SCHEDULED TIME FRAME
Work on the project is anticipated to begin in December 2024 to be completed within (18) eighteen months of Notice to Proceed, with the understanding that the consultant, as the expert in the field, may suggest an alternative timeline based upon experience in review, amendment and execution of a Unified Development Code prior to the execution of a contract between the City and consultant.
PROPOSAL CONSIDERATIONS
It is the expectation of the City that the Proposing Team will present an approach that includes the necessary tasks, phases, deliverables and timeline to meet the objectives of this RFP. In doing so, the following should be considered:
• The consultant team will be provided with all available data and information that has been collected and assessed in previous reports, as applicable, upon request. The current Code provisions referenced herein may be accessed on Municode.
• The consultant team will be provided interim regulations for downtown that have been drafted but not adopted or vetted through a full community engagement process, including language that would establish a Historic Preservation Overlay and protect the integrity and character of the community core. Language has also been developed to adapt to recent changes in state legislation.
• The City is looking for a consulting team that can show a strong understanding and experience with development of a Unified Development Code in a manner that:
o Protects and builds upon the unique natural and historic resources of the community, as well as its resurging role in the health and wellness industry.
o Establishes a series of zoning districts that accurately reflect community character and development patterns in addition to base land use.
o Balances the need for community growth and preservation of community character while promoting those development traits preferred by the community.
o Eliminates barriers to revitalization and infill development.
o Promotes desired growth in key areas identified in the Comprehensive Plan, including downtown, the former site of Fort Wolters, as well as the areas surrounding the Mineral Wells Regional Airport and Palo Pinto General Hospital.
o Promotes creative development in rural areas that allows the community to retain its agrarian and equestrian character to the extent possible.
o Is accessible and user-friendly by the development community and general public to the extent possible and respects the limited administrative resources of smaller Texas communities.
• The Consultant team will be expected to build upon recent plans, most particularly the Comprehensive Plan, but also including the various other special area and topical plans.
• Community engagement is a critical element to development of the Unified Development Code. The consultant team should anticipate active dialogue with staff, key elected and appointed officials, relevant stakeholders, as well as the general public. Outreach should not only allow input but it should also educate and allow the community to visualize and understand key elements of the Unified Development Code.
• An interactive digital experience is considered critical to the city’s efforts to establish a code that is accessible and informative to the general public while also removing unnecessary barriers to development/redevelopment.
• The City has budgeted $250,000 for completion of the Unified Development Code.
PROPOSAL CONTENTS AND SPECIFICATIONS
Proposals should, at a minimum, include the information described below:
A. Introduction
The introduction should include:
• A general introduction to the proposed consultant team, including the primary consultant and any subconsultants;
• Indication of the unique qualifications, approach or other features that make the Proposing Team stand apart from competition;
• Names and contact information of individuals that will serve as project manager or with which the City can expect to regularly interact regarding the project;
• Commitments by the proposer regarding timely and cost effective delivery of products and provision of an outstanding product as presented in the proposal; and
• Commitments that the individuals presented in the proposal will be the individuals involved in the project as described, including name of daily contact, project manager and project staff. Any changes in the project team must be approved by the project managers of the City.
Please note that the introduction may also serve as a cover letter, if desired.
B. Project Understanding
The Proposing Team should detail their understanding of the project and the area. This section of the RFP provides the Proposing Team the opportunity to also show the depth of understanding of the need for the project, its impact, and the manner in which the Unified Development Code can help the City meet the vision established by the Comprehensive Plan and other plans completed by the community.
C. Proposed Project Team
Building upon information provided in the Introduction and Project Understanding, the Proposed Project Team section of the RFP should describe the team along with the manner in which this combination of team members meets the needs of the project, including:
• A profile of each firm involved in the proposal beginning with the primary firm. Information should include location of the organization, presence and use of a local office (if appropriate), the number of years the organization has been in business in the professions relevant to the RFP, and the number of professional staff in the firm;
• The roles that each firm will undertake in various aspects of the project such as focus on areas of specialization such as historic preservation or development patterns that promote preservation of natural and historic resources; and
• The management structure that will be employed to ensure success of the project, including the methods taken to ensure quality assurance and quality control.
D. Project Team Detail
The Project Team Detail section of the RFP provides the Proposing Team an opportunity to describe in greater detail the individuals to be involved in each aspect of the project. Information provided in this section should, at minimum, include:
• An organizational chart defining the different roles needed to complete the project, the individuals proposed to fill those roles, and the firm for which each person is employed. The organization chart should clearly delineate the project manager, deputy project manager and task leaders, as applicable;
• In addition to other roles, the organization chart should delineate the individuals charged with administration, community engagement, and quality assurance;
• A bio or resume describing the experience, skills and background relevant to this RFP for each individual in the consultant firm or subconsultant (if applicable) included in the organization chart or otherwise involved in the project; and
• A system of measurement to indicate the amount of effort each individual anticipates providing to the project.
