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3.1. EDSR 11-18-2019 Request for Action To Item Number Economic Development Authority 3.1 Agenda Section Meeting Date Prepared by Work Session November 18, 2019 Amanda Othoudt, EDD Item Description Reviewed by EDA Strategic Plan DRAFT RFP Cal Portner, City Administrator Reviewed by Action Requested For discussion purposes only Background/Discussion At their July 15, 2019, special meeting, the EDA directed staff to develop a RFP for an EDA strategic plan. On October 21, 2019, the EDA received a draft of the RFP. Staff worked with the EDA attorney to develop an evaluation criteria and outlining the legal notices and terms and conditions. The strategic plan will build upon the EDA existing plans including the city’s vision, Mississippi Connections Plan, FAST Study, Comprehensive Plan, Parks and Recreation Plan, Capital Improvement Plan, and any other relevant studies that have set forth goals and objectives for economic growth and sustainability. The catalyst to creating an EDA strategic plan is to better understand future development in conjunction with the 169 Redefine project. Staff is seeking direction from the EDA on the content of the RFP, and any important considerations. Financial Impact N/A Attachments  EDA Strategic Plan RFP (Draft) The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Introduction City of Elk River Economic Development Authority (EDA) seeks sealed proposals for services to create an economic development strategic plan from consultants interested and qualified to perform such tasks. It is the intent of the EDA to select a single consultant to accomplish all the services outlined in this Request for Proposal. The EDA intends to commence a contract with the successful proposer within thirty (30) days from the date of the award and continuing for a period sufficient to complete the scope of work but no more than a twelve- (12) month period. It is understood that the EDA reserves the right to negotiate all elements that comprise the proposal and to accept or reject part or all of any proposal. Request for Proposal documents are available at the City of Elk River website at www.elkrivermn.gov and addendums if posted, will be provided at the same URL. Purpose The EDA is requesting proposals from potential consultants for the development of an economic development strategic plan. The consultant will be expected to undertake the following: 1. Conduct meetings and community events with stakeholders and citizens to include any necessary presentations; 2. Evaluate strengths, weaknesses, opportunities and challenges regarding economic development; 3. Evaluate target industries and potential development areas; 4. Conduct necessary review of existing research, EDA and stakeholder master plans, regional strategic plans and existing relevant programs; 5. Conduct additional research as required to establish basis for SWOT analysis and targeted industry recommendations. 6. Prepare and present a final report to the EDA including new recommendations and implementation plans to attract target industries; 7. Identify the best method for organizing, funding and operating a superior city-wide economic development program; and 8. Identify key catalyst projects to impact economic development and present an implementation plan to the EDA regarding the same. These documents will build upon the EDA’s existing plans including the city’s vision, Mississippi Connections Plan, FAST Study, Comprehensive Plan, Parks and Recreation Plan, Capital Improvement Plan, along with any other relevant studies that have set forth goals and objectives for economic growth and sustainability. Understanding that the catalyst to creating an EDA strategic plan is to better understand the future development needs in conjunction to the 169 Redefine project. Background The City of Elk River is located about 35 miles northwest of Minneapolis, MN and midway to St. Cloud at the confluence of the Elk and Mississippi Rivers. The city is served by US Highways 10 and 169, both gateways to Minnesota’s lakes regions. We are also served by State Highway 101 for easy access to Interstate 94. Elk River consists of 43 square miles with a population of 23,447. City Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity. Scope of Service The successful consultant has the responsibility to prepare an original strategic plan containing goals, objectives, implementation plans, and metrics. They will also provide meeting facilitation services, supporting materials and research, and social media services during the public outreach process as necessary. The consultant shall provide professional services to support the following tasks: Economic Development Vision and Strategic Plan: A) Facilitation of visioning process – specific to economic development to define and determine collective goals and priorities. B) Community Assessment, Workforce and Educational Institution Analysis - Analyze strengths, weaknesses, opportunities and threats of the local and regional economy. The review will include social, demographic, economic and physical factors, including but not limited to, the following: a. Existing and planned infrastructure; b. Residential housing growth and development; c. Existing economic base and competitive advantages; d. Local land and building availability; e. Locations for commercial and competitive assets; f. Special incentives for economic growth; g. Comparative analysis of benchmarks communities; and h. Evaluation of local and regional labor characteristics, market trends, employment development resources, and workforce training opportunities. C) Cluster, Location Quotient, Target Industry and Operational Analysis – Shall be provided to include identification of: a. Specific industries and business types that consider strengths, weaknesses, opportunities and thread constraints; b. Needed improvements and actions that will accelerate business attraction and recruitment of such development; c. State, federal or other programs programs that will be developed or implemented including but not limited to: entrepreneurial development, business incubation and strategies for any special new industries; d. The potential impact of events, venues and other tourist attractions on Elk River from surrounding areas and the impact of city events. e. The role of retail within the community and provide for a business diversification analysis. Determine the best practices to diversify the tax base to offset property tax and unpredictable sales tax collection due to a changing dynamic of the retail industry; and f. Existing local, regional and statewide economic development organizations to determine how best to leverage their resources. D) Assessment of city’s economic development structure and comparison to other economic development organizations. In areas of overall roles and responsibilities; organizational structure and funding; economic development tools utilized; role of expenditures on planned infrastructure on capital projects; and appropriate niche role in financially supporting economic development ventures, such as infrastructure development, tax incentives, property acquisition, and speculative construction to encourage target businesses/industries. E) Incentive program – Recommend an incentive policy and program to include: a. Incentives currently used in targeting preferred industries and businesses. b. The incentive policies of regional competitors. c. Feasibility of incentives for “green” initiatives, advanced technology initiatives. d. Feasibility of incentives for speculative development particular types of spaces such as office, industrial, start-up/co-working, entrepreneurial centers, etc. e. Approaches to promote mixed-use nodes for appropriate development. f. Approaches and incentives for development specific to downtown, infill, or other specifically identified target areas. F) Existing Business Development – Provide recommendations related to existing business development to include: a. Development of programs and services to assist and retain existing business. b. Analysis of existing business retention and expansion needs including any infill, redevelopment, “grayfield” and/or “brownfield” sites. c. Identify programs and services to assist existing businesses with growth and training. G) Tourism and Marketing Analysis – Analyze existing tourism-related events and attractions and provide recommendations related thereto. The consultant will analyze and provide and estimated economic impact for events that could be held within the City of Elk River, including the following types: concert series, food festival, sporting events, and community festivals, and provide recommendations for the EDA to fund key projects to aid timelier economic growth in the community. H) Land Use Analysis – Analyze existing land use plans and make recommendations to ensure that the available land is used for the highest and best use as it relates to the EDA’s long-term economic diversification and stability. I) Workforce Analysis/Development: Provide a community workforce analysis including: a. Analysis of the workforce employed in Elk River businesses who may or may not be community residents. b. Analysis of the workforce residents employed outside Elk River. c. Identify issues resulting in Elk River’s businesses’ inability to hire residents and residents’ inability to be employed in Elk River. d. Identify programs and services that will address the issues identified. J) Implementation Plan – In addition to any items mentioned above that identify strategies, approaches, or recommendations, the consultant will provide an implementation plan to include: a. Assessment of the resources, business attraction targets and existing employment base; b. Assessment of independent business/start-ups in the community; c. Identification of general training needed to improve the skills of the local workforce to meet existing and potential employment needs. d. Research of growth plans for regional educational institutions and vocational programs and the provision of strategies for ways to include graduates and non-graduates in the local workforce; e. Provide strategies for programs in areas such as green development opportunities, start-up businesses or incubation program, downtown business district to encourage particular types of development, retail, professional services, research and development, higher education and trade and distribution; f. Assess and provide strategies for business and industrial park development within city and surrounding areas that may impact Elk River’s economy, such as marketing existing and planned developments, and identification of potential future needs for locations, and speculative commercial building construction, including discussion of public-private partnership methodologies to achieve the same; g. Provide strategies for addressing any infill or redevelopment and any “brownfield” or “grayfield” sites with potential constraints. This should include discussion of funding approaches, public-private partnerships and other means not only to mitigate their effects but also to turn such sites into successful developments. h. Assess feasibility of development of Elk River as a convention and tourism destination, and provide strategies as appropriate for development of required assets such as hotels, multipurpose facility space, along with promotional themes and marketing activities to attract targeted industries. i. Incorporation of strategies into a 10-year economic development implementation plan that includes the provision of an immediate course of action and short-term, mid-term, and long-term action plans that include benchmarks, needed resources, timelines, goals and metrics with realistic and achievable milestones to facilitate the creation of implementation of recommended economic development program(s). j. Provision of budget and implementation schedule for economic development program(s). K) Community Involvement – A well-developed community and stakeholder involvement and outreach process, facilitated by the consultant, is an essential part of the strategic plan. The consultant will include facilitation techniques, marketing strategies including press outreach, website and social media efforts to both inform stakeholders and seek their input. Likewise, the consultant will conduct focus groups, public input meetings and interviews with the following: a. EDA and city government elected/appointed officials and staff b. Ad hoc Committees (if applicable) c. Stakeholder groups d. Citizens and property owners e. Current business owners, developers, realtors, and downtown merchants f. Chamber of Commerce members g. Education leaders (K-12, higher education) h. Special event organizers, both non-profit and for-profit L) Meetings – The consultant will conduct meetings as follows: a. Initial staff meetings for organizational, technical and substantive issues. b. Initial meetings with community representatives to discuss issues of concern. c. Ongoing review and discussion of drafts with city staff. d. Public input meetings to review issues and obtain general direction. e. Presentation of draft strategic plan components to the EDA. f. Presentation of draft strategic plan at public meetings and final adoption. M) Final Document Format – The successful consultant will provide one (1) original and twenty-five (25) copies of both the draft and final version of the Strategic Plan in hard copy, in electronic format acceptable to the EDA (i.e. .DOC, and .PDF), and web-ready electronic format acceptable to the EDA. The successful consultant will create all associated maps in a city-approved geographical information systems application. Maps and supporting documentation will be maintainable using current city software programs. All final map files will be presented in an Arc GIS shape file. Response to the RFP The following items are required in each proposal. In order to expedite the evaluation of proposals, proposers will organize their proposal in the same sequence. Instructions regarding scope and contents are given in this section. These instructions are designed to ensure the submission of information essential to the understanding and comprehensive evaluation of each proposal. Facsimile or email proposals will not be accepted. Proposals must contain a concise presentation of sufficient length to be complete. Brevity is appreciated when possible. All documents and attachments will be contained in a presentation folder or binder no larger than 8 ½ x 11. Proposals for “boilerplate” plans will not be acceptable. A. Cover Letter: A cover letter with company name, address, phone number, project contact and principal signature is required, expressing interest in the project and certifying that sufficient resources in personnel, equipment, and time are available and can be committed to this project. B. Work Plan: Explain the work plan with detailed specific tasks as noted in Scope of Service Section of this