Request for Qualification for Comprehensive Plan Services RFQ#16-2001-05 City of Texarkana, Texas Planning and Community Development 220 Texas Boulevard Texarkana, TX 75501
Page 2 of 10 RFQ COMPREHENSIVE PLAN SERVICES INTRODUCTION: The City of Texarkana is requesting submission of qualifications from any and all parties wishing to be considered for consulting services related to updating a comprehensive plan. The current Comprehensive Plan was adopted in June 2001 with updates in 2007. PROCESS The acquisition of professional services for this project will be a two-part process. The first will be an evaluation of qualifications. Review of the qualifications will be conducted by a technical team made up of department heads and key staff within the City of Texarkana, Texas. Evaluation of the required submittal materials will be the basis for selection. Upon initial selection of the most qualified offeror(s), the selected firms will be interviewed by the technical team, where fee schedules will be a final determinant of whether a contract is awarded. The city may elect to reject any and all bids for any reason whatsoever. The offeror is at risk for all costs associated with the bidding process. Qualifications submitted shall be considered subject to the Texas Open Records Act. Any proprietary processes or costs shall be properly marked in accordance with the Act. ABOUT THE COMMUNITY: The City of Texarkana, Texas is located in the Northeast corner of the state in Bowie County at the junction of Interstate 30 and US highways 59, 67, 71, and 82. Texarkana is a bi-state city divided by Stateline Avenue separating the Arkansas and Texas sides of Texarkana. The City of Texarkana, Texas consist of 29.5 square miles and has a population of 36,411. Texarkana Texas is home to two higher education campuses, one community college, Texarkana College, and a public university, Texas A&M University-Texarkana. Texarkana serves as a regional retail, commercial, and medical center for the Ark-La-Tex area with two hospitals, CHRISTUS St. Michael Hospital and Wadley Regional Medical Center. Our area s public transportation provider, T-Line, operates in Texarkana, Texas, Texarkana, Arkansas, Nash, Texas, and Wake Village, Texas with its transit facility near downtown Texarkana, Texas. PLAN ELEMENTS:
Page 3 of 10 Texarkana s current plan was adopted in June 2001 and updated in 2007. The new plan should focus on the City s future from a citywide perspective with a strong emphasis on land use planning, infrastructure, transportation, economic development and neighborhood integrity and sustainability. Key issues facing Texarkana s community: Aging Infrastructure Vacant and Abandoned Properties Redevelopment of Downtown Long-term Community Sustainability General Scope of Work/Project Deliverables GENERAL SCOPE OF WORK: Comprehensive Plan Update Comprehensive Plan Maps Update (Future Land Use Map, Zoning Map, etc.) Downtown Master Plan Citizen Participation Plan Citywide Focus Goals, Objectives and Policy Statements Community Vision/L.I.F.T. Initiative/Bi-city Cooperation Future Land Use Public Transportation Neighborhood Integrity Infrastructure and Long Range Capital Improvements Pedestrian Mobility Parks, Open Space and Environment Economic Development Reuse Planning Alternative Transportation Options (bicycle/pedestrian) Streetscaping Sustainable Communities Current plans to be utilized as part of the plan s development
Page 4 of 10 The following plan elements should serve as a guide for plan s development. Additional components may be added during planning process. The consultant is welcome to suggest creative or innovative additions or modifications to these components. City of Texarkana, Texas Comprehensive Plan (2001) Future Land Use Map Update (2007) Texarkana Bicycle and Pedestrian Master Plan (2009) City of Texarkana, Texas Parks and Recreation Master Plan (2009) City of Texarkana, Texas Planning and Zoning Ordinance (2015) City of Texarkana, Texas Hazard Mitigation Plan (2011) City of Texarkana, Texas Storm Water Management Plan (2014) City of Texarkana, Texas Emergency Management Plan (2015) CDBG Annual Action Plan (2015) CDBG 5 year Consolidated Action Plan (2013-2017) Texarkana Regional Mobility Plan (2006) MPO Transportation Improvement Program (2015-2018) MPO Unified Planning Work Program (FY16-17) MPO FY15 Annual List of Obligated Projects MPO Texarkana Urban Transportation Study (2015-2040) City of Texarkana, Texas Capital Improvement Plan (Draft) TIRZ I Annual Report 2015 TIRZ II Annual Report 2015 Some copies of these plans are available online at http://www.ci.texarkana.tx.us and www.texarkanampo.com. Other copies may be requested as needed through the contact information listed below. Meetings and Public Engagement: The following are general expectations for the meetings and a public engagement process. The selected consultant shall also provide recommendations for this process. The final framework and process will be finalized pending negotiation of the final contract: General expectations for meetings and public engagement process are outlined below with additional recommendations provided by the selected consultant: Initial meeting with city staff to review the project schedule, tour the city, schedule meetings, both internal and public meetings, and finalize plans for data compilation,
