Bid Notice-On-Call Preservation Planning Services.pdf

City of Nevada City Jessica Hankins, AICP

Planning Director 317 Broad Street, Nevada City, California 95959

(530) 265-2496 x 130 jessica.hankins@nevadacityca.gov

REQUEST FOR PROPOSALS

for On-Call Preservation Planning Services

RFP Issue Date: July 10, 2026 RFP Submission Deadline: July 31, 2026, by 3:00 p.m.

RFP – On-Call Preservation Planning Services City of Nevada City 2

Request for Proposals (RFP) On-Call Preservation Planning Services

Submittal Procedures Sealed proposals for this RFP will be received by the City at City Hall, City of Nevada City, 317 Broad Street, Nevada City, California, 95959, until 3:00 p.m., July 31, 2026.

Proposals shall be emailed to the City Planner at jessica.hankins@nevadacityca.gov as a PDF document and submitted as three (3) complete paper copies with original signatures addressed to the City of Nevada City at the above stated address. The proposal envelopes shall be marked “Proposal for Preservation Planning - Professional Services.” Late, facsimile, or emailed proposals will not be accepted.

The work includes the furnishing of all professional services including all labor, materials, and equipment required for the job in accordance with Request for Proposal and other contract documents (attachments to the RFP). Such documents will be on file with the City and are available and may be obtained at City Hall at 317 Broad Street, Nevada City, California prior to the submittal deadline.

Direct any questions regarding this RFP to the City Planner of the City of Nevada City, Jessica Hankins, via phone at (530) 265-2496 ext. 130, or via email at jessica.hankins@nevadacityca.gov.

The City reserves the right to reject all proposals; to reject any proposal which is incomplete or irregular; to determine which proposal is, in its judgment, the qualified Consultant; and to waive any informality or minor irregularity of any proposal.

DATED: July 10, 2026 CITY OF NEVADA CITY

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Table of Contents

Request for Proposals (RFP)

Submittal Procedures

Introduction and Project Purpose

Introduction

Project Purpose

Scope of Work

Minimum Qualifications:

Preferred Qualifications

Proposal Content Requirements

Evaluation Method and Criteria

Estimated Timeline

Resources

Professional Services Contract

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Introduction and Project Purpose

Introduction

The City of Nevada City (City) is widely considered to be one of California’s best-preserved Gold Rush-era towns, but the prevalent use of natural wood materials used in much of the City’s construction coupled with the mounting threat of wildfire has led the City to undertake significant fire resiliency and preservation planning efforts in recent years. The City is seeking proposals from qualified consultants with expertise in historic preservation, architectural guidelines, and regulatory framework development to provide on-call preservation planning services for the City. These services will include but are not limited to serving in an advisory capacity to the City in updating the City’s Design Guidelines for fire resiliency and on projects within the City’s Historical District or other historically significant properties.

Historically significant properties in Nevada City primarily include properties within the City’s SHPO-listed Historical District, but may also include other pre-World War II properties outside the Historical District. The City’s Historical District dates mostly from the last half of the nineteenth century, when the area served as the retail and local government center for one of California's largest and most prosperous mining communities. The predominantly two-story business blocks with ground-level retail uses and upper-story residential or office uses are complemented by such three-story buildings as the National Hotel and the Nevada County Courthouse. Many of the buildings date from 1864, when the district was largely rebuilt after a large fire in November 1863. Development include commercial buildings, churches, fraternal halls, and civic buildings. Despite some facade changes, the district has retained the better part of its historical and architectural integrity.

Project Purpose

The City is in need of preservation planning services to provide guidance and advice in an advisory capacity from time to time on a variety of projects, including pertaining to the use of new fire-resistant materials that are architecturally consistent with the existing buildings, design guideline updates, City-initiated projects on historic City properties, and private projects that must undergo architectural review by the City Planning Commission.

