Placerville, California Services Portal

Bid: Amendment to the City of Placerville's General Plan: Open Space and Conservation Element Update

Bid details: Amendment to the City of Placerville's General Plan: Open Space and Conservation Element Update

ID: SB1425 & AB1889

Title: Amendment to the City of Placerville's General Plan: Open Space and Conservation Element Update

Bid Start Date : Aug. 25, 2025, 11:56 a.m.

BidEnd Date: Sept. 25, 2025, 3 p.m.

Status: Closed

Active: True

Publication Info: Amendment to the City of Placerville's General Plan: Open Space and Conservation Element Update (SB1425 & AB1889)

Description:

CITY OF PLACERVILLE

REQUEST FOR PROPOSALS

AMENDMENT TO THE CITY OF PLACERVILLE’S GENERAL PLAN: OPEN SPACE AND CONSERVATION ELEMENT UPDATE

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 to update and enhance its Open Space and Conservation General Plan Elements. The City’s General Plan, structured around the seven State-required elements in accordance with Government Code Section 65302, is organized into chapters that integrate goals, policies, and background information tailored to Placerville’s unique characteristics. Key topics include land use, hillside preservation, wildlife connectivity, water resource management, conservation, hazard mitigation, and community services. The Open Space and Conservation Element, part of the Resource Management Chapter, addresses natural resource protection and sustainability. This project seeks to amend that element to incorporate requirements from AB 1889 and SB 1425, ensuring compliance with recent State legislation related to conservation and open space planning.

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 support the update and amendment of its General Plan’s Open Space and Conservation Element in alignment with the requirements of AB 1889 and SB 1425. This update will serve as a 30-year vision and policy roadmap for the preservation, enhancement, and equitable access to open space and natural resources within the City. The amended elements will guide both near-term and long-range planning, resource allocation, and decision-making, ensuring sustainability, resiliency, and alignment with State mandates.

The selected consultant will provide comprehensive technical analysis and policy development services, with community engagement limited to the minimum required by state law and project needs. The scope of work includes:

Consultants should demonstrate proven experience in general plan updates, open space and conservation planning, environmental policy, hillside and natural resource preservation, and effective project management. They should be capable of preparing clear, well-written deliverables and presentations that facilitate adoption.

The City anticipates a streamlined process, with adequate time allocated for technical work, engagement, commission/council presentations, and public hearings. The consultant should propose a schedule that supports project completion within two years of contract execution.

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

Task 1 - Project Initiation

Task 1.1 - Project Timeline

The selected consultant(s) will develop a project timeline, to be shared with and agreed upon by the City’s Project lead, that outlines tasks and deliverables, includes regular meetings with the Project lead and supporting City staff, and incorporates required community outreach. The timeline should be framed in an efficient and budget-conscious manner, and include:


a. The process, timing, and schedules for the entire project, including environmental review and concluding with City Council consideration of the proposed Open Space and Conservation Element Updates.
 

b. Allowances for progress reports to Commissions if necessary.
 

c. Time frames for staff review of administrative drafts and return of edits.

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 project timeline, 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 the goals and framework for future tasks. This work will include target setting, establishing an understanding of the City’s opportunities, constraints, and policymaker priorities.

Task 1.4 - Review of Relevant Documents and Regulations

The Selected Consultant(s) shall provide an overview of document organization, review and assess relevant plans, policies, projects (both internal and external), and data from existing resources that can be utilized in the Open Space and Conservation Element Updates. The Consultant(s) will gain knowledge about the City as it relates to preparing the Element Updates, including review, evaluation, and consideration of existing reports and information.

Task 2 - Planning Context

Task 2.1 - Community Profile

The Selected Consultant(s) will provide a technical synopsis of the most current Placerville community demographics, growth trends, and relevant characteristics that will serve as rationale and context for the Open Space and Conservation Element Update’s policies and implementation. This should include a discussion of natural resources, political boundaries, and the population/demographic profile. The Consultant(s) should rely on the most up-to-date resources and may draw information from:

Task 3 - Needs Assessment and Inventory

Task 3.1 - Open Space and Facility Needs Assessment

The Selected Consultant(s) shall inventory and analyze City parks and facilities, school recreation facilities, and open space systems. California Government Code § 65560 requires an open space element to contain detailed information about several categories of undeveloped land. Specifically, the Open Space and Conservation Element must inventory the following broad categories of open space for:

This task involves determining the levels of services for parks and recreation facilities required with projected growth, including park access issues. The Consultant(s) shall evaluate how City parks and recreation facilities meet current and future needs.