RFP. Note all tasks and the responsible parties including the EDA and sub-consultants. C. Project Schedule: A project schedule showing key task target dates (including community meetings, public meetings and staff team meetings) and estimated task duration. Given the planning duration of 12 months, the project schedule should include options for phased deliverables and programs implementation throughout the development of the strategic plan. D. Project Team: A resume for the principle of the firm along with a resume for the project manager. Provide primary contact, names and titles of employees and all sub consultant team members, partnering firms and their team members who will have responsibilities under the subsequent agreement. Provide a brief background on all participants to include professional work and areas of expertise. E. Relevant Experience and References: List projects of a similar nature with which the successful proposer has had direct experience. Be specific on why the referenced projects are similar to this project, and provide links to the completed plans of a similar nature/scope when appropriate. Also include at least one contract for each project (email and phone) that may be contacted as a reference. F. Quality Control: Describe how the successful consultant will handle quality control to monitor and resolve issues and check and cross-reference documents. G. Fees: Provide a list of fees for the entire scope of services with a total “not to exceed” amount listed for each item. Provide hourly rates for additional services as well as the costs for out-of- pocket expenses. Failure to address items A through G in the Response to the Request for Proposals section in detail will be sufficient reason to eliminate a proposal from consideration. Award of Contract Negotiations: After selection of a consultant based on qualifications, the city and the EDA will then enter into negotiations as to the terms of the contract, all aspects of services and the compensation to be paid to the consultant. Inability to reach agreement: In the event the negotiations between the most qualified consultant(s) selected and the city and the EDA cannot be completed as a result of an inability to reach agreement on the fee for services or the scope of work to be performed, then at the option of the city and the EDA, the contract may be awarded to the next most qualified consultant. Negotiations will continue in this sequence until a contract is finalized or all proposals are rejected. City Approval: The final contract will be submitted to the EDA for approval, and must also be approved by the City Council. Final Contract The selected consultant will be required to assume responsibility for all services offered in its proposal and will be considered the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. The selected consultant will be required to enter into a standard contract for professional services agreement with the city. The city and the EDA reserves the right to negotiate the terms and conditions of the contract with the selected consultant. SUBMISSION OF PROPOSAL & DEADLINE Submit one (1) original, six (8) copies and a thumb drive as a PDF file of the proposal to the city office no later than 4:00 p.m. XXXXXXX in a sealed envelope to: Attn: Economic Development Director City of Elk River 13065 Orono Parkway Elk River, MN 55330 Each proposal must be sealed and signed by a person having the authority to bind the consulting firm in a contract. All proposals must be signed and dated. Proposals not signed and dated will be rejected. Schedule of Important Dates Release of RFP XXXXXX Deadline for Written Questions and Inquiries XXXXXX Proposal Submission Deadline XXXXXX Interviews with shortlisted firms XXXXXX EVALUATION OF PROPOSALS Evaluation Criteria: The EDA will evaluate the qualifications of consultants submitting proposals based on but not limited to the following criteria and will award points in each category up to the maximum number of points listed: A. Criteria 1. Accuracy of proposal submission. All information requested has been submitted. The correct number of proposals has been submitted. 2. The consultants history, background, staffing and capabilities to complete this assignment 3. Proposed methodology and timelines relative to the provision of immediate course of action with short, mid, and long-term actions as outlined in item L (11) of the scope of service. Project Management Services. Commitment to meeting project agendas, time frames and budgets. 4. Personnel or sub consultants’ background, qualifications, demonstrated creativity and experience in the economic development industry. 5. Experience and demonstrated expertise in developing a Plan for similar sized communities. Municipal references and samples provided for work of similar scope. Knowledge and demonstrated success in facilitation and success in integrating the concerns of local citizens, the business community, quality of life issues, state transportation issues, target industries and other such issues. 6. Project fee and per hour rate for staff/sub consultants. Total 100 Points Presentation by short-listed consultants 25 B. Evaluation and Ranking: A group comprised of city staff and board/council representatives shall review and rank all proposals according to qualifications, and consultants may be selected for interviews or oral presentations as deemed necessary by the group. The group shall make a recommendation to the EDA and the city for final selection. The EDA and the city make no commitment to any respondent to this RFP beyond consideration of its written response. C. Interviews: The city may conduct interviews with one or more qualified consultants which timely and properly submit a proposal. The city and the EDA reserve the right to select a consultant without interviews based solely on the information contained in the proposal. D. Contract: The selection of the consultants and the execution of a contract, while anticipated, are not guaranteed by the city or the EDA. The city and the EDA reserve the right to determine which proposal is in the city’s and the EDA’s best interest and to award the contract on that basis, to reject any and all proposals or portions thereof, waive any irregularities of any proposal, negotiate with any potential proponent (after proposals are opened) if such is deemed in the best interest of the city and the EDA. INSTRUCTIONS, TERMS AND CONDITIONS General Instructions: Consultants submitting proposals should carefully examine all terms, conditions, specifications and related documents. Should discrepancies or omissions from the specifications or related documents be discovered, or should there be doubt as to their meaning, the city should be notified immediately for clarification prior to submitting the proposal. In the event of any conflict between the terms and provisions of these requirements and the specifications, the specifications shall govern. In the event of any conflict of interpretation of any part of this overall document, the city’s interpretation shall govern. Addenda and Questions: All questions regarding this proposal and any regarding the meaning or intent of the RFP are to be directed in writing to the following contact(s). Interpretations or clarification considered necessary by the city and the EDA in response to such questions will be issued by Addenda and posted online. Questions received less than one week prior to the due date and time will not be answered. Only questions