Environmental_Review_(CEQA)_Services_for_the_Rancho_Parkways_Commons_Project_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL (RFP)

2026-RFP-035

ENVIRONMENTAL REVIEW (CEQA) SERVICES FOR THE RANCHO

PARKWAYS COMMONS PROJECT

City of Lake Forest

100 Civic Center Dr.

Lake Forest, CA 92630

RELEASE DATE: September 2, 2026

DEADLINE FOR QUESTIONS: September 14, 2026

RESPONSE DEADLINE: September 23, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/lakeforestca https://secure.procurenow.com/portal/lakeforestca

City of Lake Forest

REQUEST FOR PROPOSAL (RFP)

Environmental Review (CEQA) Services for the Rancho Parkways

Commons Project

I. Introduction II. General Information

III. RFP - Proposal Requirements IV. Scope of Work V. Evaluation Details

VI. Evaluation Phases VII. General Provisions

VIII. Pricing Proposal IX. Vendor Questionnaire

Attachments:

A - LAKE FOREST_ MODEL Professional Consultant Services Documents 2022

B - Draft Submittal Documents

C - Rancho Pkwy Commons Incomplete Letter with Att

D - Rancho_Commons_TA_Scoping_and_VME_Screening_Memo

Request for Proposal (RFP) #2026-RFP-035 Title: Environmental Review (CEQA) Services for the Rancho Parkways Commons Project

1. Introduction

1.1. Summary

The City of Lake Forest is seeking proposals for preparation of an environmental document in compliance with the California Environmental Quality Act (CEQA) for the Rancho Parkway Commons

Residential project. The project is a proposed residential condominium subdivision and development of a new 145-unit townhome community at 26521, 26541, and 26561 Rancho Parkway South (APN 612-

191-14). The entitlements for the project include a General Plan Amendment, Development Agreement, Zone Change, Tentative Tract Map, and Site Development Permit. See more information in the

Background section.

1.2. Background

The City is seeking Environmental Review for the Rancho Parkway Commons Project . The services are expected to be completed within one year from contract award, however the contract will have an initial three-year term. The City anticipates awarding a contract with an initial term of November 9, 2026 to November 8, 2029. The City will have the option, at its sole discretion, to extend the agreement for up to two (2) additional one year terms. If the parties are unable to reach an agreement, the City, at its sole discretion, will not move forward with the renewal option and shall re-procure the work.

Project Description

This project, Rancho Parkway Commons, is a proposed residential condominium subdivision and development of a new 145-unit townhome community at 26521, 26541, and 26561 Rancho Parkway

South (APN 612-191-14). The Project includes the demolition of the 3 existing office/industrial buildings at the site for the construction of a 145-unit, for sale, townhome community the development of 145 duplex/townhome style buildings with associated internal roadways and landscaping. The project offers six distinct plan types, all three-story townhome configurations ranging from 3 bedroom/3-bath to 4-bedroom/3.5-bath layouts, with 2-car garages. Net unit sizes range from approximately 1,460 to 2,001 square feet. The project includes 2 community open space areas and a community dog park.

The project site is 9.12 acres, currently zoned Urban Activity in the Baker Ranch Planned Community, and has a General Plan Land Use Designation of Business Park. The site shares access to the site via an easement with the adjacent industrial/office condominiums.

The following discretionary approvals have been submitted for this Project:

1. General Plan Amendment (GPA 06-26-5876) to amend the site’s General Plan Land Use designation from Business Park to Residential Medium Density (MDR); 15-25 dwelling per acre (du/ac);

2. Development Agreement;

3. Zone Change (ZC 06-26-5877) from Urban Activity in the Baker Ranch Planned Community to

Residential in the Baker Ranch Planned Community.

4. Tentative Tract Map to subdivide the existing 9.12-acre property for residential development

(Condo Map) and

5. Site Development Permit (SDP 06-26-5878) for the residential development of the site

The project was submitted to the City on June 23, 2026, which included the following draft documents:

• Project Description

• Project Plans

• Environmental Form

• Water Quality Management Report/Preliminary Drainage Study

• Geotechnical Investigation

• Preliminary Title Report

• Neighboring Business Operations Summary

• IRWD Fire Flow Test Results

Based on review of these documents, the City sent an incomplete letter on July 23, 2026. The applicant's draft submittal package, transportation analysis scope of work, VMT screening memo, and the City's incomplete letter are attached for your reference in the Attachments section.

