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Company Name
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Company City, State and Zip
Dear Mr. ______:
The City of Rancho Palos Verdes (“City”) is seeking Statement of Qualifications (“SOQ”) from professional consultants interested in assisting the City’s Infrastructure Financing Team, comprised of City staff, the City’s financial advisors from Fieldman, Rolapp & Associates, Harris & Associates and the Deputy City Attorney with the development and implementation of a Public Information Program (“Program”) regarding the City’s needs for Infrastructure Renewal and Maintenance, consistent with City Council’s direction.
The program will educate the City’s Finance Advisory Committee (“FAC”), City Council and the public about the City’s needs for Infrastructure Renewal and Maintenance, related costs and methods of financing. The Consultant will be expected to develop and implement overall communication strategies, tactics and activities, as well as understand all aspects of the City’s needs for Infrastructure Renewal and Maintenance. The consultant selected by the City Council will become a member of the Infrastructure Financing Team.
BACKGROUND
City Staff and the FAC presented the following two staff reports to the City Council on March 4, 2003 and June 17, 2003, respectively. The following staff reports provide additional insight about the Infrastructure Renewal and Maintenance project and can be accessed via the following links to the City’s website.
· Financing Alternatives
http://www.palosverdes.com/rpv/citycouncil/agendas/2003_Agendas/MeetingDate-2003-03-04
· Proposed Workshop Regarding Infrastructure Financing
http://www.palosverdes.com/rpv/citycouncil/agendas/2003_Agendas/MeetingDate-2003-06-17
During a Tactical Planning workshop between the City Council and staff conducted on January 10, 2004, the City Council directed staff to formulate and present a comprehensive plan to renew infrastructure by July 1, 2005, including the following:
1) By March 31, 2004, the Public Works Director will complete an update of the Storm Drain Master Plan.
2) By July 31, 2004, the Public Works Director will complete the initial phase of the sewer Investigative Program.
3) By September 30, 2004, the Infrastructure Financing Team will present a tax/fee/assessment/bond/loan proposal for the financing of street/storm drain/sewer maintenance to the City Council and the FAC at a public workshop.
4) The City Council directed staff to proceed with selection of a public information consultant to advise the Infrastructure Financing Team and the City Council with the development and implementation of an educational program, citizen surveys and other community outreach programs to design successful ballot initiatives, assessment districts or other funding mechanisms. Staff will make a recommendation to the City Council regarding the selection of a public information consultant soon as possible.
5) By July 1, 2005, the Council will approve the final infrastructure renewal plan and, if required, a ballot initiative prepared for the November 2005 general election.
During the Tactical Planning Workshop conducted on January 10, 2004, the City Council decided to postpone conducting additional workshops until the Infrastructure Financing Team has progressed further in the formulation of a comprehensive plan to renew infrastructure.
In the opinion of the Infrastructure Financing Team, the following excerpt from the staff report to the City Council, dated June 17, 2003, titled Proposed Workshop Regarding Infrastructure Financing, describes one of the most important planning issues for the selected consultant to advise the Team, the FAC and the City Council about:
“…, the estimated cost of long-term (defined as approximately 20 years) infrastructure improvements and related maintenance is not known at this time. Public Works Staff and the Open Space Planning And Recreation and Parks Task Force (the “Task Force”) have been working towards developing long-term plans, including estimates of their respective costs, for the storm drain system, the sewer system and recreational and park facilities and programs of the City. If considered separately, storm drain improvements, sewer system improvements and recreational and park facilities, programs and related maintenance each have unique long-term financing methods and timelines best suited for the City and its residents. Conversely, it may be cost-effective to develop a long-term financing plan for all, or a combination of storm drain improvements, sewer system improvements and recreational and park facilities, programs and related maintenance.”
Staff expects that the Infrastructure Financing Team will conduct interviews to select the consultant prior to February 20, 2004 and make a recommendation to the City Council during the month of March 2004.
SUBMITTAL CONTENT
COVER LETTER
A brief introductory letter, including the company’s number of years in business, references for similar projects, office locations and other pertinent information. Clearly indicate the designated contact and authorized representative (principal-in-charge) with mailing address, telephone and facsimile numbers.
PROFESSIONAL QUALIFICATIONS
List the name, title, hourly billing rate and level of experience of all team members. Describe the responsibilities of the team members on this project. Provide an organizational chart of the project team and indicate the expected contributions of each staff member in time as a percentage of the total effort. Highlight projects of similar size and scope where the staff member’s role was similar to their role on this project.
CONSULTANT QUALIFICATIONS
Consultants should provide an explanation of the firm’s experience with community outreach, especially in the area of public works projects and infrastructure financing issues, and the alternatives available to establish a dedicated revenue source for the long-term financing of infrastructure improvements. Consultants should also demonstrate experience in the following areas:
· Developing and analyzing public opinion surveys.
· Working with reporters and other members of the media.
· Working with policy makers and opinion leaders.
· Successful experience in completing projects similar in scope and complexity.
· Tactical planning for public outreach/education.
Consultants should provide a list of client referrals associated with past experiences for the services described above.
CONSULTANT EVALUATION & SELECTION PROCESS
The Infrastructure Financing Team will evaluate all submitted SOQ’s and subsequently interview a limited number of consultants. The consultant evaluation and selection process will be based on the following:
· Project Approach
· Project Team Experience and Qualifications
· Project Team Availability
· Familiarity with the City’s Specific Needs/Circumstances
· Results of Reference Checks
The City reserves the right to select or reject any and all consultants who submit responses, to waive minor defects or technicalities contained in responses, or to solicit new SOQ responses on the same project or on a modified project which may include portions of the originally proposed project as the City may deem in its best interest.
SCOPE OF WORK
The scope of work to be performed by the Consultant will address the development and implementation of a cost effective Public Information Program to educate the FAC, City Council and the public about the City’s needs for Infrastructure Renewal and Maintenance, related costs and methods of financing. The Consultant's services shall include, but may not be limited to the following tasks:
Development of a Strategic Communications Plan:
The communications plan shall include strategies, tactics, activities, an implementation schedule and a corresponding budget. Upon approval of the plan, the Consultant shall be responsible for implementing the plan.
Implementation of Public Information and Outreach Program Shall Include:
· Collateral Materials
· Media Relations
· Community Relations
· Government Relations
· Advertising
Subject to the advice of the consultant selected, the City Council may direct staff to conduct additional public workshops.
SUBMITTAL REQUIREMENTS AND CONTACT INFORMATION
SOQ’s must be submitted in electronic format (Adobe PDF version 5.x or later) and emailed to . Responses must be received by midnight, February 10, 2004. No hard copy should be submitted. All questions regarding this SOQ should be directed to: Dennis McLean, Director of Finance & Information Technology, City of Rancho Palos Verdes, 30940 Hawthorne Boulevard, Rancho Palos Verdes, CA 90275, (310) 544-5212.
Sincerely,
Dennis McLean
Director of Finance & Information Technology