Placerville, California Services Portal

Bid: On-Call CEQA Services

Bid details: On-Call CEQA Services

ID: CEQA

Title: On-Call CEQA Services

Bid Start Date : Aug. 25, 2025, 11:32 a.m.

BidEnd Date: Sept. 25, 2025, 11:32 a.m.

Status: Closed

Active: True

Publication Info: Request for Proposals - On-Call CEQA Consulting Services for Peer Review and Staff Augmentation

Description:

CITY OF PLACERVILLE

REQUEST FOR PROPOSALS

ON-CALL CEQA CONSULTING SERVICES FOR PEER REVIEW AND STAFF AUGMENTATION

Released on August 25th, 2025

Due by September 25th, 2025, on or before 3:00 p.m.

Thank you for your interest and participation in the proposal process. For any questions regarding the RFP or the program, please contact Carole Kendrick, Director of Development Services, by phone at (530) 642-5569 or email at ckendrick@cityofplacerville.org.

This application and all supplemental materials are due by September 25th, 2025, via U.S. mail to:

City of Placerville

Development Services Department

Attention: Carole Kendrick, Director of Development Services

3101 Center Street

Placerville, CA 95667

TABLE OF CONTENTS

I. ABOUT THE CITY OF PLACERVILLE ........................................................................... 3

II. PROJECT OVERVIEW ............................................................................................... 3

III. SCOPE OF SERVICES ............................................................................................. 4

IV. QUALIFICATIONS & EXPERIENCE ............................................................................ 9

V. PROPOSAL REQUIREMENTS .................................................................................... 9

VI. REQUEST FOR PROPOSAL SCHEDULE .................................................................. 10

VII. PROCEEDING TIMELINE ...................................................................................... 10

VIII. SUBMISSION OF PROPOSAL ............................................................................... 10

IX. GENERAL PROVISIONS ......................................................................................... 11

X. SELECTION PROCESS ............................................................................................ 11

XI. ON-LINE REFERENCES ......................................................................................... 11

XII. DEADLINE FOR SUBMITTAL .................................................................................. 11

I. ABOUT THE CITY OF PLACERVILLE

Incorporated in 1854, the City of Placerville is one of the oldest cities in California and is located in El Dorado County. The city encompasses approximately 5.8 square miles with a population of approximately 10,500 people. It is situated approximately 40 miles east of Sacramento at the base of the Sierra Nevada Mountains. The City is bounded by the unincorporated areas of El Dorado.

Placerville has maintained its historic charm and small-town character despite regional growth pressures, thanks to its location and limited development opportunities. The nearest major transportation corridor is U.S. Route 50, which runs east-west a few miles south of the City limits. The City’s General Plan, last updated in 2010, describes it as largely built out, protecting it from large-scale commercial, residential, and industrial development.

II. PROJECT OVERVIEW

The City of Placerville seeks proposals from qualified consultants to provide on-call CEQA (California Environmental Quality Act) consulting services, with a primary focus on peer review of environmental documents and potentially support staffing to augment City resources. The City processes various development projects, planning initiatives, and infrastructure improvements that require compliance with CEQA, including preparation and review of Environmental Impact Reports (EIRs), Mitigated Negative Declarations (MNDs), Negative Declarations (NDs), and other related documentation. Due to limited in-house staffing and the need for specialized expertise, the City requires external consultants for independent peer review to ensure document quality, regulatory compliance, and objectivity. Additionally, consultants may provide temporary staff support for CEQA-related tasks, such as technical analysis, public consultation assistance, and project coordination under the direction of City staff.

This RFP aims to establish a contract with one or more firms for on-call services over an initial term of two years, with options for renewal. Services will align with state mandates, including CEQA guidelines, and incorporate best practices for environmental review. The selected consultant(s) will work closely with the Development Services Department to support efficient project processing while maintaining environmental protections.

The following information defines the proposed project, scope of services, proposal requirements, selection process, and other information required to prepare and submit a complete proposal.

III. SCOPE OF SERVICES

Summary of Scope of Services

The City of Placerville is seeking proposals from qualified consultants to provide on-call CEQA consulting services focused on peer review of environmental documents and potentially support staffing. This will ensure compliance with CEQA for City projects, private developments, and planning efforts, promoting sustainability, resiliency, and alignment with state guidelines. The selected consultant will offer technical expertise, with community engagement limited to project-specific needs as directed by the City.

The scope of work includes:

Consultants should demonstrate proven experience in CEQA peer review, environmental consulting, and staff augmentation for municipal agencies. They should be capable of preparing clear, well-written deliverables and presentations that facilitate decision-making.