The applicant has committed to submitting the following additional technical studies for this project:

• Phase I Environmental Site Assessment

• Archaeological Report

• Paleontological Memorandum

• Vehicles Miles Traveled Screening Memorandum

• Noise Impact Analysis

• Air Quality Impact Analysis

• Greenhouse Gas Impact Analysis

• Energy Tables

• Construction Health Risk Assessment

• Biological Resources Assessment

• Traffic Analysis

About the City

The City of Lake Forest is located in southern Orange County, California, in the area commonly referred to as the Saddleback Valley, with a population of approximately 85,000. It is the County's thirty-first city and the second largest city within the Saddleback Valley, encompassing 16.6 square miles. The City of

Lake Forest's fiscal year begins on July 1 and ends on June 30.

The City was incorporated in 1991, operates under the Council/Manager form of government and is considered a contract city. The five members of the City Council are elected by district. They serve staggered four-year terms, with the Mayor being selected annually from among the Council Members.

The Council meets on the first and third Tuesdays of each month.

City Hall is located at 100 Civic Center Drive, Lake Forest, California 92630. The telephone number is

(949) 461-3400, and the fax is (949) 461-3511. The City website address is http://www.lakeforestca.gov.

1.3. Contact Information

Jennifer Mansur

Senior Planner

100 Civic Center Drive

Lake Forest, CA 92630

Email: jmansur@lakeforestca.gov

Phone: (949) 461-3472

Department:

Community Development https://procurement.opengov.com/portal/lakeforestca/projects/288384/document?section=2779225 http://www.lakeforestca.gov/ mailto:jmansur@lakeforestca.gov tel:(949)461-3472

1.4. Timeline

The following timeline shows the anticipated schedule for the RFP. The City expects, but does not guarantee, the the contract award will be made by the City Council on the date indicated below. All schedules and timelines are subject to related and required approvals.

Release Project Date September 2, 2026

Pre-proposal Requests for Clarification September 14, 2026, 5:00pm

Proposal Submission Deadline September 23, 2026, 5:00pm

Anticipated Council Date/City Manager

Approval:

December 1, 2026

Anticipated Project Start December 2, 2026

2. General Information

2.1. GENERAL REQUIREMENTS

The City of Lake Forest ("City") seeks proposals ("Proposals") from qualified firms ("Respondents") for

Environmental Review (CEQA) Services for the Rancho Parkways Commons Project.

Responses must conform with the requirements of this Request for Proposal ("RFP"). The City reserves the right to waive any irregularity in any proposal or to reject any proposal which does not comply with this RFP. Modifications to the RFP, including, but not limited to the scope of work, can be made only by written addendum issued by the City. Selection of the proposer will be made solely by the City on criteria determined by the City.

The successful Respondent will be required to enter into an Agreement (incorporated herein as

Attachment A) which will include the requirements of this RFP as well as other requirements. By submitting a Proposal, the Respondent agrees to all of the terms of the RFP and Agreement. The City reserves the right to reject any proposal(s) exceptions or changes to the Agreement or Request for

Proposal.

2.2. PROJECT DESCRIPTION

Project Description

The City is seeking Environmental Review for the Rancho Parkway Commons Project .

The services are expected to be completed within three years from contract award. The City anticipates awarding a contract with an initial term of November 9, 2026 to November 8, 2029. The City will have the option, at its sole discretion, to extend the agreement for up to two (2) additional one year terms. If the parties are unable to reach an agreement, the City, at its sole discretion, will not move forward with the renewal option and shall re-procure the work.

2.3. PRE-PROPOSAL MEETING

No Pre-Proposal Meeting

There will be no pre-proposal meeting for this RFP.

2.4. REQUESTS FOR CLARIFICATIONS

All questions, requests for interpretations or clarifications, either administrative or technical must be requested via the City's eProcurement Q&A feature.

All written questions will be answered in writing and conveyed to all interested firms. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received before 5:00 pm on Monday, September 14, 2026.

2.5. SCOPE OF REQUIRED SERVICES

Scope of Work

A detailed Scope of Work is provided under the Scope of Work section. The Respondent will be expected to fulfill, at a minimum, the services and technical requirements described in the Scope of Work. Upon final selection, the Scope of Work may be modified and refined during negotiations with the City.

https://procurement.opengov.com/portal/lakeforestca/projects/288384/document?section=2779227

3. RFP - Proposal Requirements

3.1. PROPOSAL CONTENT

Respondent's Proposal shall be clear, accurate, and comprehensive. Excessive or irrelevant materials will not be favorably received. The content and sequence of the information contained in each copy of the proposal shall be as follows:

1. Summary Sheet o Include a fully-completed copy of the Summary Sheet included with this RFP (To be completed as part of the Vendor Questionnaire).