Page 5 of 10 process for creation of stakeholder committee, focus groups, town hall meetings and other community engagement opportunities. Workshop with City Council, Planning and Zoning Commission, Texarkana Metropolitan Planning Organization staff and City staff. Develop website for information and community engagement including online survey and other engagement tools such as visual preference surveys, interactive GIS, and other virtual engagement tools for citizen participation. Community outreach/town hall meetings. Charrettes for master planning of various geographic areas at meetings as well as virtual charrettes on website. Schedule / Process January 31, 2016 -RFQ distributed. March 2, 2016-2:00 p.m. Completed RFQ due to City March 3, 2016 - Selection Committee to review submittals By March 10, 2016 -Selection Committee to interview selected consultants and select consultant. March 28, 2016 Council Review April 11, 2016 Council Agenda By April 19, 2016 The consultant will meet with key City Staff to discuss the project, existing documents, strengths and weaknesses, identify the format and approach for the new plan, and tour the city. By May 31, 2016 - Host first public engagement initiative. June 15, 2016 - The consultant will submit a final methodology and outline for the project. June July, 2016 The consultant will meet with various constituent groups including developers, design professionals and residents including at least 4 open house formats to solicit ideas and comments from the public. August/September, 2016 - The Consultant will coordinate with the City Staff and the Planning & Zoning Commission as the draft plan is developed. October, 2016 - The Consultant will host a day-long open house for the public and present the draft to the public for comments and input. December, 2016 - The consultant will submit draft documents to the City for initial review and then present to the P&Z Commission and City Council for comments. January, 2017 - The consultant will submit draft documents with requested revisions for public comment at a City Council Workshop. February 15, 2017 - Consultant will submit final documents for final City review. March 31, 2017 - The consultant will submit to the City five (5) bound master copies and an electronic master of copy of the document in its original format.
Page 6 of 10 SUBMISSION REQUIREMENTS: The project is expected to commence no later than April 19, 2016 and to conclude approximately 9 months thereafter. Any firm wishing to be considered for providing the services described in this RFQ shall submit 10 bound copies of their submittal along with the following information to: Purchasing and Contracts Department City of Texarkana, Texas P.O. Box 1967 220 Texas Blvd. Texarkana, Texas 75504 Phone: (903) 798-3976 Email: moores@txkusa.org Qualifications packages should include, but not be limited to, information on the following evaluation criteria: Specific Requirements. At a minimum, each submission must be arranged according to the following outline: 1. Title Sheet: The title sheet must provide the name(s) of the team submitting with the name of the primary contact clearly identified. 2. Cover Letter: The cover letter must indicate the composition of the entire team including the Principal in Charge, Project Manager and support team. 3. Table of Contents 4. Provide a list of current active projects, including the name, type of project, location, firm's role in the project and status of the project. 5. Summary of firm s background and focus. 6. Provide a minimum of three (3) and a maximum of five (5) representative completed projects. Each past performance project description should also contain: Location;
