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Home My WebLink About02-14-2024 YPC Agenda Packet DEPARTMENT OF COMMUNITY DEVELOPMENT Joan Davenport, AICP, Director Planning Division Joseph Calhoun, Manager nd 129 North Second Street, 2 Floor, Yakima, WA 98901 ask.planning@yakimawa.govwww.yakimawa.gov/services/planning/ypc/ CITY OF YAKIMA PLANNING COMMISSION Yakima City Hall Council Chambers nd 129 N 2 Street, Yakima, WA 98901 February 14, 2024 3:00 p.m. –5:00 p.m. YPC MEMBERS: Chair Jacob Liddicoat, Vice-Chair Lisa Wallace, Charles Hitchcock Leanne Hughes-Mickel, Mary Place, Colleda Monick, and Frieda Stephens City Council Liaison: CITY PLANNING STAFF: Joan Davenport (Community Development Director), Lisa Maxey (Admin Assistant) Joseph Calhoun (Planning Manager), Eric Crowell (Senior Planner), Connor Kennedy (Assistant Planner), Eva Rivera (Planning Technician), Irene Linos (Temp. Department- Assistant I) AGENDA I. Call to Order II. Roll Call III. Staff Announcements IV. Public Hearing – TXT#001-24 Applicant: City of Yakima Engineering File Numbers: TXT#001-24, SEPA#001-24 V. ADU Pre-Approved Plans- Revised RFP Discussion VI. Public Comment VII. Other Business VIII. Adjourn Next Meeting: February 28, 2024 The meeting will also be recorded and posted on the Y-PAC website. Visit the Yakima Planning Commission webpage for more information, including agenda packets and minutes. Request for Qualifications and Proposals City of Yakima Department of Community Development RFQP Documents & Specifications for RFQP No. 12310QP Design Services for Accessory Dwelling Unit (ADU), ADU Plans and ADU Design Manual August 28, 2023 City of Yakima NOTICE TO INTERESTED PARTIES RFQP 12310QP Notice is hereby given by the undersigned that Proposals will be accepted by the City Clerks’ Office until the hour of 2:00PM PDT on October 12, 2023. RFQPs will be publicly opened in Yakima City Hall, Council Chambers, 129 N. 2nd Street, Yakima, Washington 98901. At such time, Respondents names will be publicly read for: Accessory Dwelling Unit “ADU” Design Services. The City of Yakima reserves the right to reject any & all PROPOSALSs. The City hereby notifies all Proposers that it will affirmatively ensure compliance with WA State Law Against Discrimination (RCW chapter 49.60) & the Americans with Disabilities Act (42 USC 12101 et set.). The awarded firm shall comply with the applicable provisions of the Americans with Disabilities Act of 1990, and will be an equal opportunity employer as defined in Title VII of the Civil Rights Act of 1964, and applicable Washington State law. Dated August 28, 2023. Publish next two available editions Bill to Account: 11002 Planning Professional Services Accessory Dwelling Unit RFQP-12310QP 1. BACKGROUND The City of Yakima (the “City”) is about 60 miles southeast of Mount Rainier in Washington. It is situated in the Yakima Valley, a productive agricultural region noted for apple, wine, and hop production. The City is a full-service municipality that operates under the City Council-City Manager form of government, and provides a full range of municipal services including police services, street maintenance and repair, building and safety, engineering, planning, parks and recreation activities. The City is seeking qualified Professional Service Consultant(s) that have extensive experience, a knowledgeable background, and qualifications in the field of Accessory Dwelling Unit (ADU) design, construction plans and community outreach planning. . 2. OBJECTIVES The Consultant shall develop and prepare i) a minimum of five (5) Accessory Dwelling Unit (ADU) Conceptual Plans, ii) ADU Design Manual, iii) education/marketing outreach services, and iv) ADU Construction Plans for building permits. 3. SCOPE OF WORK The Consultant shall perform the following three major components statement of work: A. ADU Plans and ADU Design Manual. The five (5) prototype ADU Conceptual Plans shall be of compatible character, style and massing that reflects a variety of housing styles found in the City of Yakima. The ADU Design Manual will be utilized as an informational tool to facilitate the production of ADUs. B. ADU Customizable Construction Plans. These plans are to be customizable for individual property owners who have selected one of the ADU Plans, which may need to be tailored for their specific property. Plans may include things such as various siding types and styles, dormers, or other design features that may be easily fitted to a customer’s desires without the need for additional plan review. The objective is to provide the property owner with the technical assistance needed for applying for a building permit with construction plans suitable for a complete building permit application, but with plans that will fit their individual needs. City staff will discuss the ADU Customizable Construction Plans with the Consultant during the initial stages of the project. C. Education and Marketing Plan.The Consultant shall prepare and conduct a robust outreach campaign to inform property owners, realtors, and professional groups of the City’s ADU initiative that assists property owners with technical assistance. Professional Services Accessory Dwelling Unit RFQP-12310QP 4.REQUIRED TASKS AND DELIVERABLES A. Project Management. The Consultant shall meet regularlywith City staff to discuss project status. a. Meet with City staff on a regular basis to discuss project related matters, such as project goals and objectives, project schedule, and on-going project management activities. Consultant shall stipulate the number and frequency of City Management Meetings in the Proposal narrative and Project Schedule. Deliverables: Establish regular meeting schedule and provide meeting notes B. Accessory Dwelling Unit Plans. The City has an adopted ADU ordinance YMC 15.09.045 and wishes to create a range ofADU plans to expedite the production of ADUs that are representative of the