2-RFP 6226 Environmental Document Review and Planning Services - Final.pdf

County of Ventura RFP 6226 GSA/Procurement Services Environmental Document Review and Planning Services

COUNTY OF VENTURA

GENERAL SERVICES AGENCY

PROCUREMENT SERVICES

800 S. VICTORIA AVE., L#1080

VENTURA, CA 93009

REQUEST FOR PROPOSAL

#6226

For

Environmental Document Review and Planning Services

Issue Date: September 12, 2025 Due Date: October 24, 2025

Table of Contents

SECTION 1.0 BACKGROUND / GENERAL INFORMATION

1.1 Introduction/Purpose

1.2 Background

1.3 Objectives

1.4 Action Dates

1.5 Questions Regarding RFP

SECTION 2.0 INSTRUCTIONS TO OFFEROR/RULES GOVERNING COMPETITION

2.1 Submittal Deadline

2.2 Proposal Response

2.3 Modification of Proposals

2.4 Opening of Proposals

2.5 Examination of the Request for Proposal

2.6 Proposal Validity

2.7 Proposal Content/Format

2.8 Costs Incurred in Responding

2.9 Addenda

2.10 Nomenclatures

2.11 Confidential and Proprietary Data

2.12 Commitments, Warranty and Representations

2.13 Proposal Validation/Evaluation

2.14 Award

2.15 Presentations

2.16 Cancellation of RFP

2.17 Additional Information

2.18 Errors/Defects in Proposals

2.19 Rejection of Proposals

2.20 Protest Procedures

Review and respond in Section 2.0 RFP 6226 Offerors Information and Requirement Questionnaire.

SECTION 3.0 SCOPE OF WORK/REQUIREMENTS

Review and respond in Section 3.0 RFP 6226 Scope of Work Requirements and Compensation Questionnaire.

SECTION 4.0 COUNTY STANDARD CONTRACT

Review and respond in Section 4.0 RFP 6226 County of Ventura Professional Services Contract Sample

SECTION 1.0

GENERAL INFORMATION AND SCOPE OF WORK

This Request for Proposal (RFP) has been posted for your convenience at the following web address: https://ventura.bonfirehub.com/portal/?tab=login. Addenda and attachments, if issued, are also posted. It is Offeror’s responsibility to ensure that the entire RFP package, in its latest version, is reviewed prior to submittal of a proposal.

1.1 Introduction/Purpose

The County of Ventura (hereinafter referred to as County) invites your organization to submit a written proposal for the procurement of Environmental Document Review and Planning Services.

Proposals shall be due no later than 3:00 p.m. on October 24, 2025 for the furnishings of environmental document review and planning services.

County requires on-call Professional Services Agreements (PSAs) for specialized planning studies and technical analysis on privately-initiated projects or Board of Supervisors-initiated planning programs in the Ventura County Planning Division Work Plan. The services included are environmental assessments under the California Environmental Quality Act (CEQA) for land use development projects, peer review of CEQA documents, peer review of resource assessments (biological, historical, coastal, etc.), and planning services (ordinance/policy/program work). The need for these types of services is ongoing, required to help balance the workload of Planning Division staff and to make use of the specialized expertise of professionals. The purpose of this RFP is to procure professional, planning-related support services through a number of on-call professional services agreements. Agreements would be for a five-year (5-year) term.

Offerors shall be skilled and regularly engaged in the general class or type of work called for in the solicitation documents.

1.2 Background

The Resource Management Agency’s Planning Division provides land use services to the public in the areas of residential, commercial, and industrial permitting, engages in long range community planning and zoning enforcement, and coordinates a variety of regional programs in the unincorporated areas of Ventura County.

The chief responsibility of the Planning Division is to regulate the use of land and structures, zoning, subdivision regulations, signage, filming, and resource and environmental protections within unincorporated areas of the county. Using these regulations and others, the Planning Division issues permits for uses and structures and enforces both permit conditions and maintains consistency with the County’s Zoning Ordinances and General Plan.

1.3 Objectives

County intends to enter into contracts with selected Offerors for on-call professional services.

County reserves the right to award multiple Offerors in order to meet the needs set by this RFP.

On-call agreements are designed to streamline and improve the efficient delivery of privately-initiated projects and County-initiated planning programs. The PSAs are valuable to both staff and applicant teams as projects evolve during the review process. The areas of expertise proposed for the PSAs are for the following types of work: environmental analysis pursuant to the California Environmental Quality Act (CEQA), peer review of CEQA documents, peer review of resource evaluations (biological, historical, coastal, etc.), and various planning services, as further described in Section 3.0.

Privately-initiated projects refer to development or planning proposals submitted by private individuals, businesses, or organizations seeking County review and approval. These can include applications for land use changes, subdivision maps, zoning variances, conditional use permits, or environmental assessments. The County’s role is to evaluate these projects for consistency with local plans, regulations, and community goals. Board of Supervisors-initiated planning programs are special projects or planning efforts directed by the Ventura County Board of Supervisors. These programs may address specific policy priorities, economic development, community issues, or regional planning goals identified by the Board of Supervisors. Examples include land use plan updates, zoning amendments, or initiatives to address housing, environmental conservation, or infrastructure needs.