answered by formal written Addenda will be binding. No oral and other interpretations or clarification will be considered official or binding. All addenda shall be acknowledged on the Certification form attached herein. City of Elk River Economic Development Director aothoudt@elkrivermn.gov Mailing Address: 13065 Orono Parkway Elk River, MN 55330 Altering Proposals: Proposals cannot be altered or amended after submission deadline. Any alterations or erasures made before opening time must be initialed by the signer of the proposal, guaranteeing authenticity. Certification: Proposals must be completed and submitted as required in this document. A Certification form, attached herein, must be fully completed. Submittals that do not include a signed Certification form will be considered non-responsive and will not be evaluated. Communication: The city and the EDA shall not be responsible for any verbal communication between an employee of the city or employee of the EDA and any potential firm. Only timely and property submitted written proposals will be considered. Conflict of Interest: No public official, council member, commissioner or employee of the city or the EDA shall have any interest in this contract. Contract Award: The city and the EDA have the right to award a contract upon the conditions, terms, and specification contained in a proposal submitted to the city and the EDA for a period of up to one hundred twenty (120) days following the proposal submission deadline. Delivery: All delivery and freight charges are to be included in the proposal price. Disclosure and Disclaimer: There will be no disclosure of contents to competing firms and all proposals will be kept confidential during the selection process to the degree permitted by law. The city and the EDA subject to Minnesota Statutes Chapter 13 – Minnesota Government Data Practices Act. This RFP is for informational purposes only. Any action taken by the city or the EDA in response to proposals made pursuant to this RFP, or in making any award or failing or refusing to make any award, shall be without liability or obligation on the part of the city, the EDA or any of their officers, employees or advisors. This RFP is being provided by the city without any warranty or representation, expressed or implied, as to its content, accuracy or completeness. Any reliance on the information contained in this RFP, or on any communications with the city’s or the EDA’s officials, employees or advisors, shall be at the responder’s own risk. This RFP is made subject to correction of errors, omissions, or withdrawal without notice. This RFP does not constitute an offer by the city or the EDA. The city’s and the EDA’s determination as to the qualifications and acceptability of any party or parties submitting a response to the RFP shall be made at the sole discretion of the city. Documentation: The consultant shall provide with its proposal response all documentation required by this RFP. Failure to provide this information may result in rejection of proposal. The consultant is encouraged to submit concise and clear responses to the RFP. Responses of excessive length or complexity are discouraged. The city reserves the right to include the selected proposal or any part or parts of the selected proposal in the final contract. The city and the EDA reserve the right to waive any irregularity or defect in any submittal or reject any or all proposals. Receipt of responses to this RFP does not obligate the city to hire any respondent. The city and the EDA are not responsible for any cost incurred by anyone in preparation for a response to this RFP including but not limited to costs associated with preparing a proposal or participating any presentations related to this RFP. The city and the EDA reserve the right to modify and/or suspend any and all aspects of this RFP at any time by providing notice to responding parties. Ethics: The consultant shall not offer gifts or anything of value or enter into any business arrangement with any employee, official or agent of the city or the EDA. More than one proposal on any one contract from a firm or individual under different names shall be grounds for rejection of all proposals in which the firm or individual has an interest. One or all proposals will be rejected if there is any reason to believe that collusion exists between bidders. Management: Should there be a change in ownership or management of the successful bidder, any and all contracts that result from this RFP shall be canceled unless a mutual agreement is reached with the new owner or manager to continue the contract with its present provisions, requirements, terms, conditions, schedule, and fees. This contract is nontransferable by either party. Pricing: Prices for all goods and/or services shall be firm for the duration of this contract. Prices shall be all inclusive. Additional charges not shown in the proposal will not be honored. Proposals must comply with all federal, state, county and local laws concerning this type of service. Reimbursement: There is no express or implied obligation for the city to reimburse responding consultants for any expenses incurred in preparing proposals in response to this RFP and the city will not reimburse responding firms for these expenses, nor will the city pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services. Reservations: The city and the EDA reserve the right to accept or reject any or all proposals as a result of this request, to negotiate with all qualified sources, or to cancel, add or subtract, in part or in its entirety, this RFP if found in the best interest of the city and the EDA. All proposals become the property of the city and the EDA. Responsible firms: The city and the EDA shall only consider responsible consultants who have the financial ability, experience, resources, skills, capability, reliability and business integrity necessary to perform the requirements of the contract. The city and the EDA will consider references and other information available, whether specifically provided by the respondent or otherwise. Consultants with an owner or principal convicted within the past 10 years of a crime that impugns honest or integrity, or with unsatisfied tax or judgement liens, are ineligible to participate and shall not submit. Sales Tax: The city is exempt by law from payment of sales tax. Do not include sales tax in proposal. Site Visits: If a site visit is necessary, it will be coordinated by the city through a pre-proposal conference. No individual appointments will be accepted for site visits. Withdrawal of proposals: Any proposal may be withdrawn prior to the scheduling time for opening. Notice to withdraw the proposal must be in writing and submitted to the city and the EDA prior to the scheduled time for opening proposals. Any proposal withdrawal notice, which is received after the deadline for receiving proposals, shall not be considered. Insurance: The successful consultant shall provide and maintain the minimum insurance coverages ATTACHMENT A: COST PROPOSAL ON ECONOMIC DEVELOPMENT STRATEGIC PLAN Proposal Name: Economic Development Strategic Plan Respondent: Item # Description Total Cost 1 Community Assessment 2 Workforce and Educational Institution Analysis 3 Cluster, Location Quotient, and Target Industry Analysis 4 New Programs 5 Assessment of City Organization & Comparison to Other Economic Development Organizations (EDO) 6 Incentive Programs 7 Primary Employment Strategies 8 Existing