Scope of Work The selected consultant(s) will partner with City staff to support the preservation of the City’s Historical District while providing feasible options for property owners to repair, rehabilitate, maintain and construct buildings within the District, as well as other significant properties in the City. The selected consultant may be asked to perform the following tasks:

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• Assist with the revision of the existing Historical District Design Guidelines to provide fire resiliency and preservation planning for Historical District properties

• Provide on-call advisory services as needed for Planning projects

• Prepare memos, analyses, and reports on preservation planning topics

• Support community engagement and work with stakeholders, including the Ad Hoc

Committee on Preservation of Downtown Against Wildfire, and property and business owners, as well as elected and appointed officials

• Assist with grants for preservation

• Assist with CEQA and NEPA compliance, including AB 52 and Section 106

Minimum Qualifications:

• Meet or exceed the Secretary of the Interior’s professional qualifications as a historian, architectural historian, architect, or engineer, as applicable

• Demonstrate experience in historic preservation and have prior experience applying and interpreting the Secretary of the Interior’s Standards for Preservation and Preservation Briefs in refining and guiding project development

• Experience successfully developing and/or revising architectural guidelines, policies, and regulatory framework used by municipalities and understand the practical administrative implications of such guidelines and policies

• Experience consulting with Native American Tribal representatives and understand the consultation process required under State and federal regulations

• Experience implementing the Section 106 process and CEQA and preparing compliant cultural resources reports

• Understanding of new and fire-resistant materials that are architecturally acceptable on historic properties to assist with the fire resiliency efforts of the City

• Although every effort will be made to reduce travel time, the consultant must have the ability to visit the City in person on an as-needed basis and to attend City meetings as needed (via Zoom or in person)

Preferred Qualifications

• Experience directing federal historic preservation grant management and compliance

• Experience with bidding and contracting preservation and restoration contractors and vendors

• Familiarity with Gold Rush-era architecture in Nevada City

• Experience in the use of Building Code exemptions under the California Historical

Building Code

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Proposal Content Requirements All proposals must include the following information and shall be organized as described below.

1. Cover Letter The cover letter shall be addressed to the City Planner, and at a minimum, must contain the following:

• Identification of firm, including name, address and telephone number

• Name, title, address and telephone number of contact person during period of proposal evaluation

• A statement to the effect that the proposal shall remain valid for a period of not less than

120 calendar days from date of submittal

• Signed by person authorized to bind the firm to the terms of the proposal

2. Company History, Background, and Experience (70 points) Describe the consultant’s history and organizational structure, including the size of the company, location of office(s) and years in business. Provide resumes for project team members and include resumes for any subcontractors who will be hired by the consultant. Also include the firm’s background, experience, and capacity to undertake the project/services for the City of Nevada City in conformity with the requirements of the RFP. Include the name of the principal and/or project manager in the firm who will have direct continued responsibility for this project.

This person will be City staff contact on all matters dealing with the projects and will handle the day-to-day activities. Please indicate the percentage of involvement this person and other staff will have in performing the scope of services. Please note the selected firm may not substitute the project manager, sub-consultants or other team members without written consent from the City.

Include related project experience including a list of at least three other clients (name, address, contact person, and phone number), for which the firm or individual members of the consultant team has performed preservation planning services.

This section of the proposal will be evaluated in accordance with the following criteria:

• Whether the consultant meets or exceeds the minimum and preferred qualifications;

• The ability of the consultant to perform the work or provide the services promptly or within the time specified, without delay or interference;

• The character, integrity, reputation, judgement, experience, and efficiency of the consultant, and;

• The quality of performance of previous contracts or services.

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3. Scope of Work/Implementation (10 points) Describe the company’s general approach to managing the services provided including an explanation of the methodology to be followed and specific plans to manage, control, and supervise the services to ensure satisfactory provision of services. This section of the proposal will be evaluated according to how well the consultant addresses the specific requirements and specifications noted in the Scope of Services provided in this RFP.

4. Fee Schedule (20 points) Provide a fee schedule for hourly rates for each employee working on the project (including hourly rates for all employees and subconsultants rendering the scope of services). This section of the proposal will be evaluated based on cost realism, market benchmarks, and City budget.

The City will initiate the contract as a not-to-exceed $25,000 per year contract. Amendments may be made from time to time if needed for special projects.

Evaluation Method and Criteria Proposals will first be reviewed for responsiveness to the requirements. If any information is missing from the required content, the proposal may be deemed non-responsive and returned to proposer and any further review is subject to the City’s discretion.