For any privately-initiated project, the cost of the Contractor’s work will be covered by the project applicant as part of a project and in accordance with the fee schedules adopted by the Board of Supervisors, as may be updated, establishing the amount of any such application deposit and associated fees from the County agencies that conduct development review. In general, project applicants are required to provide prepayment or posting of an acceptable bond for the Contractor’s estimated cost. In the case of any County-initiated project, the Contractor shall complete all work and tasks described in the respective project work order as approved by the Planning Director or designee.

1.4 Action Dates

The following is an outline of the anticipated schedule for the proposal review and contract award.

Issue Request for Proposal (RFP) September 12, 2025 Last day for questions October 17, 2025 Proposals Due October 24, 2025 Evaluation-award November 21, 2025 Start Work July 2026

1.5 Questions Regarding RFP

All questions concerning this Proposal should be submitted online under the “Messages” tab. All other questions may be directed to Rory Aronsky, Senior Procurement Specialist, at (805) 477- 7111, email: Rory.Aronsky@venturacounty.gov.

County shall not be obligated to accept the lowest priced proposal. An award, if made, will be in the best interests of the County after all factors have been evaluated.

While County intends to enter a contract for these services, it will not be bound to do so. County reserves the right to reject any or all proposals. County shall be the sole judge of the offers hereunder.

Deadline for questions or clarifications concerning this RFP is October 17, 2025 at 5:00 p.m.

SECTION 2.0

INSTRUCTIONS TO OFFERORS/RULES GOVERNING COMPETITION

2.1 Submittal Deadline

Completed proposals must be submitted online through VCVIP per instructions at https://ventura.bonfirehub.com.

Offerors are permitted to submit more than one proposal with different methods of meeting the RFP requirements. When Offeror submits more than one proposal, one proposal shall be marked “Base

Proposal” and the others shall be marked “Alternate Proposal 1, Alternate Proposal 2, etc.” Each base proposal and each alternate proposal shall be submitted in accordance with the terms and conditions of the RFP.

Offerors are responsible for making certain their proposals are received by GSA-Procurement on or before the Proposal Submittal Deadline listed on the RFP Details tab in the VCVIP portal. The receiving time in VCVIP will be the governing time for acceptability of proposals. No hard copy, oral, telegraphic, electronic mail, facsimile, or telephone proposals or modifications will be considered.

2.2 Proposal Response

Offerors must submit their proposals and all required information and forms by the submittal deadline.

Proposals failing to provide complete information may be deemed non-responsive. Offerors should keep copies of their submittals for future reference.

Offerors who do not wish to respond but who wish to be kept on the mailing list must return their proposal forms or a written response indicating “No Proposal”. Include name and address of Offeror.

Offerors who fail to respond to proposal solicitations may be removed from the supplier mailing list.

2.3 Modification of Proposals

Any Offeror who wishes to make modifications to a proposal already received by County must withdraw their proposal in order to make the modifications. All modifications must be made online, properly by Offeror’s authorized representative, executed, and submitted in accordance with the terms and conditions of this solicitation. It is the responsibility of Offeror to ensure that modified proposals are resubmitted before the Submittal Deadline.

Offerors may withdraw their proposals, at any time prior to the due date and time, by submitting notification of withdrawal signed by Offeror’s authorized agent.

Proposals cannot be changed or modified after the date and time designated for receipt.

2.4 Opening of Proposals

Proposals will not be opened publicly but a list of the names of Offerors submitting proposals will be available within a reasonable time after the Submittal Deadline. Proposals will be made public and may be inspected at the time of award.

2.5 Examination of the Request for Proposal

Offerors should carefully examine the entire RFP, any addenda thereto, and all related materials and data referenced herein or otherwise available to Offeror.

Offeror shall be presumed to be familiar with all specifications and requirements of this RFP. The failure or omission to examine any form, instrument or document shall in no way relieve Offerors from any obligation with respect to this proposal.

2.6 Proposal Validity

Proposals submitted hereunder shall be firm for 240 calendar days from the due date unless otherwise qualified.

2.7 Proposal Content/Format

To be considered responsive, proposals should address all items identified in this section.

Please note: Some items require that the Offeror provide a detailed response and/or attachments. Failure to provide a complete response may be grounds for rejection of proposal.

Furthermore, proposals should be prepared in such a way as to provide a straightforward and concise discussion of Offeror’s ability to provide the services that can best satisfy the requirements herein and the needs of County. Elaborate or unnecessarily lengthy documents are discouraged.

Emphasis should be concentrated on conformance to the RFP instructions, responsiveness to the

RFP requirements and on completeness and clarity of content.

In order to facilitate evaluation and comparison, proposals should be submitted in the format described in this section. Format instructions must be adhered to; all requirements and requests for information in the proposal must be responded to; all requested data must be supplied. Failure to comply with this requirement may be cause for rejection.