Business Development 9 Infrastructure Analysis 10 Land Use Analysis 11 Redevelopment 12 Tourism Strategies 13 Marketing Strategies 14 Operational Strategy 15 Implementation Plan 16 Community Involvement 17 Meetings 18 Document Costs 19 Reimbursable(s) 20 Per diem cost to undertake any additional work Total Cost The cost proposal submitted on the enclosed form will constitute an official offer to undertake the proposed work at the proposed prices. Each proponent agrees that its price will remain firm and subject to acceptance by the city for a period of 120 calendar days from the proposal submission deadline. Introduction City of Elk River Economic Development Authority (EDA) seeks sealed proposals for services to create an economic development strategic plan from consultants interested and qualified to perform such tasks. It is the intent of the EDA to select a single consultant to accomplish all the services outlined in this Request for Proposal. The EDA intends to commence a contract with the successful proposer within thirty (30) days from the date of the award and continuing for a period sufficient to complete the scope of work but no more than a twelve- (12) month period. It is understood that the EDA reserves the right to negotiate all elements that comprise the proposal and to accept or reject part or all of any proposal. Request for Proposal documents are available at the City of Elk River website at www.elkrivermn.gov and addendums if posted, will be provided at the same URL. Purpose The EDA is requesting proposals from potential consultants for the development of an economic development strategic plan. The consultant will be expected to undertake the following: 1. Conduct meetings and community events with stakeholders and citizens to include any necessary presentations; 2. Evaluate strengths, weaknesses, opportunities and challenges regarding economic development; 3. Evaluate target industries and potential development areas; 4. Conduct necessary review of existing research, EDA and stakeholder master plans, regional strategic plans and existing relevant programs; 5. Conduct additional research as required to establish basis for SWOT analysis and targeted industry recommendations. 6. Prepare and present a final report to the EDA including new recommendations and implementation plans to attract target industries; 7. Identify the best method for organizing, funding and operating a superior city-wide economic development program; and 8. Identify key catalyst projects to impact economic development and present an implementation plan to the EDA regarding the same. These documents will build upon the EDA’s existing plans including the city’s vision, Mississippi Connections Plan, FAST Study, Comprehensive Plan, Parks and Recreation Plan, Capital Improvement Plan, along with any other relevant studies that have set forth goals and objectives for economic growth and sustainability. Understanding that the catalyst to creating an EDA strategic plan is to better understand the future development needs in conjunction to the 169 Redefine project. Background The City of Elk River is located about 35 miles northwest of Minneapolis, MN and midway to St. Cloud at the confluence of the Elk and Mississippi Rivers. The city is served by US Highways 10 and 169, both gateways to Minnesota’s lakes regions. We are also served by State Highway 101 for easy access to Interstate 94. Elk River consists of 43 square miles with a population of 23,447. City Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity. Scope of Service The successful consultant has the responsibility to prepare an original strategic plan containing goals, objectives, implementation plans, and metrics. They will also provide meeting facilitation services, supporting materials and research, and social media services during the public outreach process as necessary. The consultant shall provide professional services to support the following tasks: Economic Development Vision and Strategic Plan: A) Facilitation of visioning process – specific to economic development to define and determine collective goals and priorities. B) Community Assessment, Workforce and Educational Institution Analysis - Analyze strengths, weaknesses, opportunities and threats of the local and regional economy. The review will include social, demographic, economic and physical factors, including but not limited to, the following: a. Existing and planned infrastructure; b. Residential housing growth and development; c. Existing economic base and competitive advantages; d. Local land and building availability; e. Locations for commercial and competitive assets; f. Special incentives for economic growth; g. Comparative analysis of benchmarks communities; and h. Evaluation of local and regional labor characteristics, market trends, employment development resources, and workforce training opportunities. C) Cluster, Location Quotient, Target Industry and Operational Analysis – Shall be provided to include identification of: a. Specific industries and business types that consider strengths, weaknesses, opportunities and thread constraints; b. Needed improvements and actions that will accelerate business attraction and recruitment of such development; c. State, federal or other programs that will be developed or implemented including but not limited to: entrepreneurial development, business incubation and strategies for any special new industries; d. The potential impact of events, venues and other tourist attractions on Elk River from surrounding areas and the impact of city events. e. The role of retail within the community and provide for a business diversification analysis. Determine the best practices to diversify the tax base to offset property tax and unpredictable sales tax collection due to a changing dynamic of the retail industry; and f. Existing local, regional and statewide economic development organizations to determine how best to leverage their resources. D) Assessment of city’s economic development structure and comparison to other economic development organizations. In areas of overall roles and responsibilities; organizational structure and funding; economic development tools utilized; role of expenditures on planned infrastructure on capital projects; and appropriate niche role in financially supporting economic development ventures, such as infrastructure development, tax incentives, property acquisition, and speculative construction to encourage target businesses/industries. E) Incentive program – Recommend an incentive policy and program to include: a. Incentives currently used in targeting preferred industries and businesses. b. The incentive policies of regional competitors. c. Feasibility of incentives for “green” initiatives, advanced technology initiatives. d. Feasibility of incentives for speculative development particular types of spaces such as office, industrial, start-up/co-working, entrepreneurial centers, etc. e. Approaches to promote mixed-use nodes for appropriate development. f. Approaches and incentives for development specific to downtown, infill, or other specifically identified target areas. F) Existing Business Development – Provide recommendations related to existing business development to include: a. Development of programs and services to assist and retain existing business. b. Analysis of existing business retention and expansion needs including any infill, redevelopment, “grayfield” and/or “brownfield” sites. c. Identify programs and services to