2. Table of Contents o Include a clear identification of the material by section and by page number.

3. Letter of Transmittal o Identify Respondent's legal name and contact information, including corporate office and local office address, telephone number, fax number, web site address, and e-mail address.

o Summarize key elements of the proposal. The letter must stipulate that the cost proposal will remain valid for a period of at least 180 days. The letter shall be signed by an individual or individuals authorized to execute legal documents on behalf of the Respondent.

4. Key Personnel o Identify the names and specific qualifications, experience, and appropriate licenses held, if applicable, of the primary staff to be assigned to the project. Include a resume for all primary staff. Include any subconsultants which Respondent proposes to use for any portion of the services.

o Respondent shall also identify a Management Contact (Representative authorized to sign an agreement for your firm) and a Project Manager (person responsible for day-to-day management of he project). The successful Respondent may only change the Management

Contact, Project Manager, and other supporting staff and specialists with prior written permission of the City.

5. Project Management/Schedule o Provide a conceptual plan for services to the City that you believe are appropriate for the

City. Indicate features, skills and/or services which distinguish your firm and make it the better choice for the City. Indicate how the resources of your firm (e.g., number and type of personnel allocated by hours) will be allocated for this project. Submittal of a project schedule is required as part of the Allocation of Resources.

6. Scope of Work o Provide a detailed scope of services which reflects the Scope of Work described in this RFP.

Proposals must address all items set forth in Scope of Work section. Additional information which, in your opinion, should be included must be clearly identified.

7. Experience

1. List of Representative Projects - List of representative projects undertaken by Respondent in the last 5 years demonstrating experience in each category of the project. Identify the names of organizations, and names and telephone numbers of persons who can be contacted with regard to the services you have provided.

2. Current City Contracts - Identify all previous and current contracts with the City of Lake

Forest. Include a contact name, description of services, and dates of services performed.

3. Terminated Contracts - List all public agencies (not to include the City of Lake Forest) for which contracts were terminated in the last three years. Show names of organizations and names and telephone numbers of persons who can be contacted. Firms may provide a brief explanation of the reason(s) for termination(s).

8. Certificate of Proposal o Include a fully-completed copy of the Certificate of Proposal included with this RFP (To be completed as part of the Vendor Questionnaire).

9. Cost Proposal o Include a detailed cost proposal for each phase of work inclusive of all hourly rates, anticipated travel, and other incidental costs and charges. The cost proposal shall be submitted in a separate, sealed manner and marked "Cost Proposal” with Respondents name and shall be submitted electronically using the Cost Proposal submission feature using the City’s eProcurement site as identified in the Proposal Format Instructions below . If requested, the successful Respondent may be required to submit an electronic copy of the cost proposal using the eProcurement site Pricing Table feature, MS Word, Excel, or other format acceptable to the City.

Proposal Format

Proposals shall be organized, tabbed, and numbered in the order presented above. Proposals must include page numbers for all pages in the proposal.

3.2. SUBMITTAL INSTRUCTIONS

Proposals must be received via the City's eProcurement Portal at https://procurement.opengov.com/portal/lakeforestca no later than 5:00 pm on Wednesday, September 23, 2026.

https://procurement.opengov.com/portal/lakeforestca

4. Scope of Work

4.1. Scope of Work

TASK 1. INITIAL PROJECT SCOPING

• Attend virtual project initiation meeting with City staff.

• Develop project schedule, that includes, but is not limited to:

o Technical study peer reviews o Administrative Draft IS/MND preparation o City review periods (3 weeks) o Applicant review periods (2 weeks) o Preparation of Notices and time to publish notice in newspaper (1 week from Thursday publishing date) and State Clearinghouse posting.

o Public Review Draft IS/MND circulation o Comment review and response preparation o Final MND and Mitigation Monitoring and Reporting Program preparation o Public hearing noticing (including time to public in newspaper- 1 week from Thursday publishing date) o Planning Commission hearing o City Council hearing (if applicable) o Notice of Determination preparation and filing

TASK 2. PEER REVIEW OF APPLICANT-PREPARED TECHNICAL STUDIES FOR ADEQUACY AND CEQA

COMPLIANCE

• Provide written comments/corrections as needed on all applicant-prepared technical studies, which include the following:

o Phase I Environmental Site Assessment o Geotechnical Investigation o Archaeological Report o Paleontological Memorandum o Vehicles Miles Traveled Screening Memorandum o Noise Impact Analysis o Air Quality Impact Analysis o Greenhouse Gas Impact Analysis o Energy Tables o Construction Health Risk Assessment o Water Quality Management Report/Hydrology Report o Biological Resource Assessment o Traffic Analysis

TASK 3. REVIEW REVISED TECHNICAL STUDIES

• Include up to 2 rounds of review.