Assemble and present your proposal response in the order that the items are listed, identifying each response by the corresponding number.

a. Cover Letter/Signature on Proposal

A cover letter, which will be considered an integral part of the proposal, will be signed by individual(s) who is/are authorized to bind Offeror(s) contractually. The signature(s) must indicate the classification or position that the individual(s) hold in the firm.

The cover letter will designate a person or persons who may be contacted during the period of evaluation with questions or contract issues. Include name(s), title(s), address(es), telephone number(s), fax number(s) and email address(es).

Upload the Cover Letter through Requested Information.

b. Company Profile and Qualifications

Offeror must provide company profile in Section 2 – Offerors Information Questionnaire, Question set 1.

Information provided shall include:

1. Correct legal name as registered with the California Secretary of State.

2. Company ownership. If incorporated, the state in which the company is incorporated and the date of incorporation.

3. Location of the company offices.

4. Location of the office servicing any California account(s). Include the hours of operation of the customer service unit involved in supporting the proposed services.

5. Number of employees both locally and nationally.

6. Location(s) from which employees will be assigned.

7. Name, address, and telephone number of the Offeror’s point of contact for a contract resulting from this RFP.

8. Company background/history establishing that Offeror is qualified to provide the services described in this RFP.

9. Length of time Offeror has been providing services described in this RFP. Please provide a brief description of such services.

Offeror must include in their proposal a complete disclosure of any alleged significant prior or ongoing contract failures, any civil or criminal litigation or investigation pending which involves the Offeror or in which the Offeror has been judged guilty or liable.

Failure to comply with the terms of this provision will disqualify any proposal. County reserves the right to reject any proposal based upon Offeror’s prior history with County or with any other party, which documents, without limitation, unsatisfactory performance, adversarial or contentious demeanor, significant failure(s) to meet contract milestones or other contractual failures.

c. Staff Qualifications and Availability

Identify key personnel and their position within the organization in Section 2 – Offerors Information Questionnaire, Question Set 2.

Provide a resume detailing the experience, level of expertise, and qualifications of the representative/manager and those individuals who will directly support and be involved in meeting the day-to-day requirements of the County.

If you plan to subcontract work, you must indicate in Section 2 – Offerors Information Questionnaire, Question Set 4 the name and address of each subcontractor and the type of work or tasks they will perform. Identify the personnel to be assigned, their position, qualifications, and representative experience.

d. References

Offerors must provide a minimum of three (3) references from similar projects performed within the last three years in Section 2 - Offerors Information Questionnaire, Question Set

3. In addition, include all local government (Southern California) references (uploaded to “Miscellaneous Information”). Information provided shall include:

1. Client name;

2. Project description;

3. Project dates (starting and ending);

4. Dollar value

5. Staff assigned to reference engagement that will be designated for work per this RFP;

6. Client project manager name and telephone number.

e. Financial Statement

This competitive solicitation has a standard requirement that all submitted proposals include the Offeror’s financial history. To comply with this requirement, all respondents are to furnish County with financial statements at the time of submittal in order to demonstrate the Offeror's financial capabilities. Failure to provide this information at the time of submittal will result in a recommendation by the Chief Procurement Officer to deem the response as non-responsive.

Each respondent shall submit their most recent two (2) years of annual financial statements for review that shall include the following: 1) Income Statement, and 2) Balance Sheet.

County’s preference is that financials be submitted in a comparative format, meaning that the two (2) most recent years are shown side by side. The financial statements are not required to be audited financial statements. If Offeror has been in business for less than the required number of years, then Offeror must disclose for all years of the required period that Offeror has been in business, including any partial year-to-date financial statements.

County, during evaluation, may consider the unavailability of the most recent year’s financial statements and whether Offeror acted in good faith in disclosing their financial documents.

Upload the Financial Statement through Requested Information.

f. Compliance with County Standard Contract Terms and Conditions

Successful Offeror will be required to enter into a written contract.

Offerors will review County’s standard contract in Section 4 Contract Questionnaire, which will form the basis for any contract entered into hereunder.

Offerors must state approval of the standard contract, OR provide any comments/exceptions to this contract on a line-by-line basis.

For exceptions, address each item in the order given; identify each response by item number. Any comments/exceptions to this contract must be included in your proposal.

Precise substitute wording must be offered in place of the paragraph objected to. It is not sufficient to state merely that an exception is noted to a particular paragraph.

Deviations considered excessive by County may reduce or eliminate an Offeror.

NOTE: The sample standard contract attached to this RFP is a template. Do not attempt to insert missing information nor complete the attached sample. Once a vendor is selected, Procurement will work with the selected vendor to draft a vendor-specific contract.

g. Offeror Understanding

Offerors may include an understanding of the County's needs or any other information, deemed necessary, which may not be required in any other section of the RFP.

h. Requirements

Offeror’s response shall state on a point-by-point basis whether proposal is in compliance with the requirements/specifications of the RFP (Section 3). Address each item in the order given, identify each response by item number. Submit a full explanation of, and justification for, any exemptions or deviations.