assist existing businesses with growth and training. G) Tourism and Marketing Analysis – Analyze existing tourism-related events and attractions and provide recommendations related thereto. The consultant will analyze and provide and estimated economic impact for events that could be held within the City of Elk River, including the following types: concert series, food festival, sporting events, and community festivals, and provide recommendations for the EDA to fund key projects to aid timelier economic growth in the community. H) Land Use Analysis – Analyze existing land use plans and make recommendations to ensure that the available land is used for the highest and best use as it relates to the EDA’s long-term economic diversification and stability. I) Workforce Analysis/Development: Provide a community workforce analysis including: a. Analysis of the workforce employed in Elk River businesses who may or may not be community residents. b. Analysis of the workforce residents employed outside Elk River. c. Identify issues resulting in Elk River’s businesses’ inability to hire residents and residents’ inability to be employed in Elk River. d. Identify programs and services that will address the issues identified. J) Implementation Plan – In addition to any items mentioned above that identify strategies, approaches, or recommendations, the consultant will provide an implementation plan to include: a. Assessment of the resources, business attraction targets and existing employment base; b. Assessment of independent business/start-ups in the community; c. Identification of general training needed to improve the skills of the local workforce to meet existing and potential employment needs. d. Research of growth plans for regional educational institutions and vocational programs and the provision of strategies for ways to include graduates and non-graduates in the local workforce; e. Provide strategies for programs in areas such as green development opportunities, start-up businesses or incubation program, downtown business district to encourage particular types of development, retail, professional services, research and development, higher education and trade and distribution; f. Assess and provide strategies for business and industrial park development within city and surrounding areas that may impact Elk River’s economy, such as marketing existing and planned developments, and identification of potential future needs for locations, and speculative commercial building construction, including discussion of public-private partnership methodologies to achieve the same; g. Provide strategies for addressing any infill or redevelopment and any “brownfield” or “grayfield” sites with potential constraints. This should include discussion of funding approaches, public-private partnerships and other means not only to mitigate their effects but also to turn such sites into successful developments. h. Assess feasibility of development of Elk River as a convention and tourism destination, and provide strategies as appropriate for development of required assets such as hotels, multipurpose facility space, along with promotional themes and marketing activities to attract targeted industries. i. Incorporation of strategies into a 10-year economic development implementation plan that includes the provision of an immediate course of action and short-term, mid-term, and long-term action plans that include benchmarks, needed resources, timelines, goals and metrics with realistic and achievable milestones to facilitate the creation of implementation of recommended economic development program(s). j. Provision of budget and implementation schedule for economic development program(s). K) Community Involvement – A well-developed community and stakeholder involvement and outreach process, facilitated by the consultant, is an essential part of the strategic plan. The consultant will include facilitation techniques, marketing strategies including press outreach, website and social media efforts to both inform stakeholders and seek their input. Likewise, the consultant will conduct focus groups, public input meetings and interviews with the following: a. EDA and city government elected/appointed officials and staff b. Ad hoc Committees (if applicable) c. Stakeholder groups d. Citizens and property owners e. Current business owners, developers, realtors, and downtown merchants f. Chamber of Commerce members g. Education leaders (K-12, higher education) h. Special event organizers, both non-profit and for-profit L) Meetings – The consultant will conduct meetings as follows: a. Initial staff meetings for organizational, technical and substantive issues. b. Initial meetings with community representatives to discuss issues of concern. c. Ongoing review and discussion of drafts with city staff. d. Public input meetings to review issues and obtain general direction. e. Presentation of draft strategic plan components to the EDA. f. Presentation of draft strategic plan at public meetings and final adoption. M) Final Document Format – The successful consultant will provide one (1) original and twenty-five (25) copies of both the draft and final version of the Strategic Plan in hard copy, in electronic format acceptable to the EDA (i.e. .DOC, and .PDF), and web-ready electronic format acceptable to the EDA. The successful consultant will create all associated maps in a city-approved geographical information systems application. Maps and supporting documentation will be maintainable using current city software programs. All final map files will be presented in an Arc GIS shape file. Response to the RFP The following items are required in each proposal. In order to expedite the evaluation of proposals, proposers will organize their proposal in the same sequence. Instructions regarding scope and contents are given in this section. These instructions are designed to ensure the submission of information essential to the understanding and comprehensive evaluation of each proposal. Facsimile or email proposals will not be accepted. Proposals must contain a concise presentation of sufficient length to be complete. Brevity is appreciated when possible. All documents and attachments will be contained in a presentation folder or binder no larger than 8 ½ x 11. Proposals for “boilerplate” plans will not be acceptable. A. Cover Letter: A cover letter with company name, address, phone number, project contact and principal signature is required, expressing interest in the project and certifying that sufficient resources in personnel, equipment, and time are available and can be committed to this project. B. Work Plan: Explain the work plan with detailed specific tasks as noted in Scope of Service Section of this RFP. Note all tasks and the responsible parties including the EDA and sub-consultants. C. Project Schedule: A project schedule showing key task target dates (including community meetings, public meetings and staff team meetings) and estimated task duration. Given the planning duration of 12 months, the project schedule should include options for phased deliverables and programs implementation throughout the development of the strategic plan. D. Project Team: A resume for the principle of the firm along with a resume for the project manager. Provide primary contact, names and titles of employees and all sub consultant team members, partnering firms and their team members who will have responsibilities under the subsequent agreement. Provide a brief background