Responsive proposals will be evaluated in the following manner:

1. An Evaluation Committee will review and rank all proposals individually on their technical merits and according to the criteria established in this RFP. The Committee may contact consultants if any clarification is needed on the proposal.

2. Consultants whose proposals are ranked the highest by the Evaluation Committee may be asked to participate in an interview process to ensure a mutual understanding of the requirements and proposal. Interviews may be conducted either in person or by telephone.

However, the Committee may decide that interviews are not necessary and make recommendations for award based on the information provided in the proposal.

3. The firm that provides the City with the most reliable and cost-effective goods and/or services based on the established evaluation criteria will be recommended.

The City reserves the right to accept or reject any or all proposals received, to negotiate with any qualified firm, or to modify or cancel in part or in its entirety the Request for Proposal if it is in the best interest of the City to do so.

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Estimated Timeline Phase Date

RFP Release July 10, 2026

Proposal Submission Deadline July 31, 2026

Consultant Selection August 14, 2026

Anticipated Contract Start Date August 21, 2026

Resources

• Historic Preservation Planning documents: https://ca-nevadacity.civicplus.com/225/Planning-Historic-Preservation-in-Nevada

• Historical District Ordinance:

https://library.municode.com/ca/nevada_city/codes/code_of_ordinances?nodeId=TIT17Z

O_CH17.68CODIRE_ARTIIHDHICODI

Professional Services Contract Attached below is a copy of the Professional Services Contract. All provisions of this contract are made a part of this Request for Proposal.

Professional Services Contract – PROJECT NAME Page 1 of 6

PROFESSIONAL SERVICES CONTRACT

PROJECT NAME

CITY OF NEVADA CITY

THIS AGREEMENT is made and entered into this ___ day of ______ by and between the CITY OF

NEVADA CITY, hereinafter referred to as "City" and “___________,” hereinafter referred to as "Consultant".

RECITALS:

WHEREAS, City desires to retain a Consultant to provide the following services:

See attached Scope of Work (Exhibit “A”) for PROJECT NAME.

WHEREAS, Consultant warrants that it is qualified and agreeable to render the aforesaid services.

NOW, THEREFORE, for and in consideration of the agreement made, and the payments to be made by City, the parties agree to the following:

1. SCOPE OF SERVICES: Consultant agrees to provide all of the services described in Exhibit "A" attached hereto and by this reference made a part hereof.

A. Consultant agrees to furnish all labor, materials, equipment, services, and other means necessary to perform and complete in a good and workmanlike manner, those certain improvements as called for, and in the manner designated in Exhibit “A”.

2. ADDITIONAL SERVICES: The City may desire services to be performed which are relevant to this contract but have not been included in the scope of the services listed in Paragraph 1 above. Any such additions to the scope of services shall be acknowledged by a mutually executed contract amendment.

These additional services could include, but are not limited to, any of the following:

A. Work requested by the City in connection with any other matter or any item of work not specified herein; and

B. Work resulting from substantial changes ordered by the City in the nature or extent of the project.

3. PROJECT RECORDS: Consultant shall maintain project records and data in a format acceptable to City and State, and provide same to the City within thirty (30) days after the completion of the contract and prior to final payment.

4. CITY FURNISHED SERVICES: The City agrees to:

A. Guarantee access to and make provisions for the Consultant to enter upon public and private lands as required to perform their work.

B. Not withhold approval of final deliverables without substantial cause.

C. Make available all pertinent data and records for review.

D. Provide general contract forms and special provisions format when needed.

5. FEES: Payment for the services provided under this Agreement shall be based on a unit price basis at rates set forth in Exhibit "C", for a Fixed Price, Not to Exceed Amount of $_____________. The City agrees to pay and the Consultant agrees to accept, in full payment for the work above agreed to be done, the payment for all work described herein subject to additions and deductions as provided in this contract.

6. PAYMENT: Payment for services under this Contract shall be due each month within thirty (30) calendar days after receipt by City of an invoice covering the service(s) rendered to date.

With respect to any additional services provided under this Contract as specified in paragraph 2 hereof, Consultant shall not be paid unless Consultant has received written authorization from City for the additional services prior to incurring the costs associated therewith.