Upload the response to Section 3 through Request for Information.

i. Payment Terms

Customary terms are Net 30 for work performed. Offerors shall indicate their offered payment terms. Discount for payment in less than 30 days may be considered in the evaluation.

2.8 Costs Incurred in Responding

The County of Ventura will not pay any costs incurred in proposal preparation, presentation, demonstration, or negotiation, nor does it commit to procure or contract for any services. All costs of proposal preparation shall be borne by the Offeror. It is understood that all proposals, inquiries, and correspondence related to this RFP and all reports, charts, displays, schedules, exhibits, and other documentation will become the property of the County of Ventura when received by the County and may be considered public information under applicable law. The County assumes no liability for any costs incurred by Offerors throughout the entire selection process.

2.9 Addenda

The County will issue written addenda to make changes, additions, or deletions to this solicitation.

Oral communications regarding this RFP will NOT be valid or binding, nor excuse the successful Offeror of any obligations hereunder, unless set forth in writing by the County. Addenda will be sent to all known Offerors. Offerors must acknowledge and return all Addenda on or before the Proposal Submittal Deadline. It is the responsibility of each Offeror to ensure the County of Ventura has their correct business name and address on file. Any prospective Offeror who obtained a copy of the RFP documents from any other source other than the County is responsible for advising the Procurement division that they have said documents and wish to receive subsequent Addenda.

2.10 Nomenclatures

The terms “Successful Offeror,” “Successful Contractor,” and ”Contractor” may be used interchangeably in these specifications and shall refer exclusively to the firm with whom County enters into a contract because of this solicitation.

The terms “Proposal,” “Solicitation,” and “RFP” refer to all proposal documents and related addenda produced by the County and provided to prospective Offerors.

2.11 Confidential and Proprietary Data

All materials received relative to this RFP will be kept confidential until such time an award is made, or the RFP is canceled, at which time all materials received will be made available to the public.

Proposals received will be subject to Government Code §6250, the Public Information Act. Under the Act, the County may be obligated to provide a copy of any and all responses to this Request for Proposal, if such requests are made after the contract is awarded.

One exception to this required disclosure is information which fits within the definition of a confidential trade secret [Government Code section 6254(k)], or contains other technical, financial, or other data whose public disclosure could cause injury to the proposer’s competitive position. If any proposer believes that information contained in its response to this Request for Proposal should be protected from disclosure, the proposer MUST specifically mark the pages of the response that contains the information.

The County will not honor any attempt by the Offeror to designate its entire proposal as proprietary.

2.12 Commitments, Warranty and Representations

The proposal submitted in response to this RFP will be included as part of the final contract.

Offerors are cautioned that if a contract is awarded as a result of this procurement process, any written commitment by an Offeror within the scope of this procurement shall be binding upon the Offeror whether or not incorporated into a contract document. Failure of the Offeror to fulfill any such commitment shall render the Offeror liable for liquidated or other damages due the County under the terms of the Contract. For the purpose of this procurement, a commitment by an Offeror includes:

Any modification of, or affirmation or representation as to the above, which is made by an Offeror in or during the course of negotiation.

Any representation by an Offeror in a proposal, supporting document, or negotiations subsequent thereto as to services to be performed, regardless of the fact that the duration of such commitment may exceed the duration of the contract.

2.13 Proposal Validation/Evaluation

a. Validation

Proposals will be checked for the information required to conform to this RFP. Absence of required information may be cause for rejection.

b. Evaluation

The successful Offeror shall be chosen in accordance with, but not limited to, the following criteria:

1. Proven Performance

The Offeror’s background, experience, and stability of their firm will be assessed.

The evaluation will focus on the Offeror’s record of successful service and support to accounts of comparable size and environment. The ability of the Offeror will be evaluated in terms of technical resources, staffing, staff experience, and facilities.

Client references will be contacted, and their responses will become a part of the award/review process.

2. Compliance with Contract Terms and Conditions

Proposals will be evaluated on the ability to comply with the County’s Contract terms and conditions in Section 4 – Contract Compliance.

3. Requirement/Methodology

The ability to meet the requirements/specifications outlined herein.

4. Cost

The Proposals will be evaluated based on the Offeror’s reasonableness of cost.

2.14 Award

Award will be made to the Offeror offering the most advantageous proposal after considerations of all evaluation criteria set forth herein. The criteria are not listed in any order of preference. An Evaluation Committee will be established by the County. The Committee will evaluate all proposals received in accordance with the evaluation criteria.

The Evaluation Committee may also contact and evaluate Offeror’s and subcontractor’s references; contact any Offeror to clarify any response; contact any current users of an Offeror’s services; solicit information from any available source concerning any aspect of a proposal; and seek and review any other information deemed pertinent to the evaluation process.

The County reserves the right to establish weight factors that will be applied to the criteria depending upon order of importance. Weight factors and summary of evaluation scores will not be released until after award of proposal. The County shall not be obligated to accept the lowest priced proposal but will make an award in the best interests of the County after all factors have been evaluated.

While the County intends to enter into a contract for these services, it will not be bound to do so.