E. Relevant Experience
The Proposing Team should provide examples of experience relevant to the various aspects of this project and in addressing the different elements of a Unified Development Code. Experience may be relevant in terms of scope, community character, scale or other as deemed appropriate by the proposing team. Relevant Experience should, at minimum, include:
• Three examples of relevant experience completed and implemented in the last five (5) years, including at least two examples in which the proposed project manager served as project manager;
• One example for each subconsultant, if applicable, also completed and implemented in the last five (5) years;
• Three contact references for prior projects, including name of individual, organization, proposing team’s role in the project, email address and phone number; and
• One reference for each subconsultant in the same manner as noted above.
F. Project Approach and Schedule
The Proposing Team should detail their approach to undertake the tasks necessary to adequately perform the requirements of the project and meet the Objectives and Considerations previously described in the RFP. The Project Approach should include, at minimum:
• A task by task methodology for completing the project with sufficient description to provide a clear understanding of the steps that will be taken at each stage of the process;
• A detailed discussion of community engagement efforts as well as tasks taken to ensure quality control throughout the process; and
• A project timeline that indicates the dates at which each task is expected to be complete, deliverables will be available for review, critical milestones will be met, community engagement activities are to take place and more as seen necessary by the Proposing Team. As noted above, this contract will be completed within 18 months of execution, unless otherwise agreed by the City.
G. Project Deliverables
The Proposing Team should define deliverables in terms of the stages at which deliverables will be provided as well as the type of deliverables to be expected. The Proposing Team, if selected for the project, will be responsible for development or production of all materials needed for meetings and presentations, unless otherwise determined in coordination with the City’s project managers, including graphics, images, tables, documents and more.
H. Fee
The Proposing Team should submit a budget describing categorical costs necessary to complete the proposal and indicate the approximate percentage of the available funding estimated to be required for each task. Respondents should be prepared to provide a detailed budget in a timely fashion should they be selected. Unless determined otherwise, the Proposing Team should assume a lump sum fee payable upon conclusion of specific tasks or deliverables or on a monthly basis. All travel, production and other costs associated with completion of the project are expected to be included in the proposed budget as part of the lump sum budget or as a separate not-to-exceed figure.
I. Samples of Similar/Applicable Work and Other Relevant Materials
The Proposing Team shall provide samples of similar or otherwise relevant work to further describe the capabilities or accomplishments of the team, including subconsultants in their proposed area of expertise. Samples should be provided as links to digital products with a simple statement of the relevance of the example to the City. The prime consultant should provide a minimum of three sample products with a minimum of one additional sample project per subconsultant.
EVALUATION PROCEDURES
A Selection Committee will review complete responses received by the closing date utilizing a scoring process to rank the accepted proposals. The Selection Committee reserves the right to select a preferred Consultant Team without interview. However, in the event that the Selection Committee opts to conduct interviews, then the Committee shall determine the number of firms to interview based upon ranking. Proposing Teams selected for interview will be notified by email or phone call to the project manager designated in the proposal no later than November 11, 2024, and selected firms are expected to make a presentation and answer questions of the Selection Committee by virtual interview on November 20, 2024.
The City reserves the right to contact Proposing Teams for clarification of information submitted and to contact references to obtain information regarding past performance, reliability and integrity. Requests for a debriefing are requested to be made within one week of notification of non-selection.
EVALUATION CRITERIA
The evaluation criteria for the Selection Committee will include the following broad categories as described in greater detail in the Proposal Contents section of this RFP:
• Project Understanding (10 percent)
• Caliber and Appropriateness of the Proposing Team (10 percent)
• Quality of Team Details including Project Management, Organizational Structure and Key Personnel (10 percent)
• Appropriateness and Quality of Past Experience (15 percent)
• Approach, including Community Engagement (25 percent)
• Quality of Deliverables (15 percent)
• Budget (10 percent)
• Other Elements (5 percent)
CONTRACT AWARD
The City will contact short-listed respondents with instructions as to how prepare for the upcoming interview. A recommendation will be presented to the City Council for approval to negotiate and execute a contract with the selected consultant team. The City reserves the right to reject any and all proposals or to discontinue pursuit of the project as deemed in its interest.
CITY RESPONSIBILITIES
The City is responsible for project administration and final decisions on all contractual matters. All inquiries about this RFP and attachments, as previously mentioned, should be directed to Nathan Dyhre and Michael Dunn.
