2022 Housing Element
Town of Fort Jones
Fort Jones, CA
Request for Proposals for the Preparation of the Town of Fort Jones 2022-2030 Housing Element
The Town of Fort Jones, California
Request for Proposal Released: Thursday, December 9, 2021
Responses Due: Monday, January 31, 2022
The Town of Fort Jones (the Town) is soliciting proposals from a qualified professional consultant to assist with the preparation of a comprehensive update of the Town of Fort Jones 2014-2021 (5th Cycle) Housing Element. This project will result in the preparation and adoption of an approved (by both the Town of Fort Jones and HCD) 6th Cycle Housing Element document for the 2022-2030 planning period (to be validated with HCD prior to project initiation). With the Town's input, the selected consultant will prepare a document to address the varied housing needs of the community, incorporation of all necessary and required legislative and case law-based requirements and the certification requirements mandated by the Department of Housing and Community Development (HCD) within the legally mandated timeframes.
The last update to the Town's Housing Element was certified by HCD and adopted by the Town in 2020. That document, the 5th Cycle - 2014–2021 Housing Element, was created in compliance with State General Plan law pertaining to Housing Elements. The Housing Element spans a period exceeding the historical period of 5 years and is soon due for its State Mandated 6th Cycle update. The current update cycle for Siskiyou County is eight (8) years.
While the Town does not anticipate that the consulting contract for this work will operate on a Milestone basis, the consultant shall document that various milestones have been achieved. Under this contract, a project Close Out report detailing all project activities and milestone achievements, including the incurring of expenses, will be due at the close of the project.
Scope of Work
Under this contract, the selected consultant will prepare an update of the Town's 2014-2021 (5th Cycle) Housing Element for the planning period understood to be starting in 2022 and extending until 2030. This period will cover the term of compliance for the 6th Cycle of Housing Element updates.
At a minimum, the consultant is expected to complete the following tasks:
- Prepare the Housing Element updated in compliance with State Government Code Sections 65583 and all other applicable Code Sections.
- Develop a project timeline leading to HCD certification and Town Adoption of the Housing Element by November 1, 2022.
- Update housing, population, and employment figures and projections to be consistent with most recent projections for the Town and Siskiyou County. This information is to be consistent with the Department of Finance figures, the Regional Housing Data Package provided by the Town for this task, and with HCD supported data.
- Prepare and Incorporate a Housing Needs Assessment for the Town as required by HCD for Element compliance.
- Investigate, analyze, and address all new State housing laws (i.e., SB 957, AB 2162, SB 828, et al.) and make recommendations to the Town on their implementation and incorporation into applicable Town codes and regulations.
- Assess housing conditions and immediate needs, including special housing needs.
- As necessary, identify and analyze potential sites for future housing.
- Assess Town housing programs to determine their effectiveness and to make future recommendations if needed.
- Incorporate requirement to include housing programs that affirmatively further fair housing.
- Conduct a minimum of two (2) community workshops to facilitate public input and engagement.
California Environmental Quality Act (CEQA) Compliance: With this RFP, the Town of Fort Jones has assumed that the use of a CEQA exemption will be sufficient for this project. This is based upon a review of past practices and regional business practice. However, the Town remains open and receptive to consideration of alternatives other than what has been assumed and invites those responding to this Request to consider and present what they believe is the appropriate and needed environmental document.
For this project and based on the Town's assumption that an Exemption may be the appropriate level of review for this effort, the Town expects the following of the selected consultant:
- Prepare required notices and circulate draft and final environmental documents, including all supporting notices to all required State Agencies and responsible agencies including all resolutions, ordinances, and notices.
It is noted to respondents that the Town will actively participate in the discussion of document contents and will support all noticing and circulation needs along with all local filing and distribution needs.
- Public Meetings/Hearings: At a minimum the selected consultant shall lead one public scoping/issues identification meeting (may occur prior to a regularly scheduled Town meeting), provide one mid-term project update to the Town Council, and shall attend and present the final draft document at one (1) Town Council public hearing in support of the adoption of the Element.
- Prepare, coordinate and/or submit all Town-approved documents to HCD, the State Clearinghouse, OPR, County Clerk, etc. as required.
- Coordinate document review actions with the Town until such time that the document is certified by HCD, including addressing recommended modifications and comments.
- Keep detailed expense and cost records to allow for completion of the Close Out Form for the completion of this project.
- Provide the Town with five (5) printed copies of the final documents, one (1) print-ready, editable electronic copy of the final document and one (1) web-supported .pdf version of the final document. All materials resulting from this task become the property of the Town. Draft documents for review shall be submitted in an editable electronic format. All textual materials must be compatible with the latest version of the Microsoft Word document software.