TASK 4. ASSIST WITH TRIBAL CONSULTATION (AB 52 and SB 18)

• Request NAHC list and any other tasks recommended related to the consultation.

• Provide all required noticing for the consultation with the Native American tribes (AB52 and SB18) and assist with preparation or responses for any consultations;

TASK 5. PREPARE PROJECT DESCRIPTION

• Prepare and submit electronic Word document of draft Project Description for Initial

Study/Mitigated Negative Declaration (IS/MND) for review by the City. Assume three rounds of City staff

(including City Attorney) review and comments.

TASK 6. PREPARE ADMINISTRATIVE DRAFT INITIAL STUDY/MND FOR PUBLIC REVIEW

• Prepare any necessary technical studies not submitted by the applicant.

• Submit electronic Word documents and PDF copies (including appendices) of the draft IS/MND for review by the City. Assume three rounds of City staff (including City Attorney) review and comments.

• Submit electronic Word documents and PDFs (including all appendices) of the final IS/MND for public review to the City.

TASK 7. NOTICES

• Provide staff with electronic Word documents of all applicable notices formatted to be sent to the newspaper, mailed, recorded/posted with the Orange County Clerk-Recorder’s office and posted with the State Clearinghouse. Assume two rounds of City review and comments.

• File notices with Orange County Clerk-Recorder’s office and the State Clearinghouse.

TASK 8. PREPARE FINAL MND AND MMRP

• Prepare and submit word document of the Final MND (with responses to all comments) and the

MMRP. Assume three rounds of City staff (including City Attorney) review and comments.

• Submit electronic Word documents and PDFs (including all appendices) of the Final IS/MND to the

City.

TASK 9. PLANNING COMMISSION

• Attend up to two Planning Commission meetings and answer all environmental related questions.

TASK 10. CITY COUNCIL (if appealed)

• Attend up to two City Council meetings and answer all environmental- related questions.

TASK 11. NOTICE OF DETERMINATION

• Provide City staff with Word documents of the notice of determination. Assume two rounds of City

(including City Attorney) review and comments.

• File notice of determinations with the Orange County Clerk Recorder’s office and the State

Clearinghouse.

TASK 12. PROJECT MANAGEMENT AND COORDINATION WITH STAFF

• Participate in virtual Teams meetings with City staff. Assume one (one-hour) call/meeting every other week. Prepare and distribute meeting agendas and action item summaries following meetings.

• Participate in virtual Teams meetings with the applicant. Assume one (one-hour) call/meeting a month. Prepare and distribute meeting agendas and action item summaries following meetings.

• Maintain a shared file system (ex: One Drive, Drop Box) with the City to easily share and revise documents.

• Maintain and regularly update (at least monthly) the project schedule identifying completed tasks, upcoming milestones, responsible parties, review periods, and anticipated completion dates.

• Notify City staff promptly of any issues that may affect the project schedule, scope, budget, or CEQA compliance.

5. Evaluation Details

5.1. Evaluation Criteria

Selection Committee comprised of City staff will evaluate and rank the proposals. Proposals will be evaluated according to the Evaluation Phases.

5.2. Respondent Presentations/Interviews

The City may, at its discretion, invite a shortlist of Respondents to participate in a panel interview to be held at the City. To be considered for an interview, a Respondent must receive an average score of 60 points (60%) or higher on the qualitative proposal portion of the evaluation. The City may require that

Respondents prepare a presentation as part of the interview. No Respondent shall be entitled to or otherwise guaranteed an interview.

5.3. Contract Award

If awarded, the contract will be awarded on the basis of the evaluation criteria set forth herein. The City reserves the right to reject all proposals and to contract for services in the manner that most benefits the City including awarding more than one contract if desired.

5.4. Protests

In order to be considered, a protest must satisfy the following requirements: Protests based on the content of the RFP shall be submitted to the City Representative no later than ten (10) calendar days prior to the scheduled proposal submittal deadline. If necessary, the proposal submittal deadline may be extended pending a resolution of the protest.