on all participants to include professional work and areas of expertise. E. Relevant Experience and References: List projects of a similar nature with which the successful proposer has had direct experience. Be specific on why the referenced projects are similar to this project, and provide links to the completed plans of a similar nature/scope when appropriate. Also include at least one contract for each project (email and phone) that may be contacted as a reference. F. Quality Control: Describe how the successful consultant will handle quality control to monitor and resolve issues and check and cross-reference documents. G. Fees: Provide a list of fees for the entire scope of services with a total “not to exceed” amount listed for each item. Provide hourly rates for additional services as well as the costs for out-of- pocket expenses. Failure to address items A through G in the Response to the Request for Proposals section in detail will be sufficient reason to eliminate a proposal from consideration. Award of Contract Negotiations: After selection of a consultant based on qualifications, the city and the EDA will then enter into negotiations as to the terms of the contract, all aspects of services and the compensation to be paid to the consultant. Inability to reach agreement: In the event the negotiations between the most qualified consultant(s) selected and the city and the EDA cannot be completed as a result of an inability to reach agreement on the fee for services or the scope of work to be performed, then at the option of the city and the EDA, the contract may be awarded to the next most qualified consultant. Negotiations will continue in this sequence until a contract is finalized or all proposals are rejected. City Approval: The final contract will be submitted to the EDA for approval, and must also be approved by the City Council. Final Contract The selected consultant will be required to assume responsibility for all services offered in its proposal and will be considered the sole point of contact with regard to contractual matters, including payment of any and all charges resulting from the contract. The selected consultant will be required to enter into a standard contract for professional services agreement with the city. The city and the EDA reserve the right to negotiate the terms and conditions of the contract with the selected consultant. SUBMISSION OF PROPOSAL & DEADLINE Submit one (1) original, six (8) copies and a thumb drive as a PDF file of the proposal to the city office no later than 4:00 p.m. XXXXXXX in a sealed envelope to: Attn: Economic Development Director City of Elk River 13065 Orono Parkway Elk River, MN 55330 Each proposal must be sealed and signed by a person having the authority to bind the consulting firm in a contract. All proposals must be signed and dated. Proposals not signed and dated will be rejected. Schedule of Important Dates Release of RFP XXXXXX Deadline for Written Questions and Inquiries XXXXXX Proposal Submission Deadline XXXXXX Interviews with shortlisted firms XXXXXX EVALUATION OF PROPOSALS Evaluation Criteria: The EDA will evaluate the qualifications of consultants submitting proposals based on but not limited to the following criteria and will award points in each category up to the maximum number of points listed: A. Criteria 1. Accuracy of proposal submission. All information requested has been submitted. The correct number of proposals has been submitted. 2. The consultants history, background, staffing and capabilities to complete this assignment 3. Proposed methodology and timelines relative to the provision of immediate course of action with short, mid, and long-term actions as outlined in item L (11) of the scope of service. Project Management Services. Commitment to meeting project agendas, time frames and budgets. 4. Personnel or sub consultants’ background, qualifications, demonstrated creativity and experience in the economic development industry. 5. Experience and demonstrated expertise in developing a Plan for similar sized communities. Municipal references and samples provided for work of similar scope. Knowledge and demonstrated success in facilitation and success in integrating the concerns of local citizens, the business community, quality of life issues, state transportation issues, target industries and other such issues. 6. Project fee and per hour rate for staff/sub consultants. Total 100 Points Presentation by short-listed consultants 25 B. Evaluation and Ranking: A group comprised of city staff and board/council representatives shall review and rank all proposals according to qualifications, and consultants may be selected for interviews or oral presentations as deemed necessary by the group. The group shall make a recommendation to the EDA and the city for final selection. The EDA and the city make no commitment to any respondent to this RFP beyond consideration of its written response. C. Interviews: The city may conduct interviews with one or more qualified consultants which timely and properly submit a proposal. The city and the EDA reserve the right to select a consultant without interviews based solely on the information contained in the proposal. D. Contract: The selection of the consultants and the execution of a contract, while anticipated, are not guaranteed by the city or the EDA. The city and the EDA reserve the right to determine which proposal is in the city’s and the EDA’s best interest and to award the contract on that basis, to reject any and all proposals or portions thereof, waive any irregularities of any proposal, negotiate with any potential proponent (after proposals are opened) if such is deemed in the best interest of the city and the EDA. INSTRUCTIONS, TERMS AND CONDITIONS General Instructions: Consultants submitting proposals should carefully examine all terms, conditions, specifications and related documents. Should discrepancies or omissions from the specifications or related documents be discovered, or should there be doubt as to their meaning, the city should be notified immediately for clarification prior to submitting the proposal. In the event of any conflict between the terms and provisions of these requirements and the specifications, the specifications shall govern. In the event of any conflict of interpretation of any part of this overall document, the city’s interpretation shall govern. Addenda and Questions: All questions regarding this proposal and any regarding the meaning or intent of the RFP are to be directed in writing to the following contact(s). Interpretations or clarification considered necessary by the city and the EDA in response to such questions will be issued by Addenda and posted online. Questions received less than one week prior to the due date and time will not be answered. Only questions answered by formal written Addenda will be binding. No oral and other interpretations or clarification will be considered official or binding. All addenda shall be acknowledged on the Certification form attached herein. City of Elk River Economic Development Director aothoudt@elkrivermn.gov Mailing Address: 13065 Orono Parkway Elk River, MN 55330 Altering Proposals: Proposals cannot be altered or amended after submission deadline. Any alterations or erasures made before opening time must be initialed by the signer of the proposal, guaranteeing authenticity. Certification: Proposals must be completed and submitted as required in this document. A Certification form, attached herein, must