The County reserves the right to reject any or all proposals.

The County shall be the sole judge of the proposals hereunder. The County reserves the right to award a contract to other than the Offeror submitting the lowest total price and to negotiate with any or all Offerors. Offerors are advised that it is possible that an award may be made without discussion or any contact concerning the proposals received. Accordingly, proposals should contain the most favorable terms from a price and technical standpoint which the Offeror can submit to the County. DO NOT ASSUME that you will be contacted or afforded an opportunity to clarify, discuss, or revise your proposal.

Award will be by means of a written contract with the successful Offeror. A Notification of Intent to Award may be sent to any Offeror selected. Award is contingent upon the successful negotiation of final contract terms. Negotiations shall be confidential and not subject to disclosure to competing Offerors unless an agreement is reached. If contract negotiations cannot be concluded successfully, the County may negotiate with the next highest scoring Offeror or withdraw the RFP.

The County Board of Supervisors must approve all contracts resulting from this Request for Proposal if services exceed $200,000.

2.15 Presentations

Offerors may be invited to make oral presentations to County personnel.

2.16 Cancellation of RFP

County reserves the right to cancel this solicitation at any time, prior to the submittal deadline.

2.17 Additional information

If during the evaluation process the County is unable to determine an Offeror’s ability to perform, the County has the option of requesting any additional information which the County deems necessary to determine the Offeror’s ability. The Offeror will be notified and permitted five working days to comply with any such request.

2.18 Errors/Defects in Proposals

If discrepancies between sections or other errors are found in a proposal, the County may reject the proposal; however, the County may, at its sole option, correct any arithmetical errors in price.

The County may waive any immaterial deviation or defect in a proposal. The County’s waiver of an immaterial deviation or defect shall in no way modify the RFP documents or excuse the Offeror from full compliance with the RFP requirements, if awarded a contract.

2.19 Rejection of Proposals

County reserves the right to reject the proposal of any Offeror who:

previously failed to perform adequately for County or any other governmental agency within the previous twelve (12) months;

submits false, incomplete, or unresponsive statements in a proposal;

is in default on the payment of taxes, licenses or other monies due County;

containing errors or discrepancies.

2.20 Protest Procedures

To be considered, protests must be made in writing, signed by Offeror’s authorized representative, and delivered to the Ventura County Procurement Services Manager, GSA/Procurement, 800 S.

Victoria Ave., Ventura, CA 93009-1080.

The following conditions apply to proposal protest:

a. Before Proposal Submittal Deadline. Protests of specifications, terms, conditions or any other aspects of the solicitation must be made before the Proposal Submittal Deadline.

b. After Proposal Submittal Deadline. Protest of award must be made by Offeror no later than five (5) calendar days after the Notice of Intent to Award. All protests must include the following information:

1) The name, address, and telephone number of the protestor;

2) The signature of the protestor, or protestor’s authorized representative;

3) The solicitation or contract number; and

4) A detailed statement of the legal and/or factual grounds for the protest

The Procurement Services Manager reserves the right to refuse to hear protestors who have not followed the above procedures.

SECTION 3.0

SCOPE OF WORK/REQUIREMENTS AND COMPENSATION

The requirements described herein are considered reasonable to meet the County’s needs. Offeror having alternate proposals to meet these needs, may, after responding to the minimum requirements hereunder, offer alternate service levels for consideration by the County. Alternate solution proposals must clearly and distinctively indicate on the Cover Page that they do not adhere to the RFP requirements described herein. Alternate proposals WILL NOT be evaluated by the County unless an insufficient number of responses that do adhere to the process described herein are received. Upload all required documentation within Section 3 to “Miscellaneous Information” in Bonfire. Per questionnaire Q-Q-27EO – RFP 6226 – Section 3 – Requirements and Compensation.

Offerors are invited to submit proposals for one or more of the individual services detailed in Section

3. Each proposal must clearly identify which specific service(s) the Offeror is submitting a proposal, and state “No Proposal” for those services not being proposed. If submitting a proposal for multiple services, the Offeror must structure their response to distinctly address each service area, including corresponding pricing and qualifications. Proposals that do not clearly specify the targeted service(s) may be deemed non-responsive. County reserves the right to award multiple Offerors for either individual or multiple services to Offeror(s), based on the best overall value and alignment with objectives.

For each section within the response, Offerors will be evaluated on the narrative response in each section. In each section below, Offerors must clearly describe the specific features and capabilities they provide for that functional area, explaining how their solution meets the requirements and delivers the necessary services.

In addition, Offeror must provide (3) samples of work for each functional area. The samples of work must be relevant to the subject area and have been prepared by the Offeror as the primary author within the last five years. Offeror’s response will be a single PDF file.

3.1 Term and Pricing

The resultant contract will be in effect for a period of five (5) years, subject to all the terms and conditions set forth herein. Utilization of a contract may be subject to the appropriation of funds for such purpose. If funds to effect such continued payment are not appropriated, County may terminate this project as thereby affected and the Contractor will relieve County of any further obligation therefore.