Any respondent protesting the recommended award on any ground not based upon the content of the request for proposals must file a protest with the City within three (3) calendar days after the issuance of a notice of recommendation for award. Any protest shall contain a full and complete written statement specifying in detail the grounds of the protest and the facts supporting the protest.

The procedure and time limits set forth in this section are mandatory and are the sole and exclusive remedy in the event of a protest of this procurement. Failure to comply with these protest procedures shall constitute a failure to exhaust administrative remedies and a waiver of any right to further pursue the protest, including filing a Government Code Claim or legal proceedings.

6. Evaluation Phases

EVALUATION PROCEDURES

1. Selection Committee o Proposals submitted will be evaluated by a Selection Committee, appointed by the City

Manager.

2. Review of Proposals o The Selection Committee will use a weighted point formula during the review process to individually score Project Proposals, as outlined in the “Project Proposal Evaluation

Criteria” and the Evaluation Phases below. The Selection Committee will then be convened to review and discuss these evaluations and combine the individual scores to arrive at an average composite Project Proposal score for each firm. Firms that do not meet “Mandatory

Elements” listed in Section C1 below will be eliminated from further consideration.

o After the composite Project Proposal score for each firm has been established based upon the “Qualitative Evaluation” criteria listed in Section C2, the Selection Committee may request oral presentations from those firms with a minimum average score of 60 points

(60%). The Selection Committee may also schedule a site visit, if applicable. The oral presentation will be evaluated based upon the “Oral Presentation/Interview Evaluation” criteria listed in Section C3. The sealed Cost Proposal of firms receiving a minimum average score of 60 points on the qualitative review will be opened to ensure that the Cost Proposal is reasonable. A summary of all Project Proposals, qualifying on the basis of the qualitative review, interview, and Cost Proposal evaluation as calculated in Section C4 will be submitted to the City Council for final determination.

3. Project Evaluation Criteria - Proposals will be evaluated using three (3) sets of criteria.

1. Mandatory Elements (Pass/Fail)

▪ Firms meeting the mandatory elements will have their proposals evaluated and scored. The following represent the principal selection criteria which will be considered during the evaluation process.

2. Qualifying Proposal Evaluation (Pass/Fail; Maximum Points = 100, Minimum average of 60% of points or 60 points required to proceed to Interview)

▪ In order to be considered for an oral interview/presentation the proposer must achieve at least a minimum average of 60 points from the Qualitative Evaluation. Scores are calculated using weighted criteria.

3. Presentation/Interview Evaluation (Maximum Points =160, 80%) and Cost Proposal

Evaluation (Maximum Points = 40, 20%)

▪ During the evaluation process, the Selection Committee may request oral presentations from firms with a minimum average score of 60 points (60%). Oral presentations will provide firms with an opportunity to answer any questions the Selection Committee may have on a firm’s Project Proposal. The oral presentation will be scored using weighted criteria.

▪ At the conclusion of each of the interviews, the Purchasing Coordinator shall offer each interviewed firm the opportunity to submit a “revised” cost proposal. The intent of this step is not to require the Project Manager to enter into contract negotiations but rather is intended to provide each firm an opportunity to refine its cost proposal subsequent to oral presentations. Each firm will have three to five (3-5) calendar days from the date of the interview to submit a “revised” cost proposal, or indicate in writing that its original cost proposal is to be opened and reviewed.

▪ The interview process is a valuable tool to assess the communication skills and professional demeanor of proposed project personnel. The interview score is arrived at independently from the qualitative proposal score and the two may differ significantly.

The interview portion allows staff greater flexibility to choose a qualified firm with strong communication skills and technical expertise.

4. Rating Definitions o The rating scale establishes standards by which points are assigned to the proposals and oral interviews and it ensures the Selection Committees evaluate each proposal with consistency.

o The following table is a rating scale that is utilized based on a 0-10 scale:

5. Final Selection o The Selection Committee scoring will be provided to the Department Director. The firm must fully execute the Agreement prior to staff recommendation of the contract award to

City Council. The City, through the Department Director, reserves the right to negotiate the price, terms, and scope of work with the successful proposer prior to making a recommendation to the City Council.

6.1. Mandatory Elements

No. Evaluation Criteria Scoring Method Weight (Points)

1. The firm is independent and properly licensed to practice in California.

Pass / Fail 1

(25% of Total)

2. The firm has no scope conflict with regard to any other work performed by the firm for the

City.

