NOTICE

REQUEST FOR PROPOSALS (RFP)

On-Call Land Use Development Review Services

Proposals Due: August 10, 2018 @ 5:00 p.m.

INTRODUCTION

The Town of Windsor ("Town") is soliciting proposals from qualified individuals or firms to enter into a Professional Services Agreement to perform professional land use development review services on an "on-call" basis. The Town is requesting proposals from individuals or firms with expertise necessary to process development applications for residential, commercial, and mixed-use development projects, including design review, and conformance with federal, state, and local regulations. The selected consultant may also facilitate, lead, or assist planning staff with long-range planning initiatives. The Town anticipates this work will include a minimum of 15 hours per week.

The Town intends to select up to three (3) individuals or firms to provide on-call services under this RFP. Selected firms will be placed on an official list of qualified consultants who will be called upon to perform project review and assistance with long-range planning initiatives in response to division fluctuations and work flow demands. The Professional Services Agreement is expected to serve for an initial term of one (1) year with an option of an annual automatic one-year extension based on workload needs.

BACKGROUND

Located in the heart of Northern Colorado, the Town of Windsor is a rapidly growing community that prides itself on its small-town charm, safety, and service. Situated on the Cache la Poudre River between the cities of Fort Collins, Loveland and Greeley, Windsor is part of both Weld and Larimer counties. I-25 forms the western boundary and U.S. 34 forms the southern boundary of the Town's 25.4 square mile corporate limits.

The Town issued record numbers of single family building permits in 2016 (690) and 2017 (516) and several large developments will be adding finished residential lots yet in 2018. Windsor's population is projected to surpass 30,000 residents in 2018.

The Town updated its Comprehensive Plan in 2016 and is currently in the process of updating the land use regulations of the Municipal Code. See the Town's Community Snapshot for demographic and other information.

CONSULTING SERVICES NEEDED

The Town is experiencing unprecedented growth and requires the services of qualified individuals or firms to manage applications or specific projects offsite or occasionally on-site at Town Hall, according to Planning Department staffing needs. Under the direction of the Director of Planning or Chief Planner, the consultant(s) will provide the range of expertise necessary to carry out the normal functions of a professional planner. All services provided by the consultant shall be performed by individuals who meet the qualifications, education, and certifications/licensing requirements for the professional Planning levels of Planner I to Senior Planner. The primary needs are in the Planner I to Senior Planner categories; however the Planning Department would like to have the flexibility to call upon any level of Planning professional during workload increases or to fill in during staff leave of absences. Based on qualifications presented in the response to this RFP, the Town will select up to three firms or individuals that are best able to provide such services for upcoming projects.

Examples of land use development review projects:

• Annexation and Master Plan
• Subdivision (Lot Line Adjustment, Minor and Major)
• Site Plan (multi-family, commercial, industrial and mixed use)

At such time when the consultant's services are required, staff will email a request for services, including a project description and any pertinent supporting information. The consultant will evaluate the proposal and provide a brief response including the proposed scope of work, timeline, and hourly rates (if such rates differ from rates specified in Professional Services Agreement).

GENERAL SCOPE OF SERVICES

1. Analyze projects for compliance with Windsor's Comprehensive Plan, Zoning Ordinance, Subdivision Ordinance, Commercial Corridor Plan Design Criteria (where applicable), Tree and Landscape Standards and other applicable plans and policies.
2. Ability to review projects and provide comments within timeframes specified by the Town.
3. Perform site visits.
4. Meet with developers/applicants, engineers, property owners, contractors and other individuals to discuss, advise, explain procedures and suggest improvements regarding projects, pre-applications, development applications, feasibility analyses, conceptual development plans and code interpretations.
5. Coordinate implementation of development applications during the construction phase to ensure compliance with approval conditions and mitigation measures.
6. Develop and maintain good working relationships with Development Review Committee staff, other Town departments and divisions, other jurisdictions, and the public.
7. When required, be present at Town Hall to meet with staff, applicants, etc. regarding project status and updates.
8. Ability to prepare written staff reports to the Planning Commission and Town Board, including accompanying resolutions, ordinances, conditions of approval, preparing PowerPoint presentations and giving oral presentations.
9. Attend public hearings and community meetings as necessary.
10. Ability to manage multiple projects and competing priorities while maintaining quality, meeting schedules and staying within budget.
11. Answer by telephone or email inquiries regarding development applications.
12. Facilitate special projects or assist staff with long-range planning initiatives.

