In-House Planning Staffing Services for the City of San Carlos

Agency:	City of San Carlos
State:	California
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services 561320 - Temporary Help Services
Posted Date:	Jan 18, 2024
Due Date:	Feb 29, 2024
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Department: Community Development Department
Category: Call for Proposals - Consultant Services for in-house Planning Staff
Start Date: Wednesday, 01/17/2024
Close Date: Thursday, 2/29/2024 5:00 PM
Question Cut-Off Date: Tuesday, 02/13/2024 4:00 PM

Through this Request for Qualifications (RFQ), the City of San Carlos is seeking proposals from qualified firms or individuals to provide In-House Staffing Services for planning, economic development, and housing services as well as services to other City departments, as needed. Consultant(s) will primarily operate under the Community Development Department with direction provided by the Principal Planner, Planning Manager, Economic Development and Housing Manager, Assistant Community Development Director, and/or Community & Economic Development Director.

The Consultant(s) may also operate under other City department(s) for specific project(s), receiving guidance from the department Director and/or designee, as required.

Upon authorization by the San Carlos City Council and execution of the contract, the contract term would begin for a three-year term in March 2024 and will continue through Fiscal Years 2024/2025, 2025/2026, and 2026/2027 with up to two (2) one-year extensions.

The potential scope of services could include, but is not limited to, the following:

Assisting with the Development Review Process for Current Planning and Advancing Planning’s Long-Range Planning Initiatives
Assisting with Housing and Economic Development Projects, including Key Development
Assisting in Conducting Environmental Review
Staffing Various Committees
Advising on Strategic Initiatives
Assisting in Periodic Municipal Code and Zoning Amendments
Performing Training, Oversight, and Other Duties
Staffing and supporting other City Department(s) as needed

Available Attachments:

1. RFQ 1/17/2024 – In-house Planning Staffing Services (includes agreement)

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CITY OF SAN CARLOS

Request for Qualifications (RFQ)

In-House Planning Staffing Services for the City of San Carlos

Due: Thursday, February 29, 2024, by 5:00 PM (PST)

Electronic Submittals shall be submitted to: rdande@cityofsancarlos.org

Attn: Rucha Dande, AICP, Senior Planner

Community Development Department,

600 Elm Street, San Carlos, CA 94070

REQUEST FOR QUALIFICATIONS (RFQ)

FOR IN-HOUSE PLANNING STAFFING SERVICES

FOR THE CITY OF SAN CARLOS

INTRODUCTION

Through this Request for Qualifications (RFQ), the City of San Carlos is seeking proposals from

qualified firms or individuals to provide In-House Staffing Services for planning, economic development,

and housing services as well as services to other City departments, as needed. Consultant(s) will

primarily operate under the Community Development Department with direction provided by the

Principal Planner, Planning Manager, Economic Development and Housing Manager, Assistant

Community Development Director, and/or Community & Economic Development Director.

The Consultant(s) may also operate under other City department(s) for specific project(s), receiving

guidance from the department Director and/or designee, as required.

Upon authorization by the San Carlos City Council and execution of the contract, the contract term

would begin for a three-year term in March 2024 and will continue through Fiscal Years 2024/2025,

2025/2026, and 2026/2027 with up to two (2) one-year extensions.

BACKGROUND

San Carlos is a General Law City of over 30,000 residents that encompasses five and a half square

miles and is located exactly halfway between San Francisco and San Jose. With excellent geography

and livability, it strikes a rare balance between small town charm and big city access. A close-knit and

well-connected community emanates from the heart of San Carlos’ downtown, which is complemented

by a growing, robust and diverse commercial and industrial sector on San Carlos’ East Side.

The City consists of various departments and divisions, encompassing areas such as Community

Development, Housing, Administrative Services, Sustainability, Parks and Recreation, and Risk

Management, among others. Comprehensive details about each department and current projects are

available

the

following

link:

https://www.cityofsancarlos.org/city_hall/departments_and_divisions/index.php

The City is governed by a five-member City Council, with members selecting a Mayor for a one-year

term, and an appointed City Manager. San Carlos boasts a strong emphasis on public participation in

local government, and the community is active and engaged.

