Public Arts Master Plan(Planning Consultant)

Agency:	City of Lancaster
State:	California
Type of Government:	State & Local
Category:	C - Architect and Engineering Services - Construction R - Professional, Administrative and Management Support Services
Posted:	Nov 21, 2023
Due:	Nov 30, 2023
Publication URL:	To access bid details, please log in.

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CITY OF LANCASTER, CA

RFP NO. 804-24

DEVELOPMENT OF A PUBLIC ARTS MASTER PLAN (PLANNING CONSULTANT SERVICES)

SUBMISSION DEADLINE

November 30, 2023

BY 2:00 P.M.

(13:59:59– ACCORDING TO THE CITY’S OFFICIAL PROPOSAL CLOCK)

SUBMIT TO:

OFFICE OF THE CITY CLERK

LANCASTER CITY HALL

“RFP 804-24 Development of a Public Arts Master Plan (Planning Consultant Services)”

44933 FERN AVENUE

LANCASTER, CA 93534

For questions concerning this RFP contact by email only:

Purchasing Department

bidinquiries@cityoflancasterca.gov

REQUEST FOR PROPOSALS (RFP) FOR

DEVELOPMENT OF A PUBLIC ARTS MASTER PLAN (PLANNING CONSULTANT SERVICES)

INTRODUCTION

The City of Lancaster (City) is a charter City incorporated in 1977. The City is governed by a five-member City

Council whose members are elected at large and operate under a Council/City Manager form of government.

The City serves as the northern boundary of Los Angeles County, with Kern County to the north. Lancaster is the

fifth largest city in Los Angeles County and contains approximately 165,000 residents. Lancaster is known for its

historical contributions in aerospace and more recently innovative, sustainable energy practices. The City has

prioritized arts and culture as an economic driver, opening Lancaster Museum of Art and History in the

downtown. Downtown Lancaster, also known as The BLVD, is a State designated cultural district home to three

museums, a performing arts center, a vibrant mural district and references to aerospace accomplishment

through the Walk of Honor. The City is a gateway for many outstanding recreational areas providing seasonal

and year-round recreational opportunities. Lancaster is home to the Antelope Valley California Poppy Reserve

and the Prime Desert Woodland Preserve. Lancaster has an existing Public Art Master Plan that was

implemented in 2018.

The City of Lancaster, California is seeking proposals from qualified consultants with specific experience in public

art master planning for the purpose of developing a comprehensive Public Arts Master Plan for Lancaster. The

selected consultant will work in conjunction with City staff and Lancaster Museum and Public Art Foundation to

gather and utilize broad public involvement in the creation of the Lancaster City Public Arts Master Plan.

Proposals should include information demonstrating experience in public arts planning and community

outreach, as well as the information requested in this RFP. The goals of the Public Arts Master Plan are to assist

the City in expanding its current public art program, establishing additional approaches to public art, to develop

guidance for the City's Public Art Program, to identify resources for the support of public art throughout

Lancaster, and to set priorities for public art with the City. The Public Arts Master Plan should identify a unified

community vision, establish a plan for potential selections and placement of public art throughout the

community, and strive to educate the public about the role public art plays in the community. The Public Arts

Master Plan will provide direction to the City on the planning and processes necessary to develop, administer

and maintain a Public Art Program.

This RFP contains the information and documents necessary to prepare and submit a responsive proposal.

Proposers are responsible for complying with all requirements identified herein. By submitting a finished

proposal packet, the Proposer represents that it has thoroughly examined and become familiar with the work

required within this proposal and that it is capable of supplying a product to achieve the City’s objectives.

Requests for modifications to the submitted proposal packet on the grounds that the Proposer was not fully

informed as to any fact or condition will not be allowed. The City reserves the right to accept or reject any

Proposal, or portions thereof, or to waive any informalities or irregularities within the proposals.

SCOPE OF WORK

The Scope of Work is outlined in Exhibit “A.”

INSTRUCTIONS TO CONSULTANTS

PROPOSAL FORMAT AND CONTENT

Proposals shall adhere to the following format for organization and content. The Consultant must have

demonstrated experience in this type of work. Emphasis should be concentrated on completeness and clarity

of content. Do not submit promotional materials that are not applicable to this work.

Make the proposal as brief as possible, limited to no more than ten (10) double-sided pages (8.5 x 11 inches)

in length (not including appendices). Font size should be no smaller than 12-point in black print. Submit in

writing an original and six (6) copies containing the required information discussed below. The proposal must

be typed and arranged/divided in the following sequence to facilitate evaluation:

1. Firm Description: Provide a brief description of the firm including firm size and areas of specialization,

location of corporate headquarters, and location of office proposed to handle this project.

2. Project Team: Provide names, resumes, and office locations of key staff assigned to this project. Each

team member's education and qualifications shall be listed. Clearly identify the project manager.

Resumes are not included in the overall page count and should be included in the Appendix.

3. Project Understanding: Provide a statement summarizing how the consultant and/or project team is

particularly qualified for this project.

4. Scope of Services: Describe the consultant's approach and technical plan for accomplishing the work

listed herein.

5. Project Schedule: The consultant shall provide a schedule, itemized by task, for completing the scope

of work.

6. Project Budget: The consultant shall provide a proposed budget itemized by task and total project cost

stated as a firm fixed fee. This section shall include all proposed costs to provide the services desired.

Exhibit B - Project Budget must be completed and hourly rates for project staff must also be provided

as an attachment to Exhibit B. Proposals shall be valid for a minimum of 180 days following

submission.