Pass / Fail 1 (25% of Total)

3. The firm adheres to the instructions in this

RFP on preparing and submitting the proposal.

Pass / Fail 1 (25% of Total)

4. The firm included a Letter of Transmittal in the Project Proposal.

Pass / Fail 1

(25% of Total)

6.2. Qualifying Technical Proposal Evaluation

No

Evaluation Criteria Scoring

Metho d

Weight

(Points

1. Key Personnel

1. The quality of the firm’s professional personnel assigned to the engagement and the quality of the firm’s management support personnel to be available for technical consultation.

2. References relative to personnel assigned to the engagement.

0-10

Points

(20% of

Total)

2. Project Management/Schedule

1. Firms allocation of resources to the project and project schedule.

2. Project management tools/resources utilized by the firm to ensure accurate and timely delivery of project.

(15% of

3. Scope of Services

1. Understanding of work to be done and detailed scope of work.

2. Appropriateness of services to the requirements of the City.

3. Distinguishing features, skills and/or services.

(40% of

4. Experience

1. The firm’s past experience and performance on comparable private/government engagements.

2. Firm’s statement on why it believes itself to be best qualified.

(15% of

5. Proposal Quality

1. Firm’s thoroughness and accuracy in the proposal document including presentation of information, grammar, spelling, and other errors.

(10% of

6.3. Presentation/ Interview Evaluation and Cost Proposal Evaluation

No

Evaluation Criteria Scoring

Metho d

Weigh t

(Points

1. Vendor’s Communication

1. Ability of firm’s assigned team to clearly communicate information to the Selection

Committee.

2. Interpersonal communication between firm members and the Selection Committee.

3. Vendor team thoroughly and completely answers questions asked by the Selection

Committee.

(16% of

2. Project Understanding

1. Demonstration of understanding of the project by key personnel.

2. Demonstration of relevant experience to RFP requirements beyond the written proposal.

(20%

3. Technical Knowledge

1. Demonstration and communication of technical understanding of the required services related to the project.

2. Demonstrate ability to convey technical information without use of jargon or overly specialized language.

3. Assigned vendor staff has sufficient subject matter knowledge to complete project.

(16%

4. Key Personnel

1. Communication and interpersonal skills of key personnel including thoroughness in answering questions and demonstration of problem solving skills.

2. Attendance of key personnel assigned to the project at the interview.

(20%

5. Meeting Preparation

1. Firm’s preparedness to answer questions and present relevant information.

2. Research of the City or the project.

3. Adhering to meeting timeline instructions, good time management of interview.

(8% of

6. Cost Proposal Evaluation

The Cost Proposal, either the originally submitted proposal or “revised” proposal, is opened for each firm who has received an average score of at least 60 points after the qualitative review and participated in the oral presentation. The Cost Proposal is valued at 40 points for the firm with the lowest responsive cost. The remaining firms will earn a percentage of the 40 available points based on their cost relationship to the lowest cost proposal. This is calculated by dividing the lowest cost proposal by the cost of the proposal being rated, and then multiplying the results by the maximum points. The result is the awarded points. Cost proposals remain confidential and are not disclosed to proposers during the proposal process.

The Purchasing Coordinator calculates the points for the cost proposal which are included in the final point summary provided to the Department Director to recommend a vendor for contract award.

Points

Based

(20%

7. General Provisions

7.1. Amendments to RFP

The City reserves the right to amend the RFP or issue to all Respondents a Notice of Addendum to answer questions for clarification.

7.2. No Commitment to Award

Issuance of this RFP and receipt of proposals does not commit the City to award a contract. The City expressly reserves the right to postpone the RFP process for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Respondent concurrently, or to cancel all or part of this RFP.

7.3. Right to Request Additional Information

During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from proposers, or to allow corrections of errors or omissions. At the discretion of the City, firms submitting proposals may be requested to make oral presentations as part of the evaluation process.

7.4. Amendments to Proposals

Unless specifically requested by the City, no amendment, addendum or modification will be accepted after the deadline stated herein for receiving Proposals. Respondent may modify or amend its Proposal only if the City receives the amendment prior to the deadline stated herein for receiving Proposals.

7.5. Non-Responsive Proposals

A Proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the

Proposal.

7.6. Late Proposals

The City expects proposals to be submitted via the City's eProcurement Portal at:

https://procurement.opengov.com/portal/lakeforestca. However, the Ctiy will not be responsible for

Proposals that are delinquent, lost, incorrectly marked, sent to an address other than that given herein, or sent by mail or courier service and not signed for by the City.

