Introduction

Purpose

The City of Leavenworth, Kansas is seeks consulting services to prepare an updated comprehensive land use plan (“Project”). The new, updated plan will provide vision, goals, objectives and policies to guide the city’s development and redevelopment for the next 10 years.The plan will guide the City Commission, various advisory boards, planning commission, staff, developers, property owners, and residents on the appropriate growth and redevelopment for Leavenworth.

It is anticipated that work will begin in late 2019 and the finished product will be adopted by City Commission in late 2020.

History
Leavenworth is a community of approximately 37,000 in the rolling hills of northeastern Kansas on the Missouri River. Located on the outskirts of the Kansas City metropolitan area, Fort Leavenworth is home to the Combined Arms Center, the intellectual center of the Army; The U.S. Army Command and General Staff College; National Simulation Center and the Army Corrections Complex. Leavenworth is home to The University of Saint Mary; the Dwight D. Eisenhower Veterans Affairs Medical Center and the Leavenworth Federal Penitentiary. Leavenworth has a small-town, historic atmosphere with access to the amenities of a larger city. In addition to the large federal presence and large private employers such as Hallmark Cards, the Leavenworth community is home to many smaller, family-owned businesses.The 28 blocks of Downtown Historic Leavenworth still contain many of the buildings that were present in the early-1900s.Vintage homes are scattered throughout the city.

Current Plans

Leavenworth has had four comprehensive plans since its incorporation.The plans were approved in 1950, 1987, 1998 and 2011.  The 2011 plan is the current land use plan. While the 2011 plan is relatively recent, market conditions have changed significantly and the plan is in need of extensive update and revision.

In addition to the current comprehensive plan, Leavenworth has adopted a number of other smaller area plans.

Project Scope

Expectations

The Project will create a comprehensive plan that will guide the development and redevelopment of Leavenworth for the next 10 years.  Because of this, it is imperative that the update process engages and gives the community the opportunity to provide input and feedback.  A key aspect to this will be establishing the community’s vision for Leavenworth’s future.  The result of the update process will be a comprehensive plan that provides guidance to the community on how to reach that vision.

Services

The consultant firm engaged for the Project is expected to provide a wide range of services related to the plan update.  Those services include, but are not limited to, the following:

1. An evaluation of the city’s existing comprehensive plan and area plans and any other city plans that guide and/or impact development.

2. Provide innovative ideas to address the future trends in land use and community development.

3. Evaluation of existing land use map and categories and recommendation on a revised/new map and categories.

4. Analysis of population, economic, and land use trends and integrate them into the comprehensive plan update.

5. Identify opportunities for development and redevelopment that will strengthen the city’s housing, industry, and commercial land uses.

6. Create a robust public outreach program that is multifaceted, unique, and reaches out to residents and property and business owners.

7. Attend and coordinate public meetings as needed.

8. Final updated comprehensive plan preparation and document.

Community Involvement/Engagement
Involving and engaging the community’s residents, leaders, workers, businesses, etc., is a critical component to the success of the Project.  The city expects the consulting firm to design and implement a robust public outreach program that insures the public is given the opportunity to participate in the process and provide feedback and direction on the Project.

Project Schedule

The city anticipates the Project to occur in 2019 and 2020.  The Project will begin in late 2019 and be completed by the end of 2020.  Project completion is defines as final updated comprehensive plan draft to be considered by the City Commission.

Firms responding to this RFQ should include an anticipated Project schedule.

Deliverables

The purpose of this Project is the update of the comprehensive plan that provides goals, objectives and a vision to guide Leavenworth’s next 10 years of development and redevelopment.  In order to accomplish this, the following quantitative deliverables must be included in the proposal:

1. Public outreach program and implementation;

2. Planning Commission presentations;

3. City Commission presentations;

4. Updated comprehensive land use plan ready for adoption by the city;

5. Electronic copy of the plan in pdf and Word format;

6. Data and analysis used to create the plan update.

Submittal Requirements

Submittal

To be eligible for consideration, one electronic and five hard copies of the response to the RFQ must be received and date stamped by the City of Leavenworth no later than 5:00 pm, October 11, 2019.  Late submittals will not be considered, and will be returned to the submitter unopened. 

Unless specified in the submittals, the City will assume that the professional fee schedule will include any cost associated with complying with the City’s insurance requirements as specified in Appendix A of this RFQ. The City will also assume that any work product developed as a result of contracting with the City will become property of the City.

