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Home My WebLink About03-13-17 Sub-Area Planning Howard Street Request for Proposal CITY OF PORT TOWNSEND Request for Proposals (RFP) RFP#17-05 Subarea Plan The City of Port Townsend, Washington is seeking a qualified consultant to assist with the preparation of a Subarea Plan. Background The City of Port Townsend, approximately seven square miles in size, currently serves a population of approximately 9,454. Over the next twenty years, Port Townsend's population is expected to increase by 2,711 to a total population of 12,165 by 2036. Four key geographical areas within the City provide services and employment: Downtown, Uptown, Fort Worden, and the Howard St/Sims Way Corridor. Downtown and Uptown are zoned commercial. The Howard St/Sims Way Corridor(see Attachment A: Study Area), the focus of this RFP, is zoned commercial, industrial, mixed-use, and residential. The City and its residents have long held a vision for the 238 acre Study Area as an employment hub that provides for living-wage jobs, housing and multi-use work districts. This vision was first articulated in the Gateway Development Plan (Gateway Plan) which was adopted by the Council in 1993. Today, almost 25 years later, the Community Direction Statement of the 2016 Comprehensive Plan Update (Comp Plan) continues to capture the vision expressed in the Gateway Plan. However, this vision has yet to be realized within the Study Area. Various roadblocks, including impacts from the recession, have prevented its full development. The City Council has tasked staff to draw upon the community's vision, previous studies, and assessments to coordinate a Subarea Plan that captures both the policy framework and regulatory framework in one document. Thus, providing for clear development expectations for anyone looking to build or do business within the Study Area. Deliverables The Consultant's work will include the following: 1. Public outreach to include planning sessions with representatives of the major stakeholders and residents. 2. Create a Subarea Plan document addressing the boundary of the development area, new and/or existing zoning districts, transportation network(both motorized and non-motorized), environmentally sensitive areas, and passive and active open space network. 3. Create development standards, regulations, and design standards that support employment targets and the overall vision for the Study Area. The City is interested in exploring more flexible land use mechanisms (e.g., form-based zoning). 4. Presentations for Planning Commission and City Council meetings, including the public hearings. 1 Consultant's work may include, decision to be determined, one or two additional items: A. Create signage standard for the study area. B. Assess the capacity to meet desired employment targets and incorporate land use and design options for achieving the appropriate density and mix of uses within the Study Area. A separate line item cost is requested for both items listed above. The Consultant's final product, the Subarea Plan, shall contain: • Vision, Goals, Objectives, and Policy Framework • Land Use, Circulation, Open Space/Trail Connectivity Concepts • Zoning Map and Regulations, Use Tables, Design Guidelines, and other Development Standards as appropriate If requested, • Signage Standards • Capacity Study The City desires to complete the Subarea Plan by the end of 2017, the signage standards, if requested, may follow by three months. Proposal Submission and Contractor Selection Submission Instructions: Proposals must be received by no later than 12:00 (noon) PDT on March 30, 2017. Proposals may be submitted as paper documents or as email attachments. Proposers are advised to contact the City with their intent to submit a proposal or verify with the City that there were no RFP amendments or delays before submitting a proposal. Proposals may be sent as an email attachment in PDF format to the attention of the City Clerk Office:jsanders @cityo @.us Sealed proposal documents can be mailed or delivered to: City of Port Townsend Attn: City Clerk Subarea Plan RFP 17-05 250 Madison St. Suite 2 Port Townsend, WA 98368 It is the responsibility of the supplier to be sure the proposals are sent sufficiently ahead of time to be received no later than 12:00 (noon) on the due date. It is the responsibility of the proposer to verify with the City either by email or telephone that the proposal has 2 been received. The City is not responsible for proposals that are delayed in the mail, or not received via email. Proposals received after the deadline will be deemed nonresponsive and will not be considered for contract award. Submission Requirements 1. A summary of the firm's qualifications as they relate to the scope of work. 2. A description of similar projects performed with similar agencies. 3. A description of the firm's proposed approach to this project and timeline. 