4.4. SR 03-04-2013 Elk REQUEST FOR ACTION
River
TO ITEM NUMBER
Mayor and City Council 4.4
AGENDA SECTION MEETING DATE PREPARED BY
Consent March 4, 2013 Jeremy Barnhart, Planning Manager
ITEM DESCRIPTION REVIEWED By
Request for Proposal for Comprehensive Plan Suzanne Fischer, Community
Operations &Development Director
REVIEWED BY
Cal Portner, City Administrator
ACTION REQUESTED
Authorize by motion to advertise for proposals to complete the 2013 Comprehensive Plan.
BACKGROUND/DISCUSSION
Included in the 2013 budget were funds to the Comprehensive Plan. The initial step is to request
proposals. Staff has prepared a Request for Proposal (RFP) outlining what the city seeks and the process
of recommending a consultant.
The RFP requests written submittals to update the existing 2004 Comprehensive Plan. The RFP outlines
the need for a participatory process that,at its conclusion,will provide short and long term goals to
achieve the community vision. Details of the participatory process are not prescribed;how a respondent
plans to achieve this critical component is key to the success of the proposal. It is recognized that the
public input portion of this project is by far the most costly.
Staff intends to send the RFP to firms with experience working on similar projects or those that have
worked with staff in the recent past. The RFP will also be posted on the League of Minnesota Cities
website. RFPs are due March 29.
During the 2013 budgeting phase,the feasibility to combine the Comprehensive Plan and the Parks
Master Plan was discussed. Staff is not opposed to a joint effort;however,the level of detail in each
project is expected to be vastly different, and therefore, a combined plan is not recommended. It is
anticipated however,that the two projects will share base information including demographic research.
This will reduce the cost of the Park Master Plan which is expected to start later this year.
FINANCIAL IMPACT
The 2013 budget includes $80,000 from various departments to update the Comprehensive Plan. This
figure was based on recent experience from neighboring communities. Proposals over this budget may
affect the timing and/or the scope of the project.
ATTACHMENTS
■ RFP draft
POWERED 0
1`4 f U R E
REQUEST FOR PROPOSAL TO UPDATE THE COMPREHENSIVE PLAN
FOR THE CITY OF ELK RIVER, MINNESOTA
Proposal Due Date/Time
March 29, 2013
4:00 P.M. (CST)
CITY OF ELK RIVER
Community Operations and Development Department
13065 Orono Parkway
Elk River, MN 55330
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REQUEST FOR PROPOSAL TO UPDATE THE COMPREHENSIVE PLAN FOR
CITY OF ELK RIVER, MINNESOTA
SECTION I. GENERAL INFORMATION
This document solicits Requests for Proposal (RFP) to update the Comprehensive Plan
for the City of Elk River, Minnesota.
Contract Administration
Address all correspondence regarding this RFP to:
Jeremy Barnhart
Planning Manager
City of Elk River
13065 Orono Parkway
Elk River,MN 55330
jbarnhart@elkrivermn.gov
All firms whom receive or download this RFP are requested to register their name and email address
by sending an email to jbarnhart&elkrivermn.gov. Any revisions or corrections to this RFP after
posting will be communicated to those registered RFP holders. Failure to register your contact
information may result in nonparticipation of the RFP process. A proposal will not be considered if
it fails to include all requested information as detailed in this original RFP and any subsequent
modifications.
Any requests for additional information that may be needed for the preparation of the proposal
should be directed to Planning Manager Jeremy Barnhart at (763) 635-1034, or
jbarnhartkelkrivermn.gov. All questions must be received before 4:30 pm,March 22, 2013.
Questions received after that time will not be addressed.
Submittal of Proposal
Please provide three (3) paper and one(1) electronic (pdf) copy of the Proposal for the evaluation
process.
Address submittals to:
Jeremy Barnhart
Planning Manager
City of Elk River
13065 Orono Parkway
Elk River,MN 55330
Submittals will be accepted until 4:00 p.m. on March 29, 2013.
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Acceptance of Proposal Contents
The contents of this RFP will be included as part of the contractual obligations if a contract ensues.
