On-Call_California_Environmental_Quality_Act_(CEQA)_Review_&_Environmental_Planning_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL (RFP)

2026-RFP-024

ON-CALL CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA)

REVIEW & ENVIRONMENTAL PLANNING SERVICES

City of Lake Forest

100 Civic Center Dr.

Lake Forest, CA 92630

RELEASE DATE: June 24, 2026

DEADLINE FOR QUESTIONS: undefined

RESPONSE DEADLINE: July 22, 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)

On-Call California Environmental Quality Act (CEQA) Review &

Environmental Planning Services

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

Request for Proposal (RFP) #2026-RFP-024 Title: On-Call California Environmental Quality Act (CEQA) Review & Environmental Planning Services

1. Introduction

1.1. Summary

The City of Lake Forest is requesting Proposals from qualified consultants and firms for On-Call California

Environmental Quality Act (CEQA) Review & Environmental Planning Services. Proposals are due no later than 5:00 pm on Wednesday, July 22, 2026. This Request for Proposals (RFP) provides information on the City of Lake Forest, the required scope of services, the evaluation process, and the required information that must be included in the RFP Response.

The City is seeking to award multiple on-call professional services agreements with the firms selected to perform the required scope of services based on a number of qualifying and determinable factors, as outlined in this RFP. Proposals will be evaluated on a firms' qualifications and experience, ability to perform scope of services, implementation plan, cost proposal, and any other criteria set out herein this

RFP. The City shall be the sole judge of the qualifications and services and reserves the right to select firm(s) on any basis or weighted criteria that is in the best interests of the City.

1.2. Background

Project Description

The City is seeking consulting firms to provide on-call California Environmental Quality Act (CEQA) review & environmental planning services.

The City may award multiple contracts for these services. The services are expected to be completed within three years from contract award. The City anticipates awarding a contract with an initial term of October 20, 2026 to October 19, 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.

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.

http://www.lakeforestca.gov/

1.3. Contact Information

Arianna Young

Management Analyst

100 Civic Center Drive

Lake Forest, CA 92630

Email: ayoung@lakeforestca.gov

Phone: (949) 461-3474

Department:

Community Development

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 June 24, 2026

Request for Clarification Deadline July 6, 2026, 5:00pm

Proposal Submission Deadline July 22, 2026, 5:00pm

Anticipated Final Selection / City Council

Target Date

September 15, 2026

Anticipated Project Start October 20, 2026 mailto:ayoung@lakeforestca.gov tel:(949)461-3474

2. General Information

2.1. GENERAL REQUIREMENTS

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

On-Call California Environmental Quality Act (CEQA) Review & Environmental Planning Services.

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 consulting firms to provide on-call California Environmental Quality Act (CEQA) review & environmental planning services.

The City may award multiple contracts for these services.The services are expected to be completed within three years from contract award. The City anticipates awarding a contract with an initial term of

October 20, 2026 to October 19, 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 p.m. PST on July 6, 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/258910/document?section=2479374

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 Consultant shall provide the services described in the Scope of Work as directed by the City.

Depending on the City's needs, the Consultant may work part-time or full-time for the duration of the assignment. City office hours are 8:00 am to 6:00 pm Monday through

Thursday and 8:00 am to 5:00 pm on Friday.

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 https://procurement.opengov.com/portal/lakeforestca/projects/82573/document?section=736810 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. A proposer may customize the resource allocation accordingly. 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, July 22, 2026.

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

4. Scope of Work

4.1. Scope of Services

The City will contract with one or more qualified consulting firms (“Consultants”) to provide on-call, as-needed professional environmental consulting services to Community Development's Planning Division for the preparation, review, and support of environmental documentation pursuant to the California

Environmental Quality Act (CEQA). Services will be performed primarily, but not exclusively, in support of the City’s review of private development projects, as well as City-initiated projects.

Consultants shall furnish all labor, professional expertise, project management, technical studies, materials, equipment, and documentation necessary to complete the services described herein. All work shall be performed in full compliance with federal, state, and local laws and regulations, including

CEQA, the CEQA Guidelines, applicable court decisions, and City policies and procedures.