Qualified consultants shall possess the following:

• Five or more years of professional planning work experience in the public or private sector.
• Demonstrable experience in project management in current and/or long range planning, including preparation of notices and letters, staff reports, development agreements and other planning documents.
• Ability to work independently, follow directions, seek clarification prior to completion of work assignment, analyze quantitative data and qualitative information, and think creatively and critically.
• Demonstrable experience dealing with the public, architects, and applicants during the public review process of entitlement applications.
• Ability to write well-organized reports regarding complex planning issues.
• Ability to make professional presentations to the Planning Commission and Town Board.
• Ability to coordinate and provide assistance with plan checking and site inspections.

RFP SUBMITTAL REQUIREMENTS

All proposals should include the following minimum information:

1. COVER LETTER: Indicate interest and commitment to perform on-call services for the Town. Include contact information (physical address, telephone, and email address) for the primary person responsible for the proposal who will be the point of contact for the Town on all correspondence and communications pertaining to the proposal. The cover letter should also summarize the key points of the consulting firms' interests and qualifications, pertinent areas of expertise and outline of the firm's experience with the scope of work requested.
2. CAPACITY: The cover letter should also include a statement of availability and how many hours per month the firm can commit to the Town's projects, as well as a statement outlining the amount of time the consultant will require between notification of an application and commencement of consultant review.
3. RELEVANT EXPERIENCE: List projects completed by the Consultant relevant to the scope of services contained herein that have been completed in the last five years. Discuss the firm's uniqueness to best perform these on-call services for the Town.
4. KEY TEAM MEMBER SUMMARY: Identify the individual(s) or key team members that may be available to assist the Town in response to this RFP. Summarize each person's experience and include their resume.
5. CURRENT CLIENTS/PROJECTS: Provide a list of all clients doing business with the Consultant in the past 12 months and identify any projects within the Town in the past 12 months. The proposal shall include three (3) copies of development review summaries completed for other projects in other municipalities.
6. BILLING STRUCTURE: Provide a list of hourly billing rates for each proposed team member. Include all direct and indirect expenses and transportation fees.
7. CITY CONSULTANT CONTRACT: Provide a statement indicating that the firm has reviewed and agrees to the Town's standard Professional Services Agreement, (Attachment A), and is able to meet the agreement's indemnity and insurance requirements.
8. REFERENCES: Provide three (3) client references relevant to the scope of services listen herein. Include names, titles, current email addresses and telephone numbers.

SUBMITTAL INSTRUCTIONS

Three (3) copies of the proposal package must be submitted to the Town of Windsor by 5:00 P.M. on Friday, August 10, 2018, in addition to one (1) electronic copy in PDF format. Proposals can be mailed or hand delivered to Attn: Shane Hale, 301 Walnut Street, Windsor, Colorado 80550. Proposals shall be sent in a sealed envelope and clearly labeled: "RFP for On-Call Land Use Development Review Services".

Please refer to the entire RFP for specific instructions regarding submittal requirements, proposed scope of work, consultant evaluation and selection process. A complete copy of the RFP can be obtained by completing the "RFP Document request form" located on the Town of Windsor's website at, http://windsorgov.com/bids.aspx.

Questions regarding this RFP should be directed in writing to Scott Ballstadt, Director of Planning, via email at sballstadt@windsorgov.com. The deadline for submitting questions is 5:00 pm., August 3^rd, 2018.

After the Town has selected its top three preferences based on qualifications, a proposed scope and fee will be requested to be provided at the time of interview. Interviews will be scheduled with the top three firms. Following the interviews the top preference will be identified. In the event that an agreement cannot be reached regarding project scope and fees, the next firm based on qualifications will be contacted and negotiations shall then commence with the next preference.

RFP TERMS AND CONDITIONS

The Town reserves the right to reject any and all Proposals and to waive any irregularities and informalities in the submittal and evaluation process. This solicitation for Consultant Services does not obligate the Town to pay any costs incurred by respondents in the preparation and submission of a Proposal. This solicitation does not obligate the Town to accept or contract for any expressed or implied services. Furthermore, the Town reserves the right to award the contract to the next most qualified Consultant if the selected Consultant does not execute a contract within fifteen (15) days after the award of the proposal.