All information in the proposal is subject to disclosure under the provisions of Minnesota Statutes
Chapter 13 —Minnesota Government Data Practices Act.
SECTION 2: OVERALL SCOPE OF SERVICES
The final scope of services will be developed in collaboration with the selected firm.
Components of the Plan,at a minimum,will include:
1. Participatory Process — Develop, coordinate and conduct a public process to encourage
citizen input. The interaction and participation of residents, business leaders, elected
officials, and administration is critical for the development and success of the plan. A
participation program will need to be developed to incorporate local knowledge and
experience. This is advantageous as it increases citizen ownership.
2. Background — Provide and analyze the historical background of development in the City.
Include current conditions and trends as well as emerging issues that have long-term
implications.
3. Assumptions — Analyze the assumed effects of external forces (physical, social, economic,
and political) on the future of the local community. Issues and forecasts of local and regional
growth will be included.
4. Vision/Overview of the Plan — Provide a vision or alternative visions of the long-term
future design and character of the community. The vision will represent interests of a broad
range of citizens rather than a few special-interest groups. Cost/benefit implications of each
alternative will be included.
5. Planning Elements — To include discussion on such elements as land use, transportation,
community facilities, utilities, natural resources, parks and open space, urban design policies,
urban design,image and opportunities, etc.
6. Short and Long Term goals - Discuss and illustrate the potential short and long-term
impacts of the plan on the community.
7. Implementation/Action Steps —Develop a list of strategies and implementation measures to
accomplish the goals and objectives of the plan.
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In addition to the components identified above,the following issues are important to the City of Elk
River, and will also be addressed in the Comprehensive Plan:
Enhance quality of life and support land values.
• The active nature of the community residents and its visitors was identified during the
City's 2010 Brand development plan. Analyze improvements and outline strategies to
maximize the potential associated with these activities.
• The Mississippi River, Elk River,Lake Orono,Woodland Trails Park are unique features
of the City. Identify strategies to maximize the potential of these features.
• The City of Elk River through consultants,is currently preparing a Parks and Recreation
Plan. Work with the Parks Master Plan project, expected to begin in the fall of 2013, to
coordinate strategies.
• Pockets of native landscapes are declining. The Comprehensive Plan will address
conserving and protecting those already in place.
• Identify methods to maximize land values while conserving or preserving critical or
important natural and agricultural areas.
Mitigate environmental factors that may diminish quality of life.
• Elk River is served by major Highways 10 and 169 and has several county highways which
can create obstacles to safe non-motorized and pedestrian travel. The Comprehensive Plan
will establish strategies and potential resolutions to address this conflict.
• Identify opportunities utilizing stormwater management features as tools for water quality,
managing municipal growth, economic development, quality of life and urban design.
Support Economic Development.
• With the development of MnDOTS long range geometric plan,the City will be served by a
number of future interchanges on both Highway 10 and Highway 169. Address the
arrangement of land uses and associated collector road systems to the best advantage of
these interchanges and surrounding land uses.
• Elk River's direct access on major regional highways accommodates the growth of
commerce and labor forces. The road infrastructure provides proximity to northern lakes,
the NorthStar commuter rail, and the urban amenities of the Twin Cities. Identify strategies
to maximize these assets.
• The city desires to increase land available for job growth,primarily light industrial. Identify
appropriate opportunities,while also identifying market constraints to this growth.
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• Identify public investments and City standards required to support the desired community
image and associated development goals.
Evaluate Adequacy and Relevance of existing ordinances.
• Review current City ordinances and policies in relationship to achieving the desired
outcomes envisioned by the Comprehensive Plan. Outline strategies for accomplishing
consistency.
Housing
• Determine appropriate housing levels (affordable housing, executive) necessary to support
desired local commerce and industry.
• Forecast how Elk River will be affected by the aging of the population,in terms of housing
demand and services.
Other
• The predominate land use of the north part of the community is gravel mining. This gravel
mining is expected to continue over the next 30+ years. Identify strategies to allow
development while minimizing long term negative impacts associated with piecemeal
development.
