Comprehensive Master Plan Consulting Services Request for Proposals 2024 2025 002

Solicitation ID:

2024-202-002

Status:

Addendum Posted

Contact Name:

Natalia Witmer

Contact Number:

(210) 655-0022

Contact Email:

nwitmer@windcrest-tx.gov

Response Due Date:

2/12/2025

Response Due Time:

2:00 PM

Agency/Texas SmartBuy Member Number:

M0157

Posting Requirement:

21+ Days for Solicitation Notice

Solicitation Posting Date:

1/21/2025

Last Modified:

1/21/2025 7:41 pm

Attachment URL: https://www.windcrest-tx.gov/400/Bid-Openings-RFQs-RFPs

Class/Item Code:

90657-Land Development And Planning ;
90664-Planning, Urban (Community, Regional, Area Wide, And State);
91890-*Strategic Technology Planning And Consulting Services;
91892-Urban Planning Consulting;

CITY OF WINDCREST

REQUEST FOR PROPOSALS

RFP 2024-2025-002

COMPREHENSIVE MASTER PLAN CONSULTING SERVICES

The City of Windcrest is accepting sealedproposals from qualified professional companies to providean update to the City’s Comprehensive Master Plan. Interested firms are invitedto submit their proposals for consideration. A copy of the Requestfor Proposals (“RFP”) will be made available on the City’swebsite, www.windcrest-tx.gov .

Proposals must be receivedin the Finance Department in a clearlymarked envelope stating, “RFP 2024-2025-002– Comprehensive Master Plan Consulting Services” along with the “consultant’s name” no later than February 12, 2025, 2 p.m. localtime to the address listed below. Proposalsreceived after the deadline will not be opened and will be considered void and unacceptable.

Proposals must be addressed and delivered to: City of Windcrest

Attn: Municipal Finance Officer

8601 Midcrown

Windcrest, Texas 78239

Proposals willbe publicly opened at 2:00 p.m. local time in the Finance Office at the addresslisted above. Only the names of the firmssubmitting an RFP will be read aloud.All inquiries aboutthis RFP must be submitted in writing to the Municipal Finance Officer via email: nwitmer@windcrest-tx.gov .

INFORMATION FOR PROPOSALS

The City of Windcrest(the “City” or “City of Windcrest”) is seeking proposalsfrom qualified professional planning firms to provideprofessional consulting services to develop the City’s Comprehensive Master Planto include Branding and Wayfinding design services. The selected firm will build upon and coordinate with other recent and concurrent planning efforts and studies.

TheComprehensive Master Plan shall include but not be limited to the followingplanning elements: Future Land Use Map, Parks, Open Space, Transportation,Sustainability, Impacts of Current and FutureGrowth, Economic Development, Marketing Strategies, Community Branding,and Wayfinding Signage .

The Cityenvisions a process that will create a Comprehensive Master Plan that willguide responsible development, identify capitalimprovement projects, and develop sustainability efforts for the nextten years. An evaluation and appraisal reportwill be prepared every five years, whichwill involve thorough reviewof the Plan’s goals, objectives, policies, and recommendations, as well asreassessment of the overall community vision.

RECEIPT AND OPENINGOF PROPOSALS

SealedProposals must be received in the Finance Department in a clearly marked envelope stating “RFP 2024-2025-002 – Comprehensive Master Plan Consulting Services” no later than February 12, 2025, 2:00 p.m.local time. Proposals received after the deadline will not be opened and willbe considered void and unacceptable. Contact with elected officials, committeemembers and other staff members is grounds for disqualification.

Firms submitting a requestfor proposal shall submit (3) three hard copies and (1) electronic (PDF) version of the proposal. Proposals shouldbe limited to no more than 3 5 pages (frontand back) using a 12-point font.Until the City awards the final contract, the City reservesthe right to rejectany and/or all proposals, to waivetechnicalities, to re-advertise, and to proceedotherwise when in the best interest of the City to doso.

RFP responsesmust be signed and submitted by principals, officers,and/or directors of submittingparties, having the required authority to bind their company to a contract.

For moreinformation or questions regarding submission requirements, please contact the FinanceDepartment at (210) 655-0022 ext. 2820,or by email at nwitmer@windcrest-tx.gov .

SELECTION PROCESS MILESTONES

The following projecteddates are set forth for your knowledgeand understanding:

RFP Issue Date: January 21, 2025

Submittals from Consultants Due: February12, 2025, 2:00PM CST

Evaluation Committee Scoring Due : February 17-28, 2025.

Contract Award: Contract award is upon City Councilapproval - (estimated date – March 3 or March 17, 2025 )

SCOPE OF WORK

The City seeksto contract with a consulting firm or team that possesses extensive experiencein city planning, community development, sustainability, public participation, transportationplanning, economic development and marketing strategies, community branding andwayfinding signage. The consultant shall organize and lead the communityconsensus planning efforts through a series of public workshops and meetingswith city stakeholders, community leaders to identify planning and developmentgoals and objectives. The planning process should also consider the localeconomy, business atmosphere, industry forecast, futureland uses, demographics, natural growth, anddevelopment trends in the region.