Offeror shall include, as part of their proposal, a clear and comprehensive fee schedule for the full 5-year term, including a detailed statement of hourly rates for all positions and classifications of individuals involved, including rates for sub-consultants and reimbursable expenses. No additional charges (e.g., for transportation, out-of-pocket expenses, etc.) will be allowed unless so specified herein. Each agreement will have a negotiated rate and compensation schedule established at the time of contract execution. Payments will be made within 30 days of receipt of Offeror’s correct invoice.

3.2 Scope Summary

The County of Ventura requires that the successful Contractor(s) provide one or more of the following services:

1. Environmental Analysis and CEQA Document Preparation for County Use as Lead Agency

2. Peer Review of Applicant-Prepared CEQA Documents for County Use as Lead Agency

3. Peer Review of the Following Types of Technical Reports:

a. Biological Resource Assessments and Initial Study Section 6 Preparation

b. Historical, Archaeological, and Paleontological Resource Assessments

c. Noise and Vibration Assessments

d. Coastal Environmental Assessments

4. Planning Consulting Services

3.2.1 Environmental Analysis and CEQA Document Preparation for County Use as Lead Agency

Upon request and issuance of a Work Order from the County’s Planning Representative, the Contractor shall assist in the preparation of environmental documents for land use and development projects in compliance with the California Environmental Quality Act (CEQA). This work includes an evaluation of potentially significant impacts on the environment using the methodology and thresholds contained in the Ventura County Initial Study Assessment Guidelines (Ventura County ISAGs) (https://rma.venturacounty.gov/divisions/planning/initial-study-assessment-guidelines-comprehensive-update/). As such, this work requires familiarity with CEQA regulations, the State Subdivision Map Act, the California Coastal Act, the County of Ventura General Plan (https://rma.venturacounty.gov/divisions/planning/ventura-county-general-plan/), the Ventura County CEQA Implementation Manual (https://rma.venturacounty.gov/divisions/planning/initial-study-assessment-guidelines-comprehensive-update/), the Ventura County ISAGs, and the County of Ventura Coastal and Non-Coastal Zoning Codes (https://rma.venturacounty.gov/divisions/planning/county-ordinances/).

The County of Ventura carries out CEQA through local guidelines that are included in two documents: the Ventura County CEQA Implementation Manual (Implementation Manual) and the Ventura County ISAGs. The Implementation Manual and the Ventura County ISAGs ensure that the County uses consistent procedures, evaluation criteria, and thresholds when examining the physical impacts of a public or private project on the environment. The Ventura County ISAGs allow for a streamlined and transparent process for the public, project applicants, consultants, County staff, and decision-makers to review the environmental effects of a project.

The Implementation Manual was last updated in 2010 and the ISAGs were last updated in 2011.

A comprehensive update to both documents is currently underway in 2025 to align these documents with current County policies, CEQA requirements, and other state and federal regulations. More information, including draft revisions, can be found at the following link:

https://rma.venturacounty.gov/divisions/planning/initial-study-assessment-guidelines-comprehensive-update/. Final updated versions of these documents are scheduled for adoption on September 30, 2025. In addition, a Ventura County Initial Study Checklist Template will be produced as part of this update and would be used by Contractor(s). The Ventura County Initial Study Checklist Template is intended to help the user prepare an Initial Study, Negative Declaration, or Mitigated Negative Declaration document for discretionary projects subject to the California Environmental Quality Act. The template incorporates the specific thresholds and analysis from the Ventura County ISAGs and contains suggested text/content, including standardized formatting, that can be used as a starting point to help reduce the time it takes to prepare the respective document.

These services may include the following tasks:

Prepare California Environmental Quality Act (CEQA) compliance documentation, including, but not limited to, Notices of Intent, Notices of Preparation, Notices of Determination, Notices of Exemption, Categorical and Statutory Exemptions, Initial Studies, Negative Declarations, Mitigated Negative Declarations, Environmental Impact Reports (EIRs), and EIR Addendums.

Responsibilities include conducting scoping meetings; performing necessary research and environmental analyses for preparing and writing on behalf of all County agencies ALL sections of the Initial Study following the Ventura County ISAGs; preparing supporting technical studies;

assisting with Planning Division consultations and stakeholder negotiations; integrating other County agency staff comments; integrating public comments; and performing all other tasks required to ensure compliance with CEQA.

o Note: Ventura County utilizes CEQA Guidelines Section 15183 (Cal. Code Regs., tit. 14, § 15183) to exempt projects that are consistent with the County’s adopted General Plan, community plans, or zoning regulations, based on the premise that an Environmental Impact Report (EIR) was previously certified for the 2020 General Plan Update. The Contractor should have demonstrated experience in preparing CEQA Section 15183 exemption documentation.

Required consultations with the California Native American Heritage Commission (NAHC) for compliance with Senate Bill 18 and/or Assembly Bill 52, as applicable.

Prepare assessments by subject matter experts for air quality, archaeological resources, coastal resources (including beaches and sand dunes), cultural resources, noise, paleontological resources, traffic, water, and other resources.

o Note: Biological assessments are not included in the above list, as these technical reports are required to be submitted by applicants at the time of application submittal.

o The Ventura County ISAGs contain minimum qualifications for a variety of technical experts that must be adhered to.