SECTION 3: PROPOSAL
The proposal submittal shall contain only the information requested below.
Proposal Format
The submittal should follow the Table of Contents listed below:
1. General Information
2. Project Understanding
3. Project Approach
4. Proposed Project Team and Experience
5. Schedule
6. Any Additional Information as Needed
7. Total Consultant Cost
A brief description of each section is as follows:
1. General Information
Provide general information and a brief history of the Consultant's firm. Include similar
information on key subconsultants,if any,proposed for the project.
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2. Project Understanding
Include a summary of the Consultant's understanding of this project.
3. Project Approach
Provide specific approaches,methods,and assumptions that will be utilized to accomplish each
work item as listed in Section 2.
4. Proposed Project Team and Experience
• Identify key team members and describe their specific roles on the project. Include key team
members from sub-consultant firms,if any.
• Describe relevant experience and provide information on at least three (3) reference projects
completed in the last six (6) years. Provide references and contact information.
• Include one-page resumes only for key members of the project team,including field
personnel.
• Include specific descriptions of proposed team members'roles on reference projects.
5. Schedule
Provide a proposed schedule from project initiation to final completion. The schedule should
include a listing of key tasks within each phase,key milestones and approximate dates, and
deliverables.
6. Additional Information
Include any other information that is believed to be pertinent,but not specifically requested
elsewhere in this RFP.
7. Total Consultant Cost
The consultant shall break out the cost as follows:
a. Proposed costs for each scope of work as listed in Section 2.
b. Hourly rates for all consultant employees who are expected to work on this
project. These rates shall be the agreed upon costs for any additional services
requested by the City of Elk River, above what is detailed in the RFP.
c. Reimbursable costs including detail of service or item and applicable charge per
unit.
d. Not to Exceed cost for the project.
Proposals that do not include a `Not to Exceed' cost will be disregarded with no further
consideration. It is the responsibility of the proposing firm to accurately predict the amount of
time that they will need to spend on the project.
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SECTION 4: CONSULTANT SELECTION
Process
City staff will evaluate and rank all submitted proposals. After conclusion of this review, staff will
recommend the most qualified consulting teams or firms to the City Council. The decision will be
based on a combination including, but not limited to: ranking, presentation of materials, and other
qualifications. The Council may review the recommendations and invite the top candidates to
conduct a presentation before the Council, members of City staff and representatives of the
Planning Commission. Presentations are expected to occur in April. The City Council will make the
final selection of the consultant firm ,with input from the subcommittee, Planning Commission and
staff. Once authorized to proceed, the "most qualified" consulting firm will be expected to
immediately assist in developing a final scope of services and contractual agreement.
Following review of the proposals by the City, selected Consultants may be asked to make oral
presentations of their proposals to City representatives. Upon conclusion of the presentations,the
city will select a Consultant to negotiate a contract as follows:
1. If, for any reason, a firm is not able to commence the services in their Proposal within
30 days of the award,the City reserves the right to contract with another qualified firm.
2. The City shall not be liable for any expenses incurred by the Consultant prior to the
signing of a contract including,but not limited to,the Proposal preparation,attendance
at interviews, or final contract negotiations.
3. The Proposal must be signed in ink by an official authorized to bind the Consultant to
its provisions that will be included as part of an eventual contract. The Proposal must
include a statement as to the period during which the Proposal remains valid. This
period must be at least 90 days from the date of the submittal.
4. The City reserves the right to reject any and all Proposals submitted or to request
additional information from any or all of the proposing firms.
The City of Elk River reserves the right to waive any irregularity in any submittal or reject any or all
proposals.
Ranking Criteria
1. Project Approach and Organization— a maximum of 50 points
How will the consultants assigned to the project develop the Comprehensive Plan?
• Description of approach to prepare the plan?
• How will services be performed?
• What do they propose as a scope of services?
• How do they plan to facilitate, encourage and implement public participation?
• How much time will be budgeted for interaction with community stakeholders?
2. Related Experience — a maximum of 25 points
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• Demonstration of personal and leadership skills necessary to navigate the project through
the social and political issues that surround a project of this nature?