City’s circumstances. The City believes that theADU plans and Design Manual will greatly increase the public’s awareness and understanding of ADUs, streamline the plan review/permitting process, and save the property owner financial expense. The Consultant shall prepare ADU Plans as follows: a. ADU Plans: These are schematic architectural designs for typical ADUs that may be developed as a newly constructed free-standing ADU. These plans will be developed for Codes Division review and approval. Deliverables: The Consultant shallprovide the following: i. Meet with City staff to discuss current trends and patterns, challenges and opportunities, timeframes for planning and permit approvals related to ADU production over the past five years. ii. Identify available incentives for affordable ADU construction (e.g., county, state, and federal grant programs for income restricted ADUs. iii. Review and recommend updates to the City’s existing ADU regulations that may create incentives to encourage the construction of income restricted ADUs. iv. ADU Plans: The Consultant will prepare a minimum of five different types of ADU designs to be determined in consultation with City staff. The ADU Plans for detached stand-alone designs shall include, at a minimum, fully dimensioned plans, floor plan, roof plan, and full elevations with building material callouts. The five different designs shall be of sufficient detail and information (100% Plans) to allow for building permit issuance and full construction completion. For each of the designs, the Consultant shall provide a written narrative of the design features, a palette of building materials (interior and exterior) with associated price ranges, and/or a per square foot estimate based upon specific categories of finish materials and quality. This information is to be incorporated into the ADU Design Manual. Professional Services Accessory Dwelling Unit RFQP-12310QP v. ADU Design Manual (English/Spanish): Consultant shall prepare an ADU Design Manual that provides a comprehensive summary of the ADU Plans, narratives, costs, and permitting/construction process and flowchart. It is recommended that the ADU Design Manual contain extensive use of graphics, illustrations, and photographs, etc. vi. Educational and Marketing Material: The Consultant shall prepare a flow chart displaying the permitting steps, flyer/pamphlet, ADU Application Formand Check List, and similarliterature thatcan be uploaded onto the City’s website to educate the community and market the ADU plans. The promotional material will rely heavily on graphics, diagrams, photographs, and other visual aids. Deliverables: ADU Plans and ADU Customized Construction Plans (schematics, concepts, calculations, construction level plans,and,a building permit for the ADU Customized Construction Plans), ADU Design Manual, ADU Application Form and Check List, Marketing materials. C. Adoption of ADU Plans: The Consultant shall prepare and present the ADU Plans at up to four (4) meetings with the Planning Commission. Deliverables: Staff reports, PowerPoints,revisedorupdatedADU Plans. Final drafts shall include Five (5) hard copies and one (1) electronic copy in both PDFand Microsoft Word Format, Two (2) USB flash drives. Deliverables shall be in format that can be uploaded onto City website. D. Community Education and Marketing Program. Consultant will propose an appropriate and robust community outreach program that reaches all segments of the community and balance the use of technology (i.e., virtual meetings, on-line presence, etc.) with respect to digital disadvantaged residents and social gathering restrictions a. Developa Community Education and Marketing Plan (CEMP) with City staff. b. Public outreach shall include, at a minimum, organizing and attending four community workshops,that areheld onaquarterly basisorsooner, if requested, three focus group meetings with community stakeholders, and meetings with City officials, if needed. c. The Consultant shall be responsible to prepare public notifications, news articles, social media posts, and similar literature to promote and bring awareness of the ADU Plans and ADU Design Manual. Prepare a Community Education and Marketing memorandum report, which summarizes the outreach effort, attendance, number and types of meetings, marketing and promotional tools and techniques, etc. a. City staff can provide Spanish translation/interpretation for publicationsand at meetings. Professional Services Accessory Dwelling Unit RFQP-12310QP Deliverables: Community Education and Marketing Plan, news articles, Fact Sheets, content for social media posts and City website, and Community Education and Marketing memorandum report 5. PROPOSAL TERMS A. Proposal Costs All costs associated with proposal development in response to this RFQP are the obligation of the Respondent and are not chargeable to the City. All responses and accompanying material will become the property of theCity and, therefore, be considered a public record, which is open to review by the public. B. Contract Terms and Conditions The contract provided in Attachment A of this RFQP represents the terms and conditions which the City expects to execute in a contract with the successful Respondent. C.Schedule The schedule outlined below is for planning purposes only andmay be subject to change at the sole discretion of the City. Preliminary RFQPSchedule TaskDate Request for Proposal Released 08/28/23 Deadline for Questions 10/06/23 ProposalDue – Close date 10/12/23 Interviews, if warranted 10/19/23 Selection and Negotiation10/20/23 - 10/27/23 City Manager / City Council Approval 11/07/23 Period of Performance December 1, 2023 through June 1, 2024 D.Evaluation Criteria Proposals will be evaluated for their overall responsiveness to the requirements set forth in this RFQP. EVALUATION CRITERIA MAX POINTS 20 a. Demonstrated understanding and abilityto complete theproject 20 