Through this process, the City intends to ensure that current policies and development regulations for signs are consistent with recent and relevant court cases, are objective, clear, and easy to understand and administer and reflect changes and needs of the community regarding signage.

The responses to this RFP are to be received no later than 4:30PM (PST) on Friday, April 16, 2021 to the City Clerk's Office located at 11222 Acacia Parkway, 2nd Floor, Garden Grove, California, 92840. Responses must also be e-mailed directly to Ms. Mary Martinez, Community and Economic Development Department Director, City of Garden Grove at marym@ggcity.org.

It is the sole responsibility of proposing firms to ensure that proposals are received prior to the submittal deadline, as late submittals will be rejected. The only acceptable evidence to establish the time of receipt is the date/time stamp imprinted upon the proposal package by the date/time recorder of the City of Garden Grove.

All inquiries, questions, and requests for information related to this Request for Proposal should be directed to Mary Martinez, City of Garden Grove, Community and Economic Development Department, Associate Planner, at marym@ggcity.org and will only be accepted through 1:00 p.m. (PST) on Thursday, September 9, 2021.

PRELIMINARY SCOPE OF WORK

The City will secure the services of a consultant or consultant team who can work collaboratively with staff on a focused and strategic approach to conducting the Sign Code Update. The scope of this Project will include identification of necessary municipal code changes, aid in preparation of the public process to include assisting city staff in preparation for public participation program, development of tables and graphics to clearly convey information regarding sign compliance standards, and up to three (3) public meetings to include Planning Commission and City Council meeting.

The Scope of Work includes:

1. Task 1 – Code Analysis:

Review existing Sign Code and design standards to:

• identify sections that require revision for consistency with recent and relevant court cases
• identify ways to simplify and clarify Sign Code provisions, such as by improving formatting, text, and/or adding graphics or tables
• identify sign provisions that are not addressed in our current code that the City may want to consider with input from advisory committees and through a public process
• provide code analysis conducted in Orange County cities, or other nearby counties, relevant
• Identify areas for streamlining the permitting process

Include amendments for new technologies, development standards, and other types of electronic sign devices, and provide code analysis conducted in similar cities in Orange County as examples to support the amendments

Deliverable 1: Draft and final memos that identify process/principles for the new code to address legal issues identified in the Code Analysis, and provide recommendations for implementing the principles. Include a public participation process including dates and meeting times to include public hearings and eventual adoption of a revised Sign Code Ordinance.

Deliverable 2: Provision of at least two potential formatting options to simplify and clarify the existing Sign Code, including types of graphics and tables (if applicable). City Staff will prepare a draft to assist in preparation of the DRAFT Sign Code. Draft and final Gap Issues Memo that identifies additional sign types and/or revised standards the City may consider with input from the Community and Economic Development Department in the development of the revised Sign Code. The memo will identify the types of signs and issues that should be considered and examples of how other jurisdictions have addressed them.

[Task 1 Note: The intent is that Deliverable 2 will essentially become the first draft of the new Sign Code, while Deliverable 1 will identify the process for adoption and narrow the scope of the proposed changes that will eventually be Deliverable 2.]

2. Task 2 – Participate in Public Meetings as the City's Technical Expert

Based on the work in Task 1, attend and participate in up to three (3) public meetings/workshops and a presentaton before Planning Commission and City Council. This may include joint presentations with City staff and follow up telephone calls with staff to summarize meeting outcomes and to help shape future agendas.

Task 2 includes participation in public meetings. We estimate the consultant or consultant team will participate in a meeting with the Community and Economic Development Department, and one meeting before the City Council.

3. Task 3 – Continuing Consultation

Staff may have a need for continuing consultation during drafting of the code revisions, the Planning Commission's review and recommendation process, and the City Council's review and decision process. The consultant may be requested to provide additional context, background, or expertise to support staff.

Task 3 includes phone calls or meetings to provide staff with support as needed during the code update process. It is anticipated this need will be minimal and primarily utilized for clarifying questions or technical support.

PROPOSAL FORMAT

This section defines the proposal format to be used by respondents. All proposals shall be submitted in the format outlined herein. Any proposal that does not, in the sole opinion of the City, comply with the requirements, may be rejected. The City of Garden Grove will receive competitive proposals from firms having specific experience and qualifications in the areas identified in this RFP. 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 the lowest price.

Please submit:

Three (3) original copies of the proposal to the City Clerk's Office located at 11222 Acacia Parkway, 2nd Floor, Garden Grove, California, 92840. Proposals should be sealed and clearly marked "Sign Code Update".