The City anticipates a streamlined process, with services provided on-call as projects arise. The consultant should propose a framework that supports efficient response times and completion within project timelines.

Consultants may propose enhancements to this Scope of Work that would result in more effective or efficient services and are encouraged to explain how those changes would improve outcomes.

Task 1 - Project Initiation

Task 1.1 - Project Framework

The selected consultant(s) will develop a service framework, to be shared with and agreed upon by the City’s Project lead, that outlines response protocols, deliverables, and regular check-ins with City staff. The framework should be efficient and budget-conscious, and include:

a. Processes for on-call requests, including response times and escalation procedures.

b. Allowances for progress updates if necessary.

c. Time frames for review and return of feedback.

Task 1.2 - Kick-off Meeting with Primary Team

The project will begin with a kick-off meeting with City staff and key Consultant team members to review the framework, develop communication protocols, and clarify roles and responsibilities.

Task 1.3 - Goal and Content Framing

Shortly after project kickoff, the Selected Consultant will meet with the City’s leadership team to refine goals and priorities for CEQA services, including understanding opportunities, constraints, and key focus areas.

Task 1.4 - Review of Relevant Documents and Regulations

The Selected Consultant(s) shall provide an overview of relevant CEQA guidelines, City policies, and past environmental documents to inform services. The Consultant(s) will gain knowledge about the City as it relates to CEQA processes, including review of existing reports and information.

Task 2 - Planning Context

Task 2.1 - CEQA Profile

The Selected Consultant(s) will provide a technical synopsis of current CEQA practices in Placerville, including common project types, regulatory trends, and characteristics that will serve as context for peer review and support services. This should include discussion of environmental resources, boundaries, and demographic impacts. The Consultant(s) should rely on up-to-date resources and may draw from:

Task 3 - Needs Assessment and Inventory

Task 3.1 - CEQA Needs Assessment

The Selected Consultant(s) shall assess City CEQA workloads, document types, and gaps in staffing or expertise. This task involves determining service levels required for peer review and support, including access and equity issues in environmental planning.

Task 3.2 - Mapping and Final Inventory

Using the Needs Assessment from Task 3.1, the selected consultant(s) shall develop user-friendly inventories and maps (if applicable) of ongoing CEQA projects and resources.

Task 3.3 - Evaluation and Prioritization

Develop cost estimates, funding strategies, and plans for implementation of CEQA services, emphasizing efficiency and alternative mechanisms given the City’s limited resources.

Task 3.4 - Implementation Plan

Develop a Service Implementation Plan that identifies protocols, responsible parties, funding, timelines, and priority areas based on need or opportunities.

Task 4 - Community Outreach

Task 4.1 - Outreach Plan

The Selected Consultant(s) will coordinate with City staff to develop an outreach plan limited to project-specific requirements, such as public notices or consultations as mandated by CEQA or AB 52.

Task 4.2 - Public Outreach and Data Collection

The Selected Consultant(s) shall conduct and facilitate only required outreach, providing written records and summaries to meet regulatory requirements.

Task 5 - Preparation of CEQA Services

Task 5.1 - Administrative Drafts

The Selected Consultant(s) shall develop administrative drafts of review reports or support documents, integrating data from prior tasks.

Task 5.2 - Staff Report

The Selected Consultant(s) shall assist City staff with preparing reports for commissions and council, providing necessary information.

Task 5.3 - Public Drafts

The Selected Consultant(s) shall prepare drafts for public review, revised with City input, and presented for feedback.

Task 5.4 - Final Deliverables

The Selected Consultant(s) shall develop final review reports or support materials for City use.

Task 6 - Compliance Review

Task 6.1 - Regulatory Compliance

The Selected Consultant(s) shall ensure all services comply with CEQA and provide necessary documentation.

Task 7 - Ongoing Communications

Task 7.1 - Communications and Meetings

The Selected Consultant(s) shall maintain ongoing communication and participate in meetings with City staff, commissions, and City Council as needed. The Consultant(s) are expected to attend, at minimum, one Planning Commission meeting and one City Council meeting per major assignment.

Qualifications:

IV. QUALIFICATIONS & EXPERIENCE

The consultant must possess and exhibit, at a minimum, the following qualifications, as well as any others that may be determined necessary:

Demonstrated experience in CEQA peer review, document preparation, and compliance with state guidelines, including familiarity with AB 52.

Possess appropriate licenses and certifications (e.g., AICP, environmental planning credentials).

Recent success in similar projects for municipal agencies, delivering work on schedule and within budget.

Other special services, expertise, or abilities that the City can utilize in CEQA processes.