The Offeror is invited to offer additional optional services at their discretion based upon relevant staff experience and background.

Selected Offeror(s) – Work Order Process for Environmental Analysis and CEQA Document Preparation The County will utilize the following preliminary process to commence environmental document assignments. Final details of this process to be confirmed with selected Offerors.

1. County will supply the following to the Contractor:

a. For privately-initiated projects: the project description, project plans, and any technical reports provided by the applicant requesting the Contractor to review, prepare a scope of work (defined by specific task descriptions and task hours per assigned staff), schedule and cost, including a contingency of 10% percent of cost; or

b. For County-initiated program, ordinance, or policy project: the County will provide the draft regulations to the Contractor to prepare a scope of work, schedule, and cost, including a contingency of 10% percent of cost.

2. Contractor provides the draft scope of work, schedule, and cost for review by the County within 13 working days, and the County responds within 5 working days with comments.

3. For privately-initiated projects, the revised scope of work, schedule, and cost is provided to the applicant for review and agreement to pay. Intended turnaround of this step is expected to be 7 working days.

4. Any final adjustments are communicated between County and Contractor; Contractor finalizes the work order scope of work, schedule, and cost.

5. County confirms deposit of applicant’s cost for privately-initiated projects.

6. Authorization to Commence Work – the County provides the Contractor with written authorization to commence work.

3.2.2 Peer Review of Applicant-Prepared CEQA Documents for County Use as Lead Agency

Upon request and issuance of a Work Order from the County’s Planning Representative, the Contractor shall assist in the peer review of any privately-initiated project where the applicant elected to procure their own CEQA environmental documents and/or technical studies. Peer reviews are intended to ensure completeness, accuracy, and regulatory compliance.

These services may include the following tasks:

Provide peer review of CEQA documents prepared by Special Districts or those prepared for privately-initiated projects where the applicant has elected to procure their own environmental documents, including, but not limited to, Notices of Intent, Notices of Preparation, Notices of Determination, Notices of Exemption, Categorical and Statutory Exemptions, Initial Studies, Negative Declarations, Mitigated Negative Declarations, Environmental Impact Reports (EIRs), and EIR Addendums.

The Offeror is invited to offer additional optional services at their discretion based upon relevant staff experience and background.

3.2.3 Peer Review of Biological Resource Assessments and Initial Study Section 6 Preparation

Upon request and issuance of a Work Order from the County’s Planning Representative, the Contractor shall peer review biological resource assessments and other biological studies or plans submitted by project applicants and, if requested by the County, prepare Section 6, Biological Resources, of the Initial Study (IS) Checklist. Within the County’s Non-Coastal Zone, the biological resource assessment is called an Initial Study Biological Assessment (ISBA). Within the County’s Coastal Zone, the biological resource assessment is called a Coastal Initial Study Biological Assessment (CISBA) and a Least Damaging Environmental Alternatives Analysis.

The biological resources section of the Ventura County ISAGs instructs when an approved

Qualified Biological Consultant must conduct a biological resource assessment or develop mitigation. The Planning Division requires that Qualified Biological Consultants who conduct field surveys, reports, restoration work, and any mitigation plans in fulfillment of County requirements have the appropriate training, experience, and skills. Please review the following webpage for information regarding the Ventura County Qualified Biological Consultant Program:

https://rma.venturacounty.gov/divisions/planning/ventura-county-qualified-biologist-program/.

Instructions for becoming an approved Qualified Biological Consultant are available at the following link: https://rma.venturacounty.gov/divisions/planning/ventura-county-qualified-biologist-program/#:~:text=Application%20Submittal%20Requirements%20for%20Qualified%20Biologist.

The Planning Division requires that qualified professionals who peer review field surveys, reports, and mitigation plans in fulfillment of County requirements have progressively more training, experience, and skills than County-approved qualified biologists.

Offeror shall demonstrate that they meet the following qualifications:

1. The biologist(s) who would be peer reviewing biological resource assessments is on the current approved Qualified Biologist list with an executed Memorandum of Understanding

(MOU), or can demonstrate they possess the necessary qualifications and intention to become approved, including at least one reviewer being listed as a Primary Restoration

Specialist to review any needed restoration plans. Specific requirements for Primary

Restoration Specialists are available at the following link:

https://rmadocs.venturacounty.gov/planning/programs/qualified-biologist/publications/planning-list-of-qualified-biological-restoration-specialists.pdf, and

2. At least four years of experience as a primary author writing and directing the preparation of biological assessments, initial studies, MNDs, and EIRs in compliance with State CEQA

Guidelines for biological resources, or at least four years of experience as principal reviewer of the studies mentioned above for a public agency; and

3. Knowledge and experience as demonstrated in the preparation or review of 10 or more

CEQA documents (biological assessments, initial studies, MNDs, and EIRs) where the biologist was the primary author of the analysis and resulting recommendations; and

4. Demonstrated experience conducting both botanical and wildlife surveys within the region

(Ventura, Los Angeles, Kern, Santa Barbara, San Luis Obispo Counties), including for areas within the coastal zone.