An electronic copy emailed to marym@ggcity.org.

1. Cover Letter. The cover letter must be on firm letterhead and designate a primary point of contact within the firm who is authorized to answer questions about the firm's proposal. The letter should include the contact's full name, title, address, phone number, and email address, as well as his or her qualification for acting in this capacity. The letter should not exceed one page length and should summarize the key elements of the proposal.
2. References. Provide the name and contact information of three (3) relevant governmental agencies for which the firm has conducted services with similar scope. In addition, please provide a synopsis of each of the three projects, the timeline/process for completing assessment reporting on suggestions and any notable outcomes upon completion of analysis.
3. Project Team Description. Provide the project manager and the personnel that will be assigned to the Project, including their names and contact information. Include brief resumes for all team members, as well as their tenure with the firm. Indicate the organization structure of the team and outline key roles and lines of authority, as well as the percentage of total time (verses other concurrent projects) each member will spend on the Project. Proposal should be all encompassing, with a single vendor identified as the "responsible lead vendor." Please indicate any needed subcontracted services required to meet the needs of the proposal or clearly indicate what portion of the services are not included as part of your proposal. Identify any and all subcontractors and their role in the Project, including all of the aforementioned information.
4. Firm Experience. Provide background on the firm and its experience in conducting services with similar scope. Please highlight the firms' specific experience with municipal or public institutions. Provide a summary of three (3) projects completed in the past five (5) years that are similar in scope, including client name, date the project began and completed, and the costs. Full contact information is not required.
5. Process. Provide a narrative describing the approach the firm would take to facilitate input from the City's team members as well as a detailed work plan describing your firm's approach to designing, managing and coordinating this Project. The description should include all tasks listed in the scope of work for all phases of the project along with a preliminary schedule.
6. Cost and Budget.
   • Cost. Provide a detailed cost breakdown for the totality of the Project, including billable rates for all personnel assigned to the Project, licenses, sub-contractors, materials, etc. Break out costs on a "not-to-exceed" basis for components and phases of the Project. All hourly rates and fees, charges, costs and anticipated reimbursable costs must be clearly stated. Clearly indicate any items within the scope of work that are excluded in your cost proposal.
   • Expenses. Any subcontractors, vendors, additional insurance, or other costs.
   • Additional Work. Your fees or hourly rate for any additional work or consulting that may be required about and beyond the scope.
7. Attachments. Include any relevant attachments such as sub-contractor information, vendor information, insurance, etc.

SELECTION CRITERIA & AWARDS PROCESS

Factors to be considered in the selection process include:

1. Experience (10%)
   • Experience and past performance in completing projects of a similar type and complexity.
   • Appropriate related experience and professional qualifications related to local government sign codes, laws and court cases related to free speech, and community outreach.
   • Preference will be given to respondents who have conducted successful sign code updates for other municipalities and/or government agencies. Please list the URL of any sign code updates your firm has created for said agencies.
2. Cost and Budget (25%)
   • Cost and budget proposal including standard hourly billing rates for the assigned staff, including any sub consultants; sub-contracts; or project rates.
3. Process (10%)
   • Quality and thoroughness of the proposal.
   • Proposed approach to completing work.
   • Demonstrated capacity to deliver high-quality work within a preset timeline and budget.
   • A reasonable timeline based on general conditions and project objectives.
   • The quality of example materials and any presentation required by involved city officials.
4. Support (25%)
   • Demonstrated competence and professional qualifications necessary for successfully performing the Sign Code Update.
   • Commitment to work with the City of Garden Grove in preparing a Sign Code Update.
   • Results of reference checks and history of compliance with other agreements.
   • History of excellent customer service and approach to achieving customer satisfaction.
   • Evidence of Ability to Perform. Before the award of any contract, each respondent may be required to demonstrate to the satisfaction of the City of Garden Grove, or the designated committee, that it has the necessary facilities, ability, insurance and resources to provide the services specified herein within the timeline required. The City of Garden Grove may make reasonable requests deemed necessary and proper to determine the scope of work, and the respondent shall furnish all information for this purpose.
5. Problem Solving and Creativity (30%)
   • Experience in looking into challenges of a city and suggesting creative ways to solve problems related to: accommodating a mixture of uses, private property owners, and obtaining support from the community.
   • Experience working with a city that have limited financial resources available for implementation and construction, and suggesting creative approaches to obtain financial assistance, which will have the least impact on the city's existing budget and objections from the public.
   • Experience with engaging community and stake holders through the incorporation of technology and other innovative resources.