Highways 101 and 280, and El Camino Real (State Highway 82) move vehicle traffic from the north and

south to the primary access points in San Carlos. Several major east-west spines move traffic into the

commercial and residential areas. San Carlos is also home to an airport operated by the County of San

Mateo. In addition, San Carlos is served by multiple SamTrans routes and Caltrain, which operates a

commuter train that stops at the historic San Carlos Depot near downtown. The City also has a

Municipal Code requirement for Transportation Demand Management, which will soon undergo

amendments that strengthen current strategies.

In early 2023, the City adopted a Focused General Plan Update, which was an update to the 2009

General Plan. As a part of this effort, the City updated the Housing Element to accommodate over

3,000 new housing units, many of which will be located along the El Camino Real corridor and around

the downtown. In tandem with the update, the City also adopted amendments to its Zoning Ordinance

to facilitate the residential and mixed-use development identified in the Housing Element by increasing

building height and allowable densities. The City also has two specific plans underway – the Downtown

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Specific Plan, which focuses on the public realm along Laurel Street, San Carlos Avenue, El Camino

Real and side streets within the downtown area; and the Northeast Area Specific Plan, which will guide

growth in the historically industrial area in the northeast area of the city. In late 2023, the City adopted

Objective Design Standards for single-family development projects, and is currently in the process of

drafting Objective Design Standards for multi-family and mixed-use residential development.

Over the past several years, the City has experienced a significant period of growth. Many life science

development projects are in the review pipeline, recently entitled, and under construction on the East

Side. Many residential projects are also either proposed or recently entitled on El Camino Real and

near Downtown.

SCOPE OF SERVICES

The selected Consultant(s) will provide In-House Staffing Services for planning, economic

development, housing and for other City departments as needed, to meet the needs of the City.

Contract staff at the level of Principal Planner, Senior Planner, Associate Planner, Assistant Planner

and other, as needed, shall each be available on either on a part-time basis or full-time basis in

response to workflow demands to support the Community Development Department, especially the

Current Planning and Advance Planning Divisions. Contract staff may be required to work at level as

appropriate to support a specific City department other than Community Development Department, as

needed. Staff will work during regular business hours and occasionally after hours as required for

specific projects. Since the City’s workflow fluctuates, additional staffing (at various experience levels)

may be needed at times, with prior authorization from the Community & Economic Development

Director or other department Director for which the work is to be performed. Costs for personnel

services are required to remain within the limits of the adopted City budget and this contract, unless

adjustments are approved by the City Manager or City Council.

Contract staff will perform duties onsite at the City of San Carlos, and as an extension of full-time

department staff to assist with overall workload and to fill-in for staff on leave. Contract staff may also

work remotely, if approved in advance; however this may change based on the needs of the City.

Potential scope of services could include, but is not limited to, the following:

Consultant will furnish sufficient professional planning staff to provide for economic development and

housing objectives, planning, and strategic tasks required by the Community Development Department

or other City Department, as needed. Consultant staff members will provide and possess sufficient

qualifications, education, experience, and expertise to accomplish the assigned tasks in an efficient and

accurate manner. At a minimum, the tasks will include those listed below. Other tasks may be assigned

or directed by the Principal Planner, Planning Manager, Economic Development and Housing Manager,

Assistant Community Development Director, Community Development & Economic Director or other

City department Director, as needed.

1. Assist with Development Review Process for Current Planning and Advance Planning’s

Long Range Planning Initiatives

Development Review Process: Provide assistance to the public at the Development Services

Center (i.e. planning counter), over the telephone, and in writing and communicate the City’s

land use regulations, development standards and development review process. Process various

permits (Compliance Review, Design Review, Use Permits, Sign Permits, land use verification

of Business Registrations, and Tree Removal Permits), prepare staff reports and presentations,

and present to the Planning & Transportation Commission and City Council. Under the direction

of the Principal Planner, administer the City’s General Plan and Zoning Ordinance to ensure

policies and standards are implemented appropriately and comprehensively.