Task 3.2 - Mapping and Final Inventory

Using the Open Space and Facilities Needs Assessment from Task 3.1, the selected consultant(s) shall develop final, user-friendly inventory lists and maps that update and improve the existing Open Space and Conservation Element maps and inventories for City parks and recreation facilities.

Task 3.3 - Evaluation and Prioritization

Develop financial cost estimates, alternative funding strategies, and optimal financial plans for implementation of Open Space Element policy recommendations, both maintenance and capital. Create a framework for communicating and prioritizing financial resources required to sustain current and desired assets. Evaluate the viability and cost-effectiveness of suggested strategies, recognizing the City’s limited ability to levy fees, and emphasize grants and alternative funding mechanisms.

Task 3.4 - Implementation Plan

Develop a Project Implementation Plan that identifies programming, responsible agencies, funding sources, implementation time frame, and priority projects based on condition, community need, or funding opportunities.

Task 4 - Community Outreach

Task 4.1 - Community Outreach Plan

The Selected Consultant(s) will coordinate with City staff to develop a outreach plan that identifies only the legally required public hearings and consultations with the California Department of Fish and Wildlife, local tribes, and open-space districts as mandated by SB 1425 and AB 1889.

Task 4.2 - Public Outreach and Data Collection

The Selected Consultant(s) shall conduct and facilitate only the required public hearings and tribal consultations, providing written records and summaries to meet state reporting requirements.

Task 5 - Preparation of Updated Open Space and Conservation Elements

Task 5.1 - Administrative Draft

The Selected Consultant(s) shall develop the Administrative Draft, summarizing, integrating, and analyzing relevant data and deliverables from Tasks 1-4.

Task 5.2 - Staff Report

The Selected Consultant(s) shall assist City staff with preparing staff reports for the Planning Commission and City Council study sessions and hearings, providing necessary information for adoption and implementation.

Task 5.3 - Public Draft

The Selected Consultant(s) shall prepare the Draft Open Space and Conservation Element Updates by revising the Administrative Draft with input from City staff, presented to City Council and Commissions for required feedback prior to final adoption. The Draft shall be ADA-accessible and include user-friendly graphics.

Task 5.4 - Final Open Space and Conservation Elements

The Selected Consultant(s) shall develop the Final OSC Element Update for adoption by City Council, demonstrating the long-range vision for open space and recreation, including prioritization of park equity.

Task 6 - Environmental Review Preparation

Task 6.1 - CEQA Compliance

The Selected Consultant(s) shall ensure compliance with CEQA, providing all necessary information, analysis, and documentation throughout the project timeline.

Task 7 - Ongoing Communications

Task 7.1 - Communications and Meetings

The Selected Consultant(s) shall maintain ongoing communication and participate in recurring meetings with City staff, the Planning Commission, and City Council, as coordinated with the Project lead. The Consultant(s) are expected to attend, at minimum, one Planning Commission meetings and one City Council meeting.

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:

  1. Demonstrated experience completing General Plan updates and ensuring compliance with applicable state legislation, including AB 1889 and SB 1425.
  2. Possess appropriate licenses.
  3. Recent success in similar projects, delivering work products at an appropriate level of detail, on schedule, and within approved budgets.
  4. Other special services, expertise, or abilities that the City can utilize in the performance of the services described herein.

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.
C. Company’s Profile – Provide a brief profile, including years in business, services provided, customer service philosophy, and office location for implementation.
D. Resume and Qualifications of Personnel – Description of professional qualifications of personnel assigned to work in Placerville, including total number of key personnel.
E. Past Experience – Brief description of the firm’s relevant experience on similar projects, including work with municipal agencies and special services or abilities.
F. List of Current Projects – List of current projects/programs with similar responsibilities and outcomes.
G. References – Names and contact information for clients where similar tasks were performed within the past three years, including service duration and description.
H. 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

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 Thursday 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 25th, 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 environmental review and amendments, 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 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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