City officials anticipate key projecttasks to includethe following:

1. Infrastructure - Incorporate the current infrastructure in place and recommend goals,policy, and action items for future infrastructure to include CapitalImprovements Plan update. Address growth management strategies as it relates toinfrastructure, as well as projections for needed items.Emphasis on Low Impact Development will also be included as it relatesto stormwater systems, ponding, public lighting and landscaping.

2. Multimodal TransportationSystems - Reviewcurrent street and pedestrian networks and proposed projects and createstrategies for pedestrian and bicycle connectivity to parks, open space. Thisincludes internal City streets, sidewalks, trails, and public transit networks.Coordination with Bexar County, Alamo Area Council of Governments, and TexasDepartment of Transportation, among others as may be necessary.

3. Current and Future Land Use- Developrealistic population projections and build-out scenarios utilizing preferredland-use patterns for the City and ETJ. The build-out scenarios shall includeland use projections, population densities, development phasing models, andinfrastructure improvements as required. Take into consideration developmentand land use of the new Windcrest International Business Park. Review, analyze and provide the land use anddevelopment goals, policy and action items of the Plan and refine as needed toaccount for shifting demographics and vision of the community. Consider land values andunderutilized property. Deliverable includesa Future Land Use Map.

4. Facilities - Review and analyze the needsfor community facilities including a pool and athletic fieldsand courts based on population, demographic projections, and regional gaps and demands. Also,review all City office and maintenance facilities to ensure proper alignmentand best use of dated buildings and structures. Consider possible need for new Citymixed use property / buildings for use and economic opportunities.

5. Parks, Trails, and OpenSpace - Reviewand analyze the need for more parkland based on population and demographicprojections. Review and update the City’s current development standards andmake recommendations for how to increase parks, open spaces, and walking trailsto meet the needs of various types of users and abilities.

6. Sustainability - Focus should be made onintegrating sustainable practices throughout the Plan elements. Additionally,goals or policy recommendationsshould be put forth that make the Citymore sustainable such as building/architectural standards, renewable energy,stormwater management, water conservation, and waste minimization; providerecommendations for sustainable and resilient development practices.

Branding Plan: Review and analyze the current use of the City logo. Considerthe impact of the yearly Light-Up event and its notoriety Create a distinct, unique and recognizableidentity

1. for the City of Windcrest apart from surrounding communities andestablish a strong Sense of Place using either a new or building on theexisting brand concept and logo. Analyze “first impression” gateways and entryareas. Should consider ways to position residential, commercial and businessdistricts as premier destinations. Embrace the City’s heritage and charm whilepromoting new thoughts about business development.

2. Wayfinding and Signage Plan: Create design standards for policy, designcriteria, and graphics to provide guidance to the City as signage isimplemented and a site plan for multi-modal and multi-destination wayfindingsystems. Recommend signage and designfor gateway points to welcome and guide visitors from major entrance pointsinto and within the City toward schools, parks, recreational amenities, CityHall, and City Police and Fire. Establish standards for citywide wayfindingsignage that is reflective of the City’s character and specific neighborhoodidentity.

3. Regional Markets and Trends: Review andanalyze regional market conditions and trends for the San Antonio MSA, specificallyfor the commercial, office, hotel and retail opportunities along IH 35.

4. Public Participation - As part of the plan process,the City desiresto place a major emphasis on community engagement. The Cityconsiders the Comprehensive Master Plan a foremost opportunity to engage the public and involve them in formulating a Plan that truly belongsto the community and implements thesevalues. The proposedpublic engagement strategymust include the latesttechnologies and be full accessible, creative, inclusive, efficient, and reliable with the goal of channeling this input into realistic alternatives for consideration by the public.

PROJECT GUIDELINES

Throughout theprocess the selected consultant will be expected to utilize their experienceand drive the process. To achieve this goal, and utilize the experience of theselected consultant, the City will require the following expectations, amongothers, be met and identified within the consultant’s proposal:

1. Initial meeting with City staff to review project timeline, schedulemeetings and begin the process of data acquisition.

2. Review all existingplans, maps, documents, data, and other materials relevantto the project. The City will provide all available existingdocumentation to the selected consultant, however, coordination with publicutilities and other public entities may be required. The selected consultant will study, amendas needed, and consolidate applicable materials into the Plan.

3. Conduct meetings with key electedand appointed officials. The selected consultant will lead stakeholder and employee outreach. Participation efforts with City staffproviding assistance where needed.

4. Plan and implement an extensive stakeholder and public outreach processthat is fully accessible and responsive to the community’s needs using a rangeof methods to inform and involve stakeholders, citizen organizations and thegeneral public.