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7. CONTRACT PERFORMANCE TIME: If this contract is accepted, the Consultant agrees to execute the

Agreement and furnish to the City all required evidence of insurance, within ten (10) days after receiving written notice of the award of contract, and complete the project pursuant to the project schedule shown within Exhibit “A” and within eighteen (18) months after receiving written notice to proceed.

8. INSURANCE: Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees.

MINIMUM SCOPE AND LIMIT OF INSURANCE

Coverage shall be at least as broad as:

1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25

04) or the general aggregate limit shall be twice the required occurrence limit.

2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation insurance as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.

(Not required if consultant provides written verification it has no employees)

Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions:

Additional Insured Status The Entity, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations.

General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).

Primary Coverage For any claims related to this contract, the Consultant’s insurance coverage shall be primary insurance primary coverage at least as broad as ISO CG 20 01 04 13 as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.

Notice of Cancellation Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the Entity.

Waiver of Subrogation Consultant hereby grants to Entity a waiver of any right to subrogation which any insurer of said Consultant may acquire against the Entity by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the Entity has received a waiver of subrogation endorsement from the insurer.

Self-Insured Retentions Self-insured retentions must be declared to and approved by the Entity. The Entity may require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or Entity.

Acceptability of Insurers

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Insurance is to be placed with insurers authorized to conduct business in the state with a current AM Best’s rating of no less than A:VII, unless otherwise acceptable to the Entity.

Verification of Coverage Consultant shall furnish the Entity with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to Entity before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The Entity reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.

Subcontractors Consultant shall require and verify that all subcontractors (or Subconsultants) maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that Entity is an additional insured on insurance required from subcontractors.

Special Risks or Circumstances Entity reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

9. WORKER'S COMPENSATION: The Consultant acknowledges that it is aware of the provisions of the

Labor Code of the State of California which requires every employer to be insured against liability for worker's compensation or to undertake self-insurance in accordance with the provisions of that Code and it certifies that it will comply with such provisions before commencing the performance of the work of this Contract.

10. PREVAILING WAGE AND APPRENTICES: Not applicable.

11. NONDISCRIMINATORY EMPLOYMENT: In connection with the execution of this Contract, the Consultant shall not discriminate against any employee or applicant for employment because of race, color, religion, age, sex, national origin, political affiliation, ancestry, marital status or disability. This policy does not require the employment of unqualified persons.

12. SUBCONTRACTING: Consultant shall not subcontract nor assign any portion of the work required by this

Contract without prior written approval of the City except for any subcontract work identified herein.

Consultant shall require any such subcontractor to comply with all of the provisions of this contract except that Consultant may determine the need for subcontractor to carry errors and omissions insurance.

13. ASSIGNMENT: The rights, responsibilities and duties under this Contract are personal to the Consultant and may not be transferred or assigned without the express prior written consent of the City.

14. LICENSING: The Consultant shall maintain the appropriate licenses throughout the life of this Contract.

15. BOOKS OF RECORD AND AUDIT PROVISION: Consultant shall maintain on a current basis complete books and records relating to this contract. Such records shall include, but not be limited to, documents supporting all contracts, all income and all expenditures. The books and record shall be original entry books with a general ledger itemizing all debits and credits for the work on this contract. In addition, Consultant shall maintain detailed payroll records including all subsistence, travel and field expenses, and canceled checks, receipts and invoices for all items. These documents and records shall be retained for at least three

(3) years from the date of final payment and all other pending matters are closed for completion of this contract. Consultant will permit City to audit all books, accounts or records relating to this contract or all books, accounts or records of any business entities controlled by Consultant who participated in this contract in any way. Any audit may be conducted on Consultant's premises or, at City's option, Consultant shall provide all books and records within a maximum of fifteen (15) days upon receipt of written notice from City.

16. TIME OF COMPLETION: The Consultant agrees to complete each phase of the work within the time schedules outlined within this Contract.

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17. LIQUIDATED DAMAGES: Time is of the essence in the performance of the services by the Consultant. In the event that the Consultant's work is not completed in an acceptable fashion by any of the dates established herein, the City may incur damages due to the delay.

18. DISPUTE RESOLUTION: Every effort will be made to resolve, in an equitable manner, any dispute arising between the City and Consultant concerning the terms of this agreement and subsequent Task Orders.

