in Adobe Suite software. All information shall be provided in working files and final document format. City of Azusa – Downtown Streetscape Plan RFP Page 5 of 9

V. Submittal Content and Procedures

The following minimum information is to be provided in each proposal and will be utilized in evaluating each proposal submitted. To expedite the evaluation of proposals, submittals shall include:

1. Cover Letter The cover letter will indicate the full name and address of the consulting firm that will perform the services described in the RFP. In addition, the Consultant will include the name and contact information for the individual who will serve as project manager as well as the firm’s qualifications.

2. Consultant’s Prior Experience and Qualifications Provide three (3) examples of completed projects demonstrating the consultant’s current design standards for municipalities or other public agencies.

3. References Provide three (3) client references applicable to the scope of services. Include contact names, telephone numbers, and e-mail addresses.

4. Organizational Chart Identify all team members, their titles, and responsibilities for the project.

5. Team Member Resumes Provide a resume for each team member.

6. Methodology Overview and Approach Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Work of this RFP. The Methodology Section should include: a) An implementation plan that describes in detail (i) the methods, including controls by which your firm manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work. b) Detailed description of efforts your firm will undertake to achieve client satisfaction and satisfy the "Scope of Work" section requirements. c) Overall timeline for each task. d) Detailed description of specific tasks you will require from City staff. Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Work.

7. Project Timeline The project would start September 30, 2021 or earlier and have a final completed project by December 2021.

8. Compensation Consultant’s compensation for all work performed in accordance with this Agreement.

VI. Evaluation and Selection Process

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All proposals submitted will be reviewed and evaluated by an Evaluation Committee composed of the Director of Economic and Community Development and other members of City Staff for further consideration on the basis of the following criteria:

• Consultant’s qualifications and experience; • Consultant’s knowledge of best practices in Historic Preservation; • Consultant’s experience in completing projects similar in size, scope and purpose; • Consultant’s understanding of the Scope of Services; • Consultant’s detailed work plan to complete services; • Qualifications and experience of team members; • Overall quality of response to RFP; and • Consultant’s fee proposal.

During the evaluation period, the City may interview some or all of the proposing firms. The City will establish a specific date to potential interviews, and all prospective Proposer(s) will be asked to keep this date available. No other interview dates will be provided, therefore, if a Proposer(s) is unable to attend the interview on this date; its proposal may be eliminated from further discussion. The interview will likely consist of a short presentation by the Proposer(s) after which the Proposal Evaluation Committee will ask questions related to the firm’s proposal and qualifications. At the conclusion of the evaluation process, the Proposal Evaluation Committee may recommend to the City Council, a Proposer(s) with the highest final ranking or a short list of top ranked firms within the competitive range whose proposal(s) is most advantageous to the City. City Staff will review the Proposal Evaluation Committee’s recommendation and make the final selection.

VII. Professional Services Agreement/Letter Agreement The selected consultant will be required to enter into a Professional Services Agreement or Letter Agreement with the City of Azusa which includes the City's standard Terms and Conditions including insurance requirements.

VIII. Submission of Proposals Three (3) hardcopies and (1) electronic copy of all proposals must be received in the City of Azusa Planning Division by Thursday, September 16, 2021 at 5:30 p.m. It is the responsibility of the Consultant to see that any proposal sent through mail, or any other delivery method, should have sufficient time to be received by the City of Azusa City Clerk prior to the proposal due date and time. Late proposals will not be accepted. Proposals should be clearly marked and submitted to:

City of Azusa Planning Division 213 E. Foothill Blvd Azusa, CA 91702

All inquiries only to this proposal should be submitted by e-mail to:

Manuel Muñoz, Planning Manager Planning Division Economic and Community Development Department City of Azusa 213 E. Foothill Boulevard Azusa, CA 91702 Phone: (626) 812-5226 City of Azusa – Downtown Streetscape Plan RFP Page 7 of 9

Fax: (626) 334-5464 E-mail: [email protected]

Interpretations or clarifications considered necessary in response to such questions will be resolved by the issuance of formal Addenda to the RFP sent out no later than Thursday, September 9, 2021 at 5:30 p.m. The deadline for all questions is Wednesday, September 8, 2021 at 12:00 p.m. Questions received after this date and time will not be answered. Only questions that have been resolved in writing will be binding. Oral and other interpretations or clarifications will be without legal or contractual effect.

RFP Released Monday, August 30, 2021 RFP Questions Due via Email to By 12:00 PM on Wednesday, September 8, 2021 Manuel Muñoz, Planning Manager at [email protected] Addenda to RFP (Questions Answered) By 5:30 PM on Thursday, September 9, 2021 Deadline to Submit Proposal By 5:30 PM on Thursday, September 16, 2021 Staff Review RFPS September 20-23, 2021 Interview of Top 3 Candidates September 27-28, 2021 Staff awards RFP Contract September 29-20, 2021 Consultant Starts Work (Notice to Proceed) October 4, 2021 Taget Date for Consultant to Finishes Work December 2021

IX. General RFP Conditions

(a) The City reserves the right to accept or reject any and all proposals, or any item or part thereof, or to waive any informalities or irregularities in proposals.

(b) The City reserves the right to withdraw or cancel this RFP at any time without prior notice and the City makes no representations that any contract will be awarded to any Proposer(s) responding to this RFP.

(d) Proposals received by the City are public information and must be made available to any person upon request.

(e) Submitted proposals are not to be copyrighted.

(f) The City reserves the right to seek clarification of information submitted in response to this RFP.

(g) The City reserves the right to modify the RFP as it deems necessary.

(h) Any material misrepresentations made by the Proposer(s) will void the proposal response and eliminate the Proposer(s) from further consideration.

(i) Pre-Contractual Expense

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The City shall not, in any event, be liable for any pre-contractual expenses incurred by Proposer(s) in the preparation of its proposal. Proposer shall not include any such expenses as part of its proposal.

Pre-contractual expenses are defined as expenses incurred by Proposer(s) in:

i. Preparing its proposal in response to this RFP;

ii. Submitting that proposal to the City;

iii. Negotiating with the City any matter related to this proposal; or

iv. Any other expenses incurred by Proposer(s) prior to date of award, if any.

(j) All materials submitted become the property of the City.

X. Award of Contract

The City of Azusa will receive competitive proposals from agencies having specific experience and qualifications in the areas identified in this solicitation. Under competitive negotiation procedures, the terms of the service contract, the price of the service, the method of service delivery, and the conditions of performance are all negotiable. A negotiated contract will be awarded to the firm that best meets the proposed needs at a reasonable price, not necessarily at the lowest price.

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