b. Background and experience of theprojectteam c. Project development and implementationapproach 35 d. Experience of Firm withSimilar Projects 25 TOTAL POSSIBLE POINTS 100 Professional Services Accessory Dwelling Unit RFQP-12310QP Top candidates may be invited to present and discuss their proposal with the Evaluation Committee. Following the evaluation and oral interviews (if deemed necessary), a recommendation will be made to the City Council. The selected Respondent will be required to honor the terms, conditions, and scope contained in this RFQP. The City and City Council will make the final approval of the contract. E. Proposal Questions Written questions and comments must be submitted electronically via the email to Purchasing Managerno later than the date specified in this RFQP. Only written email communications relative to the request shall be considered. All questions will be answered in writing. The Citywill distribute questions and answers without identification of the inquirer(s) to all Respondents who are on record as having received this RFQP. F. Contact with City Personnel Unless otherwise authorized herein, Respondents are prohibited from communicating with City staff about this RFQP from the date this RFQP is issued until a contract is awarded. G. Compensation The successful Respondent(s) willsign a contract (Attachment A) with the City to provide services. Compensation for services rendered shall be dependent on Respondent qualifications. H.Insurance Include proof of the ability to obtain the required insurance, should your firm be awarded a contract. This can be accomplished in the form of a letter from your insurance company assuring that you can obtain a proper certificate of insurance per the limits listed below: Auto Liability: Combined Single Limit $2,000,000 Commercial General Liability: Each Occurrence $2,000,000 General Aggregate per project: $2,000,000 Professional Liability: Each Occurrence $2,000,000 Aggregate per project $2,000,000 I.Proposal Documents 1) Letter of Transmittal: a. Name and address of Proposer. b. Name, title, phone, email, and facsimile number of the "contact person" for the Proposer. c. Typed name and title, with ink signature, of individual authorized to commit the Proposer to the submitted proposal. d.Summarize in a brief and concise manner the Proposer's understanding of the project. Professional Services Accessory Dwelling Unit RFQP-12310QP e.Detail the Proposer’s approach and actions to completethe project scope of work. f. Cost Proposal to complete the project work scope. 2) Consultant Statement of Qualifications which includes: a. Organizational experience, past performance and references I.Briefly, as an overview, describe your proposed organization’s experience in performing the Services (or services of a similar nature) described in this RFQ. II.Provide three (3) professional references (with email addresses and phone numbers) to provide information regarding the firm’s ability to perform the services described herein. b. Key Team Members’ Qualifications I.Provide a resume for each of the proposed team members for this project which demonstratesprevious experience with similar Consulting Services engagements. II.Provide up to three (3) examples of prior relevant projects; include the name of project(s); dates of the project(s); and roles/responsibilities for each team member on those project(s). III. Provide an organization chart of your proposed team and include the respective roles that each team member may provide for the Services described within. J. Submittal Instructions DUE DATE IS 2:00 PM on October 12, 2023 Interested firms are to provide four (4) paper copies and one digital copy (flash drive) of the proposal to the address listed below. Seal your proposal in an envelope or box and write “RFQPNo.12310QP “Accessory Dwelling Unit (ADU) Design Services” on the outside of it. Proposals received after the due date will not be accepted. Mail to: City of Yakima Clerk’s Office 129 N. SecondStreet Room Yakima, WA 98901 Professional Services Accessory Dwelling Unit RFQP-12310QP K. Public Disclosure Submittals received by the City in response to this solicitation become public records and are subject to Chapter 42.56 RCW, the Public Records Act. If requested, the documents will be released as required by law. L. Right to Reject Submissions The City reserves the right to reject all submissions and close the Request for Qualifications and Proposals without awarding a contract to an Appraiseror Appraisers. M. Federal Suspension and Debarment Certification Federal Executive Order 12549 prohibits federal, state, and local public agencies receiving grant funding from contracting with individuals, organizations, or companies who have been excluded from participating in federal contracts or grants. The purpose of this certification is for the contractor/vendor to advise the City, in writing, of any current Federal Suspension and Debarment. Debarment Certification: By signing and submitting a response to this competitive solicitation, I certify that this firm and its principals are not currently suspended or debarred by any Federal Department or Agency from participating in Federal Funded Contracts. N.Non-discrimination: The City assures that no persons shall on the grounds of race, color, national origin, or sex as provided by Title VI of the Civil Rights Act of 1964 (Pub. L. No. 88-352), as amended, and the Civil Rights Restoration Act of 1987 (Pub. L. No. 100-259) be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any City sponsored program or activity. The Cityfurther assures that every effort will be made to ensure nondiscrimination in all of its programs and activities, whether those programs and activities are federally funded or not. Professional Services Accessory Dwelling Unit RFQP-12310QP ATTACHMENT A “PERSONAL SERVICES AGREEMENT” Professional Services Accessory Dwelling Unit RFQP-12310QP