5. Develop Plan goals, objectives, and implementation strategies based ontechnical data and public input.

6. Draft materials for review and comment by the City in accordance with aschedule at the beginning of the planning process.

7. Confirm the final Plan conforms to all Federal,State, and local codes.

1. Analyze consistency of current City ordinances and policies inrelationship to the Plan goals andobjectives.

2. Prepare draft document forpublic review and comment, and present to City boards, committees, commissions,and City Council as necessary.

3. Prepare final draft document and present to all associated meetings andpublic hearings for adoption of the Plan. This will include maps, GISshapefiles, PDF files, and all planning documents in the various electronicformats that may be required.

4. Provide at least weekly updates, primarily through email or telephoneand occasionally in person, to updateCity staff on project status,discuss issues and review drafts.Periodic written status reportsand status presentations mayalso be required to the Planning and Zoning Commission and City Council.

5. Total project timelineshould not exceedfourteen (14) monthsfrom contract execution.

PROPOSALS

The responsemust include three (3) hardcopies submitted in bound volume on standard 8½” x 11” paper, along with one (1) electronicpdf version submitted on a flash drive. Hardcopy charts and exhibits for the hardcopyoriginal may be of a larger size but must be folded to the standard size. Anysuch foldout pages will count as one (1) page, but the response shall belimited to two (2) foldout pages. The response itself shall be limited totwenty-five (25) pages, double-sided, and mayinclude typed text, graphics, charts,and photographs (exceptwhen found on section dividers and not referenced in the text). Minimum type or font size for text is 12- point. The minimum for non-text portions, such asgraphics and charts, is 10-point.

At a minimum, proposal submittals should include:

Section 1. Proposal Narrative - Allproposal information shall be presented in a single-bound volume that has been checked sufficiently to ensure completeness and accuracy of detail. Proposals that do not comply with theinstructions in this RFP will not be accepted. It is mandatory that theproposal contains the following items and be presented in the following order:

1. Signed Cover Sheet (see page 11)

2. Title Page

• Show the RFP title being proposed on, the name of your firm, address,telephone numbers, name of acontact person and date.

3. Letter of Transmittal

• Identify the RFP projectfor which the proposal has been prepared.

• Briefly state your firm’s understanding of the servicesto be performed and make a positive commitment to provide servicesas specified.

• A corporateofficer or another individualwho has the authority to bind the firm must sign the letter. The name andtitle of the individual(s) signing the proposal must be clearly shownimmediately below the signature.

4. Table of Contents

• Clearly identify the materials by Section and Page Number.

5. Core Content

a) Recent ComprehensivePlanning Experience: Include a brief statement concerning the recent relevant experience of the personsfrom your firm and each sub-consultant who willbe actively engaged in the proposal effort. Do not include firm experiencesunless individuals who will workon this project participated in thatexperience. If the consultantproposal includes sub-consultants, a list of such consultants shall besubmitted, and qualifications and experience stated for each subconsultant.

b) Consultant Work Approach: The proposal must include abrief description of the Consultant’s overall approach to comprehensiveplanning and any unique capabilities the firmcan bring to the project.Also include information addressing how the Consultant plans to provide project management,quality assurance, contract deliverables, budget and cost control, schedulecontrol, and internal/external coordination for this project.

c) Key Project Personnel: It is recommended personnelhave a thorough knowledge and understanding of Municipal Government operationsto provide perspective related to comprehensive planning analysis and recommendations. Specificbackground information for key individuals who willbe assigned to theproject must be included.The background information on these individuals should emphasize theirwork experience relativeto project requirements,current projects, and availability. The proposed key personnel must be thepersonnel assigned to the project. It is intended that the personnel assignedwill carry this project to its conclusion. Firms shall fully disclose and identifyany subcontractors or partners and their representative roles in providingservice.

d) Rates and Expenses: Provide a proposed feeschedule in a lump sum not-to-exceed maximumamount and separateprice for traveland related expenses(if applicable). Firms shall incur no travel or relatedexpenses chargeable to the City without prior approval by an authorized Cityrepresentative. Consultants may submit proposals on any task or combination oftasks and may propose alternative payment methods (i.e.: hourly rates).However, expenses not specifically listed will be considered. The actualcontract amount will be negotiated after the consultant has been selected andthe scope of work finalized.

e) Past Project Performance: Provide the names,addresses, current telephonenumbers, and brief projectdescription of three past or current clients who can comment on aspects of yourwork relevant to this proposal.

f) Supporting Attachments: Attach only information pertinent to the project beingproposed and that will provide reviewers clear and concise insights intoyour firm’s capabilities. Include a timeline for estimated completion datesfrom start to finish with a summary of key benchmarks. Attach any otherexhibits Consultant would like for the City to review.

Section 2. - Identify if your firm hashad any contracts terminated due to non-performance over the last five (5)years.

Section3. - Provide disclosure of anypotential or existing conflictof interest(s).

For complete paperwork please visit city's website,