Page 7 of 10 Client; Date of project involvement; Project description including illustrative materials and a written description of why this example is relevant to this master planning project; Probable cost and scope of the project; Specific services performed by the firm. 7. Public engagement approach. List at least three innovative public engagement activities utilized in past projects. 8. Team Composition: provide names, titles and qualifications of individuals who will be assigned to the project. This section of the response should include descriptions of the respective roles that will be played by team members. Discuss the experiences of team members on the example projects referred to above. A resume (no more than one-page in length) should be included for key team members in an addendum to the response. 9. Professional References: List a minimum of three (3) references for each firm. List references for the example projects. For each reference list the contact's name, address, phone number and relationship to the firm. 10. Statement of Philosophy and Project Understanding: Provide a concise statement (one page) outlining the philosophy of the team in approaching projects of this nature and the team's grasp of issues and goals to address in the study. 11. Evidence of professional licensing in Texas. 12. Draft of typical professional services agreement (PSA) terms and conditions (exlucsive of pricing inforamtion) Qualifications packages shall not exceed 20 pages. Resumes of professionals and draft PSA are excluded from the page count. CRITERIA FOR CONSIDERATION OF QUALIFICATIONS: The following factors will be used to evaluate consultant's qualifications: 1. Technical Approach/Understanding of comprehensive planning for a unique city with
Page 8 of 10 an ageing infrastructure; 2. Experience and knowledge in developing similar plans by consultant personnel who will be directly involved with the project; 3. Ability to complete the plan within the given timeframe; 4. Ability to maintain communication on plan development; 5. Ability to involve partners and stakeholders in the planning process; 6. The ability of the firm to perform the proposed work; 7. References. SELECTION PROCESS: A selection committee will review statements of qualification. The following timeframe has been established: January 31, 2016 -RFQ distributed. March 2, 2016-2:00 p.m. Completed RFQ due to City March 3, 2016 - Selection Committee to review submittals By March 10, 2016 -Selection Committee to interview selected consultants and select consultant. March 28, 2016 Council Review April 11, 2016 Council Agenda By April 19, 2016 The consultant will meet with key City Staff to discuss the project, existing documents, strengths and weaknesses, identify the format and approach for the new plan, and tour the city. By May 31, 2016 - Host first public engagement initiative. June 15, 2016 - The consultant will submit a final methodology and outline for the project. June July, 2016 The consultant will meet with various constituent groups including developers, design professionals and residents including at least 4 open house formats to solicit ideas and comments from the public. August/September, 2016 - The Consultant will coordinate with the City Staff and the Planning & Zoning Commission as the draft plan is developed. October, 2016 - The Consultant will host a day-long open house for the public and present the draft to the public for comments and input.
Page 9 of 10 December, 2016 - The consultant will submit draft documents to the City for initial review and then present to the P&Z Commission and City Council for comments. January, 2017 - The consultant will submit draft documents with requested revisions for public comment at a City Council Workshop. February 15, 2017 - Consultant will submit final documents for final City review. March 31, 2017 - The consultant will submit to the City ten (10) bound master copies and an electronic master of copy of the document in its original format. CONDITIONS AND LIMITATIONS: The City expects to select a consulting firm from the qualifications submitted, but reserves the right to request substitutions of firms. The City also reserves the right to reject any or all responses to the RFQ, to advertise for new responses, or to accept any response deemed to be in the best interest of the City. A response to this RFQ should not be construed as a contract or an indication of a commitment of any kind on the part of the City, nor does it commit either to pay for costs incurred in the submission of a response to this request or for any cost incurred prior to the execution of a final contract. Upon selection a c ontract shall be prepared negotiated and fully executed before work is initiated. The City reserves the right to dismiss any part or all of the contracted team when, in the City's opinion, the project is not moving as scheduled or is hindered in any way by the actions or personalities of team members. DEADLINE FOR RESPONSES: All statements of qualification and interest, and associated submittal materials, must be submitted no later than 2:00 p.m., Wednesday, March 2, 2016 in order to be considered. Teams of two or more consulting firms are acceptable. Teams composed of two or more firms should combine their statements into one package. CORRESPONDENCE: All questions and general correspondence should be sent to the following: Planning and Community Development
Page 10 of 10 Daphne Ryan City of Texarkana, Texas P.O. Box 1967 220 Texas Blvd. Texarkana, Texas 75504 Phone: (903) 798-3934 Email: dryan@txkusa.org