7.7. Costs for Preparing

The City will not compensate any Respondent for the cost of preparing any Proposal, and all materials submitted with a Proposal shall become the property of the City. The City will retain all Proposals submitted and may use any idea in a Proposal regardless of whether that Proposal is selected.

7.8. Alternative Proposals

Only one final proposal is to be submitted by each Proposer. Multiple proposals will result in rejection of all proposals submitted by the Respondent.

https://procurement.opengov.com/portal/lakeforestca

7.9. Public Documents

All Proposals and all evaluation and/or scoring sheets shall be available for public inspection at the conclusion of the selection process.

7.10. No Exceptions

Submission of a Proposal constitutes acceptance by Respondent of the conditions contained in this RFP and the Professional Services Agreement (attached as Attachment A), should Respondent be selected.

7.11. Conflict of Interest

By submitting a Proposal, the Respondent declares and warrants that no elected or appointed official, officer or employee of the City has been or shall be compensated, directly or indirectly, in connection with the award of the Agreement or any work for the proposed project. For the term of the Agreement, no elected or appointed official, officer or employee of the City, during the term of his/her service with the City and for two (2) years following his/her termination of office or employment with the City, shall have any direct interest in the Agreement, or obtain any present, anticipated or future material benefit arising therefrom.

7.12. Confidential Information

Those elements of each Proposal that are trade secrets, as the term is defined in Civil Code Section

3426.1(d) or otherwise exempt by law from disclosure and which are prominently marked as TRADE

SECRET, CONFIDENTIAL or PROPRIETARY may not be subject to disclosure ("Proprietary Information").

This may include private financial information about a Respondent, but does not include the proposed price submitted as part of the Proposal. The City will refrain from releasing Respondent's Proprietary

Information unless the City's legal counsel determines that the release of the Proprietary Information is required by the California Public Records Act or other applicable state or federal law, or order of a court of competent jurisdiction, in which case the City shall notify Respondent of its intention to release

Proprietary Information. Respondent shall have five (5) working days after receipt of such notice to give

City written notice of Respondent's objection to the City's release of Proprietary Information.

Respondent shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information.

8. Pricing Proposal

Respondents shall provide a separate not-to-exceed ("NTE") amount (no ranges) for each task as specified in the Scope of Work. The sum of all task NTE amounts will constitute the Respondent’s total cost proposal, will be used by the City to evaluate proposed compensation, and will establish the NTE aggregate compensation for the services within the awarded scope, subject to the final negotiated agreement.

Each task NTE amount, and therefore the Total Proposed NTE, must be fully inclusive of all labor, subconsultant costs, overhead, salaries, benefits, Workers' Compensation Insurance, travel, mileage, vehicles, office expenses, incidental and indirect costs, and markups necessary to complete the stated scope.

For services within the awarded scope, invoices may be based on actual authorized work performed, but cumulative compensation may not exceed the NTE amount for the applicable task or the Total Proposed

NTE without the City’s prior written authorization and a written amendment, as applicable.

Payment will be made based on the following terms:

1. Invoices shall be submitted to the City monthly and include a detailed breakdown of services provided

2. Payment will be made within 30 days of receipt of a complete and accurate invoice

3. Any discrepancies or issues with invoices must be resolved before payment is made

Please Note: The City is not obligated to award a contract. Issuance of this RFP and receipt of proposals does not commit the City to award a contract. The City expressly reserves the right to postpone the RFP process for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Respondent concurrently, or to cancel all or part of this RFP.

TASK-BASED NTE COST PROPOSAL

Line Item Description Quantity Unit of

Measure Unit Cost Proposed

NTE

1 Task 1: Initial Project Scoping 1 Not-to-

Exceed

2 Task 2: Peer Review of Applicant-

Prepared Technical Studies for

Adequacy and CEQA Compliance

1 Not-to-

3 Task 3: Review Revised Technical

Studies

4 Task 4: Assist with Tribal Consultation

(AB 52 and SB 18)

Line Item Description Quantity Unit of

Measure Unit Cost Proposed

NTE

5 Task 5: Prepare Project Description 1 Not-to-

6 Task 6: Prepare Administrative Draft

Initial Study/MND for Public Review

7 Task 7: Notices 1 Not-to-

8 Task 8: Prepare Final MND and MMRP 1 Not-to-

9 Task 9: Planning Commission 1 Not-to-

10 Task 10: City Council (If Appealed) 1 Not-to-

11 Task 11: Notice of Determination 1 Not-to-

12 Task 12: Project Management and

Coordination with Staff

TOTAL

HOURLY RATES (PER POSITION)