7. Comparable Projects: Provide a description of at least three (3) related projects and the roles of each

key staff member in each project.

8. References: Three (3) references, including current contact name, phone number, and email for similar

projects. References are not included in the page count and should be included in the Appendix.

9. Appendix A: (Not included in the page count) Proof of ability to comply with and maintain the

insurance limits included as Section 16 of Exhibit C - Sample Agreement for the duration of the project.

10. Appendix B: (Not included in page count.) Acceptance of or requested changes to the Standard

Agreement for Professional Services included as Exhibit C.

11. Signature Sheet: Complete the included Signature Sheet and include it with the Proposal submission,

EVALUATION OF PROPOSALS

A committee of at least three staff shall evaluate all Proposals.

Proposals will be evaluated and scored on the following criteria:

● Demonstrated responsiveness, approach, and methodology of proposal (30 %)

● Demonstrated capacity of the project team to complete the proposal as submitted (20%)

● Proposed schedule for project management and completion (20%)

● Reasonable and competitive cost of the proposal (30%)

The evaluation committee may wish to interview Proposers with scores above a natural break during the

selection process. Should an interview process take place, the interview results will carry greater weight in the

selection process. However, the City reserves the right to select solely based on the proposals without further

contact.

The most highly qualified Consultant shall then enter into negotiations with the City to formalize the Agreement

and Compensation. If the City is unable to obtain a fair and reasonable price, or cannot reach an agreement

regarding the terms and compensation, then the City will end negotiations with that Consultant.

QUESTIONS REGARDING THIS RFP

Any questions or requests for interpretation or clarification, either administrative or technical, about this RFP

must be submitted via email to bidinquiries@cityoflancasterca.gov prior to 2pm on November 16, 2023. The

subject line should be “Questions – RFP 804-24.” Questions and answers will be posted via addendum. There

will be no individual meetings with firms wishing to propose on this project.

Oral statements concerning the meaning or intent of the contents of this RFP by any person is unauthorized and

invalid. The City will not be responsible for any other explanation or interpretation of the RFP, or for any oral

instructions. Any contact with City personnel other than identified above regarding this RFP may disqualify a

Consultant.

CLARIFICATION STATEMENTS

For clarification purposes, the words “Contractor”; “Consultant”; “Consultant”; “Supplier”; “Company”;

“Proposer” and “Bidder” shall be read to be one and the same. The words “Contract” and “Agreement” shall

be read to be one and the same. The words “Bid”; “Quote”; and “Proposal” shall be read to be one and the

same. “City of Lancaster” and “City” shall be read to be one and the same. “Request for Proposal” and “RFP”

shall be read to be one and the same.

NO CONTACT POLICY

After the date and time established for receipt of proposals by the City, any contact initiated by any Consultant

with any City representative, other than the representative listed herein, concerning this Request for Proposals

is prohibited. Any such unauthorized contact may cause the disqualification of the Consultant from this

procurement transaction.

PROPRIETARY MATERIAL

Be advised that all information contained in proposals submitted in response to this solicitation may be subject

to the California Public Records Act (Government Code §6250 et. seq.), and information’s use and disclosure are

governed by this Act. Any information deemed confidential or proprietary should be clearly identified as such.

It may then be protected and treated with confidentiality only to the extent permitted by state law.

COMPLETION OF PROPOSAL

Proposals shall be completed in all respects as required by this RFP. A proposal may be rejected if conditional

or incomplete, or if it contains any alterations or other irregularities of any kind, and will be rejected if any such

defect or irregularity can materially affect the quality of the proposal. Proposals which contain false or

misleading statements may be rejected. If, in the opinion of the City’s selection committee, such information

was intended to mislead the City in its evaluation of the Proposal, and the attribute, condition, or capability is a

requirement of this RFP, the Proposal will be rejected. Statements made by a Consultant shall also be without

ambiguity, and with adequate elaboration, where necessary, for clear understanding. Unauthorized conditions,

exemptions, limitations, or provisions attached to a Proposal will render it non-responsive and may cause its

rejection.

The Consultant, in responding to this RFP, must submit Proposals in the format identified in this RFP. The

Proposal must address all requirements of the RFP even if a “no response” is appropriate.

Costs for developing Proposals are entirely the responsibility of the Consultant and shall not be chargeable to

the City.

Only one Proposal is to be submitted by each Consultant. Multiple Proposals will result in rejection of all

Proposals submitted by the Proposer.

ERRORS AND OMISSIONS

If, prior to the date fixed for submission of Proposals, a Consultant discovers any ambiguity, conflict,

discrepancy, omission or other error in this RFP or any of its appendices or exhibits, Consultant shall immediately

notify the City of such error in writing and request modification or clarification of the document. Modifications

shall be made by written Addenda to the RFP.

Interested Consultants may submit requests for clarifications in email or writing. The City will compile all

requests and provide responses in written format to all Consultants who have furnished or requested an RFP.

If Consultant fails to notify the City, prior to the date fixed for the submission of Proposals, of an error in the

RFP known to the Consultant, or an error that reasonably should have been known to the Consultant, Consultant

shall submit its Proposal at his/her own risk, and if Consultant is awarded a Contract, Consultant shall not be

entitled to additional compensation or time by reason of the error or its later correction.

ADDENDA TO PROPOSAL

The City may modify the RFP, any of its key actions, dates, or any of its attachments, prior to the date fixed for

submission of Proposals by issuance of an Addendum to potential Consultants. Such Addendum shall also be

posted on the City’s website. Consultant shall acknowledge receipt of all Addenda in their Proposal. Any

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Public Arts Master Plan(Planning Consultant)

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