19. TITLE: It is understood that any and all documents, information and reports concerning this project prepared by and/or submitted to the Consultant, shall be the property of the City upon full payment of all monies due and owing to the Consultant in accordance with the terms of this Agreement. The Consultant may retain reproducible copies of drawings and copies of other documents. In the event of the termination of this Contract, for any reason whatever, Consultant shall promptly turn over all information, writing and documents to City without exception or reservation for their intended use only. Consultant is not responsible for any use of the documents for anything other than their original intended use.

20. TERMINATION:

A. If the Consultant fails to provide in any manner the services required under this Contract or otherwise fails to comply with the terms of this Contract or violates any ordinance, regulation or other law which applies to its performance herein, the City may terminate this Contract by giving five (5) calendar days’ written notice to the party involved.

B. The Consultant shall be excused for failure to perform services herein if such services are prevented by acts of God, strikes, labor disputes or other forces over which the Consultant has no control.

C. Either party hereto may terminate this Contract for any reason by giving thirty (30) calendar days’ written notice to the other parties. Notice of Termination shall be by written notice to the other parties and be sent by registered mail.

D. In the event of termination not the fault of the Consultant, the Consultant shall be paid for services performed to the date of termination in accordance with the terms of this Contract.

21. RELATIONSHIP BETWEEN THE PARTIES: It is expressly understood that in the performance of the services herein, the Consultant, and the agents and employees thereof, shall act in an independent capacity and as an independent Consultant and not as officers, employees or agents of the City.

22. AMENDMENT: This Contract may be amended or modified only by written agreement of all parties.

23. ASSIGNMENT OF PERSONNEL: The Consultant shall not substitute any personnel for those specifically named in Exhibit "B" unless personnel with substantially equal or better qualifications and experience are provided, acceptable to City, as evidenced in writing.

24. JURISDICTION AND VENUE: This Contract shall be construed in accordance with the laws of the State of

California and the parties hereto agree that venue shall be in Nevada County, California.

25. INDEMNIFICATION:

(a) Indemnification for Professional Liability. Where the law establishes a professional standard of care for Consultant’s Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, and hold harmless City and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to the extent same are caused by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or sub-consultants (or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this Agreement.

(b) Indemnification for Other than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, protect, and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to the performance of this Agreement by Consultant or by any

Professional Services Contract – PROJECT NAME Page 5 of 6 individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or sub-contractors of Consultant.

The provisions of this section do not apply to claims occurring as a result of City’s sole or active negligence.

The provisions of this section shall not release City from liability arising from gross negligence or willful acts or omissions of City or any and all of its officials, employees and agents.

26. COMPLIANCE WITH APPLICABLE LAWS: The Consultant shall comply with any and all federal, state and local Laws affecting the services covered by this Contract.

27. NOTICES: Notices shall be given to City at the following location:

City of Nevada City Attention: Jessica Hankins, City Planner 317 Broad Street Nevada City, CA 95959

Notices shall be given to Consultant at the following address:

Name Address

28. STANDARD OF PRACTICE: The Consultant warrants that Consultant has the degree of learning and skill ordinarily possessed by reputable professionals practicing in similar localities in the same profession and under similar circumstances. Consultant's duty is to exercise such care skill and diligence as professionals engaged in the same profession ordinarily exercise under like circumstances.

29. FINANCIAL DISCLOSURE STATEMENTS: If the scope of work of this contract is of such a nature, Consultant will follow the form and requirements of Government Code Sections 87100, et seq. in filing its financial disclosure statement.

30. COST DISCLOSURE: In accordance with Government Code Section 7550, Consultant agrees to state in a separate section of its filed report the dollar amount of this contract and any related contracts and subcontracts relating to the preparation of the report resulting from this contract.

IN WITNESS WHEREOF, the parties hereunto have executed this Contract on the date first above written

APPROVED BY:

CITY OF NEVADA CITY:

City Manager

Deputy City Clerk

CONSULTANT NAME

(Signature)

(Printed Name and Title)

(Federal Tax I.D. #)

Attachments:

1. Exhibit A: Scope of Services, including Assignment of Personnel and Cost Proposal

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Exhibit A

CONSULTANT SCOPE OF SERVICES