The hourly rates below are requested solely to establish rates that may apply if the City later requests services outside the awarded scope. These rates will not be added to, or otherwise used in evaluating, the Total Proposed NTE. No out-of-scope, extra, overtime, or specialized services may be performed or invoiced unless the City authorizes the work in writing before the work is performed. Any such authorization must identify the requested services and the applicable compensation terms. Authorized overtime, if any, may be billed at 1.5 times the applicable hourly rate.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Position 1 1 Hourly Rate

2 Position 2 1 Hourly Rate

Line Item Description Quantity Unit of

Measure Unit Cost Total

3 Position 3 1 Hourly Rate

4 Position 4 1 Hourly Rate

5 Position 5 1 Hourly Rate

6 Position 6 1 Hourly Rate

7 Position 7 1 Hourly Rate

8 Position 8 1 Hourly Rate

9 Position 9 1 Hourly Rate

10 Position 10 1 Hourly Rate

9. Vendor Questionnaire

9.1. Technical Proposal *

Please upload your Technical Proposal WITHOUT ANY cost information.

*Response required

9.2. Cost Proposal *

Please upload your Cost Proposal here.

*Response required

9.3. W-9*

Please provide your company W-9.

*Response required

9.4. Sample Copy of Insurance*

Provide a copy or drafted insurance document.

*Response required

9.5. The successful Respondent(s) will be required to enter into an Agreement (incorporated herein as Attachment A). Agreement exceptions shall be provided by Respondents via a redlined Word Document. The City reserves the right to reject any proposal(s) exceptions or changes to the Agreement or Request for Proposal.

Please provide Agreement exceptions via a redlined Word Document.

9.6. Proposer Summary Information

Please complete the following questions to submit key information about your business and relevant to your proposal submission.

9.6.1. Business Name*

Include complete business name including DBA name

*Response required

9.6.2. Business Firm Parent or Ownership*

Please include the name of the parent company and list any relevant ownership information.

It is also appropriate to list the structure of your business and state of incorporation ( e.g. a California sole-proprietorship, a Minnesota corporation, a Florida Limited Partnership, etc.)

*Response required

9.6.3. Business Address*

Please include your primary place of business.

*Response required

9.6.4. Business Telephone Number*

*Response required

9.6.5. Number of Years in Existence*

*Response required

9.6.6. Management Contact*

Please provide the full name and title of the person responsible for direct contact with the City and the services required for this Request for Proposals.

*Response required

9.6.7. Management Contact Email*

*Response required

9.6.8. Management Contact Telephone Number*

*Response required

9.6.9. Project Manager*

Please provide the full name and title of the person responsible for day-to-day services in this Request for Proposals.

*Response required

9.6.10. Project Manager Email*

*Response required

9.6.11. Project Manager Telephone Number*

*Response required

9.6.12. Key Personnel*

Certain consultant key personnel will perform and coordinate the services under the agreement. Please provide the name and title of one or more key personnel.

*Response required

9.6.13. Consultant Representatives*

Certain consultant personnel will act as its representative in all matters pertaining to the administration and performance of the agreement. Please provide the name and title of one or more Consultant

Representatives.

*Response required

9.6.14. Types of Services Performed by the Business*

Please provide a brief description for the type of services performed by the business entity.

9.7. Confirmation and Certifications

Please complete the following required certifications below to complete your proposal submission.

9.7.1. Certification of Proposal to the City of Lake Forest *

1. The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), dated and issued Wednesday, September 2, 2026, and to be bound by the terms and conditions of the RFP.

2. This firm has carefully reviewed its proposal and understands and agrees that the City is not responsible for any errors or omissions on the part of the proposer and that the proposer is responsible for them.

3. It is understood and agreed that the City reserves the right to accept or reject any or all proposals and to waive any informality or irregularity in any proposal received by the City.

4. The proposal includes all of the commentary, figures and data required by the Request for Proposal, dated and issued Wednesday, September 2, 2026, including any addenda issued thereafter.

5. This firm has carefully read and fully understands all of the items contained in Section titled: General

Requirements. This firm agrees to all of the general requirements except for those disclosed by the firm in project proposal, listed on an attachment.

6. The proposal shall be valid for 180 days from the date submitted to the City.

☐ Please confirm