Sealed submittals can be mailed to:

Comprehensive Plan Update - RFQ
City of Leavenworth
Attn: Stephanie Alexander, Accountant
100 N. 5th St.
Leavenworth, KS 66048

Consultants are encouraged to use professional discretion to determine the best information to submit in order to be responsive to the RFQ.  However, please be sure to include the following:

1. Provide background information on your practice and your work with comprehensive planning.  Identify the project manager, sub-consultants, and other key personnel who will work on the project with the city.
2. Explain your general approach to comprehensive planning and particularly how you work with the city elected officials and staff during the process.  Discuss and explain the methodology proposed to satisfactorily achieve the required services for the Project.
3. Provide a proposed schedule from the start to completion of the Project.  The schedule should include phasing, key tasks, milestones and approximate completion dates.
4. Provide contact references from three other local government comprehensive planning clients, along with work samples in electronic format (web link or pdf) for projects completed within the last five years.
5. Please note that an Affirmative Action Letter and Non Collusion Affidavit MUST be included in your submittal packet, as outlined in the attached Standard Terms and Conditions.

Tentative Schedule

Release of RFQ: August 23, 2019

Deadline for questions: September 20, 2019

Response to questions posted: September 27, 2019

Submission deadline: October 11, 2019

Selection group review complete and finalists notified: October 25, 2019

Firm presentations to City Commission: November 19, 2019

Award recommendation to City Commission: November 26, 2019

Contract awarded: December 3, 2019

Questions

Any questions must be emailed to Julie Hurley at jhurley@firstcity.org.  The deadline for the receipt of questions is September 20, 2019.  The city’s response to the questions will be posted on the Bid Notices and Results web page, located at www.leavenworthks.org/cityclerk      

Communications

Following the Release of RFQ date, all questions and communications related to the RFQ must be directed to Julie Hurley, Director of Planning and Community Development.  Firms are not to discuss the RFQ with any other city staff member.  All communications concerning this RFQ are to be in written form via email to Ms. Hurley, and responses to questions will be emailed to all firms submitting.  City staff will not communicate with firms or their agents to entertain any communications related to marketing or regarding the status of the selection process.

Selection Procedure

Selection process

City staff will review and score the RFQ responses.  The RFQ scores will be used to identify a “short list” of firms that will make a presentation to the City Commission during a regularly scheduled Study Session meeting.  Based on the RFQ responses and presentations, the city will select a preferred firm to enter into negotiations and award a contract for services to the firm for the Project.

Evaluation Criteria

Selection will be based on a comparative evaluation of firm’s professional qualifications including:

A. Past performance on similar projects;

B. Understanding of the Project scope;

C. Approach in completing the objectives of the Project;

D. Knowledge and experience in creating and updating comprehensive plans;

E. Knowledge of Leavenworth and the Kansas City Metropolitan area;

F. Ability to bring unique ideas and perspectives to the Project;

G. Firm’s ability to meet schedules.

Additional Information

Required Documentation

The firm selected for the Project will be required to provide the following documents:

• Fully executed contract
• Completed W-9 form
• Proof of insurance per contract with the city named as additional insured
• Kansas Tax Clearance Letter

Project Award Process

Once a preferred firm has been identified, staff will enter negotiations with the firm to finalize a scope and fee.  The firm that is selected for the Project will be required to execute a contract for services with the city.  The firm’s response to this RFQ will be attached to the contract. 

This Request for Qualifications does not commit the City of Leavenworth to award a contract or pay any cost incurred in preparation or for travel. Any contract that may be awarded in response to this Request for Qualifications shall be considered, selected and offered at the complete and sole discretion of the City. The City reserves the right to accept or reject any or all proposals received or to cancel this Request for Proposal in part or in its entirety. The City reserves the right to waive any and all irregularities or informalities in the proposal content, manner or method of delivery, or consideration of proposals.

The identified budget for the project is $100,000 to be allocated over 2019 and 2020. 

Reference Information

The following documents can be accessed via the city’s website at: www.leavenworthks.org/cd/page/planning-and-community-development-documents

• 2011 Comprehensive Plan
• Downtown and North Leavenworth Redevelopment Area Master Plan
• Leavenworth County Transit Plan
• Development Regulations
• Zoning Map

Addendums

• Standard Contract Terms and Conditions
• Non-Collusion Affidavit