Selected Consultants will be placed on a pre-approved on-call consultant list and may be assigned work on a project-by-project basis through task orders or similar authorizations issued by the City. When a project arises, the City will solicit a brief written description of the project, and the Consultant will respond with a proposed cost and schedule complete the necessary environmental review. Selection for the on-call list does not guarantee a minimum amount of work.

All environmental documents, technical studies, correspondence, data, and work products prepared under this RFP shall become the property of the City of Lake Forest.

General CEQA Services

On-Call Professional Services related to CEQA compliance may include, but are not limited to, the preparation, review, and support of the following environmental documents and activities:

• Environmental Impact Reports (EIRs), including Program, Project-level, Tiered, and Subsequent

EIRs

• Initial Studies (IS) and Negative Declarations / Mitigated Negative Declarations (ND/MND)

• Addenda to previously adopted CEQA documents

• Consistency and Checklist Analyses supporting reliance on:

o Previously certified EIRs o Previously approved IS/MNDs

• CEQA Exemption Documentation, including but not limited to:

o Class 1–33 Categorical Exemptions o Class 32 Infill Exemptions o Streamlining exemptions and statutory exemptions pursuant to CEQA Guidelines Sections

15182–15183.3, SB 35, SB 375, SB 226, SB 330, or other applicable statutes

• Technical studies and analyses in support of CEQA documents

• Peer review of environmental documents and technical studies prepared by third parties

• CEQA advisory and procedural support to City staff throughout project processing

Technical Analysis and Environmental Topics

Consultants may be required to prepare or manage technical analyses addressing, as applicable:

• Aesthetics and visual resources

• Air quality and greenhouse gas emissions

• Biological resources and habitat assessments

• Cultural, historical, and tribal cultural resources

• Energy use and conservation

• Geology, soils, and seismic hazards

• Hazards and hazardous materials

• Hydrology and water quality

• Land use and planning consistency

• Noise and vibration

• Population and housing

• Public services and utilities

• Recreation

• Transportation, traffic, and vehicle miles traveled (VMT)

• Tribal consultation support pursuant to AB 52

• Cumulative impacts and growth-inducing impacts

• Alternatives analysis

• Mitigation development and feasibility analysis

Consultants may also be asked to prepare Health Risk Assessments (HRA), noise modeling, or other specialized analyses evaluating the surrounding environment’s effect on a proposed project, even where such analysis may not be strictly required by CEQA but is requested by the City to inform decision-making.

Project Management and Coordination

Consultants shall provide comprehensive project management services, including but not limited to:

• Management of CEQA tasks from project initiation through certification or adoption

• Development and maintenance of project schedules aligned with City review timelines

• Coordination with City project managers and interdepartmental staff

• Oversight and integration of sub-consultants and technical specialists

• Budget tracking and task order management

• Preparation of status reports and milestone updates

Document Preparation and Processing

Consultants shall be responsible for preparing draft and final environmental documents, including all supporting materials, which may include:

• Notices of Preparation (NOP)

• Initial Studies

• Draft and Final EIRs or IS/MNDs

• Notices of Availability (NOA)

• Responses to Comments

• Findings of Fact and Statements of Overriding Considerations

• Mitigation Measures and Mitigation Monitoring and Reporting Programs (MMRP)

• Notices of Determination (NOD) and Notices of Exemption (NOE)

• Tribal consultation correspondence and documentation

• Administrative record support materials

All documents shall be prepared to a level suitable for public review, decision-maker consideration, and legal defensibility.