4. A list of personnel who would be assigned to this project and resumes and references for each especially related to the scope of work. 5. Proposed not-to-exceed fee and any related costs over and above the contract fee. 6. A list of references knowledgeable of your firm's work on similar projects. Please include telephone numbers and addresses and email addresses, if possible. All proposal submissions must be prepared in accordance with the requirements set forth in this RFP. The Submittal shall not exceed ten (10)pages (5 double-sided sheets of paper). The front cover, the back cover, and a maximum two-page cover letter, may be in addition to the ten (10)-page limit. Evaluation Criteria Proposals will be evaluated according to the following criteria, listed in order of importance: 1. Recent experience and expertise with similar projects; specialized experience and technical competence of the firm and its personnel considering the scope of work. (25%) 2. Proposed cost to perform the work. (25%) 3. Capacity to perform the work(including any specialized services) within the time limitations, considering the firm's current and planned workload. (20%) 4. Proposed approach to accomplish the work required. (15%) 5. Past record of performance on contracts with Port Townsend, other governmental agencies or public bodies, and with private industry, including such factors as control of costs, quality of work, ability to adhere to schedules, cooperation, responsiveness and ability to communicate with a range of participants including elected officials, staff, members of the public and bargaining unit representatives. (15%) The proposals will be ranked on a scale of 1-5 then given the weight of importance (shown in the parenthesis above) for a final ranking. Selection Process An evaluation team shall review assess and rank the proposals according to the evaluation criteria. While cost is a consideration, the City is not required to award a contract to the lowest cost proposer. 3 Selected firms may be invited for an interview with the evaluation team to discuss the proposal and to answer specific questions. The purpose of the interviews will be to evaluate the experience and fit of the firms and to clarify and assure understanding of the requirements of the contract. References will be checked on one or more finalist firm. The City of Port Townsend reserves the right to accept or reject proposals submitted and to waive informational and minor irregularities and to request additional information required to fully evaluate a proposal. Proposals will not be publicly opened and, to the extent permitted by state law, will be kept strictly confidential during this process. Confidentiality of proposals is considered by Port Townsend as an essential element of maintaining fairness during the evaluation process. However, confidentiality cannot be guaranteed under the State Public Disclosure Act, Chapter 42.17 RCW. If a member of the public demands in writing to review portions of proposals which have been marked or identified as confidential, proprietary or business secrets, Port Townsend will notify the affected proposer prior to releasing such portions. The proposer shall take such legal actions as it deems necessary to protect its interests. If the proposer has not obtained an order prohibiting disclosure against the City and the requestor within five (5) calendar days after receipt of the notice from Port Townsend of a demand to review such portions of its proposal, the City may make such portions available for review and copying by the public as it deems necessary to comply with state law. The proposer asserting that portions of its proposal are legally protectable shall bear all costs of defending such assertion, including indemnifying and reimbursing the City for its administrative, expert and legal costs and judgments involved in defending itself in actions arising from such assertions by the proposer including (without limitation) any assessments under Chapter 42.56 RCW. By submitting a proposal with portions marked confidential, proprietary, business secrets or the like, the proposer has thereby agreed to the provisions of this section, including the defense and reimbursement obligations. The top ranked firm will be notified and asked to meet and submit their prospective scope of services and refine their fee (to be broken down by phases). If, after negotiation and consideration, the City is unable to reach an acceptable agreement with the top-ranked firm, they will terminate negotiations with the top ranked firm and, at their sole discretion, may: enter into negotiations with the second ranked firm; withhold the award for any reason; elect not to proceed with any of the proponents; or re-solicit new Proposals. BUSINESS LICENSE: The vendor or vendors awarded the contract will be subject to City of Port Townsend Business Licensing requirements. 4 Attachment A: Study Area —IL aym��.`. J ....., Study Area Sub Area Plan rn R-IV(MF) Is R-II(SF) ni. R-II(SF) _ aM R III(MF) PM n r yrr. P/os ly POs rns �, rl .J ll lFJ II H)