be fully completed. Submittals that do not include a signed Certification form will be considered non-responsive and will not be evaluated. Communication: The city and the EDA shall not be responsible for any verbal communication between an employee of the city or employee of the EDA and any potential firm. Only timely and property submitted written proposals will be considered. Conflict of Interest: No public official, council member, commissioner or employee of the city or the EDA shall have any interest in this contract. Contract Award: The city and the EDA have the right to award a contract upon the conditions, terms, and specification contained in a proposal submitted to the city and the EDA for a period of up to one hundred twenty (120) days following the proposal submission deadline. Delivery: All delivery and freight charges are to be included in the proposal price. Disclosure and Disclaimer: There will be no disclosure of contents to competing firms and all proposals will be kept confidential during the selection process to the degree permitted by law. The city and the EDA subject to Minnesota Statutes Chapter 13 – Minnesota Government Data Practices Act. This RFP is for informational purposes only. Any action taken by the city or the EDA in response to proposals made pursuant to this RFP, or in making any award or failing or refusing to make any award, shall be without liability or obligation on the part of the city, the EDA or any of their officers, employees or advisors. This RFP is being provided by the city without any warranty or representation, expressed or implied, as to its content, accuracy or completeness. Any reliance on the information contained in this RFP, or on any communications with the city’s or the EDA’s officials, employees or advisors, shall be at the responder’s own risk. This RFP is made subject to correction of errors, omissions, or withdrawal without notice. This RFP does not constitute an offer by the city or the EDA. The city’s and the EDA’s determination as to the qualifications and acceptability of any party or parties submitting a response to the RFP shall be made at the sole discretion of the city. Documentation: The consultant shall provide with its proposal response all documentation required by this RFP. Failure to provide this information may result in rejection of proposal. The consultant is encouraged to submit concise and clear responses to the RFP. Responses of excessive length or complexity are discouraged. The city reserves the right to include the selected proposal or any part or parts of the selected proposal in the final contract. The city and the EDA reserve the right to waive any irregularity or defect in any submittal or reject any or all proposals. Receipt of responses to this RFP does not obligate the city to hire any respondent. The city and the EDA are not responsible for any cost incurred by anyone in preparation for a response to this RFP including but not limited to costs associated with preparing a proposal or participating any presentations related to this RFP. The city and the EDA reserve the right to modify and/or suspend any and all aspects of this RFP at any time by providing notice to responding parties. Ethics: The consultant shall not offer gifts or anything of value or enter into any business arrangement with any employee, official or agent of the city or the EDA. More than one proposal on any one contract from a firm or individual under different names shall be grounds for rejection of all proposals in which the firm or individual has an interest. One or all proposals will be rejected if there is any reason to believe that collusion exists between bidders. Management: Should there be a change in ownership or management of the successful bidder, any and all contracts that result from this RFP shall be canceled unless a mutual agreement is reached with the new owner or manager to continue the contract with its present provisions, requirements, terms, conditions, schedule, and fees. This contract is nontransferable by either party. Pricing: Prices for all goods and/or services shall be firm for the duration of this contract. Prices shall be all inclusive. Additional charges not shown in the proposal will not be honored. Proposals must comply with all federal, state, county and local laws concerning this type of service. Reimbursement: There is no express or implied obligation for the city to reimburse responding consultants for any expenses incurred in preparing proposals in response to this RFP and the city will not reimburse responding firms for these expenses, nor will the city pay any subsequent costs associated with the provision of any additional information or presentation, or to procure a contract for these services. Reservations: The city and the EDA reserve the right to accept or reject any or all proposals as a result of this request, to negotiate with all qualified sources, or to cancel, add or subtract, in part or in its entirety, this RFP if found in the best interest of the city and the EDA. All proposals become the property of the city and the EDA. Responsible firms: The city and the EDA shall only consider responsible consultants who have the financial ability, experience, resources, skills, capability, reliability and business integrity necessary to perform the requirements of the contract. The city and the EDA will consider references and other information available, whether specifically provided by the respondent or otherwise. Consultants with an owner or principal convicted within the past 10 years of a crime that impugns honest or integrity, or with unsatisfied tax or judgement liens, are ineligible to participate and shall not submit. Sales Tax: The city is exempt by law from payment of sales tax. Do not include sales tax in proposal. Site Visits: If a site visit is necessary, it will be coordinated by the city through a pre-proposal conference. No individual appointments will be accepted for site visits. Withdrawal of proposals: Any proposal may be withdrawn prior to the scheduling time for opening. Notice to withdraw the proposal must be in writing and submitted to the city and the EDA prior to the scheduled time for opening proposals. Any proposal withdrawal notice, which is received after the deadline for receiving proposals, shall not be considered. Insurance: The successful consultant shall provide and maintain the minimum insurance coverages ATTACHMENT A: COST PROPOSAL ON ECONOMIC DEVELOPMENT STRATEGIC PLAN Proposal Name: Economic Development Strategic Plan Respondent: Item # Description Total Cost 1 Community Assessment 2 Workforce and Educational Institution Analysis 3 Cluster, Location Quotient, and Target Industry Analysis 4 New Programs 5 Assessment of City Organization & Comparison to Other Economic Development Organizations (EDO) 6 Incentive Programs 7 Primary Employment Strategies 8 Existing Business Development 9 Infrastructure Analysis 10 Land Use Analysis 11 Redevelopment 12 Tourism Strategies 13 Marketing Strategies 14 Operational Strategy 15 Implementation Plan 16 Community Involvement 17 Meetings 18 Document Costs 19 Reimbursable(s) 20 Per diem cost to undertake any additional work Total Cost The cost proposal submitted on the enclosed form will constitute an official offer to undertake the proposed work at the proposed prices. Each proponent agrees that its price will remain firm and subject to acceptance by the city for a period of 120 calendar days from the proposal submission deadline.