These services may include the following tasks:

Peer review of biological surveys, reports, documentation, and other work submitted by project applicants, including Initial Study Biological Assessments, Coastal Initial Study Biological

Assessments, Least Damaging Environmental Alternatives Analyses, and mitigation plans in compliance with County requirements.

May conduct site visits and/or coordinate with State agencies as directed by County staff.

Attend and deliver presentations at public hearings before the Planning Director, Planning

Commission, and/or Board of Supervisors.

Attend additional meetings with County staff, applicant team, other agencies, stakeholders, and/or members of the public.

The Offeror is invited to offer additional optional services at their discretion based upon relevant experience and background.

Selected Offeror(s) – Work Order Process for Peer Review Assignments

The County will utilize the following preliminary process to commence peer review assignments.

Biological studies are the most frequent need for peer review by the County. However, the steps and timeframes below would be similar for other technical reports to be reviewed by a Contractor. Final details of this process will be confirmed with selected Contractor(s).

1. In accordance with the Permit Streamlining Act, within 30 calendar days of an application being submitted, Planning Division staff must determine if the application is complete or incomplete.

Contractor shall submit their preliminary findings within 25 calendar days from the date the application was provided to the Contractor. If Contractor determines the ISBA is not complete, on or before the 25th calendar day, Contractor will transmit an itemized list of incompleteness items to the assigned Planning Division case planner for inclusion in a Determination of Application

Incompleteness Letter. If the ISBA is determined to be acceptable, Contractor shall inform the case planner prior to the 25th calendar day.

2. To ensure Contractor understands the applicant's request, upon receipt of a discretionary application, Contractor shall contact the assigned case planner to discuss the project description.

3. Review and Approval of the Applicant Submitted ISBA: Contractor shall review the applicant-submitted ISBA for adequacy and conduct a site visit. A site visit shall be conducted to "ground-truth" the presence or absence of biological resources noted in the ISBA. All ISBAs are required to be completed by County qualified biologists. The ISBA will include a narrative and exhibits that identifies the biological resources on the project site, an evaluation of the potential impacts the proposed project may have on those resources, and recommended mitigation measures.

Contractor will be responsible for determining if the ISBA meets the requirements for an acceptable ISBA. If necessary, Contractor shall consult with the California Department of Fish and Wildlife, United States (U.S.) Army Corps of Engineers, and U.S. Fish and Wildlife Service to determine if any additional permits are required. The link below lists the standards for an acceptable ISBA: https://rmadocs.venturacounty.gov/planning/programs/california-environmental-quality-act/publications/planning-standards-for-initial-study-biological-assessments.pdf.

4. Complete Section 6, Biological Resources, of Initial Study (IS) Checklist, If Requested: When the application is deemed complete, Planning Division staff sends a Determination of Application

Completeness Letter to the applicant. The Completeness Letter may identify if the project qualifies for a CEQA exemption. If the project is exempt, no additional work is needed. If the project is not exempt, the Completeness Letter will indicate that the Planning Division has 30 days to make an environmental determination as to the appropriate environmental document.

Contractor will be cc'd on the Completeness Letter. If the project requires the preparation of an

Initial Study, Contractor shall complete Section 6, Biological Resources, of the IS Checklist within four weeks from the date of the Planning Division’s Completeness Determination Letter.

Contractor shall defer to the Ventura County ISAGs when determining whether a project

(individually or cumulatively with other projects) could have a potentially significant impact on biological resources. Below is the link to the draft revised ISAGs, which also provides instructions for completing the IS: https://rma.venturacounty.gov/divisions/planning/initial-study-assessment-guidelines-comprehensive-update/.

5. County Review: Upon receipt of the Biological Resources section of the IS Checklist, the County case planner or manager will review the impact discussion and recommended mitigation measures (if required). If necessary, the case planner may contact Contractor to clarify or amend the narrative as necessary.

3.2.4 Peer Review of Historical, Archaeological, and Paleontological Resource Assessments

Upon request and issuance of a Work Order from the County’s Planning Representative, the

Contractor shall peer review historical, archaeological, and paleontological resource assessments prepared by project applicants.

Qualified professionals peer reviewing technical reports shall meet the necessary minimum qualifications included in the Ventura County ISAGs for architectural historians, archaeologists, and paleontologists, respectively, and as outlined below.

Architectural Historian Qualifications

Offeror shall demonstrate that they meet the minimum qualification standards for Architectural

History from Article 19 of the Secretary of the Interior’s “Standards and Guidelines for

Archaeology and Historic Preservation.” The qualifications define minimum education and experience required to perform identification, evaluation, registration, and treatment activities.

Archaeological Consultant Qualifications

Offeror shall demonstrate that they meet the minimum qualification standards from Article 19 of the

Secretary of the Interior’s “Standards and Guidelines for Archaeology and Historic Preservation” in addition to the…