Special Requirements:

V. PROPOSAL REQUIREMENTS

All submitted proposals shall clearly address all requested information and be organized as specified below:

A. Cover Letter – A letter introducing the consultant and indicating an understanding of the scope of services.

B. Overview and Approach – The consultant’s approach to delivering the scope of services. Company’s Profile – Provide a brief profile, including years in business, services provided, customer service philosophy, and office location for implementation.

C. Resume and Qualifications of Personnel – Description of professional qualifications of personnel assigned to work in Placerville, including total number of key personnel.

D. Past Experience – Brief description of the firm’s relevant experience on similar projects, including work with municipal agencies and special services or abilities.

E. List of Current Projects – List of current projects/programs with similar responsibilities and outcomes.

F. References – Names and contact information for clients where similar tasks were performed within the past three years, including service duration and description.

G. Cost Proposal – Outline cost estimate for each task separately, including estimated hours per staff person, with a statement of willingness to submit proof of insurance coverage as required.

VI. REQUEST FOR PROPOSAL SCHEDULE

Request for Proposal Issued: August 25nd, 2025

Request for Proposals Due: September 25th, 2025

Staff Review: September 30th, 2025

Consultant Interviews: October 2nd, 2025

Consultant Selection: October 9th, 2025

City Manager Selection and Award: October 15th, 2025

Kick-off Meeting: October 22nd, 2025

VII. PROCEEDING TIMELINE

Proposal responses must include the Preceding Timeline. Tasks shall complete within one year from the contracted date. Planning Commission meetings are on the first and third Tuesday of every month, and City Council meetings are on the second and fourth Tuesday of every month. Dates are reasonable efforts to satisfy obligations. The Selected Consultant(s) is expected to have deliverables completed by October 22nd, 2026, to ensure compliance, though the City remains flexible based on feasibility.

VIII. SUBMISSION OF PROPOSAL

Proposal responses must adhere to content and sequence requirements. Failure to comply may result in rejection. Use 8-1/2 x 11 sheets (foldouts acceptable for charts) with font size not smaller than 11 point. Submit four (4) copies and one (1) PDF electronic copy, properly bound and tabbed, including:

A. Format: Detailed proposal for thorough evaluation.

B. Cover Letter: Original signed by an authorized officer, including firm details, contact information, and a 90-day validity statement.

C. Table of Contents: Detailed outline with sequential page numbers.

D. Introduction: Overview of the project understanding, methods, and budget.

E. General Scope of Work: Summary of perceived scope.

F. Work Plan: Concepts for conducting tasks and interrelationships.

G. Specific Work Products: Identification of end products and their form/content.

H. Proposed Schedule: Comprehensive schedule with milestones.

I. Estimated Cost and Hourly Rate Schedule: Itemized cost estimate, including separate budgets for peer review and support staffing, with hourly rates for key personnel.

IX. GENERAL PROVISIONS

A. Joint Offers: Submit on a prime-subcontractor basis; unsatisfactory staff/subcontractors may be removed at the City’s discretion. Describe continuity plans.

B. Independent Contractor: Firm is an independent contractor, not an officer or employee of the City.

C. Payment Terms: Payments based on invoice review within 30 days, per contract, after executing a written agreement.

D. Insurance and Indemnification: Agreement will contain standard insurance and indemnification language; proof required before award.

E. Proof of Authority: Corporations must submit formal proof (e.g., resolution) with the proposal.

F. Patent, Copyright, Trade Secret and Trademark Fees: Include all fees in the price bid; deliverables become City property but may be used as portfolio references.

G. Taxes: Price bid includes all taxes.

H. City’s Obligation to Award a Contract: Issuance does not commit the City to award; the City may reject or negotiate with any firm.

X. SELECTION PROCESS

The City reserves the right to reject any or all proposals. Interviews are at the City’s option. The lowest cost proposal will not necessarily be selected. Services will follow the standard City Professional Services Agreement.

XI. ON-LINE REFERENCES

Consultants are advised to refer to www.cityofplacerville.org for the current General Plan and related CEQA documents.

XII. DEADLINE FOR SUBMITTAL

Submit four (4) printed and bound copies and one electronic copy by September 25th, 2025, on or before 3:00 p.m. Pacific Time (no exceptions). Late submittals will not be accepted.

Contact Person:

Carole Kendrick, Director of Development Services

City of Placerville

Development Services Department

3101 Center Street

Placerville, CA 95667

Questions should be directed to Carole Kendrick, Director of Development Services, at (530) 642-5569 or ckendrick@cityofplacerville.org.

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