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Advance Planning’s Long Range Planning Initiatives: provide assistance on long-range

planning, including General Plan implementation such as the Housing Element, Open Space

and Conservation Element, Downtown Specific Plan, Northeast Area Specific Plan, East Side

Innovation District Vision Plan, which consist of varied levels of support under the direction of

the Planning Manager.

2. Assist with Housing and Economic Development Projects, Including Key Development

Assist in the implementation of programs set forth in the 2023-2031 Housing Element of the

General Plan, the City’s Below Market Rate Housing Ordinance, affordable housing

development projects, and the Economic Development Plan. Support management of business

retention and attraction programs. Help facilitate private and public development opportunities

including conceptual review, site plan review, and permit processing. Work within the

Community Development Department to create a business-friendly climate responsive to the

needs of the community. Serve as Project Manager for key development initiatives and projects.

3. Assist with Environmental Review

Review discretionary applications for environmental impact determination. Under the direction of

the Assistant Community Development Director and Principal Planner, administer the CEQA

process.

4. Staff Various Committees

Provide support to full-time city staff that manage the City’s commissions and committees and

associated groups, including but not limited to those listed below, as needed. Such assistance

may include attendance at meetings, preparation of agendas, staff reports and minutes, or

meeting notes as required, and other duties to facilitate meetings.

• City Council

• City Council Subcommittees

• Planning and Transportation Commission

• Economic Development Advisory Commission

• Zoning Administrator

• Downtown Advisory Committee

• Various business, association, and regional meetings, as needed

• Other Committees

5. Advise on Strategic Initiatives

Under the direction of the Community & Economic Development Director, provide expert advice

or assistance to staff in the preparation of amendments to City Ordinances/Resolutions in

response to staff, Council or Agency Board concerns about effects of new legislation or judicial

decisions of community importance.

6. Assist with Periodic Municipal Code and Zoning Amendments

Under the direction of the Community & Economic Development Director, Assistant Community

Development Director, Planning Manager, or Principal Planner, analyze and propose Zoning

Ordinance and other Municipal Code Amendments. May also include guiding proposals through

the Planning and Transportation Commission and ultimately the City Council review process for

adoption.

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7. Perform Training, Oversight and Other Duties

Provide qualified staff assistance to the Community Development Department by providing

training and oversight in a team approach to projects (as assigned) with other planners and

Community Development Department staff. Such assistance may include training and

interpretation of the municipal code, writing and editing staff reports, developing consistent

policies and procedures and other duties as needed to facilitate training within the Department.

8. Staff and support other City Department(s), as needed

Provide qualified staff assistance to other City departments for project specific need, as

required. Such assistance may include conducting research, site visits, writing and editing staff

reports, developing, and recommending consistent policies and conducting other duties as

needed to facilitate responsibilities within that department.

SUBMITTAL OF PROPOSALS

Proposal Content

The proposals should include:

1. Cover Letter: Indicate interest and commitment to perform the above services for the City of San

Carlos. Include contact information (physical address, telephone, and email address) for the

primary person responsible for the proposal who will be the point of contact for the City on the

correspondence and communications pertaining to the proposal.

2. Company profile and qualifications including a summary of representative services or projects

managed and a list of key staff, their education, experience, and expertise that are likely to be

assigned to projects in San Carlos.

3. Identification of the primary project manager to be assigned to the City of San Carlos staffing

services, as well as any proposed sub-consultants and their staffs (if applicable). Include the

qualifications and relevant experience for the identified team members.

4. Complete contact information for a minimum of three recent clients for whom similar services

described in this RFQ have been performed.

5. Proposed compensation rates by professional classification per the City of San Carlos salary

schedule.

Submittal Details and Deadlines

Interested parties shall submit one electronic copy, via email, by Thursday, February 29, 2024, by

5:00PM (PST) to Rucha Dande, AICP, Senior Planner, at rdande@cityofsancarlos.org

Evaluation Criteria

In accordance with the Municipal Code, consultant selection shall be on the basis of demonstrated

competence and on the professional qualifications necessary for the satisfactory performance of the

services required and on fair and reasonable fees.

Submittals will be evaluated based upon, but not limited to, the following criteria:

 Demonstrated understanding of the requested work and responsiveness to the RFQ

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In-House Planning Staffing Services for the City of San Carlos

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