• Description of a proven track record in successfully completing similar projects on time and
within budget? Successful experience of both the firm itself and the individual team
members will be considered.
• What experience do the consultants assigned to the project have with community/public
planning process?
• What direct experience do the consultants assigned to the project have involving research
and assessment and developing strategies and action plans, as it relates to communities of
similar size and nature?
• What direct experience do the consultants assigned to the project have working with diverse
stakeholders in the development of community/neighborhood plans or initiatives?
3. Schedule - a maximum of 10 points
• What will be the proposed consultant project schedule and the staffing plan that will
facilitate completion of the Plan in a timely manner? How many on-site visits/meetings are
planned?
• Please provide an estimated time schedule for this proposal, which shows the amount of
time per category and the total amount of time necessary to complete this project. The time
schedule should demonstrate the firm's ability to proceed immediately and without delay.
4. Cost- a maximum of 15 points
• Demonstration of successful previous budget performance and experience in meeting
project budgets.
• Description of approach to budgeting and bidding.
• Presentation of firm's best offer; firm "not to exceed"
SECTION 5: CONTRACT TERMS AND CONDITIONS
Upon selection of a Consultant,an Agreement or Contract for Services shall be entered into by the
City and the Consultant. It is expected that the contract will provide for compensation for actual
work completed on a not to exceed basis with the following conditions. The contract will be
amended as appropriate for each successive phase.
1. Deletion of specific components, such as individual project meetings,will be at the
discretion of the City. Payment or reimbursement shall be made based on actual hours
worked on the various tasks required for the project plus necessary subcontractor work
(as applicable) and out of pocket expenses. Billing in excess of`not to exceed'amount
will not be compensated unless a contract extension has been approved in advance by
the City Council.
2. The City shall retain ownership of all documents,plans, maps,reports and data prepared
under this proposal. In addition to being provided hard copy and digital documents
throughout the project, the consultant shall supply the City of Elk River with a fully
scanned (Laserfiche) file upon project completion.
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3. If, for any reason,the Consultant is unable to fulfill the obligations under the contract in
a timely and proper manner,the City reserves the right to terminate the contract by
written notice. In this event,the firm shall be entitled to just and equitable compensation
for any satisfactory work completed to that point at the discretion of the City Engineer.
4. The Consultant shall not assign or transfer any interest in the contract without prior
written consent of the City.
5. The Consultant contract shall be governed by the laws of the State of Minnesota.
6. Project summaries shall be submitted with each invoice during the course of the project.
Each summary shall detail the amount billed to date,work items that need to be
completed,the estimated costs to complete these tasks and the projected timeline for the
completion of the project. Invoices submitted to the City shall include a detailed
breakdown of times,personnel, mileage, etc. chargeable for that period.
SECTION 6. COMMUNITY BACKGROUND
Elk River is located 35 miles northwest of Minneapolis-St. Paul between the Twin Cities and St.
Cloud on the Mississippi River. As the Sherburne County seat, the city covers an area of 44 square
miles making it one of the largest land-based cities in the state and the largest city within the county
with nearly 24,000 residents. The city continues to develop while retaining its historical perspective
and small-town flavor. Highways 10, 169, 101, nearby Interstate 94, and the new Northstar
Commuter Rail provide fast and easy access to the greater metropolitan area as well as the gateway
to Minnesota's lake country.
Designated a Minnesota Energy City, Elk River is internationally recognized for innovative and
progressive leadership in energy conservation, alternative energy, public education, and
environmental stewardship.
Elk River is a great place to live and work. The city has invested in parks, facilities and recreation
opportunities for all ages to enjoy. Educational opportunities exist at highly-regarded public, charter
and private schools serving residents from kindergarten to post-secondary education. The
community is proud of its full spectrum of housing options for all ages and lifestyles.
More information on the City of Elk River can be found on the City website and related links at
www.ElkRiverMN.gov.
REQUEST FOR PROPOSALS MUST BE RECEIVED PRIOR TO 4:00 p.m. ON
MARCH 29, 2013. LATE SUBMITTALS WILL NOT BE CONSIDERED.
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