Proposal Submission Requirements
Respondents are asked to submit one (1) hard copy and one (1) electronic copy of their proposal, either shared electronically or on a USB drive. At a minimum, the proposal should include the following information:
- An original cover letter signed by the official authorized to contractually bind the firm. The cover letter should also include firm name, address, phone number, and fax number. Please include the name, title, address, phone number and e-mail address for a contact person during the proposal evaluation period. Include a statement indicating the proposal shall remain valid for no less than one hundred and twenty (120) days from the date of submittal.
- A description of the consultant firm organizational structure, location of principal offices, number of professional, length of time in business, and other pertinent information.
- A list of any subcontractor who will be hired by the consultant. A summary of their experience and qualifications should be included.
- The name of the principal and or project manager in the firm who will have direct continued responsibility for this project. This person will be the Town staff's contact on all matters dealing with the projects and will handle the day-to-day activities. Please indicate the percentage of involvement this person and other staff will have in performing the scope of services. Please provide a summary resume for each person. Please note the selected firm may not substitute the project manager, sub-consultants or other team members without written consent from the Town. Submit related project experience including a list of public agencies and other clients (name, address, contact person, and phone number), for which the firm or individual members of the consultant team has prepared HCD-certified Housing Elements within the current or last two planning cycles.
- A detailed outline of the proposed approach to the project containing a work plan and schedule, including milestones, dates and submittals to complete the Housing Element Update. Specifically address the areas described in the Scope of Work section above. Other approaches, items or considerations may be included in addition to the proposed Scope of Work.
- Costs associated with preparing and circulating the environmental documentation should be identified and cost estimates shall include all costs associated with full environmental compliance for the project (including filing fees, noticing costs, etc.). Project budgets shall include attendance and engagement at project meetings.
- A brief outline of the firm's current and projected workload staffing and ability to meet all required timeframes. Include an explanation of how your firm will manage the simultaneous preparation of multiple Housing Elements if you anticipate providing similar services to other clients during this cycle and a "not-to-exceed" cost to perform the requested service. Please include a detailed breakdown by Scope of Work item, staff level and required hours.
- References shall include a name and contact information for the staff member who managed the project to prepare and certify a recently approved Housing Element completed by your firm.
- Project budgets shall include information regarding estimated hours for each major tasks, identification of the hourly rates for each employee working on the project, (including hourly rates for all employees and subconsultants rendering the scope of services), text addressing methodology for addressing billing disputes and whether overhead cost such as project management and initial training time are included in the hourly rate or billed separately.
- Proof of Authority: if a firm is a corporation, formal proof from the firm that the officer signing the proposal is empowered to do so for the company shall be submitted with the proposal.
The Town will include the following requirements in the contract for professional services:
- Limits for insurance – Staff will work with the Town in advance of signing the contract insurance requirements for Commercial General Liability, Automobile Liability, Worker's Compensation, Professional Liability and Endorsements.
- The Town must be notified in writing if and when the consultant wishes to change key personnel. All changes must be approved in writing by the Town. The consultant shall not change subcontractors without prior written approval from the Town. The Town reserves the right to negotiate the proposed agreement for these services if any key personnel or subcontractor changes.
Issuance of this RFP and receipt of the proposals does not commit the Town to award a contract or pay costs incurred in responding to this RFP. The Town reserves the right to accept or reject the combined or separate components of submittals in part or in entirety and waive any informality in any submittal. All submittal requirements listed in this RFP must be fulfilled and completed and any omissions must be identified and explained. Failure to do so will result in submittal rejection. The Town reserves the right to postpone the review of the proposal for its own convenience or to accept or reject any or all proposals received in response to the RFP or to award a contract based on the proposal that best meets the Town's needs.
Proposals are due on or before 5:00pm on January 31, 2022. Late submittals will not be accepted. Respondents are asked to submit copies of their proposal to:
Town of Fort Jones
Attn: Karl Drexel
PO Box 40
Fort Jones, CA 96032
Or email proposals to
Proposals will be evaluated by Town staff.
If deemed necessary, interviews may be held with qualified firms.
Staff will recommend the final selection to the Town Council, which will review and approve a contract for professional services.
Insurance and Indemnification
The Agreement between the selected consultant and the Town will require insurance and indemnification. Insurance limits will be provided to the consultant prior to the award of contract. Proof of insurance is not required with the submittal of the proposal but is required prior to the award of the contract.
Availability of Background Information
The Town's 5th Cycle Housing Element is available on the Town's website at: https://fortjonesca.org/wp-content/uploads/2021/11/Fort-Jones-Adopted-Housing-Element_3-10-20.pdf
Please contact the Town to request copies of the Municipal Code and/or remaining elements of the General Plan.