Public Review, Notices, and Hearings

Consultants shall support the public review and noticing process, including:

• Preparation and coordination of public notices

• Filing and posting documents on CEQAnet

• Coordination with the State Clearinghouse and responsible agencies

• Participation in community meetings, workshops, and public hearings

• Preparation of presentation materials and visual exhibits

• Attendance at Planning Commission, City Council, or other hearings as requested

• Responding to public, agency, and decision-maker questions

Peer Review and Advisory Services

Consultants may be tasked with independent peer review services, including:

• Review of applicant-prepared CEQA documents

• Review of technical studies for accuracy, completeness, and compliance

• Written comment letters and memoranda

• Participation in meetings with applicants and City staff

• Advisory support regarding CEQA strategy, streamlining opportunities, and risk mitigation

Schedule, Responsiveness, and Performance Standards

Consultants shall:

• Comply with City-established timelines and statutory CEQA deadlines

• Respond promptly to City requests for revisions or clarifications

• Coordinate efficiently with applicants, City staff, and agencies

• Maintain flexibility to address varying project sizes, complexities, and priorities

Consultant(s) shall adhere to the following standards and guidelines:

1. California Environmental Quality Act (CEQA) Guidelines

2. National Environmental Policy Act (NEPA) Guidelines

3. California Department of Fish and Wildlife (CDFW) Regulations

4. Regional Water Quality Control Board (RWQCB) Regulations

5. U.S. Army Corps of Engineers (USACE) Regulations

6. City of Lake Forest General Plan and Municipal Code

7. Any other relevant federal, state, and local environmental regulations

4.2. Schedule of Services

The Consultant shall provide the services described in the Scope of Work as directed by the City.

Depending on the City's needs, the Consultant may work part-time or full-time for the duration of the assignment. City office hours are 8:00 a.m. to 6:00 p.m. Monday through Thursday and 8:00 a.m. to 5:00 p.m. on Friday.

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:

1. 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. 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.

7.11. 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

Provide fixed hourly rates (no ranges) for personnel proposed to perform on-call California

Environmental Quality Act (CEQA) review & environmental planning services. On-call services may be requested at the City's discretion on an as-needed basis.

Respondants shall provide fixed hourly rates for each contract year, including the initial three-year term and two optional one-year extensions. All hourly rates must be fully inclusive of consultant overhead costs, including salaries, benefits, Workers' Compensation Insurance, travel, mileage, vehicle, office, incidental, and indirect costs, including any mark-ups.

Overtime work will be billed at 1.5x the hourly rates indicated in the table below as authorized by the

City. Any specialized services that exceed the scope of services will be billed at those hourly rates. No extra services will be billed by the consultant without prior authorization by the City.

The Pricing Tables establish standardized position classifications for proposal evaluation purposes.

The City recognizes that consulting firms may use different internal personnel titles and classifications.

Accordingly, Respondents shall provide an accompanying Cost Proposal identifying the consultant’s equivalent personnel titles corresponding to each position listed in the Pricing Tables to allow for consistent comparison across firms.

Payment for services 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 hours listed in the pricing table represent the estimated level of effort and are for budgeting and evaluation purposes only and does not establish guaranteed hours or compensation.

• 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.

PRIMARY POSITIONS HOURLY RATES

Line Item Description Quantity Unit of

Measure Unit Cost Total

Primary Positions - Year 1

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Principal Environmental Planner 520 Hourly Rate

(Fixed)

2 Associate Environmental Planner 520 Hourly Rate

3 Senior Environmental Planner 260 Hourly Rate

4 Environmental Planner 260 Hourly Rate

5 Assistant Environmental Planner 260 Hourly Rate

6 Principal Air Quality/Noise Specialist 52 Hourly Rate

7 Senior Air Quality Specialist 52 Hourly Rate

8 Principal Biologist 156 Hourly Rate

9 Senior Biologist 156 Hourly Rate

10 Senior Cultural Resources Manager 52 Hourly Rate

11 Associate Cultural Historian 52 Hourly Rate

12 Associate Paleontologist 52 Hourly Rate

13 Associate Noise Specialist 156 Hourly Rate

14 Noise Specialist 156 Hourly Rate

15 Principal Transportation Manager 156 Hourly Rate

Unit Cost Total

16 Principal Transportation Planner 156 Hourly Rate

17 GIS / Mapping / Drafting Support 260 Hourly Rate

Primary Positions - Year 2

Unit Cost Total

Primary Positions - Year 3

Unit Cost Total

Primary Positions - First Optional One-Year Extension (Year 4)

Unit Cost Total

Primary Positions - Second Optional One-Year Extension (Year 5)

Unit Cost Total

TOTAL

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, June 24, 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, June 24, 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